1 Candidate Packet Executive Board 2009- 2010 The Student Nurses’ Association of South Carolina (SNA-SC) is a pre- professional organization for pre-nursing and nursing students enrolled in South Carolina accredited associate and baccalaureate degree programs. SNA-SC is a constituent member of the National student Nurses’ Association (NSNA). SNA-SC offers leadership experience, educational opportunities, career networking and information about the ever changing profession of nursing. 2 Table of Contents: 1. Letter from Nominations and Elections Director……………………..3 2. Eligibility for Office…………………………………………………..4 3. Description of Available Offices……………………………………..5 4. Campaign Rules and Regulations……………………………………8 5. Bylaws Article 5: Elections………………………………………….9 6. Guide for Candidates and Campaigning…………………………….10 7. Executive Board Members Contact Information……………………13 8. Application for SNA-SC Executive Board………………………….16 9. Confirmation Form………………………………………………….17 3 Kristen Frala SNA-SC Executive Board NEC/Historian PO Box 1305 Columbia, SC 29202 snaSCnec@gmail.com Dear Future Nurses, I am your Nominations and Elections Director and Historian for the 2008-2009 SNA-SC. I would love for you to consider running for office at the upcoming state convention October 8-10, 2009. By being a board member of SNA-SC you not only get to represent one of the best SNAs, but you also gain so much experience in the world of nursing. You will learn to network with people across the country, grow in friendships with your fellow board members, get to know constituents from across the state, learn more about your future career, and so much more! Being a board member is so much fun, but it also takes time and dedication. You can look further in the packet to determine what position you would enjoy serving as and the duties responsible for each position. PLEASE feel free to contact me if you have any questions. Sincerely, Kristen Frala 2008-2009 SNA-SC NEC/Historian 4 Eligibility for Office 1. Candidates shall be chosen from among those members who have been nominated by a constituent association of this association. 2. Only members who shall be nursing students at least 7 out of 12 months of a term of office and have the privileges of active membership shall be eligible for the office of President, First Vice-President or Second Vice-President. 3. Only members who shall be nursing students throughout at least 7 out of 12 months of a term of office and have privileges of active or associate membership shall be eligible for the offices of Secretary, Treasurer, Legislative Director, Breakthrough to Nursing Director, Community Health Director, Nominations and Elections Committee Director/Historian and the Newsletter Editor/Website Director. 4. All candidates must have a cumulative GPR of 2.5 or its equivalent. 5. The President, First Vice-President or Second Vice-President shall not concurrently serve as President of a constituent association unless they are the outgoing President of the constituent association. An outgoing term is defined as having three months or less remaining in the Presidency of the constituent association. 6. Candidates shall have obtained written consent from the director of their school of nursing to hold office if elected, and shall have given consent to serve if elected. Students who are graduating from diploma and associate degree programs and plan to attend RN to BSN, or RN to MSN programs, must have the signature of both the current dean/director and the dean/director of the new program on their application for office. If a written consent is not obtained, a written statement of the reason why consent was not obtained shall be submitted and approved by the Nominations and Elections Committee Director. 7. All students who have submitted completed candidate applications to the NEC Director will have their candidacy considered. The NEC Director will complete a slate for each office based on the decisions of the NEC Committee, unless the NEC Director is seeking re-election to the SNA-SC Executive Board. 8. In the event that the current NEC Director is seeking re-election to the SNA-SC Executive Board, the NEC Committee will be composed of three Executive Board Members not seeking re-election to the SNA-SC Executive Board: the Legislative Director, Secretary, and/or any other SNA-SC Executive Board member not seeking re-election, and all approved school constituent representatives. This committee must finalize the slate of qualified candidates. 5 Term of Office The term of office shall be from the adjournment of the annual meeting at which officers are elected to adjournment of the annual meeting at which their successors are elected. Description of Available Offices President: 1. Preside at all business meetings of this association and of the executive board. 2. Appoint special committees with the approval of the executive board. 3. Serve as ex-officio member of all committees except the Nominations and Elections committee 4. Approve expenditures as submitted by the Treasurer and authorized by the executive board. 5. Perform all other duties pertaining to this office and represent this association in all matters relating to the South Carolina Nurses’ Association. 