EDUCATION CHAIR Position Description (Revised February 2016)

EDUCATION CHAIR Position Description (Revised February 2016) The Education Chair: 1. Functions as the Lead Nurse Planner for all educational programming both live and enduring materials/independent studies, meeting all requirements for accreditation as an approved provider. 2. Leads the bi-annual Educational Content Advisory Group (ECAG) Meetings and develops agenda for all ECAG meetings in collaboration with all Nurse Planners and provides quarterly updates to all Nurse Planners with regard to all accreditation guidelines. The ECAG consists of Education Chair, Program Chair, Publication Chair, Director of Practice and Quality (DPQ). 3. Reviews all submitted educational design forms and bioforms for the Annual Meeting. 4. Ensures that all educational materials, excluding educational activities in The Journal of Pediatric Surgical Nursing (JPSN), are accredited for continuing education credit. 5. Serve as a member of the Board of Directors (BOD) for a two-year term. There is a mandatory mentor year following this term during which the outgoing Education Chair mentors the incoming Education Chair. Mentoring is a proactive relationship whereby the mentor (outgoing board member) facilitates the incoming board member s understanding and fulfillment of the board position. The mentoring experience begins during the outgoing year, when the incoming board member is elected and formally ends at the end of the incoming board member s first year on the board. The outgoing board member contacts the incoming board member immediately after the elections, and reviews the job description to develop a transition plan that may include some actual responsibilities that are mutually agreed upon. The mentoring experience includes a collaborative decision on how often to meet and the best mode of communication. 6. Serves as one of the reviewers for the education, research and Foster award applications. 7. Oversees the development and periodic review of all patient education materials. The teaching sheets should be reviewed every 5 years. 8. Attends and participates in annual BOD Meetings (Pre- and Post-Conference, Business), the Fall BOD Meeting and any teleconferences to conduct the business of the organization. Presents a short report to the membership at the annual business meeting. On outgoing year does not attend the Post-Conference BOD Meeting. 9. In keeping with the fiduciary responsibilities of the BOD, understands and approves the budget, as well as APSNA investment policies. For those board 1

members that have specific budget items assigned to the job description understand their budget requests, variances, and rationales, and be prepared to report on this as needed. 10. Other duties as delegated by the President. SKILL SETS TO BE DEVELOPED FOR EDUCATION CHAIR CANDIDATES Possesses skills/experience in the planning, implementation and evaluation of educational programming on local, regional, or national levels. Skilled in the use of electronic file conversion and maintenance of records both in hard and electronic copies. Is knowledgeable in the area of provider accreditation guidelines and familiarizes self with all associated guidelines. Has experience submitting applications for contact hours. Has experience in the development of patient education materials. 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. 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, both existing and new. 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 organizational endeavors. 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. Communicates effectively with BOD, membership, founders, supporters, and other nursing and surgical leaders via written, verbal and electronic means. 2

TIMELINE and OPERATIONAL PROCEDURES for General Duties Every Month Collaborate with Program Chair to assure all materials submitted by presenters are complete and submitted according to timelines delineated on the speaker agreement letter. Collaborate with Program Chair regarding deadlines for the submission of materials required by NAPNAP, (American Academy of Physician Assistants (AAPA) and any additional states (California and Iowa) that may have separate requirements for the provision of contact hours or Continuing Medical Education (CME) hours. Maintain communication with other BOD members through the APSNA BOD List serve. Review the APSNA website Resources Page in conjunction with the IS Chair, Publication Chair and DAL. If applicable, contact possible contributors and encourage participation in the review, update and upkeep with this page. Write a News You Can Use (NYCU) article/item after attending any partnering or development meeting. As part of the BOD succession plan, identifies possible future Education Chair(s) and begins to collaborate with that person. May Review all APSNA policies, especially those specific to my job description. Review Board of Directors Resources documents available on website. Review APSNA Bylaws. Develop agenda, in collaboration with outgoing Lead Nurse Planner (outgoing year) and all Nurse Planners, and presides over bi-annual Educational Content Advisory Group. Collect data from members attending the conference regarding learning needs in the conference evaluation. Collaborate with Program Chair to start planning next Annual Scientific Conference, based on needs assessment, list serve discussion, current trends, and evidencebased practice. Based on this collaboration, start to consider the upcoming conference learning objectives to guide program planning. Please see Program Chair job description. Develop goals for upcoming year and submit to President and Secretary through APSNA apsnabod@simplelists.com by July 1. June Tabulate/obtain individual speaker evaluation summary from Annual Scientific Conference. o Review/revise speaker thank you letter to accompany evaluation summary from Express Evaluations. o Review conference evaluations with Program Chair. Coordinate with Express Evaluations the process for distributing thank you letters sent to speakers, which includes participant feedback information. Prepare and submit quarterly report to APSNA apsnabod@simplelists.com by July 1. Prepare and submit Provider guideline updates to all primary Nurse Planners 3

