BOARD POSITION DESCRIPTIONS

Job Summary

The President is elected by the membership to serve as Chief Executive Officer of the Florida Society of Oncology Social Workers (FSOSW).  The President is elected by the membership and serves a two-year term.  The President attends all board meetings.

Duties and Responsibilities

1. Oversees all operational aspects of FSOSW.
2. Calls and presides over all meetings of the Executive Board and the annual meeting.
   • Arranges meeting site and catering. Proposes Board meeting schedule at 1st quarter Board meeting.
   • Sends notice of meeting and agenda to Board members at least one month in advance.
   • Assures that notice of annual meeting is mailed to members no less than 30 days prior to meeting; this notice is typically given through the mailing of the conference brochure.
   • Follows parliamentary procedures when conducting meetings.
3. Appoints chairpersons of Special (ad hoc) Committees, Task Forces and Standing Committees.
4. Serves as ex-officio member of all committee, except Nominating.
5. Compiles, maintains and distributes to Board members a current list of the members of the Board, their mail addresses, email addresses, and phone numbers. Distributes this list prior to or at the first meeting of the year.
6. Establishes goals which are presented to and approved by the Board at the first meeting of the term of office.
7. In collaboration with the Treasurer and Past-President or President-Elect, develops a proposed annual budget.
8. Serves as liaison to the American Cancer Society.
9. Writes “President’s Message” column for the newsletter.
10. Attends the Association of Oncology Social Workers (AOSW) annual conference, if possible, and represents FSOSW at this conference.
11. Presents a “President’s Report” at the annual meeting which includes a review of FSOSW’s activities and accomplishments during the year and a report of the progress achieved toward the annual goals.
12. Prepares and presents recognition of outgoing Board members at the annual meeting.
13. Acts as official spokesperson for FSOSW and maintains records of correspondence, surveys and other forms which were completed on behalf of the organization, and forwards these to the incoming President at the end of the term of office.
14. Forwards appropriate position descriptions and policies and procedures to Board members by the beginning of the term of office.
15. Signs all contracts and legal documents on behalf of FSOSW.

Qualifications

1. Full membership in the Florida Society of Oncology Social Workers.
2. Previous Executive Board experience in FSOSW.
3. Membership in the Association of Oncology Social Workers is recommended.

Job Summary

The President-Elect is elected by the membership for a one-year term and stands ready to assume the duties of the President. The President-Elect attends all Board meetings and is the liaison between the Executive Board and the Regional Coordinators.

Duties and Responsibilities

1. In the absence of the President, assumes the administrative responsibilities of that office.
2. Acts as liaison to the Regional Coordinators. Sends policies and procedures and job descriptions to Regional Coordinators in first quarter of fiscal year, January–March.
3. Participates in AOSW programs and meetings as necessary to represent FSOSW if the President is unable to do so.
4. When requested by the President, will poll Board members on issues requiring prompt attention, and obtain telephone or email votes.
5. Votes taken in this way will be followed up with an email message to the Board members regarding the results, and will also be brought up at the next scheduled Board meeting for inclusion in the minutes.
6. Serves on the Executive Board and participates in other FSOSW activities as necessary.
7. Assists in developing annual budget with President and Treasurer.
8. Solicits articles and ideas for the quarterly newsletter.
9. Arrange for and present plaque to outgoing President at Annual Meeting.

Qualifications

1. Full membership in the Florida Society of Oncology Social Workers.
2. Previous FSOSW experience.

Job Summary

The Past-President attends all Board meetings, providing consultation to the Executive Board as required. The Past-President serves a one-year term and attends all board meetings.

Duties and Responsibilities

1. Serves as Parliamentarian at Board meetings and general meetings of FSOSW.
2. As requested by the President, provides consultation to the officers and Board members.
3. Reviews FSOSW’s bylaws on a semi-annual basis and submits recommendations to the President on proposals for changes in the bylaws.
4. Reviews position description and policies on an annual basis and makes recommendations for changes as warranted.
5. Assures Board approved changes are incorporated into position descriptions and policies and procedures. Forwards a complete set of policies and procedures and position descriptions to the President-Elect prior to the last scheduled Board meeting.
6. Serves on the Executive Board and participates in other FSOSW activities as necessary.
7. Assists in developing the annual budget with the President and Treasurer.
8. Serves as Abstract Chairperson for annual conference.

