SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS by HC120704002448

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									                  2010/2011



BOARD & COMMITTEE
  CHAIR MANUAL


      The mission of the South Central
 Association Of Blood Banks is to provide
opportunities for members to enhance their
 abilities to deliver quality blood services.




                    President
     Nancy Haubert , MBA, MT(ASCP)SBB
             Creative Testing Solutions




            Richmond Road Suite 130-176
                 Lexington, KY 40509
        PH 866-649-6550 FX 866-649-6590
                Email: scabb@scabb.org
           Website: http://www.scabb.org/




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            SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                              Committee Chair Guidelines


   Read the committee charges. Familiarize yourself to the various standard report
    forms (summary committee report, status of charges, committee evaluation,
    committee chair comment form, etc.).

   Ask questions and voice your opinions. The President’s selection of you as chair
    identifies you as one of the leaders and experts of the Association. The board is
    here to help and support you.

   Meet all critical calendar time frames. Timely receipt of speaker or workshop
    information by Central Office (CO), is extremely important.

   Add or remove committee members, as necessary, to facilitate completion of the
    committee charges. Communicate all proposed changes to the President and CO.
    Communication is crucial to the successful completion of the committee’s charges.

   Prior approval is required for all expenses, whether or not the expense was
    budgeted.
    □ Teleconferences need the President’s prior approval; provide an estimate of the
      number of participants and the anticipated length of the call(s).
    □ Speaker travel expenses (airfare, hotel, and meals) need Executive Committee
      (EC) approval.
    □ Honoraria are not automatic (neither the payment nor amount). In general, we
      try to limit honoraria to $250. All requests require EC approval.

   To help assure the best airfares for invited speakers, please allow the Central office
    to make all arrangements. Speaker should make flight arrangements for
    companions whose expenses are not being covered. Special circumstances require
    the President’s approval.

   Attend the interim (summer) board meeting, especially the chairs/co-chairs of the
    Administrative Program, Technical/Scientific Program, Donor Recruitment/Donor
    Room Personnel and Exhibits committees. The written reports for these committees
    should be far enough along to have firm ideas, program titles, time frames and
    proposed speakers for their workshops.

   Keep committee members informed of all activities.

   Prepare and submit detailed committee reports and PULSE articles in accordance
    with the deadlines in the critical calendar.

   When conducting teleconferences, consider the following:
    □ Be well organized before the call. Know exactly what needs to be accomplished.
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    □ Stick to your plan. Limit non-essential discussions. The cost of these calls is
      significant and everyone’s time is limited.
    □ Contact CO to have the teleconference set-up.
    □ CO’s involvement should be limited to answering association or administrative
      questions. It is the committee’s responsibility to take and publish minutes.
    □ It is generally more effective to schedule two shorter teleconferences than one
      long call. Usually one hour is reasonable.


       Program committees must:
    □ Coordinate in advance with the Education Committee for topics and dates (to
      prevent conflicts). Conflicts will be resolved with the assistance of the President,
      when necessary.
    □ Turn in the Program Evaluation Tally Sheets and room head counts to the CO
      (Registration Desk, usually) immediately after completion of the presentation.
      CO will distribute copies to the Education Committee and/or the “new” program
      committee. Program outline must be submitted and approved by Education
      Committee for presentation to the board at the interim (summer) board meeting.

   Audiovisual needs of the speakers should be communicated promptly to CO.
    Speaker forms are an excellent way of assuring that all the information is obtained
    and is correct. Special needs (e.g. live Internet connection) must be communicated
    early on to allow for a determination of whether the request can be met. If it cannot
    be met, the chair must let the speaker know promptly. Every reasonable effort will
    be made to accommodate speaker needs. Slide projectors, overhead projectors,
    laptops and LCD’s can always be available. The committee chair is responsible for
    letting the speaker know if their needs can be met.

   Give yourself enough time so that you are not rushed when completing speaker
    summary sheets. Please write clearly so that errors do not occur when the
    information is put into the computer. Better yet, send the summary information via
    email, as a message or attachment.

   Speaker Information Forms are to be completed (in full) by the committee member
    making contact with the speaker or by the speaker themself. Once completed, they
    are to be sent to the Committee Chair who will complete the Speaker Summary
    Sheet for each session. The summary sheet is just that, a summary of information
    on the various speakers for a given session. The summary sheet is to be sent to CO
    with the speaker information forms attached. The summary sheet is to be completed
    in full (i.e. moderator names, level of instruction, intended audience, etc.). Please
    ensure that appropriate credentials are indicated for all speakers and moderators.

   Program descriptions on the summary sheet are intended to whet the appetite of
    potential attendees. Be creative.

   Objectives should start with a verb (an action word). Examples are: Discuss,
    Demonstrate, Evaluate, Analyze, Explain, Compare, etc. The CO is not responsible
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    for rewriting poorly composed objectives. If they are not correct, they will be sent
    back to the committee chair.

   All completed speaker forms and summary sheets are to be sent to the Central
    Office in one package from each program chair. Things may change after the
    package is sent, and it is okay to do a follow-up mailing or emailing. Please try to
    keep these at a minimum by focusing on the program early and meeting all
    deadlines.

   Motions: During board and association meetings, when recognized by the
    President, any association member may make or second a motion. Board actions
    appearing on a committee report (provided the committee has two or more
    members) are considered motions that are automatically seconded.

   Voting: During a Board of Director’s meeting, only the officers of the board can vote
    (committee chairs, committee members and general association members cannot).
    During the Business Meeting, only the voting delegates, representing the
    Institutional Members, may vote.

PRIOR TO THE SERVICE YEAR

    1. Receive charges, committee roster and budget, if appropriate, from the
        President-Elect.
         a. If necessary, assist the President-Elect with charges and roster.
         b. In cooperation with the President-Elect, establish the Vice- and/or Co-
             Chair of the committee.
         c. Review budget for ability to accomplish projects/charges.
         d. Review roster for diversity and numbers to ensure that charges can be
             easily met.

    2. Review #1 (above) and the critical calendar, create a customized committee
        critical calendar/timeline and establish tentative deadlines for distribution at first
        committee meeting.

    3. Interface with the previous Chair to determine the existence of committee
         “history” or other documents/data.

    4. Request/receive from CO any checklists, documents, SOPs, etc., which currently
        exist for the committee.

    5. Interface with the committee members and schedule a meeting of the committee
         at the Association’s Annual Meeting.

    DURING THE SERVICE YEAR

    6. Conduct a meeting with the committee members at the Annual Meeting:
         a. Assign/delegate charges and responsibilities as appropriate.
         b. Finalize timelines, deadlines, critical calendar.
         c. Establish means of communication.
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      d. Educate members concerning the budget and budget limitations.

7. If unable to meet at the Annual Meeting: conduct a conference call no later than
      one month post Annual Meeting to accomplish tasks. Receive approval from
      the President for any conference calls expenses, in advance.

8. Interface with Publications Committee and submit PULSE articles as applicable.
     (see critical calendar)

9. Interface with the board, association members and CO periodically and as
     needed.

10. Interface with Fund Raising Committee concerning solicitation of funds for
      sponsorship of any activity or program.