6. Have the option of appointing a Corresponding secretary, with approval of the executive board, from the same school as the President. The duties shall be determined by the President. 7. Have the authority to issue checks and make deposits in lieu of the Treasurer in time of emergency. 8. Serve as SNA-SC’s representative to the NSNA Council of State Presidents. 9. Be chairperson of the Executive Committee of Council of School Representatives. 10. Act as liaison between Executive Board and Constituent schools including each school Dean, Advisors, and Faculty. 11. Act as liaison for SNA-SC with the South Carolina Nurses’ Association and the South Carolina League for Nursing. 12. Be bonded. 1st Vice President: 1. Assume the duties of the President in the absence of the President, and in the event of a vacancy in the office of the President assume the duties of the office of the President. 2. Serve as chairperson of the Committee on Annual Convention. 2nd Vice President: 1. Assume the duties of the First Vice-President in the absence of the First Vice-President, and in the event of a vacancy in the office of the First Vice-President assume the duties of that office. 2. Plan and promote the annual Leadership Conference. Secretary: 1. Record and distribute the minutes of this association and the executive board. 2. Keep a register of all members for roll call and business purposes. 6 3. Keep on file as a permanent record all reports, papers and documents submitted to the secretary. 4. Conduct the general correspondence of the association and notify committees of their appointments as requested by the President or the executive board. 5. Sign with the president such organizational papers as come into their executive and administrative spheres. 6. Notify all constituent associations of all meetings of the association at least two weeks prior to the meeting. 7. Refer to the duly appointed committees the necessary records for performance of their duties. 8. Provide each executive board member with a list of all committee members and addresses. 9. Serve as chairperson on the Committee on Policies and Procedures. 10. Provide monthly, the SNA-SC Website Director and NSNA copies of all SNA-SC COSR meeting minutes. 11. Maintain a current list of all Constituent School Officers. 12. Accept and file monthly School Constituent minutes. Treasurer: 1. Act as a custodian of organization funds and deposit these funds in a bank approved by the Executive Board. 2. Prepare a budget and the monetary disbursements with the approval of the President and as authorized by the Executive Board. Treasurer may not issue disbursements to themselves. All disbursements to the Treasurer must be made by the President. 3. Keep accurate entries of acquisitions and disbursements of organization funds. 4. Prepare a report of the transactions of the Treasurer’s office to be submitted at the annual convention. 5. Keep a permanent record of all dues paid together with a registrar of all members in good standing as submitted at the annual convention. 6. Submit a financial report to the Executive Board at regular intervals and when requested to do so by any member of the Executive Board. 7. Communicate monthly with the CPA. All SNA-SC financial records are to be reviewed by a CPA at the expiration of the Treasurer’s term with a written statement from the CPA of the review. This review shall be submitted to the President. 8. Serve as chairperson on the Committee on Ways and Means. 9. The retiring Treasurer shall, by the end of his/her term, deliver to the newly elected Treasurer all money and properties of the association held in custody. 10. Be bonded. Newsletter Editor/Website Director: 1. Serve as representative for the staff of the SNA-SC newsletter to the Executive Board. 2. Manage the preparation and distribution of the newsletter. 3. Forward twenty (20) copies of the official bulletin to the headquarters of NSNA, Inc. 4. Send one copy of the official bulleting to the SCNA and the SCLN. 5. Manage, update, and maintain the SNA-SC website. 7 Community Health Director: 1. Promote, plan, carry out and evaluate a minimum of three community health activities on a state-wide level. These shall be distinct from the projects carried out at the SNA- SC Annual Convention. 2. Serve as advisor to constituent schools for community health activities. Nominations and Elections Director/Historian: 1. Serve as Chairperson of the Committee on Scrapbooks. 2. Furnish to the chairperson of the Tellers not less than one hour before the opening of the polls a list of delegates entitled to vote at the annual meeting election. 3. Two weeks prior to the annual House of Delegates, notify officially each constituent association the number of delegates to which it is entitled. This number shall be forwarded to the Secretary of SNA-SC at the same time. 4. Update and provide a Delegate Packet for each delegate at the Annual Convention. At least one copy of the Delegate Packet should be available to each school constituency a minimum of two months prior to the annual convention. 5. Assist the secretary in keeping accurate records, as well as taking pictures for the purpose of historical documentation. 