PROGRAM CHAIR Position Description (Revised February 2013)

Transcription

1 PROGRAM CHAIR Position Description (Revised February 2013) The Program Chair: 1) plans,organizes, and oversees all aspects of the Annual Scientific Conference, 2) completes a site visit of the conference resort in conjunction with the Sherwood Associates representative to meet with the event managers, 3) tour the meeting space, select locations for banquet, meals, meetings, research walk, and other planned events, 4) is an active participant at bi-annual Provider Unit meetings, 5) selects topics based on idendified gaps in knowledge, needs assessment data, member feedback, and conference evaluations in collaboration with other members of the APSNA Provider Unit, and 6) recruits and invites presenters, and communicates with presenters to submit presentation materials. Additional responsibilities include: 1. Serve as a member of the BOD for a two-year term. There is a mandatory mentor year following this term. 2. Attend annual BOD meetings (Pre- and Post-Conference), all Provider Unit Meetings, and participate in the Fall BOD Meeting Conference to conduct the business of the organization. Present a short report to the membership at the Business Meeting. 3. Submit annual program goals and quarterly reports to the President during term of service. 4. Recruit, organize and direct members of the Program Committee throughout term of service. a. Delegate tasks as appropriate. b. Actively mentor members of Program Committee with the objective of preparing future Program Chairs. c. Communicate with Program Committee members at least monthly regarding delegated tasks. d. Facilitates participation of Program Committee members at Provider Unit meetings and ensures they are updated quarterly with regard to NAPNAP guidelines. 5. Update and distribute presenter guidelines (includes but is not limited to contracts, poster guidelines, poster sample, how to guide for form completion, poster sample, presentation guidelines, PowerPoint (PPT) template) annually. 6. Registration (update web-based registration form). Work with Information Systems (IS) Chair and APSNA Web Admin to post registration and hotel reservation materials to the webpage. 1

2 7. Develop and finalize brochure in collaboration with Provider Unit members. 8. Compile and produce schedule at-a-glance/syllabus. 9. Finalize all preparations for conference and ensure all is completed. 10. Ongoing delegation at the conference. 11. Confirm room readiness. 12. Develop and review plan for introductions. 13. Complete thank-you notes for all speakers. 14. Collaborate with the following BOD: a. Education Chair (Lead Nurse Planner) regarding NAPNAPrequirements as they relate to planning, implementation, and evaluation of all educational aspects of the annual meeting and toreview all NAPNAP provider related materials/forms prior to forwarding them to Education Chair for further review and secure storage. b. Development Chair regarding conference vendors and potential sponsorship of selected speakers and to monitor for and prevent any conflicts of interest or commercial bias. c. Treasurer regarding upcoming conference expenditure and annual conference anticipated budget. Keep all financial receipts related to conference and submit to Treasurer. 15. Maintain communication with other BOD through the APSNA BOD Listserve. 16. Maintain a folder of all APSNA related financial transactions in which involved (including copies of all receipts) and bring it to the annual audit. 17. Participate in specialty certification process and review annually, as applicable. 18. Other duties as delegated by the President. 19. Write a Journal of Pediatric Surgical Nursing article/item after attending any partnering or development meeting. 20. In the outgoing year, debrief the incoming Program Chair on reporting needs for Post-Conference BOD Meeting SKILL SETS TO BE DEVELOPED FOR PROGRAM CHAIR CANDIDATES Organization/Leadership skills o Experience with program planning required o Delegate with authority, responsibility, and accountability o Ability to adapt quickly to change o Ability to respect consensus of the Executive Board Finances o Comprehensive understanding of the conference budget and expenditures within 3 months of assuming the role. o Assist Sherwood Representation in the negotiation of fair and reasonable costs for conference and related expenses. o Respect budget parameters without compromising quality of conference. o Collaborate efficiently with Sherwood representative. Education 2

3 o Effective planning, implemention, and evaluation of educational activities for nurses Promote presentations that are evidence based Is knowledgable with regard to educational programming that meets NAPNAP requirements for quality education for nurses o Basic knowledge of adult teaching-learning principles o Knowedgable in methods used to assess educational need ESSENTIAL BOARD PROGRESSION PLAN COMPETENCIES Shows a good appreciation of APSNA s mission and strategic plan, is able to evaluate and provide insight into strategic direction. Understands the mission of the Provider Unit as it relates to the educational mission of the overall organization Contributes to the achievement of APSNA s objectives by effectively applying knowledge, experience and expertise to the issues confronting the organization. Demonstrates adequate knowledge of the profession to understand and question the assumptions upon which the organization s business plans are based. Evidences diligent preparation for meetings (is prepared, knows material and actively participates). Arrives on time, is attentive and present for the duration of all meetings. Available when needed, accessible and approachable. Accepts and volunteers for tasks and related work that furthers the strategic direction of APSNA. Respects the confidentiality of the organization s business information and the deliberations of the BOD. Contributes meaningfully and knowledgeably to BOD discussions, providing valuable input and advice to management. Expresses views frankly and openly in BOD meetings. Listens to, respects and encourages the expression of opinions by other BOD members. Makes a positive contribution to the long-term viability of APSNA as a professional association and to the succession of the BOD. Contributes to the overall effectiveness of the mission and preferred future of the organization. Demonstrates an ability to assist the BOD in meeting the strategic objectives of the organization. Shows an understanding of, and willingness to respond to members needs 3

