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CANADIAN VASCULAR ACCESS ASSOCIATION

Governance Manual

REVISED JULY 2010

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INDEX 1. PREAMBLE

PAGE 4

2. STATEMENT OF BELIEFS CVAA PHILOSOPHY

PAGE 5

CVAA OBJECTIVES

PAGE 5

CODE OF ETHICS

PAGE 6

CONFLICT OF INTEREST

PAGE 6

3. BOARD OF DIRECTORS EXPECTATION OF THE BOARD

PAGE 8

Expectation of Representatives Attending Conferences on the Board’s behalf

PAGE 11

PORTFOLIO/ CHAIR POSITIONS

PAGE 12

4. COMMITTEES OF THE ASSOCIATION A) FINANCE COMMITTEE Terms of reference

PAGE 13

Expense Information and forms

PAGE 14

Expense Form

PAGE 16

B) PROFESSIONAL PRACTICE COMMITTEE Terms of Reference

PAGE 17

CVAA Exam and Guidelines

PAGE 19

Certification Regulations

PAGE 22

Re-Certification Guidelines

PAGE 24

Re-Certification Scoresheet

PAGE 26

C) COMMUNICATIONS COMMITTEE Terms of Reference

PAGE 27

CVAA Publications/ Web Site

PAGE 29

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D) MARKETING Terms of Reference

PAGE 30

Corporate Membership Program

PAGE 31

E) CONFERENCE/AWARDS COMMITTEE Terms of Reference

PAGE 33

CVAA Awards and Incentives

PAGE 35

Guidelines for Authors

PAGE 37

E) MEMBERSHIP/CHAPTERSHIP COMMITTEE Terms of Reference

PAGE 38

Local Chapters Rules and Regulations

PAGE 39

Starting Chapter forms

PAGE 41

F) CONSTITUTION/POLICY/ELECTIONS COMMITTEE Terms of Reference

PAGE 46

Elections

PAGE 47

Rules of Order

PAGE 53

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PREAMBLE CVAA HISTORY CVAA was formerly known as the Canadian Vascular access Nurses Association (CINA). CINA was formed in 1975 and was an incorporated organization dedicated to uniting vascular access nurses and other professionals involved in the field of I.V. Therapy.

In 2006, CINA realized it needed to change its name and organization to reflect the transformation in health care that focused on an evidence-based multi-disciplinary approach to vascular access patient treatment. CINA became the Canadian Vascular Access Association (CVAA). CVAA now has four classes of membership that reflect this change (active, associate, life, honorary). One of CVAA’s main objectives was to establish and promote standards of vascular access therapy that would enhance patient care and patient safety. At the request of CVAA, a working group was established by Health and Welfare Canada to develop guidelines for the administration of vascular access therapy. Two members participated in this working group and the task of developing guidelines was completed in November 1981. Subsequently, the guidelines were revised in early 1988, in the spring of 1996, in October 1999.

When the guidelines were due for revision in 2006, CVAA realized that a number of resources were now available to guide the practice of vascular access. These were developed based on current research, and extensive review of related material. Rather than repeat the work of these organizations, CVAA's new Clinical Resource Guide were developed to provide an outline and comparison of these internationally researched evidence-based standards of practice and clinical guidelines. These now allow the practitioner to use the critical thinking process to guide the clinical practice that is most appropriate for their care setting.

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STATEMENT OF BELIEFS VALUE STATEMENT To advance evidence-based best practice in vascular access. MISSION STATEMENT CVAA will advocate for safe quality care across the health care continuum by providing leadership and promoting education, partnerships, knowledge and research in vascular access with a vision for optimal client outcomes.

CVAA PHILOSOPHY CVAA’s Constitution defines the function, structure and responsibilities of the Association. The Association is led by the Board of Governors to meet the needs of the Association and to participate in the smooth running of the organization as a whole. The Board of Governors ensures that information is made available to members, and that these members have meaningful input into the direction and operation of the organization. The Board of Governors, on behalf of the Membership, will govern in accordance with the Statement of Beliefs and Constitution to ensure that the CVAA achieves its mandate and avoids unacceptable, unlawful actions and situations.

CVAA OBJECTIVES The objectives of The Association are: a) To establish and promote vascular access therapy guidelines that will enhance patient care and patient safety. b) To establish and promote educational programs which will contribute to the above. c) To provide a forum for the presentation and discussion of all matters related to vascular therapy. d) To establish cooperation and liaison with other groups, associations, institutions and bodies in matters affecting the objectives of the Association.

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MEMBERSHIP Certified:

A CVAA member who has successfully completed the written CVAA Examination will be considered CVAA certified. [CVAA(c)] The cost of the exam will be determined by the Board of Governors. Costs to write the exam are: $150.00 and the rewrite$ 75.00.

Fees:

For Canadian members

$ 110.00 before Dec. 31st $140.00 after Dec. 31st

For retired Canadian members

$80.00

For International members

$170.00

CODE OF ETHICS Each CVAA member shall: -exercise conduct becoming to her/his professional position in the Association; -promote and expand the appropriate liaison between other Health Care professionals; -strive for the highest humanitarian standards; -foster the growth of vascular access therapy between her/him and all other Health Care professionals; -exhibit the same ethical and moral standards outside her/his profession as within and shall be ever conscious that her/his reputation is that of the Association; - not be convicted of a criminal offence to a degree contrary to the morals of the profession she/he represents.

CONFLICT OF INTEREST Conflict of interest for any CVAA member exists when they engages in activities that are questionable, or may be viewed or perceived as questionable, in relationship to one's professional and/or personal activities. The member must avoid all activities involving actual or potential conflict of interest. A CVAA Board member should not endorse a product or service. Endorsement exists when any CVAA member allows her/his name and/or affiliation to be used to promote a product or service.

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PROCEDURE 1.

A member who has a conflict of interest shall declare this when the agenda is being approved, if possible, or at the first opportunity thereafter.

2.

Those who declare a conflict of interest may neither speak nor vote on any motion or amendment made concerning the matter on which they have made the declaration.

3.

Those who abstain from participation or leave the meeting because of their declared conflict of interest are still included as present in determining whether there is a quorum.

4.

The minutes must record all declarations of conflict of interest.

5.

Each member shall respect confidentiality regarding Association business.

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BOARD OF DIRECTORS OF CVAA EXPECTATIONS OF ELECTED CVAA BOARD MEMBERS The Board will govern lawfully and provide strategic leadership through the use of strategic planning process with an emphasis on: (a)

Advancing evidence-based best practice in vascular access

(b)

Advocating for safe quality care across the health care continuum

(c)

Promoting and providing educational opportunities in an accessible and equitable manner across Canada

(d)

Promoting research in vascular access with a vision for optimal client outcomes

(e)

Promoting partnerships with industry partners and other relevant associations/groups

(f)

Membership growth representing all geographical areas of Canada

(g) Membership growth with an inclusive focus for all health professionals practicing vascular access (h) Meeting diverse needs of the membership (i) Anticipating, identifying and meeting evolving vascular access practice issues and trends (j) Clear distinction and expectations of Board and Office positions, (k) Collective decision making rather than individual decisions (l) Taking a proactive rather than reactive approach to issues

A) The Board will: - operate in all ways mindful to the membership as representatives of the association; - cultivate a sense of group responsibility. (The Board of Governors is responsible for excellence in governing. The Board will be the initiator of policy and will not use the expertise of individual members to substitute for the judgment of the Board) - enforce upon itself whatever discipline is needed to govern with excellence.( Discipline will apply to matters such as attendance, preparation for meetings, policymaking principles, respect of roles, selfmonitoring, self-evaluation and ensuring the continuance of governance capability.)