6. Serve as Chairperson of the Committee on Policies and Procedures. 7. Approve and present a slate of qualified candidates at the annual convention. 8. Update and make available, a minimum of three months prior to the 9. Annual Convention, an SNA-SC Executive Board Candidate Packet. Breakthrough to Nursing Director: 1. Provide information to all schools in South Carolina concerning types of education available for becoming a graduate nurse. 2. Encourage recruitment of minority groups into nursing. 3. Serve as chairperson on the Committee on Breakthrough to Nursing. 4. Encourage recruitment and retention of membership into NSNA and SNA-SC including sustaining members. 5. Update and publish a Breakthrough to Nursing Handbook annually. 6. Update, promote, and record constituent points for the SNA-SC. 7. Breakthrough to Nursing Points Program. The Legislative Director: 1. Promote political awareness among nursing students and plan legislative activities on a statewide level. 2. Serve as the SNA-SC liaison on the SCNA legislative committee. 3. Serve as chairperson of the Committee on Legislation. 4. Serve as co-Chairperson of the Committee on Bylaws. 5. Serve as chairperson of the Committee on Resolutions. 6. Update and provide a handbook on writing Resolutions annually. 8 7. Resolutions Handbook to be distributed a minimum of 6 months prior to the annual convention and should include all approved NSNA resolutions from current year. 8. Plan and promote the annual Capitol Day. Other general duties of officers shall be: 1. Shall be members of the Executive Committee of Council of School Representatives. 2. Officers should submit regularly to the Treasurer a report of their expenses with receipts. 3. Officers shall deliver to their successors all records, papers or other property belonging to the association. Any SNA-SC property not immediately returned upon the completion of an officer’s term may be subject for re-payment pending SNA-SC board approval. 4. Officers are required to attend monthly Council of School Representative and Executive Board meetings, National, State, and Leadership Conventions, and any other SNA-SC community function. If you are interested in any of these positions or have any questions, please contact Kristen Frala at snaSCnec@gmail.com or contact any other member of the executive board. Student Nurses’ Association of South Carolina CAMPAIGN RULES AND REGUALTIONS Campaign Ethics and Professionalism It is expected that all candidates will conduct their campaigns in and honest and ethical manner with particular consideration for the rights and privileges of fellow candidates. The Nominations Committee interprets and enforces the campaign rules and regulations. Campaigning is defined as the use of verbal or written materials for the purpose of: a) presenting the personal qualifications and accomplishments of the candidates; b) discussing a candidate’s stand on issues; and c) discussing a candidate’s goals and objectives. Election results will be announced during the House of Delegates meeting on the day of election. Pre- Convention Period All campaigning will take place at the annual SNA-SC Convention. That is, there will be no pre- convention campaigning, mailings, or political advertisements. All candidates who have completed their application packet by the pre- slate deadline will be introduced in the SNA-SC Convention Booklet. It would not be considered campaigning, if the potential candidate were to garner support from his/ her fellow classmates in his/ her school of nursing in preparation of a campaign for the state convention. Contacting other schools of nursing, however, would be considered campaigning. 9 If desired, candidates may designate a campaign manager; however this individual must be from his/ her school. This will eliminate the possibility of campaigning at other schools prior to convention. Campaigning at Convention 1. No campaigning, verbal or distribution or materials, may take place in official meetings or program sessions of the convention or immediately in front of doors leading to official meetings of the convention (so as to block access to or exit from a meeting room). 2. No campaigning may take place on the floor of the House of Delegates; however, campaign materials (such as buttons and ribbons) acquired before entering the House may be worn by delegates while participating in the business of the Association. 3. A campaign headquarters in the convention hotel will be identified at the first meeting of the convention. Space in the campaign room will be assigned to the candidate by the Nominations committee. 4. The campaign headquarters will be for the display of candidate posters and additional campaign materials. Only one poster (maximum size- 36” X 44”) may be used in this room. No audiovisual materials may be used as campaign devices. 5. Tables for campaigning during “Meet the Candidates” will be assigned to candidates prior to the event. 