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Constitution - 2010
GUIDELINES PERTAINING TO THE SASOHN ACADEMIC DAY
  1. INTRODUCTION


    2. The SASOHN academic day was introduced in May 2006. The workshop is intended to promote professional development of Occupational Health Nursing Practitioners by conducting National topical workshops on an annual basis. The workshop will be held during May each year in two different regions or as determined by the Executive Committee.

  2. PURPOSE


    3. The purpose of this guideline is to ensure that the SASOHN Academic Day is effectively organised and managed and that all persons involved are aware of their responsibilities.

  3. GENERAL


    4. 3.1   All registrations shall be submitted to and processed by the National Office.
    3.2   All persons assisting at the workshop, as well as sponsored delegates shall be current paid up SASOHN members.
    3.3   No regional workshops shall be held in the month of May each year.
    3.4   The number of sponsored delegates shall be determined by the SASOHN Executive Committee on an annual basis. These sponsorships shall be paid by the National Office and shall cover the workshop costs only.
    3.5   The workshop fee shall be determined at the November Executive meeting of the year preceding the workshop.
    3.6    Exhibitors shall be invited to display their products at the Academic Day. This is to expose members to current products on the market. The income generated from this activity shall be for the region’s benefit. All expenses incurred by the exhibitors shall be for the regions account.

  4. RESPONSIBILITIES OF ROLEPLAYERS


    5. 4.1    The National Educational Representative (Ed Rep):

    1. Present a proposed topic and budget for the workshops to the November Executive Committee meeting.
    2. Develop the workshop programme according to the topic approved at the November Executive Committee meeting and present it to the February Executive Committee meeting for approval.
    3. Coordinate the overall planning and organisation of the workshop in conjunction with the National Office Coordinator.
    4. Approach and confirm all speakers.
    5. Design the layout of the workshop invitation and programme, registration form and certificate of attendance.
    6. Submit the workshop invitation, programme, registration form and certificate of attendance to two Executive Office Bearers for proof reading.
    7. Assess all applications for sponsored workshop attendance and communicate the decision back to National Office.
    8. Design the workshop evaluation form.
    9. Write a report for submission to the Occupational Health Southern Africa Journal.
    10. Collate all comments on the evaluation forms and submit a report to the next Executive Committee meeting.
    11. Determine a set rate for the exhibitors to be charged each year. This is to ensure that both regions are aligned in terms of costing.


    4.2    National Office Coordinator:

    1. Assist the National Educational Representative in the planning and organisation of the academic workshops.
    2. Source and confirm venue bookings in conjunction with the Regional Representative.
    3. National office shall notify all sponsorship applicants of the outcome of their application after notification from the Education Representative.
    4. Ensure payment is made for venue bookings as required through liaison with the National Treasurer.
    5. Obtain quotes for all printing requirements.
    6. Coordinate the printing of the invitations and programmes after approval of the documents and the quote.
    7. Complete all CPD point applications and submit to the relevant ETQA.
    8. Promote advertising of workshop.
    9. Manage all registrations, invoicing and communication pertaining to the workshop.
    10. Manage all logistical arrangements for travel of speakers as advised by the National Educational Representative.
    11. Source the presentations/papers and CVs from the speakers and provide to the hosting Regional Societies for duplication.
    12. Ensure that the evaluation forms are available at the workshop and ensure collection of same after the workshop.
    13. Submit an income and expenditure report to the August Executive Committee meeting.


    4.3    Hosting Regional Society
     
    1. Source a suitable venue and secure a booking for this venue by the end of November of the year preceding the workshop in conjunction with the National Office.
    2. Assist with the sourcing of speakers in the region where requested by the National Educational Representative.
    3. Source exhibitors/sponsors and conclude all arrangements with the exhibitors/sponsors. All funding from the exhibitors/sponsors will be for the hosting Regional Society’s benefit. All expenses incurred by the exhibitors such as lunches are for the regions expense.
    4. Make arrangements for the provision of free stands where requested by the National Educational Representative. These costs will be carried by the National Office as part of the Academic Day budget.
    5. Promote application for attendance sponsorship amongst the Regional Society’s members.
    6. Nominate a pre-determined number of SASOHN members from the hosting Regional Society to chair the sessions and assist with the registration process on the day of the workshop. These members shall be sponsored to the workshop by National Office. (Where more than 100 delegates are expected to attend a workshop then the number of assistants shall be increased as requested by the National Office and agreed at the February Executive Meeting.)
    7. Ensure that all speakers’ notes are duplicated and bound in the order of the programme and provide each delegate with a copy during registration on the day of the workshop.
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