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- allow no officer, individual or committee of the Board to hinder or be an excuse for not fulfilling Board commitments. - direct, control and inspire the organization through the establishment of the broadest organizational values and perspectives through education, training, standards and policy making. - emphasize continued Board development by including orientation of new Board members and ongoing education in the Board's governance process, and periodic discussion of process improvement. B) The Board commits itself and its members to ethical, business-like and lawful conduct, including proper use of authority and appropriate decorum when acting as Board members. Board members must represent un-conflicted loyalty to the interests of membership. This accountability supersedes any conflicting loyalty, such as to advocacy or interest groups and membership on other Boards or administrations. This accountability supersedes the personal interest of any Board member acting as an individual consumer of the organization’s services. Board members must avoid any conflict of interest with respect to their fiduciary responsibility. When the Board is to decide upon an issue about which a member has an unavoidable conflict of interest, that member shall absent herself or himself without comment from not only the vote but also from the deliberation. There must be no self-dealing or any conduct of private business or personal services between any Board member and the organization, except as procedurally controlled, to assure openness, competitive opportunity and equal access to “inside” information. Board members will speak with one voice and maintain solidarity. Board members must avoid subjecting the organization to charges of libel or slander by making public discussions held in the decision making process. C) Board members must be able to commit substantial time to CVAA activities and be available for and involved in meetings and project work. Assigned tasks are to be completed in a timely manner.

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D) Annual membership fee in CVAA is paid by the Association for the length of the term of office. Conference rregistration, hotel, meal and travel expenses for the Board will be paid by the association. E) Registered Nurses who sit on the Board of Governors who are not certified with CVAA are expected to write the certification exam within the first year on the Board. F) Board members will be provided with the most updated copies of the CVAA constitution and the CVAA Rules and Regulations on a yearly basis, or as needed.

EXPECTATIONS OF PRIMARY OFFICER ROLES PRESIDENT Chairs Board meetings and teleconferences Presents opening and closing remarks at conference and attends conference Chairs the Annual General Meeting at the annual conference Writes President’s message for all Vascular Access Journal publications Reviews and updates the strategic plan. Ensures strategic management of the organization Represents and promotes CVAA to professional, industry, and community groups Recruits new corporate members through the Corporate Membership Program Liaise with the corporate members to develop and maintain their membership with CVAA Maintains bi-weekly contact with the Office Manager VICE-PRESIDENT Oversees annual conference Chairs exhibitor committee Oversees selection of venue for conference two years out Attends Board meetings and teleconferences Assumes the duties and authority of the President in his/her absence Reviews minutes of the Board meetings and teleconferences before distribution to Board members Assists with the recruitment of corporate members Attends conference

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EXPECTATIONS OF ATTENDING CONFERENCES CVAA receives complimentary registrations to attend similar Associations conferences (AVA, INS, CHICA). It is the policy of CVAA to send one Board member to these conferences. If a Board member cannot attend the conference, a representative will be chosen from amongst the Local Chapters on the Board’s behalf. The Board will send out expression of interest to the Chapter Presidents for submission of nominees of those interested in attending. The Board will draw a name from amongst the nominees. The Board has the final decision on this choice. When attending a conference on behalf of CVAA, or as a representative of the Board of CVAA, the member will: Introduce self to the President of the Association that is running the conference. Familiarize them with CVAA; identify when and where our next conference will be held, and how members we have. Attend a plenary and/or concurrent sessions that would benefit CVAA as an organization. Introduce self to the exhibitors as a member and representative of the CVAA Board and ascertain whether or not they would be appropriate to attend our conference. Gather the appropriate information from that representative, so we have the contact for attending our conference, and provide information related to attendance at the CVAA conference. Get feedback from exhibitors who do attend our conference as to what changes they would like to see to enhance their working relationship with CVAA. Introduce self to any appropriate speakers as a representative of CVAA Board. Discuss whether they would be able to attend one of our conferences, the financial support and how to contact them for this purpose. If they are unable to attend our conference, discuss the possibility of publishing an article for the CVAA Journal. Gather all the appropriate information needed to obtain the article. Provide a synopsis of the conference attended for the CVAA journal. This should include main themes, number of Canadian or CVAA attendees, highlights etc. Before attending, ask the conference organizers to send you a list of Canadian attendees (if an American conference) or a list of attendees (if Canadian). Cross reference with our membership list and try to pre-arrange meeting with any CVAA members at the conference. If no CVAA members attending, arrange to meet some non-members to expose them to CVAA and to try to recruit members. Always take the most economical route of travel Dress professionally Meal allowance for the conference should be limited Treasury Board of Canada Rates.

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PORTFOLIO/CHAIR POSITIONS Seven (7) Board members of CVAA will hold a portfolio position throughout their term on the Board. The Board member will be responsible for ensure the committee functions as per the rules and regulations of CVAA.

COMMITTEES The Board of Governors have the power to establish such standing committees as shall be required to properly conduct the business of the Association. 1. Finance Committee 2. Professional Practice Committee 3. Publications Committee 4. Website and E-Communications Committee 5. Marketing Committee 6. Conference/Awards Committee 7. Membership and Chapters Committee 8. Constitution/Policy/Elections Committee

The terms of reference of each are as defined by the Board of Governors. The Board of Governors appoints the Chair of each committee. The Chair of the committee nominates the members. Each committee member appointment shall be for a period of two (2) years and is renewable at the discretion of the Board.

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1.

FINANCE COMMITTEE

A.

CHAIR The chair of the Finance committee shall be the Secretary/Treasurer. The duties and the responsibilities of the Chair of the committee include the following: Maintains spreadsheet of expenses and distribute to Board members monthly Authorizes the office manager to remit GST forms to Revenue Canada quarterly Authorizes the office manager to remit income tax forms to Revenue Canada annually Prepares draft annual budget for approval by Board members Prepares year end budget report for distribution to Board members and to remit with income tax forms to Revenue Canada Approves and co-signs cheques, as required, for expenses with the committee members Writes financial report for first Vascular Access Journal publication of each year Attends all Board meetings and teleconferences Attends conference If the Chair cannot fulfill his/her duties, the Vice-chair shall assume responsibility.

B.

MEMBERS The members shall be the Officers of the Association responsible to the Board of Governors. One of the members of this committee shall be selected amongst the group to be designated as the Vice-chair.

C.

TERMS OF REFERENCE

1. Fulfill the duties according to Article VI, Section 3 No. 3 of the Bylaws; 2. Submit a report at each meeting of the Officers; 3. Ensure that the Secretary/Treasurer approves with signature monthly the financial records of the Association; 4. Review capital equipment and office expenses and recommend expenditures as required; 5. Review and renew as required rental agreements; 6. Review the salary of the office manager annually according to the cost of living and ensure the employer/employee contract is signed and on file; 7. Prepare and submit a written financial report to be presented at the Annual General Meeting. 8. Prepare and submit a written financial report to be included in first issue of the Journal each year. 9. Ensure that the Director’s Liability insurance is paid yearly.

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EXPENSES 1.

The Association shall be responsible for the travel, maintenance and incidental expenses of the members of the Board of Directors for any activity on behalf of the Association approved by the Board of Directors.

2.

Travel expenses for the Board of Directors may be paid in whole or part when and where feasible and will be assessed yearly according to the financial status of the Association.

3.

Normal travel and maintenance expenses for employees of the Association who are required to attend meetings of the Board of Directors and/or the Annual General Meeting or convention may be paid. Mileage expenses for Board members and the Office Manager to attend meetings/ Annual Conference will be paid at .40c/km. Also economy air, bus and train fares will be paid. An expense sheet must be completed.

4.

Submissions for expense claims shall be made on the approved form and submitted to the Secretary/Treasurer for approval and payment. Expense claims for CVAA members, Board and Office Manager must be accompanied by original receipts.

5.

The Board of Directors reserves the right to adjust any or all parts of a submitted claim for expenses.

6.

Expense claims shall be in the form prescribed from time to time by the Board of Directors.