4 TIMELINE and OPERATIONAL PROCEDURES for General Duties Ongoing: Collaborate with Education Chair to assure all materials submitted by presenters are complete and submitted according to timelines delineated on the speaker agreement letter. Collaborates with Education Chair regarding deadlines for the submission of materials required by NAPNAP, AAPA and any additional states (California and Iowa) that may have separate requirements for the provision of contact hours or CME. Work with IS Chair and Web Administrator to build the Conference Page throughout the year. Use timeline to guide process. Timeline may change based on timing of annual conference. Contact Sherwood Representative throughout year to confirm and follow through with program planning needs, as needed. Reviews and communicates questions regarding expenditures and budget with Treasurer throughout the year as needed. May (incoming year) Attend the Hotel Planning Meeting with Sherwood Representative, Business Meeting, Provider Unit Meeting, and Pre- and Post-Conference BOD meetings. Shadow outcoming Program Chair incoming year. Meet Sherwood Representative. Meet during Annual Scientific Conference with interested Program Committee Members. Identify Program Committee Members. Preliminary review of Annual Scientific Conference evaluations at Provider Unit Meeting and Post-Conference BOD Meeting, this is based on preliminary data only. Review all APSNA policies, with special attention to those specific to the Program Chair. Program Chair specific policies: Remuneration/Conflict of Interest Policy, Copyright Policy,and Commercial Support Policy. Review Bulletin Board access and documents available. Review APSNA Bylaws. Collaborate with Education Chair to start planning next Annual Scientific Conference, based on needs assessment, listserve discussion, current trends, and evidence-based practice.based on this collaboration, start to consider the upcoming conference learning objectives to guide program planning. Collaborate with Development Chair regarding sponsorship/conflict of interest/ disclosure guidelines for Annual Scientific Conference. Ensure that Provider Unit and Development Chair are all well versed on Conflict of Interest, Commercial Support, Copyright Policy, and Commercial Support Policy. Review conference budget and expenditures and get handoff from outgoing Program Chair from individual vendor quotes as needed. Become familiar with 4

5 the expenditures to be able to submit a projected expense and budget report upon Treasurer s request. June Review all Program Materials, to include but not limited to: Presenter Guidelines Poster Guidelines Speaker Contracts How to Complete Educational Materials Copyright Guidelines Provider Unit Forms: Educational Design Form, Bioform/Conflict of Interest Form Poster Sample Abstract Rubric and Scoring Tool Call for Abstract Letter/Form PPT Template Brochure content Syllabus Needs/Content Attendee List Poster Award Rubric Review conference evaluations with Education Chair and Program Committee. Submit all final bills to the Treasurer. Write conference summary for Summer Journal of Pediatric Surgical Nursing and submit to the Publications Chair by June 20. (Outgoing Program Chair) Distribute work effort to Program Committee Members. o Provide instruction regarding guidelines speciifc to the Program (as delineated in this job description), which includes but is not limited to: Forms Policies Deadlines o Review communication lines between Program Committee and Program Chair. o Expectations for each are listed in Program Chair Job Description Appendix. Prepare and submit quarterly report to APSNABoard@aps.memberclicks.net by July 1. Receive NAPNAP guideline update from Education Chair. Forward NAPNAP update from Education Chair to all Program Committee members. July Finalize members of Program Committee and distribute job descriptions. o Completes Nurse Planner biographical/conflict of interest form. o Distribute biographical/conflict of interest forms to all Program Committee members and once reviewed, 5

