VACVPR Job
Descriptions & Committee Responsibilities
ANNUAL MEETING COMMITTEE
INTRODUCTION:
The Program Committee of the VACVPR will
provide for an annual conference once per year in order to enhance
knowledge and promote revenue and socialization within the field of
cardiovascular and pulmonary rehabilitation. The President elect shall
serve as the overall coordinator of this annual meeting and will select a
committee to serve for the production of this event.
COMMITTEE PERSONS:
Committee personnel will be selected on the
basis of interest, leadership and organizational skills. Personnel should
consist of the following:
A. Chairperson
B. Registration Coordinator
C. Industrial Coordinator
D. Facilities Coordinator
E. Financial Coordinator-Treasurer
F. Speaker Coordinator-Educational Chair
G. President VACVPR
Complimentary registration will be paid by
the VACVPR for above personnel (A-G) providing their responsibilities have
been completed. The Program Committee Chair reserves the right to refuse
complimentary registration to any committee member.
The Program Committee Chair also reserves
the right to authorize complimentary registration, lodging, meals, travel
arrangements for honored guests and speakers, upon approval of VACVPR
Board.
JOB DESCRIPTIONS:
A. Chairperson
- Totally responsible for the planning,
organization, and directing of all activities related to the meeting.
- Selects committee members to be approved
by the Association's Board of Directors.
- Conducts committee meetings as required.
- Responsible for the timely development
of committee roster, timetable, and budget to be approved by the
VACVPR Board of Directors.
- Follows the committee timetable without
any deviation.
- Insures that the overall operation is
taking place in a smooth and harmonious manner.
- Monitors all funds on a continuous basis
(revenues and expenses).
- Authorizes all expenditures.
- Provides a written and oral report to
all pertinent personnel at the quarterly board meeting.
B. Registration Coordinator(s)
- Responsible for the registration process
and the development and implementation of all brochures and pamphlets
related to the meeting.
- Follows the timetable without any
deviations.
- Contacts the VACVPR Membership
Committee, and other appropriate related agencies for mailing labels,
etc.
- Organizes and plans all aspects of the
registration process: a. Obtains appropriate supplies (tape, ribbons,
meal tickets, etc.). b. Responsible for the preparation of
registration packets. c. Responsible for the registration of symposium
participants. d. Responsible for coverage of registration table.
- Documents symposium attenders to
classification - member, non-member, student, etc. and maintains an
accurate count of attendance.
- Sends all funds collected for
registration to the Treasurer on a weekly basis. Copies are to be made
of all checks, etc.
- Balances the Cash Box with the Treasurer
every day.
- Issues receipts for all transactions and
maintains a copy for VACVPR records.
- Provides a progress report to the
Program Committee Chairperson on a monthly basis.
C. Industrial Coordinator(s)
- Is responsible for the organization of
industrial support for the annual symposium.
- Responsible for marketing vendors for
their support.
- Lists and documents number of booths
sold with the company name, personnel attending, signage required and
electrical needs.
- Sends funds collected from the
exhibitors to the Treasurer on a weekly basis. Copies are to be made
of all checks, etc.
- Follows the timetable without any
deviations.
- Secures sponsorship for speaker and
special events. Keeps program chair constantly aware of support and
sponsorships.
- Works with Facilities Coordinator to
assure adequate space and electrical requirements for exhibitors.
- Provides a progress report to the
Program Committee Chairperson on a monthly basis.
D. Facilities Coordinator
- Organizes, plans, and implements all
necessary arrangements with the scheduled facility prior to the event.
- Provides brochures, registration cards,
etc. on the facility to the Registration Coordinator for mailings,
public relations, etc.
- Makes all arrangements for food,
beverages, etc.
- Follows the timetable without any
deviation. Secures meeting rooms for all VACVPR activities, board
meetings, lecture rooms, workshop rooms, etc.
- Makes all arrangements for lodging for
speakers, guests, etc.
- Arranges and implements meetings with
the hotel staff every morning prior to the scheduled event, in order
to review and assure the activities of the day.
- Provides a progress report to the
Program Committee Chairperson on a monthly basis.
E. Financial Coordinator (Treasurer)
- Assists Program Chair in preparing
budget for annual symposium.
- Assists Industrial Coordinator in
securing sponsorship for events.
- Overall responsibility for financial
direction.
F. Speaker Coordinator (Education Chair)
- Along with the Program Committee is
responsible for planning the program and workshop topics.
- Contacts speakers and makes necessary
arrangements.
- Works closely with Industrial
Coordinator in securing sponsorship for speakers.
- Confirms CEU's with appropriate
organizations.
- Follows the timetable without any
deviations.
- Provides a monthly progress report to
the Program Committee Chair.