CHEQUES – All cheques in excess of $2,500.00 are to be signed by the Secretary/Treasurer and a member of the Finance committee. Signing committee members are to be determined each January. Any cheques less than $2,500.00 must be approved and signed by the Secretary/Treasurer, or his/her committee designate.

EDUCATION - The Office Manager will be given the opportunity to attend an educational seminar for that position ONCE in a calendar year. Cost to be agreed upon by the Board.

FINANCE BOOKS - The books including all financial statements are to be reviewed quarterly by the Board.

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GIFTS/DONATIONS - In the event of illness or death of a Board member or family of the Board, a donation/gift not to exceed $100.00 will be made from the organization.

Train/Bus

For travel destination of less than 300 km members are expected to arrange their own transportation by train or bus and claim appropriate amount (receipt required).

Automobile

When travel by car is necessary, CVAA will reimburse at 40¢ per km. plus parking charges (receipt required).It is the individual's responsibility to substantiate the claim.

Meals

Members may claim out-of-pocket expenses for meals up to a maximum of $65.00 per day including taxes and tips. Receipts required for reimbursement for all expenses incurred.

Child Care

For children 12 years and under, reimbursement of child care expenses will be considered on an individual basis.

Taxis

Individuals are requested to use airport limousine, taxi or bus service to and from the airports and hotels. Members are asked to share transportation and fare whenever possible (receipts required).

NOTE:

Please submit expense account within 30 days after the meeting. Claims in excess of the above allowances will be deducted when expense account is paid.

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CVAA EXPENSE ACCOUNT REPORT Claimant:_______________________________________________________________________ Address:_______________________________________________________________________ ________________________________________________________________________ Phone: ________________________________________________________________________ Purpose of Travel/Expense:__________________________________________________________ Note:

Please submit expense account within 30 days of expenditure. Claims in excess of the approved allowances will be deducted when expense account is paid. Date

Details (include names of places where

M/D/Y

expense incurred

Total amount paid

GST included in total

Total Less advance Net amount Owing to CVAA

Payable by CVAA Signature of Claimant:________________________________

Date:______________________

Approval:__________________________________________

Date:_____________________

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2.

PROFESSIONAL PRACTICE COMMITTEE (Certification Exam, Standards and Guidelines and Education)

A.

CHAIR The chair of the Committee shall be an Officer of the Association appointed by the Board of Governors. The duties and responsibilities of the chair include the following: Recruits members from the Association to aid in the development of the Clinical Resource Guidelines Marks all certification exams Follows up with Office Manager to ensure that members have received their exam results and Certificate, certification pin and card. Liaises with Office Manager on status of recertification of members Writes annual report for Vascular Access Journal and presents at AGM Reviews all exam related materials Reviews previous year’s exam sites and prepares strategic offerings for current year Reviews the CVAA Website to ensure that any vascular access educational sessions/continuing education sessions are listed for CVAA members Oversees the strategic planning of the Traveling Lecture Series Attends Board meetings and teleconferences Attends CVAA conference Provide a report at each Board meeting, as required Submit an Annual Report at the AGM

B.

MEMBERS There shall be a maximum of six (6) members of the Association appointed to the committee. In addition, the chair may appoint such others as consultants to the committee as may be required to properly conduct the business of the committee.

C.

TERMS OF REFERENCE 1. Identify and provide information to order/or internet access to current, evidence based guidelines, standards and research. Where guidelines and standards do not exist, the committee will develop guidelines to address current issues following a standardized format and process. 2. Identify current vascular access educational resources/ continuing education for CVAA members; 3. Support linkages with other health care and educational websites that are at no cost to the organization and also promote our philosophy and statement of beliefs. 4. Review linkages to other sites and approved by a fifty per cent plus one majority prior to posting of site. 5. A certification exam has been developed for CVAA members and a recertification process is in place. The committee maintains the currency and effectiveness of the certification exam and process.

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CVAA Certification/Re-certification Process All direct all correspondence for the certification/ re-certification process sent to Canadian Vascular Access Association (CVAA) 685 McCowan Road, P.O. Box 66572, Toronto, ON M1J 3N8 Phone (416) 696-7761 Fax (416) 696-8437 Candidates for the CVAA exam are required to be active CVAA members Candidates who are not active members must become a member of the CVAA prior to writing the CVAA exam. Following acceptance of membership the candidate may write the CVAA exam at the next exam site opportunity. Certification is valid for 3 years What do I need to know about writing the CVAA Certification Exam? The CVAA certification exam is offered in English, and starting October 2010 in French. The exam consists 100 multiple choices questions (100 marks). A mark of 75% is required to pass the exam Completion time for the exam is 120 minutes Where can I write the CVAA Certification exam? You can write the exam: At the annual session held at the CVAA conference. The day and time will be provided to registered exam candidates. At other pre-registered exam sites as posted on the website (including site and contact name) Host a new site (click her to find out about “Hosting a New Site”). Complete the CVAA Certification Exam Application Form-indicating the date and location of where you wish to write the exam All applications must be received with enclosures & payment one month prior to the exam date, by the CVAA office. Applications postmarked later will not be processed and will be returned to sender. The cost for writing the exam is $150.00 –please send a cheque or money order payable to CVAA. Additional requirements include a recent photograph and a photocopy of your current provincial/territorial regulatory certificate of competence, Upon receipt of your application to write the exam, a CVAA Certification Exam Preparation Guide will be sent to you via mail or e-mail. Sent by mail-CVAA Certification Exam Preparation Guide

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What happens once I write the CVAA Certification Exam? You will receive notification of your CVAA Certification Exam results by mail. Successful Candidates Those members successful in passing the CVAA certification exam will receive a package containing: A letter confirming your certification status and exam mark CVAA certificate suitable for framing and display A Certification Card with a CVAA Certification Number A CVAA Certification Pin Your employer will receive a letter confirming your certification status. Information regarding recertification CVAA Certification Letter to Member CVAA Certification Letter to Employers Certification Card CVAA Certificate for Framing Recertification Information Package Unsuccessful Candidates Those members unsuccessful in passing the CVAA certification exam will receive a letter regarding their results and will be provided information about future established exam-writing sites to support re-application for the exam. Unsuccessful Candidates are required to wait until the next examination is scheduled and a new application and certification fee must be submitted each time.

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Hosting A New CVAA Certification Exam Site How do I host a new site for the CVAA certification exam? If you are interested in hosting a new site, you will need to find 4 other persons in your area that are interested in writing the exam. Contact the CVAA Office Manager via telephone with information about the location, the hosting group, the potential dates and numbers interested in writing, and who will invigilate the exam. See below for requirements for an exam invigilator. The Office Manager provides initial information about the process over the phone and follows up by an email with additional information including the (CVAA) Request To Invigilate Form For Certification. The person meeting the criteria for an exam invigilator completes the (CVAA) Request To Invigilate Form For Certification. CVAA posts the exam date on the CVAA website and notifies other members in the area by email of the exam writing opportunity. The board member for professional practice reviews the request. What is the requirement for being a CVAA exam invigilator? Read the requirements included on the Request to Invigilate Form For CVAA Certification Exam. Complete the Request to Invigilate Form For CVAA Certification Exam and send to CVAA address above

Click here to download a copy of the: “Canadian Vascular Access Association (CVAA) Request To Invigilate Form For Certification Exam”

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CVAA Certification/Recertification Rules & Regulations 1. The Canadian Vascular Access Association (CVAA) encourages all members to write the certification examination. 2. The certification exam candidate must be an active member in good standing with CVAA. 3. The candidate may take their examinations at the first established exam site after becoming a member of the CVAA. 4. The exam is conducted annually at the CVAA conference and at other predetermined sites (minimum of 5 candidates required). 5. Invigilators for the CVAA certification exam must meet the set criteria and agree to the roles and responsibilities as outlined in the Canadian Vascular Access Association (CVAA) Request To Invigilate Form For Certification Exam 6. For the certification to remain valid, the member must submit annual membership forms and fees. 7. The exam consists of 100 multiple choices questions. The exam is offered in English and French. 8. Completion time for the exam is 120 minutes 9. A passing grade is 75% and the decision of the Accreditation Committee is final and no further review will be entertained. 10. The fee for examination will be as prescribed by the Board of Governors. 11. Candidates who pass the certification exam for CVAA: Will receive a new membership indicating that she/he is a Certified Member of the CVAA. Will receive A CVAA Certificate suitable for framing and display and Will receive a CVAA Certification Pin - certification number engraved on the back. CVAA Certification Card May use the designation CVAA(c) after their name. CVAA Certification Letter to Member CVAA Certification Letter to Employers 12. Unsuccessful Candidates are required to wait until the next examination is scheduled and a new application and certification fee must be submitted each time. 13. Each year, thereafter, upon payment of the annual dues, a membership card is issued indicating the certification number and the annual renewal number. A gold seal indicating the current year is issued.