July Provide information to Program Chair regarding deadlines for the submission of materials required by all Provider Approvers and any additional states that may have separate requirements for the provision of contact hours or CME (California and Iowa). When the on-line abstract submission process begins, the Education Chair needs to assure compliance with provider approver requirements for all Nurse Planners and others involved in the planning implementation and evaluation of live educational programming for nurses. (July October). The Education Chair needs to request and obtain periodic spreadsheets of biographical/conflict of interest forms from IS Chair/Web Administrator. Work with speakers, Program Committee Members, (and Director of Practice and Quality [DPQ]) and Publications Chair a s a p p l i c a b l e ) to ensure Provider Approver guidelines are met. Receive and review draft program from Program Chair. Collate and summarize conference evaluation, and provide the evaluation data from Annual Scientific Meeting to BOD and all Nurse Planners for their review, and possible posting on Conference Page by Program Chair. September Review previous year s budgets and expenditures before the Fall BOD Meeting. Submit budget requests to Treasurer, President at Fall BOD Meeting Conference for the coming January - December Fiscal Year. Prepare and submit quarterly report to APSNA apsnabod@simplelists.com by October 1. Come prepared to the Fall BOD Meeting with two possible candidates for the nominations slate. Forward provider approver guidelines update to all Nurse Planners for dissemination to all related committee members. Contact current Research Grant Award Recipients to discuss progress toward completion and timelines to submit presentation of research findings to the members at the upcoming conference. Contact all Nurse Planners to develop agenda for Fall Provider Unit Meeting. Receive agenda items from ECAG and updates in order to plan for Fall ECAG meeting. Submit ECAG Meeting agenda items to Secretary for inclusion to Fall BOD Meeting Conference. Review committee reports and APSNA apsnabod@simplelists.com discussions prior to the Fall BOD Meeting Conference. Outgoing year, contact Education Chair candidates and answer questions regarding board responsibilities and/or commitment. October October - December: When all presenter decisions are made, The Program Chair will 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 detail, at a minimum the speaker s name, status of bioform/conflict of interest form (whether completed or pending), status of educational design form 4

(whether completed or pending). Ongoing through call for abstract and final approval process. When the Call for Abstracts is closed: Request from IS Chair/Web Administrator spreadsheet from abstracts submitted via online process. Prepare report for, attend, and participate in the Fall BOD Meeting Conference. (May be in September) Attend and preside over Fall ECAG meeting. November Initiate re-accreditation process every three years (see Appendix). Begin reviewing and revising education design forms and speaker bioforms); this will be ongoing and monthly to facilitate adherence to all application deadlines.. Provide feedback to speakers who do not provide adequate information for their presentation (e.g., content detail) or do not provide information required by our approved provider (ongoing). If outgoing board member, contact the incoming winner of the elections, review job description and commence the mentoring process (See #5 Page 1). December Communicate with the Program Chair regarding completion of provider approver requirements from conference speakers, presenters. This is only for information purposes only for the Program Chair. See Appendix. Each speaker must submit a biographical data /conflict of interest form and a detailed educational design form for live presentations including: o the gaps in learning identified by the speaker that indicated the relevance of the topic to our target audience, o an overall objective for the topic, and o 2-3 behavioral objectives relevant to the content that will be presented with related content outline. 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 all provider approver requirements (see Educational Design Form). 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). Calculate preliminary contact hours and submit to Program Chair for inclusion in brochure/website. Contact current research coordinator(s) quarterly for progress report; submit with quarterly report. ALL receipts for reimbursement for current year should be submitted no later than December 15. Prepare and submit quarterly report to APSNA apsnabod@simplelists.com by January 1. Prepare and submit quarterly provider approver update to all Nurse Planners for dissemination to their committee members as applicable. January Receive applications for Education, Research and Foster Grants from Immediate Past President for review. Can be January or February, per Immediate Past 5

