Policy and Procedure Manual

Policy and Procedure Manual OADN National Office 7794 Grow Drive Pensacola, FL 32514 Toll Free: 877-96OADN (966-6236) Phone: 850-484-6948 Fax: 850-484-8762 www.oadn.org oadn@oadn.org OADN Policy & Procedure Manual, April 2015, page 1 of 21

TABLE OF CONTENTS GENERAL Logo 3 Mailing List Rental 3 Portable Display 3 Official Correspondence 3 Credentials 4 Advertising on the Website 4 Posting Links on the Website 4 BOARD of DIRECTORS General Information 4 Term of Office 5 Code of Conduct 5 Conflict of Interest 5 Endorsement 6 Board Meetings 6 Board Meeting Attendance 6 Allowable Absences 6 Committee Liaison Responsibility 6 ROLE DESCRIPTIONS President 7 Immediate Past President 7 President-Elect 7 Secretary 8 Treasurer 8 Director 8 COMMITTEES Standing Committees 8 Committee Structure and Roles/Purpose and Function 8 Appointment of Committees 9 FINANCE Financial Procedures 9 Travel Reimbursement 9 Speaker Reimbursement 10 Expense Reimbursement 11 NOMINATING AND ELECTIONS Evaluation of Candidates for National Office 12 Solicitation of Candidates for National Office 12 Voting Process for National Elections 13 Ballot Preparation 13 Candidate Notification 13 PUBLICATIONS Journal 14 Editor Position Description 14 Editorial Board Member Position Description 15 Journal Reviewer Position Description 16 MEETINGS 16 CONVENTION PLANNING PROCESS 17 STATE CHAPTERS Chapter Formation Handbook Appendix A OADN Policy & Procedure Manual, April 2015, page 2 of 21

GENERAL Logo The OADN logo is a trademark owned by the Organization for Associate Degree Nursing (OADN) and is protected by trademark law. Use of this logo for any reason requires written approval. Law prohibits the use of this logo by others in any public advertisement or announcement. Approval for use of the OADN logo will be granted at the discretion of the OADN Board; however, the logo may not be altered or modified. State chapters are permitted to use the OADN logo for certain uses without prior approval. All other uses require written approval. Approved chapter uses are the following: Chapter stationery/letterhead Promotional materials for a chapter-sponsored or co-sponsored educational offering Chapter membership recruitment materials The artwork created for any OADN national meetings may not be used by others without written permission. Mailing List Rental The membership mailing list will be updated on an ongoing basis. The membership mailing list and any directory publication(s) are the sole property of OADN. To ensure the confidentiality of its membership, distribution of this information shall be provided only following approval from the Board of Directors. Rental of the membership mailing list, in part or in full, is available through the OADN National Office. The fees for renting the OADN membership mailing list shall be determined by the Board of Directors. The fees for renting the OADN membership mailing list shall be waived only at the discretion of the Board of Directors (e.g., collaborative potential between OADN and entity requesting the list). Members names may be deleted from the membership mailing list upon written request. Anyone wishing to rent the membership mailing list must request the list in writing and indicate compliance with policy. A sample of the material to be mailed will be included with the request. Rental list agreements are good for single use only. A company s products, service, mission, or purpose for mailing shall not conflict with OADN s mission and purpose. A company s promotional materials shall not imply or state OADN endorsement. Members will be entitled to a 10% discount on all fees related to rental of the membership mailing list. Portable Display OADN will participate in workshops, meetings, conventions, and symposia by displaying OADN materials in accordance with an established procedure. Members may request OADN display materials for workshops, meetings, conventions, and/or symposia. For workshops, meetings, conventions, and/or symposia where OADN staff will not be present, a coroplast display will be sent with pertinent membership information and/or promotional items. This display becomes the property of the member; therefore, it is not returned to the OADN National Office. For workshops, meetings, conventions, and/or symposia where OADN staff or Board members will be representing the Organization, the OADN display will be used along with appropriate membership materials and promotional items. Variance to this policy may be granted by Board action. Official Correspondence All official OADN correspondence will be sent through the OADN National Office. All official OADN correspondence will be handled by staff. That is, leaders should fax, mail, or e-mail to the National Office the correspondence they wish to send along with a list of those who should receive the correspondence. Staff will prepare the correspondence and send it to the leader for approval before OADN Policy & Procedure Manual, April 2015, page 3 of 21

mailing, if the leader requests review prior to mailing. Staff will sign the leader s name unless otherwise requested by the leader. Most mailings will be accomplished in 2 working days or less. In each case, indicating the priority for mailing will expedite prompt attention to any correspondence. Note cards for personal correspondence of OADN leaders will be provided. Upon request, leaders will receive copies of all correspondence sent over their signature. Credentials OADN will use a consistent format in listing credentials as per the American Psychological Association (APA) format. Academic degrees will precede professional titles. Omit periods in the abbreviation of academic degrees. Jane Doe, PhD, RN (not Jane Doe, R.N., Ph.D.) List all degrees if earned in different disciplines, but list only the advanced degree in any one discipline (i.e., the baccalaureate or master s degree is assumed). Susan Scott, MA, RN (baccalaureate assumed) Jane Doe, PhD, RN (baccalaureate and master s assumed) Lucie Smith, PhD, MBA, RN (degrees from different disciplines) Nancy Nice, MBA, BSN, RN (degrees from different disciplines) For dual doctorate, list the academic degree that was earned first. Capitalize academic and other titles. President Jane Doe Jane Doe, MN, RN, CS, President, OADN Ada Smith, EdD, RN, Dean, School of Nursing, Care University Advertising on the Website OADN shall provide advertising opportunities for professional job postings and for healthcare supplies or educational materials on the OADN website. Potential advertisers must present a written request. A contract will be completed by the advertiser that includes time frame for posting and fees for the posting service. Professional job postings shall include advertisements placed by nursing care organizations/academic institutions to recruit new employees. The advertisement shall include a link directly to the advertiser s website. Advertisements will not be available for organizations, journals, or educational materials that are in direct competition with the services provided by OADN. Posting Links on the Website The OADN website will contain web links to sites determined to be appropriate and beneficial to members. Linkages to websites shall be provided to those organizations with whom OADN has entered a partnering arrangement that mutually benefits both organizations. Linkages to websites may be provided to sources that are deemed valuable for the professional growth and improvement of OADN members. Requests to post links on the OADN website will be submitted to the OADN National Office. Approval of a link to the OADN website will be made by the President and CEO. The Board of Directors may be asked for approval to support the posting as deemed necessary. Website linkages shall be reviewed as needed to ensure the site remains accurate and appropriate for OADN member use. General OADN BOARD OF DIRECTORS The Board of Directors shall be composed of the Officers and Directors. The Board of Directors shall conduct the business of the Organization. The Board of Directors shall be elected from the individual membership of this Organization and must be actively involved in associate degree OADN Policy & Procedure Manual, April 2015, page 4 of 21

nursing through collaboration, advocacy, and/or education. The Board of Directors, with a 2/3 vote, shall have the authority to remove from office in the Organization a Board member whose actions are not supportive of the goals of the organization or who does not fulfill the duties of his or her office. Provisions shall be made for a fair hearing and an appeal process. Quorum. A quorum is met if a simple majority of Board members is present as well as either the President, Immediate Past President, or President-Elect. Term of Office Board members shall assume their duties at the close of the annual convention following their election. The President-Elect shall assume the role of President after one year as President-Elect. The President, Secretary, Treasurer, and Directors shall serve for a term of two years or until their successors are elected and assume office. The Immediate Past President shall serve a one-year term after completion of a two-year term as President. Terms of office are staggered according to the bylaws so that all Board members do not end their terms at the same time. o The President-elect shall be elected during odd years. The Treasurer and two Directors shall be elected during even years. The Secretary and three Directors shall be elected during odd years. In the event of a vacancy in the office of President, the President-Elect or Immediate Past President shall succeed to such office for the unexpired term. Other vacancies shall be filled by the Board of Directors for the unexpired term. An elected official can serve no more than 2 consecutive elected terms in the same position Code of Conduct All members of the Board of Directors are expected to adhere to standards of professionalism and serve as role models for the membership. Each Board member is expected to consistently fulfill role description requirements. Failure to do so may necessitate removal from the Board. All members of the Board are expected to participate fully in decision making through discussion of ideas. Differing opinions will be debated in an objective manner with the sole aim of finding the solutions that best represent the goals and interests of the Organization. After a decision has been reached by the Board of Directors, any further discussion will be brought up only within the confines of a Board meeting and not discussed externally. The exception to this is the communications needed between Board liaisons and committees, which are necessary to convey Board decisions or directions. The Board of Directors will hold in strictest confidence individual members positions and statements on issues and speak to the membership as one voice. Issues of a confidential nature will not be discussed outside Board meetings. Conflict of Interest Board members have a fiduciary responsibility to the Organization. The business of the Organization requires that Board members discharge their responsibility in good faith and with a high degree of diligence to ensure the sound management of the Organization. Board members shall not take advantage of their positions or the personal knowledge obtained through business with the Organization for personal gain. Definition: A conflict of interest exists when an individual is in a position to profit directly or indirectly through application of authority, influence, or knowledge in relation to the affairs of OADN. A conflict of interest also exists if a relative benefits or when the Organization is adversely affected in any way. If a conflict of interest is identified, the Board member shall not participate in discussion related to subject in which he or she has personal interest. This includes abstaining from voting on related issues. No Board member shall endorse any person, product, or service on behalf of OADN. A Board member s OADN organizational title shall not be used for any promotion. A Board member s immediate family shall not be employed in any official business capacity for OADN. OADN Policy & Procedure Manual, April 2015, page 5 of 21