11. Prepare and submit Committee Summary Report and Status of Charges to CO
     (see critical calendar for dates).

12. Attend and participate in the Interim (summer) Board Meeting.

END OF THE SERVICE YEAR

13. Evaluate committee charges and individual committee member participation and
     submit report to the President-Elect (see critical calendar)

14. Assist the President-Elect with producing the charges for “next” year’s
     committee.

15. Submit, to CO, any documents, guidelines, SOPs, etc., pertaining to the
     operation or conduct of the committee.

16. Interface with the “new” committee chair to facilitate maximum information
      transfer and a smooth transition. Act as mentor during the transition time.

17. Prepare and submit Committee Summary Report and Status of Charges to CO.
     (see critical calendar)

18. Attend, report and participate in the pre-convention board meeting.




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                           CONFLICT OF INTEREST POLICY


Policy: Any member of the South Central Association of Blood Banks (South Central)
shall make known any potential or actual conflict of interest which he/she may have on
any matter under consideration by any official South Central group in which he/she
participates. The member shall refrain from voting on any matter in which a potential or
actual conflict of interest exists.

Interpretation: A conflict of interest should be considered as amy potential or actual
proprietary interest in subject matters under discussion by, or within the charge of, the
group. Such an interest shall arise when a member is in the employ of, or has provided
consultative, or other similar services to, a manufacturer of products which might be
utilized by the institutional or individual members of South Central and whose interest
may be affected by the group’s deliberation. Further, it is possible that a conflict of
interest could arise when a member has reason to protect the academic, medical or
scientific reputation of their self, their associates or their institution.

However, it is recognized that a member with a conflict may be one of the leading
experts on the subject matter or may have skills or talents useful to the matter under
consideration in which a potential conflict exists and South Central should have the
benefit of their expertise. Members with a conflict of interest should be permitted to
participate in any consideration of a matter, but only after their conflict on the matter has
been made known. It is not necessary that all details of the conflict be divulged to the
rest of the group.

Members who have a conflict of interest on a matter which comes to a vote shall not
vote on any motion which involves the matter. The person who is presiding over the
meeting and who attempts to resolve the matter by consensus, rather than by formal
vote, shall not consider those who have a conflict in the matter when considering if a
consensus has been achieved. When a member’s vote is not considered for either a
formal vote or a consensus, it must be so indicated in the minutes of the meeting.

South Central will include a statement about conflict of interest in the invitation sent to
members inviting them to accept appointment to South Central groups. Members
should accept these appointments only after they have been made aware that they will
be expected to divulge actual or potential conflicts of interest. This also applies to any
South Central elected position. Further, chairpersons of South Central groups and
committees should make a statement at each of their meetings requesting that any
member with a conflict on any agenda item or matter under consideration should make
it known. Individuals involved with South Central sponsored educational events will also
be asked to declare any conflicts of interest.




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             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                     Administrative Program Committee Charges



PURPOSE: To develop administrative programs for the association at the annual meeting to
 include seminars, lectures, paper and poster presentations.

1. Within 20 days after the Post-convention Board Meeting, submit to the Chair of the
   Publications Committee an article for PULSE highlighting the Administrative Program to
   possibly include excerpts from various presentations. This should include information about
   the Blood Inventory Management program (see below).
2. Organize an informative, interesting and challenging Administrative Program for the Annual
   Meeting. The program should be composed of various half-day workshops, general
   sessions and selected paper and poster presentations in concurrence with the Annual
   Meeting shell. Ensure programs are appropriate for the targeted audience. Ensure that the
   target topics relate to job/economic payback. Submit and seek approval for the proposed
   program at the Summer Executive Committee conference call (see critical calendar for
   deadline for reports). Plan and conduct in such a way as to minimize expenses while
   assuring high quality and maximum attendance.

   Note: Consider a workshop on legislative, regulatory or compliance issues, quality
   assurance and/or strategic planning. If there is not a separate Blood Inventory Management
   committee for the current year, plan at least one BIM program for the Annual Meeting.
3. Include participatory sessions such as networking forums and panels when planning
   workshops for the Annual Meeting.
4. In order to maximize participation in the proposed unopposed paper sessions, work with any
   appropriate segment of the Association to promote the submission of high quality papers.
5. Together with the Education Committee and the Central Office, solicit the submission of
   Abstracts according to procedure and select papers and posters of interest to
   administrative/quality assurance/recruitment/computer/marketing/finance attendees for
   presentation at the Annual Meeting. Working with the Central Office, ensure that appropriate
   notification of selected presenters; including date and time, is completed on or by (see
   critical calendar).
6. Make suggestions for Administrative Lecturer Award winner to President by (see critical
   calendar).
7. Coordinate all topics for seminars through the Education Committee. Planning shell with
   topics and detailed program descriptions must be submitted to the Education Committee by
   (see critical calendar). Speakers should not be confirmed without approval by the
   Executive Committee.
8. Utilize local experts whenever possible in order to minimize expenses. Funds may be
   available for speaker expenses. The committee chair must request approval for funds from
   the Association or the Foundation through the Association President prior to making any
   commitment to a speaker.




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             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                                 Awards Committee Charges

PURPOSE: To select and showcase winners of awards presented by South Central.

1. Review the criteria for selection of award recipients. While maintaining standardization of
   the current awards, consider the possibility and appropriateness of any new awards for the
   Association. If any changes to current awards are needed, or if any additional awards are
   appropriate, make recommendations at the Interim Board Meeting.

2. Prepare and submit to the Publications Committee an article for PULSE explaining the
   nature of all South Central Association of Blood Banks awards, criteria for eligibility and
   nominating procedures. (Suggest including examples of recent winners and their
   qualifications.) This article should coincide with the call for awards nominations. (See
   critical calendar)

3. Submit a call for nominations for all awards presented by the South Central to the
   Publications Committee for PULSE as well as to the Central Office for mailing. (See Critical
   Calendar for deadline date). (Include the information that South Central does not pay
   the travel expenses of the award recipient, but that one complimentary banquet ticket
   will be provided for each award category.)

4. Submit second call for nominations for PULSE. (See Critical Calendar for deadline date).

5. Submit final call for nominations for PULSE. (See Critical Calendar for deadline date).

6. Follow-up:

   a. Evaluate the nominees and select award recipients:

   b. Notify the award winners and their nominators.

         i.    A letter to the selected winner(s) from the President will be mailed within 15 days
         of the notification. Include an invitation to the banquet. A copy of the letter should be
         sent to the nominating facility.

         ii.   A letter to all nominators (facilities or individuals) notifying them of the selection
           should be mailed simultaneously by the Awards Committee.

   c. Provide the President, Central Office and Publications Committee Chair with a statement
      describing each award and the recipient’s qualifications for winning.

   d. Provide the Central Office with a photo of each recipient suitable for publication in the
      Final Program and in PULSE. [a .pdf or .tif file is preferable, head and shoulder shot].

7. Ensure appropriate hosting of award winners at the Annual Meeting by coordinating with the
   Local Arrangements Committee, the Central Office and the President to recognize the
   winners throughout the meeting as well as at the banquet.

8. SUBMIT HIGHLIGHTS OF EACH AWARD WINNER TO THE PUBLICATIONS CHAIR AND THE CENTRAL
OFFICE FOR PUBLICATION IN THE ANNUAL MEETING PROGRAM AND ISSUES OF PULSE. INCLUDE A
  PICTURE, ACCOMPLISHMENTS AND DESCRIBE HISTORY OF AND CRITERIA FOR THE AWARD. (SEE

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                            CRITICAL CALENDAR FOR DEADLINE DATE).
             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                               Awards Committee Checklist


This checklist is to be used in conjunction with the committee's charges, critical calendar, and
the Guidelines for Committee Conduct. Refer to those documents frequently because the
information contained there is not repeated here.