G. President
- Provides input on an executive level for
all areas that are related to program planning, development,
implementation, and marketing.
PROGRAM TIMETABLE:
A. Dates of Event
B. Facility secured
C. Program complete
D. Speakers confirmed
E. Sponsorship confirmed
F. Brochure completed
G. Mailings scheduled
H. Mailing labels ordered
I. Vendors confirmed
J. Public relations advertisement/calendar of events confirmed or placed
SPEAKER CONFIRMATION CONTACT:
As designated by the Program Committee, every effort will be made to have
a vendor financially responsible for a speaker for the Annual Meeting. The
Speaker Coordinator is responsible for contacting and confirming speakers
for the Symposium. The timetable should be followed without de-viations.
Initial contact should be made with speakers by phone. According to the
requirements of the timetable, letters should be sent to all speakers to
confirm the telephone conversation. The following information should be
included in the letter:
A. Brief history of the meeting
B. Dates of the Symposium
C. Honorarium
D. Lecture time and date
E. Goals and objectives of the particular lecture
F. Target audience
G. VACVPR Reimbursement Policy
H. Information on any companies with whom they have relationships
In addition, the Speaker Coordinator should
ascertain the speakers':
- Accommodation needs
-Special travel arrangements
- AV needs
The Speaker Coordinator shall confirm each
speaker's needs and relate those to appropriate committee members (i.e.
room reservations with Facilities Coordinator).
The final program should also be mailed to
the speakers when completed.
VACVPR SYMPOSIUM REIMBURSEMENT
POLICY:
Expenses will be reimbursed to
the Keynote and others speakers (not workshop) according to the following
schedule:
A. Honorarium
- Keynote speaker - $500.00
- Other speakers - $200.00
- Workshop speakers - $75.00
B. Transportation (Long Distance)
- Round trip air fare Coach Class, airport
parking, limousine service to the Symposium hotel. Please note: Air
fare must be approved by the Program Committee.
- Other alternate methods of
transportation shall be reimbursed at a rate not to exceed air fare,
coach class.
- Automobile travel will be paid at the
rate of .20 per mile. Road tolls and parking expenses will be paid
provided the total ground expenses do not exceed the sum of Coach
Class air fare and parking expenses.
C. Lodging
- Accommodations will be made by the
Virginia Association of Cardiovascular and Pulmonary Rehabilitation.
- Lodging will include the night before
and the day of the scheduled event only. Exceptions will be
made at the discretion of the VACVPR Program Committee.
All expenses that are covered by this
policy must be submitted to the Program Committee Chairperson of the
VACVPR within 14 days after the scheduled event. Speakers who are being
reimbursed by a sponsoring company are excluded from this policy.
Amendments to this policy must be approved
by the Board of Directors, Virginia Association of Cardiovascular and
Pulmonary Rehabilitation.
BUDGET AND FINANCE
COMMITTEE
The VACVPR treasurer shall chair the Budget
and Finance Committee. The committee shall be accountable to the VACVPR
executive board for all actions.
The duties of the VACVPR Budget and Finance
Committee shall include:
* Develops and proposes an annual expense budget for the Association.
* Researches and presents financial advisement (i.e., savings
certificates, checking account maintenance, etc.).
* Annual review of membership list and dues assessment; recommendations as
warranted for dues collection.
* Annual review of revenue/expense budget. Proposals for revenue
generation as needed.
* Special duties as assigned by VACVPR Executive Board.
BYLAWS COMMITTEE
Goal: The Bylaws committee is responsible
for recommending any changes in the bylaws to the Executive committee of
the Board. After approval by the Board, the changes will be sent to the
membership for their vote and approval.
EDUCATION COMMITTEE
Goal: To coordinate regional workshops
throughout the state and assist with planning the Annual Meeting as
needed.
Objectives:
- To coordinate at the regional workshops
in the four regions of the state.
- The Vice President is responsible for
securing volunteers in the different regions (Northern, Southwestern,
Southeastern, and Central) to sponsor and coordinate the workshop in
their respective region.
Regional Workshop
Guidelines
Adopted September 14, 1995
Date for workshop:
Select a date that is convenient for your area. Tuesdays, Thursdays, or
Saturdays seem to have been the best options in the past.
Length of Workshop:
Most regions have held half day programs ending right after lunch. If you
feel that you can support a full day program, please feel free to do so.
Fee for Workshop:
Effective January, 1996, the fee for Regional workshops will be free to
members of VACVPR, $35 for nonmembers, and $15 for students.
Topics for Workshop:
Select one or two topics that would be of interest to all attending. These
can be clinical as well as management issues.
Speakers for workshop:
Try to get local speakers in your area or in the state.
