Drug and Alcohol Nurses of Australasia Incorporated (DANA) Operations Manual

Drug and Alcohol Nurses of Australasia Incorporated (DANA) Operations Manual 2012-2015 1

Contents Purpose... 3 DANA s Mission Statement... 3 What is DANA?... 4 What are the Benefits of Joining DANA?... 4 Governance... 5 Guiding Principles... 5 Meetings and Communication... 6 DANA Management Committee Teleconference... 6 Terms of Reference Management Committee Meetings... 7 Sub-committees of the Management Committee... 8 Email... 8 Roles and Responsibilities of Members of the DANA Management Committee and Other Key Positions... 9 The President... 9 Immediate Past President... 9 The Vice Presidents (VPs)... 9 Treasurer... 10 Secretary... 11 Membership Secretary... 11 Public Officer... 12 Chapter Representatives... 12 Selection and Election of Chapter Representatives... 13 Web Master... 13 MYOB Consultant... 14 Partnerships... 14 Scholarships... 14 Policy Development... 14 Identifying the need for new Policy... 14 Policy Adjustments... 15 Member participation in process... 15 Policy Template and Numbering... 15 Endorsement of a Policy... 15 Access to Policies... 15 Management Committee Responsibilities in Relation to Policies... 16 Appendix... 17 Frequently Asked Questions... 17 Chapter Representatives Planning Tool... 18 Sample Certificate of Appreciation... 20 Sample Certificate of Attendance (With RCNA endorsement)... 21 DANA Policy Register... 22 2

Acknowledgements This document has drawn on contributions from DANA Management Committee members both past and present. The continued commitment to DANA in its service to members, partners and key stakeholders is evident by the many contributors to this Manual. Purpose The purpose of this document is to provide specific and clear operational guidelines for procedures and policies related to Drug and Alcohol Nurses of Australasia Incorporated (DANA) operations and management. It has been prepared to ensure that there is a consistent and clear framework for the management of DANA as an organisation. It is to be read in conjunction with other documentation including: DANA Constitution DANA Strategic Plan 2012-2015 DANA Conference Manual DANA s Mission Statement DANA is the peak alcohol and other drug nursing organisation in Australasia providing leadership to nurses and midwives with a professional interest in Alcohol, Tobacco and Other Drugs (ATOD) issues. DANA enhances the capacity of nurses and midwives to respond effectively to ATOD in a culturally sensitive manner. DANA provides a mechanism for professional development and support for its members. DANA provides a direction to key stakeholders on ATOD issues and related policies. DANA aims to: Hint: Become familiar with: DANA Constitution DANA Strategic Plan 2012-2015 DANA Conference Manual 3

Actively promote a legitimate role for nurses and midwives to respond to Alcohol, Tobacco and Other Drug related issues; Provide opportunity for relevant professional development, education, mentoring and support for all members, and others where opportunity arises; Provide consultancy, advice and advocacy to our members, nursing organisations and key stakeholders in relation to ATOD matters; Promote inclusion of ATOD in core undergraduate curriculum, staff development programs and continuing education, and within postgraduate clinical and research degrees; Promote evidence-based practice and research in Alcohol, Tobacco and Other Drug related interventions, and other key issues. (DANA Strategic Directions 2004-2007) What is DANA? DANA is unique as it is the only professional organisation in Australasia (i.e. Australia, New Zealand and neighbouring countries) specifically for nurses working in the area of alcohol and other drug (ATOD) related problems. The organisation has two broad goals: To provide a professional and educational network for nurses working within ATOD settings To contribute to the improvement of education and policy development around ATOD related issues within mainstream nursing What are the Benefits of Joining DANA? A sense of professional identity by being part of a strong network of colleagues interested in ATOD and nursing issues; Annual conference, seminars, presentations and other professional development opportunities where our members are present, highlighting issues and topics of current interest as they influence nursing practice in the ATOD field; Networking opportunities to facilitate members establishing and maintaining professional links; Scholarships for eligible members to pursue professional development opportunities through attendance at DANA conferences and other events; Access to information, resources and reciprocal benefits through our affiliate status, membership or partnerships with other organisations e.g. APSAD and ACN. People can join DANA by: Completing an application form and posting the form along with payment to: Drug and Alcohol Nurses of Australasia Incorporated PO Box 5095 4