6. Removal of campaign materials and articles of school identification brought into Campaign Headquarters is the responsibility of the individual member. SNA-SC and/or the convention hotel are not responsible for the materials left in the campaign room. 7. The SNA-SC executive board may not wear campaign materials nor campaign for any candidate other than themselves. SNA-SC Bylaws 2005 ARTICLE V ELECTIONS 5.1 The officers of this association shall be elected at each annual meeting. 5.2 The elections shall be taken by secret ballot. 5.3 The plurality vote of all delegates present, entitled to vote and voting, shall constitute an election. In case of a tie, a re- vote shall be taken. 10 5.4 Before the opening of the polls, opportunity shall be given for nominations from the floor. Persons nominated from the floor after verification of eligibility and availability (Article IV 4.2) shall be posted in the polling places and may be written in on the ballot. Only write-ins nominated from the floor shall be eligible. 5.5 Delegates shall be notified of the hours of voting and the place for the election. 5.6 The executive board shall appoint tellers from constituents without slated candidates. For a complete list of bylaws, please visit www.sna-sc.net or contact your NEC/Historian at snaSCnec@gmail.com. Student Nurses’ Association of South Carolina A Guide for Candidates and Campaigning This has been prepared to help you gain additional information and insight that will aid you in your campaign to become a member of the SNA-SC Board of Directors. Time Time is an essential factor to consider when running for an SNA-SC office. Before deciding to run for an office, you should have considered the following questions: Do I have a sufficient amount of time to put toward the effort of running for office? How much time do I have to give to SNA-SC? What are the benefits to me as an individual? If you have not asked these questions of yourself, do so now. Running for and holding an SNA-SC office is time consuming, and you must be aware of this before you plan your campaign. Prior to Convention The weeks prior to convention are the time when you should be planning your campaign and learning all you can about SNA-SC. Doing this will enable you to utilize your time at convention efficiently. Specifically, you should be: 11 -Preparing your campaign materials so that you can arrive at convention with your materials ready for distribution. -Studying the questions for candidates and preparing your answers. -Reading all the materials in the candidate’s packet until you are familiar with all of SNA-SC policies, programs, and membership benefits and services. -Planning what you are going to say at the Candidates’ Forum; becoming familiar with the Campaign and Election Regulations; contacting the committee on nominations with any questions. You have got a lot to do, so organize yourself. Make a list and set priorities. If you find yourself falling behind, maybe you need to rework your list. At the Convention If you have done everything above, convention will not be as hectic for you. Once you get to convention, check the program immediately and highlight all the candidate and campaign events that you will be involved in, then plan your time around these sessions. You will not have time to attend everything so plan what you will attend carefully. It will probably be to your advantage to attend the business meetings, resolutions and bylaws hearings. Not only will this keep you up- to- date on the issues that concern the House of Delegates, it will also keep you visible. Attend the programs that interest you the most, and also attend the opening night party. They will give you time to unwind. And, remember to leave some time to eat and sleep!! Campaign Materials Theme Before jumping into creating and obtaining materials, you should first have a theme- something catchy or informative. Something that fits you and something that will make the voters think of you. Here in an example that was used successfully: Allison used the A from her name and put it with a plus- “A+”. The implication was “this person can do the job right!” Any voter seeing the A+ on the bright green sticker instantly thought of Allison. You can utilize issues, names, anything you wish. Be creative- having a good theme will not only make you more noticed, but it will be a good opener and a “psychological motivator” for you. Types of Campaign Materials This is the fun part but make sure you know the campaign regulations before you get creative. Here are some hints: Utilize your theme to let the House of Delegates know who you are. Put your picture on your campaign poster or materials. Give your supporters buttons, stickers or ribbons with your name and slogan on it. Have copies of your stand on the issues for your campaign workers to distribute In many ways, it is like a real political campaign, so have fun as well as being serious. 