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14. If the annual dues are not paid, the CVAA certification is no longer valid. If the CVAA membership has been allowed to lapse for 12 months or more, the applicant must rewrite the examination for re-certification.

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CVAA Re-Certification Guidelines This following describes the necessary steps in the CVAA re-certification process. Once a CVAA member completes and receives a passing mark on the CVAA Certification Exam, a CVAA Re-certification Package - including Guidelines and Score Sheet is sent As of 2005, re-certification is required every three years. Members submit the Re-Certification Score Sheet annually with their membership form and fees. At minimum, submission of the score sheet is required every three years. Guidelines For Recertification This guideline describes the necessary steps of the re-certification process. Members have two choices for re-certification: A. Complete and submit re-certification score sheets annually with 100 accumulated points in three years B. Re-write the exam every three years. A re-certification certificate will be issued every three years upon receipt of completed score sheets totaling 100 points or the exam is re-written. A.

Complete and Submit CVAA Re-certification Score Sheets

1. Each member is responsible to monitor his/her own re-certification points. Professionally and ethically, you are the best person to make decisions about which continuing education activities you can apply towards your re-certification. 2. The Recertification Score Sheet lists the continuing education activities that can consider for submission for the CVAA recertification process. 3. Use the Recertification Score Sheet that is sent out annually to currently certified members. If you have not received one, please request one from CVAA or download one from the CVAA website. 4. Read the information carefully. Track your vascular access activities on the Recertification Score Sheet as the activities occur. 5. Members must have a minimum of 100 points over the three-year period from the date of initial certification and each subsequent three years to maintain their certification status. 6. Keep all documents that confirm your attendance at recertification activities. It is not necessary that these documents accompany application for recertification. We suggest that you keep them on hand. Random audits may occur. 7. It is recommended you keep a photocopy of your score sheets to monitor your annual progress. This will make the application easier and less time-consuming. 8. Submitting Score Sheets-please include your name, address, date of initial certification, and CVAA(c) number; and date and sign your score sheet to ensure you receive credit towards your re-certification, Annually with your membership renewal form (preferred); or At minimum, every three years;

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B.

Re-Writing The CVAA Certification Exam For Re-certification

1. If after three years, a choice is made not to participate in submitting score sheets or sufficient points (100) are not accumulated, the exam is re-written to obtain re-certification. 2. The member will follow the same application process to write the exam as for initial certification.

Auditing of Certification 1. To ensure that the process of obtaining the required points is maintained throughout the CVAA organization, CVAA will be auditing its CVAA Certified membership on a yearly basis. 2. The number of members to be audited will be a minimum of 5% of our certified members, as determined by the Board of Directors. 3. Members will be chosen randomly. Each member will have 30 days to submit the required information. Lapsing Certification 1. Members who fail to submit a Re-certification Score Sheet every three years, fail to meet the standards requested of them after a random audit or re-write the exam for re-certification will receive a letter indicating their certification status has lapsed. 2. A copy of the letter will be sent to the sponsoring employer. 3. Members who have let their certification lapse will not be eligible to use professional designation CVAA (c).

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RECERTIFICATION SCORESHEET

Insert table here

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3.

PUBLICATIONS COMMITTEE

Note:

This committee is established in accordance with the terms of Article VII Section 7 of the Constitution.

A.

CHAIR The chair shall be a member of the Association appointed by and responsible to the Board of Governors. The role and responsibilities of the Chair include the following: Oversees the publication of the Vascular Access Journal Liaises with the Manager of BCS Publication on journal timelines, size of each journal and rate card for advertising revenue Solicits articles and appropriate materials for each journal publication Collaborates with peer reviewers on manuscripts that have been submitted for publication in the Vascular Access Journal. Provides feedback to all potential authors on submitted manuscripts Notifies authors on which journal publication their manuscript will appear. Writes Publication Director’s report for each issue of the journal Liaise with the Office Manager on the development of the website Liaises with other Board members to ensure that the CVAA website is current Works with other committee members to ensure the website is current Attends Board meetings Attends conference

B.

MEMBERS There shall be a minimum of two (2) members of the committee, each of whom shall be an Active /Associate member of the committee. The members shall be appointed by the chair, subject to approval of the Board of Governors. The chair may appoint others to the committee as required (subject to approval by the Board of Governors) to ensure the objectives of the committee are met.

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C.

TERMS OF REFERENCE The committee shall be responsible for any official publication of the Association, other than those emanating from the Board of Governors, and for all publications portraying the Association to the public, the membership, or sister Associations. The committee shall specifically: 1. Prepare a Quarterly report for the Board of Directors 2. Solicit appropriate materials from any relevant source; 3. Advise the Board of Governors with regard to publications in general; 4. Edit the Journal, newsletters and web site of the CVAA. 5. Determine who the candidate is for the CVAA Editorial Award. 6. Prepare editorials/reports for each CVAA Journal publication.

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PUBLICATIONS The CVAA Journal will be published as a Winter Issue, Spring/Summer Issue and a Fall issue dependant on submissions of articles by the membership. EXCLUSIVITY CLAUSE: The CVAA Journal is the official publication of the Canadian Vascular Access Association. Articles, news items and illustrations relating vascular access are welcome. The CVAA Journal is published three times per year and is distributed free of charge to all members and sold to non members of CVAA and institutions at a cost of $ 100.00. Opinions expressed are not necessarily those of the CVAA or of the editor. CVAA reserves the right to edit information submitted for publication. The use by any means of an article or part thereof published in the CVAA Journal is an infringement of copyright law. Requests for written consent prior to the reprinting of any article or part thereof are to be addressed to the Marketing/Communications officer. CVAA members are encouraged to participate in the committee and act as peer reviewer for articles submitted for publication. Other correspondence to the members may be done in the format of a newsletter.

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4.

WEBSITE AND E-COMMUNICATIONS COMMITTEE

A.

CHAIR The chair shall be a member of the Association appointed by and responsible to the Board of Governors. The role and responsibilities of the Chair include the following: Liaise with the Office Manager on the development of the website Liaises with other Board members to ensure that the CVAA website is current Ensures that pertinent sections of the website are reviewed and updated regularly Attends Board meetings and teleconferences Attends conference

B.

MEMBERS There shall be a minimum of two (2) members of the committee. The members shall be appointed by the chair, subject to approval of the Board of Governors. The chair may appoint others to the committee as required (subject to approval by the Board of Governors) to ensure the objectives of the committee are met.

B.

TERMS OF REFERENCE The committee shall be responsible for any official electronic communication/publication of the Association, other than those emanating from the Board of Governors. The committee shall specifically: 1. Prepares a monthly action report for the Board of Directors meetings; 2. Solicits appropriate materials for the website from any relevant source; 3. Submits and communicate any required changes of the website to the Chair; 4. Reviews the website for any redundant information; 5. Ensures a monthly up-to-date email newsletter is developed to send out to members; 6. Prepares a report for each CVAA Journal publication. 7. Reviews web links and provides recommendations to the Board for acceptance.

