Policy Book of the
NEW JERSEY NURSING STUDENTS, INC

Revised 2007

TABLE OF CONTENTS

Section 1. Introduction
Section 2. Responsibilities of the Executive Board
Section 3. Procedure for Email Votes
Section 4. Responsibilities of the President
Section 5. Responsibilities of the First Vice President
Section 6. Responsibilities of the Second Vice President
Section 7. Responsibilities of the Secretary
Section 8. Responsibilities of the Treasurer
Section 9. Responsibilities of the Pulsebeat Editor
Section 10. Responsibilities of the Membership/Nominations Director
Section 11. Responsibilities of the Community Health Director
Section 12. Responsibilities of the Public Relations Director
Section 13. Responsibilities of the Breakthrough to Nursing Director
Section 14. Responsibilities of the Legislative Director
Section 15. Responsibilities of the Resolutions Director
Section 16. Responsibilities of the Fundraising Director
Section 17. Appointed Positions
Section 18. Responsibilities of the NJNS Consultants
Section 19 Contracts
Section 20 Code of Professional Dress
Section 21. Return Check Policy.

NEW JERSEY NURSING STUDENTS, INC.

Section 1
Introduction

The New Jersey Nursing Students, Inc. (NJNS, Inc.) is the stepping stone to the graduate organizations, the New Jersey State Nurses’ Association and the New Jersey League for Nursing, representing professional standards, codes and ethics.

Experience gained while volunteering (we don’t get paid, we volunteer) for this organization is invaluable. The individual has the opportunity to grow personally, to promote membership, and to promote and mentor future leaders. Each officer will be called upon to devote much time and energy unselfishly for the welfare of NJNS and should willingly do so.

A. Policy Definition

Policy is made or approved by the Executive Board. Certain decisions, which set a precedent or govern procedures, may be defined as policies.

B. Purpose

The Policy Book shall serve as an adjunct to the bylaws of NJNS, to guide the actions of the future, and to explain and clarify methods of carrying out procedures and traditions which have proved most satisfactory in the past. The Policy Book is your orientation and guide.

C. Abbreviations

The abbreviated form of the name of this organization shall be NJNS.
…… Other abbreviations will be as follows:

Council of School Participants COSP

National Student Nurses Association NSNA

New Jersey League for Nursing NJLN

New Jersey State Nurses’ Association NJSNA

Breakthrough to Nursing BTN

D. Format of bylaws and policies:

The bylaws and policies will be written in accordance with McGraw-Hill’s Manuel for Eliminating Sexism in the English Language.

E. The Organization of NJNS

The organization of NJNS and its relationship to other nursing organizations is shown on the organizational chart (Appendix A.)

Section 2
Responsibilities of the Executive Board

The Executive Board shall:

A. Meet in open forum the 2nd Saturday of every month.

B. Transact business of NJNS between meetings and report such business
at the next meeting.

C. Devise a program of actions, implementing and augmenting the purposes of this organization for presentation to the membership.

D. Create special committee as the need arises and appoint directors to these committees.

E. Approve the budget, authorize all monetary disbursements, and provide the annual review of accounts.

F. Assume responsibilities with regard to chapters as specified in Article IV Section I.

Perform all other duties as may be specified in the bylaws.

A. Submit monthly reports in writing. These reports should be submitted to the entire board at least one week prior to the next scheduled meeting.

B. A copy of all correspondence pertaining to the business of NJNS shall be forwarded to a consultant prior to mailing. After approval, a copy of all correspondence shall be forwarded to the secretary and president for filing.

C. The Executive Board members shall submit a six month report at COSP and an annual report in addition to a monthly report at the annual meeting.

D. The annual reports of the Executive Board, standing, and special committee shall be copied and distributed at the annual convention to all voting delegates with enough copies for distribution to NJLN, NJSNA and NSNA. The outgoing board is responsible for distribution of reports.

E. The Executive Board should be aware of the actions of the constituent associations (i.e. school organizations), and it is its duty to work with these associations. To form a liaison between state and school, the Executive Board members shall act in a capacity of consultant to our constituent associations.

F. Expenses will be reimbursed by NJNS for officers and directors of the Executive Board attending meetings in line with their office, provided their expenses are in line with the budget and approved by the Executive Board.

