COMMITTEE CHAIR GUIDE: AN OVERVIEWResponsibilities at a Glance

PLEASE NOTE: THESE POLICIES ARE CURRENTLY UNDER REVIEW AND WILL BE MODIFIED IN 2016. AFTER APPROVAL BY THE BOARD OF DIRECTORS, A REVISED GUIDE WILL BE SEND TO THE COMMITTEES.

Read the Committee Operations Manual

read this binder from cover to cover consult with your predecessors and read committee reports posted in the members area of the

website the version number on the bottom of each page is based on the date of binder revision the number following each form in the index is the revision date forms that can be filed out electronically are provided on the website and named exactly like their

traditional counterpart but with an “e” in front be sure you are using the listed version of all forms

Choose your Committee

follow guidelines in binder for number of committee members individuals must be a member in good standing with CBBS Prior experience on committee is not necessary – and remember, fresh ideas keep CBBS alive! Notify your committee that they may be required to submit a disclosure form if they are involved in

planning or moderating at the Annual Meeting.

Groom your Successor

Work with someone you have identified who has indicated an interest in taking over when your term is completed/finished.

be sure you communicate your wishes to the Board Liaison change in chairmanship should be every 1-3 years, when possible alternate regional, such as North and South, chairmanship when appropriate and possible DO NOT promise chairmanship to the person you have identified as your possible successor Final chair appointments will be made by the President Elect.

Submit your Articles

select committees submit two articles per year first article due by beginning of January for spring publication, posted in February second article due by beginning of July for fall publication, posted in September

Schedule your Planning Meeting

hold by beginning of July in preparation for meeting with Board during the summer if face-to-face, utilize a centrally-located airport for easy access, and low cost of travel – Every effort must be made to reduce cost for these meetings and to stay within budget. If conference call (preferred method), utilize central office to set up call for you

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Be sure to send minutes from the meeting to the Central Office (refer to forms “Speaker Information Form”. These must be on file for our continuing education accrediting agencies (Board of Nursing, DHS-LFS)

coordinate with your Board Liaison – if at all possible, this individual should be part of your Planning Meeting

Take minutes from your planning meetings and forward the minutes to the Central office. These are required by our CME provider and we must submit copies of them to the provider.

Prepare your Board Reports

three boards reports due per year (refer to form Committee Chair Report to the Board)o the fall board meeting, where you present your planning minutes, including fall regional

seminar programs for board approval and annual meeting preliminary programso the winter board meeting, where you recap seminar activity (if any), present final Annual

Meeting program for board approval, outline future needs/directions of committee; and report on any unfinished business from prior submission to board.

o Annual meeting, where you give all progress to date for this year. Remember this is your opportunity to communicate your committee’s progress, needs and wants to

be the full Board – be sure to utilize it

Communicate your Needs

Utilize your Board Liaison – this person is your direct link to the Board of Directors Utilize the Central Office – position will assist the committees with their needs – do not ever hesitate

to call for things you may need, problems you may have, information you may be seeking Remember that the Central Office and Board Liaison are only as effective as you allow-

communication is the key to making this work!

Summarize Your Year

Submit a summary of your year’s activities to Central Office prior to the annual meeting (refer to form “Committee Yearly Summary”). This will become a permanent part of the Committee Operations Manual information online – an archive of information for Committee Chairs who follow you.

Where to find forms and resources

Go to the www.cbbsweb.org website and click on the Resources tab. Click on the Committee Resources tab.

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RESPONSIBLITIES OF BOARD LIAISONBoard Member Participation and Attendance

There are many responsibilities and honors that are part of being on the Board of Directors of the California Blood Bank Society (CBBS). Attention to our mission, an interest in blood banking and being respected by your peers are a part your responsibilities as a board member.

In addition the following is a minimum standard for active participation in the CBBS board:

During the first two years of your three-year term (and/or the period of time that you are finishing out a withdrawing board member’s term) a board member must be in attendance at the four regularly scheduled board meetings at least 80% of the time.

Board members, who have “liaison” responsibilities for the committees responsible for educational programs, are to work with the chairs to be able to attend the planning meetings, either in person or on the telephone. The Board members should also work with the chairs and the committee members to ensure that the programs are within budget guidelines.

Board members must support their other committee chairs as liaison. Depending on the committee, the board member should be in contact with the chair at least once prior to each fall and winter board meeting and not just wait for the committee chair to contact them.

Board members should arrive at the board meeting having reviewed the meeting information provided prior to the meeting and prepared to participate in discussions.

When the committee program is to be presented at the Annual Meeting, the liaison must review the planning minutes for the entire Annual Meeting Program, to ensure that two (or more) strong speakers are NOT schedule at the same time.

Rarely would a board member be removed from the office for not performing as outlined above, however nominating committees should carefully look at the record of board members being considered for their second term. A board member who is deficient in meeting CBBS’ minimum standard of active participation should probably not be re-nominated. This is of course a guideline and extenuating circumstances would be a part of the decision making process.

In general, if an emailed is addressed to you, you are expected to respond (unless otherwise directed). If you are copied on an email, it is for your information only.

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RESPONSIBILITIES OF CENTRAL OFFICE

The primary function of the Central Office is to assist the committee chairs and the Board of Directors, mail dues notices, and keep records for the CBBS. To you, the Committee Chair, this means the Central Office will assist you with the following:

Update the committee operations manual in a timely manner prior to the Annual Meeting, and have it posted on the website for incoming committee chairs

Assist in writing and mailing of letters to committee members, if needed Send faxes to committee members, if needed Assist in securing a site for planning meeting, if needed Prompt you for board reports in a timely manner Send Thank You notes to authors of CBBS Today articles Prompt you for planning meeting minutes in a timely manner, to include full seminar

and/or annual meeting session your committee has planned for ultimate approval Send letters to speakers, outlining items needed by the Central Office for record-keeping

purposes, as well as confirming their talk, the time, the date Work with you for seminar brochure Mail and/or email seminar flyers and/or announcements 8 weeks prior to seminar date Prepare all documentation needed to host a seminar, including but not limited to:

Sign-in sheets for CLSs, RNs, MDs and non-CEU attendees Presentation of disclosures Evaluation forms On-sight registration forms Name badges Certificate of Attendance documents for registered attendees Copy of speaker CV’s for moderator, if requested Promotional material for CBBS

Pay honorarium and expenses for seminars and annual meeting to speakers – sent with a thank you letter from CBBS

Mail completed Continuing Education certificated to attendees who have met the requirements

Prepare the Summary of Evaluations from the Seminar evaluation forms. File documentation required for CEUs. Receive submitted Institutional Membership applications and present to Board for

approval. Perform other duties as requested by the Chair

This is an outline based on previous experience. Please remember that the Central Office serves you, the Committee Chair, and can help make this experience a positive on for you. Do not hesitate to call if you need assistance!

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COMMITTEE STRUCTURES

The Bylaws and/or Policies and Procedures define the makeup of the Committees within CBBS, as well as defining the handling of any ad-hoc committees.

The following is the intended structure of the committees:

Composition of Committees The President shall appoint the Chair of all committees during his/her term as President-

Elect, with the exception of the CE chair who is appointed to the 2-year term. The President-Elect should consult the current Committee Chair prior to the third regular meeting of the Board for recommendations regarding future Committee Chairs.

The Finance Committee shall consist of the President-Elect, the Treasurer, and at least one individual Member who shall be the Chair.

The Awards Committee shall be a continuing committee of three individual Members with three year staggered terms. In the year 1981 the appointees shall draw lots for terms of one, two and three years. Each ensuing year, the President shall appoint one new member for a term of three years. The chair shall be the member who is in the last year of his/her term.

The Nominating Committee shall be composed of the three most immediate past Presidents and one of the most recently retired Directors to be selected by the Board. The immediate Past President shall be the Chair.

The Chair of the Clinical Laboratory Scientist Committee shall be a member of the Scientific Committee.

The CME/CE Committee shall include at least one member from each planning committee.

Co-Chairs

All or any committee could have a co-chair in addition to the chair. While a co-chair does not automatically mean that individual would take over the

committee at the end of the chair’s term, it does allow for stronger support, and a sharing of the workload, within the committee structure.

Board Reports

The Chair of the Committee shall submit a report of the Committee activities for review at the regularly scheduled Board meetings. These reports should be sent electronically.

Board report at the 4th Board of Directors meeting is given in person whenever possible.

Committee Expenditures

Planning meetings shall be carefully planned so that the necessary business can be completed in one day.

Meetings shall be held via teleconference, videoconference or at a location convenient to all the members; the Chair shall certify expenses of the members attending the meeting to the Central Office. In the event that these do not fall within the guidelines of the

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budget approved by the Board, the matter shall be referred back to the Board for decision.

Necessary fund request forms and vouchers shall be supplied to each Chair by the Central Office.

The charges for the committees are as follows.

- Administrative- Apheresis/Nursing- Donor Resources- Clinical Laboratory Scientists- Quality, Safety & Compliance

These committees shall:

Provide educational programs and/or support to the membership in conjunction with other committees.

Distribute announcements for Seminars broadly to pertinent audiences such as hospitals and blood centers, HLA Laboratories and Bone Marrow Transplant departments.

Scientific – This committee shall:

Provide educational programs and/or support to the membership in conjunction with other committees.

To select a speaker and topic two years in advance for the Suzanne Ledin Memorial Lecture and the Herbert Perkins and George Garratty Lectureship and Award at the annual meeting and submit nomination to the board for approval at the fall board meeting.

Awards – This committee shall:

Select individuals to nominate for the following awards prior to the winter board meeting (the committee has the option to not nominate an individual if they do not feel a qualified individual can be identified at the time of selection):

OWEN F. THOMAS, M.D. UPTON-HEMPHILL

Upon approval of the Board, the President shall notify the individual of their nomination for this award by letter and a personal phone call.

Upon direction of the Board, select nominations for other awards the Board may deem appropriate as a one-time acknowledgement.

Bylaws – This committee shall:

Reviews the Bylaws for possible changes; Hear suggestions of Members regarding the Bylaws and possible changes; Be aware of the actions of the corporation, the Board of Directors, or any of the members for

any violation of the Bylaws and point out such violations; Report suggestions regarding Bylaws to the Board for possible submission to the Membership.

Commercial Exhibits – This committee shall:

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Solicit participation at the Annual Meeting of firms supplying materials and equipment used in blood banking;

Oversee the area of display for adequacy of space requirements and such additional services as the vendor/partners may require;

Make every possible effort to provide a happy atmosphere for the exhibitors, express appreciation to the firms during and after the meeting.

Work with the Website and E-network committee for corporate support Work with the Chairs for support of the regional seminars Perform an audit of the website to ensure that all vendor/partners are listed appropriately that

all committee information is correct and that all links are up-to-date. This is performed shortly after the Annual Meeting to ensure that the most current Board of Directors and Committee Chairs are listed.

Continuing Education – This committee shall:

Collaborate with CBBS Central Office and Committee Chairs to ensure that educational programs and articles in CBBS Today meet applicable physician, nursing, ABHI and Clinical Laboratory Scientists’ continuing education accreditation requirements.

Oversee accrediting agency applications, surveys and program inspections.

Emergency Preparedness – This committee shall:

Plan and coordinate activities of CBBS Institutional Members in the event of a local, regional, or national blood emergency;

Act in cooperation with the California Emergency Medical Services Authority in the event of any such emergency;

Hold periodic exercises to test their communication response system.

Finance – This committee shall:

Review the financial actions of CBBS Present a budget for the next fiscal year at the Board of Directors meeting prior to the Annual

Meeting. Recommend dues and fees; Advise the Board regarding the safe keeping of accumulated funds; Warn the Board of any discrepancies, violations, or untoward action in the use of CBBS funds; Provide a format for committee budget requests in the “board Action Requested” area of your

board report. Suggest means for revenue enhancement.

Membership – This committee shall:

Actively campaign for new members and for retention of present members; Send information to potential new members regarding the advantages of membership and the

obligations of membership; Refer appropriate applications to the Board of Directors for action. All Membership applications are sent to the Central Office for enrollment in the records, for

notifications of acceptance and for billing purposes.

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Nominating – This committee shall:

Carefully select nominees for the vacancies on the Board, with due regard to maintenance of vocational and geographical balance. Nominees selected by this committee must be:

o a current individual Member in CBBS,o willing and able to attend all of the meetings of the Board for the ensuing three years,o Willing to perform assigned tasks and to give due concern for the needs of CBBS.

Notify each selection, pending approval of the Board, so that his/her name can be presented for election at the Annual Meeting;

o That his/her expenses shall be paid to meetings of the Board;o That he/she must attend the first meeting of the Board immediately following the

Annual Meeting;o And that he/she must acknowledge and accept these requirements.

Select a nominee for the office of President-Elect who has had previous experience on the Board.

o The term of a Director who is elected as a President-Elect during a second term shall be automatically extended to end three years from time of such election.

o In the event that the selection is one who is not a present member of the Board, the nomination must be included with the nominations as a Director, with a three-year term.

Publications – This committee shall:

Publish to the membership through the Central Office. CBBS Today at least twice yearly containing articles of interest to the members. Annual Meeting Program guide.