Prior to the Service Year

See Guidelines for Committee Conduct.


During the Service Year

1. See Guidelines for Committee Conduct

2. Refer Awards section and appropriate Appendix of the policy manual for policies and forms.

3. Send notification letter to all SBB program coordinators within one month after Annual
   Meeting, informing them of the Sol Haberman Scholarship Award (form letter is available).

4. Submit call for awards to PULSE and Central Office. (See Critical Calendar for deadline
   date).

5. Verify that second notice for awards is published (refer to Critical Calendar).

6. Distribute nominee submissions to committee members at least 30 days before deadline for
   decision (refer to Critical Calendar).

7. Ensure that professional looking posters, signs, etc. are produced and available in the
   registration area of the Annual Meeting.

After the Service Year

Submit to PULSE, articles about each of the award winners; each article will be published in an
individual edition of PULSE.




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             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                                Bylaws Committee Charges


PURPOSE: To recommend changes as needed in the Bylaws of South Central Association of
         Blood Banks.


Annually review the Association Bylaws and Articles of Incorporation.

1. Discuss proposed changes with the President.

2. Put proposed changes in a form suitable for review by the President and whomever she/he
   shall designate for review and input.

3. Submit recommended changes to the Board for approval no later than 60 days prior to the
   Annual Meeting and insure the approved changes are mailed to all voting members at least
   30 days prior to the annual business meeting in accordance with Article VIII of the Articles of
   Incorporation and Article VIII, Section 3 of the Bylaws. (Refer to critical calendar)

4. Prepare and submit an Article for PULSE on any recommended changes for publication in
   the PULSE issue immediately prior to the Annual Meeting. ((See Critical Calendar for
   deadline date).




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            SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                Donor Recruitment & Collections Committee Charges


PURPOSE: To serve as a source of expertise in donor recruitment and donor room personnel
 and to plan seminars for the annual meeting.

1. Recommend programs from recent Annual Meeting that could be repeated as regional work-
   shops.

2. In cooperation with the Administrative Program Committee, organize and conduct, at the
   Annual Meeting, Donor Recruitment and Donor Room Personnel workshops. Use the
   Annual Meeting shell to aid in planning.

3. Plan, organize, and present two workshops (three half days) at the Annual Meeting. Ensure
   the number of workshops fill the requirements of the Program Shell. Ensure the programs
   are targeted to the appropriate audience. Ensure the target topics are related to
   job/economic payback.

4. If possible, include participatory sessions such as networking forums and panels when
   planning workshops for the Annual Meeting.

5. Prepare an article describing the activity of the Donor Recruitment and Donor Room
   Personnel Committee and submit to the Chairperson of the Publications Committee during
   the month of (see critical calendar).

6. By (see critical calendar), submit an article to Publications Chairperson for PULSE
   publication on a topic of general interest to recruitment and donor room personnel.

7. Coordinate all seminar topics through the Education Committee and Executive Council prior
   to confirming speakers. Program shell with topics and detailed descriptions must be
   submitted to the Education Committee no later than (see critical calendar).

  8. FUNDS MAY BE AVAILABLE FOR SPEAKER EXPENSES. THE COMMITTEE CHAIR WILL REQUEST
 APPROVAL FOR FUNDS FROM THE ASSOCIATION OR THE FOUNDATION THROUGH THE ASSOCIATION
               PRESIDENT PRIOR TO MAKING ANY COMMITMENT TO A SPEAKER.
            SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                             Education Committee Charges

PURPOSE:      To evaluate current educational offerings to the membership and recommend
              future directions.


1. As Board liaison and through the Education Council, continue to evaluate existing and
   proposed educational programs and recommend modifications and/or additions to the
   education programs in response to changes in the blood banking environment and to
   member needs. Communicate with chairs of the Administrative, Technical/Scientific and
   Donor Recruitment and Collections Committee at least quarterly about content and number
   of programs offered.

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2. Review that all programs are targeted and advertised for the appropriate audience. Ensure
   that target topics relate to job/economic payback.

3. Encourage networking forums and panels. Investigate the use of technology for future
   educational opportunities: video conferences for regional workshops, technology based
   training via the INTERNET, provision of handouts/abstracts via cd-rom.

4. Develop a mechanism for granting CEUs or PACE credits for laboratory, nursing and
   medical personnel. (LA now has licensure and needs programs with CEUs - good marketing
   tool if advertised.) Determine in which states CEU’s are desirable; preliminary report due by
   Interim Board Meeting.

5. At the Post Convention Board Meeting, receive, from the Central Office, all Annual Meeting
   program evaluations. Review, prepare a summary and distribute to program committee
   chairs (T/S, Admin, DR/DC) within 30 days of the Annual Meeting. Assess programs that
   can be re-used for regional workshops and make recommendations to that committee.

   • Distribute a summary of topics and workshop content suggested by participants at the
      Annual Meeting as soon as possible after the Annual Meeting to the appropriate
      program chairs. Compile summary of all Annual Meeting program evaluations and
      distribute to appropriate program chairs and Education Council chair, along with topics
      and workshop content suggested by participants, as soon as possible after the Annual
      Meeting.

6. Assign one or two committee members to support districts directors in holding regional
   workshops.

7. Serve as information center to coordinate seminar topics for the Annual Meeting. All
   committees will provide the Education Committee with preliminary program and speaker
   plans simultaneously with the Central Office by (see critical calendar). The Education
   Committee will check for duplication or overlap and maximized utilization of paid speakers.
   Provide the Executive Committee with an informal synopsis by (see critical calendar);
   Executive Committee will conduct a conference call immediately afterward to finalize
   program.
        Invite Program Committee Chairs to attend pertinent education committee meetings.

8. Provide a detailed synopsis of the meeting program for the Interim Board Meeting.

8. Develop and distribute a form to recruit new speakers within the SCABB group. (See
   critical calendar) Also use list from AABB speaker bureau to provide program committees
   with additional lists of speakers.

9. Assist program committees with the correct use of speaker tracking forms, stressing the
   importance of the deadlines.

10. Review and revise moderator and room monitor instructions as needed.

11. Review and revise program evaluation forms as needed, in consultation with program
committees.

12. Develop speaker bureau based on previously recommended speaker survey form.


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13. Oversee the Education Distant Learning SubCommittee.

       a. Appoint chairs and assign members to subcommittee.

             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                                 Exhibits Committee Charges


PURPOSE: To coordinate the successful recruitment of vendors, presentation of vendors,
 presentation of exhibits and hospitality for commercial participants at the Annual Meeting.

1. Beginning twelve months in advance of the targeted meeting, recruit vendors, organizations
   and associations to exhibit at the next Annual Meeting. Exchange vendor contact lists with
   the Fundraising Committee in an effort to help expand each committee’s contacts. Send
   thank you letters to those vendors that register early. Preliminary report is due at the
   Interim Board Meeting.

