Policies and Procedures
Purpose: These policies serve as a guide for more efficient functioning of this organization as an enlargement of the Bylaws and as an aid to officers, committee chairmen, consultants, and members in the clarification of their duties.
Accepted by the Tennessee Student Nurses Association Board of Directors.
Revised January 1997
Revised November 1997
Revised August 1998
Revised October 2000
Revised October 2001
Revised May 2011
- Board of Directors (BOD)
- Each outgoing BOD member shall thoroughly orient the successor to his/her office immediately after election at the annual convention. Orientation should be supplemented by the officer’s notebook.
- The members of the outgoing BOD must attend the first BOD meeting immediately following the adjournment of the state convention and at least one of the following first two meetings of the new BOD. They will serve as counselors to instruct the new BOD in their duties.
- At the second BOD meeting, dates shall be set for all BOD meetings for the entire term of office, if feasible.
- Each BOD member shall submit in writing to the BOD his/her personal long and short-term goals for his/her particular office at the second BOD. In addition, goals for the organization in general shall be established at the second BOD meeting by the entire board.
- Committee members, other than those specified in the bylaws, shall be appointed with BOD approval at the second BOD meeting.
- Each BOD member shall volunteer to participate in at least one additional committee other than what the board member is assigned to in the bylaws.
- All BOD members and consultants are expected to attend any function in its entirety, whenever expenses are to be paid by TSNA unless otherwise approved by the BOD
- Each state officer shall submit a written annual report when his/her term of office expires or when he/she resigns. The report shall include goals, accomplishment, and recommendations to the incoming BOD. The written report of each state officer will be presented to the House of Delegates and incoming officers at the state convention as well as submitted to NSNA.
- A copy of all financial records and pertinent TSNA business shall be sent to the President, Secretary, consultants, and any officer to whom it would be of interest and kept for at least 7 years.
- Each BOD member shall submit to the BOD in writing an officer’s report detailing any business that occurred since the previous BOD meeting. Each BOD member shall maintain these reports and copies passed on to the successor of that office.
- Each BOD member is responsible for acquiring a working knowledge of Roberts’ Rules of Order Newly Revised throughout the process of his/her BOD experience.
- Reimbursement Policies
- Prior to reimbursement, each BOD member must have signed and adhered to the official TSNAStatement of Understanding as written.
- In the event that a BOD member or consultant attends any TSNA function while representing another association or institution, reimbursement will be subject to approval by the BOD.
- The finance committee consisting of the Treasurer, President, and three additional BOD members appointed annually by the BOD must review all reimbursement vouchers over $200 unless previously approved by the BOD.
- In the event that the finance committee deems an expense as unnecessary, the person filing for the reimbursement will pay for the expense him/herself. This includes but is not limited to lodging, transportation, postage, meals, etc…
- Each BOD member shall document every phone call regarding business of the association if reimbursement for the call is expected. This documentation must include (1) to whom the BOD was speaking, (2) what organization this person was with, (3) the date and time of the call, and (4) the purpose of the call and items discussed. A copy of the phone bill with the appropriate voucher filled out regarding the purpose of the call is acceptable.
- Reimbursement checks may or may not be written on the same day that the treasurer receives the reimbursement vouchers. These checks will be sent out no later than one week after receipts are received.
- All receipts must be originals with the exception of the phone bills or credit card statements, which can be photocopied. Receipts must be turned in to the Treasurer by the next available BOD meeting after the date on the receipt. Failure to comply will result in non-reimbursement.
- A Board Member wishing to bring a guest will be responsible for 100% of hotel accommodations plus tax to TSNA, but not less than 50% of the total room cost.
- If hotel accommodations, transportation or registration has been paid for by TSNA and you do not attend the function or decide to stay with a significant other rather than stay with the BOD after deposits have already been paid, you are responsible for reimbursing TSNA the fees they lost. This repayment must be paid within two weeks after the event occurs.
- Following State Convention, the immediate past BOD members have two months to submit any receipts for reimbursement.