Website and e-Network – This committee shall:

This committee shall support applicable internet and e-network technologies to support the interests and education of the membership.

Ad-Hoc Committees

The President may recommend to the Board the creation of an Ad Hoc Committee to further special interests of CBBS. The committee membership, the goals and objectives are subject to Board approval.

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GENERAL COMMITTEE POLICIES

Refer to “schedule of CBBS Activities” SheetFor deadlines applicable in this section.

Term of Office

Chairpersons are selected by President-Elect to serve a one-year term of office, with the exception of the CE Committee, which is a 2-year term. A second and/or third year may be encouraged for some committees, but is not required.

It is critical that chairpersons groom one or more committee members as candidates for future chairs. This not only provides the Chair with assistance, it also promotes continuity of committee programs.

Selection of Committee Members

Selection of committee members is at the chairperson’s discretion. See page 7 of this section for recommended size of committee (not including committee chair).

The Central Office provides names of members that have expressed interest in serving on a committee.

To serve on a committee, a person must be an individual Member of the California Blood Bank Society as of March 1 of the current year. The Central Office can provide this information. Members should not serve on more than two committees at the same time.

Committee members should be selected with regard to geographic balance and consideration of a balance of professional disciplines and representative institutions.

Committee members are required to complete a “CBBS Committee Self-Evaluation” each spring following the Annual Meeting.

Submit a list of your committee members, their mailing and email addresses and phone and fax numbers to the Central Office by the indicated due date.

Board Liaison

A Board Liaison is assigned to each committee to offer direction, review committee correspondence and represent the committee activities to the Board. A list of Board Liaison responsibilities is included in section ll that should help guide you in your relations with that individual.

All interactions with the Board are channeled through the Board Liaison. Committee Chairs must keep Board Liaisons informed of all activities.

Written Correspondence

The Chairperson shall review all correspondence prior to dissemination with the Board Liaison and then send final copies to the President, Board Liaison and the Central Office.

Provision of financial support from Corporations may be solicited only with interaction of the Board liaison. All donations must be forwarded to the Central Office for Board approval and signature.

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o When a Corporation is/are noted on signage, it is the policy of the CBBS to have ultimate control of the content of the talk, not the Corporation.

In order to standardize the format, all surveys, announcements or other member mailings must be reviewed by the Board prior to being distributed. This should be coordinated through the Board Liaison and/or the Central Office.

Reports to Board of Directors

Submit written reports of committee activities to the Board of Directors through the Board of liaison for reviews at three Board Meetings (see sample “Report to CBBS Board of Directors”).

It is the Committee Chairperson’s responsibility to send a copy of the report to your Board Liaison, as well as the Central Office.

It is the liaison’s responsibility to review the planning minutes and proposed program of other committees making presentations at the Annual Meeting in order to NOT have two or more strong speakers on at the same time.

Reports are due approximately 15 days in advance of the Board meetings. Refer to the Schedule of CBBS Activities for due dates for this report.

Budget

The Finance Committee will prepare a tentative budget for each committee, based on previous years’ expenses and activities in April. Revenue generated from the Annual Meeting is based on registration information and not actual attendance.

The fee structure for members, non-members and first-time members is set by the Board of Directors.

Keep in contact with the Central Office and Board Liaison to monitor registration. If registration does not indicate 50% expected participation, it may be necessary to cancel the seminar.

Expenses and Honorarium

All expenses submitted for payment must be authorized by the Board of Directors as outlined in the “Honorarium and Expense Reimbursement Policy” (see section IX) and be documented by receipts.

Individual Members’ expenses for CBBS business may be reimbursed as authorized by the Board. This business is considered a planning meeting to determine committee goals for the upcoming year, or a special meeting authorized by the Board of Directors. However, expenses incurred by Individual Members in the performance of business at the Annual Meeting are not considered reimbursable expenses.

All requests for reimbursements should be submitted, with receipts, to the Central Office on an “Expense Reimbursement Form”. In the case of committee members, their Committee Chairperson should approve this form before being sent to the Central Office.

Nonmember speakers at the Annual meeting and/or educational seminars may submit an “Expense Reimbursement Form”. With receipts, for those expenses authorized by the Board.

The Board of Directors meets in August/September, in January/February and in April/May. When planning requests for additional funds, please keep this in mind.

Continuing Education Credits-Regional Seminars and Annual Meeting

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The CBBS Central Office handles all Continuing Education Credit paperwork and speaker correspondence regarding requirements for CE accreditation.

Each committee is responsible for submitting the “Template for Regional Seminars & Annual Meeting” form, to the Central Office complete with objectives and needs assessments.

For regional seminars, additional requested documentation includes a “Speaker Information” form for each speaker.

For the Annual Meeting, additional requested documentation includes “Speaker Information” form for each speaker.

This information must be forwarded by the Central Office, complete with all documentation requested, to the Continuing Education Committee Chair for validation and assignment of CEU’s to be awarded.

Failure to receive this documentation in a timely manner could result in CEU’s being assigned incorrectly, and/or not receiving agency accreditation.

Please contact the Central Office or the Continuing Education Committee Chair if you have any questions.

Nursing CEU’s can be offered for any seminar that meets State requirements prior to the seminar date.

Clinical Laboratory Scientist CEU’s can be offered for seminars meeting State requirements for medical/technical/clinical education. In addition to the documentation requested above, the following materials are necessary to qualify the seminar for CEU’s and must be sent to the Central Office for permanent files.

Copy of planning meeting minutes. Planning minutes should reflect why a particular topic was selected, i.e. what need does the topic address, and how that need was assessed, e.g. request from previous evaluations, professional opinion regarding what is new or changing, new regulatory requirements, review of common AABB citations, review of FDA letters of warning, etc. Please note that this is a very important part of the documentation for renewal of CE accreditation

Clearly stated, measurable, program and speaker objectives.

Planning Meetings

Onsite at the Annual Meeting, one planning meeting may be held by each committee. These meetings may be held as a breakfast or luncheon meeting at an Annual Meeting following the Annual Meeting at a specific location (coordinated by the Central Office), Additional meetings should be held on a conference call or webinar or other effective method.

All committee members and the Board Liaison are expected to participate in the meeting, which should be scheduled by the Chairperson to occur by the beginning of July.

Begin each meeting with a review of the CBBS “Conflict of Interest Policy” (see section IX). Each committee is expected to accomplish the following objectives at its planning meeting:

Development of Regional Seminar program (if applicable). Refer to “Guidelines for Planning Regional Seminars” section.

Development of Annual Meeting program (if applicable). Refer to “Annual Meeting Program Guidelines” section.

Document the basis for selection of topics and speakers Make assignments for committee members to contact appropriate speakers.

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Develop timelines for contacting proposed speakers, and for contacting alternate speakers. Speakers should not be contacted until program is approved by the Board of Directors.

Determine locations and dates for the meetings. Make every attempt to hold the meetings in a member’s facilities in order to reduce expenses. Be sure to fill out any paperwork required by the selected location.

Review budget forms, and ensure that the expenses of the speakers will not exceed the budgeted expenses. Speakers may be asked if their institute will help with expenses.

Review the budget, fee schedule (set by board and finance committee), the proposed program, and realistic expectations of attendance. Additional methods of income may be considered, such as grants or help from vendors.

Assignment of responsibility for securing CBBS Today articles for next year’s spring issue and next year’s fall issue.

After the meeting, the committee chairperson should promptly submit proposed program dates and content to the Central Office using forms listed above in “Continuing Education Credits-Regional Seminars and Annual Meeting”. The Central Office will notify other committee chairs to promote sharing of speakers (where appropriate) and complementary programs, as well as to avoid topic duplication and date conflicts.

All regional seminar dates must be coordinated through the Central Office before becoming finalized.

Publications – CBBS Today and Annual Meeting Program

Refer to “Schedule of Activities” for deadlines. Most Committees are expected to contribute to CBBS Today. A “Call for Information” form is

sent by the Publications Chairperson to the Committee Chairs. Each Chair is responsible for finding an author, and returning the completed form to the Publications Chair.

It is suggested that both the fall and spring authors for CBBS Today be identified at the planning meeting.

Committee Operations Manual

Each committee chair is responsible for suggesting changes to the committee operations manual Copies of programs, planning meeting minutes, committee list, any other meetings and all board

reports are posted in the Committee section of the website.

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RECOMMENDED COMMITTEE SIZE

The Board of Directors has set guidelines for the number of committee members for each committee. Due to the diverse nature of each committee, the numbers were based on the needs of the committee and the goals they are trying to accomplish. Although these are ideal numbers, the number of members is dependent upon the Committee Chair with the understanding that expenses will be covered within the Committee budget.

Committee Number of Members

Administrative 5 - 7Apheresis/Nursing 5 - 7Awards See bylawsBylaws 2 - 4Commercial Exhibits 2 - 4Continuing Medical Education/ Continuing Education (CME/CE)

5 - 7

Donor Resources 5 - 7Finance 2 - 4Clinical Laboratory Scientist 5 - 7Membership 2 - 4Nominations See bylawsPublications 3 - 4Quality, Safety & Compliance 5 - 7Scientific 10 - 12Emergency Preparedness 3 - 4

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CBBS GENERAL COMMITTEE MEMBER GUIDELINES

Committee members are expected to help the committee chair to accomplish their charge. The following is guidance for the expectations of the committee members.

Responsibilities

Members are chosen for their expertise in the specialized areas of the committee. All members are expected to participate in the committee planning meeting or business

meetings are appropriate. The members will also suggest speakers, and act as contacts for speakers. The members will assist in the preparations for the execution of the Regional Seminars or

Annual Meeting as applicable to their committee. Members may be called upon to write an article for CBBS Today. Members may be required to sign a disclosure form.

Regional Seminar Members

Act as site coordinators- to assist on the day of seminar with Registration Records of attendance for CEUs Food and Beverage arrangements

Moderate the program May be contacted to assist with the Annual Program

Annual Meeting Members

Act as Moderators Sign a disclosure form and return it to the Central Office in a timely manner. Assist as needed with CEUs Assist with panel discussions – as needed Provide speaker assistance – as needed

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PRIVACY POLICY

This section is currently under review and is subject to revision.

Purpose

CBBS has a strong commitment to protecting the privacy and security of all member information.

Website

The California Blood Bank Society (CBBS) is committed to safeguarding the privacy and security of our website users. Our goal is to provide you with an internet experience that delivers the information and resources that are most relevant and helpful to you. This Web site (CBBSweb.org) and affiliate sites (CBBSToday.org, CBBSAnnualMeeting.org, CBBSRegionalSeminars.org, CBBSOnline.org) are owned and operated by the CBBS. This policy discloses the privacy practices for the websites listed above. If you have any questions about this Privacy Policy, contact

CBBS Central Office:

6939 Sunrise Blvd., Ste. 119

Citrus Heights, CA 95610

E-mail: info@cbbsweb.org

Personally Identifiable Information supplied to CBBS via our Websites

Our online membership registration process requires a valid email address and a unique User ID and password, and at least one postal mailing address. Membership data (including contact information and committee participation) is maintained on all of our members using hosted MySQL databases. This data can be accessed only by other current CBBS members through the password-protected, members-only area of the website. This directory is not made available to the general public. Members who wish to opt out of being included in the directory may do so by accessing their member profile online.

If you choose to join our Members Interactive Groups or Online Connections in the Members area of the website, you may receive emails from other users if you opt to allow them to send you emails. You may change your preference at any time by going to User Control Panels.

Both CBBS members and non-member users of the websites may be asked to enter personally identifiable information (such as name, phone number, mailing address, e-mail address)) in order to perform certain functions such as registering for meetings, submitting abstracts, and requesting additional information. By using our websites, you agree that we may provide any or all such information to third parties, such as payment processors, in order to complete your transaction (e.g., to confirm an order, resolve billing issues).

Unless you give CBBS permission, the personally identifiable information you provide will be known only to you and to CBBS. CBBS will always ask you before providing this information to anyone else. If others want this information, including your name or your email address, CBBS will provide it only if you give us permission to do so. You should remember that whenever you voluntarily disclose personal information

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online, at this or any other site, such as message boards, through email, discussion groups or in chat areas, your information can be collected and used by others.

“Cookies”

Visitors should be aware that non- personal information and data is currently collected by the CBBS web site through the use of “cookies”. Cookies are small text files a website uses to recognize repeat visitors. We use cookies to record session information such items that users add to their shopping cart, record user-specific information on what pages users access or visit, record past activity at a site in order to provide better service when visitors return to our site, customize Web page content based on visitors’ browser type or other information that the visitor sends, and to enable access to specific areas on the web site. We use both session and persistent cookies when you access our website or content. Session cookies expire and no longer have any effect when you log out of your account or close your browser. Persistent cookies remain on your browser until you erase them or they expire. You are free to decline our cookies if your browser or browser add-on permits, but doing so will interfere with your use of our websites. The help section of most browsers or browser add-ons provides instructions on blocking, deleting or disabling cookies.

Gathering of Information

Each time a visitor accesses the CBBS Web site, we automatically collect some information to improve the overall quality of the online experience using a website analytics program. Examples of information we collect include, but are not limited to: operating system in use, browser type, internet service provider (ISP), referring/exit pages, pages visited, and items downloaded, date/time stamp, number of clicks, and search queries.

