Bylaws, Policies and Procedures COVENTRY JANKOWSKI NSNA VICE PRESIDENT CHAIR, BYLAWS AND POLICES COMMITTEE National Student Nurses’ Association

The Differences - Defined  Bylaws: As defined in the guidebook, the basic rules governing the internal affairs of an organization.  Policy: As defined in the guidebook, a definite course of action or position adopted by a board of directors, house of delegates, or any other authorized voting body.  Procedure: As defined by the guidebook, a set method of conducting and managing business.

Examples: Bylaws, Policy, Procedure  Bylaws The election shall be by ballot. A plurality vote shall elect. A tie vote shall be decided first by a revote, and, then by casting a lot.  Policy It is NSNA’s policy to use member addresses to send membership card kits, membership renewal notices, imprint magazine and career planning guides, NSNA annual convention brochures, NSNA midyear conference brochures and other NSNA mailings as needed.  Procedure The secretary shall distribute copies of minutes along with the agenda for the upcoming meeting to all board members at least 5 days prior to the next meeting. he working methods of an organization.

Bylaws: The Basics  Bylaws: The basic rules governing the internal affairs of an organization (also referred to as the standing rules)  Are like the US Constitution and cannot be changed without a certain percentage of voting members agreeing to the change  Cannot be suspended  State and Chapter Bylaws are in conformity with NSNA’s Bylaws as identified on the Official Application for Constituency Status  Should be reviewed yearly to be sure they are up-to-date and meet the needs of the organization

Bylaws: What do they Contain?  Purpose of the organization  Mission and Values of the organization  Members: Who they are and the the criteria to become a member (including cost)  Meetings: Alert membership to when meetings are held (both general and board)  Governing Body: Defines the governing body and how individuals are elected to those positions

Bylaws: What do they Contain?  Elections: When are they are held  Parliamentary Authority: Roberts Rules is the governing parliamentary policy of NSNA  Amendments: How to amend the bylaws and what is required to do so  Quorum: What constitutes a quorum  Bylaws contain ALL of the rules that the organization considers so important that they cannot be suspended

Bylaws: What Don’t they Contain?  Names of elected officials with their titles  Specific amounts of investments of the State or Chapter  Student Activity Tables rules  Regularly fluctuating items such as activities at conventions and conferences  Strict deadlines  How to’s

Bylaws: Making an Amendment  Dependent on the Bylaws  There should always be guidelines in the bylaws about how to amend them. What percent of vote is needed, how far in advance you need to alert the board and members, etc.  How Bylaws are amended can be molded to fit an organization

Bylaws: Making an Amendment  ARTICLE XIII. AMENDMENTS  Section 1. Amending with prior notice  Section 2. Proposed amendments  Section 3. Amending without prior notice  Section 4. Enacting of bylaws once voted

Bylaws: Making an Amendment ENA Bylaws In order to be approved any amendment must be approved by a 2/3 vote of the delegates present and voting ANA Bylaws These bylaws may be amended with prior notice at the annual meeting of the membership assembly in odd numbered calendar years by 2/3 vote of the membership assembly representatives present and voting NSNA Bylaws These bylaws may be amended at the annual meeting by a 2/3 vote of those delegates present and voting provided that notice of the proposed amendments been sent to members at least four weeks prior to the meeting.

Bylaws: Top Ten Mistakes  ONE: Bylaws are never read  TWO: Bylaws are ignored  THREE: Bylaws are amended without following Robert’s Rules of Order  FOUR: Required areas of conformity are not incorporated in state or school bylaws  FIVE: Qualifications to run for office are not defined

Bylaws: Top Ten Mistakes  SIX: Office term limits are not defined  SEVEN: No provision is made for a Nominations and Elections Committee  EIGHT: One board position may be held by one or more persons concurrently  NINE: Duties of officers are not defined  TEN: Terms used in the bylaws are not defined in within the bylaws

Policy: The Basics  Start as main motions or resolutions  A Definite course of action or position adopted by:  Board of Directors  House of Delegates  Any other authorized voting body

Policy: The Basics  Related to the needs of an organization  Developed in response to internal and external events that call for an official response or position  Guiding principles that reflect the thinking of an organization's leaders in important matters

Policy: Comparison ENA Policy The emergency nurse acts with compassion, integrity, and respect for human dignity while recognizing and safeguarding the autonomy of the individual. ANA Policy Provision 1 - the nurse practices with compassion and respect for the inherent dignity, worth, and unique attributes of every person NSNA Policy Treat others with respect and promote an environment that respects human rights, values, and choice of cultural and spiritual beliefs.

Procedure: The Basics  A set of methods for conducting and managing business  Procedures should be:  Short and to the point  Easy to implement  Reasonable and fair  Remember: Policies are guiding principles Procedures are working methods

Policy & Procedure: Working Together  Policies start as main motions or resolutions  Once the resolution or motion is adopted it becomes the position of the association  Policies (resolutions) are divided up among the Board’s program committees and worked on throughout the year  Policies in the form of adopted resolutions direct the work of the association.

Policy & Procedure: Working Together  The Board of Directors determines the procedures to carry out the actions  Learn more about NSNA’s new policies (resolutions) through:  Imprint articles  Convention session topics  Fact sheets  Committee work

Shared Governance  Bylaws, Policies and Procedures are the Tools of Shared Governance  Why do we need them?  Provide structure  Provide a method to operate consistently from year to year  They are standing rules that govern the internal affairs of the organization and are maintained by the association

Honors and Awards  Bylaws and policies Award Given to either a state or school chapter which sets up a successful activity (ex. educational program, video on Robert Rules of Order) informing students about their bylaws, policies, and procedures.  Core Values Award The purpose of the Core Values Award is to inspire students to embody the beliefs that we as constituents of NSNA value. The Core Values Award is a singular award given to an individual who represents and embodies the NSNA CORE VALUES (listed in Getting the Pieces to Fit). In order to be eligible to receive this award the student must be nominated by faculty or individual faculty advisor. Each category of the Core Values will have a value of 0 – 10 based on students resume; including but not limited to involvement in the community, professional organizations, and affiliation in NSNA, and advocacy for students or a cause. Please include any data you feel would be pertinent to the NSNA Core Values to be considered. Limit one student per school chapter can be nominated.

Resources  Guidelines for Planning: Shared Governance  Getting the Pieces to Fit  NSNA web site  Robert H. (2011) Roberts Rules of Order Newly Revised, Chicago: Scott, Foreman and Company  Principles of Association Management, (2013) Washington, DC. American Society of Association Executives and the Chamber of Commerce of the United States  Carver, J. (2006) 3rd edition Boards that Make a Difference, San Francisco; Jossey-Bass Publishers

Discussion  Coventry Jankowski Bylaws and Policy Committee Chair  Lauren Earnshaw, Marcus Henderson Bylaws and Policy Committee Members