Advertising:
VACVPR will provide envelopes and mailing labels for the members and
programs in the state. The cost of mailing the flyers/brochures can be
done two ways. The cost of mailing can be absorbed by your institution or
you can buy stamps for the mailing and then get reimbursed by VACVPR.
A one page flyer or plain paper folder
brochure is fine. Try to keep the costs to a minimum for this. Include the
date, times, place and fees on the flyer/brochure.
CEU's:
CEU's are not necessary. However, if your institution wants to provide
them for the workshop, this is fine. There is quite a bit of paperwork
involved in CEU's, so make sure someone is willing to coordinate this
effort. Be sure that you list on the flyer whether CEU's are being
offered.
Budget:
VACVPR's goal is to have the regional workshops provided as a membership
benefit. As such, the cost of doing these regional workshops should be
kept to a minimum. Use local speakers in your area and try to keep
expenses to a minimum. VACVPR will reimburse $150 for mailing, handouts,
meals, etc.
Consider all the following when budgeting
for the workshop:
- Cost of speakers - try to use local
speakers who will volunteer their services.
- Mailing costs
- Copying expense of handouts
- Folders for handouts
- Cost of printing the flyer/brochure
Keep an itemized listing of all expenses
and submit this to the VACVPR treasurer after the regional meeting to
receive reimbursement.
LIAISON COMMITTEE
The purpose of the VACVPR Liaison Committee
shall be to encourage collaboration and cooperation among the various
disciplines represented within the Association.
The actions of this committee will both
enhance and promote the purposes and objectives of the Association.
Specific duties of this Liaison Committee shall include:
- Maintaining representatives from each
discipline as mentioned in the association (e.g. nursing, exercise
physiology, physical therapy, respiratory therapy, physician,
nutrition/dietary, industrial, behavioral science, other allied health
professionals).
- Promoting professional relations and
courtesy between the disciplines as represented within the
Association, such that its purposes and objectives are served.
- Researching and promoting community and
professional relations activities that promote both the advancement
and awareness of Cardiovascular and Pulmonary Rehabilitation.
- Providing support to the Education and
other special committees for promotion of educational events,
scientific meetings and/or information exchange pertinent to the
Association's objectives.
- Researching and proposing appropriate
communications to the Executive Board regarding improvements in
health-care delivery, and third-party reimbursement in rehabilitation.
- Researching and proposing appropriate
communications to the Executive Board regarding program and
professional standards of practice.
NOMINATIONS &
ELECTIONS COMMITTEE
As of September 15, 1998:
It is the goal of the Nominations &
Elections Committee to ensure that officers are representative of the
majority of regions in the state. The committee is responsible for the
following:
- Requesting nominations for each office
to each member in the Fall (October) of the year. Nominations will be
completed in approximately 60 days.
- Presenting at least two (2) qualified
names for each office. In the event that only one name has been
nominated for office, then suggestions for at least one (1) additional
nominee must be requested from the Board. At the December Executive
Board Meeting, nominations for office will be approved prior to
distribution to the membership.
- Providing a biographical form and a
consent for nomination to be sent to each nominee; from this
information a biographical sketch (with picture, if possible) is
compiled to be included with the ballots.
- Mailing election ballots in January-
February to be returned to Nominations & Elections Committee in
approximately 30 days. The postmark deadline for ballot return will be
stated on each ballot. The following instructions will be sent with
each ballot:
a. To vote, place an X on the line to the left of the candidate's
name.
b. To vote for an individual(s) whose name does not appear on the
ballot, print his/her name(s) in the blank space immediately below the
candidates' names for the officer position to be elected; place an X
on the line to the left. You may vote for the number specified for
each officer position.
c. After marking your ballot, place it into the envelope addressed to
the CHAIRPERSON, NOMINATIONS & ELECTIONS COMMITTEE; stamp, and
mail.
d. Do not place any other material in the ballots as the ballots will
not be opened until _________ .
e. A ballot will be marked invalid if: (a) you vote for more
candidates than specified from each officer position; (b)you mail
after the postmark deadline; (c) the ballot envelope is not sealed;
and (e) the ballot is mutilated. POSTMARK DEADLINE FOR BALLOT RETURN
IS ____________. BALLOTS POSTMARKED AFTER THAT DATE WILL BE INVALID.
- For purposes of verification, the
Membership Chairman is asked to furnish a list of members in numerical
order.
- Nominations and Elections committee will
keep a record of the total number of ballots mailed to members, the
total returned, and the total of invalid ballots.
- The committee will notify the President
and Secretary of election results. The winners of the election will
then be notified by phone and that all nominees will be notified by
letter of the election results.
- The committee chair will announce the
election results at the March Executive Committee meeting and at the
annual business meeting of the VACVPR.
- The committee chair will attend and
participate in meetings of the VACVPR Executive Board.
