About the Board

BOARD OF DIRECTORS

The Board of Directors is the policy-making body of the Oklahoma Nursing Student Association between meetings of the House of Delegates held annually. Each board member has responsibilities in various program areas of the association and must also function as part of the organizational board of directors, sharing equally in the fiscal and decision-making responsibilities. Each board member is expected to serve the association as a whole and to represent the needs of all members.

There are twelve members of the Board of Directors: President, 1^st Vice President, 2^nd Vice President, Secretary, Treasurer, Membership Director, Newsletter Editor, Legislative Director, Breakthrough Director, Community Projects Director, Public Relations Director, and Marketing Director.

Elections are held annually at the state convention, which is typically scheduled in October. The term of office shall be for one year from the adjournment of the annual meeting at which these officers are elected until the adjournment of the annual meeting at which successors are elected. A plurality vote shall decide elections in the event of three or more candidates vying for the same position. A tie shall be decided first by a revote, and, if necessary, then by casting lots. Ballots shall be retained by the Oklahoma Nurses Association (ONA) consultant or the Oklahoma League of Nurses (OLN) consultant of the Board of Directors for 48 hours after elections. The ballots shall then be destroyed by that consultant.

ELIGIBILITY

The ONSA bylaws, Article IV, Section 1-3, set the eligibility requirements for candidates for state office.

Officer-elects shall be elected at the annual meeting. The term of office shall be from one year from the adjournment of the annual meeting at which these officers are elected until the adjournment of the annual meeting at which successors are elected. The outgoing officers shall remain in an advisory capacity for one month, except for the president and first vice president, who shall remain in an advisory capacity for six months.

Candidates for office shall be chosen from among those members who are currently enrolled in a nursing program and have submitted a completed candidate application in compliance with the ONSA Policy and Procedures regarding campaign regulations. Candidate for president, first vice president, and second vice president must be active members as set forth in Article III, Section 1 and Section 2.b.2 of the ONSA bylaws.

Candidates must be conscientious, objective persons who will work for the best interest of ONSA.

TIME REQUIREMENTS

Convention (at time of election) – Newly elected and outgoing board members must remain in the convention city for the first ONSA board meeting to be held the next day after the closing business meeting.

Monthly Board Meetings – During the first board meeting, members will select dates, times and locations of monthly board meetings for the entire term of office. These are typically held on Saturdays so as not to interfere with school schedules and will generally begin at 9am. Because it is impossible to anticipate how much business will need to be conducted, these meeting do not have scheduled adjournment times. Board meetings are rotated to various locations throughout the state so as not to place any undue burden on any specific student because of their geographic location. Each board member is expected to be available for meetings to be held at any location throughout the state and to be available for the entire day.

Annual Retreat – Within the first few months of the new board taking office, an overnight retreat is usually held. The purpose of this activity is to provide the newly elected board time to get to know each other and begin to solidify as a group. This event is typically held on a Friday evening the night before a Saturday board meeting. Attendance is mandatory.

Workshops – There is one annual workshop hosted by the ONSA in the spring. This workshop is generally held on a Saturday before the monthly board meeting. Attendance is mandatory and participation is expected.

NSNA MidYear Conference – The National Student Nurse Association hosts an annual midyear conference which is held in a different city throughout the US every November. The ONSA President may attend this conference to represent our organization and their expenses are guaranteed to be covered. Other board members are encouraged to attend; however, most students have many family, work, and school obligations, so attendance is not mandatory. Many ONSA boards decide to cover expenses for board members that wish to attend, but this is entirely up to each individual board of directors.

NSNA National Convention – The National Student Nurses Association hosts an annual national convention, which is held in a different city throughout the US every April. The ONSA President must attend this conference to represent our organization and their expenses are guaranteed to be covered. Other board members are encouraged to attend; however, most students have many family, work, and school obligations, so attendance is not mandatory. Many ONSA boards decide to cover expenses for board members that wish to attend, but this is entirely up to each individual board of directors.