Information we gather on our websites is stored within controlled databases (hosted by us and by a third party on our behalf). As effective as the reasonable security measure implemented by us and our service providers may be, no security system is impenetrable. We cannot guarantee the security of any of our service providers’ systems and databases nor can we guarantee that information supplied will not be intercepted while being transmitted over the internet. You are solely responsible for maintaining the secrecy of any passwords you set up and/or any account information.

The information we collect may be used to create an aggregate demographic profile of our user base so that we can improve content and services and provide aggregate information to potential sponsors (no individual information is provided to any third-[arty without your consent), to customize the content and/or layout of our email messages or pages for each individual visitor, to notify you about updates to our website and services, to send you our opt-in e-mail newsletter(s), to provide you with products and/or services for which you signed-up or registered, which may include sending service disruption notices or other service- or product-related information via email, and is not shared with other organizations for commercial purposes without your consent. Upon request, we will provide you with the information (e.g., email address, name, etc.) that we maintain about you.

Credit Card Information

CBBS online payment processing is currently handled by PayPal. PayPal automatically encrypts your confidential information using an SSL protocol with an encryption key length of 168 bits (the highest level commercially available). When registering or logging in to PayPal’s site, PayPal verifies that your

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internet browser is running Secure Sockets Layer 3.0 (SSL) or higher. Once user information is entered into PayPal’s processing, it resides on their server that is heavily guarded both physically and electronically. PayPal servers sit behind an electronic firewall that are not directly connected to the internet, so private information is available only to authorized computers. PayPal is responsible for all credit card and financial institution information you submit online. This information is NOT transmitted to or maintained by CBBS.

PayPal also offers a comprehensive section on Privacy, Prevention, and Identity Theft Protection at https://www.paypal.com/al/webapps/mpp/security/buy-index. PayPal’s Privacy Policy may be accessed at https://www.paypal.com/al/cgi-bin/marketingweb?cmd+p/gen/ua/policy_privacy-outside.

E-Network Forum Discussions

The new e-Network Forum will publish in April 2016. It will include a new Moderator Guide, as well as a Submission Guide.

In questions or responses for general distribution, the individual submitting each item will not be identified, unless he/she so wishes. Emails from the persons granting permission to use their attribution may be maintained on the moderators’ computers. As a condition to utilizing the website and e-Network Forum, users agree to waive any claims related to such inadvertent loss of attribution permission information.

It is understood that if a request is received by CBBS to directly contact an author of a question or comment, the moderator(s) may contact the author and it is the decision of him/her to contact the requestor. However, there may be some situations where we simply cannot keep this promise – if required by a valid subpoena, CBBS may be required to turn over personal information about users and authors.

Links to Other Sites

Our web site contains links to other Web sites, site that may be maintained by organizations that are not affiliates of CBBS, and whose privacy policies we do not control. Once you leave our sites, any information you provide at another site will be governed by the privacy policy of that site you are visiting. We encourage you to use caution when visiting these sites and that you view the privacy policy posted on each site to confirm that the site’s policies are acceptable to you.

Newsletter E-mail Lists Privacy Policy

CBBS email lists are hosted on our server. When you subscribe to one or more of our email lists, you agree to receive newsletters, press releases, and/or educational meeting information. We use your email address, and any other information you give us until you ask us to stop (by using the ‘unsubscribe’ link at the bottom of each email communication.

We will never use your email address or other information to provide you with any unsolicited messages or information, nor will we share it with or sell, rent or lease it to any third party for such use.

To report any abuse or violations of this Email List Privacy Policy, please send email to webmaster@cbbsweb.org and attach an unedited copy of the email message that you feel was sent to

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you in error or without your permission. Include all header information so that CBBS can trace origin of the message. Also include any notes or other information that you feel are pertinent.

E-mail List Information Collection

For each visitor that signs up for our email list, we collect only the information that is supplied in the request to subscribe. Our web servers may collect the domain name or IP address of visitors to our web page(s). Unless otherwise stated on our website, we collect the email addresses of those who communicate with us via email and information volunteered by you such as but not limited to list sign up information, survey information, and/or membership registrations. We also may collect clickstream information.

Security

We strive to maintain appropriate security measures in our respective physical facilities to protect against the loss, misuse or alteration of information that we have collected from you for being part of our email list. Although we take reasonable measures to secure our data, we cannot guarantee that the measures taken are or will remain adequate. One of the best ways to protect yourself online is by making sure your browser is up-to-date. Your browser must protect data with 128-bit encryption and should offer anti-phishing functionality. Please not that we do not support Internet Explorer version 6 or less.

An important note about email security:

1. NEVER respond to any request, or click on ANY links or attachments in emails that “appear” to be from PayPal or any other financial institution stating that you urgently need to “update your account to avoid termination” or that “your account is in jeopardy” or similar. These typically have generic greeting, such as “Dear Valued ‘Financial Institution Name’ Member”, suggest a sense of urgency that you must “respond ASAP”, and contain fake links that even may contain the words of the financial institution in them. These are called “spoofs” or “phishing scams” which actually link to fraudulent sites.

2. PayPal and/or CBBS will NEVER send emails asking you for credit or debit card numbers, bank account numbers, driver’s license numbers, email addresses, passwords or your full name.

3. ALWAYS log in to PayPal by opening a new web browser and typing in the following http://www.paypal.com/. One should never log in to PayPal or any other financial institution website from a link in an email.

Changes to Privacy Policy

From time to time, we may use customer information for new, unanticipated uses not previously disclose in this Privacy Policy notice. If our information practices change at some time in the future, we will post the policy changes to this Privacy Policy page to notify you of these changes and provide you with the ability to opt out of our list. If you are concerned about how your information is used, you should check back at this Privacy policy page periodically.

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The e-Network Forum is supported in part by the California Blood Bank Society (CBBS) and the American Red Cross Blood Services (ARCBS) and endorses collegial discussion among blood banking and transfusion medicine professionals. However, neither the CBBS nor the ARCBS in any way endorse the specific views and opinions expressed in the forum. The forum is not intended as a substitute for medical or legal advice and the content should not be relied upon for any medical or legal purposes. Readers should make their own determinations as to: (I) what constitutes appropriate medical, technical, and administrative practices, and (ii) how best to comply with laws and regulations relevant to their questions. For the latter, they should consider consulting, at to any medical matters, a qualified physician, and, as to any legal matters, am attorney familiar with related state and federal laws. The user of the forum, by accessing same, assumes all risks arising out of such use and releases CBBS and their respective members, directors, officers and agents from and against any loss damage, claim or liability arising out of such use of the Forum.

This Assessment Policy is part of continuing education and will be incorporated into that section.

ASSESSMENT POLICY

Policy

The California Blood Bank Society provides high quality educations programs that are approved for Continuing Education credits. Upon request, state or continuing education accrediting agencies may conduct an inspection of the CBBS continuing education programs under their regulatory authority. This policy describes the guidelines for managing these inspections, providing documents to assessors, and managing the findings of assessors. CBBS believes that these inspections serve the public interest in maintaining the high quality of the CBBS educations offerings to promote the CBBS Mission.

CBBS recognizes the responsibility of state or accrediting agencies to:

Evaluate the compliance of the educational offerings with regulatory or accreditation requirements during normal hours of operation

Take simples of articles produced for the educational offering Copy records associated with the educational offering

CBBS volunteers and staff cooperate with duly authorized representatives of these agencies and maintain a professional and courteous demeanor with them at all times before, during, and after an inspection.

Inspections are defined, for purposes of this policy, as any visit from an outside agency with the stated purpose of assessing, verifying, auditing, or inspecting CBBS and its education offerings.

To Whom This Policy Applies

This policy applies to all CBBS staff and volunteers who may interact with the inspectors or representatives from other agencies that may assess CBBS CE programs.

CBBS President and Board of Directors (BOD) and Central Office Manager Continuing Medical Education / Continuing Education Committee members Others who may be asked to respond to or provide documents to inspectors. CBBS Directors or staff who manages results of inspections

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Preparing for an Inspection

If notice is received of a pending assessment, the CBBS President is responsible for ensuring that CBBS is prepared

The CBBS President will appoint a person or persons to be the Inspection Coordinator for the inspection

Opening an Inspection

An inspection is opened with the arrival of the inspector. The Inspection Coordinator will identify the credentials of the inspectors.

Facilitating an Inspection

The Inspection Coordinator stays with the inspector when possible and monitors progress The Inspection Coordinator responds to any requests made by the inspector or directs others, as

appropriate, to respond to the request. The Inspection Coordinator may prepare daily notes of the inspection for the file and to share

with the BOD.

Closing an Inspection

The investigator shall notify the Inspection Coordinator that the inspection is finished and ready to close.

The Inspection Coordinator shall make every attempt to meet with the inspector prior to their departure for a verbal report of any findings. Other CBBS representatives may be invited to attend the closing session if there is one scheduled.

The inspection Coordinator shall receive any written report at the closing of the inspection.

Managing Post-Inspection Activities

The Inspection Coordinator will forward any written report to the BOD for their information. Any reports will be reviewed at the next scheduled BOD meeting.

The Inspection Coordinator shall make at least 3 attempts, one in writing, to request a written report prior to closing an inspection.

If a formal response is indicated, the CBBS President or the BOD liaison is responsible for working with the Continuing Medical Education / Continuing Education committee for any actions necessary.

Record Retention

All notes, inspection reports, and responses are to be retained in the CBBS Office for 7 years.

Expense Reimbursement

Some inspectors, by statue or rule, are allowed to attend educational sessions at no charge. This will be accommodated with adequate notice.

Some associations may require a site visit to initiate accreditation activities. Expenses that could be incurred by this visit must be evaluated by the BOD.

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CBBS does not offer hotel, travel, meals or any item that could be construed as unduly influencing the results of an inspection.

CBBS will not award continuing education credits to inspectors unless registration fees are paid in order to avoid potential conflict of interest.

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RECORD RETENTION POLICY

Policy

The California Blood Bank Society maintains business records in a secure environment for at least the following periods based on the recommendation from our accountants, Hammel, Beal & Lauer, and PC. Electronic records are continuously backed-p offsite. At the end of the longest storage period for a box of files, records are shredded in batches.

Do Not Discard

- Historical CBBS documents- Audit Reports of accountants- Contracts and leases still in effect- Correspondence on legal and other important matters- End-of-year financial statements- Current insurance records- Journals- Board of Directors Minutes- Tax returns and worksheets- Training Manuals

Records Kept Seven Years

- QuickBooks Files- Expired contracts- Invoices to customers- Membership applications- Meeting registrations- CE and CME Records

Records Kept For Four Years

- Bank Statements

Records Kept For Three Years

- General correspondence - Expired insurance policies- Internal audit reports

Records Kept Two Years

- Bank reconciliations- Correspondence- Duplicate deposit slips

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GUIDELINES FOR PLANNING REGIONAL SEMINARS

Scheduling Seminars

Spring seminars must be held 4 weeks before the Annual Meeting, with later seminars held in the opposite end of the state from the Annual Meeting, to avoid competition for attendance with the Annual Meeting.

Dates for all seminars must be coordinated through the Central Office to avoid program conflicts. It is helpful to contact the Central Office prior to your Planning Meeting to determine which dates have already been taken. Immediately after your Planning Meeting, notify the Central Office of the tentative date and location you have chosen for you seminar.

Check to make sure there is no conflict with other programs being offered at that time, including those sponsored by other organizations.

The Central Office will attempt to have your seminar details published in the AABB News Briefs Calendar of Events (however, AABB requires at least three months’ notice).

The committee is responsible for securing the speakers, and providing the Central Office with the program, as well as all arrangements for the meeting site and food service. The Central Office will handle all the CE requirements with the speakers and forward forms to the Continuing Education Committee. Seminar details must be submitted to the Central Office at least 90 days in advance of the first scheduled seminar in order to facilitate the development, production and mailing of fliers to the membership.

If parallel speakers are scheduled for two or more locations without audio or video conferencing, request that the speakers coordinate talks.

Speaker Coordination

The Chair must submit to Central Office completed “Template for Regional Seminars & Annual Meeting” form, and a “Speaker Information” form for each speaker. (Refer to Section VII of this document for guidance in writing needs assessments and objectives.)

The Central Office will correspond with the speakers Provide a written confirmation of all scheduled presentations, and stat objectives. Confirm date, time and location of presentation. Request C.V., presentation titles, summaries, and other program-related information. Request Faculty Disclosure Information Speaker reimbursement for travel, etc.

Registration Fees/General Policies

The board sets fees with advice from the finance committee. Refunds for regional seminars: a full refund will be given if written notice is received by the Central Office more than 7 days prior to the seminar date; if within seven days, a $20 administrative fee will be retained by CBBS.

Complimentary attendance at seminars is offered to one host and on host-helper and/or AV specialist.

A late fee of $10.00 will be charged for regional seminar registrations not submitted online.

Brochures/Fliers

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A standardized brochure/flier format must be used for CBBS seminars. A template of this format is maintained in the central office.