G. Archive files of the organization are located at NJSNA Headquarters, 1479 Pennington Road, Trenton, NJ 08618.

H. The Executive Board has the power to recommend matters to the new Board.

I. It is important the Executive Board keep in mind the structure of NJNS: Individual members, school organizations, NJNS, and NJSNA (the individual member is most important).

J. Officers and directors should be those who plan to remain in the area until completion of their term of office, even if they graduate before their term is up, so as to attend meetings of this association.

K. All officers and directors are reminded that they are most importantly student nurse with scholastic responsibilities.

L. Expenses:

a. The Executive Board members’ related business expenses will be paid for by the association.

b. Vouchers must be submitted within sixty days with all receipts attached. Exceptions will be made by president and treasurer.

c. Reimbursements for Board members’ meals with appropriate receipts should be for a maximum of $75/day. Meals which are purchased by Board members when food is provided by NJNS or by another organization are subject to NJNS Executive board approval for reimbursement.

d. There will be a one month grace period time limit after the completion of the transition period for past officers to submit vouchers to the new Executive Board.

M. Any board member who fails to show for an RSVP’d event that NJNS has paid for must reimburse NJNS for the price of their seat. Exceptions will be made by president and treasurer.

N. NJNS property must be returned within one month of leaving an NJNS Executive Board position or legal action may be taken. At the time of returning the items, a list must be provided and checked. The person doing the returning will be given a receipt for what they have returned.

a. Equipment must be kept for a minimum of three (3) years.

b. At the end of the three (3) year period equipment will be evaluated by the Executive Board members as being obsolete, sellable or destroyable.

c. If equipment is deemed obsolete, sellable or destroyable, the Board will approve appropriate funds for replacement if necessary.

d. If equipment is in need of updating, the Board will approve the appropriate funds for updating is necessary.

O. The Executive Board should extend an invitation to the immediate past president to be a guest at the annual convention.

P. Should the Executive Board decide to have a fundraising table at the National Convention, every board member who attends will be required to sign up for a specific time slot to help maintain the fundraising table and also be present in the audience section of the House of Delegates.

Section 3
Procedure for E-mail Vote

In order to have an email vote, a motion should have been discussed at the previous meeting or be an issue that requires immediate attention. If more than one issue is presented, each one requires a separate motion and vote.

For the purpose of the minutes the following should be documented:

♦motion proposed by (who put the motion up for a vote).

♦motion seconded by (who supported the motion).

♦discussion of the topic background information (discussion of topic).

Instructions to make a motion: someone makes a motion

a. Need a second for each separate motion. The first person to e-mail and type “second” will be the name put in the minutes.

b. If the member has questions or comments, call, or e-mail the Board before the voting date.

c. The individual making the motion shall select a deadline for all votes with a forty-eight (48) hour minimum to converse.

d. E-mail all votes to the president or the consultants to be tallied. A copy with the number of votes for yes or no will be forwarded to the secretary to be placed in the minutes.

Section 4
Responsibilities of the President

A. Receive from predecessor all files, information, and supplies with an explanation necessary for fulfilling the duties of the president (see bylaws).

B. Attend the following meetings:

i. State Nursing Convention

ii. NJSNA and NJLN board meetings

iii. Student government meetings when invited or necessary

iv. NSNA meetings and other state monthly meetings and/or state conventions

v. Council of State Presidents meetings at NSNA mid-year and annual meetings

C. Present the following reports:

i. Annual report to the NSNA convention, usually held in the spring; copies are distributed to all state presidents. The form for this report is supplied by NSNA. A copy is placed on file after the report has been presented to the Executive Board.

ii. A final oral report is to be presented at the state convention listing goals and accomplishments during the term of office and should include future recommendations.

iii. Periodic reports, either oral or written, are made to the NJSNA and NJLN consultants. The president should make every effort to keep all consultants informed on NJNS happenings.

iv. Suggestions/Recommendations:

1. Be thoroughly acquainted with an issue before presenting it. Do not make commitments in presenting an issue.

2. Refer to the consultants frequently, relying on their resourcefulness and knowledge.

3. Be a leader in the true sense of the word and not a dictator. Accept criticism and suggestions gracefully.

4. Remember that the president coordinates the activities of the Board and NJNS. It is not “his/her Executive Board”. He/She works with each Board member, being mindful that the Board is one body of which he/she is privileged to be the spokesperson. There is no rank of importance.

