TSPAN
TENNESSEE SOCIETY OF
PERIANESTHESIA NURSES
TSPAN
TSPAN POLICY
EFFECTIVE DATE: December 1989
REVIEW/REVISION DATE: February 2007
TSPAN POLICIES OVERVIEW
PURPOSE: To establish guidelines for all TSPAN written policies
POLICY: All written policies shall be established and maintained to serve as management guidelines and to meet the requirements of the TSPAN Bylaws. Written policies shall reflect the philosophy, goals, purpose, and objectives of TSPAN.
The Board of Directors shall review the policies and procedures and make changes as needed. The date of the policy and procedure review and/or revision shall be recorded. Changes in policy will be initiated as soon as possible after approval and communicated to those concerned.
The Board of Directors shall be responsible for maintaining the Policy and Procedure manual. This includes typing revisions, keeping a written copy of previous policies, and dating new and revised policies.
Any TSPAN member may submit a suggestion for a new policy to the Executive Committee. The Board of Directors shall review the request and decide if a new policy will be established. Any new policy draft shall be presented to the Board of Directors for final approval.
TSPAN Policies, Procedures, and Bylaws will be distributed to Board members, Committee Chair Persons, and District Presidents as needed. TSPAN Policies, Procedures, and Bylaws shall be available to any TSPAN member on request.
EFFECTIVE DATE: August 1995
REVIEW/REVISION DATE: February 2007
BOARD OF DIRECTORS (BOD)
PURPOSE: To establish additional duties for the TSPAN Board of Director members
POLICY: The TSPAN Board of Directors will be composed of officers and district presidents. The Executive Committee will be composed of the President, Immediate Past President, the Vice President/President-Elect, Secretary, and Treasurer.
Additional Responsibilities of the Board of Directors include:
- Serve as liaison between TSPAN and Districts
- Represent views of the districts at the TSPAN Board of Directors meetings
- Attend BOD meetings
- Act as a resource person for members requesting information about ASPAN/TSPAN activities such as certification, guidelines, ASPAN Standards of Care, patient care information, and ASPAN/TSPAN educational opportunities.
- Promote a professional image for the TSPAN organization with appropriate dress and conduct when acting in official capacity as a TSPAN member and officer
- Maintain current ASPAN/TSPAN membership
- Maintain a current list of TSPAN BOD and district officers
- Be available to serve as moderator at TSPAN conferences
- Encourage participation by districts in TSPAN and/or district conferences
- Maintain appropriate flow of information to district, state and national levels
- Provide new officers with an adequate orientation to duties and assist districts with orientation as needed
- Keep members informed of new or revised policies as appropriate
- Respond within scheduled deadlines for TSPAN activities
- Support TSPAN at all times when discussing issues associated with perianesthesia nursing, whether at district, state, or national level
- Provide information when requested by the newsletter editor regarding TSPAN activities
- Review personal and professional data of nominees for TSPAN elections
- Be familiar with the TSPAN Conflict of Interest Policy
- Review the TSPAN Policy and Procedure manual on odd years
TSPAN POLICY
EFFECTIVE DATE:
REVIEW/REVISION DATE: February 2007
TSPAN BOARD OF DIRECTORS MEETINGS (BOD)
PURPOSE: To establish rules for the TSPAN Board of Directors meetings.
POLICY: Rules for TSPAN Board of Directors meetings will include but are not limited to:
- One half of the board of director membership is considered a quorum. If a quorum is not present at the meeting, voting may be completed by telephone to obtain a quorum.
- Robert’s Rule of Order shall be serve as a guideline for the BOD meetings.
- Written minutes from the previous meeting shall be provided and reviewed before the meeting so that they may be amended and approved without reading the entire text at the meeting.
- BOD members shall state their name when making a motion so it may be recorded in the meeting minutes.
- Election of officers shall take place annually for President and Vice President/President –Elect and every two years for Secretary and Treasurer. The Secretary shall be elected on odd years and the Treasurer on even years.
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TSPAN POLICY
EFFECTIVE DATE:
REVIEW/REVISION DATE; February 2007
IMMEDIATE PAST PRESIDENT
PURPOSE: To establish additional duties for the Immediate Past President
POLICY: Additional duties of the Immediate Past President include but are not limited to:
- Serve as Chair Person for the Awards/Nomination Committee.
- Assume duties as requested by the current president.
- Provide orientation and serve as a resource person for the incoming TSPAN President.
- Attend TSPAN BOD meetings.
- Serve as liaison between TSPAN and Districts.