Qualifications

1. Full membership in the Florida Society of Oncology Social Workers.
2. Membership in the Association of Oncology Social Workers is recommended.

Job Summary

The Secretary is elected by the membership to serve a two-year term in order to attend to the official correspondence of FSOSW. The Secretary will record, publish and maintain all minutes of the Board and business meetings and will distribute copies to Board members. The Secretary attends all board meetings.

Duties and Responsibilities

1. Records minutes of the annual business meeting. Copies of the minutes of the previous annual business meeting will be made available to attendees of the annual meeting.
2. Records and publishes minutes of all Board meetings. Copies of minutes will be distributed to each Board member prior to the next board meeting. Board reports and handouts are not attached to the minutes.
3. Maintains an ongoing file of all minutes, bylaws, policies and procedures, position descriptions, legal documents, and archives of the organization.
4. Maintains and distributes the official stationery of the Florida Society of Oncology Social Workers.
5. Serves as a member of the Executive Board.
6. Submits proposed annual budget for secretarial expenses to the President prior to the first Board meeting of the term.

Qualifications

1. Full membership in the Florida Society of Oncology Social Workers.

Job Summary

The Treasurer shall be responsible for all financial transactions and records for FSOSW, subject to the policies and guidelines set by the board. The Treasurer is elected by the membership for a two-year term and attends all Board meetings.

Duties and Responsibilities

1. Assures that all financial receipts and requests for disbursement are properly transacted and recorded. Establishes and maintains records of all financial transactions and follows generally accepted practices in keeping such records. Assures that these records are congruent with account statements of financial institutions in which active accounts are maintained.
2. Submits a Treasurer’s report to the Board on a quarterly basis, which is a summary by category of revenue and expenditures. Quarterly reporting periods are currently defined as January – March, April – June, July – September, and October - December.
3. Reviews tax reporting requirements and files appropriate tax returns. Coordinates any external audits that are indicated.
4. Attends the Annual State Conference and presents the annual Treasurer’s Report orally at the business meeting. This report should include the current fund balances for FSOSW accounts and other general information about financial aspects of the organization. A written summary of this report will be submitted to and reviewed by the Board prior to the annual meeting.
5. Assists in developing the annual budget with the president and past-President or President-Elect for presentation to the Board during the first quarter Board meeting. When changes of office occur, the outgoing Treasurer will assist the incoming Treasurer with the budgeting process.
6. Reimburses Board members for travel to the first three meetings of the year. Checks will be distributed within one week after the meeting. Travel expenses may be paid for the Board meeting held in conjunction with the Annual Conference if the Board member attends the Board meeting in its entirety.
7. Receives and deposits membership checks from the Membership Director after the membership application has been received by the Membership Director.
8. Files the annual report to the Florida Department of Corporations and assures that the Registered Agent of the corporation is properly identified on this report.
9. Assures that proper signatures are on file with financial institutions so that business may be properly transacted. As each new President assumes office, the treasurer will see that their signature is on the bank records.

Qualifications

1. Full membership in the Florida Society of Oncology Social Workers.

Job Summary

The Regional Coordinator serves as liaison between the regional membership and the Board. The Regional Coordinator serves a one-year term and is either elected by their region or appointed by the Executive Board. The Regional Coordinator may serve more than one term. The activities and responsibilities will vary from region to region depending on its size and number of members.

Duties and Responsibilities

1. Facilitates meetings which may be held be held monthly, bi-monthly or quarterly depending on the region and interest of the members.
2. Attends Board meetings, if possible, and communicates information from the Board meetings to the regional members.
3. Makes arrangements for Regional meetings which can include speakers, old and new business, and networking. The meeting will be developed based on the needs of the members in the region.
4. Recruits new members in the region and provides membership cards to those joining upon receipt of their dues.
5. Communicates to the Board the interests and concerns of the members of their region.
6. Submits information for the state newsletter to the Communication Chair by the established deadlines.
7. Encourages regional membership to submit nominations for Oncology Social Worker of the Year and slate of officers.