5. The new president should write a letter of introduction to the president of NJSNA and NJLN after the election.

6. Periodically, the president should send a letter about what is going on in the State to the school presidents in an effort to build unity and foster communications.

7. The president should make a personal effort to become acquainted with NJNS members.

8. Any written contracts to be made by the Association must be signed by the president with the discussion of at least one consultant.

Section 5
Responsibilities of the First Vice President

A. Receive from predecessor all files, information, and supplies with an explanation necessary for fulfilling the duties of the first vice president.

B. Co-Chair the annual convention with the second vice president.

i. Plan an coordinate the convention program

ii.The program is to be presented and approved by the Executive Board

C. Use NSNA Guidelines for Planning Meetings and Conventions.

Section 6
Responsibilities of the Second Vice President

A. Receive from predecessor all files, information, and supplies with an explanation necessary for fulfilling the duties of the second vice president.

B. Co-Chair the annual convention with the first vice president.

i. Plan and coordinate the convention program

ii. The program is to be presented and approved by the Executive Board

C. Chair the Bylaws/Policies Committee

i. Be familiar with Robert’s Rules of Order, Revised

ii. Send the proposed bylaws, amendments, and/or changes to all schools/colleges prior to the annual convention.

iii. Review the Policy Book annually.

D. Chair and write polices for the Scholarship Committee

Section 7
Responsibility of the Secretary

A. Receive from predecessor all files, information, and supplies with an explanation necessary for fulfilling the duties of the secretary. Also, the names, positions, and reasons for sending letters of appreciation following the annual convention which includes donors, sponsors, and speakers and any individual who provides NJNS with special service.

B. Arrange social and educational programs for NJNS mass meetings, including workshops and Council of School Participants.

C. General NJNS communication and correspondence

i. Resouces
1. radio stations
2. other state vice presidents and secretaries
3. NSNA headquarters
4. NJSNA headquarters
5. NJLN headquarters

ii. Suggested types of programs
1. Speakers for COSP
2. Banquets
3. Panel discussions

D. Update the mailing list. This list shall contain the following

i. All NJ schools of nursing/colleges, student government presidents or contact persons, deans/directors, and faculty advisors.

ii. All NJNS Executive Board members, including phone numbers

E. Keep minutes of all meetings of the Association

i. Follow and refer to an outline to maintain continuity

ii. Keep a copy of all minutes on file

iii. Send a copy of the minutes to NJLN and NJSNA (take color away!!!!)

iv. Submit a draft copy of the previous month’s minutes to the president ten days prior to the next scheduled meeting

v. Keep a copy of all Executive Board members’ monthly reports on file

vi. Record all pertinent transactions of the organization

Section 8
Responsibilities of the Treasurer

A. Receive from predecessor all files, information, and supplies with an explanation necessary for fulfilling the duties of the secretary.

B. Keep copies of all financial records

i. The money of this Association, with the exception of six (6) months’ operating expenses be kept in the checking account, shall be placed in a savings plan to collect interest in a bank designated by the Executive Board.

ii. The signatures of the treasurer, president, first vice president, and second vice president are necessary to withdraw money from the association’s savings account.

iii. Four times a year the NJSNA and/or NJLN consultant is required to check the current bank statement for the checking account against the treasurer’s records.

iv. A copy of the auditor’s reports is submitted with the treasurer’s annual report to the Executive Board at the end of the fiscal year

v. To expedite transfer of the savings and checking accounts to the new officers, the treasurer will obtain the necessary forms and have the new president, vice presidents, and treasurer sign these forms at the transition meeting. The outgoing treasurer will forward the completed forms to the appropriate bank (s) prior to turning over the financial records to the new treasurer

C. Prepare a tentative annual budget to be presented and approved by the Executive Board at the first meeting.

i. Advise the Executive Board members concerning reimbursement for necessary expenses.

ii. Update the budget as necessary with the Executive Board approval.