2. Using the Exhibitor’s Evaluation Form and the Annual Meeting Committee report from the
   recent Annual Meeting, develop a proposal for the exhibit opening, hours of operation,
   breaks, lunches, raffle and physical facility, and submit to the Executive and Local
   Arrangement Committee prior to (see critical calendar).

3. Obtain prizes for a silent auction during the exhibit hours. Coordinate with Local
   Arrangements concerning any planned activity during exhibit hours.

4. Verify that all exhibitors will be listed in the Final Program and assure that all information is
   correct before it is published in the Final Program.

5. Establish and maintain communications with the exhibitors and make them feel welcome
   throughout the meeting. Ensure that all exhibitors receive any information or invitations as
   is appropriate (packets). Address any concerns in a timely fashion

 6. Evaluate, and if appropriate, initiate an invitation to technologists in the Annual Meeting
   local area to attend the exhibits.

7. Participation in the Exhibitors' Debrief at the Annual Meeting.

   a. Organized by the Central Office with the hotel.

   b. The incoming Exhibits Chair or Vice-Chair should act as a secretary at the meeting to
      take notes.

   c. The in-coming Exhibits Chair or Vice-Chair will compile a report of the comments and
      suggestions and submit it to the Central Office, the Immediate Past-President, the
      President and the Annual Meeting Committee Chair post 30 days of the meeting
      (SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS invitee’s at the meeting should
      include the President, President-Elect, Exhibits Chair and Vice-Chair, incoming Exhibits
      Chair and Vice- Chair, and Executive Director.)

8. The outgoing Exhibits Committee will prepare and submit to the Publications Committee for
   PULSE, an article which highlights the exhibitors and their “extra” participation in the recent
   Annual Meeting. It WILL appear in the first issue of PULSE post the Annual Meeting.
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9. Receive vendor evaluations at post-con; evaluate within 30 days of annual meeting; include
   summary in interim board report




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             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                               Exhibits Committee Checklist

This checklist is to be used in conjunction with the committee's charges and the Guidelines for
Committee Conduct. Refer to both of those documents frequently because the information
contained there is not repeated here.

Prior to the Service Year
See Guidelines for Committee Conduct.

During the Service Year
1. See Guidelines for Committee Conduct
2. Ensure that all committee members circulate in the "current" exhibit hall, introducing
   themselves and expressing their/your appreciation for the exhibitor's participation.
   a. Ensure that each exhibitor is verbally invited to exhibit "next" year.
   b. Ensure that committee members take note of layout of exhibits, traffic flow, what is
        working and what is not.
   c. Send thank you letters to the vendors that register early for next year’s meeting.
3. Chair will attend the Vendor Brunch, taking notes to be given in summary to the Board at the
   Post-Convention Board Meeting.
4. Utilize notes above plus materials listed in charge #2 to fulfill the second committee charge.

5. Review Exhibitor Prospectus created by Central Office and check for:
   a. Hotel information.
   b. Meeting city highlights.
   c. Notice on any social functions that may be of interest (i.e., golf tournament).
6. Call vendors that have not signed up for the meeting 10 to 12 weeks prior to the meeting to
   encourage more participation.
7. Plan Exhibit Opening; check to be sure Central Office has ordered ribbon and ceremonial
   scissors from decorator if needed for opening.

At the Annual Meeting
1. Coordinate ribbon cutting ceremony. (Ensure scissors available.)
2. Act as liaison with exhibitors during the meeting.
3. Chair and co-chair to attend Vendor Feedback Session.
After the Service Year
1. Write an article for PULSE; submit 15 days post the Annual Meeting highlighting exhibits,
   exhibitors, new products.
2. Write "thank-you" notes to exhibitors.

NOTE: Please ensure that any amendments to this checklist, document templates, form letters,
etc. are forwarded to the President-Elect at least 3 months in advance of the Annual Meeting for
inclusion in next year's Committee Packet.




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             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                                Finance Committee Charges
                                      (Standing Committee)


PURPOSE: To propose an annual budget and make recommendations to the Board
 regarding the financial status of the Association.

1. Together with the Central Office, review the quarterly financial statements and assist the
   Treasurer in assessing the current status of the financial condition of the Association.
   Provide monthly status reports to the Executive Committee, including, at least, a cash flow
   report as of the last day of the month.

2. Report any unusual financial transactions to the President and Executive Committee.

3. Draft a preliminary operating budget and cash flow projection for presentation at the Interim
   Board Meeting. Present the final budget at the Executive Committee and Board Meetings
   held at the AABB Annual Meeting.

4. With the Central Office, prepare a three-year projection of cash flow, revenues and
   expenses.



             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                             Fundraising Committee Charges


PURPOSE: To coordinate and facilitate fundraising activities for the Association.

1. Develop a “potential contributors” list of commercial companies including names and
   telephone numbers of contacts to be approached for contributions. Provide a list that
   includes the prior year’s contributors to the Central Office to pass to the next Chairperson.

2. Divide the list among Committee members to solicit funds. Give each Committee member
   deadlines for contacting “potential contributors”.

3. Raise money for the South Central Annual Meeting by soliciting funds for specific events,
   project or for a “pool” to offset meeting expenses. Use the President and the Local
   Arrangements Chair as resources in developing the needs list.

4. In cooperation with the Publications Committee, recruit sponsors for at least four issues of
   PULSE.

5. Provide monthly reports to the Central Office and the President regarding fund raising
   activities, including specific committee assignments, contacts made, likelihood of success
   and actual commitments. Establish a reporting mechanism for the Central Office to report
   receipt of contributions


                                          Page 16 of 36                  7/3/2012
                                        2010/2011
6. In cooperation with the Publications Committee, publish a highly visible acknowledgment
   page in the Final Program in accordance with the fund raising guidelines.

7. Provide the Awards Committee chair with a list of contributors and the individuals form
   contributing organizations who should be mentioned from the podium at the Banquet.

8. Participate with the Local Arrangements committee and Central Office to assure
   acknowledgment banners and/or placards are properly prepared and displayed in the
   Exhibit Hall. These should be creative, accurate and highly visible.

9. Submit an article to PULSE by (see critical calendar) to coordinate all requests for funds
   from vendors through the Fundraising Committee in accordance with the fundraising
   guidelines.

Suggestion: The best time to start fundraising for the next Annual Meeting is at the current
Annual Meeting. Beginning to develop a relationship with current funding sources, at that time,
is an excellent beginning to the process. Initial formal contacts should be made as soon as
possible after the Annual Meeting.


             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                             Fundraising Committee Checklist



This checklist is to be used in conjunction with the committee's charges, Critical Calendar, and
the Guidelines for Committee Conduct. Refer to those documents frequently because the
information contained there is not repeated here.

Prior to the Service Year

1. See Guidelines for Committee Conduct.

2. Ensure that all committee members circulate in the "current" exhibit hall, introducing
  themselves and expressing appreciation for the exhibitor's participation.

3. Ensure that all committee members circulate at each of the funded/sponsored events,
  introducing themselves and expressing appreciation for the host's participation at the Annual
  Meeting.


During the Service Year

1. See Guidelines for Committee Conduct

2. (see critical calendar): Submit article to PULSE outlining the coordination of fundraising
   activities.

3. See Fundraising Guidelines.




                                         Page 17 of 36                   7/3/2012
                                       2010/2011
NOTE: Please ensure that any amendments to this checklist, document templates, form letters,
etc. are forwarded to the President-Elect at least 3 months in advance of the Annual Meeting for
inclusion in next year's Committee Packet.