- All reimbursements must state to which position or committee budget the amount should be applied. Failure to state this on the reimbursement voucher will result in the money being removed from the applicant’s personal budget for their position or at the Treasurer’s discretion.
- When a BOD member is absent from a meeting, that absentee shall be determined excused or unexcused by a majority vote of the BOD at that meeting. This vote will be entered in to that meeting’s minutes. The President will send a letter to the absent BOD member within one week notifying him/her of the status of the absence.
- After two unexcused absences, the BOD shall review that BOD position and that officer’s availability to fulfill the duties of that office. This review shall be done at the next BOD meeting with notice given by the President to that officer. After three unexcused absences that officer may be asked to resign his/her position by the BOD.
- After two committee-meeting absences (unless both absences occur on the same day), the BOD shall review that BOD position and that officer’s availability to fulfill the duties of that office. This review shall be done at the next BOD meeting with notice given to by the President to that officer.
- If a BOD member misses over half of a BOD meeting or committee meeting, either by arriving late or leaving early, it shall be considered an absence and treated as such as defined in these policies.
- If the absence is expected, the absent BOD member shall send his/her officer’s report to the President one week prior to the missed meeting. If the absence is unexpected, the report shall be sent to the President no later than one week following the absence.
- If absent, that BOD member is responsible for calling the President within one week following the meeting to receive a verbal summary of the meeting.
- The President is responsible for collecting the meeting materials for any absent officer and getting those materials to him/her within one week following the meeting.
- If unable to attend a meeting, that member must notify the President or Vice-President if the President is unable to be reached. This notification must be made by ten o’clock p.m central standard time the night before the meeting unless the event causing the absence occurs after that time.
- Shall establish contact with TNA headquarters, specifically the Executive Director and Assistant Executive Director, in Nashville within one week following convention.
- Shall correspond with the BOD and Consultants and plan an agenda for each meeting and send copies of the proposed agenda to the BOD members at least one week prior to the meeting.
- Shall review Robert’s Rules or Order Newly Revised to aid in the conduction of meetings in a formal manner.
- Shall supervise other BOD members and committee members to ensure that the business and activities of TSNA/NSNA are being fulfilled.
- Shall keep the TSNA consultants well informed of all business carried on by its office and seek information when necessary.
- Shall read and study all materials received regarding NSAN, TNA, and TLN and channel it to the proper person.
- Shall represent TSNA as a delegate to the NSNA Annual Convention.
- Shall attend the NSNA Mid-Year Convention as a representative of TASN, if feasible.
- Shall represent TSNA at other such meetings as designated by the BOD.
- Shall prepare a verbal report of the actions of the BOD and present it at State Convention.
- Shall within one week of the State Convention, update NSNA and TNA of the new TSNA BOD and consultants.
- Shall within one week of the State Convention send official letters of appreciation to organizations deemed necessary by the BOD and Consultants.
- Shall attend the Council of State Presidents (COSP) meetings at the NSNA Annual and Mid-Year Conventions and shall be prepared to share the state’s accomplishments at these meetings.
- Shall present to the other BOD members by mail, fax, telephone, or email questions relating to the affairs of the association, which in the President’s opinion require immediate attention and action on the part of the BOD. The result of such a referendum, which requires a majority vote of the BOD members, shall control the actions of the association; officers and committees provided such action is not inconsistent with the will of the voting body of the association.
- Shall be responsible for preparation of the annual contract proposal and maintaining contact with TNA in the event a joint State Convention is held.
- Shall hold a Convention Committee meeting within two months after the Annual State Convention to evaluate the past Convention and to prepare a Convention proposal for the upcoming year to be presented to the BOD by the third BOD meeting.
- Shall begin Convention preparation at least eight months prior to the next Annual Convention.
- Shall make assignments to each BOD member regarding his/her role at Convention.
- Shall obtain from NSNA a current list of members in each school six weeks prior to the Annual State Convention and notify each chapter of the number of voting delegates to which it is entitled.
- Shall within one week of Convention, distribute copies of the bylaws including any revisions mandated by the House of Delegates to the new BOD.