Endorsement Requests for endorsement that are received at the National Office are reviewed by the CEO and forwarded to the President for consideration. The President will determine if the request is congruent with the OADN mission and goals. When the President determines that the request meets the mission and goals the return deadline may be used to determine if this should go to the Board for comment. The President, in consultation with the CEO and at least one other Board member may also determine if full Board review is needed for endorsement. Board members will be notified, by e-mail, or on the next conference call of the action taken by the President. Board Meetings The Board will meet for monthly conference calls at a date and time mutually agreed to by the Board. The schedule will be set at the November Board meeting, changes to the meeting date will be approved by the Board on an as needed basis The Board will meet for four (4) face-to-face meetings each year. The January Bard meeting will be determined at the November Board meeting, the remaining dates will be determined at the January Board meeting. Board Meeting Attendance The purpose of this policy is to ensure Board member attendance that will guarantee a quorum to support the organization s ability to appropriately conduct business during meetings with full representation. Board members are asked to attend all Board meetings during the year. If attendance is not possible, the Board member is responsible to provide written notice a minimum of 24 hours before the meeting to the President, CEO and staff of their inability to attend. The President should receive documentation for the assignments completed by the absent board member prior to the meeting. This will prevent interruption of the association s business. Allowable Absences Annually, there are two (2) excused absences for any purpose that shall be reasoned-neutral and undisclosed. ie. work, personal sickness, family responsibilities. A Board member who misses more than 30 minutes of a Board meeting shall be considered to have missed the meeting. Any further absences must be approved by the Board Officers. Process to Address Excess Absences The President will send a warning message to any member missing their second meeting. The President, along with the CEO, will send a letter requesting the Board member s resignation upon their missing the third meeting, upon the direction of the Board. Board vacancies will be filled according to the OADN Bylaws. Committee Liaison Responsibilities Members of the Board of Directors will be responsible to serve as a liaison to one, or more, of OADN s Committees or established workgroups. The Board liaison attends committee/workgroup meetings and works with the chair to provide feedback from the Board to the committee/workgroup, and from the committee/workgroup to the Board. The Board liaison does not serve as committee chair. OADN Policy & Procedure Manual, April 2015, page 6 of 21

ROLE DESCRIPTIONS President The OADN President serves as the President of the Organization. He or she represents the best interests of the Organization and the best interests of associate degree nursing education. He or she serves in a capacity of personal leadership in the motivation of other Board members, committee chairs and members, and staff. During his or her term in office, he or she directs the affairs of the Organization in keeping with the goals and objectives established by the Board of Directors. He or she shall be the spokesperson for the Organization. Within the limits of the bylaws, the President s primary functions are as follows: Serves as the President of the Organization and presides at all meetings of the Board of Directors and the annual business meeting. Executes policies as determined by the Board of Directors in accordance with the bylaws and policies and procedures. Works collaboratively with the CEO to provide leadership for the organization. Serves as spokesperson for the Organization in correspondence and in any other forms of communication. Serves as ex-officio member of all committees except the Nominating Committee. Assigns liaison roles to members of the Board of Directors. Communicates at least quarterly with the Board and committee chairs either directly or through the Board liaisons to keep them abreast of OADN activities. Identifies the organizational goals and objectives in collaboration with the Board. Communicates with the membership at least quarterly. Oversees the preparation and implementation of the budget in collaboration with the Treasurer and CEO. Provides direction to the Board by preparing and presenting ideas, problems, solutions, or issues of organizational interest for consideration. Prioritizes activities of the Board of Directors. Serves as the Organization s representative in negotiations with the management company. Delegates responsibility as necessary. Evaluates current trends and needs of the Organization in respect to growth, organizational structure, level of volunteerism, and informs the Board. Works closely with the President-Elect to ensure an effective orientation and smooth transition into the presidency. Oversees preparation of the agenda for all Board meetings and the annual business meeting. Prepares a report on the status of the Organization at the annual business meeting. Facilitates development and implementation of a strategic plan. Facilitates achievement of goals through ongoing coordination with the Board and staff. Immediate Past President The Immediate Past President serves as a member of the Board of Directors in odd years. Within the limits of the bylaws, the Immediate Past President s primary functions are as follows: Assumes the role of President in the absence or inability of the President. Accepts responsibilities and assignments as delegated by the President. Serves as a liaison between the Board and assigned committees. Participates in the development and implementation of the strategic plan. Completes other duties as assigned. President-Elect The President-Elect serves as a member of the Board of Directors in even years. Within the limits of the bylaws, the President-Elect s primary functions are as follows: Assumes the role of President in the absence or inability of the President. Performs duties as assigned by the President. OADN Policy & Procedure Manual, April 2015, page 7 of 21

Automatically assumes the office of President for a term of two years at the end of the President s term. Works closely with the President. Orients to the position of President. Develops and prepares goals for upcoming term as President and reviews with President. Participates in the development and implementation of the strategic plan. Completes other duties as assigned. Secretary The OADN Secretary serves as a member of the Board of Directors. Within the limits of the bylaws, the Secretary s primary functions are as follows: Reviews for accuracy the minutes of all business meetings and special meetings of the Board of Directors, including conference calls, recorded by the National Office staff. Calls roll and documents a quorum at the annual business meeting. Accepts responsibilities and assignments as delegated by the President. Participates in the development and implementation of the strategic plan. Completes other duties as assigned. Treasurer The OADN Treasurer serves as a member of the Board of Directors. Within the limits of the bylaws, the Treasurer s primary functions are as follows: Monitors the financial status and reports on the budget to the President and Board. Actively participates at all meetings regarding the Organization s financial business. In conjunction with the President and CEO, develops and presents an annual budget to the Board. Considers the financial requirements of basic policies and programs when developing the budget. Authorizes Organization expenditures over $1000. Reports to the membership on the financial status of the Organization at the annual business meeting. Accepts responsibilities and assignments as delegated by the President. Participates in the development and implementation of the strategic plan. Completes other duties as assigned. Director OADN Directors serve on the Board of Directors. Within the limits of the bylaws, Directors perform the following functions: Assume responsibilities delegated by the President and/or Board. Serve as liaisons between assigned committees and the Board. Participate in the development and implementation of the strategic plan. Complete other duties as assigned. COMMITTEES Standing Committees OADN has five standing committees as follows: o Nominations Committee (Elected) o Convention Planning Committee o Education/Research Committee o Membership Committee o National Honor Society/Awards & Recognition Committee Committee Structure and Roles/ Purpose and Function The Nominating Committee is elected by the membership; the work of this committee is defined by the bylaws and nominations & elections policies. OADN Policy & Procedure Manual, April 2015, page 8 of 21

