Policy and Procedure Review
Chapter Meeting Agenda
OBJECTIVES:
- To develop IPAC-SWO Chapter Meeting agendas.
- To distribute IPAC-SWO Chapter Meeting agendas in a timely manner.
POLICY:
1. The IPAC-SWO Chapter Secretary, with the support of the President, President-Elect, Educational Committee Chair and Co-Chair, will develop IPAC-SWO meeting agendas and distribute them to IPAC-SWO Chapter members, at a minimum of 1 week before the meeting date.
PROCEDURE:
1. Developing an agenda:
a. Two months before the chapter meeting & educational session
The IPAC-SWO Education committee will:
• Contact/approach potential guest speakers/presenters.
• Confirm guest speakers/provide speaker package.
• Develop a schedule for the educational presentations (i.e. determine when the presenters will speak and how long the presenter will speak for, based on speaker requests/preferences).
b. One month before the chapter meeting & educational session
The IPAC-SWO Education committee chair and/or co-chair will:
• Provide guest speaker names and presentation titles to the IPAC-SWO President and Secretary.
• Provide details regarding when the presenter(s) will speak, and the time allotted for the presentation(s).
The IPAC-SWO Chapter Secretary will:
• Draft an agenda using the IPAC-SWO agenda template. The draft will include chapter updates (i.e. standing items and old and new business) and educational presentation titles/speaker names and times.
• Email a copy of the draft agenda to the IPAC-SWO Chapter president and president elect for review and approval. The education committee chair and co-chair will be cc’d on the email.
• Save a copy of the draft agenda in the IPAC-SWO google drive.
IPAC SWO Chapter President will:
• Edit the agenda and advise the IPAC-SWO Chapter Secretary of any changes needed. Note: If revisions are needed, the IPAC-SWO Chapter Secretary will make the changes within 1-2 business days and will email the revised agenda back to the IPAC-SWO President and President-elect for a second review.
• Give final approval of the agenda to the IPAC-SWO Chapter Secretary at least 1 week prior to the meeting date.
2. Distributing an agenda:
a. One to two weeks before the chapter meeting & educational session
The IPAC-SWO Chapter Secretary will:
• Email the final agenda and previous meeting minutes to the IPAC-SWO Chapter members using the IPAC-SWO Chapter Gmail account and the most current IPAC-SWO email distribution list.
• Provide instructions for dialing in and logging in to webinar meetings and/or an address of the venue for in-person meetings.