ONSA State Convention – The annual ONSA State Convention is held every October or November. It is generally held in Oklahoma City, Tulsa or other location. ONSA board members are responsible for planning and implementing this conference and attendance is mandatory of all board members.

Office Duties – In addition to attendance at necessary meetings, time should be added for correspondence, attention to communications to and from ONSA, and general responsibilities of serving as a member of the board of directors.

EXPENSES COVERED

Monthly Board Meetings – Gas mileage to and from monthly board meetings will be reimbursed at a rate consistent with the federal guidelines for mileage reimbursement when submitted to the treasurer along with the beginning and ending odometer readings from the vehicle used along with the ONSA Expense Voucher. Reimbursement is also available for any tolls or parking expenses.

Office Duties – Any prudent and necessary expense needed to run your office is generally reimbursable (business phone calls, postage, paper, folders, etc.) Each individual board of directors will mandate spending caps for items needed and budgets for ONSA offices.

NSNA MidYear Conference – The president is guaranteed to have their expenses covered for this event. Each individual board of directors will determine if expense will be covered for other board members to attend.

NSNA National Convention – The president is guaranteed to have their expenses covered for this event. Each individual board of directors will determine if expense will be covered for other board members to attend.

ONSA State Convention – Expenses incurred by state convention participation will be covered by ONSA. This will include gas mileage to and from the location, tolls, parking, and hotel accommodations. ONSA will assume none of the expenses at the annual meeting when individuals are elected.

SPECIFIC OFFICER DUTIES

President

• Preside at all meetings of the association and the Board of Directors.
• Appoint special committees with the approval of the Board of Directors.
• Approve expenditures as submitted by the treasurer and authorized by the Board of Directors.
• Perform all other duties pertaining to the office and shall represent this association in all matters relating to ONA, OLN, and the NSNA.
• Be bonded along with the first vice president and treasurer.
• Appoint a parliamentarian for the workshop and the annual meeting as necessary.
• Submit state constituency form to the NSNA annually.
• Serve as an ex officio member of all committees except the Nominating and Elections Committee.

1^st Vice President

• Assume the duties of the president in the absence of the president.
• In the event of a vacancy occurring in the office of president, assume the duties of the president.
• Be bonded along with the president and the treasurer.
• Be responsible for the reviews and recommendations for changes in the bylaws and policies.
• Shall perform such duties as assigned by the president in accordance with the priorities and needs of the association.

2^nd Vice President

• Serve as the chairperson of the annual state convention planning committee.
• Be responsible for the program of annual state convention.
• Shall perform such duties as assigned by the president in accordance with the priorities and needs of the association.

Secretary

• Record the minutes of all meetings of this association and the Board of Directors.
• Keep on file as a permanent record, all reports, papers, documents, and correspondence submitted to the secretary.
• Refer to duly appointed committees the necessary records for the proper performance of their duties.
• Sign with the president, such organization papers as come into their executive and administrative spheres.
• Notify all constituent associations of the time and place of all meetings of this association.
• Furnish to the chairperson of the Nominating and Elections Committee not less than 2 hours before the opening of the polls, a list of delegates entitled to vote at the annual meeting.
• Perform such duties as assigned by the president in accordance with the priorities and needs of the association

Treasurer

• Act as custodian of organization funds and deposit the funds in a bank approved by the Board of Directors.
• Prepare a budget and make money disbursement with the approval of the president and as authorized by the Board of Directors.
• Keep accurate entries of acquisitions and disbursements of organization funds.
• Prepare a report of the transactions of the treasurer’s office to be available to each constituent organization upon request.
• Be responsible for billing advertisers and the collection of the bills for the newsletter.
• Keep a permanent register of all members whose dues have been paid, as documented by NSNA.
• Submit a financial report during all official meetings of this organization.
• Be bonded along with the president and the first vice president.
• Be responsible to contract a CPA who will file an annual tax return with the IRS at the end of the fiscal year (September 30) and who will file an annual audit of ONSA financial records at the time of election of new officers.
• Shall perform such duties as assigned by the president in accordance to the priorities and needs of the association.