Appointed Committees respond to the charge of the Board by deliberating the best way to accomplish a task; they explore options and make recommendations for Board action. Committees have the following functions: o Oversight of current OADN Programs o Evaluation of current programs for usefulness o Recommendation of activities and initiatives for Board consideration o Exploration and development of new programs and products in respond to Board charges Work groups may be appointed to address current trends. Current work groups are: o Social Media & Website o Academic Progression in Nursing o Sponsorship Appointment of Committees The committee year extends from January to January. A call for volunteers is distributed annually in the fall. The deadline for the call for volunteers is November 30. Committees are appointed at the January Board meeting. The President will appoint a Director to serve as a liaison for each committee. The Director will report the committee activities to the Board of Directors. Committee volunteers are appointed to a two-year term that begins at the close of the convention with the option of one more 2 year appointment. Committee members that are not actively participating in committee work will be removed. FINANCE Financial Procedures Fiscal management of the Organization shall be the primary responsibility of the Treasurer in conjunction with the President and CEO. The fiscal year covers the period of January 1-December 31. The Treasurer, President, and President of the association management company (AMC) have check writing authority to write checks on the checking account. The President of the AMC shall be authorized to transfer funds from the checking account to the reserve account and from the reserve account to the checking account. The President of the AMC shall make recommendations to the Treasurer regarding investments for the Organization. The President of the AMC shall be authorized to sign checks in amounts up to $1000. (In the event that an invoice to be paid exceeds $1000 and time is of the essence, the President of the AMC may be authorized by the Treasurer or President to write a check for the entire amount.) (The President of the AMC also is authorized to pay the monthly management fee without prior authorization; invoices for direct expenses that exceed $1000, however, must be approved before payment.) (Authorization for check signing can be obtained by fax or e-mail.) The President of the AMC shall provide monthly transaction and summary reports to the Treasurer, CEO, President, and President-Elect/Immediate Past President (as applicable). The Treasurer shall provide financial reports to the Board of Directors at each face-to-face meeting and as requested by the Board. The President and CFO of the AMC, in collaboration with the Treasurer, President and CEO, of the Organizations shall prepare an annual budget. The President and CFO of the AMC, in collaboration with the Treasurer, President and CEO, of the Organizations shall meet quarterly to review the financial status of the Organization. The President of the AMC shall arrange for taxes to be filed. An audit may be conducted as determined by the Board. Travel Reimbursement OADN will reimburse certain expenses incurred for Board members or other members attending and contributing to the Board meetings, annual convention, or another organization s meeting at the request of the Board of Directors. OADN Policy & Procedure Manual, April 2015, page 9 of 21

TRANSPORTATION EXPENSES 1. Airfare, charged directly to OADN, can be scheduled through the OADN official travel agency, Association Travel Concepts (ATC), at the lowest possible coach fares. 2. Bus or train travel will be reimbursed up to, but not more than, the amount of coach airfare. 3. Automobile travel will be reimbursed at the current rate allowed by the IRS up to, but not more than, the amount of coach airfare. 4. Tolls, parking, baggage fees and ground transportation are reimbursable with receipts. HOTEL EXPENSES 5. Hotel room and tax charges for attendance at Board meetings will be billed directly to the OADN master account at the single/double occupancy rate negotiated with the hotel. Internet service will be provided for Board members. 6. Other incidental hotel charges (e.g., telephone calls, additional nights) are not reimbursable. 7. If other incidental charges are not paid at check-out, individuals will be invoiced for these charges. 8. OADN will pay for the minimum number of nights required to accommodate travel arrangements. This number will be determined by OADN staff and ATC. 9. OADN will pay for in room internet service for Board members during official OADN functions and representation. MEAL EXPENSES 10. OADN Board member per diem is $60.00 per day; no receipt is required. 11. If some meals are provided, the per diem is $30.00 per day; no receipt is required. PROCEDURE 12. Receipts for reimbursable expenses should be turned in to Governance Services with a completed expense reimbursement form. 13. The form and receipts must be submitted within (30) days of the meeting to the OADN National Office. 14. Governance Services will review the expense reimbursement form, make any necessary adjustments, and forward to Financial Services. 15. Financial Services will issue reimbursement checks. 16. The Treasurer will be asked to decide any disputes. If the dispute is with the Treasurer, the President will make a decision. Speaker Reimbursement OADN provides approved travel, lodging, and meal expenses for invited speakers for the annual convention; this includes up to 2 faculty for the annual certification preparation course. OADN Policy & Procedure Manual, April 2015, page 10 of 21

Invited speakers must abide by the reimbursement policy and procedures established by the Organization. Air travel must be arranged through the official travel agency. Lodging arrangements must be made through the OADN National Office. If driving, total mileage, tolls, and parking fees must be submitted on an OADN expense form with original receipts. Total cost must not exceed round trip airfare as quoted by the official travel agency. Mileage is paid at the current IRS rate. Invited speakers may receive an honorarium; the fee will be negotiated by staff and agreed upon by the Education Committee before confirming a speaking engagement. Invited speakers paid honoraria in excess of $600 are required to give OADN their social security number. Air travel expenses (coach class) will be paid directly by OADN. Invited speakers may receive a complimentary night s stay. Honoraria and other benefits (if any) for those presenters who respond to the Call for Presentations will be determined by the Board in collaboration with staff and the Education Committee. Policy and Operational Guidelines: EXPENSE REIMBURSEMENT Position Registration Fees Lodging Airfare & Ground Transportation Current Board Member Board Meetings & Annual Convention Incoming Board Member for Annual Convention Approved Representation X X X N/A Honoraria N/A 1 night N/A N/A N/A Per Diem $60.00 per day* (no receipt required) unless some meals are provided then $30.00 As Required X X $60.00 per day* (no receipt required) unless some meals are provided then $30.00 Invited Speaker Negotiable Negotiable Negotiable Negotiable Negotiable Annual Convention Speaker (abstract) Workshop (Regardless of # of Speakers) Program Planning Committee Chair Member of Planning Committee Meetings Single Day Registration Complimentary Registration N/A N/A ($50.00 max) N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A Journal Editor X X X $4000.00 Paid in 4 equal quarterly payments Editorial Board ½ price N/A N/A Negotiable N/A $60.00 per day* (no receipt required) unless some meals are provided then $30.00 OADN Policy & Procedure Manual, April 2015, page 11 of 21

Members Convention Registration Certification N/A N/A N/A $500.00 per N/A Preparation Course speaker (Expenses negotiated on an as needed basis) * Incoming Board member expense for the convention will be paid provided the incoming Board member attends both the pre and post Board meetings. Editor and Editorial Board reimbursement approved January 2012 NOMINATING AND ELECTIONS Evaluation of Candidates for National Office The Nominating Committee will select a final slate of candidates for the national election ballot through a process of assessment that is consistent with the criteria and requirements set forth. No individual will be considered unless the criteria and requirements are met as set forth in this policy, and the completed candidate packet is received by the designated deadline. Screening potential candidates is a responsibility of the Nominating Committee. The decision to place a candidate on the ballot is based on cumulative materials received by the Committee with no one factor deemed conclusive. Candidates must meet the following criteria: The candidate is an individual member of the Organization. The candidate is actively engaged in associate degree nursing education. The candidate participates in OADN activities on a national, regional, and/or local level. Experience as a national officer or committee member for OADN, the state chapter, and/or other nursing organization(s) is desirable. The nominee submits a willingness to serve form. The nominee possesses qualifications to serve in this position as indicated in the biographical data form and candidate assessment: Leadership skills Organizational skills Writing ability Communication skills Ability to work with others Commitment to associate degree nursing education The nominee is able and willing to commit the necessary time and resources to serve effectively in the position for which he or she is nominated. Nominees will be contacted personally by the Nominating Committee Chair to clarify information that could cause disqualification. A candidate will run for only one position per election year. Candidates nominated for more than one position will be contacted by the Nominating Committee Chair and asked to select the position which he or she would like to pursue. In cases of a nominee s potential conflict of interest, the issue will be resolved by the Board of Directors. Solicitation of Candidates for National Office Candidates for nomination to the Board of Directors and the Nominating Committee will be solicited from the OADN membership. The Nominating Committee will seek candidates from the active individual membership In order to determine interest in Board and/or Nominating Committee service, there will be a Call for Nominations sent annually to every active and lifetime member. The call for nominations will include time commitments for new Board members which includes Board meeting attendance and committee/workgroup responsibilities. OADN members may nominate themselves and/or fellow members to run for the position of President- Elect, Secretary, Treasurer, Director, or Nominating Committee member by: OADN Policy & Procedure Manual, April 2015, page 12 of 21