WEBSITE LINKS CVAA will support linkages with other health care and educational websites that are at no cost to the organization and also promote our philosophy and statement of beliefs. Linkages shall all be reviewed by the CVAA board and approved by a fifty per cent plus one majority prior to posting of site.

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MARKETING COMMITTEE A.

CHAIR The chair of the Committee shall be an Officer of the Association appointed by the Board of Governors. The role and responsibilities of the Chair include the following: Responsible for overseeing the corporate membership program Liaise with corporate members and the office manager Provide information on Sponsors for inclusion on CVAA website Writes an annual post conference report for submission to the Vascular Access Journal Attends Board meetings and teleconferences Attends conference

B.

MEMBERS The chair may appoint others as consultants to the committee as may be required to properly conduct the business of the committee.

C.

TERMS OF REFERENCE 1. Liaise with the company or companies associated with CVAA 2. Recruit and retain the corporate memberships with CVAA 3. Promote and oversee the CVAA corporate membership program 4. Prepare a Quarterly report for the Board of Directors

CORPORATE MEMBERSHIP PROGRAM: This program is offered to related industry and consists of four levels or packages. Each package consists of base benefits (on a national basis), as well as “tailored benefits” to meet marketing goals and objectives.

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CVAA Corporate Membership Levels

Platinum Level

$15,000

Corporate membership for one year 50% reduced membership rates for 3 company employees CVAA Journal – 15 complimentary copies Corporate listing in the CVAA Journal Access to on-line membership directory CVAA website listing with logo and link to your site CVAA Journal advertisement x1:Full-page, four colour Annual conference recognition Award presentation at annual conference Two free booths at annual conference Two free registrations to annual conference Priority selection of location of booths at annual conference Corporate profile published annually Opportunity to participate in Traveling Lecture Series

Gold Level

$10,000

Corporate membership for one year 50% reduced membership rates for 2 company employees CVAA Journal – 10 complimentary copies Corporate listing in CVAA Journal Access to on-line membership directory CVAA website listing with logo and link to your site CVAA Journal advertisement x1:Full-page, four colour Annual conference recognition Award presentation at annual conference One free booth at annual conference One free registration to annual conference Corporate profile published annually Opportunity to participate in Traveling Lecture Series

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Silver

L e v e l $5,000

Corporate membership for one year CVAA Journal – 5 complimentary copies Corporate listing in CVAA Journal Access to on-line membership directory CVAA website listing with logo and link to your site Journal advertisement x1: Half page, four colour 25% discount on one booth at annual conference or free second booth Annual conference recognition

Bronze

L e v e l $2,500

Corporate membership for one year CVAA Journal – 3 complimentary copies Corporate listing in CVAA Journal Access to on-line membership directory One free registration at annual conference CVAA website listing with logo and link to your site Annual conference recognition

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6.

CONFERENCE/AWARDS COMMITTEE

A.

CHAIR The Chair of the committee shall be an Officer of the Association appointed by the Board of Governors. The chair duties and responsibilities are as follows: Responsible for overseeing the annual conference and Travelling Lecture Series with the Office Manager Determine the theme and national location for the annual conference Liaise with local city chapter (if applicable) or key members from the host city Recruit plenary and concurrent speakers Review all abstracts submitted for concurrent sessions and decide on speakers Determine conference duties of Board members and volunteers Provide information on conference for inclusion on CVAA website Determine eligible candidates for CVAA awards: poster, Maisie Townsend Scholarship Fund, Barbara Hill Award Writes an annual post conference report for submission to the Vascular Access Journal Writes an annual post conference report for submission to the Vascular Access Journal Attends Board meetings and teleconferences Attends conference

B.

MEMBERS The committee shall be composed of members of the Association and others as determined from time to time.

C.

TERMS OF REFERENCE The committee shall organize and plan the Annual convention of the Association, in order to provide the following services to the members: 1. 2. 3. 4. 5. 6. 7.

Decide on a theme for the Annual conference Determine the national location for the conference. Determine hotel/convention centre site in the host city. Determine food/refreshments Arrange audio /visual support Obtain Plenary speakers for the conference Review all abstracts submitted for concurrent sessions and decide on speakers.

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8. Advises speakers/presenters of the obligation to provide Disclaimer of support if they are sponsored by a company/business that may constitute a conflict of interest. 9. Work with the local city chapter from the host city (if applicable) 10. Liase with the office manager for all arrangements. 11. Determine conference duties of Board members and volunteers. 12. Determine who the eligible candidates are for the following awards: Poster awards, Maisie Townsend Scholarship Fund, Barbara Hill Award. D.

POST CONFERENCE REPORT The committee shall prepare and submit a post conference report to the Board of Governors. The chair and committee shall prepare a summary of the conference and activities for the CVAA Journal issue that follows the conference.

E.

TRAVELLING LECTURE SERIES The committee shall assist the Office Manager with the organization and planning of the Travelling Lecture Series, in order to provide the following services to the members: 1. 2. 3. 4. 5. 6. 7.

Decide on a theme for the Lecture Series for the calendar year. Determine the locations for Lecture Series throughout the year. Determine hotel/conference sites in the host cities. Determine food/refreshments for the sites Arrange audio /visual support for the sites Obtain speakers for the conferences sites Advises speakers/presenters of the obligation to provide Disclaimer of support if they are sponsored by a company/business that may constitute a conflict of interest. 8. Work with the local site chapters from the host cities (if applicable) 9. Review the work of the office manager for all the above arrangements. Responsibilities of the Host City of a Travel Lecture Series (TLS) 1. Ensure the minimal number of 25 registrants has been confirmed before proceeding with TLS. 2. Determines the cost for each registrant who attends the TLS. 3. Ensures ongoing communication with the CVAA office manager to ensure success of TLS.

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CVAA AWARDS AND INCENTIVE PROGRAMS BARBARA HILL AWARD (founding President of CVAA) Candidate must be a member of CVAA for a minimum of two years. Candidate should be a nurse actively engaged in vascular access therapy in either a full time or part time capacity in a supervisory, educational, administrative or general staff position relating to vascular access Therapy. The candidate must be CVAA Certified. The candidate should be a promoter of CVAA at the Chapter and/or National level. Board members are not eligible for this award during their term of office. Deadline for submission is August 30th. CAROL BUTCHER CERTIFICATION AWARD This award is presented annually to the person attaining the highest mark on the CVAA Certification Examination. The recipient will receive a plaque and a free CVAA membership for the following year. CVAA EDITORIAL AWARD CVAA offers an Editorial Award of $1,000. The editorial award is open to health care professionals residing in Canada and writing about vascular access nursing practice, management or research. The article must be original and previously unpublished. The award will be administered by the Conference committee and the Board of governors of CVAA. Members of the committee are not eligible for this award. The CVAA Journal provides an excellent forum for the presentation of research-based articles. We are soliciting articles and encourage all members to share their knowledge and experience. Written submissions may be forwarded to the CVAA office via fax, mail or email. The deadline for submission of an article to be considered for this award is June 30.

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CVAA Champions Award This award is presented annually by the Board of Directors to the member who recruits the greatest number of new members in one calendar year. The award winner receives a free conference fee for next CVAA conference.

MAISIE TOWNEND SCHOLARSHIP FUND This award is available for nurses who wish to further their education relating to the practice of nursing. Two scholarships, each in the amount of $500.00, are available for full or part time study. Any active or associate member in good standing for a minimum of three (3) concurrent years is eligible to apply for this award. Previous recipients are ineligible. A statement of purpose in undertaking the programme of study, and a statement of intention for future involvement in CVAA must be submitted in writing. In addition, two references related to academic, employment experience, and CVAA involvement is required. Awards will be made on the conditions that the recipient submits proof of enrolment in the program, maintains membership in CVAA and provides CVAA with documentation on successful completion of the course. Written submissions may be forwarded to the CVAA office via fax, mail or email. Submissions must be received by June 30th of the current year. Awards will be made at the CVAA Annual General Meeting.