Warrnambool Victoria 3280 Australia Accessing the DANA website and joining online Annual membership fees are due 1st July each year. Students Students are eligible for reduced membership rates. In order to qualify they need to be enrolled in an undergraduate or a postgraduate degree either in: Full-time study; or Part-time study with a gross income < $30K/pa (not including scholarship money) When applying for student membership they need to include: A copy of their student ID; The name of the institution where studying; The course in which they are enrolled; Supervisor s name. Students renewing their membership will be billed at the full rate unless a copy of their student ID is provided each year. Governance Governance deals with the organisation s management structures, the ways in that it conducts its affairs and how it discharges its accountabilities to its stakeholders. We value the importance of being disciplined, efficient and focused with our time and resources. We also recognise the importance of timely dissemination of information. The Management Committee is responsible for the coordination and operational management of the organisation. Guiding Principles Harm minimisation DANA is committed to the principle of harm minimisation encompassing demand reduction, harm reduction and supply reduction strategies. Evidence-based approaches DANA is committed to supporting evidence and research based approaches to practice in all contexts. Member engagement DANA values diversity and the participation of our membership. We encourage and recognise the voluntary contribution of the members through committee work, expert reference groups and a wide range of other professional activities. 5

Partnerships DANA is committed to working in partnership with affiliated organisations; government, non-government, community, business sectors and consumer groups National and International focus DANA recognises the responsibility of being the peak ATOD nursing body for Australasia. This is demonstrated in our representative and consultative role. Cultural Diversity DANA is committed to cultural inclusiveness and the principles of cultural safety. Transparency The DANA Management Committee will at all times disclose both our intentions and our activities. To ensure this we will annually report to our members, all aspects of our governance, risk management, operations and finances. Guilding Principles Harm minimisation Evidence based approach Member engagement Partnerships National and international focus Cultural diversity Transparency Meetings and Communication DANA Management Committee Teleconference The DANA Management Committee meets via a monthly teleconference (TC). Procedure for teleconference: One week before the meeting the Secretary will call for agenda items from members of the Management Committee via email; Where possible, new agenda items need to be supported by some written information supplied by the nominator. This may be only a paragraph or more but will be sent out with the agenda so that the meeting times are minimised and those involved have prior information and knowledge of all items. This information must be sent to the secretary when an agenda item is nominated; 6

The agenda and any supporting documents will be sent out on Thursday prior to the meeting; The minutes of the meeting will be sent out no later than two weeks after the meetings; Members of the Management Committee are to provide a short report to the secretary prior to each TC. By dialing the local numbers (i.e. calling the number for the state you are calling from) helps to decrease DANA s costs. The Guest PIN is to be used unless you are chairing the meeting. The PIN is the same irrespective of your location. If all else fails the 1800 number (and same PIN) can be used. However please use local numbers in the first instance National toll free 1800 200 232 New Zealand: 0061 3 8788 7777 Melbourne: 03 8788 7777 Sydney: 02 9696 0706 Brisbane: 07 3811 0706 Adelaide: 08 8220 0706 Perth: 08 9460 0706 Hobart: 03 6218 0706 Darwin: 08 8989 0706 Canberra: 02 6210 0706 Gold Coast: 07 5560 0697 PIN (Guest): 271229# PIN (Host): 792697# Terms of Reference Management Committee Meetings The purpose of committee meetings is to: Provide a forum which facilitates discussion on professional issues and business priorities; Receive feedback on monthly activities from all members of the Committee; Finalise decisions with regard to professional issues and business priorities; Determine short and long term activities; Implement the strategic plan. Frequency: Time: Agenda Items: At least bi-monthly. 5pm EST/EDST Welcome/Present Apologies Minutes Accepted Business Arising Standing Items: Correspondence President s Report 7