Validating the nominee s willingness to serve. Completing, signing, and submitting a Call for Nominations form to the National Office. The Nominating Committee will verify eligibility of every nominee to be considered for ballot selection. Nominee is an individual member prior to nomination. Nominee has submitted a curriculum vitae which shows evidence the nominee is currently engaged in associate degree nursing education at some level. Nominee has submitted a letter of support from the President or Dean of the nominee s school. Nominee has included a letter of support from a nominee s colleague. Nominee has included a 250 word candidate statement to be included with the ballot. Voting Process for National Election The notice of the National ballot and elections process will be sent out electronically. The National Office shall be responsible for tabulating ballots via the electronic voting mechanism The candidate receiving the highest number of votes will be elected. Tie votes will be broken by the drawing of lots (i.e., a random drawing) A write-in candidate receiving a majority of votes for a position must meet requirements to serve as stipulated in the OADN bylaws and policies and procedures and submit the following within 10 days of notification of results: Signed Consent to Seek National Office Form Completed Biographical Data Form or Resume The failure of the write-in candidate to submit the above information by the stipulated deadline will result in the candidate being ineligible for installation. In the event the write-in candidate is deemed ineligible for installation, the candidate may petition the Board of Directors for review of the Nominating Committee s decision. The petition must be filed with the President and postmarked within ten (10) days following receipt of the decision of the Nominating Committee. The Board of Directors may alter the decision of the Nominating Committee only upon determination that the action of the Nominating Committee was arbitrary, unreasonable, or capricious. The Board of Directors shall make its decision within ten (10) days of the filing of the petition. In the event the write-in candidate is deemed ineligible for installation, the candidate receiving the second highest number of votes for that position will serve. Ballot Preparation The Nominating Committee shall oversee the election of Board members and the Nominating Committee. The Nominating Committee shall prepare a ballot of candidates for election of Board members and the Nominating Committee, hereafter referred to as the national ballot. The national ballot shall include the following: Candidate s pertinent biographical data. Candidate s statement (A statement describing what qualifies the nominee to serve in the position for which he or she has been nominated and the goals he or she would like to achieve for OADN in this position; previous OADN activities). Space allocated for write-in candidates for each position. Inasmuch as possible, the ballot should be balanced in terms of candidates practice setting, geographic location, and education level. The Nominating Committee shall submit the national ballot to the Board of Directors for review. Candidate Notification Following the elections, the candidates will be notified as follows: The Chair of the Nominating Committee will verbally notify all candidates of the election outcomes. Once the candidates have been verbally notified, letters of notification shall be mailed. OADN Policy & Procedure Manual, April 2015, page 13 of 21

PUBLICATIONS Journal Teaching and Learning in Nursing is the official journal of, and is wholly owned by, the Organization for Associate Degree Nursing (OADN). The Journal is published by Elsevier Publishers, Philadelphia, PA. The purpose of the journal Teaching and Learning in Nursing is to provide the professional nurse with the following: A quality publication for which the focus is associate degree nursing, including areas of clinical practice, education, administration, and research. A medium for professional development in the area of associate degree nursing. Information presented at the annual convention of the Organization. Information about activities of the Organization. General Information: The publishing year of the Journal will be the calendar year. The Editor of the Journal shall be appointed by the OADN Board of Directors. Original manuscripts must follow the established manuscript guidelines as published in the Journal. Manuscripts will be peer reviewed and returned to the author for recommended revisions. The Editorial Board shall be composed of volunteer members selected by the Editor and approved by the OADN Board of Directors. Editorial Board members shall be responsible for review and editing of manuscripts submitted for publication after initial review by the Editor. Letters to the editor are welcomed and will be considered for publication on an individual basis. Letters must include the author s name, address, and telephone number. Letters may be edited to accommodate space. An average of forty percent of the Journal may be sold as advertising during a consecutive 12-month period. Organization information will be published in the Journal. The Editor and OADN staff will collaborate on the inclusion of Organization promotional material, subject to approval of the OADN Board. Advertising reflecting the interests of associate degree nursing will be accepted subject to approval by the Editor. Unacceptable advertising may include, but not be limited to, products or services that may present significant life style health risks or present discrimination or denigration of a segment of the population. Editor Position Description Reports To: Term of Contract: OADN Board of Directors 3 years with option for renewal Qualifications 1. Registered professional nurse. Master s degree required. 2. Must have an individual membership in OADN. 3. Experience: Demonstrated experience performing editorial function. 4. Management skills: Demonstrates project management; coordination through peer review; manuscript solicitation and follow up; schedule adherence; communication liaison with OADN, publisher, and authors. 5. Experience in nursing education, practice, and administration and OADN involvement preferred. General Responsibilities: The editor is responsible to the OADN Board for the editorial direction of the Teaching and Learning in Nursing, consistent with the goals and philosophy of OADN. Compensation: The Editor receives an annual stipend of $4000.00, paid in equal quarterly payments. The Editor receives travel, hotel accommodations, and a complimentary convention registration for the OADN Annual Convention. Specific Duties: OADN Policy & Procedure Manual, April 2015, page 14 of 21

I. Administrative Tasks: Formulates an annual editorial plan (i.e., 1-3 goals for the year and ideas for meeting the goals) and submits it to the OADN Board for approval. Works with Editorial Board to achieve annual editorial plan. Prepares and submits a report of progress toward that year s editorial plan to the OADN Board, prior to each Board meeting. Defines editorial procedures, as necessary, within the framework of stated publication objectives. Maintains regular communication with the Organization, publisher, Editorial Board, and authors. Attends OADN Board meetings as requested by the President. Reviews position descriptions for the Editorial Board and submits proposed changes to the OADN Board annually for approval. Identifies candidates for Editorial Board positions based upon stated qualifications and recommends candidates for OADN Board approval. Creates an orientation process for newly appointed Editorial Board members. Reviews the performance of Editorial Board annually. Establishes date and agenda for Editorial Board meetings. Evaluates publication regularly for compliance with editorial plan. Reports evaluation reports to OADN Board. Works within budget approved by the OADN Board. II. Production Tasks Develops ongoing plans and procedures for manuscript solicitation. Develops guidelines for manuscript evaluation, media review and follow up peer review, and special features. Selects edited manuscripts for publication. Submits text materials and appropriate illustrations, in acceptable form, to the publisher according to an established schedule. Collaborates with the publisher regarding publication format, cover design, and number of pages per issue. Coordinates with the publisher to establish production schedules for publication and special features. Collaborates with the publisher to establish procedures for production processes. Reviews the journal page proofs. Evaluates production processes and recommends changes to the publisher as necessary. Reviews new advertisements for approval or disapproval. Editorial Board Member Position Description Reports To: Term of Contract: Journal Editor 2 years (eligible for reappointment after 2 years off the Editorial Board) An Editorial Board member has the following qualifications: Registered professional nurse with Master s degree in nursing preferred. Experience: Practice in areas of education, practice, administration, consultation, accreditation, or research sufficient to develop considerable expertise in the area. Writing: Documented writing ability as evidenced by publication. OADN involvement: OADN Membership is required. Editorial Board members are appointed by the Board of Directors at the recommendation of the Editor. The term is for 2 years, renewable after 2 years off the Board. Editorial Board members are responsible for editorial review of manuscripts for publication in Teaching and Learning in Nursing and for assisting the Editor as assigned. An Editorial Board member Reviews and edits content and format of a minimum of 3 manuscripts per year within defined procedure. OADN Policy & Procedure Manual, April 2015, page 15 of 21

Maintains confidentiality during manuscript review. Completes all work within established production time lines. Attends editorial board meetings. Communicates with editor appropriately. Performs other duties as assigned by Editor. Editorial Board members receive a discounted convention registration rate, (50% off) to attend the annual Editorial Board meeting held in conjunction with the OADN Annual Convention. Journal Reviewer Position Description Reports To: Term of Contract: Journal Editor Indefinite A Reviewer has the following qualifications: Registered professional nurse with Master s degree in nursing preferred. Experience: Practice in areas of education, practice, administration, consultation, accreditation, or research sufficient to develop considerable expertise in the area. Writing: Documented writing ability as evidenced by publication. OADN involvement: OADN Membership is required. Reviewers are appointed at the recommendation of the Editor. The term has no defined limit. Reviewers are responsible for the editorial review of manuscripts for publication in Teaching and Learning in Nursing and for assisting the Editor as assigned. A Reviewer: Reviews and edits content and format of a minimum of 3 manuscripts per year within defined procedure. Maintains confidentiality during manuscript review. Completes all work within established production timelines. Communicates with editor appropriately. MEETINGS The Organization shall hold an annual membership meeting (i.e., business meeting) in conjunction with the Convention. In the event that there is no convention, there will be no annual membership meeting either. The annual membership meeting shall be open to all members. Non members may attend but may not vote. All members shall have the opportunity to address the membership. The Board of Directors shall notify members of meetings 30 days in advance. The Board of Directors shall call special meetings as appropriate after notifying the membership at least 30 days in advance. A quorum shall consist of three officers, including the President, President-Elect, or Immediate Past President and 10% of the membership including representatives from at least five states. Meetings of the Board of Directors are held four times a year: winter, spring, summer and in November prior to the start of the Annual OADN Convention. Additional meetings may be held if Board business dictates. When possible, the Board will meet at future or potential future convention sites for evaluation purposes. Board meetings are open to all OADN members; the Board reserves the right to enter Executive Session upon 2/3 vote of the Board. OADN Policy & Procedure Manual, April 2015, page 16 of 21