POSTER PRESENTATIONS Poster presenters at the conference will be eligible for awards. First prize will be $250.00, second prize will be $150.00 and third prize will be $75.00. Presenters must be available at the designated times to discuss their posters. Presentations must either be research and/or practice-based related to vascular access therapy and must make a significant contribution to vascular access practice by improving patient outcomes and/or contributing to the science of vascular access. Deadline for submission is September 15th.

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GUIDELINES FOR AUTHORS The CVAA Yearbook is the official publication of the Canadian Vascular access Association and is published to promote education and communication among all persons involved in the field of vascular access therapy. How are articles chosen for publication? All manuscripts will be acknowledged on receipt by the Marketing/Communication/Publication committee. Criteria for publication include originality, relevancy, reader appeal and controversy. What makes a good article? 1. We welcome articles that promote improvement in clinical practice and research. 2. The author is knowledgeable and informed about the subject. 3. Controversial. What happens when an article is accepted? Editing involves validating factual content, adding new information, deleting extraneous material and revising to meet accepted grammatical, spelling and writing standards. What about length? Most articles are approximately 500-1000 words. BE YOUR OWN FIRST EDITOR - condense where possible before submission. Would illustrations help? Photos, drawings and graphs catch the eye and add interest. Black and white glossy photographs are best. Colour slides and prints can be adapted. About references References and bibliographies must be complete in order to be utilized as resources for further study by our readers. They must be submitted in an acceptable literary format. How to submit your article You will require two copies of your manuscript. These should be typed, double-spaced on standard white bond 8.5 X 11 inch paper. Please mail one copy and keep one for your records. Please send a covering letter containing a brief biographical sketch of yourself to: THE EDITOR, CVAA JOURNAL 685 McCowan Road P.O. Box 66572 Scarborough, Ontario M1J 3N8 Phone: (416) 696-7761 Fax:

(416) 696-8437

Email: [email protected]

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7. MEMBERSHIP/CHAPTERSHIP COMMITTEE A. CHAIR The chair shall be a member of the Association appointed by and responsible to the Board of Governors. The duties and responsibilities of the chair include the following: monitors membership database and provides quarterly report to Board members regarding membership statistics Corresponds with each chapter chair to request their annual reports Provide information on chapter activity (education sessions) for inclusion on CVAA website Writes an annual report for the Vascular Access Journal on the yearly activities of each chapter Provide support for any chapter being developed or requesting assistance Attends Board meetings and teleconferences Attends conference

B. MEMBERSHIP The committee shall be composed of members of the Association and others as determined from time to time. C. TERMS OF REFERENCE: The committee shall work to foster CVAA membership / chaptership across Canada through: 1. 2. 3. 4. 5. 6. 7.

8.

Promoting visibility of the Association in various health care facilities across Canada Promoting membership at national and local conferences related to vascular access. Encouraging development of local area CVAA Chapters across Canada and internationally Ongoing communication with existing chapters through newsletters to keep chapters informed of CVAA activities Regularly reviewing and updating benefits to membership Regularly reviewing the application process for membership, both new and renewal of Chapters registration. Receiving and reviewing three times a year a report from Chapters which will include : a. a report of the chapter’s activities during the preceding quarter; b. a financial statement for the preceding quarter; and c. a list of new chapter members recruited. Receiving and reviewing annual reports from chapters which will include: local chapter’s financial statement for the preceding fiscal year showing all income (i.e. dues, gifts, grants, contributions, etc.) received by the chapter and all its disbursements.

9. Submit the written reports from each CVAA Chapter for CVAA Journal publications.

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RULES AND REGULATIONS FOR LOCAL CHAPTERS Local chapters of the CVAA are established by and function pursuant to the regulations of the Board of Governors of the CVAA. Their primary purpose is to further the goals and objectives of the CVAA at the local level. Local chapters are self-supporting and are part of the single national organization known as the Canadian Vascular Access Association (CVAA). All chapters are governed by the Constitution and Bylaws of the CVAA. 1.

MEMBERSHIP a) Fifty per cent plus one of the chapter members must be members of the national association. b) National membership fees are submitted to the National Office. c) Any number of persons may form a chapter. d) Chapter mailing lists are to be confidential and remain the property of the CVAA. e) The CVAA logo is to be used with the national CVAA approval only.

2.

FUNDING a) On acceptance of the chapter application and a list of officers of the executive, the chapter will receive $250.00 for chapter expenses. b) Chapters should perpetuate their own funds by way of charging non members to attend chapter meetings, sponsoring a dinner meeting or charging a minimal chapter membership fee. c) A chapter must not solicit funds for the express purpose of operating costs for the chapter. The association is non stock and non profit. No part of the net earnings of the Chapter shall inure to the benefit of, or be distributable to, its officers or other private persons, except that the chapter shall be authorized or empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the objectives set forth. Dissolution In the event of the dissolution of the chapter of the association, whether voluntarily or involuntarily, all of its remaining assets shall be forwarded to the National Office and distributed in such manner as the Board of Governors of the association shall by majority vote determine to be best calculated to carry

40

out the objectives and purposes for which the association is formed. 3.

MEETINGS a) Any number of meetings may be held each year, i.e. 3 or 4 a year or as chosen. b) The meetings may be rotated to different locations in the area.

4.

ACTIVITIES a) Local chapters wishing to sponsor symposia, workshops or other major educational programs must have prior written approval from the CVAA. b) Local chapters wishing to affiliate with other national or local organizations must have prior written approval from the CVAA. c) All activities of the local chapters shall be carried out only under the local chapter name approved by the CVAA. d) Co-sponsored continuing education programs (symposia, workshops, etc.) are to be approved by the national CVAA.

5.

REPORTS a) The three times a year reports shall include: 1) a report of the chapter’s activities during the preceding quarter; 2) a financial statement for the preceding quarter; and 3) a list of new chapter members recruited. b) Annual reports shall contain the local chapter’s financial statement for the preceding fiscal year showing all income (i.e. dues, gifts, grants, contributions, etc.) received by the chapter and all its disbursements. The fiscal year end shall be December 31st.

Chapters can play such a vital role in our association and can become a teaching and learning centre in your area. Communication and the exchange of ideas on problems, new products and procedures has always been a concern for all nurses involved in I.V. therapy. Chapters can have ongoing educational programs throughout the year as not all nurses can attend a national convention. 6.

ATTENDING OUTSIDE CONFERENCES AS A REPRESENTATIVE OF THE BOARD

a) The Board of Directors may choose a member of a chapter to attend a conference on their behalf. The member shall represent the union in accordance with policy “EXPECTATIONS OF ATTENDING CONFERENCES” in the Board Governance Manual on page 11.

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STARTING A CVAA CHAPTER The Canadian Vascular Access Association is a growing multidisciplinary organization committed to excellence and enhanced patient outcomes related to infusion therapy.

Forming a chapter in your

geographical area will provide a venue to network with other health care professionals and to keep updated and informed on the practices related to infusion therapy within your area.

Step 1 - Determine an Interest

Contact other professionals (i.e. pharmacists, RPN’s, LPN’s, RT’s, anesthetists’, Interventional Radiologists, educators, paramedics, etc.) involved with vascular access and who are registered with their regulatory body in their respective province who might be interested in a networking organization devoted to providing optimal care and outcomes.

Step 2 - Develop a Membership

Talk to PICC Nurses, IV Managers, or Home Infusion Managers within local home health agencies, hospitals and long term care facilities and ask for a list of nurses, including LPN’s, involved with infusion therapy. Post announcements of the creation of a CVAA Chapter on hospital Continuing Education boards, in institution/agency newsletters, and on CVAA’s listserv. Contact CVAA for assistance with distributing your announcement to its members in your geographical area. Network with colleagues as word of mouth is the best advertising.