6 o Forward all Program Committee biographical/conflict of interest forms to the Education Chair to assess for compliance with NAPNAP requirements for all Nurse Planners and others involved in the planning implementation and evaluation of live educational programming for nurses. (July October). o Create draft program for following year, and share with Education Chair (July September). o Submit draft program, list of Program Committee members, updated job descriptions and revised timeline to BOD (July September). o Education Chair to work with speakers and Program Committee Members to ensure ongoing adhearance to NAPNAP guidelines. Design Save the Date announcement (this can either be a mailing or a website announcement) If Program Chair decides to have a mail-in announcement, work with printing vendor and Treasurer regarding cost for the Save the Date announcement or brochure. Submit Save the Date announcement to IS Chair by mid October for communication (May be July, August, or September, depending on Annual Scientific Conference date). Design and post communications for Abstracts (oral research/ case presentations and poster presentations) and Speaker Requests. Include submission deadline be tween October or November, depending on when the Annual Conference is held. Communication should include: o Educational Design Form o Bioform/Conflict of Interest o How to Guidelines for Educational Form Completion o Poster Guidelines o Presenter Guidelines o Guidelines for Written Materials and PPT Presentations o Copyright Guidelines o Abstract Rubric o Commercial Support Policy Confirm AV needs with AV Person for upcoming conference. Send letter of participation to AV representative employer, as applicable. Ensure that the AV person understands and follows the APSNA Travel Reimbursement Policy.Discuss with Treasurer, as needed. August Communicate with BOD (especially Development Chair, Leadership Chair) regarding requests, needs (such as Founder s Banquet, Exhibit Hall) prior to contacting Sherwood Associates. Program Chair to notify Sherwood regarding how many poster boards are needed as part of the contract. (May be July or early August). Provide a preliminary syllabus to the Sherwood representative. This serves as a framework for on-site planning. Any updates or revisions need to be forwarded to the Sherwood representative expeditiously. (May be July or early August). Contact Sherwood representative to plan site visit. 6

7 Begin contacting potential speakers and securing speaking commitments (ongoing August-September-October). Target to have all main speaker spots filled prior to Fall BOD Meeting Conference between September November (variable time frame). When contacting speakers provide website link and salient information regarding presenter guidelines, remuneration policy, commercial support policy. Submit a second Call for Abstracts to IS Chair for communication (August or September, as applicable). Discuss conference program and exhibit times with Development Chair. September Provide list of speakers and their topics for the upcoming APSNA Annual Scientific Conference to the Education Chair. This is done through a reconciliation form that details, at a minimum, speaker s name, bioform/conflict of interest form, educational design form. Review previous year's budgets and expenditures before the Fall BOD Meeting. Submit budget requests to Treasurer at Fall BOD Meeting Conference for any expenses greater than $25 for mailing, printing, shipping, or any other expenses (all conference expenses, travel to venue) anticipated for the coming January - December Fiscal Year. Review committee reports and BOD Listserv discussions prior to the Fall BOD Meeting Conference. Receive NAPNAP guidelines from Education Chair for dissemination to all related committee members. Submit agenda items to Education Chair for Fall Provider Unit Meeting. Prepare and submit quarterly report to APSNABoard@aps.memberclicks.net by October 1. Provide a preliminary Annual Scientific Meeting schedule to the BOD at the Fall BOD Meeting. Prepare report of speaker remuneration for approval, discussion at the Fall BOD Meeting, as needed. Collaborate with selected Program Committee members regarding blinded review of poster submissions. Provide guidelines and abstracts as they are submitted. October Prepare report for, attend, and participate in the Fall BOD Meeting Conference and the Fall Provider Unit meeting (may be September or October). Forward any updates from Provider Unit Meeting to all Program Committee members (may be September or October). Submit the Call for Abstracts, Case Presentations and Posters and Save the Date announcement for Fall Journal of Pediatric Surgical Nursing to Publications Chair and for web posting to IS Chair by October 20, IF it coincides with timeline. Close the Call for Abstracts communicate with IS Chair for communication, dependant on number of submissions and Annual Scientific Conference date. 7

8 Send Speaker Contract, with deadline for contract and submisssion of materials, via /letter to speakers. Leadership Chair will contact Program Chair to discuss needs for Founders Award prior to the site visit, if not already done. Before site visit (November or December), confirm conference schedule with Development Chair. Development Chair will need information regarding room layout and number of vendor tables that are needed. Vendor booths need to be in the same room or adjacent to the welcome reception and breakout area. November Before site visit, review budget and BOD needs with Treasurer and have tentative financial plan for site visit needs/requests. Make an APSNA hotel site visit. Meet with on-site event planners to coordinate space requirements, AV needs, and menu/catering plans, site for research walk, specific needs per BOD requests, etc. (This visit is at the discretion of the Sherwood Representative and APSA visit).provide site visit output to the BOD, and Provide schematic of room set-up to especially the Development Chair regarding vendor exhibit hall. Provide meeting room information to Secretary for BOD Agenda, once obtained from Sherwood (after site visit or as applicable). Follow up call or note to contact at Sherwood Associates regarding hotel site visit. Send reminder to speakers regarding Speaker Contract, with deadline for contract and submisssion of materials, via /letter to speakers. Collaborate with selected Program Committee members regarding blinded review of poster submissions. Poster submissions need to be complete when sent to select program committee members for blinded review (bioform/coi, educational design form, and abstract). Make decision regarding which Posters to accept, based on number of posters available and scoring criteria from select Program Committee members. Send Poster Presenter Contract, with deadline for contract and submisssion of materials, via /letter to accepted poster presenters. Send letter declining submission to poster presenters, as applicable. With the assistance of the IS Chair, Treasurer, and APSNA Web Admin prepare the on-line registration form. Continue to build Conference Page with the assistance of the IS Chair and the Web Administrator. December ALL receipts for reimbursement for current year should be submitted no later than December 15. Prepare and submit quarterly report to by January 1 st. 8