- The committee chair will prepare and
submit committee budget for new fiscal year.
- The committee chair will prepare and
submit year end report for annual meeting. This report is to include a
summary of the number of ballots sent out, number of responses
received, number of mailings, as well as the result of the tally.
NOMINATIONS AND ELECTIONS
COMMITTEE
CALENDAR
Early October - Request for Nominations for
VACVPR Officers
Early November - Nomination Returned
Early December - Submit Nominations to Board for approval. Following
approval from the Executive Board, Biographical sketches mailed to
nominees
Early January - Biographical sketches returned
Mid- Late January - Ballots mailed to VACVPR members
Late February - Voting Deadline
March - Report election results to Board. Following approval from Board,
letters of acknowledgement of election to office are sent to newly elected
officers
April - Newly elected officers announced and presented to VACVPR members
at Annual Business Meeting.
NOMINATIONS
Please nominate no more than three (3) for
any given office.
President -elect:
_______________________________
_____________________________________________
_____________________________________________
Vice President:
________________________________
_____________________________________________
_____________________________________________
Secretary:
____________________________________
_____________________________________________
_____________________________________________
Treasurer:
____________________________________
_____________________________________________
_____________________________________________
BIOGRAPHICAL SKETCH
NAME: ______________________________
INSTITUTION: _____________________________________________
TITLE: __________________________________________________
PRESENT DUTIES:
EXPERIENCE: Please list the positions you
have held which relate to cardiopulmonary rehabilitation.
EDUCATION: Please list the degrees and/or
certifications you have obtained which apply to cardiopulmonary
rehabilitation
COMMENTS: Please write a brief summary of
why this position is important and what you hope to accomplish. Signature:
_____________________________________________
Signature:
_________________________________________
Date:
_____________________________________________
Please return by _________ to:
_______________________________-
ELECTION BALLOTS FOR
VACVPR OFFICERS
President-elect
_____________ Name
_____________ Name
_____________ Blank line
Vice President
_____________ Name
_____________ Name
_____________ Blank line
Secretary
_________________ Name
_____________ Name
_____________ Blank line
Treasurer
_________________ Name
_____________ Name
_____________ Blank line
Please return _____________ to:
_________________
Virginia Association of Cardiovascular
& Pulmonary Rehabilitation
PO Box 25627
Richmond, VA. 23260-5629
OUTCOMES COMMITTEE
Goal: The Outcome committee shall
coordinate dissemination of information related to outcomes to all members
of VACVPR.
PROGRAM CERTIFICATION
COMMITTEE
Goal: This committee is responsible for
coordinating program certification in Virginia through the AACVPR Program
Certification process. The committee consists of five members. The chair
shall be a VACVPR member who is a fellow in AACVPR. Two members shall be
VACVPR members who are experts in Cardiac Rehabilitation and two members
shall be experts in pulmonary rehabilitation.
PUBLIC AND PROFESSIONAL
RELATIONS COMMITTEE
Goal: To serve as an information source and
forum for the exchange of ideas for the entire membership of the Virginia
Association of Cardiovascular and Pulmonary Rehabilitation.
Objectives:
1. To publish the newsletter four (4) times during the next year. Each
issue will be published approximately two weeks following the meeting of
the Executive Board.
a. To provide information to the general membership about the activities
of the Executive Board, including a calendar of the E.B. meetings and
meeting locations.
b. To provide information about educational opportunities for cardiac and
pulmonary rehabilitation practitioners.
2. To help publicize VACVPR activities to interested professional and lay
groups.
REIMBURSEMENT LIAISON TO
AACVPR
Goal: This individual is responsible for
coordinating communication between VACVPR and AACVPR related to
reimbursement issues. Communication shall be in writing to all members of
VACVPR and\or Program directors as it relates to reimbursement for
coverage related to cardiac or pulmonary rehabilitation.
STANDARDS COMMITTEE
Goal: This committee is responsible for
disseminating information related to changes in practice standards to the
membership of VACVPR as needed. The changes in standards will generally be
published by the AACVPR, ACSM, American Heart Association, or American
College of Cardiology.
HONOREE COMMITTEE
Goal: The Board of Directors shall select a
member for the Honoree Award. The following criteria shall be considered
in the selection process.
1. The candidate shall be a member in good standing.
2. The candidate shall be selcted based on contributions made to VACVPR
over and above standard committee or officer contributions.
- Acively involved in VACVPR for several years.
- Consistently supports VACVPR.
- Represents VACVPR and it's philosophy to other organizations such as
AACVPR, state political associations, insurance companies etc.
- Mentors other members in VACVPR and encourages active involvement on
committees.
- Contributed to the betterment of VACVPR and it's members through a
variety of activities.
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