Industry members are an integral part of this organization as they supply products and services to your place of business and they bring the latest technologies and products available in vascular access management. Approach industry partners to join the Chapter, they may be able to assist with early costs of Chapter set up. It is important to acknowledge their assistance.

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Step 3 – Get Assistance from CVAA’s National Office

You can obtain a chaptership application form either on our CVAA website (www.cvaa.ca) or simply Call or email CVAA’s National Office for a Chaptership Application Form. The contact person is Diane Granato, CVAA’s Office Manager. You will receive an application form and, if approved, CVAA will send a one-timeonly cheque for $250.00 to assist you with the start-up costs Diane will forward your information to the chair of the Membership / Chaptership Committee who will make contact with you to provide you with assistance and support.

Step 4 - Getting Started

Set a date, time, and location for the first planning meeting. You may be able to book a room in your facility or organization that will be available without cost to your chapter. Early evening time frame usually works the best to allow members to attend. Introduce the members present and elect an executive for the chapter. Obtain email addresses for all members to provide a data base for communicating with the members. Name your chapter, establish goals and objectives and determine the frequency, time and duration of your meetings. The meeting should take no more than two hours. Meetings may be monthly, bi-monthly, quarterly, semiannually or perhaps an annual full day program.

Ask an industry member if their company can provide a light dinner or snacks.

Step 5 - Financing Your Chapter

Open a chequing account at a local bank and make sure that you include at least two signatures on the account. Keep meticulous records. You may want to check with the local taxation office to file for a “tax exempt” status as appropriate.

There are three ways of attaining funds to finance the on-going costs of the chapter. You may ask for a cash donation at the start of each meeting, or consider an annual modest fee for local membership such as $10.00 for CVAA members and $15.00 for non-members. This will help to cover the cost of such things as brochure, mailing and refreshments.

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Also, you can ask your local industry representative to support a meeting and let them display during the meetings or speak. Vendors can either sponsor the specific meeting through refreshments or through a nominal fee (approximately $50.00 to $100.00).

Step 6 - Setting the Agenda

Meeting agendas may vary. They should include a brief business meeting to keep members informed about what your chapter and CVAA are doing.

You may want to start off with a guest speaker for the first 45 minutes. Make sure the topic is relevant to your membership. Watch CVAA’s Journal to see what the other chapters are providing.

Allow time for members to network. This is very important.

Form committees such as fundraising, education, conference, certification and research as required. Promote membership to CVAA nationally through involvement in their committees, certification or becoming Board Members.

Step 7 – Fulfilling CVAA Requirements

The Chapter Executive for your area must all be members of CVAA. A minimum of two members responsible for reporting and finance management is required. The executive can be determined at your first meeting. The Chapter members do not have to be CVAA members but you should recommend it because of the many benefits available to its members.

Chapter Presidents are required to submit a report of the Chapter’s events three times a year, membership records, and an annual financial statement to CVAA. The membership lists will be used to mail out copies of CVAA’s national conference brochure and any other information that CVAA may need to disseminate to its members both locally and nationally. Your Chapter events will be highlighted in the Mainliner and information regarding your Chapter will be listed on CVAA’s website.

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CVAA Chapter Application Form The Canadian Vascular Access Association requires the following information when starting a new chapter. Please fill out this application and return it to CVAA either by fax to 416-696-8437, by email to [email protected] or by mail to 685 McCowan Road, PO Box 66572, Scarborough, ON M1J 3N8.

Geographical Area: _________________________________________________________________

Chapter Executive: President: _________________________________________ CVAA membership number: ________ Vice-President: _____________________________________ CVAA membership number: ________ Treasurer: _________________________________________ CVAA membership number: ________ Main Contact Person’s Name: __________________________________________________________ Address: ___________________________________________________________________________ Email Address: ______________________________________________________________________ Are you applying for financial support to start this chapter? (CVAA will send a one-time-only cheque for $250.00 to assist with start-up costs of your chapter. Please note that CVAA requires an annual financial statement on chapter expenses and revenue.)  Yes

 No

If yes, Treasurer’s Address: ____________________________________________________________ ___________________________________________________________________________________ Would your chapter like to receive: 

advertising literature about CVAA



information about upcoming conferences



schedules for Traveling Lectures Series



Other: ____________________________________________________________________

How many copies would you like? ______________________________________________________

45 8.

CONSTITUTION/POLICY/ELECTIONS COMMITTEE

A.

CHAIR The chair of the committee shall be a member of the Association appointed by and responsible to the Board of Governors. The duties and responsibilities of the chair include the following: Responsible for updating the CVAA constitution and by-laws Ensures that the constitution and by-laws are up to date on the CVAA website Responsible for the policies and procedures for the election process and the Election Committee’s mandate. Reviews all nominations forms for bona fide status of the nominators and the candidates Appoints two members as scrutineers to count ballots if an election is required for multiple nominations Attends Board meetings and teleconferences Attends conference

B.

MEMBERS There will be two (2) members of the committee, each of whom shall be members in good standing of the Association, who will serve as the official scrutineers.

C.

TERMS OF REFERENCE The committee shall solicit appropriate and qualified members of the Association to seek office in the Association by election at the Annual General Meeting. The committee shall present such candidates at the Annual General Meeting and explain the conduct of the election procedures where required. Article V of the Constitution governs the Election and Term of office of each Governor on the Board; Article VI governs the Terms of Office of each Officer holding positions on the Board. (President, Vice-President, Immediate Past-President, Secretary/Treasurer). The committee is responsible for the maintenance and upkeep the Governance Manual and the Constitution, through the Board of Governors.

The following constitutes additional Policies and procedures for the election process and the Election Committee’s mandate.

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ELECTIONS Nominations 1. The call for nominations for all positions to be elected takes place at least 45 days prior to an election. 2. Nomination forms are available from the Elections committee. 3. The Election Committee shall review all nomination forms for bona fide status of the nominators and the candidates. Should a candidate or nominator not be bona fide, then the Election Committee will notify the candidate whose nomination form is not in order as soon as reasonably possible. 4. Candidates may confirm the receipt of their nomination form with the Election Committee prior to the posting of the Ticket of Nominations. 5. If at the close of the nomination period, there is only one candidate for office, that person will be acclaimed into office by the Election Committee. 6. The Election Committee prepares a Ticket of Nominations, listing all positions being contested and the names of the candidates for each position. The list is to be posted in a prominent location in relevant workplaces at least 10 days before an election. 7. A candidate may run for one position on the Local Executive. “No member shall hold more than one office at the same time.” Preparing for Voting 1. The Election Committee obtains a current membership list. 2. The Election Committee ensures there is the correct number of ballots.

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Scrutineers 1. The Election Committee appoints two members of the Local per polling station to act as scrutineers. 2. A candidate cannot serve as a scrutineer. If a candidate is acclaimed, then he/she can then serve as a scrutineer. If there are no scrutineers available, then the Election Committee may appoint two members who are not running for office in the election. Voting Procedure 1. Ballots are mailed out to the CVAA member, mailed back to the office, and must be postmarked for 2400hrs the day before the election day. 2. The scrutineers count the ballots, compile a list specifying the number of votes for each candidate, and ensure that all votes and spoiled ballots are accounted for. 3. Results shall not be tabulated until all poll(s) have closed. 4. The person with the most votes is deemed elected to the position. Communicating Election Results 1. The results of an election are communicated to the candidates and the Election Committee immediately after the count is completed by the scrutineers. A candidate must provide the Election Committee with a contact number. 2. Any changes on the executive listing as a result of an election must be forwarded to the CVAA office Manager.

Destroying of Ballots If there has not been a request for a recount of the ballots, then all ballots must be destroyed not less than seven days after the election.