Supply the Central Office with the following information at least 90 days prior to the seminar date:

Completed “Template for Regional Seminars & Annual Meeting” form Completed “Speaker Information” form for each speaker Map or directions to site(s) Any provision of financial support from Corporations (approved by Board), (Central

Office sends “Commercial Support Disclosure”) Seating limitations, if any Lunch/parking, if provided

This information will be incorporated into the standardized format, then distributed by the Central Office.

Unless there is limited seating, on-site registrations are permitted.

Pre-Registration Procedures

As pre-registration applications are received, the Central Office records the information, handles the registration funds, and prepares name badges. Also, programs, evaluation forms, certificates of attendance, and sign-in sheets are prepared. CEU certificates will be available to attendees who fulfill the requirements within 6 weeks of the seminar.

The Central Office will “Express Mail” the following to the Committee Chair or Seminar Coordinator scheduled to arrive two days prior to the seminar:

An alphabetical list of pre-registrants Name badges for pre-registrants; extra name badges for walk-ins Programs Evaluation Forms Sign-in Sheets to be signed by all attendees Expense reimbursement forms for Speakers List of Speakers with conflict of interest, and summary of those conflicts Receipt book CBBS Complaint Policy Certificates of Attendance Other items, as requested

Post-Seminar Procedures

Coordinate with the Central Office to ensure thank you letters are sent to speakers. After the seminar, forward the following to Central Office as soon as possible:

All evaluations All sign-in sheets Copies of receipts; any monies collected; on-site registration forms Expense reimbursements and honorariums to be paid Copy of program and documentation of deviations from the published program

Central Office will summarize program evaluations. The Central Office will forward copies of the summary to Committee Chairs and Board Liaisons, and any speakers that have requested it.

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Summaries will be posted on the website and reviewed at the next regularly scheduled Board Meeting.

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RESPONSIBILITIES/GUIDELINES OF THE CBBS SITE COORDINATOR

Site Location

Considerations for choosing site should include optimal accessibility to large number of participants (50-100):

Location: Easy to find. Obtain map for CBBS flyer showing primary freeway access, main streets, etc. Ease of parking (nominal/no fee) If fee for parking, try to obtain discount, or obtain special parking passes Complete any paperwork required by the facility

Seating and Audio-Visual: Classroom style is best with access for writing. Find out what AV equipment is available or if it needs to be brought in. The committee

chair must approve in advance any AV or additional fees for these seminars. Food and Beverage:

Does facility require on-site food and beverage service? What is cost/person? Can we bring in outside caterer if too expensive?

Include morning coffee, juice, rolls Lunch: box lunch with beverage is probably best Afternoon break: beverages

Check with CBBS Central Office for acceptable price. If too expensive, consider outside catering. Once information is known, please contact Chair and update status. Contact arrangements can

be made through CBBS Central Office. Contact CBBS Central Office for more information.

Pre-registration Material

The site coordinator is responsible for receiving the following materials from the Central Office

(See Section IX “Seminar Supple Checklist”):

List of pre-registrants, badges, sign-in sheets Evaluation forms Extra registration forms for walk-ins Copy of list of speakers, with titles, etc., and list of Speaker disclosures CBBS Complaint Policy & Form Handouts Receipt Book

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GUIDELINES FOR CBBS SPEAKER CONTACT

During the program committee meeting, members are selected to contact specific speakers. The following is an outline of the responsibilities of the person assigned to contact speakers. Speakers should not be contacted until the program has been approved by the Board of Directors.

Purpose

The speaker contact person is responsible for the initial contact with the speaker and will explain to the prospective speaker:

The objectives for the program The objectives of the specific presentation, and material the committee wishes to be

discussed. A brief review of the policies for speaker reimbursement That upon agreement to speak, the contact person must complete the speaker

information form, with all pertinent information to assist in the Central Office being able to contact the speaker.

That the central office will send to the speaker all of the required information electronically.

Regional Seminar Objectives

Each committee has a charge of performing a needs assessment within that discipline to determine what the members are seeking in the way of continuing education. (Refer to Section VII of this document for guidance in writing needs assessments and objectives.) Once that determination is made and documented,

Speakers are selected to achieve the goals of the program. Consideration should be made to coordinate the north/south speakers, ensuring that the

presentations are similar in both regions. Attempt to secure local (north for north, south for south) speakers whenever possible.

Annual Meeting Objectives

The Annual Meetings offers sessions for specific disciplines and the needs assessment becomes critical in determining what topics to present. (Refer to Section VII of this document for guidance in writing needs assessments and objectives.)

Speakers are selected by the committees to achieve the goals of the program Some speakers are selected over others so they can be available for more than one of the

educational sessions. Review anticipated expenses of the speakers while setting up the whole meeting. Defer to the

budget or ask the liaison for assistance from the board if there are discrepancies of the cost of the speakers and the budget.

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Contact Speaker after BOD Approval of the Program

Provide the above information and confirm whether the speaker will accept the request. If the primary speaker cannot accept, contact the secondary choice (or contact the committee member who is assigned to contact the second choice speaker).

Confirm the following speaker information (See Section IX “Speaker Information” form): Speaker’s full name as they would like it to appear on the program flyer. Degrees, specialties listed after their name (i.e., MT (ASCP) SBB, MBA, CQA (ASQ), etc.) Position at their facility (i.e., Director of Quality Assurance) Affiliation (facility) name, address, city and state (This is especially important for Central

Office) Speakers phone number, fax number and email address

Provide the speaker with a proposed title or subject of the presentation and request they develop their own title.

Inform the speaker of the assigned length of the presentation Inform the speaker of the date, time and location of presentation Inform the speaker of the objectives of the talk they have agreed to present

Chair and Central Office

Upon securing a speaker, inform the chair of the confirmation and forward completed “Speaker Information” to the Chair and the Central Office.

The chair will complete the program with the confirmed speakers, and inform the Central Office and Continuing Education Chair of the confirmed speakers and the program.

The Central Office will discuss travel reimbursement with the speaker and arrange for disclosure forms to be signed and a CV or Resume provided for Continuing Education records.

Communicate any problems to the board liaison. Prior to the scheduled seminar (within a month), the chair or contact person will confirm with

the speaker that everything is on track, and will answer questions as they occur. Committee Chair coordinates with the Central Office to ensure thank you letters are sent to the

speakers following the seminar/annual meeting.

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GENERAL GUIDELINES

FOR

ANNUAL MEETING PROGRAM

Annual Meeting Objectives

The Annual Meeting offers sessions for specific disciplines and the needs assessment becomes critical in determining what topics to present. (Refer to Section VII of this document for guidance in writing needs assessments and objectives.)

Speakers are selected by the committees to achieve the goals of the program Some speakers are selected over other so they can be available for more than one of the

educational sessions. Review anticipated expenses of the speakers while setting up the whole meeting. Defer to the

budget or ask the liaison for assistance from the board if there are discrepancies of the cost of the speakers and the budget.

Speaker Selection

The individual committees make preliminary contact with speakers after program approval by the Board of Directors.

Committee Chairs should review section VII Needs Assessment to determine session topics. Committees that share sessions must coordinate session allocation and speaker selection. Planning meetings should be completed by the end of August to insure that topics and speakers

can be included in the Spring issue of CBBS Today Joint Session Keynote and/or Closing Speaker(s) are scheduled at the discretion of the Board of

Directors and will be selected by the President and/or Board of Directors.

Annual Meeting Site Selection

The Board of Directors makes all arrangements for the meeting site. Each committee is required to notify the Central Office regarding room set up and audiovisual

requirements. Request from individual speakers will be accommodated of time, space and budget allow.

Scheduling of Speakers

When scheduling the Annual Meeting program, lunch and coffee breaks will be consistent for all sessions.

Consideration should be given to have individual speakers of different sessions have the same timing so meeting participant can move between tracks.

The Board of Directors determines the main template for the Annual Meeting Program.

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Speaker Coordination

The Chair must submit to Central Office the completed “Template for Regional Seminars and Annual Meeting”, and “Speaker Information Sheets” indicating Speaker’s name, title, address, phone number, fax number, email address, date, time, and title of presentation, as well as several measurable objectives speaker hopes to impart to participants. This must be received in a timely manner to allow the liaison to ensure that two (or more) strong speakers do not present at the same time and allow the Central Office to communicate with them at least in advance of the program and meeting deadlines.

Caution should be exercised by Committee Chairs as other Committees may select similar topics. Board of Directors or the Central Office will notify Committee Chairs of speaker and or topic conflicts between Committee allocated sessions.

Central Office – The Central Office will correspond with the speakers after the committee member has done the preliminary contact and submitted a “Speaker Information Sheet”.

Provide written confirmation of all scheduled presentations, and re-state objectives. Confirm date, time and room location of presentation. Provide information about hotel accommodations and reimbursement policy. Request c.v.’s, synopsis, handouts, copies of PowerPoint presentations, and other program-

related information, including authorization to tape presentation(s) Request Faculty Disclosure Information Submit appropriate information for CE credits.

Annual Meeting Follow-Up

Speakers should be instructed to return their “Expense Reimbursement Form” to the Central Office within 60 days for payment.

Reimbursement and brief thank you notes will be sent directly from the Central Office. Central office will summarize all evaluation forms, and submit a summary of each session to the

appropriate Chairs and have the summary posted on the website. Summaries will be reviewed and the next regularly scheduled Board of Directors’ Meeting. All CEU’s will be mailed from the Central Office within 60 days following the Annual Meeting.

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GUIDELINES FOR CBBS SPEAKER CONTACT

During the program committee meeting, members are selected to contact specific speakers. The following is an outline of the responsibilities of the person assigned to contact speakers. Speakers should not be contacted until the program has been approved by the Board of Directors.

Purpose

The speaker contact person is responsible for the initial contact with the speaker and will explain to the prospective speaker:

The objectives for the program The objectives of the specific presentation, and material the committee wishes to be

discussed. A brief review of the policies for speaker reimbursement. That upon agreement to speak, the contact person must complete the speaker

information form, with all pertinent information to assist in the Central Office being able to contact the speaker.

That the central office will send to the speaker all of the required information electronically.

Regional Seminar Objectives

Each committee has a charge of performing a needs assessment within that discipline to determine what the members are seeking in the way of continuing education. (Refer to Section VII of this document for guidance in writing needs assessments and objectives.) Once that determination is made and documented,

Speakers are selected to achieve the goals of the program. Consideration should be made to coordinate the north/south speakers, ensuring that the

presentations are similar in both regions. Attempt to secure local (north for north, south for south) speakers whenever possible.

Annual Meeting Objectives

The Annual Meeting offers sessions for specific disciplines and the needs assessment becomes critical in determining what topics to present. (Refer to Section VII of this document for guidance in writing needs assessments and objectives.)

Speakers are selected by the committees to achieve the goals of the program Some speakers are selected over others so they can be available for more than one of the

educational sessions. Review anticipated expenses of the speakers while setting up the whole meeting. Defer to the

budget or ask the liaison for assistance from the board if there are discrepancies of the cost of the speakers and the budget.

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Contact Speaker after BOD Approval of the Program

Provide the information and confirm whether the speaker will accept the request. If the primary speaker cannot accept, contact the secondary choice (or contact the committee member who is assigned to contact the second choice speaker).

Confirm the following speaker information (see Section IX “Speaker Information” form): Speaker’s full name as they would like it to appear on the program flyer. Degrees, specialties listed after their name (i.e., MT (ACSP) SBB, MBA, CQA (ASQ), etc.) Position at their facility (i.e., Director of Quality Assurance) Affiliation (facility) name, address, city and state (This is especially important for Central

Office) Speakers phone number, fax number and email address

Provide the speaker with a proposed title or subject of the presentation and request they develop their own title.

Inform the speaker of the assigned length of presentation Inform the speaker of the date, time and location of presentation Inform the speaker of the objectives of the talk they have agreed to present

Chair and Central Office

Upon securing a speaker, inform the chair of the confirmation and forward completed “Speaker Information” to the Chair and the Central Office.

The chair will complete the program with the confirmed speakers, and inform the Central Office and Continuing Education Chair of the confirmed speakers and the program.

The Central Office will discuss travel reimbursement with the speaker and arrange for disclosure forms to be signed and a CV or Resume provided for Continuing Education records.

Communicate any problems to the board liaison. Prior to the scheduled seminar (within a month), the chair or contact person will confirm with

the speaker that everything is on track, and will answer questions as they occur. Committee Chair coordinates with the Central Office to ensure thank you letters are sent to the

speakers following the seminar/annual meeting.

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MODERATOR GUIDELINES FOR THE ANNUAL MEETING

Selection of Moderators

Moderators are selected by the specific Program Committees. There should normally be two moderators for every session. Ideally, one of the moderators should be the Committee member that made the initial

contact with the speaker. The two moderators will coordinate responsibilities of announcing speakers, ensuring

proper AV set-up, and keeping the session on time.

Prior to the beginning of the session

Introduce yourself to your fellow moderator and discuss how you will share the duties. To help with your introductions, Speaker CVs are available in the Meeting Office during the

hours that the registration desk is open. Review the moderator packet on the podium. It contains information that should be announced

to the audience including faculty disclosures. Acquaint yourself with the equipment and room set-up. It is the responsibility of the moderator

to become familiar prior to the session that they are moderating. Check to ensure the equipment and materials are available and properly operating (microphone,

pointer, screen, projector, and speaker light on podium, room light dimmers, water on podium and light box timer if in use).