             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                   Historian/Historical Committee (ad hoc) Charges




PURPOSE:        To document the association’s existence by capturing and maintaining copies of
                annual programs, regional workshops, pictures from events, etc.

   1. Obtain copies of the annual program and submit to CO for archival.

   2. Assign staff responsibility for obtaining pictures of significant events such as award
      presentations at the annual meeting, lecturers at regional workshops, winners of special
      events, appointment of new Board of Directors at annual business meeting, etc. Submit
      pictures to CO for archival.

   3. Write policy/procedure on how to archive information for each year and how to transfer
      information from one management company to a new one.




                                         Page 18 of 36                  7/3/2012
                                       2010/2011
             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                     Information Technology Committee Charges



PURPOSE:       To evaluate and recommend how current technology can be employed by the
               organization to enhance value to the members’ benefits.

1. Evaluate current SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS web page for
   content.
          a. Annually develop and send a survey to the membership regarding the content,
             and navigation on the SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
             web page. (See Critical Calendar for distribution date.)
          b. Tally the survey results. Make suggestions for additions or improvements to the
             web page. Report findings at Interim Board Meeting.

2. Examine educational and networking options delivered via the Internet. The options include
   but are not limited to: Online posting of SCABBinars, chat rooms, QandA services, list
   servers, etc. The objective is to provide services to all members, including those who may
   not be able to participate in the Annual Meeting or other current offerings from the SOUTH
   CENTRAL ASSOCIATION OF BLOOD BANKS.

3. Identify members of the committee to act as Moderators to any social networking pages
   associated with South Central. Including but not limited to Face Book and Linked In.

4. Submit recommendations to the Executive Board by July 1st for further development during
   the committee year. Describe the advantage and disadvantages of proposed option(s), as
   well as reasons for rejecting other options, the value of the option for the membership and
   the implementation strategy (ies).




                                        Page 19 of 36                  7/3/2012
                                        2010/2011
SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                         Local Arrangements Committee Charges


PURPOSE: To plan and coordinate specific activities for successfully hosting the Annual
Meeting.

1. Evaluate the current year’s meeting using the Annual Meeting Evaluation and Exhibitor’s
   Evaluation Forms, as well as personal communication with attendees and vendors.

       a. Submit to the Executive and Exhibits Committees, a written report of the meeting
          evaluations to include recommendations to be implemented at the next year’s
          meeting.
       b. Submit to the Publications Committee for PULSE, an article summarizing the recent
          Annual Meeting. Include attendance, registration, educational programs, and social
          activities, as well as an invitation to attend the next year’s meeting, due 20 days
          after meeting. (See critical calendar)
       c. Evaluate and modify the Annual Meeting Forms as needed for the next Annual
          Meeting.

2. Beginning twelve months in advance coordinate with the Publications Committee to develop
   a publicity campaign promoting the next Annual Meeting. Campaign should target members
   and non-members as well as businesses of the host city and surrounding non-member
   states. Preliminary report is due at the Interim Board Meeting.

3. At the Annual Business Meeting, present a brief introduction and invitation to the next
   Annual Meeting.

4. Assist the Central Office with planning and successfully executing the following Annual
   Meeting activities as requested: optional evening activities, on-site registration (see #6),
   Opening Ceremony, Association Fund Raiser, President’s Reception, Awards Banquet,
   President’s Inaugural Ball, breaks/lunches and any/all vendor sponsored events.
   Preliminary report is due at the Interim Board Meeting.

5. Assist the responsible committees with the following activities as requested: Exhibits
   Opening & Exhibitor’s Brunch (Exhibits Committee), Awards Ceremony (Awards
   Committee), New Member Reception (Membership Committee). Preliminary report is due at
   the Interim Board Meeting.

6. Submit articles for each issue of PULSE after the Interim Board Meeting highlighting the
   Annual Meeting plans. (See Critical Calendar for deadline dates).

7. Maintain adequate records of the activities of the committee (and subcommittees) and
   create a Local Arrangements Critical Calendar. Pass the records and Critical Calendar to
   the in-coming Local Arrangements Committee 30 days post the close of the recent meeting.
   A copy of the Critical Calendar should be sent simultaneously to the President, the Central
   Office and the chair of the next Local Arrangements Committee.




                                          Page 20 of 36                    7/3/2012
                                        2010/2011
   8. THROUGHOUT THE YEAR PRECEDING THE ANNUAL MEETING, DISTRIBUTE PULSE TO NON-
                                     MEMBERS.
             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                        Local Arrangements Committee Checklist

This checklist is to be used in conjunction with the committee's charges and the Guidelines for
Committee Conduct. Refer to both of those documents frequently because the information
contained there is not repeated here.

Prior to the Service Year

See Guidelines for Committee Conduct.

One (1) to Two (2) Years Prior
Determine Theme
Work with Central Office to Design Logo
Prepare an audio-visual invitation to be presented at the Annual Business Meeting. Invitation
should be presented by the Chair/Co-chair of the committee.

Order logo stickers for distribution at the Annual Meeting prior to the one being planned.
(Distribute stickers during "current" Annual Meeting.) Requires Budget Approval
        Develop Invitation for Presentation at Business Meeting
        Determine Social Functions
        Organize Sub-Committees
        Follow Checklists
        Decide on admission charge. If yes - set price
        Identify Entertainment needs.
        Submit all contracts to Central Office for approval and signature.
        Work with Central Office for Development of promotional items.
         (Brochure, flyer, newsletter)
        Design and create decorations and props

Award Event
          Interview bands and disc jockeys or evaluate alternative entertainment
          Review site
          Identify theme
                Design and coordinate decorations centerpieces exterior interior
                Coordinate publicity campaign with marketing and Publications Committee
                Set up booth at Annual Meeting
Ensure that all committee members take note of the functions, successes, failures, etc. at the
current Annual Meeting, in order that plans can be made for the upcoming Annual Meeting.

Schedule Regular Local Arrangements Committee Meetings

During the Service Year

1. See Guidelines for Committee Conduct

Six (6) to Nine (9) Months Prior

Articles for PULSE:
                                          Page 21 of 36                  7/3/2012
                                         2010/2011
   a. Submit in (see critical calendar) [for publication in (see critical calendar)] highlights of
      the host city
   b. Submit in (see critical calendar) [for (see critical calendar) publication] synopsis of
      planned social events
   c. Submit in (see critical calendar) [for (see critical calendar) publication] appropriate
      attire for meeting and social events

       Confirm arrangements with central office.
       Assign subcommittee chairs for social functions
       Outline program

Three (3) to Four (4) Months Prior
       Write Follow-up Vendor Letter and submit to Central Office for mailing
       Verify with education committee that P.A.C.E. certification has been approved
       Write Exhibitor Acknowledgment Letter and submit to Central Office for mailing
       Telephone Past Exhibitors for Support
       Begin Selling Fund Raiser Tickets


One (1) Month Prior
      Write Exhibitor Thank You Letters and submit to Central Office for mailing
      Design Exhibitor Questionnaire
      Select and Purchase Gift for President (within budgetary guidelines)
      Prepare Job Board Information


Two (2) Weeks Prior
      Confirm Sign Order

Day Prior

During Meeting

Central Office/Committee Chairs
       Check Room Layout
       Check Microphone and Other Audiovisual Aids
Registration Sub-Committee
       Provide Registration Assistance
       Provide Local Information for restaurants, sites of interest, etc.
       Identify location of restrooms, drinking fountains, copier, etc.