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Vacancies 1. Following an election, if there is still a vacancy on the Board, the Board shall appoint from among the members. (as per Article V-Governing Board, Section 7.) Complaints 2. Members should refer any election issues that arise to the Chair of the Election Committee. The Chair will also inform the President. 3. Any member who wishes to make a complaint that the Election Guidelines have been breached must do so within seven calendar days of the alleged violation in writing to the Election Committee. If the complaint is about the Election Committee then the member should contact the Vice-President who may refer the matter to the Provincial President for resolution. 4. When a complaint has been received by the Election Committee, the Election Committee must: A. Notify the candidates that the Election Committee has received a complaint. B. The Election Committee will investigate the complaint. C. The Election Committee, in consultation with the Vice-President, will review the complaint and the results of the investigation. The Vice-President will consult with the Office of the President. D. If there is no violation, the election will continue. E. If it has been determined that a violation has occurred that would effect the outcome, the election will be declared null and void and a new election will be reheld from the point of violation. F. All candidates and the membership will be notified by the posting of a formal notice.

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Rules of Order—Parliamentary procedure WHAT IS PARLIAMENTARY PROCEDURE? Parliamentary procedure, or parliamentary law, is the code of rules and ethics for working together in groups. Parliamentary law refers to the rules, laws, or regulations of organizations, governing the orderly, expeditious and efficient transaction of business and meetings and conventions. Without rules, there would be injustice and confusion. All profit and non-profit corporations and associations and the boards, councils, commissions, and committees of government must observe parliamentary law. Hence, it is as necessary to follow the rules of parliamentary law as it is to follow the rules of a ball game or a card game. Well-known parliamentary texts include Riddick’s Rules of Procedure, Mason’s Manual of Legislative Procedure (used by many legislatures), and Bourinot’s Rules of Order (used in Canada) WHAT IS A "PARLIAMENTARIAN"? The function of a parliamentarian is that of a consultant who advises the president and other officers, committees, and members on matters of parliamentary procedure. There is no set rule on the number of functions a parliamentarian may be asked to perform, but responsibilities can include serving as a convention parliamentarian, presiding over business meetings, writing formal parliamentary opinions, supervising elections, and training presiding officers. Bourinot’s Rules of Order CVAA uses Bourinot’s rules of order during its General Membership Meetings. In order to participate effectively, and get the most out of meetings it is important to know how these rules work. The following is a basic outline of rules you will need to know. Motions: Decisions at meetings are made through the process of motions. Once a motion has been made and seconded, it becomes the sole subject of the meeting until it is adopted, rejected, tabled or ruled out of order. The Process: 1. Recognition – A speaker can only speak when recognized by the chair. Raise your hand to be put on the speaker’s list.

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2. Making the Motion – Once it is your turn to speak, make the motion. 3. Second – Every motion has to have a seconder. 4. Restating the Motion. – The secretary must read back the motion to the membership. If the motion is out of order it must be declared so at this point. 5. Discussion – Members are free to discuss the motion. All discussion must relate to the motion. Amendments: An amendment may be made to the motion during discussion. The amendment must not alter the intent of the original motion, and must be seconded. Once an amendment is on the floor it replaces the motion as the focus of discussion. 6. Once debate is finished or the question is called the motion is re-read to the membership. 7. Voting – The vote is usually taken by a show of hands. 8. Declaring the Result – The Chair will declare the motion passed or defeated. Withdrawing a Motion A motion may be withdrawn with the approval of the mover, seconder, and unanimous consent of the meeting. If there is any objection the motion must proceed to a vote. Tabling a Motion If a motion requires further study/debate etc., a member may move to table. Tabling a motion requires a seconded and takes precedence over all other motions. It can not be debated and must be voted on immediately. Points of Order: A member may call a point of order when 1. A discussion is wandering away from the point 2. When the bylaws are being violated 3. When the chair allows discussion on a non-debatable motion A member may interrupt another speaker to make a Point of Order. The Chair must rule on the appropriateness of the point immediately.

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Challenge to the Chair: If a member feels that the Chair’s ruling violates the bylaws or procedures she can challenge the chair. A Challenge must be seconded. At this point the Chair gives way to another member, usually a Vice President. The challenger states her reason for the challenge. The Chair responds. There is no debate. A vote is called immediately. The Chair then resumes her position, regardless of the outcome of the challenge. If ever there is ever a question of the parliamentary procedure or if any member at the meeting steps outside the boundaries of Bourinot’s Rules of order, the Parliamentarian will step in to make a final and binding decision. Points of Information: A member who requires more information on the subject being debated can direct their inquiry to the Chair. The member cannot interrupt the speaker on the floor. But, the Points of Information may take precedence over other speakers on the list. Limiting Debate: The Chair is allowed to prevent people form speaking more than once to any motion or amendment. Only the move and second may speak more than once to provide clarification or answer a question from the floor. Debate may also be limited by a motion to limit debate to a certain amount of time. E.g. 10 minutes on a certain topic.

Calling the question Members calling for the question to be put from the floor do not have official status, they are merely requesting for the chair to call the question. Normally the Chair does this when the speakers list is ended, but the Chair can do this at any time, if the member is willing. The Chair can call a vote regarding whether to call the question, as is common practice in our meetings.

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Rules of Order

MOTION

DEBATABLE

AMENDABLE

REQUIRES

VOTE

IN ORDER

CAN BE

A SECOND

REQUIRED

WHEN

RECONSIDERED

ANOTHER IS SPEAKING MAIN

Yes

Yes

Yes

Majority

No

Yes

2/3

No

No

MOTION Re-

Yes if

consideration

motion to which it

Yes

applies is debatable Rescind

Yes

Yes

Yes

2/3

No

Yes

No

No

Yes

Majority

No

No

No

No

Yes

Majority

No

Yes

No

Yes

Yes

Majority

No

Yes

Yes, as to

Yes

Majority

No

Yes

Lay On The Table Previous Question (close debate) Limit

or

Extend Limits of Debate Postpone to a definite time

Restricted debate

time Refer

or

Restricted

Commit

debate

Yes

Yes

Majority

No

Yes

Amend

Yes

Yes

Yes

Majority

No

Yes

Yes

No

Yes

Majority

No

Yes

Yes

Yes

Majority

No

No

Postpone Indefinitely Time of Next Meeting

No

53

(When privileged) Adjourn (when privileged)

No

No

Yes

Majority

No

No

No

Yes

Yes

Majority

No

No

No

No

Yes

Majority

Yes

Yes

Yes

No

Recess (Adjourn

no

privilege) Appeal

None, Point of Order

No

No

No

Unless Appealed then Majority

Objection

to

Consideration

No

No

No

2/3

Yes

Yes

No

No

No

Unanimous

No

Yes

No

No

Yes

Unanimous

No

No

of Question Withdrawal of Motion Suspension of Rules

Annual General Membership Meetings- and Executive Meetings of the Association Minimum Requirements The Canadian Vascular access Association is dedicated to providing its members with a forum for the presentation and discussion of all matters relating to vascular access therapy. The practice of adopting minimum requirements is established as a reminder to all participants that the way we conduct ourselves has an effect on others. They also serve as a reminder to us that we all bring different perspectives and opinions to the discussion/dialogue that need to be heard and acknowledged.

54

Meetings of the Association All meetings of the Association will have minimum requirements to establish clearly for all participants the environment in which they can expect to participate. The minimum requirements are established to honour the values of respect, openness, honesty, trust. Bourinot’s Rules of Order will address the structure and rules of procedure for meetings of the CVAA. The minimum requirements will address how members will interact with one another throughout a meeting. Calling Minimum Requirements Any participant in a CVAA meeting may call “minimum requirements”. To call “minimum requirements” the participant will indicate this to the Chairperson; raise the “minimum requirement” card to get the attention of the Chair. The Chairperson will acknowledge a raised “minimum requirement card” as soon as it is seen. The participant who raised the objection will state the reason. A call of minimum requirement is not debated or justified and the meeting carries on.