PowerPoint presentations should be pre-loaded on the laptop in the room. If the next speaker is using PowerPoint, open their presentation (“Slide Show”, “View Show”) before they reach the podium.

Introduce yourself to each speaker prior to the session if possible: Confirm name pronunciation, professional title, affiliation, and title of talk. Caution: The speaker’s organization and title may have changed since the information

was initially submitted. Ask if there are any changes you should know about or mention. Inquire whether the speaker needs assistance with slides, overheads, etc.

If applicable, explain the light box timer system to the speakers- the yellow light is a warning, and the red light means they are out of time. Ideally, the light box should be visible only to the speaker and moderator and not the audience.

The Light Box – 30-minute presentations, speakers have a 3-minute warning during their 25-minute talk followed by a 5 min Q&A which has a 1-min warning.

For 45-minute presentations, depending on the speaker, there is a 3-minute. For the 45-minute presentations with two speakers, each speaker gets 18 min with a 3-min. The moderator should stand up and walk to the podium when the yellow light is ready to turn

red. Do not automatically reset the timer for the Q&A session because some speakers see the green

light again and feel that their time is not up and they can continue. Let the red light continue to flash; adjustments can be made to the timer during the Q&A session as necessary.

To clear the current talk and get ready for the next, press RESET.

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Announcement at the start of your session

1 to 2 minutes prior to the beginning of the session try to get people to their seats.Start your session on time.

If you wait for everyone to sit and quiet down, your session will run over or you will feel like you have to rush the speakers.

Even though it seems as if people are not listening, still speak as if they are. Welcome participants – give the name of the session (i.e., “Scientific Program”). Make requested announcements from moderator packet. We have provided an actual script you

can read at the beginning and/or end of the session. If you feel best reading it, please do so. If you can concisely cover the highlights that works just as well. Absolutely include asking people to turn pagers and cell phones off or to silent setting and announce disclosure information.

Have the room door closed prior to the beginning of the session.

Introduction of speakers

Introduce each speaker. When introducing a speaker, be consistent and introduce each speaker by name, her or his title, affiliation, and title of the talk.

Do not elaborate on one speaker and not on another. Try to balance the introductions.

Dealing with Speakers going overtime

If the speaker goes over and less than 3 minutes are left for questions, one suggestion is ascending the stairs to the stage, and indicate to the speaker and audience that time is running out. Limit the Q&A session to 1 or 2 questions only or as many time permits; ask the speaker if he or she will be available during the break to answer more questions and apprise the audience.

An important role for the moderator is to ensure each speaker stays within the time frame allotted. It is imperative that the moderator keep the sessions on time.

The importance of finishing on time

People move in and out of various sessions, and expect talks to begin promptly, but never early. The exhibitors become upset when break times are either abbreviated or pushed back. Speakers who do not stay within the time frame inconvenience all subsequent speakers in the

session

Announcements to make at break time

Remind participants of importance of completing evaluation forms. Encourage all to visit exhibit area. Announce when the program will reconvene.

Announcements to make at the end of the session

If a morning session, announce the time the session will reconvene in the afternoon. If an afternoon session, announce any special events that evening with their location and time

they commence. If applicable, remind participants to complete and turn in evaluation forms at the registration

desk.

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Thank the speakers and participants for attending.

Miscellaneous information

During the question and answer session, ask questioners to state their name and institution when they come to the microphone.

If someone asks a question without using the microphone, ask the speaker to repeat the question for the audience.

Do not allow one individual to monopolize the microphone when other people are standing in line to ask questions.

Should a speaker finish early, time may be added on to the Q&A. Do not start the next talk, however, until the time scheduled on the program.

Moderators should have questions for the speaker ready should the audience initially not have questions. Questions can normally be coordinated with the speaker prior to the meeting.

If you see that no one’s has questions from the audience and time is available for questions, Use your prepared questions for the speaker. This may be what is needed to “get the ball rolling” for the audience to ask questions.

If there is a problem with AV, lights, sound or temperature, one Moderator should stay in the room, the other should seek help from the on-site expert.

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GENERAL GUIDELINES FOR PUBLICATIONS OF CBBS TODAY

Each committee listed below is expected to submit two articles per year for CBBS Today.

Administrative Apheresis/Nursing Clinical Laboratory Scientist Donor Resources Emergency Preparedness Quality, Safety and Compliance Scientific Website & E-Network (Spring only)

In addition, the following Board of Directors officers are expected to submit the following for the fall issue:

Outgoing Secretary – summary of the Annual Meeting Outgoing Treasurer – Treasurer’s Report as presented at the Business Meeting

The President will submit a message to be published in each issue and on the website.

The following is a guideline on how to achieve that goal.

Select Topic

Committee will secure an author for an article for the spring and fall issues of CBBS Today. See General Deadline outline at the beginning of this document.

The topic is either assigned during committee planning meeting, or a committee member is given free rein to choose the topic and author.

The article must have value to the blood bank and transfusion medicine professional in some manner in order to provide CEUs for eligible members.

The outgoing chair will select a topic and author for the next fall issue of CBBS Today.

Identify the Author

Once the author is identified, make sure the following items are submitted:

CV from each author of a written article At least 3 measurable objectives (refer to section V11 for guidance in writing objectives) Three True/False or multiple choice questions (with correct answer provided) submitted by the

author along with the article Logo for the author’s facility

Provide Author Information to Publications Chair

Notify the Publications Chair of the author and a means to contact that person. The Publications Chair will facilitate all communication with the author once identification has been made.

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Continuing Education SOP Guidelines

The guidelines laid out within the Continuing Education SOP section must be followed in order to qualify for continuing education credits. Objectives and questions are submitted to the CE Committee for approval prior to publication.

Deadline for return of completed test

The deadline for return of completed tests to the Central Office is 3 months from publication date.

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CBBS TODAY PUBLICATIONS-

REQUIREMENTS OF SUBMISSION

The committee is responsible for three publications:

CBBS Today Fall Issue – next FY – this issue should have been planned prior to the Annual Meeting.

CBBS Today Spring Issue CBBS Annual Meeting Program

It is important that the publications are produced within budget and on time so as to prevent excess cost.

Most Committee chairs are responsible for providing authors for at least two articles each year: one article for each of the fall and spring issues of CBBS Today. Refer to the “Call for Information” (CFI) form for information required and general guidelines for submission of articles. Refer to the following tables for information on responsibilities and approximate timelines for each publication:

FALL ISSUE

Description of Content Responsibility of (committee or individual)Membership application WebmasterMission Statement WebmasterPresident’s Message (picture too) PresidentBoard of Directors List WebmasterCommittee Chairs List WebmasterInstitutional Members List WebmasterCorporate Exhibitor List WebmasterAnnual Meeting Vendor Support Thank you for last meeting. Also location/dates for next annual meeting

Central Office in conjunction with Commercial Exhibits chair

Winter Seminar Info Central OfficeAdvertisements WebmasterTreasurer’s Report CBBS TreasurerSummary of the Annual Meeting including Business Meeting

CBBS Secretary

Request for names for Awards AwardsVarious Articles All committeesEducational Fund Information including list of contributors for last fiscal year and scholarships awarded (not including awardees’ name)

Central Office

List of contributors Publications

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SPRING ISSUE

Description of Content Responsibility of (committee or individual)Annual Meeting Registration Form WebmasterMembership Application WebmasterMission Statement WebmasterPresident’s Message (picture too) PresidentBoard of Director’s List WebmasterCommittee Chairs List WebmasterInstitutional Members List WebmasterCorporate Exhibitor List WebmasterAnnual Meeting Vendor Support Thank you for last meeting. Also location/dates of next annual meeting

Central Office in conjunction with the Commercial Exhibits chair

Advertisements Central Office in conjunction with PublicationsLedin and Perkins Award Announcements Central Office in conjunction with Scientific

CommitteeNominations to Board of Directors NominationsProposed Amendments to Bylaws Bylaws

Description of Content Responsibility of (committee or individual)Upcoming Annual Meeting General Information

Registration Info Exhibits (days/times) CE Credit Info Hotel/Transportation Info Social/Business Meetings (days/times)

Webmaster Commercial Exhibits Continuing Education Central Office Central Office

Annual Meeting Preliminary Publications in conjunction with the Central Office

Spring Seminar Info Central OfficeVarious Articles All committeesCBBS E-Network forum selected topic Web Site and E-NetworkEducational Fund Information including list of contributors Fiscal YTD and scholarships awarded (not including awardees’ name)

Central Office

List of Contributors Publications

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ANNUAL MEETING PROGRAM

Description of Content Responsibility of (committee or individual)Annual Meeting Welcome President with assistance from Host InstitutionMission Statement Central OfficeBoard of Directors List Central OfficeCommittee Chairs List Central OfficeCommittee Members List Central OfficeInstitutional Members List Central OfficeAdvertisements Central OfficeFuture Meeting Info Central OfficeAcknowledgements and General thank you to all volunteers

Central Office

Corporate Exhibitors List Commercial Exhibits and Central OfficeNominations to Board of Directors NominationsProposed Amendments to Bylaws BylawsAnnual Meeting General Information

On-site Registration Info (days/times/locations)

Exhibits (days/times/locations) Message Center Info Refreshments Info

Central Office

Social Functions/Business Meetings (days/times/locations)

Central Office

Instructions for Obtaining CE Credits Central Office and Continuing EducationAwards Presentations (picture & short bio for each recipient)

List of previous Award Winners Owen F. Thomas, MD Upton-Hemphill

Awards

Suzanne Ledin Lectureship & Award Central OfficePerkins and Garratty Memorial Lectureship Award

Central Office

CBBS Past Presidents Central OfficeAnnual Meeting Program (including moderators) Central Office, Publications, and committee chairsProgram Participants List Committee Chairs in conjunction with Central

OfficeVendor Partner List

Name, phone #, web address, description Booth location

Central Office and Commercial Exhibits

Map of Meeting Space

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CBBS STANDARD OPERATION PROCEDURE

CONTINUING EDUCATION ACCREDITATION

CE Mission Statement Goal

The Continuing Education mission of CBBS is the education of its members and other persons involved in the procurement, processing, distribution and administration of human blood, its components, derivatives, and related tissue, so that the public may best be served. Our goal is to promote blood procurement, transfusion safety, and good transfusion medicine practice through objective, high quality continuing education activities that are responsive to the needs of the membership and the transfusion medicine community.

Scope

CBBS bylaws define the education philosophy and directives of the organization. CBBS planning committees, controlled directly by the CBBS Board of Directors, identify the educational needs of the membership, develop measurable learning objectives, coordinate program planning, select appropriate teaching methods, and evaluate program effectiveness. The CBBS Continuing Education Committee collaborates with planning committees to ensure that CME/CEU accreditation requirements are met.

Audience

Activities are targeted to physicians, Clinical Laboratory Scientists, nurses, and healthcare professionals in transfusion medicine and related fields.

Activities

Current transfusion medicine knowledge, techniques, experience and data are shared at CBBS Annual Meetings and at regional seminars through didactic sessions, panel and small group discussions, and question/answer sessions. Self-directed learning and access to expert opinion are available through the semi-annual publication CBBS Today and the informational website www.cbbsweb.org.

Responsibilities

President

Acts as Chief Executive Officer with the general power and duties of management usually vested in the office of President of a corporation.

Has (subject to the control of the Board of Directors) general supervision, direction and control over the CBBS business and officers.

Nominates Committee Chairs based on their experience and ability to carry out committee directives and charges.

Provides committees with a written charge of responsibilities.

Board of Directors

Provide the management and resources to effectively fulfill CBBS’ continuing education mission. Approve Committee Chair nominees and serve as committee liaisons. Review committee programs and requests at Board of Directors meetings and offer directions as

needed.

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Assess the extent to which CBBS achieves it educational mission.

Program Committee Chairs

Responsible for carrying out committee directives. Select committee members for their expertise and ability to plan quality education programs. Coordinate and implement program plans with the help of committee members and the Central

Office. Ensure that CE requirements are met and that appropriate documentation is sent to the Central

Office for filing.

Program Committees

Plan programs as directed. Assess the education needs of their constituency. Select appropriate program objectives, topics and speakers. Determine appropriate teaching methods and/or program format. Assist Committee Chair with program implementation and evaluation. (Refer to Section VII of this document for guidance in writing needs assessments and objectives.) Keeps abreast of CE accreditation regulations and advises the Board and planning committees

accordingly. Reviews programs to confirm that CE regulations are followed, that content is appropriate for

target audience, and that an appropriate number of CEUs are offered, then indicates approval of program via return email.

Reworks submitted objectives to make them compliant with requirements Audits program documentation files in the Central Office for completeness. Responsible for CE

accrediting agency applications, surveys and inspections.

Central Office

Provides management support: assists committees with program brochures, mail-outs, registration materials, handouts and evaluations.

Maintains committee and program CE files. Maintains list of program attendees and forwards these lists to CE agencies as requested. Directs communications from CE agencies to the CE committee or the Board as appropriate. Assists the CE Committee with agency applications, surveys and inspections.