Membership Director

• Keep on file an accurate list of NSNA, ONSA and local chapter (NSNA constituents) officers.
• Keep on file an accurate list of local chapter (NSNA constituents) associations and their mailing addresses.
• Send to NSNA the names and addresses of all officers and chairpersons of the State Board of Directors and Committees.
• Maintain an up-to-date list of state constituent members.
• Receive and maintain records of local chapter constituency status for the state association.
• Maintain contact with NSNA concerning membership recruitment program.
• Coordinate and serve as a resource to board members in their liaison activities with contact schools.
• Shall perform such duties as assigned by the president in accordance with the priorities and needs of the association.

Newsletter Editor

• Be responsible for the planning, printing, and distribution of at least 3 Pulse Points and one newsletter that will include convention material. Convention material will consist of pre-registration information, Some Guidelines to Parliamentary Procedure, a tentative schedule of events, and candidate information. Convention material will be mailed to all members of ONSA and to each School of Nursing in the state no later than one month prior to convention.
• Prepare an annual budget to submit for approval of the president and the Board of Directors.
• Shall perform such duties as assigned by the president in accordance to the priorities and needs of the association.

Legislative Director

• Represent the association in areas of legislation, education or other special activities.
• Facilitate dissemination of information pertaining to legislation to constituents such as bills before and after action is taken on the state and national level.
• Serve as chairperson of the resolution committee.
• Be responsible for general planning and implementation of the annual Fall Workshop.
• Shall perform such duties as assigned by the president in accordance to the priorities and needs of the association.

The Breakthrough Director shall:

• Attempt to recruit minority students into nursing.
• Encourage nursing education systems to be responsive to the needs of minority students.
• To encourage the nursing student to practice in a minority setting upon graduation.
• Be responsible for recognition of outstanding Breakthrough activities by an individual or group.
• Communicate with NSNA, ONSA Board of Directors, and ONSA constituents concerning breakthrough activities.
• Serve as chairperson of the Breakthrough to Nursing committee.
• Serve on a committee with the community projects director to assist with the planning of the annual Fall Convention as overseen by the second vice president.
• Shall perform such duties as assigned by the president in accordance to the priorities and needs of the association.

The Community Project Director shall:

• Serve as chairperson of the community projects committee.
• Work with chapters in developing local community projects as well as promoting local chapter participation in statewide projects.
• Be responsible for recognition of outstanding Community Projects by an individual or group.
• Serve on a committee with the breakthrough director to assist with the planning of the annual Fall Convention as overseen by the second vice president.
• Serve as the ONSA Representative on the American Red Cross State Nursing Committee for their term in office.
• Shall perform such duties as assigned by the president in accordance to the priorities and needs of the association.

The Public Relation Director shall:

• Be responsible for soliciting advertisement for publications of this association.
• Be responsible for design and implementation of external communication/public relations of the association.
• Be responsible for the general planning for the exhibits at the annual state convention.
• Shall perform such duties as assigned by the president in accordance to the priorities and needs of the association.

The Marketing Director shall:

• Be responsible for ensuring payment from vendors.
• Be responsible for designs and communication via social media or written documents representing ONSA.
• Be responsible for establishing new contacts as potential vendors.
• Be responsible for design and implementation of the ONSA website and all other external communication/public relations of the association.
• Be responsible for preparation in booth and sponsorship coordination.
• Shall perform such duties as assigned by the president in accordance to the priorities and needs of the association.

Graduate Consultant

• This person shall be a student in their final year of nursing school or a nurse who has graduated in the past twelve months. This consultant must also have served a one-year term of office on the Board of Directors. The person shall be appointed by the Board of Directors at the pre-convention board meeting.

HOW TO BE A CANDIDATE

• Review the positions and duties above as found in the ONSA Bylaws.
• Complete the application online.
• You must have your VALID NSNA membership number to apply.
• Submit the following information via email to onsapresident@gmail.com.
• Letter of Recommendations by Dean/Director or Faculty of your school of nursing
• Candidates for Treasurer submit your resume with financial experience