CONVENTION PROGRAM PLANNING PROCESS DATE AND LOCATION Board of Directors Convention Planning Committee National Office Staff Selects the city at least two years in advance Sets the dates of the program at least two years in advance May provide suggestions for location and date Researches location as related to date, other conventions/events, hotel accommodations and transportation. Negotiates with the hotel/convention center the room rate, fees, and other related expenses. Signs the contract on behalf of the Association. CONVENTION PLANNING COMMITTEE Board of Directors Appoints Convention Planning Committee. Appoints Liaison to the Convention Planning Committee, as needed Make recommendations to the Board of Directors CONVENTION PLANNING COMMITTEE PROCESS National Office Staff Provides listing of potential members as requested. Confirms appointed members Board of Directors Convention Planning Committee National Office Staff Meets via conference calls; uses timeline for program to determine the number and frequency of calls TITLE/THEME Board of Directors Convention Planning Committee National Office Staff Selects title/theme; may solicit input from membership or Convention Planning Committee Provides suggestions to the Board of Directors if needed BUDGET Board of Directors Convention Planning Committee National Office Staff Approves and oversees budget. Sets profit/loss margins Collaborates with Staff on budget development. Schedules conference calls; develops timeline for program; communicates with chairperson of committee on the agenda for the conference calls; records actions of the committee and distributes to committee members Communicates "call" for title/theme from membership and/or develops title/theme Develops budget based on directions from the Board of Directors, previous educational programs, and location of conference. Collects all fees and pays all bills. Prepares budget summary for committee and Board OADN Policy & Procedure Manual, April 2015, page 17 of 21

of Directors at end of conference. Negotiates with the hotel, conference site, speakers, and vendors regarding budgeted expenses. REGISTRATION FEES Board of Directors Convention Planning Committee National Office Staff Receives information on registration fees; approves waiver of fees Collaborates with Staff in setting the fees REGISTRATION PROCESS Recommends a fee to the Convention Planning Committee Board of Directors Convention Planning Committee National Office Staff Assists with registration process on site, as requested. PROGRAM FORMAT AND CONTENT Registers participants; sends confirmation letters; manages and coordinates registration on site. Board of Directors Convention Planning Committee National Office Staff Reviews content; makes suggestions to the Convention Planning Committee Reviews evaluations of past programs, trends, needs assessment, literature, and develops format and content of program. Collaborates with Staff in the development of a call for abstracts for concurrent sessions and posters. (Call is issued at least 12 months prior to program and if possible is available at the current year's program.) Reviews and selects the program content from the call. May involve an "independent" group of reviewers, as outlined in bylaws or policy. Reviews and approves the final program format at least 8 months prior to program. SPEAKERS/PRESENTERS Board of Directors Convention Planning Committee National Office Staff Provides summary or obtains summary of past programs, reviews literature, trends, or needs assessment to assist in the development of format and content of program. Develops the call, in collaboration with the Convention Planning Committee. Tabulates the response to the call and distributes to Convention Planning Committee. Develops the tentative program based on the selection by the committee. Collaborates with the Committee in the planning of social events, tours, and other activities. Provides information on costs, availability of tours, and entertainment. Negotiates costs related to tours and entertainment. Selects abstracts for concurrent sessions and posters. Speakers and alternates selected at least 8 months prior to the program. Notifies speakers/presenters of selection. Maintains all correspondence with speakers/presenters regarding presentation, fees, travel, and materials for session/s. KEYNOTE/PLENARY SPEAKERS Board of Directors Convention Planning Committee National Office Staff Suggests and introduces speakers Reviews the theme/title of the program and other data and trends Makes suggestions for speakers. Contacts speakers to negotiate date, fee, and other OADN Policy & Procedure Manual, April 2015, page 18 of 21

and makes selections/decisions regarding the speakers. Contacts the speaker to discuss session/s to be presented, if necessary. Introduces the speaker/s at the program. Selects speakers at least 8 months prior to program. requirements. Provides information to Convention Planning Committee for decision. Notifies speakers/presenters of selection. Maintains all correspondence with speakers/presenters regarding presentation, fees, travel, and materials for session/s. Develops and/or signs contract with speaker/s. Contacts a sponsoring company/organization. Monitors expenses of speakers and reimburses based on contract. PUBLICITY Board of Directors Convention Planning Committee National Office Staff Provides suggestions for publicity CONTACT HOUR APPLICATION/S Develops and distributes the brochure. Provides information regarding publicity strategies. Develops press releases. Provides information to journals, for a calendar of events, reminder post-cards, and for Internet postings. Board of Directors Convention Planning Committee National Office Staff Provides vitas for contact hour application Submits application to approving body. Prepares contact hour record for program participants. Maintains records. PROGRAM MATERIALS/HANDOUTS Board of Directors Convention Planning Committee National Office Staff Assists with the process as requested PROGRAM/SPEAKER EVALUATIONS Collects, assembles, and prints the program materials/handouts. Board of Directors Convention Planning Committee National Office Staff Reviews the evaluations and makes suggestions to Staff and Convention Planning Committee for the next program Assists with the development of the evaluation as requested FOOD FUNCTIONS Develops the evaluations. Summarizes and analyzes the data and submits to the Convention Planning Committee and Board of Directors for review. Board of Directors Convention Planning Committee National Office Staff Collaborates with National Office Staff in planning the food functions MODERATORS AND/OR MONITORS Communicates and negotiates with the hotel regarding food functions and selects menus. Board of Directors Convention Planning Committee National Office Staff OADN Policy & Procedure Manual, April 2015, page 19 of 21

Collaborates with National Office Staff in identifying the persons. Identifies responsibilities and benefits. Contacts, if necessary, possible moderators/monitors Provides information to Convention Planning Committee. Sends written communication to moderators/monitors regarding responsibilities and benefits. Prepares materials for moderators/monitors. EXHIBITORS Board of Directors Convention Planning Committee National Office Staff Provides suggestions for exhibitors/vendors Provides suggestions for exhibitors/vendors SPONSORSHIPS Develops mailing list. Develops and mails exhibitor/vendor prospectus. Sends contract and confirmation letter; plans the exhibit area. Board of Directors Convention Planning Committee National Office Staff Provides suggestions for potential sponsors Provides suggestions for potential sponsors. Collaborates with National Office Staff regarding use of funds. Develops a contact listing. Contacts potential sponsors. Collaborates with the Convention Planning Committee regarding use of funds. Communicates with sponsors. Provides recognition of sponsors in program materials/handouts. STATE CHAPTERS (Appendix A) See Appendix A Chapter Formation Packet (Last Updated: January 12, 2015) Updated January 11, 2013; Updated March 21, 2012; Updated March 23, 2011, Updated July 2014, Updated November 2014, January 8, 2015, Updated: April 14, 2015 OADN Policy & Procedure Manual, April 2015, page 20 of 21

ORGANIZATION FOR ASSOCIATE DEGREE NURSING POLICY & PROCEDURE MANUAL APPENDIX A: CHAPTER FORMATION HANDBOOK OADN Policy & Procedure Manual, April 2015, page 21 of 21

1 Organization for Associate Degree Nursing Chapter Formation Packet 7794 Grow Drive Pensacola, FL 32514-7072 (850) 484-6948 Toll-free (877) 966-6236 (850) 484-8762 FAX oadn@oadn.org www.oadn.org