Membership Secretary s Report Vice President s Report Treasurer s Report Other committee member reports Annual Conference Website New Business Business without notice Date of Next Meeting Close Meeting Apologies: must be received by the Friday preceding the meeting. Meeting attendance: A position will be declared vacant if any members of the Management Committee is absent without the consent of the committee for three (3) consecutive committee meetings, or all meetings of the committee held during a period of six (6) months. Sub-committees of the Management Committee The Management Committee may appoint sub committees who may consist of members of Regional Chapters or other appropriate persons. Such sub committees shall meet as they see fit in accordance with the instructions of the Management Committee and shall report to the Management Committee. Email Email is DANA s main means of communication. The language used in emails needs to be respectful, accurate and concise. If follow up on an email communication is required the person who sends the email addresses it to the person who is primarily responsible for actioning it. The email is also copied (cc d) to others who may require the information for review or clarification. However emails within the Management Committee do not necessarily need to be cc d to every person. Please use the reply to all function judiciously. When sending bulk emails to DANA members be sure to use the Blind Copy option (bcc) function so that the privacy of recipients is maintained. Any email sent within the Management Committee should be acknowledged to indicate to the sender that the recipient has received it. This can be a simple Noted or Thanks. DANA members should receive email contact from their Chapter representative on a monthly basis. 8

Roles and Responsibilities of Members of the DANA Management Committee and Other Key Positions Additional information about roles and responsibilities is contained within the DANA Constitution. The President Key duties: The President chairs the Management Committee TCs and General Meetings; The President and the Secretary prepare the agenda for meetings; The President acts as a spokesperson for DANA unless an alternative spokesperson has been appointed by the Committee or a General Meeting. The spokesperson shall make statements in accordance with previously agreed policy, or in an emergency following consultation with at least two executive members of the Committee; Commits to setting priorities consistent with DANA strategic directions and ensures these are enacted; Develops strategic links with nursing or other bodies as considered appropriate, for the benefit of the Association and its members; Provides guidance to others in developing and writing newsletters or other correspondence to members and other organisations where relevant; Facilitates processes to ensure the scheduling and appropriate management of DANA conferences and their regular occurrence. Immediate Past President The retiring president maybe sought by the incoming president, to take up an honorary position which involves offering mentorship, guidance and support to the incoming president, should this be a common goal. The role will not entitle the Immediate Past President to take an active role in management decisions. The Vice Presidents (VPs) There are two Vice Presidents; National and International. Their roles are the same. However the VP National is responsible for matters within Australia while the VP International is responsible for matters outside Australia. 9

They shall maintain a close working relationship with the President and the Management Committee. Their key roles: Represent the President, when nominated and agreed by the Committee, to temporarily carry out the responsibilities of the President if that person is absent or unable to perform their duties for any reason; Contribute to the Strategic Plan and assist the President achieve strategic goals; Assist in providing leadership and promoting the professional profile DANA; Assist in providing public representation with relevant organisations on behalf of DANA; Attend and represent DANA at a range of invitational functions and activities; Assist the Management Committee with issues related to membership, professional development opportunities and future directions of DANA; Contribute to the overall functioning of DANA by providing professional reviews, reports, research and consultancy as needed; Be aware of ATOD issues both local and general; Develop strategic partnerships with nursing and other relevant ATOD bodies as considered appropriate, for the benefit of DANA; Be active in policy development; Assist chapter representatives in their role; Ensure that newly elected chapter representatives are appropriately orientated to DANA; Treasurer Maintain contact with corporate members; Develop and maintain relationships that assist all DANA members gain similar benefits regardless of their region / country. Ensures that All money due to DANA is collected and received and that all payments authorised by DANA are made; Correct books and accounts are kept showing the financial affairs of DANA; All monies received are paid into an account authorised by the Management Committee; All major or unusual expenditures are authorised in advance by the Management Committee; The Annual Financial Statements are audited before presentation to the Annual General Meeting; Annual Financial Statements are forwarded to the Office of Fair Trading, NSW, within 28 days of the AGM; Prepares an annual budget and reports performance against budget to the Management Committee. 10