9 Enlist consultation from Treasurer regarding preparation of conference brochure with registration rates, cutoff dates, and provisions for any mail-in announcements (preferable to do on-line). All required elements for presentation submissions are due by mid- December. Contact Education Chair regarding documents needed for NAPNAP accreditation of annual conference. o Each speaker must submit a biographical data /conflict of interenst form and a detailed educational design form for live presentations: including the gaps in learning identified by the speaker that indicated the relevance of the topic to our target audience, an overall objective for the topic, and 2-3 behavioral objectives relevant to the content that will be presenting with related content outline. o The teaching methods and time frames need to be described in each section and the calculated contact hours based on the time frames delineated must be evident on the form to meet NAPNAP requirements (see Educational Design Form). o The timing for the Educational Design forms must match the brochure (e.g., 60 minutes of documented content per 1.0 contact hours, 30 minutes per 0.5 hour). o Program Committee members forward these to each presenter for whom they are responsible. The completed documents are to be returned to the Education Chair. Receive calculated contact hours from Education Chair for inclusion in brochure. o The timing for the Educational Design forms must match the brochure (e.g., 60 minutes of documented content per 1.0 contact hours, 30 minutes per 0.5 hour). o Program Committee members forward biographical/conflict of interest and educational design forms for live educational programs to each presenter for whom they are responsible. Timeframes and calculations on educational design forms must match. The completed documents are to be returned to the Education Chair over the following month. Create final conference brochure by mid-december. Forward copy to IS Chair for posting on the APSNA website. Obtain contact hour from Education Chair by mid-december early- January. Provide delineated,line item expenditure (may need to obtain from Sherwood Representative), information to the Treasurer regarding expenditures for the upcoming conference and the budget for the following year s budget. Have template of conference registration (housing, travel, local area information, special needs for registration) to collaborate and dialogue with Treasurer, IS Chair, Web Administrator. Provide local host site information to include in registration and/or website confererence page to IS Chair and Web Administrator for posting. January Finalize brochure. 9

10 Continue registration collaboration with IS Chair, Treasurer, DAL (Registration Chairperson). This includes checking registration test page and doing several test transactions among IS Chair, Treasurer, and Program Chair to ensure seamless process for member registration. Write registration announcement and submit to IS Chair and Web Administrator as applicable. APSNA Listserve communication announcing that registration is open Conference brochure on-line with registration by January. Forward APSNA conference information and brochure to APSA for posting/distribution to their membership. Contact AV person regarding travel arragements and ensure that the APSNA Travel Reimbursement Policy is followed and reimbursement form used. Send reminder to presenters/speakers regarding their introductions. Reminder notice to presenters/speakers regarding PPT, handouts, and registration. Contact IS Chair and Web Administrator regarding attendee list for annual conference. Send registration open to previous year s speakers and attendees that did not make early registration deadline. Develop poster award rubric with assistance, feeback of program committee. Or, review/develop award criteria for poster presentations. February Submit finalized speaker/presenter contact hour information to Education Chair by early February (confer with Education Chair for exact date), if not done already. Local host/hostess submission due. Review and update program evaluation forms with Education Chair. Write pre-conference information for Spring Journal of Pediatric Surgical Nursing and submit to the Publications Chair by February 20. Communicate with poster presenters regarding viewing times and author sessions (January February). Should have approximately ½ - ¾ of the speaker presentation introductions and volunteers for introductions. Revise position description and submit to the Secretary and President Elect by February 1 st. The Lead Nurse Planner (Education Chair) will take an active role in reviewing job descriptions for all Nurse Planners withing the Provider Unit (Program and Publication Chairs) for compliance NAPNAPguidelines. March Prepare and submit quarterly report to APSNABoard@aps.memberclicks.netby April 1. Formatting of all presentation materials as delineated in presenter contract (e.g., handouts, PPT) to be placed on-line prior to the Annual Scientific Conference. These are sent to the IS Chair and Web Administrator to comply with prenegotiated deadline date. 10