OVERVIEW OADN is the leading advocate for Associate Degree Nursing (ADN), promoting it through leadership, collaboration, advocacy, and education to ensure excellence in the future of health care and professional nursing practice. OADN strives to: Maintain eligibility for registered nurse licensure for graduates of associate degree nursing programs. Educate students and promote AD nursing programs at community colleges nationwide. Provide a forum for discussion of issues impacting AD education and practice. Develop partnerships and increase communication with other professional organizations. Increase public understanding of the role of the associate degree nurse. Participate at national and state levels in the formation of healthcare policy. Facilitate legislative action supportive of the goals of OADN. Benefits of membership: Subscription to Teaching and Learning in Nursing, OADN s Official Journal. E-communication to members on matters impacting associate degree nursing. Representation in Public Policy and National Legislative interaction and updates. Interaction with other nursing organizations. Opportunities for leadership development, authorship, public speaking, legislative activity, and more! Networking Opportunities through a member-only listserver Networking and Educational Opportunities sponsored by National and state chapters. Annual Scholarship Opportunities through the N-OADN Foundation Annual Opportunity for Educator of the Year Award. Reduced Member Rates at the Annual Convention, which offers an opportunity to earn valuable contact hours. 2 PURPOSE OF OADN CHAPTERS Chapters are an important way to collaborate at the local level; it is in chapters where enthusiasm and interest in associate degree of nursing comes alive. OADN chapters serve as a vital link between people within the chapter, as well as between the chapter and the National Office. Involvement in a local chapter is a very exciting way to collaborate and pool the talents and expertise of people. Benefits of chapter membership: Professional growth within the specialty Ability to network with people of similar interests Potential for leadership at the local level Communication network at a local level Participation in educational programs at a local level Partnership with the National Office and all OADN chapters

REQUIREMENTS FOR ESTABLISHING OADN CHAPTERS 3 A minimum of 5 individuals involved with associate degree nursing are needed to start a chapter. All members must be OADN national members. Chapters must be financially independent. Each chapter is a separate entity, both legally and financially. All expenses and liabilities of a local chapter are the sole responsibility of that Chapter, and the OADN shall have no liability with respect to any such obligation. Financial independence can be accomplished by charging local chapter membership dues, obtaining sponsors from local hospitals and pharmaceutical companies, and charging minimal meeting fees. If chosen, Articles of Association shall be executed by at least two persons. If a Chapter elects to incorporate, Articles of Incorporation must be approved by the appropriate state official. It is the obligation of each local Chapter to comply with all state laws. These requirements may vary from state to state. Chapters will develop local bylaws. The national organization will provide model bylaws for local chapters to adapt. Chapters have autonomy with respect to their mission, goals, objectives, and activities as long as there is no conflict with the national organization s mission, goals, objectives, and activities. GETTING STARTED The OADN National Office will provide a list of OADN members in the state. Plan a strategic method of recruitment: this can either be a mailed questionnaire or personal contact. Explain the purpose and benefits of forming a chapter. Contact local agencies in the area, in addition to local hospitals and home care services. Once interest is established, schedule an organizational meeting with adequate advance notice in a centrally located site for interested people. Some sites may include college meeting rooms, restaurants, or local clubs. Draft and mail invitations or flyers to interested people and various institutions. Appoint a program committee to help organize a brief educational session. A guest speaker can be a helpful drawing card. Set the initial meeting agenda, such as: 1. Call to order 5. Questions and answers 2. Welcome & Introductions 6. Elect or ask for volunteers for officers 3. Educational presentation 7. Plan next meeting/future education 4. Plans for chapter development 8. Adjourn for refreshments/networking Obtain a supply of OADN membership applications from the National Office to distribute at the meeting. Develop a plan for financial independence. File Articles of Association or Incorporation with the appropriate state official. Develop chapter bylaws. The national organization will provide model bylaws for local chapters to adopt/adapt. Complete the Chapter Application Form and return it, with attachments, to the National Office.

CHAPTER OFFICERS In order to get the chapter up and running, it is beneficial to create committees to divide the workload. The number of people on each committee will be determined by the objectives and the size of the chapter. Terms of office shall be staggered so that all officers and committee members do not begin and end their terms at the same time (officers shall serve a minimum of one year). The following are suggestions for officers/committees and their responsibilities: 4 Nominating Committee President President Elect Secretary Treasurer Program Planning Publicity/Membership Fund Raising Compile nominations for a slate of Officers and Board members Regulate/officiate nominations Serve as the official representative of the chapter Preside at all official meetings of the chapter Serve as the link to the National Office Assist President in performance of duties when requested Substitute for the president when required, including chairing meetings in the absence of the president Record and circulate to all members the minutes of all meetings Send notice of all meetings to all members Conduct official correspondence Maintain correspondence for OADN Be in charge of all funds of the chapter Deposit all monies in the name of and to the credit of the chapter Render a statement of financial condition of the chapter at all meetings Provide the Annual Fiscal Report to the National Organization Develop and promote educational sessions Design and send flyers/announcements of all planned sessions Obtain and distribute handouts and evaluations for each program Obtain contact hour approval for each program (see Obtaining Contact Hours) Advertise the chapter by creating a newsletter, using bulletin boards, media, newspapers, and OADN Newsletter. Welcome and promote membership into the group (see Membership Development) Organize all activities related to fund raising. Some ideas for raising funds include: half or full day seminars raffles membership fees corporate sponsorship

THE APPLICATION PROCESS 5 Complete the application form enclosed and return it with the following information to the Chapter Services Specialist, OADN National Office, 7794 Grow Drive, Pensacola, FL 32514-7072. Roster of current officers (with the terms of office) and a membership list Chapter bylaws Copy of Form SS-4, Application for Employer Identification Number (EIN). Upon receipt of the EIN, send this number to the OADN Statement of financial independence When the application arrives at the OADN office, it will be checked for completeness. It will be verified that chapter members are also members of OADN. Copies are then sent to the OADN Membership Committee, which must make recommendations that are sent to the Board for final approval. Each Chapter must not control, be controlled by, nor be accountable to any organization other than the OADN. Upon approval, the chairperson of the chapter will receive a written response. Recognition will also be given at the convention and in other publications. ANNUAL REPORTS and CHAPTER RENEWAL The Chapter Annual Report form is due to the OADN National Office by January 31 of each year. For most chapters, it will be most effective for the person who served as president during the year to complete the form. The following should be submitted to the OADN office: Completed Annual Report Copy of Bylaws, if changed since last submission (please highlight any changes) List of current officers (including dates of terms) and members with addresses and telephone numbers Statement of chapter address change, if applicable A chapter s charter will be declared invalid and the chapter will be automatically disbanded if the chapter fails to comply with its bylaws, the written policies of the OADN, or properly submit for renewal of its Chapter Charter.

6 PUBLICITY Add to a chapter s mailing list by collecting names from peer organizations. During the first year, it pays to send mailings to a large list to inform potential members about the new chapter. Take advantage of the meeting or calendar of events on the OADN website and in the local newspaper to publicize meetings. If the chapter covers a large geographic area, send announcements to newspapers in all the areas in which members may reside or work. Use available bulletin board space in area colleges to post informational flyers. Announcements of upcoming meetings should also be sent to the OADN National Office to post on the calendar of events. Develop a chapter newsletter to announce member promotions and moves and share helpful tips. Positions and/or business card advertising (either free or reduced rate for members, higher rate for non-members) can be used to support the newsletter and even generate additional revenue for the chapter treasury. Some typesetters and printers will produce the newsletter either free or at a reduced charge if they receive a credit line in the publication. Ask other chapters in the region to send meeting announcements too. Try to find someone with some public relations knowledge in the chapter membership to serve as publicity chair and write the newsletter and generate news releases at no charge. The Publicity/Public Relations Committee should write and place stories about chapter activities in local newspapers and other media outlets in the area. MEMBERSHIP DEVELOPMENT Publicity efforts should create interest in membership. Introduce the membership chair at each meeting to address the benefits of membership. Make membership benefits obvious by charging non-members slightly more to attend meetings. Use different colored nametags to identify non-members, and encourage members to greet non-members and make them comfortable. Acknowledge new members (and the members who recruited them) in the chapter newsletter. Consider giving an annual award to the member who recruits the most new members. Ask members to encourage others in their organization to become OADN members. Use membership lists from OADN to reach national members in the state that the chapter encompasses.