President discretion. Application deadline is December 31. Review position description and send necessary changes to President-Elect by February 1. The Lead Nurse Planner needs to take an active role in reviewing job descriptions for all members within the ECAG (Program and Publication Chairs and DAL) for compliance with provider approver guidelines. February Review and update program evaluation content with Program Chair. Submit finalized speaker/presenter contact hour information to Program Chair by early February (per Education Chair discretion), if not done already. March Review committee reports and APSNA apsnabod@simplelists.com discussions prior to conference. Coordinate required conference materials (ensure that Program Chair advises the Sherwood On-site Planner that sign in sheets are needed daily for contact hour acquisition). Complete application for continuing medical education (CME) credits for Physician Assistants through the American Academy of Physician Assistants (AAPA) 6 weeks prior to the Annual Scientific Meeting. Records must be kept in accordance with AAPA standards. If conference is to be held in either California or Iowa, a separate application must be submitted to their State Board of Nursing for approval 12 weeks prior. Forward Annual Scientific Conference objectives to Express Evaluations so they can construct the evaluation tool. o Evaluations must be based on the speaker s written objectives. o Review and test Express Evaluations evaluation for upcoming meeting. o Request BOD or Provider Unit review of evaluation link (test functionality), at Education Chair s discretion. Provide provider approver update to Program Chair. Prepare and submit quarterly report to APSNA apsnabod@simplelists.com by April 1st. Prepare and submit any updates to all ECAG members, as applicable. Complete self-assessment, incoming year. Refer to BOD Self-Assessment Policy. April Submit contact hour certificate to Express Evaluations. Review/revise participant letter to be mailed with username and password to evaluation site (link functionality) prior to conference. Confirm with Program Chair when conference registration will be closed. Set time to roll out of the Express Evaluations letter detailing each participant s username and password with Express Evaluations. Collaborate with all Nurse Planners to set agenda for upcoming ECAG meeting. Send Annual ECAG meeting agenda to Secretary. Forward excel spreadsheet with participant registration info to Express Evaluations after registration to Annual Meeting is closed. Obtained from Program Chair through Sherwood Program Planner. Complete exit interview, when received by President Elect, outgoing year. 6

May Prepare a short committee report for presentation at the Business Meeting. Attend the Business and Pre- and Post-conference BOD Meetings. Provide orientation information for registration personnel (i.e., sign in sheets for contact hours) to Program Chair, who will collate for Sherwood On-site Program Planner. Preside over ECAG meeting and implement orientation process for all incoming Nurse Planners and their committee members. 7

Appendix A I. The following documents must be kept on file per the our current Provider Approver, The National Association of Pediatric Nurse Practitioners (NAPNAP), the American Association of Physicians Assistants and other states with additional guidelines: A. Biographical data form for each presenter including disclosure statement. B. Detailed educational design form for each session 1. the gaps in learning identified by the speaker that indicated the relevance of the topic to our target audience. 2. an overall objective for the topic. 3. 2-3 behavioral objectives relevant to the content that will be presented with related content outline. C. Must be done in detail to reflect body of the presentation. D. 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 provider approver requirements (see Educational Design Form). E. Number of minutes on design form must match those listed on the conference brochure (e.g., 60 minutes of documented content equals 1.0 contact hour, 30 minutes = 0.5 contact hour). F. List of participants (include name, address, license number, and credentials). G. Evaluation form for each session. H. Copy of certificate documenting the total contact hours and required NAPNAP statements for continuing education. II. A. All educational offerings which provide contact hours must include the following statement: This program is accredited for NAPNAP CE contact hours of which contain pharmacology (Rx) content per the National Association of Pediatric Nurse Practitioners Continuing Education Guidelines. B. All educational offerings conducted in the state of California which provide contact hours to California nurses must include the following statement: The American Pediatric Surgical Nurses Association is an approved provider of continuing education by the California Nurses Association and the American Nurses Credentialing Center s Commission on Accreditation. C. Complete application for CME credit for enduring materials through the American Academy of Physician Assistants. D. Self-assessments must include 10 questions per one hour offering. (Example: 1 hour = 10 questions). E. Calculate the appropriate contact hours (60 minutes = 1 hour, 30 minutes = 0.5 contact hour). F. Contact hours are to be awarded in units using two decimal places or less. If rounding is necessary to reach a one or two-decimal figure, the contact hours should be rounded DOWN to avoid credit being awarded for time not spent in education. 8