- Shall within one month of Convention, distribute current bylaws to NSNA and state constituent chapters.
- Shall oversee any proposed bylaws changes and present them to the House of Delegates at the Annual Convention.
- Shall review the TSNA policies and ensure their compliance with TSNA bylaws and oversee any necessary or BOD mandated revisions.
- Shall within one month of the Annual State Convention, send the designated number of copies of the Convention business to NSNA with the exception of the minutes from the last House of Delegates meeting which must be approved at the second BOD meeting.
- Shall within one week of the BOD approval send the designated number of copies of BOD and House of Delegates meetings minutes to NSNA each month.
- Shall prove any necessary association records needed to fulfill the duties of any BOD member or committee upon request.
- Shall send letters of appreciation as submitted and designated by the BOD.
- Shall maintain correspondence as delegated by the bylaws and maintain records of such correspondence.
- Shall acquire from the Regional Directors and maintain a file of the names, addresses, telephone numbers, and other pertinent information of state nursing schools, deans and directors, local association chapters, and the officers and advisors of local chapters.
- Shall acquire and maintain a file of names, addresses, telephone numbers, and other pertinent information of TASN BOD members, consultants, committee chairs, and committee members. This list shall be sent to the BOD within one week following State Convention and at any other time changes occur.
- Shall obtain Tennessee’s NSNA membership list and/or mailing labels when directed to do so by the BOD. These may be obtained from: W.L. Arehart Computer Systems, Box 85, Sabina OH 45169.
- Shall present to the chair of the ballot committee a list of the delegates eligible to vote no less than two hours before the polls open.
- Shall immediately following the close of Convention, relinquish to the newly appointed Treasurer all money, books, vouchers and papers of the Treasurer.
- Shall immediately following State Convention contact the bank where the association’s accounts reside to change the mailing address and authorized signers for TSNA checks.
- Shall immediately following State Convention notify NSNA of the current Treasurer’s name and address for the purpose of receiving NSNA membership names and dues.
- Shall become bonded prior to the second BOD meeting if feasible.
- Shall create a budget for his/her term of office to be submitted to the BOD by the second BOD meeting, assuring that projected total revenue and the proposed total expenses are equal. This budget shall be updated and evaluated throughout the term of office. A current budget shall be submitted to the BOD quarterly.
- Shall submit a written and verbal report at each BOD meeting regarding financial matters occurring since the previous meeting.
- Shall keep accurate entries of acquisitions and disbursements of the organizational funds.
- Shall submit a report of finance to the BOD when required to do so by any member of the BOD.
- Shall arrange all accommodations and travel arrangements for the BOD when TASN funds are used for such.
- Shall oversee the establishment and maintenance of a separate account called the Capitol Fund. The money of said accounts shall be used for the development of a TSNA scholarship program. Funds may also be used in the event of a financial emergency. The BOD must approve the use of these funds and both the Treasurer and the President must sign checks.
- Shall pay regular monthly bills as stipulated by the BOD (committee expenses, BOD expenses, etc…). These actions do not require a BOD vote prior to each disbursement unless the amount for an individual or committee is in excess of $200, but they do require ratification at the next BOD meeting.
- Shall seek approval from the Finance/Fundraising Committee regarding unforeseen expenditures between BOD meetings.
- Shall present a completed TSNA budget containing all transactions made since the last Convention to be submitted at the Annual Convention.
- Shall oversee and assist in obtaining an auditor and assuring the audit is conducted in a timely fashion.
- Shall act as web master for the TSNA website, www.tasnonline.org, ensuring all information on the site is updated at least quarterly via the website provider.
- Shall submit a timeline of events and suggestions for the presentation of information regarding these events to the BOD by the second board meeting to aid in maintaining current information on the website..
- Shall solicit sponsorship for the web page, including the composition of an annual contract for potential advertisers to be approved by the BOD at the second BOD meeting.
- Shall ensure all NSNA/ TSNA members are aware of the website through phone calls, mailing and other methods deemed appropriate by the BOD.