CE Accrediting Agencies

Physician continuing medical education accreditation

For 2016, American Red Cross Biomedical Services is providing CME for the CBBS Annual Meeting. Address/Contact Location:

Pamela Schneider or Natoshia BenvenutiContinuing Medical EducationUC Davis Health System3560 Business Drive-Suite 130Sacramento, CA 95820

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(916)734-5393Fax: (916)734-0709Pamela.schneider@ucdmc.ucdavis.edu or natoshia.benvenuti@ucdmc.ucdavis.edu

CME credits are offered for the Annual Meeting through joint sponsorship by the University of California, Davis Health System Office of Continuing Medical Education.

Self-Assessment Module for American Board of Pathology Maintenance of Certification

Address/Contact Information:The American Board of PathologyOne Urban Centre, Suite 6904830 West Kennedy BoulevardTampa, Florida 33609-2571

CBBS has ABP approval to provide SAMS credits which must be approved for Category 1 CME, and the description of the SAM must include the ACGME competencies addressed by the module. All SAMS must include an examination (post-test).

On an annual basis, CBBS will submit to the ABP a list of approved programs for presentation and method of delivery for the upcoming year.

Nursing continuing education accreditation:

Address/Contact location:Department of Consumer AffairsBoard of Registered NursingPO Box 944210Sacramento, California 94244-2100916/322-3350

CBBS can offer 1 CE unit for every 50-60 minutes of education activity that is relevant to the scope of nursing practice within transfusion, medicine, including the medical, technical, scientific and administrative aspects of donor and patient care.

The following wording must be used to identify education activities offering CEUs:“Provider approved by the California Board of Registered Nursing, Provider Number MEP1351 for up to <> hours of continuing education.”

ABHI

Address/Contact Location:Beth CrowleyABHI Association ManagerAmerican Board of Histocompatibility and ImmunogeneticsP.O. Box 19173Lenexa, KS 66285-9173913/895-4652Fax: 913/895-4652BCrowley@goamp.com

ABHI credit may be offered for the Annual Meeting through the American Board of Histocompatibility and Immunogenetics with CBBS Board of Directors approval.

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ABHI determines the number of credit based on their review of program topics. ABHI approved topics include: Serology, Histocompatibility, Immunology, Immunohematology, Molecular genetics, Supervision/administration, and other (transplantation, quality control, donor requirements, etc.)

The application (available online www.ashi-hla.org/abhi) should be submitted 60-90 days prior to the program date as the approval process takes at least 30 days. Required post-program documents will be forwarded to ABHI by the Central Office.

Clinical Laboratory Scientists and CPT1 continuing education accreditation:

Address/Contact Location:California Department of Public HealthLaboratory Field Services Branch Office of Continuing Education 850 Marina Bay Parkway, Bldg. P, 1st FloorRichmond, California 94804-6403510/620-3834

CBBS can offer 1 contact hour for every 50-60 minutes of education activity that is consistent with the scope of practice of clinical laboratory science and may include relevant activities in education, supervision and management.

Subject matter should relate to the medical, technical, scientific, administrative and regulatory aspects of Transfusion Medicine. Refer to California Laboratory Field Services document Attachment III: Scope of Clinical Laboratory Science for details and definitions.

The following wording should be used to identify education activities offering CLS contact hours: “This program is approved by California Laboratory Field Services for up to <> contact hours of continuing education (Provider Number 0034).”

Every December, the Central Office must send to Laboratory Field Services a listing of the courses, course numbers, dates, locations, and CE hours. (Note: course number format is 2-digit committee number + date (YYMMDD). AM = number of meeting; CLS Seminar = 01; NADA Seminar = 11, QSC Seminar = 02; CBBS Today = 06; CBS = 10).

Essential Requirements for All CE Approved Programs

Educational needs

Must be assessed and this process must be documented in planning meeting minutes.

Document the process and sources used to identify CE needs. Include sources beyond one’s own perception of need including participant surveys, literature

searches, consensus of experts, etc. State the overall needs identified by the above process and why the final program topic is

selected. Refer to Section VII of this document for guidance in writing needs assessments and objectives.

Objectives

Programs must have clearly stated education objectives:

Define what the participant will be able to do as a result of the program.

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Describe the content and/or expected learning outcomes using measurable behavior in terms of knowledge, skills and/or attitudes.

Make the objectives known to prospective participants in the advertising brochure and conference materials.

Subject matter

Must be relevant to the target audience, as required by the accrediting agencies listed above

Identify the audience for whom the activity is designed. List any special background requirements that prospective participants may need, if

appropriate.

Instructors/speakers

Must be competent in subject matter by education, training, or experience. A current CV must be on file for all speakers.

Speakers and commercial supporters

All must sign “Conflict of Interest/Disclosure Forms.” Commercial support is allowed provided the following conditions are met:

CBBS shall control the planning, content, and execution of the program and make sure it is free of commercial bias.

The Board liaison must be aware of the commercial support and/or conflict of interest and approve the relationship.

Potential or actual conflicts of interest must be disclosed to the audience in program materials, such as brochures, hand-outs, posters, and also in post-meeting publications.

Commercial promotional materials should not be displayed or distributed in the same room immediately before, during or immediately after an educational activity, nor should commercial representatives engage in sales activities in the program room.

Refer to ACCME Standards for Commercial Support of Continuing Medical Education for detailed information.

Teaching methods

Must be consistent with the objectives of the program.

Design and implement activities responsive to the knowledge level, experience and preferred learning style of the prospective participants.

Make the content and methods known to prospective participants.

Program time

Only actual learning or instruction time can be counted for CE contract hours.

Time allotted for registration, evaluation, breaks or meals does not apply. Plan program times so that the CME/CEU# is a whole number or half (i.e. 6.0 or 6.5, not 6.35) To calculate CME hours: Total “learning” time / 60 minutes

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Contact hours

Participants must sign in at the beginning of the program and turn in a completed evaluation form at the end of the program in order to receive full CE contact hours and certificate.

Participant’s signature on the evaluation form certifies eligibility for all of the credits claimed.

Certificate

Participants will be given a “Certificate of Continuing Education” after completion of the program which specifies the provider and the number of CE contact hours or CME Category I credit.

These certificates must be signed by an authorized delegate of CBBS:o Central Office Manager,o A designated committee member,o A member of the Continuing Education Committee,o Or the CBBS Board President.

The name and license number of the individual attending will be typed in as part of the certificate.

Evaluation

Committees shall evaluate the effectiveness of their programs, summarize this information for Board review and use it when planning future programs.

Evaluations should include the extent to which educational objectives were met, the quality of the program or learning process, and participant perception of effectiveness (see Section IX “Evaluation” and “Evaluation Summary”).

Use evaluation methods appropriate and consistent with the educational activity. These may be tests based on program objectives or surveys of participant satisfaction.

Complaints

Participant complaints or negative comments may be directed to program organizers, the Central Office, or documented on program evaluation forms. A Complaint Policy & Procedure is in place for members to log a formal complaint which will then be addressed by the committee chairperson and the Board of Directors, as appropriate. A written response will be sent to the complainant.

Program Records

All program records, including any formal complaints, must be maintained at least six (6) calendar years in the Central Office.

The Central Office annually will summarize for the CE Committee its record keeping practices, including storage facilities and data back-up, to ensure proper maintenance and storage of critical program documents.

The CE Committee will perform an annual survey of maintained records by requesting from the Central Office a paper or electronic copy of a minimum of three records from CBBS program files. The CE Committee will determine the records to be requested, evaluate the submitted documents, and report their findings to the Board.

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Committee Guidelines for CE Approval

Prior to the Planning Meeting

Review the following:

Committee Operations Manual sections on conflict of interest/disclosure policies, general committee guidelines, seminar and Annual Meeting guidelines, the SOP on continuing education accreditation, and forms.

Past program and participant evaluations and suggestions. Colleague suggestions for topics and speakers.

Planning Meeting

The following should be documented in the planning meeting minutes:

Planning meeting date, location, attendees, and agenda items. A “needs-assessment statement” indicating how education needs was evaluated and how the

proposed program meets these needs. (Refer to Section VII of this document for guidance in writing needs assessments and objectives.)

Program details including date, location, title and subject matter, proposed speakers, target audience, schedule, expected instructional format or teaching methods, primary education, objective(s) for the program in clear, measurable terms, the method for program evaluation, and the number of CE contact hours to be offered.

Recommended Guidelines

See section V above, entitled “Essential Requirements for All CE Approved Programs.” Use the CBBS standardized brochure, evaluation form and CE certificates. Keep program within the predetermined time schedule when planning programs for the Annual

Meeting. Arrange sufficient time, space, and door monitors to accommodate participant sign-in at the

start of the program. Emphasize the importance of turning in a completed evaluation form at the end of the program. Work closely with the Central Office or CE Committee to ensure that program documentation is

complete.

Documentation to be filed at the Central Office

Committee files

List of committee members Committee reports to the Board Minutes from all planning meetings Program files

Program files

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Advertising brochure with registration form – specify title, date, location, content (subjects/speakers), target audience, education objective(s), teaching method(s), CE credits offered with provider wording

Faculty Curriculum Vitaes Signed Conflict of Interest/Disclosure Forms All hand-out materials provided Sign-in/attendance lists Completed evaluations and an evaluation summary Copy of the Certificate of Continuing Education Complaints as applicable

Resource Materials

CBBS Registration Form CBBS Sign-in/attendance lists CBBS Evaluation Form CBBS CE Certificate

References

1. IMQ/CMA CME Accreditation Standards” A Guide to Continuing Medical Education in California , July 2005 Issue

2. ACCME Essentials, Guidelines, and Standards for Accreditation of Sponsors of Continuing Medical Education (includes the Standards for commercial support of continuing medical education)

3. California Board of Registered Nurses CE Documents, Department of Consumer Affairs4. California Laboratory Field Services CE Documents: California Code of Regulations, Title 17,

Chapter 2, Subchapter 1, Group 2, Article 2.5, Section 1038-1038.75. California Laboratory Field Services Document: Attachment III – Scope of Clinical Laboratory

Science

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HOW TO WRITE CLEARLY STATED, MEASURABLE OBJECTIVES

Objectives (or competencies) are statements that describe what the participant should be able to do at the end of the presentation, seminar or workshop. Objectives are written using action verbs that identify specific measurable and observable behaviors. They help form a framework for the program, organize the presentation, and give participants an indication of what they will gain from attending. Objectives should be written in the following format:

At the completion of the workshop the participant will be able to (for example):

Describe the principle of flow cytometry. Develop a protocol for testing cardiac makers Identify factors that contribute to transfusion errors. Analyze quality control data in the microbiology laboratory List the causes of microcytosis

The following are examples of verbs that are acceptable when writing objectives:

Analyze, apply, calculate, choose, classify, compare, compose, conclude, construct, contrast, correlate, create, define, describe, determine, develop, discriminate, discuss, distinguish, evaluate, explain, formulate, identify, interpret, list, modify, organize, outline, plan, prepare, recite, record, recognize, relate, resolve, select, separate, solve, state, summarize, synthesize, use, write.

The following phrases and verbs are not measurable or observable and should not be used when writing objectives.

Learn, know, understand, gain knowledge, become familiar with, acquire understanding, demonstrate knowledge, have an increased ability, increase skills, be aware of, appreciate

What exactly are clear, measurable instructional objectives? Before we talk about what objectives are, let us first talk about what objectives are not.

Objectives are not course descriptions, course contents, or educational goals. Objectives are not good intentions about what the continuing education course hopes to accomplish. Objectives are not word of mouth aims for the course. Objectives are definitely not merely proposals to offer continuing educational programs.

Qualities of Measurable Objectives

So, what then are clearly stated and measurable educational objectives?

Good objectives should:

Be obtainable, Cover only one issue or learning aim, Be written, Express results to be attained in quantity, quality, time or cost, Be directly related to the program, Be as short, clear, concise and understandable as possible, Be positive statement of what is to be learned,

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Be realistic; resources must be available to accomplish the objective.

An objective, according to Robert F. Mager, (Preparing Instructional Objectives, 2nd Ed., 1974, Fearon Publishers, Belmont, CA) is a description of a performance you want the learner to be able to exhibit before you consider the instruction to be complete.

To be useful, an objective must be clearly stated to succeed in communicating an instructional intent to the learner. To evaluate the effectiveness of communicating the objective to the learner, it must be measurable.

Components of Educational Objectives

According to Mager’s definition, objectives should specify in measurable terms a future condition that is the desired result of the educational program. Objectives should be understandable, measurable, achievable, and feasible. Program objectives must be clearly stated and include at least three components. The first component is performance: an acceptable outcome level (amount of change that is expected). Performance provides the primary direction of what the learner is desired to learn. There should only be one performance per objective.

The second component is a quantitative indication of effectiveness (the achievement of results or benefits). The criteria are associated with a verb or verb form to show action has occurred. The criteria define the time, accuracy, and precision desired.

The third component is condition: the target group, the circumstances under which the objectives will be performed.