12 Being An Effective Campaigner After considering the time factors, studying SNA-SC’s policies, programs, and services, and gathering together your campaign materials, you are now ready to mount an effective campaign. Know the Campaign Regulations and follow them. They are designed to help you. Be prepared and on time to all functions at the convention. Knowing the policies and issues are of vital importance, but if you are late or not there, your preparations did not do you much good. Be open to new ideas. Listen and watch what others have to say and do. You can always learn from them. Do not be afraid to take a stand on the issues. Being honest and letting the delegates know how you feel is important. Be visible. Give everyone your name and get to know as many others as you can. Make use of your classmates as campaign workers to distribute your materials. The delegates are anxious to know who you are- make sure they do not forget once they do know. Last, but not least, have confidence. Think positively. Of course, you are nervous, but so is everyone else. 13 Michael Jennings Kaitlin Scheffing Tory Brown President st 1 Vice President 2nd Vice President firstname.lastname@example.org email@example.com firstname.lastname@example.org Jacqueline Roper Wendy West Robbie Campbell Secretary Treasurer Legislative Director email@example.com firstname.lastname@example.org email@example.com 14 Tiffany Lint Sam Davis Catherine S. Duncan Community Health Director Break Through to Nursing Director Newsletter Editor/Website Director firstname.lastname@example.org email@example.com firstname.lastname@example.org Kristen Frala Legare Miller Michele Bunker NEC/Historian Executive Consultant Co-Executive Consultant snaSCnec@gmail.com email@example.com firstname.lastname@example.org 15 Jeremy Hendricks Mrs. Jacqueline Ford Mrs. Karen Standish Co-Executive Consultant Professional Consultant Professional Consultant email@example.com firstname.lastname@example.org email@example.com 16 Application for SNA- SC Executive Board Name:________________________________________________________ School/ University:______________________________________________ Address:______________________________________________________ _____________________________________________________________ Telephone Number:_____________ Email:__________________________ Office Applying to run for:_______________________________________ Other offices willing to serve in:___________________________________ Local involvement:______________________________________________ Every applicant must be in good academic standing. Please obtain a signature from your school’s dean or officer certifying your academic standing. I certify that the applicant is in good academic standing (at least 2.5) ________________________________ position ______________________ Student current GPA: ___________________________________________ Please note that each applicant/ candidate is required to have a board to display describing their goals for office during campaigning. Each applicant/ candidate is also required to have prepared a short speech to be presented during the candidates’ debate forum. (Please note that candidates must adhere to all campaigning rules and guidelines or be removed from their candidacy. Contact NEC for any questions or concerns.) Please include a short bio with your name, school, and any additional personal information you would like included in the convention booklet. In order to have your bio in the convention booklet, you must turn in your application by the September 5th COSR meeting. The last date to turn in your application to be considered a pre- slated candidate is the October 2nd COSR meeting. If elected to a position, attendance is imperative. You will be required to attend monthly COSR and executive meetings, National, State, and leadership conventions, and any other SNA- SC community functions as a member of the state board. 17 CONFIRMATION FORM FOR CANDIDATES “CANDIDATES WILLINGNESS TO SERVE” If elected, I promise to serve the Student Nurses’ Association of South Carolina to the best of my ability. I am aware of the time and effort demanded by the responsibilities outlined for the office to which I have been nominated. To the best of my knowledge, all statements on my application are true. I realize that any falsity, incompleteness, or failure to follow directions on this application may result in my disqualification as a candidate and/ or potential SNA- SC officer. I understand the attendance policy adopted by the SNA- SC and will abide by this policy if elected. Candidate Signature: ____________________________________ Please note that each applicant/ candidate is required to have a board to display describing their goals for office during campaigning. Each applicant/ candidate is also required to have prepared a short speech to be presented during the candidates’ debate forum. (Please note that candidates must adhere to all campaigning rules and guidelines or be removed from their candidacy. Contact NEC for any questions or concerns.) Please include a short bio with your name, school, and any additional personal information you would like included in the convention booklet. In order to have your bio in the convention booklet, you must turn in your application by the September 5th COSR meeting. The last date to turn in your application to be considered a pre- slated candidate is the October 2nd COSR meeting. If elected to a position, attendance is imperative. You will be required to attend monthly COSR and executive meetings, National, State, and leadership conventions, and any other SNA- SC community functions as a member of the state board.