Exhibits Committee
       Circulate through exhibit hall to determine needs of exhibitors are being met
       Troubleshoot - reporting all problems to Central Office staff
       Attend Exhibitor Forum Brunch
       Distribute Thank You Letters and Invitations for next Annual Meeting to Exhibitors
       Distribute and Collect Exhibitor Evaluations

After Meeting
       Send Pertinent Thank You Letters

NOTE: Please ensure that any amendments to this checklist, document templates, form letters,
etc. are forwarded to the President-Elect at least 3 months in advance of the Annual Meeting for
inclusion in next year's Committee Packet.
                                           Page 22 of 36                    7/3/2012
                                        2010/2011
             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                             Membership Committee Charges
                                         (Standing Committee)




PURPOSE:       To recruit and retain individual and institutional members for the Association.

1. Use the services of this SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS committee
   to accomplish the following as appropriate:
       A.    Recruit new members with assistance from the Central Office. Recruit
             “cheerleaders” from major blood centers/hospitals/vendors.
       B.    Insure a mechanism is in place for new members to receive a letter of welcome
             from the President. Confirm that most efficient system is in place at Central
             Office.
       C.    Follow up with non-renewing members to ask them to reconsider or determine the
             reasons for non-renewal. Work with the District Directors to accomplish this
             charge.
       D.    Continue recruitment campaigns and awards. Advertise in PULSE. (See Critical
             Calendar)
       E.    Provide a progress report on or about the first day of each quarter to the
             Executive Committee.
       F.    Report on progress at the Interim and pre-convention Board Meetings.
       G.     Ensure recognition in PULSE and recognition at opening ceremony during
              Annual Meeting for each new member and recruiting member.
       H.     Participate in long range planning activities.

2. In conjunction with the Local Arrangements Committee and the Central Office, plan and host
   the New Member Breakfast, Lunch or Reception at the Annual Meeting. Participate, as
   requested, in recognition of new members at the opening session.

3. At the beginning of the service year, develop, perform and analyze a survey of individual
   and institutional members to identify areas of greatest interest to members. Also, survey
   non-renewing members to identify why those persons did not renew membership.

4. Develop a plan to retain old members and recruit new members and non-renewing
   members.

5. Work to develop a grassroots recruitment strategy. This should include strategies to promote
   SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS and recruit SBB students, MT
   students, etc.

6. Review institutional member benefits (increase benefits/scale benefits to amount paid).
   Make recommendations that enhance benefits. Clarify and update corporate membership
   criteria.

7. Work with District Directors to ensure membership activities for Districts are completed.

8. Further develop and implement new member mentoring program, include mentoring new
   MD members.


                                          Page 23 of 36                   7/3/2012
                                       2010/2011
               PROVIDE PROMOTIONAL MATERIALS TO BLOOD CENTERS/HOSPITALS.
             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                            Membership Committee Checklist


This checklist is to be used in conjunction with the committee's charges, Critical Calendar, and
the Guidelines for Committee Conduct. Refer to those documents frequently because the
information contained there is not repeated here.

Prior to the Service Year

See Guidelines for Committee Conduct.



During the Service Year

1. See Guidelines for Committee Conduct

2. At the beginning of the service year, develop, implement and analyze a survey of renewing
   and non-renewing members.

3. Obtain list of all persons who joined Association for the Annual Meeting within 15 days post-
   Annual Meeting.

4. Committee members are to send letter of welcome to each new member within 30 days of
   the new member joining the Association. (Form letters are available.)

5. Obtain list of new members monthly from Central Office; repeat steps 3 and 4.

6. If any new member is not from a member state, the District at Large Director is responsible
   for sending the letter of welcome.

7. Write article for PULSE to recognize institutional members and to advertise member
   recruitment contest (See Critical Calendar)

8. In cooperation with the Local Arrangements Committee, organize and host the new member
   social function.

9. In cooperation with the Central Office, maintain accounting of current members who sponsor
   new members. Arrange for award (to be presented at the Opening Ceremony) to be given to
   the person who recruits the greatest number of new members during the year. Chair is
   responsible for presenting the award.


NOTE: Please ensure that any amendments to this checklist, document templates, form
      letters, etc. are forwarded to the President-Elect at least 3 months in advance of the
      Annual Meeting for inclusion in next year's Committee Packet.
             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                             Nominating Committee Charges
                                         Page 24 of 36                  7/3/2012
                                          2010/2011

PURPOSE: To assemble a quality slate of nominees for Association elections.


1.       In consultation with the Executive Director, determine which vacancies among District
         Directors and Officers will occur in the upcoming association year.

2.       Prepare a statement for PULSE explaining the appropriate guidelines for making
         nominations and submit to the chairman of the publications committee with instructions
         to publish it in the PULSE. (See Critical Calendar for deadline date) At the same time,
         submit the names of all members of the nominating committee so that they may be
         published.

3.       Prepare a list of candidates from names suggested by the nominating committee, the
         board and from names submitted in response to the call for nominations published in
         PULSE. Circulate this list along with supporting curriculum vitae to all nominating
         committee members.

4.       Provide a copy of the job description to each candidate for the position that they are
         being nominated to fill. Ensure that each candidate has a full understanding of the
         responsibilities and expectations of the position, including attendance at meetings, travel
         and expenses involved.

5.       Instruct all nominating committee members to maintain strict confidentiality regarding all
         discussions about the qualities of the various individuals nominated.

6.       Determine through consensus among the nominating committee members, the best
         nominees for each open position. If the current officers are being considered for
         nomination to the same or other office, the nominating committee chair is to assign
         committee members to seek confidential performance evaluations for leadership and
         effectiveness on those individuals from the other members of the Executive Committee.

7.       The chair of the nominating committee should call all current Executive Committee
         members who are not likely to be re-nominated by the committee in order to prepare
         them for the final results or to allow them to withdraw their names from further
         consideration.

8.       The chair of the nominating committee should call each of the committee’s nominee
         selections to inform them of their selection by the nominating committee and assure they
         will/can accept the nomination.

9.       Arrange for publication of the slate of nominees in the PULSE. Submit the slate to the
         Publications Chair, the President and the President-elect on or before the deadline for
         the PULSE. (See Critical calendar for deadline date.)

     10. PRESENT THE SLATE OF NOMINEES AT THE ANNUAL BUSINESS MEETING. IN ANTICIPATION OF
      OTHER NOMINATIONS BEING MADE FROM THE FLOOR DURING THE BUSINESS, MEMBERS OF THE
NOMINATING COMMITTEE ARE TO BE PREPARED TO SPEAK ON BEHALF OF EACH OF THEIR NOMINEES.
               SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                                 Planning Committee Charges

                                           Page 25 of 36                   7/3/2012
                                        2010/2011
PURPOSE:       To guide the Association in planning and implementing long and short term
               strategies to achieve the mission of the Association.


1. Conduct a long-term strategy session, review and revise the previous plans as
   needed. Prepare a summary report and article to submit to the President and
   President-Elect for review and future publication in PULSE.

2. Monitor tasks on current list of strategies for long-term plan. Divide responsibilities among
   committee and report quarterly to President.