D. At the conclusion of a 60 day period following the receipt of a check returned for insufficient funds without reimbursement and the additional $25.00 fee imposed by NJNS, the treasurer will notify the dean/director of the school of nursing (regardless of membership in NJNS) from which the maker of the check in question is currently enrolled. This notification shall be made in the form of a certified receipt requested letter.

E. Reimbursements of all checks returned for insufficient fund and the additional returned check fee are not collect at the conclusion of the 60 day period, the Treasurer shall place this persons name and outstanding debt into the collection agency for payment to NJNS.

F. The treasurer and one (1) consultant will be responsible for the funds at convention.

G. Petty cash will be made available for the registration booth and the fundraising table.

Section 9
Responsibilities of the Pulsebeat Editor

A. Receive from predecessor all files, information, and supplies with an explanation necessary for fulfilling the duties of the Pulsebeat Editor.

B. Newsletter

i. The official name of the newsletter shall be Pulsebeat.

ii. Advertisements may be obtained, to offset the cost of publication and must be approved by the NJNS Executive Board.

iii. Distribution

1. Copies to each school

2. One to each member of NJNS, including sustaining members

3. One to each consultant

4. One to the NJLN and one to NJSNA

5. Fifteen (15) copies to the NSNA Board of Directors

iv. Purpose

1. To improve statewide communication by providing current news to all members of the Association approximately four times a year.

2. To inform the schools of various fund-raising projects.

3. To unite the student nurses of New Jersey in a common project.

4. To increase the interest and knowledge of NJNS by reaching the individual student.

5. To keep members aware of the functions and activities of the Association.

v. Suggested coverage

1. State meetings and activities

2. State and national conventions

3. State and national candidates for office

4. All recreational activities and events

5. State and national proclaimed “Nurses’ Week” activities (take highlight out)

6. Community health projects

7. Current events

C. Attend NSNA Mid-year Conference

Section 10
Responsibilities of the Membership/Nominations Director

A. Receive from predecessor all files, information, and supplies with an explanation necessary for fulfilling the duties of the Membership/Nominations Director.

B. Complete a slate of candidates to be presented at the annual convention.

C. Use NSNA Nominations Committee Procedures as a guide.

D. Recruit potential leaders for NJNS and encourage their participation at the state level.

E. Work with the secretary to compile an accurate mailing list for each contact school.

F. Assign schools to each board member to assure good communication.

G. Assist schools, where needed, to increase membership.

H. Develop membership incentive programs.

I. Receive a computer printout from NSNA to compile a list of delegates for convention, based upon membership at each school of nursing.

J. Contact NSNA six (6) weeks prior to the annual convention for a final delegate count that each school will be allowed to have as representatives.

Section 11
Responsibilities of the Community Health Director

A. Receive from predecessor all files, information, and supplies with an explanation necessary for fulfilling the duties of the Community Health Director.

B. Distribute community health project information from health organizations, such as the March of Dimes, American Heart Association, and others to all schools.

C. Monitor statewide health projects as deemed appropriate by the Executive Board and informing constituents via the website.

D. Will create a statewide community health project for presentation at convention.

Section 12
Responsibilities of the Public Relations Director

A. Receive from predecessor all files, information, and supplies with an explanation necessary for fulfilling the duties of the Public Relations Director.

B. Actively promote in the Pulsebeat and on the website all workshops, community health projects, and the annual convention to assure good attendance.

C. Promote to the public, activities of NJNS that enhance the image of nursing.

D. Maintain and update the website.

Section 13
Responsibilities of the Break Through to Nursing Director

A. Receive from predecessor all files, information, and supplies with an explanation necessary for fulfilling the duties of the Break Through to Nursing Director.

B. Actively promote and support the development of the BTN committee in school chapters.

C. Be familiar with BTN activities supported by the NSNA

D. Will establish a statewide BTN project for presentation at convention.

Section 14
Responsibilities of the Legislation Education Director

A. Receive from predecessor all files, information, and supplies with an explanation necessary for fulfilling the duties of the Legislation Education Director.

B. Become familiar with the issues and methods to support issues supported by the NSNA

C. Support the development of a Legislation Education Committee in school chapters

D. Promote a functional Legislation Alert system via email or the website.

E. Represent NJNS at INPAC meetings

F. Establish a statewide legislative project for presentation at convention.

Section 15
Responsibilities of the Resolutions Director

A. Receive from predecessor all files, information, and supplies with an explanation necessary for fulfilling the duties of the Resolutions Director.