11 Receive NAPNAP update from Education Chair. Forward Provider Unit updates to Program Committee members. Coordinate deadline for submission of syllabus materials with Development Chair. Collaborate with Leadership Chair regarding Leadership Chair s preparation for the Annual Banquet Program. Should have all of the speaker presentation introductions and volunteers for introductions. Contact Sherwood Representative for any final details, as needed. Develop bookends for presentations. Start reminding BOD regarding annoucements for Annual Scientific Meeting. April Confirm number of vendor representatives attending banquet and luncheon with Development Chair. Confirm number of tables needed in exhibit area with Development Chair. The Development Chair to forward advertisement from Premier Partners and vendor list/recognition page for the Annual Scientific Conference syllabus packet. Collaborate with all Nurse Planners to set agenda for up coming Provider Unit Meeting. Confirm proctors and introducers with expected delineation of duties. Confirm photographer of conference events. May Finalize last minute details. o Reconfirm speakers AV needs. o Prepare a short committee report for presentation at the Business Meeting. o Participate in Business,Pre- and Post-conference BOD Meetings. Prepare agenda and lead the Program Committee Meeting at Annual Scientific Conference to establish roles, priorities, and interest areas for the upcoming year. Collaborates with Education Chair/Lead Nurse Planner in the development of an orientation session for all incomming Nurse Planners (Program and Publications Chairs) and Program Committee members Participates in the Provider Unit Meeting. 11

12 Appendix A The Program Chair will decide how to distribute the Program Committee coordination. This may include: general session (whether individual sessions or plenary sessions/symposiums), breakout session, poster presentation, case presentations or roundtable discussions. These sub-committees outlined below or coordinating efforts may not be applicable every year. These coordination efforts are based on the needs assessment of the Provider Unit. Please consider this to be a guide only. Although coordinators are sought because of content expertise or program planning expertise, speaker and program logistics (including but not limited to remuneration, content, availability and speaking expertise) are the ultimate responsibility of the Program Chair. Co-ordinators are highly encouraged to read and understand those APSNA policies relevant to the program, which include, but are not limited to: Remuneration/Conflict of Interest Policy, Commercial Support Policy, and Copyright Policy. Co-ordinators are also encouraged to review the speaker/presenter guidelines, contracts, and grading rubrics (some of which are noted as appendices below). General Session Coordinator (This includes individual or plenary sessions). Function as a liaison to all general session speakers. General sessions content/topic should be based on member needs assessment, evaluations, listserve discussions, and/or best practice. This should be done between July September. Assist Program Chair with content regarding webpage link for presenter guidelines, educational design forms, conflict of interest forms and disclosures. Be appraised of speaker agreeement content and expectations. Assist as needed/delegated with sending of speaker agreement. Be appraised that all all speakers handouts/notes need to be formatted into the approved format, PDF branded document, and assist in this process as indicated/deegated. Provide speakers presentations to IS Chair for Web Administrator upload, as delegated. These timelines need to be planned at the time of the Call for Abstracts. Be appraised on contact hour needs and forward all contact hour related materials to Program and Education Chairs, as needed/delegated. Act as a liaison for the communication of AV requests to Program Chair, to be done by August. Select those who will do speaker introductions as well as a proctor, and with the direction of the Program Chair, coordinate their efforts, requirements (January/February). Break-out Session Coordinator Function as a liaison to all break-out session speakers. Content/topic should be based on member needs assessment, evaluations, listserve discussions, and/or best practice. This should be done between July September. 12

13 Assist Program Chair with content regarding webpage link for presenter guidelines, educational design forms, conflict of interest forms and disclosures. Be appraised of speaker agreeement content and expectations. Assist as needed/delegated with sending of speaker agreement. Be appraised that all all speakers handouts/notes need to be formatted into the approved format, PDF branded document, and assist in this process as indicated/deegated. Provide speakers presentations to IS Chair for Web Administrator upload, as delegated. These timelines need to be planned at the time of the Call for Abstracts. Be appraised on contact hour needs and forward all contact hour related materials to Program and Education Chairs, as needed/delegated. Act as a liaison for the communication of AV requests to Program Chair, to be done by August. Select those who will do speaker introductions as well as a proctor, and with the direction of the Program Chair, coordinate their efforts, requirements (January/February). Poster Presentation Coordinator Assist Program Chair with content regarding webpage link for presenter guidelines, educational design forms, conflict of interest forms and disclosures. Receive blinded copy of poster presentations and review all submitted poster presentations. This includes review of abstracts, educational design form, and bioform/conflict of interest form. Submit blinded abstracts to the assigned program committee members. Use a scoring rubric to assess the blinded abstracts. Tabulate scores and work with assigned program committee to approve the top submssions based on poster number/availability. Be appraised of presenter agreeement content and expectations (e.g., there must be a presenter available during viewing times, this must be one of the stated authors in the educational design form/poster). Assist as needed/delegated with sending of presenter agreement. Send decline letters to those posters not meeting rubric criteria, as needed/delegated by the Program Chair. Be appraised that all all speakers handouts/notes need to be formatted into the approved format, PDF branded document, and assist in this process as indicated/deegated. Provide speakers presentations to IS Chair for Web Administrator upload, as delegated. These timelines need to be planned at the time of the Call for Abstracts. Be appraised on contact hour needs and forward all contact hour related materials to Program and Education Chairs, as needed/delegated. Act as a liaison for the communication of AV requests to Program Chair (AV equipment not permitted for poster sessions). Program Chair to notify Sherwood regarding how many poster boards are needed as part of the contract, in July. Review poster viewing/author session times, and confirm with Program Chair. 13