TSPAN POLICY
EFFECTIVE DATE: December 1989
REVIEW/REVISION DATE: February 2007
ASPAN CONFERENCE EXPENSE REIMBURSEMENT POLICY
PURPOSE: To identify expense reimbursement for TSPAN/ASPAN activities
POLICY:
· If TSPAN budget permits, TSPAN will fund the following people to attend the ASPAN National Conference: President and Vice-President Elect.
· If neither of these officers can attend, the Secretary and Treasurer may attend to represent TSPAN.
· If no officers can attend, representation will be decided by the Executive Committee.
· Any TSPAN state or district officer who received funds from TSPAN to attend the ASPAN National Conference may be required to return those funds if they do not fulfill their obligation for the office held. Determination will be made on a case by case basis by the TSPAN Executive Committee.
TRANSPORTATION: Reasonable airfare expenses will be reimbursed after proof of purchase. This expense will not be reimbursed if the person does not attend conference courses. Reasonable transportation expense to and from the airport and to the conference site if applicable will be reimbursed. Receipts are required.
ACCOMMODATIONS: Reasonable hotel room expenses will be reimbursed for TSPAN representatives. Receipts are required. TSPAN will not reimburse charges to the room by members or guests. Expenses will not be reimbursed if the representative does not attend conference courses.
FOOD: A food allowance of $40 a day for each day of the conference attended may be issued prior to the conference. Money must be returned if the representative does not attend conference courses.
TSPAN POLICY
EFFECTIVE DATE: December 1989
REVIEW/REVISION DATE: February 2007
FACULTY HONORARIUM EXPENSE PAYMENT
PURPOSE: To establish guidelines for TSPAN Conference Payment
POLICY: TSPAN Conference faculty members will be offered the following payment:
- 60 minutes: $150.00
- ASPAN/TSPAN members who are conference speakers will also have the conference fee waived.
- Out of town speakers will be reimbursed for reasonable accommodations expenses.
TSPAN POLICY
EFFECTIVE DATE: December 1989
REVIEW/REVISION DATE: February 2007
PRESIDENT
PURPOSE: To establish duties of the TSPAN President
POLICY: Duties of the TSPAN President will include but not limited to:
- Attend Executive Board meeting and Board of Directors (BOD) meetings.
- Appoint committee chairpersons.
- Attend committee meetings if indicated.
- Prepare agendas for the Executive Committee and BOD meetings.
- Offer guidance to other officers, committees, and districts.
- May call special meeting of members upon request with reasonable notice.
- Represent TSPAN at the National Conference or any other significant function.
- Attend the Representative Assembly meeting at the National Conference.
- Request agenda items, committee action plans, committee reports, officer reports.
- Mentor President-Elect for duties of the President.
- Serve as chairperson for TSPAN conference committee.
- Prepare thank you notes for TSPAN Conference speakers
- Communicate important information to members, officers, Districts, and National office.
- Review membership activity /district activity.
- Be respectful during all communication.
TSPAN POLICY
EFFECTIVE DATE: December 1989
REVIEW/REVISION DATE: February 2007
VICE-PRESIDENT PRESIDENT-ELECT
PURPOSE: To establish duties of the TSPAN Vice-President/President-Elect
POLICY: The duties of the TSPAN Vice President/President-Elect will include but are not limited to:
- Accept guidance from the President.
- Assume second level of responsibility as directed by the current President.
- Attend TSPAN BOD meetings and Executive Committee meetings.
- Represent current TSPAN President when not available.
- Prepare to assume the duties of the President the coming year.
- Review membership activity /district activity with the President.
- Seek nominations for TSPAN officers.
TSPAN POLICY
EFFECTIVE DATE: December 1989
REVIEW/REVISION DATE: February 2007
SECRETARY
PURPOSE: To establish duties of the TSPAN Secretary
POLICY: The duties of the TSPAN Secretary will include but are not limited to:
- Accept and file written request from TSPAN BOD or TSPAN member for a special meeting.
- Maintain a current roster of state and district officers.
- Attend BOD and Executive Committee meetings.
- Issue a charter for new districts after approval from the Executive Committee.
- Accept responsibility as directed by the President.
- Type meeting minutes to present at the next meeting for approval (see attached format).
- Revise minutes after approval and maintain in a file.
- Prepare incoming Secretary for TSPAN duties.
- Assist in typing revisions of Bylaws and Policies.
- Maintain a copy of current and past Policies and Bylaws.
- Maintain a mailing list for distribution of newsletter, conference brochures, and other communication.
- Assist with mailing TSPAN communication to members.