3. Investigate and if appropriate plan the process of partnering with other organizations.

4. At the post-convention board meeting, receive the Annual Meeting evaluations. Using the
   evaluations as well as personal communications with meeting attendees and vendors,
   prepare a summary. The Annual Meeting, Program, Exhibit and Industry Workshop
   summaries shall be included in the interim board report. Use this information to aid in the
   development plans for future annual meetings.

5. Evaluate the structure of the Publications committee for broader coverage.

6. Serve as a transition group to support President-Elect.
             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                         Protégé/Mentorship Committee Charges


PURPOSE: To identify Association members with a desire to become more active
(protégé), and match them with an experienced member (mentor). Develop and
administer a comprehensive program to educate the protégé about the operation of the
Association and encourage and facilitate the protégé’s active involvement in Association
committees over a period of approximately one year.

1. Develop a detailed plan to introduce the protégé to the different committees, officers
   and management staff and their roles, responsibilities and charges.
2. Write articles for Pulse to generate interest by the membership to become a protégé
   or mentor.
3. Write a “call for applications” article for protégés and mentors to be published in
   Aug/Sep/Oct issue of Pulse and on the SCABB Web site.
4. Recruit protégé and mentor applicants with Membership Committee, District
   Directors, current and protégés. Focus on new and renewing members.
5. Review applications and choose successful candidates based on eligibility and
   application content. Match protégés and mentors based on interests and goals.
6. Notify the President of the Association of the committee’s selections.
7. Notify protégés and mentors via congratulatory letter from President including PMP
   Introductory Manual.

                                          Page 26 of 36                  7/3/2012
                                       2010/2011
8. Plan a mixer for protégés and mentors at the Annual Meeting to allow designated
   time for the pairs to meet.
9. Present a brief overview of the PMP committee at the Orientation breakfast/lunch
   during the Annual Meeting.
10. Develop plan for recognition of protégés and mentors at the Awards Presentation
   during the Annual Meeting.
11. Prepare a written request for SCABB Foundation support of PMP.
12. Prepare a written report summarizing PMP outcome measurements derived from
   quarterly protégé/mentor reports.
13. Work collaboratively with Planning Committee to coordinate strategic plans to support the
    PMP.


             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                             Publications Committee Charges


PURPOSE:      To coordinate the production and assure the high quality of major publications of
              the association.

1. PULSE

    A. Oversee the development and publication of the number of issues approved by the
       Board of Directors. Utilize the services of the Central Office as appropriate.
    B. Develop a schedule of deadlines for publication in the January issue.
    C. Acting as an editorial board, insure the quality, content, appearance and accuracy of
       PULSE as high as the budget permits.
    D. Within the guidelines previously established by the Board and in conjunction with the
       Fundraising Committee, where appropriate, assist those committees in recruiting
       PULSE sponsors
    E. Using the District Directors as resources, recruit the number of reports required to
       provide adequate coverage of activities in each state.

2. ANNUAL MEETING

    A. Beginning 12 months in advance, coordinate, with the Local Arrangements and Exhibit
       Committees, the development of a publicity campaign promoting the upcoming meeting.
       The campaign should primarily target individual and institutional members as well as
       nonmembers in the host city, state and nearby nonmember states.
    B. Oversee the production of the preliminary and final programs. Insure the quality,
       content, appearance and accuracy meets the high standards expected. Insure
       adequate quantities are printed and available for marketing the meeting to non-SOUTH
       CENTRAL ASSOCIATION OF BLOOD BANKS members. Assist the Local Arrange-
       ments Committee, as requested, in designing the program cover.
    C. In conjunction with the Awards Committee, insure the final program includes an
       explanation of each award, the identity of the recipients and an abstract of their nomina-
       tion.
    D. In conjunction with the Fundraising Committee and Central Office Staff, solicit
       advertising for the final program to defray the cost of publication.
                                         Page 27 of 36                  7/3/2012
                                       2010/2011
    E. Before the Annual Meeting, request from the President, a suitable digital photo and a
       biography for use in the following year’s PULSE and Annual Meeting Program.

3. Assist in production of the membership directory.

4. Provide assistance as requested to other committees, the Board and the Central Office.

5. Ensure Central Office publishes press releases for board members and annual meeting
   announcements.

6. Review structure of the committee for broader coverage. Prepare a report including
   suggestions to the Board.


             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                            Publications Committee Checklist

This checklist is to be used in conjunction with the committee's charges, Critical calendar, and
the Guidelines for Committee Conduct. Refer to those documents frequently because the
information contained there is not repeated here.

Prior to the Service Year

1. See Guidelines for Committee Conduct.

2. Ensure that a photographer is present at the Annual Meeting, taking digital photos for
   publication in PULSE.

3. Obtain copies of abstracts to be presented at the Annual Meeting and biographies of the
   award winners that will be honored at the Annual Meeting.

During the Service Year

1. See Guidelines for Committee Conduct

2. Monthly:
   a. Publish the biography of one award winner until each one has had exclusive coverage
       in an issue.
   b. Obtain and publish noteworthy news from each of the member states.
   c. Publish at least one of the abstracts that were presented at the Annual Meeting.
   d. Obtain and publish the schedule of educational events being held in the South Central
       area.
   e. Publish recognition of vendors, sponsors, and volunteers. Include kudos and
       compliments in PULSE.
   f. Obtain and publish articles from the appropriate committee(s) according to each
       committee's charges.
    (1) Apr/May/June PULSE issue (see Critical calendar and PULSE publication schedule)
           - Fundraising- coordination of activities article
           - Administrative Program - Highlights of meeting presentations
       - Technical/Scientific - Highlights of meeting presentations
       - Note that highlights for DR/DRP will be in next issue
           - Local Arrangements - Synopsis of Annual Meeting
           -Awards - Award winner highlights
                                         Page 28 of 36                  7/3/2012
                                       2010/2011
             - Exhibits - Highlight exhibits/exhibitors/new products
    (2) July/Aug/Sept PULSE issue (see Critical calendar and PULSE publication schedule)
             - Blood Inventory Management - article
             - Donor Room Personnel - Donor Room Practices - Highlights of meeting
        presentations
             -Awards - Award winner highlights
          - Awards - Call for Award Nominations (Due Dec 1)
         -Technical/Scientific and Administrative - Call for Abstracts (Due Jan 12)
        - Local Arrangements - Highlights of host city for next Annual Meeting
           -Scholarship announcement
    (3) Oct/Nov/Dec PULSE issue (see Critical calendar and PULSE publication schedule)
           (See 3. Preliminary Program)
         - Donor Recruitment/Public Relations - Media Relations article
             - Awards - 2nd call for award nominations (Due Dec 1)
        - Technical/Scientific and Administrative - 2nd call for abstracts (Due Jan 12)
             - Nominating - Call for nominations for elected offices and instructions
             - Donor Recruitment/Public Relations - Recruitment article
        - Central Office - Publish synopsis of preliminary program for next Annual Meeting
        - Membership - acknowledge and recognize institutional members
    (4) Jan/Feb PULSE issue (see Critical calendar and PULSE publication schedule)
        - Bylaws - Publish proposed changes in bylaws
        - Local Arrangements - Publish synopsis of planned social events
        - Local Arrangements - Publish information concerning appropriate meeting attire as
        well as appropriate attire for the major social functions
        - Central Office - Reprint synopsis of preliminary program
    (5) March PULSE issue (see Critical calendar and PULSE publication schedule)
        (See 4. Final Program)
             - Bylaws - Publish proposed changes in bylaws (if not in previous issue)
             - Nominating - Publish slate of nominees
        - Central Office - Reprint synopsis of preliminary program

3. Preliminary Program
   a. Obtain meeting information from all program committees.
   b. Obtain social function information from Local Arrangements.
   c. Publish Preliminary Program according to Critical calendar.