14 Review awards criteria and communicate changes or verify with Program Chair. Case Presentation Coordinator Assist Program Chair with content regarding webpage link for presenter guidelines, educational design forms, conflict of interest forms and disclosures. Receive blinded copy of case presentations and review all submitted presentations. This includes review of abstracts, educational design form, and bioform/conflict of interest form. Submit blinded abstracts to the assigned program committee members. Use a scoring rubric to assess the blinded abstracts. Tabulate scores and work with assigned program committee to approve the top submssions based on poster number/availability. Be appraised of speaker agreeement content and expectations. Assist as needed/delegated with sending of speaker agreement. Be appraised that all all speakers handouts/notes need to be formatted into the approved format, PDF branded document, and assist in this process as indicated/deegated. Provide speakers presentations to IS Chair for Web Administrator upload, as delegated. These timelines need to be planned at the time of the Call for Abstracts. Be appraised on contact hour needs and forward all contact hour related materials to Program and Education Chairs, as needed/delegated. Act as a liaison for the communication of AV requests to Program Chair, to be done by August. Select those who will do speaker introductions as well as a proctor, and with the direction of the Program Chair, coordinate their efforts, requirements (January/February). Round Table Session Coordinator (if applicable) Select topics for discussion, based on needs assessment of Provider Unit. Review topics with Program Chair for final approval. Arrange and host round table/social hour session. Make room requests, AV needs, round tables, and other request by July to Program Chair. Assist Program Chair with content regarding webpage link for presenter guidelines, educational design forms, conflict of interest forms and disclosures. Receive blinded copy of round table discussions and review all submitted presentations. This includes review of abstracts, educational design form, and bioform/conflict of interest form. Submit blinded abstracts to the assigned program committee members. Use a scoring rubric to assess the blinded abstracts. Tabulate scores and work with assigned program committee to approve the top submssions based on poster number/availability. Be appraised of speaker agreeement content and expectations. Assist as needed/delegated with sending of speaker agreement. 14

15 Be appraised that all all speakers handouts/notes need to be formatted into the approved format, PDF branded document, and assist in this process as indicated/deegated. Provide speakers presentations to IS Chair for Web Administrator upload, as delegated. These timelines need to be planned at the time of the Call for Abstracts. Be appraised on contact hour needs and forward all contact hour related materials to Program and Education Chairs, as needed/delegated. Select those who will do speaker introductions as well as a proctor, and with the direction of the Program Chair, coordinate their efforts, requirements (January/February). 15

16 Appendix B Presenter Guidelines I. Title Submission II. See Educational Design Form on Website to: A. Define the audience that would be appropriate for your session 1. Beginner level is aimed toward those who may be new graduates or have been in practice for two or less years or are new to the topic of presentation. 2. Intermediate level is aimed at those who have been in practice for two or more years or who have limited exposure to the topic being presented. 3. Advanced level is aimed at the highly experienced, who are looking for a stimulating learning experience to challenge them. B. Describe why this session is appropriate for the APSNA conference C. Describe the identified need/gap (using literature, anecdotal notes, or other data.) Please use two or more of the following sources for the needs assessment: 1. Expert needs (i.e. program planning committee, expert panels, peer-reviewed literature, etc.) 2. Participant needs (i.e. focus panel's discussions, interviews, needs assessment surveys, previous evaluation summaries, etc.) 3. Observed Needs (i.e. hospital QA analyses, mortality morbidity data, epidemiological data, etc.) 4. Environmental scanning (i.e. evidence from other contact hour activities, lay press, etc.) D. Review other required elements for educational design as described on the Educational Design form. III. Abstract Summary (maximum 300 words) Provide a summary of the content of the proposed session, including what makes this session novel or distinguishes it from other similar and/or recent sessions. Please review the Call for Abstracts on the website. IV. Provide information about previous presentations that exemplify your public speaking/teaching experience. Curriculum vitae may be submitted if it contains this information. V. Secondary author information (discouraged for live presentations). To include Names, Affiliated Institutions, Credentials for all authors as part of application. For instructions on properly submitting credentials for the professional nurse, please see the paragraph below titled, Credentials for the Professional Nurse. (Please note: Describe specifically why additional speaker(s) is needed for a live session, and how this presentation will be enhanced by the additional speaker(s).) Remuneration will be affected by secondary and multiple presenters. 16

