1. Best Practices in ONS Chapter Management Diane Scheuring, MBA, CAE, CVA, CMP Jenny Shinsky, BS, MPW

2. Objectives Understand what the Chapter Annual Report is used for and how ONS disseminates the information gathered. Identify a best practice for chapter management and a plan for implementation. Describe meaningful ways to engage members in chapter activities.

3. Annual Reports Why complete the Chapter Annual Report?

4. Annual Reports Components of the Chapter Annual Report 1.Chapter Leadership 2.Chapter Operation and Planning 3.Chapter Membership Report 4.Chapter Programs 5.Chapter Nominating and Awards 6.Chapter Communication

5. Section I. Chapter Leadership

6. Chapter Leadership – Positions President President Elect or Vice President Secretary Treasurer – Committees Membership Nominating Programming Roles & Required Offices

7. Chapter Leadership Group Form 990 - Allows ONS to include the chapters in the group filing of taxes.

8. Section II. Chapter Operation and Planning

9. Chapter Operations & Planning Standing Rules vs. Bylaws Term Lengths (both average and median) – President – 2 years – President Elect/VP – 1 year – Secretary – 2 year – Treasurer – 2 Year

10. Chapter Operations & Planning

12. Quorum for Board meetings – 4 members (average and median) Standing Committee Examples: Newsletter Scholarships/Awards Archives/Historian Community Service/Outreach Annual Events & Conferences Fundraising Government Relations/Health Policy Virtual Community/Social Media Special Events and/or Projects Research

13. Section III. Chapter Membership Report

14. Chapter Membership Chapter members must be members of ONS. Average number of members in a chapter: 63 Median number of members in a chapter: 53 Average difference between what the ONS database reports vs. the chapters: 11 members. Membership Record Keeping

15. Chapter Membership Answer the following questions: – What has the chapter done to recruit new members? – What has the chapter done to retain members? – What has the chapter done to recruit non- renewing members? – What has the chapter done to assure that all members of the chapter are members of the National Oncology Nursing Society?

16. What has the chapter done to recruit new members? Hold meetings at schools of nursing. Charge $5 for non members to attend. Once $100 is raised, a national membership is raffled off. Word of Mouth Hold networking events with local cancer centers who don’t have a lot of ONS (or chapter) members. Establish key contacts at each school and employer to have share info about chapter.

17. What has the chapter done to recruit new members? Have ONS members attend staff meetings on in-patient units to promote ONS. Meet & Greet / Dine & Discuss Ask sales and pharmaceutical reps help spread the word about chapter events. Contacted new member sources i.e. Navigators, infusion clinics, general hospital nursing staff

18. What has the chapter done to recruit new members? Door Prizes and Incentives Goodie bags with applications for ONS and the chapter along with candy and cookies were taken back to local hospitals to encourage members to join and renew. Chapter will donate $10 for each new member who joins chapter.

19. What has the chapter done to retain members? Community Participation Rotating vs. Regular Chapter meetings Conduct a Needs Assessment Focus on social aspect and networking. Offer CNE Scholarships to attend ONS Conferences Journal Clubs

20. What has the chapter done to retain members? Offering national dues payment to members that attend a minimum of 4 meetings per year. Personal and professional recognition in newsletter and meetings. Meetings are fun and relaxing breaks Created meeting reminder magnets. 4-Fork Dinners

21. What has the chapter done to recruit non-renewing members? Personal Contact Keep on mailing/email lists for chapter events Consider Rotating vs. Regular Chapter meetings Attrition Survey

22. What has the chapter done to assure that all members of the chapter are members of the National Oncology Nursing Society? Use the ONS Membership Directory Work closely with ONS National Require ONS Membership Card Chapter keeps record of membership expiration date and reminds the members.

23. Chapter Membership Estimating your area's new member recruitment potential.

24. Section IV. Chapter Programs

25. Chapter Programming Partnership Opportunities – Other associations – Other organizations (American Cancer Society, Gilda’s Club, Leukemia & Lymphoma Society, etc.) PhARMA Guidelines

26. Section V. Chapter Nominating and Awards

27. What has your chapter done to recruit members to run for chapter leadership positions? – Personal outreach – Mentoring – Committee Involvement (Incremental Involvement) – Ask for nominations – Open Board meetings for anyone to attend

28. What has your chapter done to recruit members to run for chapter leadership positions? – Mentorship Weekend in Pittsburgh – Financial (local dues covered, scholarship to attend ONS conferences, etc.) – Contact institution career ladder representatives for their help – Manage expectations with job descriptions – ONC-PRO points

29. Chapter Nominating and Awards Chapter Nominating Committee and Elections – Paper vs. Email Ballots – Reporting the Results To the Chapter’s Board To ONS

30. Chapter Nominating and Awards Chapter Scholarship Opportunities National Award Nominations and encouragement

31. Section VI. Chapter Communication

32. Chapter Communication Facebook Newsletters Email Virtual Communities Art Credit: DailyPic - Joan M. Mas 2007

33. Virtual Communities

34. Your Voice is Heard! Direct line to the ONS Board of Directors – Do you have any questions or comments you would like to ask the ONS Board of Directors ?

35. Common Questions on Chapter Policies Do all chapter members need to be members of ONS? Can chapters sign contracts? Can alcohol be served at chapter events? Can pharmaceutical sales representatives serve on the chapter board of directors? Are contributions to ONS Chapters tax deductible as a charitable contributions?

36. Key Resources Chapter Policy Manual Chapter Annual Report Form The Chapter Virtual Community chapters@ons.org Jenny Shinsky 412-859-6320 jshinsky@ons.orgjshinsky@ons.org Brian Taylor 412-859-6403 btaylor@ons.orgbtaylor@ons.org

37. Your Ideas! What has worked for your chapter? What lessons can you share? Membership PhARMA Programs Ideas Leadership $$$ VC CNE