Other responsibilities include: Record keeping; Asset tracking; Merchandise use, distribution and ordering (which may be delegated); Assist Chapter Representatives with management of petty cash or requests for reimbursement; Assist with the tracking of expenditure / taking of registrations as part of the Conference Committee or for symposia or workshops; Advises DANA regarding funds available for scholarships; In consultation with the Management Committee seeks financial advice regarding the investment of funds. Note: All Management Committee members have a responsibility to understand the financial affairs of DANA Secretary Key duties: Gives notice of meetings; Circulates written records of the proceedings and decision of the Management Committee; Maintains all DANA records; Manages correspondence; Manage scholarship applications, approvals and reports, and dissemination of these to the Management Committee; The Membership Secretary will develop and maintain list of members of committees, and working parties. Membership Secretary Key duties Maintains a master file of membership records current and former; Assists in preparation and distribution of an enewsletter; Assists in the co-ordination of mailouts to members; Responds to member queries and concerns; Promotion and recruitment; Participates in working parties; Develop and maintain list of members of committees, and working parties; Ensure that outcomes of meetings or conferences that need to be disseminated to the entire DANA membership occur in a timely fashion. 11

Public Officer The DANA Constitution outlines the role of the Public Officer. For further information please see the DANA constitution. Chapter Representatives The key role of the Chapter Representatives is to support and advance professional development opportunities and support networks for drug and alcohol nurses within their chapters, and advocate for quality services and effective policies that will enhance the health and well being of people with drug and alcohol problems. A summary of key duties includes: Developing and maintaining regular contacting with new members; Providing opportunity for networking, support and professional development for members; o Ensure that all members are aware of their regional representatives and how to contact them; o Welcome new members within two weeks of joining regional group; o Ensure that all local members have ready access to DANA information and activities; o Actively encourage local initiatives such as seminars on issues of interest, and coordinate local networking and professional development events; o Ensure members are aware of how to contact members in local area, DANA Executive and Management Committee; o Be proactive in seeking out new DANA members; Providing leadership on alcohol, drug and nursing issues; o Be available for and actively participate in, meetings of the DANA Executive when they are called, to participate in meetings of Management Committee; o Be available for Executive and Management Committee teleconference / meetings on at least 75% of occasions*; o Provide an annual report to DANA members at the DANA AGM on local activities; Representing DANA in an professional and ethical manner; o Actively promote DANA at relevant expos, conferences and other forums; o When possible, represent DANA officially in local state as requested by executive; o Obtain feedback from the local group regarding any concerns and report these concerns to the national executive in a timely manner; Ensuring that accurate records are maintained of regional activities; 12

o Keep accurate records of all members, notifying Membership Secretary when new members join; o Keep accurate records of meetings, seminars etc involving their region; o Manage a petty cash register and bank account or funds as instructed by the Executive; o Ensure that records of meetings are distributed to members and Executive in a timely fashion; Managing a petty cash as instructed by the Treasurer; Contribute to the Management Committee; Provide a monthly report of Chapter activities to the Management Committee. Meeting attendance: A position will be declared vacant if any members of the Management Committee is absent without the consent of the committee from three (3) consecutive committee meetings, or all meetings of the committee held during a period of six (6) months. Selection and Election of Chapter Representatives Chapter Representatives are nominated from each chapter prior to or at the Annual General Meeting The Executive of DANA and the Chapter Representatives constitute the Management Committee and as such contribute to controlling and managing the affairs of DANA The Term of office is two years to the succeeding Annual General Meeting (AGM) Should a position become vacant for any reason, it is regarded as a casual vacancy and the Management Committee is entitled to appoint a member to that position until the next AGM where nominations will be accepted and voting may take place, should voting be required Chapter Representatives need to be prepared to undertake the responsibilities associated with the role Web Master The Webmaster is a paid position via a service level agreement and is responsible for: The maintenance and updating of the Association s website; Maintenance and updating of any other technology that interfaces with the DANA s website, where DANA is the purchaser or entity responsible for that technology; Providing advice to the Executive and Management Committees on technology issues, including liaison with third party information technology providers; Keeping statistics on the Association s website traffic. 13