17 VI. VII. VIII. Speaker Introduction To be provided by speaker. A member of the Program Committee or designee will introduce the speaker. Please review the Speaker Contract. Speaker Permissions and Speaker Declarations See Bioform/Conflict of Interest Form on Website. (Please note: Contact hour credit may not be given for speakers/spouses where the individual benefits by receiving a salary, royalty, intellectual property rights, consulting fee honoraria, ownership interest, or other financial benefit by a commercial interest entity whereby the information presented will be biased by this relationship.) Credentials for the Professional Nurse: In an effort to establish a recognizable and understandable credential usage process across all spectrums of nursing, the following order of credentials is recommended: Highest earned degree, mandated requirements (i.e. licensure), state designations or requirements, national certifications, awards and honors, other certifications. For further information please review the following article: Examples of the correct order of credentials: Mary B. Smith, MSN, ARNP, PNP-BC, FAANP Mary B. Smith, PhD, RN, APRN, CCN, FAAN Mary B. Smith, DNP, CPNP-AC Mary B. Smith, BSN, RN, CCRN 17

18 Appendix C APSNA GUIDELINES FOR WRITTEN MATERIALS AND POWERPOINT GUIDELINES 1. Permissions All speakers must have written permission from the appropriate entities to use the following items in their materials: Photos of all recognizable individuals. Anything containing proprietary forms, including those from your facility. Anything containing copyright material, including cartoons, artwork, articles, videos, music, etc. Anything containing a trademark. Contact the Program Chair if you would like copyright guidelines and a sample letter for obtaining permissions. 2. Logos To ensure compliance with the body that accredits APSNA to award continuing nursing education contact hours (ANCC), logos and/or names of organizations (commercial companies, consulting firms, hospitals, etc.), may not appear on the PowerPoint slides containing education content. A logo or name of an organization may appear on the first slide only with the title of the program and name of speaker(s). 3. Handouts Handouts must be submitted in advance. No onsite distribution is permitted. PowerPoint slides, as well as other documents, i.e. Word, PDF, Excel, may be used for handouts. When tools (or similar) are mentioned in your session overview, be sure to provide the tools or how to obtain them in your handouts. References are required and must be submitted. 4. PowerPoint Presentations The attached APSNA PowerPoint template must be used for consistency throughout the event sessions. Outline your presentation and then build your slides around that message. Our programs are carefully planned with as many as 50 presenters. We ask that all speakers be cognizant of their allotted time frames. Note the time allowed and plan your talk/slides to allow for a relaxed pace; typically one slide per three minutes. Provide detailed information via handouts. References are required and must be included in your presentation. Note references for any material from other sources on the slide in which they appear and include a full reference list at the end of your presentation. Tips and Guidelines: o Use the Slide Master to keep your presentation consistent. o Keep text as large as possible using bullet points on sentences. 18

19 o Guidelines for font sizes: Header 45pt (bold/regular); Sub-header 32pt (bold/regular); Copy 24pt (regular/italic); Bullets 28pt (regular); and Sub-bullet 24pt (regular). o To create a perfect paragraph, consider the following elements: Line length of 6 to 8 words per line; text should not be smaller than 24pt; eliminate bad rags or orphans by using the shift return at the end of a line; limit the amount of hyphenations used; and never align right. o Do not distort images! To check image formatting, right click on the image, click size and position, and check the lock aspect ratio and relative to original picture size. Double-check that the image s scale is equal, i.e. Height 55%; Width 55%. o Do not use drop shadows or glows. o Limit the number of colors on a single slide. o Consistently use the same typeface and sizes on all slides. o Clearly label charts and graphs. Label axes and include legends. o Avoid the use of CAPITAL letters and underlining text. o Avoid cartoons (these are copyrighted material). o Always TEST the presentation on site. 5. Submitting Your PowerPoint Presentation and Handouts APSNA s server does not deliver files larger than 5 mb. For the live presentation these limits do not necessarily apply. Be sure to notify your Program Chair once the documents are uploaded since that site does not send a notification to us when documents are added. Presentation materials (i.e., PowerPoint [PPT] for short orals and breakout sessions; PDF files for poster presentations, Word document for related abstracts) should be forwarded to the program chair at programchair@apsna.org and must be received by. Failure to submit materials by the deadline will result in the cancellation of the presentation at the discretion of the Program Chair. We realize that last minute changes to your presentation are sometimes unavoidable however, we highly encourage timely submission by the above noted due date. In order to ensure a well-organized, time conscious program all presentations will be uploaded in advance by our Audio Visual (AV) Support Staff. 6. Presentation Equipment This is a general session meeting room, set up classroom style with large projector, laptop computer, pointer, standard lectern, and both gooseneck and wireless microphones. Any additional, specific requirements for audiovisual equipment must be submitted no later than (specific date) and will be considered on an individual basis. We do not encourage the use of personal computers for presentations. We cannot guarantee AV support or troubleshooting for personal computers. 7. Presentation Day Please be available 15 minutes prior to your presentation and be prepared to begin and end promptly. Professional business attire is expected of all speakers. 19