- Shall provide NSNA/ TSNA members without access to the website, a method of contacting to the BOD for information regarding upcoming events.
- Shall solicit articles from state chapters to be presented on the website.
- Shall write at least one article per quarter term of office for presentation on the website.
- Shall notify state chapters quarterly regarding changing information on the web page.
- Shall organize a statewide effort to recruit traditional, non-traditional and minority students to the nursing profession.
- Shall submit BTN project updates at each BOD meeting.
- Shall maintain and update the BTN Handbook by obtaining the following information from the nursing schools within Tennessee: admissions requirements, length and type of program and financial assistance availability.
- Shall ensure the updated BTN Handbook is available to all traditional, non-traditional and minority students wishing to enter the nursing profession.
- Shall contact state nursing school chapters to inquire about the BTN Director status at that school. If the position has not been activated, he/she shall assist the chapter with the creation and implementation of a BTN position and project at that school.
- Shall serve as a resource person and ensure accurate implementation of BTN projects at local SNA chapters.
- Shall present a legislative stand regarding upcoming health care bills and laws to be presented to the BOD for approval by the second BOD meeting.
- Shall contact local chapters regarding the TSNA organizations’ legislative sentiment regarding health care bills and laws currently being processed. He/She shall encourage support of said position by promoting contact of local government officials and attendance to Nurses and Students on the Move by all NSNA/TSNAmembers.
- Shall write at least one resolution to be presented to the House of Delegates at the Annual State Convention of feasible.
- Shall write at least one article per quarter term of office for presentation on the website about a health care bill or law currently being processed.
- Shall encourage local chapters to present resolutions at the Annual State Convention.
- Shall within one month following State Convention submit a letter of introduction to the SNA presidents, faculty advisors, deans, and directors of their respective region’s schools. This letter shall address upcoming dates of interest to nursing students and the Directors plans to visit the school.
- Shall attend at least one SNA meeting of each chapter in his/her respective region or send a delegate if feasible.
- Shall be responsible for ordering all membership forms from NSNA needed by their regional chapters throughout the year.
- Shall be responsible for obtaining each of their regional chapter’s bylaws and assisting those chapters with any needed updates or changes.
- Shall obtain and update the names, addresses, telephone numbers, and other pertinent information of state nursing schools, deans and directors, local association chapters, and the officers and advisors of local chapters from the local SNA’s within their regions as well as election dates for new officers within these chapters and make this information available to the Secretary.
- Shall be available to their respective regional chapters for advisement.
- Each committee chairperson shall maintain a notebook for that committee. These notebooks shall be submitted to the President before the opening of the House of Delegates at the Annual State Convention to be distributed to the newly elected BOD after Convention. Folders pertinent to Convention shall be submitted in their entirely to the President following the close of the House of Delegates.
- Each committee shall hold a meeting at least once per month to discuss plans pertinent to that committee.
- Each committee chairperson shall prepare a five-minute oral presentation to be given at the next available BOD meeting. This report is separate from the officer’s report.
- Each committee shall maintain minutes of each meeting. The chairperson is responsible for ensuring minutes are written and filed in the committee notebook.
- All correspondence pertinent to the committee’s activities shall be kept in the committee notebook.
- Each BOD shall be responsible for researching feasibility and determining if the succeeding annual convention shall or shall not be held in conjunction with the TNA Annual Convention. This shall be decided no later that January 1.
- If the TSNA Convention is held in conjunction with TNA, the TSNA Convention schedule shall be created in harmony with the TNA Convention schedule to the extent possible.
- Expenses for State Conventions shall be designated in the annual budget.
- TSNA recommends that local chapter advisors accompany their associations to the convention.
- The Secretary shall send letters of appreciation regarding Conventions to those persons or organizations as directed by the BOD. Letters of appreciation shall also be sent to all participating schools within one month of Annual Convention.
- Honorary recognition may be granted at the annual meeting for services rendered to the association by persons whom the BOD wishes to honor.
- All delegates shall present proof of NSNA membership for the purpose of determining delegate eligibility at the registration table.