MYOB Consultant The MYOB Consultant is also a paid position via a service level agreement. The MYOB Consultant is responsible for: Assisting the Treasurer with the maintenance of DANA s financial records; Assisting the Membership Secretary with the maintenance of the membership data base and mail outs. Partnerships DANA has partnership agreements and Memorandum of Understanding (MOU s) with a range of other nursing and professional organisations. These agreements are integral to our service planning and service delivery. Partnerships form part of the overall business plan for DANA and outline organisational accountability. Current Partnerships APSAD; ACN (formerly RCNA); Te Ao Māramatanga New Zealand College of Mental Health Nurses. Scholarships DANA will aim to provide scholarship funds each year, for financial support of eligible members to attend professional development opportunities or undertake research. Policy Development Identifying the need for new Policy Members of the Management Committee who identify gaps in the ability of the organisation to respond to operational needs or processes that may need to be addressed by the creation of a new policy can discuss their ideas directly with the Executive. DANA Members who identify gaps in the ability of the organisation to respond to operational needs or processes that may need to be addressed by the creation of a new policy can discuss their ideas directly with their Chapter Representative, who can take this to the Management Committee on their behalf. Once determined that a policy is required, the Management Committee will use a consultative process to develop or review the policy. Once agreed, the draft policy will 14

then be presented to Management Committee for endorsement and made available to DANA members. Policy Adjustments It is the role of the Management Committee to review policies on a regular basis. All policies will have a review date, within three years or be reviewed as required. If adjustments are required before the review date, the matter is to be raised with the Management Committee who will commence the process of consultation and review. Member participation in process All draft policies will be posted on the DANA website for members comments, with a defined timeframe for feedback. Policy Template and Numbering A standard template is to be used for all policies refer to the Policies and Procedures Manual 2012-2015. Endorsement of a Policy All new and reviewed policies and procedures must be put to the Management Committee for approval. For policies and procedures to be active they require sign-off from the President or nominated delegate. Access to Policies All policies will be posted on the website for access by membership. The policy documents will be managed by the Secretary. The Secretary is the controller of the Master Copy of all policies. The Management Committee is responsible for advising members of new and existing policies and must maintain an awareness of the content of all policies related to their roles. The DANA Newsletter and website are to be used to assist in advising members of new and upcoming policy review. 15

Management Committee Responsibilities in Relation to Policies Creation of a policy review schedule; Develop or review allocated policies as per the policy schedule; Ensuring that a policy is current and reviewed within three years; Critical review of final draft policies; Signing off and dissemination of policies; Ensure appropriate legislation and standards are consulted for policy compliance; Monitoring and ensuring adherence to policy within their domains of responsibility; Encouraging all members to participate in policy development; Orientating new members to policy and process for policy development and review; Ensuring that Management Committee members are supported with appropriate resources to implement policy (e.g. training, support, authority). 16

Appendix Frequently Asked Questions How often should I meet with Chapter members? Each chapter is different. However you should aim to hold at least one face to face meeting every 3 months How often should I be in touch with Chapter members? With new DANA members in your chapter you should make contact with them personally within 2 weeks of receiving notice that hey have joined. In general you should aim to send one communication by email to Chapter members every month. It should highlight items that are of local interest as well as DANA matters of national and international interest Can I expect time from my employer to support this meeting? Very few Chapter Representatives are able to do any DANA work in their employer s time. How do I apply for Continuous Nurse Education Points? Nurses are able to maintain their own records of continuous education based on 1 hour = 1 point. However it is a nice touch for Chapter Representative to send a Certificate of Attendance to their own Chapter Members for their records for any education events that they attend. A template is available. How do I get funding for these meetings? Depending on the circumstances some pharmaceutical representatives might be able to help with sponsorship. This depends on your own relationship with these people. Many Chapters hold their meetings in inexpensive venues if other forms of sponsorship are unavailable. Where do we hold the meetings? It s up to you restaurants, meeting rooms at workplaces etc. Ensure that the meeting is held in a room with a door where you can hold your meeting in private, not in an open public area. In the 2012 DANA satisfaction survey, there was some negative feedback about using hotels as venues for DANA Chapter meetings. How do I organise professional development days for my region? Post activity report For major events such as symposia or workshops, a post event report is required which will include the number of attendees, any sponsorship, feedback from sponsors, feedback from attendees etc. For Chapter meetings, include a brief summary in your monthly report to the Management Committee. 17