Qualifications

1. Full membership in the Florida Society of Oncology Social Workers.

Job Summary

The Nominations Committee Chairperson is appointed by the President for one year and is approved by the Board. The Chairperson is responsible for recommendation of committee members for Board approval, coordinating the committee’s efforts in selecting a slate of nominees for offices to be filled during the year, conducting the election, and selecting the Oncology Social Worker of the Year. The Nominations Committee Chairperson attends all board meetings.

Duties and Responsibilities

1. Oversees all operational aspects of the Nominations Committee.
2. Submits a proposed budget to the President prior to the first Board meeting of the term.
3. Appoints one member to the Committee with approval from the full Board at the first quarter Board meeting. Every effort shall be made to select committee members to assure balanced geographic representation.
4. Coordinates the efforts of the Committee in the process of developing a qualified slate of candidates to be elected during the Chairperson’s term of office. A double slate or greater should be developed by the Committee, if possible. A call for nominations shall be requested from membership at least 4 months prior to the Annual Meeting. In this mailing, the call for nominations for Oncology Social Worker of the Year is included. Full membership in FSOSW is confirmed for each nominee for elected office and for the Social Worker of the Year Award.
5. As a courtesy, informs the President of the slate when the final slate is determined.
6. Coordinates the balloting and tabulates election results along with a second Board member appointed by the President.
7. Mails ballots to all members not less than 45 days prior to the annual conference. The ballot is mailed on a pre-printed, self-stamped postcard to avoid possible duplication of ballots and includes a date of return which is prior to the annual conference. It is recommended that a return date be established which allows adequate time for tabulation and notification of results to candidates prior to the annual FSOSW conference.
8. Notifies all candidates of results prior to the annual conference.
9. With the involvement of the Nominations Committee and approval of the Board, selects the Oncology Social Worker of the Year. Arranges for a plaque and other awards as appropriate.
10. Recruits a sponsor for the Oncology Social Worker of the Year Award. Arranges for prize(s) to be presented to the recipient at the conference. The recipient is awarded a minimum of a waived conference registration for the next year’s conference, a plaque of recognition, travel expenses up to $200.00, one night’s hotel, and one day’s per diem expenses at $35.00 per day.

Qualifications

1. Full membership in the Florida Society of Oncology Social Workers.

Job Summary

The Conference Chairperson is appointed by the President annually and approved by the Board. The Conference Chairperson attends all Board meetings and is responsible for the planning of the state conference which is of principal importance to FSOSW. The Conference Chairperson attends all board meetings. Conference Co-Chairpersons may be approved.

Duties and Responsibilities

1. Organizes a Conference Planning Committee.
2. Schedules planning meetings to develop the title and theme and topics of interest.
3. Contacts potential speakers and formalizes arrangements for those invited.
4. Negotiates with the conference hotel and forwards contract to the President for review and final signature. A copy of the contract is sent to the Treasurer.
5. Prepares the conference budget which is submitted to the Board for approval.
6. Works with the Past President on the Call for Abstracts.
7. Prepares and mails conference brochures. Utilizes mailing lists from FSOSW, Society for Social Work Leaders in Healthcare, AOSW (Region III), NASW-Florida Chapter, and Florida Hospices. Health Care Councils of local areas should be contacted to request labels of health care facilities in the area.
8. Coordinates publicity with the Communications Chair.
9. Contacts potential vendors for exhibits and organizes display area at the Conference. Maintains contact with exhibitors throughout the conference.
10. Collects registration receipts and vendor fees and insures that they are submitted to the Treasurer.
11. Delegates responsibilities as necessary.
12. Works with the Continuing Education Chair to develop and administer the conference evaluations which are then given to the Continuing Education chair for tabulation. Submits final conference report and budget to the Board during the next first quarter Board meeting.
13. Maintains the Conference Planning Manual and reviews for changes as necessary. Reviews procedures with the incoming Conference Chairperson.
14. Assures that all appropriate plaques, certificates and awards have been ordered by the President-Elect and Nominations Chair for presentation at the Annual Meeting.

Qualifications

1. Full membership in the Florida Society of Oncology Social Workers.

Job Summary

The Continuing Education Director is appointed by the President for two years and is approved by the Board. The Director is responsible for maintaining provider status with the Florida Department of Professional Regulation and overseeing continuing education activities. The Continuing Education Director attends all board meetings.