B. Become familiar with resolutions and develop methods to support issues supported by NSNA.

C. Support the development of a Resolutions Committee in school chapters.

D.

Section 16
Responsibilities of the Fundraising Director

A. Receive from predecessor all files, information, and supplies with an explanation necessary for fulfilling the duties of the Fundraising Director.

B. Develop and implement fundraisers as deemed appropriate by the Executive Board.

C. Work with the treasurer on fundraising projects

D. Keep a record of all fundraisers throughout the year including profits and costs of each.

E. Update all NJ schools of nursing/colleges on upcoming fundraising events via the Pulsebeat and the website.

Section 17
Appointed Positions

A. Appointed positions shall be:

i. Two presidential advisors

1. The first advisor can be a past board member or school faculty member approved by the board

2. The second advisor shall have served on the Executive Board in the previous year

3. Shall be appointed by the President and maintain a one-year term that coincides with that of the President

4. Responsibilities include optional attendance at monthly board meetings and acting as a resource person

Section 18
Responsibilities of the NJNS Consultants

A. Consultants are appointed by the NJLN and the NJSNA.

B. Each consultant plays a vital role in the effective functioning of a student organization. The consultant must act as a resource person, interpreter, liaison officer, and one whose presence encourages independent thought and action.

Section 19
Contracts

A. All contracts should be put out for bid. A minimum of three (3) bids shall be reviewed. The best offer will be selected.

B. The current board should sign contracts for the location of the annual convention two (2) years in advance following the necessary procedure for signing contracts.

Section 20
Code of Professional Dress

A. Appropriate business attire is required at all functions where members of the Executive Board are representing NJNS, Inc.

APPENDIX A
Organizations Chart

APPENDIX B

National Student Nurses Association, Inc. Code of Professional Conduct

• As a member of the National Student Nurses’ Association, I pledge myself to:
• Maintain the highest standard of personal and professional conduct.
• Actively promotes and encourage the highest level of ethics within nursing education, the profession of nursing, and student nurses’ associations.
• Uphold all bylaws and regulations relating to the student nurses’ association at the chapter, state, and national levels, reserving the right to criticize rules and laws constructively, by respecting the rules and laws as long as they prevail.
• Strive for excellence in all aspects of decision-making and management at all levels of the student nurses’ association.
• Use only legal an ethical principles in all association decisions and activities.
• Ensure the proper use of all association funds.
• Serve all members of the student nurses’ association impartially, provide no special privilege to any individual member, and accept no personal compensation form another member or non-member.
• Maintain the confidentiality of privileged information entrusted or known to me by virtue of an elected or appointed position in the association.
• Refuse to engage in, or condone, discrimination on the basis of race, gender, age. Citizenship, religion, national origin, sexual orientation, or disability.
• Refrain from any form of cheating or dishonesty, and take action to report dishonorable practices to proper authorities using established channels.
• Always communicate internal and external association statements in a truthful an accurate manner by ensuring that there is integrity in the data and information used by the student nurses’ association.
• Cooperate in every reasonable and proper way with association volunteers and staff, and work with them in the advocacy of student rights and responsibilities and the advancement of the profession of nursing.
• Use every opportunity to raise awareness of the student nurses’ association’s mission, purpose, and goals at the school chapter level.
• Promote and encourage entering nursing students to join and become active in NSNA.
• Promote and encourage graduating seniors to continue their involvement by joining professional nurses’ associations upon licensure as registered nurses.

APPENDIX C
Organization’s Address List

American Nurses’ Association
8515 Georgia Avenue
Suite 400
Silver Springs, MD 20910
1-800-274-4262

New Jersey State Nurses’ Association
1479 Pennington Road
Trenton, NJ 08618-2694
609-883-5335

National Student Nurses Association, Inc.
45 Main Street
Suite 606
Brooklyn, NY 11201
718-210-0705

National League for Nursing
61 Broadway
33rd Floor
New York, NY 10006
212-812-0301

New Jersey League for Nursing
332 North Avenue
Garwood, NJ 07027
908-789-3398