Clearly Stated Objectives

To avoid vagueness and include the three components of an instructional objective review your own objectives to see if they include each of the following:

To (action verb)Specify result (performance)Conditions Criteria

Initiates the performanceWhat is to be performedSituations under which performance will be assessedHow good performance has to be to meet objective

You can observe and evaluate these actions:

Action verbs can include such words as:

Maintain

Reduce

Increase

Identify

List

Define

Prepare

Discriminate between

Write

Sort

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Compare

Demonstrate

Mark

Name

State

Underline

Produce

Label

Differentiate.

These verb forms are non-measurable phrases:

Avoid verb forms such as:

To understand

To appreciate

To grasp the significance of

To really understand

To fully appreciate

How does one measure “really understand” or “appreciate” a desired performance? You may wish this to be the overall goal, but cannot measure it because criteria or conditions do not lend themselves to such subjective phrases.

Using Educational Performances Objectives

Let us now critique examples of poorly written and clearly stated, measurable objectives.

Poorly written Objective

- Understand circuit design diagrams of transistor amplifiers and learn how to circuit design errors affect performance.How do you measure understand and learn? What is the performance expected? What is the criteria of the educational objective?

Clearly stated, measurable objective

- Identify and mark circuit design errors on circuit diagrams of transistor amplifiers, including missing or extra components, or wrong connections, with 90% accuracy.Performance is to identify and mark the design errors on circuit diagrams. Criteria is set at 90% accuracy. The conditions under which the performance occurs will be missing and extra components or wrong connections.

Poorly written objective:

- Describe how genetic alterations indicate cancer, and discuss the potential and implication of molecular testing for cancerThis “objective” is really two objectives in one. Remember to be a clearly written objective; there should only be one learning aim per objective. Also, this objective does not state the

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conditions with which this performance should occur, nor does it state the criteria for acceptable performance. This objective was from a home study CE course.

Clearly stated, measurable objective

- Select (in writing) one potential implication of molecular techniques to identify tumor causing genes, given multiple choice of four possible answers.The previous multiple objectives was decreased to a single objective. Since this was a home study course, the objective must take into consideration how it will be evaluated. In this case the selection criteria is a multiple choice exam.

In conclusion, here is a simple checklist to use when you are creating course objectives:

Is your main intention for the instruction stated? If the main intention is not obvious is an indicator performance stated? Is the indicator behavior simple and direct? Have you described what the learner will have, or not have, when performing the objective? Have you determined how well the learner must perform to be acceptable performance?

If you consider all these points when you draft your objectives, you will be certain to have clearly stated, measurable objectives. Do not worry so much about form what is important is that you communicate your instructional intentions. Simply say what you want your learners to do, under what conditions they will be doing it with, and how well they will have to do it. That is all there is to it.

Now that you have clearly stated, measurable objectives, you can have confidence that your program will be effective.

Adapted from letter distributed by:

Dona M. Lynch, Examiner

Office of Continuing Education

Laboratory Field Services

1995

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HOW TO PERFORM A “NEEDS ASSESSMENT”

A “Needs Assessment” encompasses two processes. The first is topic selection based on need; the second is a “gap analysis” of the topics selected to ensure the planned program will meet educational need.

Top Selection Process

Topics should be selected because they are NEEDED, not because something must be planned and the topics sound good or a speaker is available. You must ask the questions: “Is the topic needed? WHY? HOW do we know this?”

The committee can look to many sources to assess topic need. Maybe it has been identified by local, state, or national experts. Maybe previous attendees have realized they need more education in a particular area (this is why reviewing previous evaluations is so important!). Perhaps practice standards or regulations have recently changed – or literature or the media have documented a need. Maybe national associations are trying to improve knowledge in the area or maybe it’s been a “hot topic” or interest and discussion on the web. Below is a list of possible sources that can be used to determine topic need.

The planning committee must document the source(s) of identified need and briefly describe how the need was known on the Template for Annual/Regional Meetings. Be as specific as you can. Don’t just say “expert defined”, identify the name of your expert or the publication source. Describe the change in regulation or practice, or record any supportive data you have. Document all this as you select your program topics so critical information is not forgotten.

Expert defined / Presumed Need – Perceptions and opinions of planning committee members and experts. What do WE think the participants need?

o Planning Committeeo Program facultyo Expert panelso Peer-reviewed literatureo Research findingso Required by some medical authorityo Required by government authority/regulation/law

Participant Defined Expressed Need – Identified by evaluation forms, constituent surveys, focus groups. What do THEY think they need?

o Evaluation formso Focus groupso Surveyso Other requests from MDs/CLSs/RNs/clientso Requests from affiliated institutions or groups

Observed needs / Demonstrated need – Based on statistics, performance improvement data, literature, national association studies. What do we KNOW they need?

o Hospital/Lab QA analyseso Other clinical or technical observations

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o Mortality/morbidity datao Epidemiological datao National guidelines (NIH, JCAHO, FDA)o Specialty society guidelines (AABB)o Database analysis or trends

Environmental Scanningo CBBS e-Network Forumo AABB SmartBriefso Evidence of offerings from other CE providerso Lay presso Consumer adso Other societal trends

Gap Analysis Process

For each topic selected, identify both the current practices or knowledge of the target audience and the best practice or knowledge to be achieved through the program activity. The sources used for topic selection may help you determine these.

The difference or gap between current and best practices identifies the educational need of the target audience and helps determine whether the learners lack knowledge (awareness), competence (knowing how to do it), or performance (doing it). Program activities and room set-up should be planned to best accomplish this.

Most regional and annual meeting programs are designed to improve knowledge and competence via presentations, although performance improvement (using small groups) may be possible with advanced planning. Document the “gap” or audience need and what you plan to achieve with the program (improve knowledge or competence) on the Template for Annual/Regional Meetings. The gap analysis will also help you write appropriate program objectives. Use action verbs specific to knowledge, competence, and/or performance. Verb examples include: analyze, apply, calculate, choose, classify, compare, complete, compose, conclude, construct, contrast, correlate, create, define, describe, determine, develop, discriminate, discuss, distinguish, evaluate, explain, formulate, identify, interpret, list, modify, organize, outline, plan, prepare, recite, record, recognize, relate, resolve, select, separate, solve, state, summarize, synthesize, use, write. (Refer to addendum “How to write clearly stated, measurable objectives” for guidelines and more verb suggestions.)

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VIII – BUDGET – PENDING

Budget Committee Revenue/Expense for Fiscal Year 2014-2015

Aph/Nursing/DR Med Tech

Quality/Safety/Comp

Scientific Totals

Planning Meeting Expenses

Annual Meeting Revenue:Expenses:Speakers

(transportation, hotel, food, honorarium)

Admin ExpensesAV

FoodTotal Expenses

Annual Mtg Income/(Loss)Reg’l Seminar

RevenuesExpenses:

Speaker/Committee Travel with BOD Liaison Approval

Guideline for food = $20/pp

Total Expenses:Reg’l Seminar Income/(Loss)

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YTD Actual Committee Revenue/Expense for Fiscal Year 2013-2014

Aph/Nursing/DR Med Tech Quality/Safety/Comp Scientific TotalsPlanning Meeting Expenses

Annual MeetingRevenue:Expenses:Speakers

(transportation, hotel, food, honorarium)

Admin Expenses

AVFood

Total ExpensesAnnual Mtg

Income/(Loss)Reg’l Seminar

RevenuesTotal Expenses:Reg’l Seminar Income/(Loss)

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CBBS Website Information

Basic Website Description (effective September 30, 2013)

I. Technical Infoa. Main Webserver FTP access:

Server: carl.machighway.comServer Software: Linux running Apache 2.2.25; PHPv5.3.27:Access using CPanel version 11.38.2 (build 6) IP address: 192.163.202.314 Databases with 1,283 tables: MySQL v5.1.70-cll,Database collation utf8_general_ciMain CBBS Site Root: /home/cbbsweboMember’s area and meeting registration running on Joomla Content Management System (CMS) Version 2.5.14. Joomla is a free and open-source content management system (CMS), based on PHP and MySQL, for publishing web content. The CBBS website has requirements that go far beyond what is available in the basic free Joomla package. Add-ons that extend power of Joomla must be used to provide that functionality. Most of these add-ons require the purchase of a software license. Many require purchase of a developer license if you wish to use them on multiple domains, and have access to code (for customizations) and more timely support.

1. Additional Joomla extensions & plugins (All licenses owned by webmaster and are non-transferable. All are fee-based. Many have significant customizations)a. CB-Community Builder (allows for period-based membership with multiple

access levels i.e. members, board, chairs,; basic Joomla install does not have this functionality)

b. CB Subs and associated plugins- CB Subscription (gives ability to charge fees for memberships, basic Joomla install does not have this, and this add-on is required to make the CB-Community Builder membership work in a paid mode)

c. Cbjuice2 (allows limited import/export of CB database table)d. JCE – Content Editor that allows more advanced functions for formatting.

Helpful for those that have limited HTML, CSS, and XHTML knowledge for posting text content.

e. DT Register (meeting registration software)f. DT Donate (online donation software, used for donations to the Education

Fund)g. CBGroupJive, CB Coolness Template: additional membership functionalityh. DocMan : allow multiple-level controlled access for PDF files. Not available

with basic Joomla install)i. AcyMailing – online email, ties into membership database as well as

external sourcesj. Akeeba Backup & Admin Tools – allows automated backups, roll-back

backups and site migration

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k. RSFormPro, RSMail, Breezing Forums – advanced content construction kits (CCK) and associated forms (e.g. searchable meeting agendas)

l. Blue Constant Media menus – custom menusm. SurveryForce Deluxe _ online surveysn. JoomlaQuiz Deluxe – online test system for CEU/CME

2. Additional Software running outside Joomla environment (software/user licenses owned by webmaster)a. Job Site Professional (job site area)b. Multiple Dreamweaver templates and plugins used sold by Project VII and

WebAssistc. SiteLock: website security (SPAM and malware checker)

b. Additional Sites running as add-on domains on Main Webserver1. CBBSAnnualMeeting.org (Joomla only, version 3.1.5)

Current upcoming year website:All Joomla extensions & plugins listed above applyIn addition (also licensed to webmaster and non-transferable)a. Joomla-Monster Hotel Responsive Template for Joomla 3.0 Template

Allows responsive display for mobile devices and modern browsers2. 2013.CBBSAnnualMeeting.org) (Joomla only, version 2.5.14)

Prior year website: All Joomla extensions & plugins listed above apply (all licensed to webmaster and non-transferable)

3. CBBSRegionalSeminars.org (Joomla only, version 2.5.14)All Joomla extensions & plugins listed above apply (all licensed to webmaster and non-transferable)In addition:a. JoomlaBamboo Template, Joomseller Menus

4. CBBSToday.org (standard PHP site)Multiple Dreamweaver templates and plugins used soly by Project VII and WebAssist owned by webmaster

5. CBBSOnline.org (Joomla only, version 2.5.14)All Joomla extensions & plugins listed above apply

c. Backup & Development WebserversServer: ftp.fatcow.comDirectory: /1 account: cbbsbackup (uses cbbsweb.info and auto re-directs to cbbsweb.orgSite room: /home/users/web/b2945/moo.cbbsbackupServer Software: Debian Linux server running Apache 2.2. PHPv5.2.17

II. Files in the Main CBBS Dreamweaver Website – There are 107 total items in the root level. Below are the root level HTML and PHP files

Cancelpayment.html (page users goes to when online payment processing was cancelled – old server method)

Cbbs_logo_tn.gif (CBBS logo which must be in root level iGiveTest) Cbbslogo_color77x130.jpg (CBBS logo which must be in root level for iGiveTest)

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Education_fund.html (Education Fund info page) Enet_eid.html (Emerging Infectious Diseases page) Enetcommun.html (page which redirects to current year’s e-Network Forum Discussion list page

located in enf folder) Enetwork.html (contains general information on how the e-Network Forum operates) Enfs.php (listing of e-Network Forum discussion categories with links to each list) Favicon.ico (small graphic file which displays CBBS Logo in URL bar of browser) Gtn.html (Global Transfusion News page) Index.html (the home page) Index-downtime.html (for use when entire system needs to be down for maintenance, this is

separate from a Joomla maintenance downtime) Photo-submit.html (how to submit photos – not currently active) Privacy.html (privacy statement) Reg_activate.php (script to use if we want users to sign up themselves – not currently active) Search.html (Google search page) Searchresults.html (Google search results page) Sitemap.html (The website sitemap) Thankyoupayment.html – successful online payment processing landing page – old server

methodIII. Folders in the Main CBBS Dreamweaver website:a. Aabb

1. Subfolder “images” includes AABB logos and images such as publication covers2. Subfolder “templates” includes templates for pulsepoints, regulatory update, and weekly

report. No longer usedb. Aboutus – contains, awards, history, bylaws, memorials, central office contact pages c. Am

1. Main folder has 2012 CBBS Annual Meeting main HTML, PHP pages and associated PDFs, Forms and processing scripts. Will be archived Spring 2013

2. Subfolders of archived_meeting_files contain HTML, PHP, MS Word, PDF and image files from CBBS annual meetings. Meetings from 2003-2009 each have their own folder. Those from meetings prior to 2003 are in one archive folder

d. Am12ho – contains login area for 2012 Annual Meeting Handoutse. Arc – contains logos and other files related to American Red Cross postingf. Attachmnts – contains disaster plan and education fund PDF filesg. Awards – contains info on CBBS Awards and prior recipientsh. Cbs – contain thumbnail images for California Beyond Wallsi. Cgi-bin