Duties and Responsibilities

1. Acts as the Continuing Education Director on the Florida Department of Professional regulation application for continuation of provider status.
2. Keeps informed of criteria and notifies the Board and the Membership of any significant changes relative to the maintenance of standards as set forth in F.A.C. Rule 21cc.
3. Submits bi-annual application for continuation of provider status.
4. Notifies DOH in writing, within ten (10) days of change in the Continuing Education Director, mailing address or telephone number.
5. Serves as a member of the annual conference committee.
6. Accepts requests for the use of the provider number from the membership and approves as appropriate.
7. Ensures all promotional materials for each program includes the provider number in a conspicuous place.
8. Provides technical assistance for the development of all programs to ensure compliance with DOH standards.
9. Is present, or identifies a representative of the membership to be present, at each continuing education program to award participant certificates.
10. Provides each participant with a certificate verifying that the program has been completed. The certificate shall include the provider’s name, provider number, title of the program, instructor’s name, date of the program, location and number of continuing education credits awarded.
11. Maintains post-session evaluation forms, participant sign-in sheets, copies of promotional materials, instructor vitae and abstracts for at least three (3) years.

Qualifications

1. Full membership in the Florida Society of Oncology Social Workers.
2. Florida Social Work licensure is required.

Job Summary

The Membership Director is elected by the membership for a two year period and attends all Board meetings. The Membership Director is responsible for the recruitment and retention of members in FSOSW. The Membership Director attends all board meetings.

Duties and Responsibilities

1. Submits a membership report to the Board on a quarterly basis.
2. Attends the Annual State Conference and presents the annual membership report orally at the business meeting. This report should summarize the actions of the Membership Chairperson and provide relevant information about members and membership in FSOSW.
3. Completes all renewal processes by the end of the second quarter (April - June). New members who joined during the fourth quarter will be carried as paid members for the remainder of the year.
4. Verifies membership eligibility when applications are received and acknowledges new or renewal applications.
5. Prepares and updates membership directory and distributes to all members at the Annual Conference. The directory will be mailed to members who did not attend the Annual Conference at the time of the membership renewal mailing.
6. Organizes and coordinates recruitment efforts with regional coordinators.
7. Follows procedures as listed below when an application and check is received.
   • Send a copy of each membership application along with the dues to the Treasurer.
   • Send letter of confirmation, membership card, and membership directory to new members. Send renewal membership cards to renewing members and a current membership directory if it has not already been received by the member.
   • Send a notification letter of new members to the appropriate regional coordinators.
   • Maintain and distribute FSOSW promotional items to new members.
8. Consults with the President on any questions regarding any membership issues or concerns.

Qualifications

1. Full membership in the Florida Society of Oncology Social Workers.
2. Computer skills necessary for maintaining a data base of members.

Job Summary

The Regional Coordinator Chairperson is appointed by the President for a one-year term and serves as the liaison between the Board of Directors and the Regional Coordinators. The Regional Coordinator Chairperson attends all Board meetings.

Duties and Responsibilities

1. Sends policies and procedures and job descriptions to Regional Coordinators in the first quarter of the fiscal year, January-March.
2. Solicits information on activities in the regions, reports this information at the Board meeting, and writes an article for the quarterly newsletter on activities in the regions.
3. Serves as a contact person for the regional coordinators throughout the year.
4. Assists the conference committee with plans for the Regional Coordinators meeting that is held in conjunction with the annual conference.
5. Recognizes the Regional Coordinators with a certificate at the annual meeting.

Qualifications

1. Full membership in the Florida Society of Oncology Social Workers.
2. Previous FSOSW or AOSW experience.

Committee Purpose

The Nominations Committee is appointed by the Nominations Chairperson with the approval of the Board. It is charged with developing a slate of candidates for offices which are open for election during the Committee’s term.

Committee Composition

The Nominations Committee consists of three individuals; one is the Past-President, one is the past Social Worker of the Year, and one other is appointed by the Chairperson with the approval of the Board.

Committee Procedures

The Chairperson, along with Committee members, canvasses the appropriate officers in order to develop the best possible slate of nominees for offices to be filled that year.