- Officers shall deliver to their successors all records, papers or other property belonging to the association immediately following the conclusion of the convention.
- Each BOD member and consultant shall present him/herself in a respectable manner as a representative of the TSNA BOD at all times. This includes but is not limited to proper dress, alcohol use, language, and being respectful of other convention attendees. If the BOD feels a member’s conduct was inappropriate, the matter will be addressed immediately and at the next BOD meeting. If deemed necessary, the President or a consultant may call a special BOD meeting.
- If possible, a Council of Presidents meeting shall be held in conjunction with the State Convention.
- Candidates at Convention are allowed one poster each, no larger than 20 X 24 inches. Its will only be permitted in the designated area. No campaigning or campaign materials are allowed in the House of Delegates.
- The conventions committee may choose to designate a BOD member to be responsible for planning an informal gathering of TASN Convention attendees on the first day of Convention.
- The BOD shall decide upon the TSNA Convention registration fee.
- Each House of Delegates minutes shall be submitted to the delegates for approval at the following House of Delegates meeting. The BOD at the second BOD meeting will approve the last House of Delegates minutes.
- Each BOD member shall submit a typed report summarizing the actions of his/her term of office to the Secretary two weeks prior to Convention. Copies of these reports shall be included in the Convention folders.
- Each BOD member is a voting delegate.
- The BOD shall vote for a cut-off date for delegate representation for each chapter. On this date, NSNA shall be contacted and a list of members for all chapters obtained. Each chapter will then be informed regarding the number of voting delegates allowed for their chapter.
- The delegate to the NSNA Annual Convention from the TSNA BOD shall be the President and an alternate elected by the BOD.
- Each BOD attending NSNA Conventions shall attend meetings relevant to his/her office or other meetings as delegated by the BOD and submit a written report to all BOD members at the BOD meeting following the Convention. This report will also be included in the Special Events notebook.
- Each BOD member, with the exception of the delegates, shall work an equal amount of time at any fundraising booths occupied by TSNA or NSNA Conventions as designated by the BOD before the Convention begins. BOD members are responsible for finding someone to cover his/her time slot if unable to be there at their designated time.
- Each BOD member and consultant shall present him/herself in a respectable manner at NSNA Conventions as a representative of the TSNA BOD at all times. This includes but is not limited to proper dress, alcohol use, language, and being respectful of other convention attendees. If the BOD feels a member’s conduct was inappropriate, the matter will be addressed immediately and at the next BOD meeting. If deemed necessary, the President or a consultant may call a special BOD meeting.
- The President shall hold a state caucus (a meeting of the BOD especially to register preferences for candidates running for office) following candidate speeches and again the following regional caucus sessions the evening before elections.
- Before the last meeting of the BOD at the TSNA Annual Convention, ten percent of the year’s profits shall be deposited into the Capitol Fund. Profit is defined as total income from the year, including but not limited to NSNA dues, convention monies, fundraising income, and website advertisement.
- The Capitol Fund is to be used only in the event of an emergency. This is defined as any event that would deplete (put in the red) the organizations primary checking account. At least an Executive Committee vote is required before the money is removed.
- The signature of both the President and Treasurer must appear on the check in order to access funds from the Capitol Fund.
- The Treasurer or President will hold the Capitol Fund checkbook; whichever is deemed necessary by the BOD.
- Any checks returned to TSNA shall be charged a fee of $25 to cover bank charges and the cost of notifying the person who wrote the check by telephone and/or certified mail.
- The Treasurer will telephone the individual and request a money order for the amount of the check plus $25, to be received within five (5) business days.
- If the person fails to respond to the above, the Treasurer will send a certified letter by mail with a response request of ten (10) days from the mail date.
- If the above method is not responded to, the dean of his/her school of nursing will be notified and/or the check will be turned over to the legal system.
Accepted by the Tennessee Student Nurses Association Board of Directors.
Revised January 1997
Revised November 1997
Revised August 1998
Revised October 2000
Revised October 2001
Revised May 2011