20 Appendix D Poster Guidelines The posters will be judged during the Annual Meeting and then recognition for exemplary poster presentations will be awarded. There will be a 1 st, 2 nd and 3 rd prize winner. A poster author MUST be present during the designated poster sessions to answer participant questions. To assist you in your endeavor, here are some poster guidelines you may want to consider when planning your poster presentation: Posterboard Dimensions: Your posterboard will be mounted on a stand (imagine a free standing chalkboard). Its dimensions will be 94"x 46" (just under 4 high x 8 long). So you ll want to make your poster board slightly smaller than this. It will be covered by fabric (usually gray or light tan). The posterboard will be double sided so that your poster will be one side and another presenter s poster will be on the other side. Your poster material will be mounted onto the poster board with Velcro tabs or tack up pins. Handouts: Attach (pin or Velcro) holders or folders to the posterboard that include your business card. Handouts must be submitted in advance. No onsite distribution is permitted. PowerPoint [PPT] slides, as well as other documents, i.e. Word, PDF, Excel, may be used for handouts. Submitting Your PowerPoint Presentation and Handouts APSNA s server does not deliver files larger than 5 MB. Be sure to notify your Program Chair once the documents are uploaded since that site does not send a notification to us when documents are added. Handout materials (i.e., PPT or PDF files for poster presentations, Word document for related abstracts) should be forwarded to the program chair at programchair@apsna.org and must be received by. Failure to submit materials by the deadline will result in the cancellation of the presentation at the discretion of the Program Chair. General Instructions: Lettering size should be large enough to read all text from 5 feet away. Smallest recommended font size is 24 (18 point for super and subscripts). Key Poster Contents 1. Title (or banner): Includes poster title on top, then author(s), and affiliation. One inch lettering (72 point) should be considered a minimum size for the title. (104 point is most common). Titles are usually done in all caps and should accurately describe the subject. Use smaller font sizes for list of authors and other information. 20

21 If there are multiple authors, the one who is the conference presenter should have an asterisk after their name. 2. Introduction: State the problem or performance improvement project and any essential background. 3. Objectives: List 2-3 behavioral objectives. These objectives must be listed on the poster for evaluation purposes for continuing education hours. 4. Methods: Describe with appropriate details to facilitate study or project replication. 5. Results: Presentation of data as graphs, tables, photos, artwork, etc. 6. Conclusions: List key findings, summary, interpretation, management implications/applications. NOTE: Viewers usually read the abstract and conclusion statements first. Make sure they are clear and easy to understand. Consider using a bullet format to make your points here, as well as to separate the ideas. 7. References. Concentrate on key references only. To share more, use handouts. Secondary (optional) Poster Contents 1. Site Description: Overview of study area, sampling locations, etc. 2. Acknowledgements: Funding sources, research partners, etc. 3. Photograph of presenter (so those who want to find you, can). Data and Text Organizatio The ideal poster is designed to attract attention, provide a brief overview of the study or project, and initiate discussion. Use borders or space to separate the key poster contents (listed above). Maximize the use of figures. Minimize the use of tables, particularly complex ones. Keep the figures simple and label them with a take home message. Provide easily read, separate statements that are short and clear in a logical sequence. Provide adequate white space around statements for easier reading. Seek to communicate your message clearly and concisely. Eliminate excessive wording and technical jargon. When in doubt, edit out. Focus on one or a few key concepts you would like to get across to your audience. Posters should be as self-explanatory as possible. This will save your efforts for discussion. Double-space all text using left-justification making it easier to read. Proofread your poster to ensure accuracy of all statements and conduct a spell check. Let someone else review it before final printing. Overall Presentation Choose one font type for the poster. Sans Serif lettering fonts should be used such as Arial, Helvetica, Univers, Geneva, Times Roman, Courier or Prestige. All text should be legible from 5 feet away. Minimum recommended font size for text is 24 point (approximately ¼ inch). Super and subscripts can be 18 point. Avoid excessive use of all capital lettering. Add emphasis by using boldface, underlining, or color. NOTE: Italics are difficult to read. 21

22 Photos should be clear and depict the intended object or thought. If they do not, consider artwork instead. Photos are indeed worth a thousand words and can enhance text. Make overall presentation pleasing to the eye. Emphasize visuals. However, artistry does not substitute for content. Simplicity and legibility are more important than artistic embellishments. Color can be added to the poster by: Color films or tape Computer output Photographic conversion onto color print paper Colored lettering Colored backgrounds with white lettering using photographic processes Photo backgrounds can be either attractive or distracting, so consider your choice carefully. Setting your text in boxes is a helpful communication approach. Final Tips and Advice Preparing a poster will take as much time as you let it. Don t wait until the last minute to do even a minor task. Back up your files, save it to a disk and allow for a contingency plan. All materials to be displayed should be prepared before you arrive. SAMPLE (Visit the APSNA Website for Larger Image) 22