Committee Policies

1. Members of the Nominations Committee shall not be nominated for an office in the year of their service on the Committee.
2. The slate of nominees shall be mailed to the membership at least 45 days prior to the annual FSOSW conference.
3. The ballot is mailed on a pre-printed, self-stamped postcard to avoid possible duplication of ballots and includes a date of return which is prior to the annual conference. It is recommended that a return date be established which allows adequate time for tabulation and notification of results to candidates prior to the annual conference.
4. The election results are tabulated by the Committee Chairperson and another committee member who is appointed by the President.
5. Members of the Committee review nominations for Oncology Social Worker of the Year and select a candidate for Board approval.

Qualifications

1. Full or Associate Membership in the Florida Society of Oncology Social Workers

Job Summary

The Historian is appointed by the President to a two year term and serves as the official Officer of archives for FSOSW.  The Historian may serve more than one term.  The Historian shall be responsible for obtaining documents from past events and future FSOSW conferences, Regional meetings and activities.  The Historian is required to attend the annual Conference Board meeting and send a report to the Board for all other meetings.

  Duties and Responsibilities

1. Solicits pictures, artifacts and documents on activities of past and future FSOSW conferences and Regional meetings from active and inactive members to record our historical development.
2. Serves as the contact person for the Board and members to obtain a tabletop display board for use at difference conferences and other venues\upon request.
3. Responsible for shipping and receiving all items.
4. Set up and break down the display items for FSOSW annual Conference and Regional meeting(s).
5. Maintain the archives of activities of the organization to include:  a)log, b)picture CD file, c)newspapers and other articles featuring the Organization and/or its members.
6. Keep a display of mementos and identifying items of the organization (i.e., flag, pins, and other items that the organization has given members.
7. Provide the organization historical information upon request.

Qualifications

1.   Full or Associate membership in FSOSW is required.

Committee Purpose

To ensure compliance with the standards as set forth by the Department of Professional Regulation Rule 21cc-6.002, F.A.C. to maintain the Society’s provider status, while offering programs of quality to the membership and other professionals.

Committee Composition

The Committee on Continuing Education includes the Board appointed Continuing Education Director, the immediate past CEU Director and a representative from the membership to function as the Florida licensed review person in accordance with the DOH application for continuation of current provider status.

Committee Procedures

The Committee meets as necessary to review requests to use the Society’s provider number.

Committee Policies

Requests for use of the provider number must be initiated by an FSOSW member or associate, at least thirty (30) days prior to the date of the program. Learning objectives, instructor vitae, copies of promotional materials and a program abstract must accompany each request.

The Director will convene the Committee to review the request for CEUs, as needed, and the decision of the Committee will be final.

The Committee shall report all requests and decisions to the Board at regularly scheduled Board meetings.

The Director, or a designee from the membership, must be present at each program to maintain attendance rosters and award certificates. A five ($5.00) dollar fee will be assessed for each non-FSOSW member participant requesting continuing education credit.

Exceptions to this procedure will be made for participants of the annual FSOSW conference.

Job Summary

The Communications Chair will support the mission of educating oncology social workers and professionals in Florida and surrounding areas. The Communications Chair is appointed by the President and attends all Board meetings. The Communications Chair is responsible for the dissemination of information to the members in FSOSW.

Duties and Responsibilities

1. Submits a communications report to the Board on a quarterly basis.
2. Attends the Annual State Conference and presents the annual communications report orally at the business meeting. This report should summarize the actions of the Communications Chairperson and provide relevant information to the membership/conference attendees about upcoming Newsletters and Facebook posts.
3. Collaborates with Board Members and general membership to compose and distribute a quarterly newsletter to the general membership.
4. Updates and maintains the website.
5. Promotes the conference, sends out call for abstracts, and call for nominations.
6. Utilizes social media to promote participation in the annual conference.
7. Provides information to general membership regarding call for abstracts for annual conference and encourage nominating peers for annual awards.
8. Collaborates with membership director to ensure all members are updated on the website directory and in FSOSW’s list serve.
9. Works with all Board Members to ensure essential information dispersed appropriately to the general membership.
10. Consults with President regarding communications issues or concerns.
11. Works with Treasurer to appropriately manage the budget of $1000/year used for:
    1. Conference Registration Software
    2. Website Management
    3. Social Media

Qualifications

1. Full membership in the Florida Society of Oncology Social Workers.
2. Computer skills necessary for maintaining the FSOSW website and utilizing Constant Contact.
3. Able to collaborate timely with other Board Members to ensure accuracy of website directory