7 MISCELLANEOUS INFORMATION Avoid burnout! As quickly as possible, recruit members to assist committee chairpersons. Otherwise, a small group of people will end up doing all the work and will quickly burn out. Say thanks to officers and committee members often and sincerely. Consider generating sufficient funds from chapter activities to partially or fully fund a chapter member s attendance at the national symposium or other leadership training programs. Surveys. As soon as possible after start-up, survey the entire mailing list to solicit opinions on meeting topics and program locations (provide a variety of choices). The survey can also be used to recruit committee volunteers and provide membership information. This data will provide solid direction for chapter activities and will encourage non-members to join the chapter. Chapter address. If at all possible, chapters should have published, permanent chapter addresses and phone numbers to: 1. Ensure that communications will be received and responded to in a timely manner 2. Ease administrative functions such as establishing legal and tax-exempt status 3. Foster a sense of identity and permanence 4. Decrease paperwork and confusion for the Internal Revenue Service; each time the contact person and address changes, Form 8822 must be filed with the IRS MEMBERSHIP. Never forget the fact that your relationship with a new member starts the day the application is processed. Be prompt, be accessible, and know what new members want. A CHARTERED CHAPTER Ensures an open line of communication with the regional and national organization. Directs the national organization through communication of needs, suggestions, concerns, and opinions. Facilitates the acquisition and recording of continuing education credits (contact hours) for approved programs. Provides an avenue for professional growth within the specialty. Provides an opportunity for members to share thoughts, learn, and attempt to solve common problems. Maintains financial independence. Reports annually to the National Office.

8 OADN Chapters and Tax-Exemption OADN is a 501(c)(6) non-profit, tax-exempt corporation, EIN #75-2129911, meaning that it is exempt from federal income tax and organized exclusively as a non-profit business league. As such it is exempt from most federal income taxes. Employer Identification Number (EIN): Chapters must obtain an EIN, even if you do not have employees. Most banks will require you to apply to the IRS for one in order to open a checking account. You can apply for your EIN by completing the application (form SS-4) that is included in this packet. You can also apply for the EIN online at the IRS website (www.irs.gov). 501(c)(6) Requirements: To qualify as a 501(c)(6), you must, in general, be an association of persons having some common business interest, the purpose of which is to promote that common interest, and not engage in a regular business of a kind ordinarily carried on for profit. These associations must improve the business condition of the industry in general rather than benefiting individual members by supplying services. Professional associations are considered business leagues. A 501(c)(6) may engage in some business activities that do not promote an industry or line of business, subject to the rules relating to Unrelated Business Income, so long as such activities are not substantial. Your chapter must be organized in your state and will need to provide a copy of your articles of organization (articles of incorporation, articles of association, or any other written instrument by which your group is created). Your chapter must be primarily engaged in activities or functions that are the basis for its exemption. This means that your chapter will be devoted to the improvement of business conditions in your particular trade or that the interests of the community will be advanced. Your chapter must be primarily supported by membership dues and other income from activities substantially related to its exempt purpose. No part of the chapter's net earnings will inure to the benefit of private shareholders, individuals, or private interests. Assets of the chapter must be permanently dedicated to your exempt purpose. This means that should the chapter dissolve, its assets must be distributed for an exempt purpose (not to the chapter s present membership!). Contributions to a 501(c)(6) chapter are not deductible as charitable contributions on the donor s federal income tax return. They may be deductible as trade or business expenses if ordinary and necessary in the conduct of the taxpayer s business. Legislative Activity: A chapter that is exempt under section 501(c)(6) may work for the enactment of laws to advance the common business interests of the organization s members. A taxpayer, however, cannot deduct as a trade or business expense the part of dues or other payments to a business league that is for any of the following activities: 1) influencing legislation, 2) participating or intervening in a political campaign for, or against, any candidate for public office, 3) trying to influence the general public, with respect to elections, legislative matters, or referendums, or 4) communicating directly with certain executive branch officials to try to influence their official actions or positions. 501(c)(6) Status: Chapters must be financially independent from OADN. If a chapter is, in fact, organized in accordance with the applicable requirements, the chapter may claim taxexempt status without the need for an IRS ruling to that effect. Any chapter normally having annual gross receipts of not more than $5,000 is exempt automatically if they meet the requirements for a 501(c)(6). Otherwise, to obtain recognition as a tax-exempt, entity you will need to apply with the IRS by submitting form 1024.

9 Filing: Every organization exempt from federal income tax under section 501 must file an annual information return (form 990) except those having gross receipts in each tax year that normally are not more than $25,000 (you may however still need to complete form 990-N) It is the chapters responsibility to ensure they are meeting any requirements that may change over the years. Unrelated Business Taxable Income (UBTI): Even though a chapter is recognized as tax exempt, it still may be liable for tax on its unrelated business income. The Code permits an exempt organization to engage in some activities that are not related to its exempt purposes. Such activities are permissible so long as the exempt corporation s unrelated activities remain insubstantial when compared to the corporation s exempt activities. The Code imposes a tax on certain income generated from the conduct of an unrelated trade or business. Activities that are not treated as unrelated trade or business have the following characteristics: Substantially all of the work is performed by volunteers; They are carried on primarily for the benefit of members, students, patients, officers, or employees; They consist of selling merchandise, substantially all of which has been donated; They relate to the distribution of low-cost articles ($5) in connection with charitable solicitations; or The business consists of a legal bingo game, in a State where bingo games are ordinarily not conducted on a commercial basis. The Code excludes the following types of income from UBTI: Dividends, interest, payments with respect to securities loans and annuities; Royalties; Most rents from real property; Insubstantial rents from personal property when leased with real property; Gain from the sale of capital assets; and Certain research income. An exempt organization that has $1,000 or more gross income from unrelated business must file form 990-T and must make quarterly estimated tax payments if it expects its tax for the year to be $500 or more. Forms: You can request IRS forms and information via the internet at www.irs.gov or by calling 800-829-3676. Ask for: Pub 557 Tax Exempt Status for Your Organization Package 1024 Application for Recognition of Exemption under 501(c)(6) State Tax Exempt Status: State requirements for filing reports by non-profit organizations vary. Chapters should call the non-profit office of the Department of Revenue in their state and request information on requirements. You will need to detail how you are organized (incorporated or unincorporated) and provide your IRS exemption status. If state forms are required to be filed for exemption from income tax, your non-profit status is ordinarily established by providing your IRS documentation. If the state income tax form requirement for filing is income in excess of $25,000, then a copy of your federal form 990 may be attached to the appropriate state form. Please note that state tax exemption from income tax does not necessarily include exemption from sales tax. Sales Tax Exemption: Some states provide for exemption from sales tax for non-profit organizations. This exemption provides that sales tax will not be added when supplies are purchased or affiliate initiations, programs, dinners, etc., are held. Chapters should check with their state s Sales Tax Department and if this type of exemption is available, file the necessary forms. If a State Sales Tax exemption number is obtained, the number can be used for excluding sales tax from chapter purchases.

Organization for Associate Degree Nursing (OADN) Chapter Application Form 10 NAME OF CHAPTER CONTACT PERSON ADDRESS TELEPHONE FAX E-MAIL DATE CHAPTER FORMED Attach the following information: 1. Roster of current officers and terms of office 2. Chapter membership list 3. Chapter bylaws 4. Copy of Form SS-4, Application for Employer Identification Number. Upon receipt, send identification number to the OADN National Office 5. Statement of Financial Independence Mail to: Organization for Associate Degree Nursing Attn: Chapter Services Specialist 7794 Grow Drive Pensacola, FL 32514-7072 (850) 484-6948 Toll-free (877) 966-6236 FAX: (850) 484-8762 oadn@oadn.org www.oadn.org

CHECKLIST FOR CHAPTER FORMATION 11 Keep the number of the OADN National Office handy: (877) 966-6236 Hold a meeting of all people interested in forming a OADN chapter. Compile a membership list of at least 5 members to charter the chapter. Elect officers in compliance with the OADN bylaws. Obtain an Employer Identification Number and develop a plan for financial independence. Establish chapter bylaws. Create a mission statement, goals, and objectives for the chapter. Organization for Associate Degree Nursing Attn: Chapter Services Specialist 7794 Grow Drive Pensacola, FL 32514-7072 (850) 484-6948 Toll-free (877) 966-6236 FAX: (850) 484-8762 oadn@oadn.org www.oadn.org

12 ORGANIZATION FOR ASSOCIATE DEGREE NURSING (OADN) CHAPTER ANNUAL REPORT (DUE JANUARY 31ST) Page 1 of 2 Note: Please complete this form completely. Feel free to include any additional information and comments. OADN Chapter Name: Chapter Address: City/State/Zip: Contact Person: Report Dates from: to Officers & Dates of Terms: President: e-mail: Dates of Term: President Elect: e-mail: Dates of Term: Secretary: e-mail: Dates of Term: Treasurer: e-mail: Dates of Term: Other Officer: e-mail: Dates of Term: Other Officer: e-mail: Dates of Term:

Chapter Annual Report (continued) Page 2 of 2 Meetings and Programs Held: Chapter Accomplishments: Future Directions and Activities Planned: Membership totals: (please attach a current membership list with annual report) 13 Number of new chapter members: Current total chapter membership: Number of Board Meetings held: Number of Membership meetings held: Return Annual Report to: Organization for Associate Degree Nursing Attn: Chapter Services Specialist 7794 Grow Drive, Pensacola, FL 32514-7072 Email: harriet.mcclung@oadn.org FAX: (850) 484-8762 Questions: 877-966-6236 oadn@oadn.org www.woadn.org

14 Organization for Associate Degree Nursing (OADN) Bylaws Article I Name This organization shall be known as the Organization for Associate Degree Nursing (OADN). The name of the organization shall officially be abbreviated as OADN. Vision Provide dynamic leadership in nursing education. Article II Vision and Mission Statement Mission Promote Associate Degree Nursing through leadership, collaboration, advocacy, and education to ensure excellence in the future of health care and professional nursing practice. Article III Membership Eligibility for Membership. Membership shall be open to individuals and agencies interested in the goals and objectives of the Organization. Membership Classification. There shall be the following classes of members: Individual Members. Individual members are registered nurses who have an interest in associate degree nursing. They shall have all the rights of membership and shall have one vote. Associate Members. Associate members shall be individuals other than registered nurses who have an interest in associate degree nursing. They shall have all the rights of membership, with the exception of holding an elected office, and shall have one vote. Retired Members. Retired members shall be individuals who have retired from practice. They shall have all the rights of membership and shall have one vote. Student Members. Students who are currently enrolled in an associate degree nursing program or who have completed their degree within the past year. They shall have all the rights of membership, with the exception of holding an elected office, and shall have one vote. Agency Members. Agency members shall be composed of colleges, and other institutions of higher education. that have an interest in associate degree nursing. Agency members shall have the right to appoint up to two delegates to membership meetings. These delegate(s) shall have the right to make motions and vote the equivalent of two total votes. Agency members shall not have the right to hold office. Affiliate Organization Members. Affiliate Organization members shall be composed of Healthcare/nursing agencies and other organizations that have an interest in associate degree nursing. Affiliate Organization members shall have the right to appoint up to one representative to membership meetings. These delegates shall not have voting privileges or have the right to hold office Organization for Associate Degree Nursing (OADN) Bylaws page 1 of 5

15 Dues. Annual dues shall be set by the Board of Directors. State dues shall be determined by each state. Individual, associate, retired, student, agency and affiliate organization members from a state that has a state chapter must join the state chapter and shall be assessed dues for national and state memberships as determined by the chapter. Individuals or agencies from a state that does not have a state chapter may join as an at-large member and shall be assessed dues for national membership. The annual dues shall extend for one calendar year with all members renewing on their anniversary date. Article IV Officers Officers. The elected officers of OADN shall be President, President-elect, Past President, Secretary, Treasurer, and five directors. Up to two individuals may be appointed as Public Directors. Eligibility. The President, President-elect, Secretary, Treasurer, and five directors shall be elected from the membership of this Organization. Terms of Office. The President-elect shall serve a one-year term as President-elect and two years as President. The President-elect shall be elected during odd years. The Immediate Past President shall serve for a one-year term. The Treasurer and three Directors shall be elected during even years. The Secretary and two Directors shall be elected during odd years. Election. The annual election shall be held by ballot. A plurality vote for any office shall constitute the election. In case of a tie vote, the election shall be determined by the Nominating Committee by lot. Vacancy. In the event of a vacancy in the office of President, the President-elect or immediate Past President shall succeed to such office for the unexpired term. Other vacancies shall be filled by the Board of Directors for the unexpired term. Board of Directors. The Board of Directors shall be composed of the Officers and Directors. The Board of Directors shall conduct the business of the Organization. The Board of Directors, with a 2/3 vote, shall have the authority to remove from office in the Organization a Board member or Committee Chair whose actions are not supportive of the goals of the organization or who does not fulfill the duties of his/her office. Provisions shall be made for a fair hearing and an appeal process. Quorum. A quorum is met with the President and/or Past president and/or President-elect plus a simple majority of board members. Article V Duties of Officers President. Organization for Associate Degree Nursing (OADN) Bylaws page 2 of 5

16 The President shall preside at all meetings of the Board of Directors and general membership of this Organization and shall represent the organization. The President shall perform such other duties as ordinarily pertain to this office and as listed in the OADN Board of Directors Handbook. President-Elect/Past-President. The Officer shall preside in the absence of the President. The Officer shall serve in such other capacity as the Board may direct. The Officer shall perform such other duties as ordinarily pertain to this office and as listed in the OADN Board of Directors Handbook. Secretary. The Secretary shall ensure an accurate record of all business proceedings of the Organization and the Board of Directors. The Secretary shall perform such other duties as ordinarily pertain to this office and as listed in the OADN Board of Directors Handbook. Treasurer. The Treasurer shall manage the finances. The Treasurer shall perform such other duties as ordinarily pertain to this office and as listed in the OADN Board of Directors Handbook. Directors. The Directors shall serve in such capacities as the Board directs and as listed in the OADN Board of Directors Handbook. Public Directors Public Directors shall be individuals with an interest in Associate Degree Nursing and shall contribute valuable insight from an external perspective. Public Directors shall be individuals appointed by the Board. No more than two Public Directors shall serve for a two-year term with voting privileges. Article VI Meetings of the Organization The regular meeting of the organization shall be held at least annually unless otherwise ordered by the Board of Directors. Special meetings may be called by the President or the Board of Directors as needed. The purpose of the meeting shall be stated in the call to meeting. At least ten days notice shall be given for any special meeting. Notice. The Board of Directors shall notify members of meetings 30 days in advance. Quorum. A quorum shall consist of three officers, including the President, President-elect, or Past President and 10% of the membership including representatives from at least five states. Meetings of the Board of Directors. Meetings of the Board of Directors shall be convened as the business and development of the organization indicate. Meetings of the Board of Directors shall be no less than twice a year. Organization for Associate Degree Nursing (OADN) Bylaws page 3 of 5

17 Article VII Committees Section 1. The Board shall appoint committees and task forces to carry out the goals of the Organization. Section 2. Nominations Committee. Five committee members shall be elected by ballot for a two-year term. Three shall be elected in odd years and two in even years. The chair shall serve a one-year term, elected within one month of the annual meeting by committee membership. Nominations and Elections Chair and members shall not hold a position on the OADN Board Article VIII State Chapters Recognition. State organizations, which have been or here after may be organized, shall be recognized as State Chapters by majority vote of the Board of Directors, provided they meet the stated requirements and obligations. Applications for recognition shall be submitted to the Board of Directors. Name. A State Chapter may use in its name Organization for Associate Degree Nursing (OADN) provided it is in good standing with the national Organization. Bylaws. State Chapters shall maintain bylaws, which must not be in conflict with the national bylaws. Dues. State Chapters shall include national dues in their state dues structure. State Chapters shall determine their own state dues and shall inform the National Organization of the amount. Revision/Amendments. Article IX Amendments These bylaws may be amended by vote with the majority of ballots received constituting acceptance of the amendment. After adoption by the members, the amended bylaws, with date of adoption, shall be attached to the minutes of the Organization. Article X Parliamentary Authority The rules contained in the latest edition of Robert s Rules of Order, Newly Revised shall govern meetings of the Organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws. Article XI Indemnification Section 1. Every Director, Officer, Volunteer, and such others as specified from time to time by the Board of Directors, shall be indemnified by OADN against all expenses and liabilities including counsel fees, reasonably incurred or imposed upon them in connection with any proceeding to which they may be made a party, or in which they may become involved, by reason of having been a Director or Officer of OADN, or any settlement thereof, whether the person is a Organization for Associate Degree Nursing (OADN) Bylaws page 4 of 5

18 Director or Officer at the time such expenses are incurred, except in such cases wherein the Director or Officer is adjudged guilty of willful misfeasance or malfeasance in the performance of duties. The foregoing right of indemnification shall be in addition to and not exclusive of all other rights to which the indemnified may be entitled. Article XII Dissolution Article XII Dissolution This Organization may be dissolved by resolution of the membership passed by not less than two-thirds (2/3) vote of the members responding to a mail vote. In the event of dissolution of this organization, the Board shall, after paying all liabilities of the organization, dispose of all of the remaining assets of OADN to an organization qualifying under the Internal Revenue Code, pursuant to the language of the Articles of Incorporation. Dissolution of OADN also serves to dissolve all state chapters. Approved by Members: 12/31/14, Pensacola, FL Organization for Associate Degree Nursing (OADN) Bylaws page 5 of 5