4. Final Program
   a. Obtain final version of meeting information from all program committees.
   b. Obtain final version of social function information from Local Arrangements.
   c. Obtain information concerning award winners, speakers, President, exhibitors.
   d. Obtain information concerning room location and times of workshops/presentations.
   e. Publish Final Program for distribution at the Annual Meeting.


NOTE: Please ensure that any amendments to this checklist, document templates, form letters,
etc. are forwarded to the President-Elect at least 3 months in advance of the Annual Meeting for
inclusion in next year's Committee Packet.
             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                   Technical/Scientific Program Committee Charges



                                         Page 29 of 36                  7/3/2012
                                       2010/2011
PURPOSE: To plan programs and solicit papers and posters on the technical and scientific
             aspects of transfusion medicine.

1. Within 15 days of the Post-convention Board Meeting, prepare and submit to the
   Chairperson of the Publications Committee an article for PULSE highlighting the scientific
   program to possibly include excerpts from various presentations.

2. Solicit and obtain at no fee, an article of a scientific nature from one or more highly es-
   teemed scientist(s) or Annual Meeting speaker(s) in the blood bank profession. Submit to
   the Chairperson of the Publications Committee by (see critical calendar).

3. Organize an informative and interesting Technical/Scientific Program for the Annual meeting
   composed of workshops, general session seminars and select paper and poster presenta-
   tions. Consider topics in transplantation, technical, apheresis and autologous areas since
   these committees have been rolled into the Technical/Scientific Committee. Target topics to
   ensure job/economic payback for the participant and their institution. Utilize networking
   forums and panels when appropriate. Submit and seek approval for the proposed program
   at the (see critical calendar) summer Board Meeting or conference call. Follow the meeting
   planning shell for specific guidelines, plan and conduct in such a way as to minimize
   expense while assuring high quality and maximum attendance.

4. In order to maximize participation in the proposed unopposed paper sessions, work with any
   appropriate segment of the Association to promote the submission of high quality papers.

5. In cooperation with the Central Office, actively solicit abstracts according to procedure and
   select papers and posters of interest to scientific attendees for presentation at the Annual
   Meeting.

6. Compile a list and make suggestions for Scientific Lecture award winner to the President, by
   (see critical calendar).

7. Clear all suggested workshop topics in advance with the Education Committee.

8. Utilize local experts whenever possible in order to minimize expenses.

9. Funds may be available for speaker expenses. The committee chair will request approval
   for funds from the Association or the Foundation through the Association President prior to
   making any commitment to a speaker.



             SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                  Technical/Scientific Program Committee Checklist


This checklist is to be used in conjunction with the committee's charges, Critical

calendar, and the Guidelines for Committee Conduct. Refer to those documents

frequently because the information contained there is not repeated here.


                                         Page 30 of 36                   7/3/2012
                                        2010/2011
Prior to the Service Year

See Guidelines for Committee Conduct.


During the Service Year

See Guidelines for Committee Conduct

Submit to PULSE, the first call for abstracts (see critical calendar for deadline date)

Submit to PULSE, the second call for abstracts (see critical calendar for deadline date)


After the Service Year

Write and submit article to PULSE within 15 days post Annual Meeting highlighting the
presentations, speakers, and sponsors (if applicable).


NOTE: No specific checklist exists for this committee other than the Guidelines for Committee
Conduct. If the committee creates a checklist that can be used as an adduct to the Guidelines,
it will be included in next year's packet. Please ensure that any created checklist, document
template, form letter, etc. is forwarded to the President-Elect at least 3 months in advance of the
Annual Meeting for inclusion in next year's Committee Packet.




                                          Page 31 of 36                   7/3/2012
                                      2010/2011
           SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                            Board Of Directors’ Meeting

                    Summary Committee Report

For                                                   Committee

Date:

         REPORT IS FOR: ______ Board action ______ for information Only


Chair/Vice-Chair Submitting Report:

Committee Members:


Contact Person (include address, telephone and FAX number) for members/board to
contact for more information and/or suggestions:

Committee Activities/Accomplishments:




Motions for Board Action: (list motion below prior to the meeting)
                                                                                     Follow-up
                                                          Board Vote
Action
                                                                          (to be completed at meeting)
1.

2.

3.

Recommendations for Consideration:
                                                                         Follow-up
                                                                              Action
1.

2.

3.




                                      Page 32 of 36                    7/3/2012
                                 2010/2011
                        ATTACH EXPANDED REPORT IF NECESSARY
           SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                          Board Of Directors’ Meeting


                       STATUS OF CHARGES


                    for ________________________Committee

Date: ___________

Chair:__________________________

                              Current                            Date of
Charges:                      Status                            Completion

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.




                                  Page 33 of 36               7/3/2012
                                2010/2011
          SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                         Board Of Directors’ Meeting


SUMMARY BOARD MEMBER REPORT


Name:

Date:

        REPORT IS FOR: ______ Board action ______ for information Only


Board Member Submitting Report:


Activities/Accomplishments:




Motions for Board Action: (list motion below prior to the meeting)
                                                                     Follow-up
                                                     Board Vote          Action
                                                              (to be completed at meeting)
1.

2.

3.

Recommendations for Consideration:
                                                            Follow-up
                                                                 Action
1.

2.

3.




                                     Page 34 of 36                7/3/2012
                               2010/2011
           ATTACH EXPANDED REPORT IF NECESSARY
        SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                           Committee Evaluation



Name of Committee:

Committee Chair:

Committee Members:




Are there committee members who have shown exceptional Leadership? If so,
list.




Are there committee members who have failed to complete assignments? If so,
list.




Are there members you would recommend for reappointment? If so, list.




   THIS SURVEY IS IMPORTANT TO THE ORGANIZATION AS WE
  DEVELOP NEW LEADERS. PLEASE TAKE THE TIME TO FAIRLY



                                    Page 35 of 36              7/3/2012
                                 2010/2011
EVALUATE THOSE ON YOUR COMMITTEE TO IDENTIFY POTENTIAL
                    NEW LEADERS.
     SOUTH CENTRAL ASSOCIATION OF BLOOD BANKS
                 Comment Form On Committee Chair Packet

Please help improve the efficiency and effectiveness of the Association and help
better prepare future Committee Chairs for their year of service by:

1. Listing any additional items you believe should be included in this Committee
   Chairs’ packet; AND,
2. Commenting on how this packet might be made more useful.

I think the following items should be added to this packet in the future: (use back
of page if more space is needed).

1.

2.

3.

4.

5.

6.

I think the packet would be more helpful if the following changes were made:
(use back of page if more space is needed).

1.

2.

3.

4.

NAME:


Please complete this form and mail it to the SOUTH CENTRAL ASSOCIATION
OF BLOOD BANKS Central Office.




                                       Page 36 of 36                7/3/2012

								
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