1. Contains PERL and other various CGIs used for interactive functions. ADVANCED USERS ONLY

j. Cmsj – contains BACKUPS of Joomla files on the server. NEVER upload from this directory, this is a DOWNLOAD folder unless you are making scripting or languages changes to individual Joomla files. ADVANCED JOOMLA USERS ONLY

k. Connections – contains Dreamweaver database connection files

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l. Corpsupport – contains archived Exhibitor support level files. Currently using page from Annual Meeting site for this function

m. Css – Contains the CSS stylesheets that affect most of the ENTIRE site. ONLY ACCESS IF YOU ARE FAMILIAR WITH CASCADING STYLESHEETS!

n. CSSFormBuilder – contains master files for forms under testing and developmento. CSSMenuWriter – contains master files for subnavigation menus 2008 and 2009 AM websitesp. CSSSculptor – contains master template files for areas of site under development q. Enews

1. Contains HTML files and associated PDF and MS Word documents from FBNs. Note that there are some AABB files in this folder. These are from prior to our agreement with them, and are therefore not in the template format.

r. Enf1. Contains ALL e-Network Forum discussion items. Subfolders inside by year of original

posting, and also subfolder containing all related enf attachments.s. Hotopics

1. Contains ALL FBN items. Subfolders inside by year of original posting, and also subfolder containing all related new attachments

t. Lgt3Area reserved for online quizzes and generation of certificates

u. Images 1. Contains most image files used in our main pages

v. JobsContains BACKUPS of JobSIte Pro files on the server. NEVER upload, this is a DOWNLOAD folder unless you are making scripting or languages changes to files. ADVANCED USERS ONLY.

w. Library – contains files used by Dreamweaver for shared includes (e.g. the enF disclaimer) links. Contains all HTML pages with the helpful links, categorized by type.

x. Membernews – contains pages with news items about CBBS Members, includes in memorium notices

y. Membership 1. Main folder has application forms and HTML pages of committee chairs, BOD, bylaws,

archived HTML forms for processing online membership applicationsz. Mtgs_interest

1. Contains main HTML page and PDFs for meetings without direct links2. Subfolder “logos”-logos of the various meetings

aa. P7…1. Multiple folders beginning with p7 contain images and scripts used for advanced functions

in various areas of site (e.g. the tab navigations and elevator windows) ADVANCED USERS ONLY

bb. phpQ1. area contains files for one version of online surveys

cc. presidents 1. includes CBBS presidents HTML files (i.e. welcome messages)2. subfolder “webphotos” contains their photos

dd. publications

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1. Contains DOD med list, COI, Calif Patient Guide to Transfusion, page with link to UCLA Tx Therapy Manual

ee. Redesign_testarea1. Folder for using new designs and items in testing phrase

ff. Regionalseminars1. Contains general page about regional seminars. Will be replaced completely in Spring 2013

by regional seminar site,gg. Rss-contains files for maintenance of RSS feedshh. Sale

1. Includes files used for “items for sale” pages

ii. Stylesheets

1. Contains the CSS stylesheets that affect the ENTIRE site. ONLY ACCESS IF YOU ARE VERY FAMILIAR WITH CASCADING STYLESHEETS!

ii. Surveys1. Contains archived online surveys and processing scripts (Mediata Survey)

jj. Templates1. Contains all currently used template files used for site. ADVANCED USERS ONLY

kk. Troubleshooting1. Contains pages for troubleshooting and help

ll. WA_SecurityAssist1. Contains files necessary for function of 2012 Annual Meeting Handouts to be archived

Spring 2013IV. Files in the CBBS Today Dreamweaver website

a. Advertisinginfo.php – contains information on advertising on the CBBS Today websiteb. Archives.php – contains links to prior issuesc. Ceus.php – contains information on current issue CEUsd. Contact.php – contact information pagee. Error_log – downloaded file from server that displays error message regarding use of site.

DO NOT UPLOAD, ONLY DOWNLOADf. Favicon.ico – (small graphic file which displays CBBS Logo in URL bar of browser)g. Igivetesthowto.php – page that gives instructions on using the online CEU systemsh. Index.php – CBBS Today homepagei. Nollet_fukushima.php – original URL from special issues, redirects to special issue so that

prior users have bookmarked can still findj. Nollet_fukushima_prejournal.php – original page layout from abovek. Nollet_fukushimalist.php – original page containing script to list all narratives, prejournal l. Users_emailpw.php – used for members who have forgotten loginm. Users_login.php – login page for current issuen. Users_loginfail.php – page reached when user does not login properly or their membership

is expiredo. User_loginprev.php – login page for prior issue that is still in members areap. Users_logout.php – page reached when user logs out. Contains script to end current login

session.

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V. Folders in the CBBS Today Dreamweaver websitea. _promaps_cache – used by Google maps to provide interactive mapsb. Archives – contains all prior issuesc. Blasts – archives of handcoded blasts from old serverd. Connections – contains Dreamweaver database connection filese. CSSSculptor contains master template files for old blastsf. Current – contains files and folders from current issueg. Google_javascript – contains additional files used by Google mapsh. Image_cache – cache folder for auto-resizing of imagesi. Images – contains subfolders with images for use on sitej. Nolletnaratives – original narratives provided by Ken Nollet Spring 2011 k. P7.l. Multiple folders beginning with p7 contain images and scripts used for advanced functions in

various areas of site ( e.g. the tab navigations and elevator windows) ADAVNCED USERS ONLY m. Specialeditions – contains the three special editions published in 2012n. Templates – master template files for siteo. WA_SecurityAssist – Contains files necessary for login functionsp. Webassist – contains additional webassist files needed for functionality of items using certain

WebAssist pluginsVI. Maintenance1. Monthly backups are performed on the Fat Cow “CBBSBackup” Server. Full backups of all sites,

configuration, and MySQL databases performed. Additional full backs are performed prior to any major software updates or configuration changes. Full back up is over 2.3 GB and saved in a compressed (tar.gz) filei. Site breakdowns:

1. CBBSweb.org 1.67 GB in over 36,000 files, plus 318 MB of Akeeba backup Joomla files

2. CBBSToday,org 235 MB in over 8,600 files3. CBBSAnnualMeeting.org 65 MB of Akeeba backup Joomla files4. 2013.CBBSAnnualMeeting.org 110 MB of Akeeba backup Joomla files5. CBBSRegionalSeminarsa.org 38 MB of Akeeba backup Joomla files6. CBBSOnline.org 25 MB of Akeeba backup Joomla files

ii. Akeeba BackupsWebmaster has developer license for performance of Joomla installation backups. These are performed when software notifies webmaster of needed backup (done at least every 5-7 days, more frequent during times of feature launches or frequent changes)

2. Links are checked periodically using software called Scrutiny (license owned by webmaster). A report is generated that includes pages with suspect broken links and the line of HTML code where the suspected broken link exists. Each page is examined and dealt with as appropriate. Either a new link is found, or the link is deleted.

3. Server performance is monitored by the webmaster using software called Simon (license owned by webmaster). This software performs a 24-7 real-time monitoring of the websites and the server for changes of failures. Notifications of failure or change are sent to the webmaster via email and Twitter.

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Other Functions:

1. RSS Feeds4 feeds are being maintained using software called Feeder (license owned by webmaster) Feed pages are:

Latest CBBS Items (covers all except jobs) Fast Breaking News E-Network Forum CBBS announcements Jobs (this 5th feed is auto-sent from the JobSite Pro program)

2. FacebookThis is managed online by the webmaster. The “Latest CBBS Items” RSS feed automatically displays using a third-party plugin.

3. TwitterThis is managed online by the webmaster. The “Latest CBBS Items” RSS feed automatically sends tweets using a third-party plugin.

4. Blastsa. Blasts are managed using a Joomla extension Acymailing. The license is owned by the

webmaster. Knowledge of correctly configuring HTML emails is required.b. Blasts are sent using a CRON job that configured if a valid license of Acymailing is detected

on the domain or IP address. The webhost limits the number emails that may be sent per hour and per day (including the email addresses associated with the server) in order to prevent spam and server overloads, so these must be sent in batches that do not exceed that maximum. Most recent blast in April 2013 resulted in domain being blacklisted for spam, so no further blasts have been sent.

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Name 99-00

00-01

01-02

02-03

03-04

04-05

05-06

06-07

07-08

08-09

09-10

10-11

11-12

12-13

13-14

14-15

15-16

16-17

M. Joyce 1 2 3M. Maple PE P PPM. Fuller P PPV. Tyler 2 PE P PP 3A. Bamhart 2 3 PE P PPJ. Parker 1 2cM. Haimowitz

1 2d

J. Stanley 2c 3 4e PE P PPP. Figueroa 2d 3 PE P PP 1 2 3fT. Schallert 1 2 3 1 PE P PPD. Witthaus 1 2 3 1 2 3N. Hirschler 1 2 3 1 PE P PPD. Johnson 1 2 3 1 PE P PPC. Evans 1 2 3C. Wilson 1 2 3 1 PE P PPJ. Tagliere 1 2 3 PE P PPC. Veitenheimer

1 2 3 1 PE P PP

J. Fridey 1 2 3 1 PE P PPM. Hayward 1 2 3 1 2 PE P PPK. Crull 1 2 3 1 2 PE P PPH. Mason 3f 1 2 3 1 2 PE P PPC. Gresens 1 2 3T. Yamamoto 1 2 3 1 2 PE P PPSteve Ferraiuolo

1 2 3 1 2 3

Linda Aldridge

1 2 3 1 2 3

Kim Anh Nguyen

1 2 3 1 2 3

Susan Noone 1 2 3Magali Fontaine

1 2 3

Don Fipps 1 2 3

C – Judy Parker left blood banking, and left the board of directors the end of her first year; Jean Stanley filled her spot

D – M. Haimowitz left the board of directors the end of her first year; Priscilla Figueroa filled her spot

E – Jean Stanley should have been nominated for and elected to the board of directors in 02-03. She was nominated and elected in 03-04 instead

F – Priscilla Figueroa left the board one year before her term was over. H. Mason took her spot

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EDUCATIONAL FUND INFORMATION

The CBBS Educational Fund was founded in 2004 as a component fund of the Humboldt Area Foundation (HAF). The following description constitutes the initial direction the Humboldt Area Foundation will follow in administering this donor advised expendable fund.

The purpose of this fund is to further support CBBS’ mission of providing continuing education opportunities to professionals in transfusion medicine. The money from this fund may be applied in a variety of ways.

To support a speaker or program at a Regional Seminar or at the Annual Meeting To provide financial assistance, when there is a need, to enable transfusion medicine

professionals, blood bank fellows, or nursing, medical technology or SBB students to attend a CBBS Regional Seminar or the CBBS Annual Meeting

To support the information provided on our website and through the e-Network Forum.

The California Blood Bank Society will serve as advisors to the fund, sending written advice for expenditures from the fund to HAF by completing a donor advice form signed by the President and Treasurer. Since the President and Treasurer positions change each year, the Central Office Manager will notify HAF of the names of the new officers.

The initial fund balance and future gifts to the fund will be invested and commingled with other Foundation assets. HAF funds share proportionately in earned income, realized gains and losses and unrealized gains and losses. The annual rate of support for Foundation services is one and one-half percent (1.50%) of the principal balance to be computed annually, a portion to be taken from the income generated by the fund each quarter. Statements are sent monthly to the CBBS Central Office Manager.

At the discretion of the Board of Directors, primarily for Board of Directors, Award Winners, Chairs and Past Presidents, in lieu of sending flowers to a funeral, a donation of $100 in memoriam of the deceased will be made in their name to the CBBS Educational Foundation.

List of CBBS Educational Fund donors Fiscal Year to Date will be posted on our website and be published in the fall and spring issues of CBBS Today. Number of scholarships awarded will also be listed.

Contributions to the Website & e-Network Forum will be deposited in the Educational Fund.

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SCHOLARSHIP / AWARD GUIDELINES

Members and non-members may apply for scholarships to the Annual Meeting or a Regional Seminar. Applications must be received in the Central Office 4 weeks in advance of a Regional Seminar or 8 weeks in advance of the Annual Meeting. Applications can be submitted by mail, email or online. They are reviewed by the officers of the CBBS Board. Approval or disapproval of the application is performed via email under the current CBBS President’s name.

Guidelines for award include:

1. Currently working or training in a blood bank or transfusion medicine related area.2. Meeting / Seminar cost not fully funded by their institution.3. Priority is given to CBBS Members.4. A concise statement of needing including how the scholarship will be of benefit to

applicant’s job performance or training and/or institution (limit of one page) should be included in the application.

5. A letter of support from applicant’s institution should be included with the application.6. Being an employee of an Institutional Member does not disqualify an applicant for a

scholarship7. An applicant should not be approved for scholarships for more than two years in a row

Each scholarship is for registration fee at the member or non-member rate depending on applicant’s membership status. Annual Meeting scholarships will include up to $250 in expense reimbursement.

CBBS will award no greater than 10% of the Educational Fund as a scholarship yearly.

All scholarships from Education Fund will be awarded first from member donations, second from CBBS donations.

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