TSPAN
BOD/CONFERENCE COMMITTEE MEETING
DATE:
PRESIDING:
ATTENDING:
SECRETARY:
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TSPAN POLICY
EFFECTIVE DATE: December 1989
REVIEW/REVISION DATE: May 2007
TREASURER
PURPOSE: To establish duties for the TSPAN Treasurer
POLICY: The duties of the TSPAN Treasurer will include but are not limited to:
- Ensure receipts are received for TSPAN reimbursement funds..
- Reimburse approved expenses.
- Monitor TSPAN income and expenses.
- Provide income and expense report at BOD meeting as requested.
- Provide income and expense report for conferences/seminars.
- Excess funds may be deposited in a higher interest earning account with approval of Executive BOD.
- Attend BOD and Executive Committee meetings and committee meetings as needed.
- Prepare incoming TSPAN Treasurer to assume the duties of the office.
- Arrange for account review every 2 years or as requested. The BOD will decide who will complete the account review.
- Maintain tax exempt status for TSPAN
- Prepare and mail all financial reports and/or fees requested by the State of
- Mail district membership funds.
- Accept and deposit registration fees for TSPAN conferences.
EFFECTIVE DATE: FEBRUARY, 1998
REVIEW/REVISION DATE: FEBRUARY, 2008
AUTHORITY AND CONFLICT OF INTEREST
PURPOSE: To ensure decisions made on behalf of TSPAN are made appropriately.
POLICY: Decisions made on behalf of TSPAN are made according to established policy and will include collaboration with other officers, other designated ASPAN/TSPAN members, or expert resources as required.
AUTHORITY:
- TSPAN policy can only be established by the BOD.
- All business will be conducted according to established policy.
- Decisions made on behalf of TSPAN require approval of the BOD.
- Expenses require approval of the BOD.
- Activities of officers and committees will be reported to the BOD.
- If consultants are needed, approval from the BOD is required before they are hired.
- Proof of purchase or payment is required before reimbursement is approved.
CONFLICT OF INTEREST:
- No person is allowed to use or allow others to use the TSPAN name, logo, implication of TSPAN sponsorship or endorsement without specific authorization from the TSPAN BOD.
- TSPAN officers, members, agents, and/or other persons acting on behalf of TSPAN shall not take part in any activities or decisions in which his or her personal interests are involved unless authorized by the TSPAN BOD after full disclosure is revealed.
TSPAN POLICY
EFFECTIVE DATE: FEBRUARY, 1998
REVIEW/REVISION DATE: FEBRUARY, 2008
COMMITTEE CHAIR RESPONSIBILITIES
PURPOSE: To Establish duties of the committee chairperson.
POLICY: The duties of the committee chairperson include but are not limited to:
- Accept guidance from the President and past chairpersons.
- Organize and direct committee members and activities.
- Complete duties in a timely manner.
- Attend BOD meetings as directed.
- Report activities of the committee to the BOD.
- Obtain approval for any expenses from BOD.
- Provide committee activities report for the newsletter.
- Provide guidance to new chairpersons as needed.
TSPAN POLICY
EFFECTIVE DATE: DECEMBER, 1989
REVIEW/REVISION DATE: FEBRUARY, 2008
EXPENSE REIMBURSEMENT
PURPOSE: To ensure TSPAN/ASPAN funds are used appropriately and responsibly.
POLICY:
- Approval from the BOD is required before appropriation of TSPAN funds.
- Receipts will be provided to the treasurer before reimbursement is approved.
- Reimbursement may be denied if appropriate approval and proof of purchase or payment is not provided.
- An expense report may be requested by the BOD and/or the Treasurer.
- Eligible expenses for reimbursement will be decided by the BOD.
TSPAN POLICY
EFFECTIVE DATE: DECEMBER, 1989
REVIEW/REVISION DATE: FEBRUARY, 2008
TSPAN PUBLICATIONS
PURPOSE: To provide communication of TSPAN activities to members.
POLICY: TSPAN will communicate appropriate and relevant information to the members.
NEWSLETTER:
· The editor of the newsletter is appointed by the BOD.
· The newsletter will be mailed to TSPAN members.
· District Presidents will be responsible for providing a report of activities to include in the newsletter as requested.
· The TSPAN President will provide a letter to the members for each newsletter.
· Reports from officers and committees may be requested by the editor.
· All reports and articles will be provided in a timely manner. The editor may not include an article or information if not appropriate or not received in a timely manner.
· The editor has the right to edit or exclude any article.
· Any clinical articles included must have references from professional resources.
· Publication expenses are approved by the BOD and proof of expenditures are given to the Treasurer.
Other types of communication may include but is not limited to:
· Brochures
· Flyers
· Post cards
· Email
· Web site
· Letters
All publications will be written in a professional manner.