Chapter Representatives Planning Tool Sample objectives and strategies 1. To increase the professional profile of DANA within the region: Liaise with Peak Nursing Bodies / Associations to inform them of DANA and explore opportunities to develop partnerships; Coordinate a Nursing Forum / Workshop on ATOD Issues; 2. To Increase Membership of DANA Identify key areas and opportunities to promote DANA within your region; Identify appropriate areas and opportunities to circulate Membership Forms / Newsletters / Website information; 3. Provide Professional support to Nurses and Midwives to ensure effective response to management of ATOD Issues. Set up a regular meeting with members; Facilitate some education sessions within your local chapter; Liaise with other D&A Nurses to explore what they are doing and promote collegial relationships within the field; Find a way to share your ideas, expertise and resources which will help you in your everyday practice e.g. promote the DANA Discussion Forum; Identify opportunities to engage and consider the needs of your Chapter members, metropolitan, rural and remote nurses and midwives; 4. Utilise knowledge, experience and support from the DANA Management Committee Ensure participation in teleconferences; Advise Management Committee of outcomes of strategies and any issues which may arise; Contact Vice President (national or international) to discuss issues; 5. Facilitate effective information sharing between the Management Committee and DANA members in your chapter Develop an effective communication strategy; Promote and encourage members to submit contributions to the DANA newsletter, DANA Unwrapped; Send a monthly e-newsletter to your Chapter members; 6. You will also need to: Identify additional resources needed or help required; Determine how will these resources be accessed; Set a date; Establish effective evaluation and monitoring processes in collaboration with the Management Committee; Consider a suitable venue. Does the place where you work have a meeting room? If not, do you have any colleagues who might have a meeting room 18

available where they work? Another option might be to go to an inexpensive restaurant. Try to find somewhere that has a room separate to everything else so that you can have your meeting in private. Make sure that you let people know how much the evening is going to cost them; Another option is for you to provide nibbles and cold drinks and ask attendees to contribute some money e.g. $5 per head; Some chapter representatives have organised sponsorship through some of pharmaceutical representatives. One of these companies might be prepared to sponsor a meeting if they have a chance to showcase their products. If you decide to seek pharmaceutical company sponsorship have a plan in mind so that when you approach them you can give them a good idea about who you are, what you want to do, how many people you would like to attend, who you would like to speak (obviously if they sponsor something it helps if the topic is aligned with their business) and when you want to hold it. If they are willing to sponsor then it might have to be at a date that suits them if they are not locally based; DANA has not accepted sponsorship from the alcohol industry or groups that are largely funded through the alcohol industry; Have an agenda and keep good records of who attends your event. Consider providing members with a certificate of attendance. If your event has been endorsed by the RCNA you may use the certificate with the RCNA logo. If there is no endorsement please be sure to remove the logo. 19

Sample Certificate of Appreciation 20

Sample Certificate of Attendance (With RCNA endorsement) 21

DANA Policy Register Policy / Document and Version Number Policy/Document Name Date Endorsed Date of Review Next Review Date Replaces Version No DANA01/2012 Policy and Protocols for Policy Development 2012 2015 3/2007 DANA02/2012 DANA Representative on External Committee 2012 2014 New Policy DANA03/2012 DANA Financial Delegation Policy 2012 2013 New Policy DANA04/2012 DANA Travel and Accommodation Policy 2012 2014 New Policy DANA05/2012 DANA Policy on Entitlements 2012 2015 2007 for Members Working on DANA Conference Committee DANA06/2012 DANA Scholarship Policy 2012 2014 New Policy DANA07/2012 DANA Petty Cash Policy Under development DANA08 DANA09 DANA10 DANA11 DANA12 DANA13 DANA14 22