Canadian Nursing Informatics Association

CNIA Roles & Responsibilities

General Membership

Mandate

To support and advance the activities of the CNIA.

Key Responsibilities

  • Participate in the advancement of the CNIA goals and objectives
  • Participate in the nomination and election of the CNIA Board
  • Each member is encouraged to support the mission and goals of the CNIA through volunteer participation in CNIA led initiatives e.g. CNIA Biennial Conference Planning

*All terms of office, nomination and voting procedures will be outlined in the CNIA By-laws. The by-laws are available to be reviewed, by CNIA members only, using this link.

Executive Management Committee

Mandate

To address urgent and maintenance decisions or items regarding CNIA between the scheduled Executive Board meetings or when solicitation of membership input is not feasible. Meetings are at minimum 5 times per year and called at the discretion of the President.

Comprised of the CNIA elected Officers and Directors:

President

Mandate

To provide leadership and direction for the association and the Executive Board. To be the chief representative of Canadian Nursing Informatics Association (CNIA) in all public and professional activities.

Key Responsibilities

  • Oversees the work of the CNIA
  • Provides leadership for the CNIA growth and development
  • Ensures programs of CNIA are in accordance with by-laws
  • Represents CNIA at Regional, National, International and Affiliate board meetings, as required
  • Delegates CNIA representation to other members of the Executive Board as required
  • Attends/participates in all Executive Board and Executive Committee meetings
  • Reports CNIA activities at CNIA Board meetings and CNIA affiliates (e.g., COACH, CNA) as required
  • Liaises with COACH to facilitate and support informatics related initiatives
  • Facilitates the development and re-evaluation of CNIA goals and objectives (regular evaluation and strategic planning activities)
  • Presides at Annual General Meeting, meetings of the Executive Board and Executive Management Committee
  • Appoints (with the approval of the Executive Board) persons as may be necessary to conduct CNIA business for a period no longer than 1 year bounded by the AGM
  • Voting member of the Executive Board and has the tiebreaking vote
  • Ensures development of an annual CNIA budget in conjunction with the Treasurer and Executive Committee for submission to the Executive Board for approval
  • Ensures reports of the CNIA financial position are presented to the Executive Board on a monthly and annual basis
  • Ex-officio of all committees
  • Signing officer for legal and financial matters
  • When term is complete or the incumbent is stepping down ensures that role transition occurs with the incoming individual within two weeks when access will be terminated to the shared drive, website and institutions.

President Elect

Mandate

To support the President in administering the business of the association according to the by-laws. Promotes the purposes of the association.

Key Responsibilities

  • Attends/participates in Executive Board and Executive Committee meetings arranging a vote proxy with another Executive Committee member when unable to attend following bylaw processes
  • Assumes responsibilities as directed by the President
  • Assumes the duties of the President at the request of the President, or in the case of the President’s absence or inability to act
  • Assumes the office of President should that office become vacant between elections
  • Identifies funding opportunities to support the activities of CNIA
  • Coordinates activities for setting CNIA goals (regular evaluation and strategic planning activities) in conjunction with the President
  • Coordinates and maintains CNIA by-laws, policies and procedures.
  • Leads the planning and chairs the biennial CNIA National Conference committee from the membership to accomplish this
  • Voting member of the Executive Board
  • A signing officer for legal and financial matters
  • When term is complete or the incumbent is stepping down ensures that role transition occurs with the incoming individual within two weeks when access will be terminated to the shared drive, website and institutions.

Past President

Mandate

To assist the President in administering the business of the association as provided in the by-laws. Promotes the purposes of the association.

Key Responsibilities

  • Attends/participates in Executive Board and Executive Committee meetings arranging a vote proxy with another Executive Committee member when unable to attend following bylaw processes
  • Assumes responsibilities as assigned by the President
  • Provides orientation and continuity for the President
  • Partners with the treasurer to ensure the financial obligations of CNIA are met:
    • Ensures that the annual CRA submission is accomplished
    • Ensures the annual submission of the CNIA financial summarized statements are submitted to the designated Director of Industry Canada
    • Acts as an alternate when the treasurer is unavailable
  • Identifies funding opportunities to support the activities of CNIA
  • Chairs the Nominating Committee
  • Voting member of the Executive Board
  • A signing officer for legal and financial matters
  • When term is complete or the incumbent is stepping down ensures that role transition occurs with the incoming individual within two weeks when access will be terminated to the shared drive, website and institutions

Secretary

Mandate

To maintain internal communications on behalf of CNIA.

Key Responsibilities

  • Attends/participates in Executive Board and Executive Committee meetings arranging a vote proxy with another Executive Committee member when unable to attend following bylaw processes
  • Serves as the corresponding and recording secretary in all Executive Board and Executive Committee meetings arranging an alternate recorder if unable to attend
  • Manages all Executive Committee and Executive Board meeting logistics and document provision
  • Provides notification of meetings and other executive activities to the Executive Board and Executive Committee membership
  • Records and posts minutes of all meetings in a timely manner on the CNIA web site
  • Maintains a soft copy and a secure redundant ecopy of all minutes and correspondence
  • Voting member of the Executive Board
  • When term is complete or the incumbent is stepping down ensures that role transition occurs with the incoming individual within two weeks when access will be terminated to the shared drive, website and institution.

Treasurer

Mandate

In collaboration with the members of the Executive Committee, provides leadership in the area of financial management for the CNIA.

Key Responsibilities

  • Attends/participates in Executive Board and Executive Committee meetings arranging a vote proxy with another Executive Committee member when unable to attend following bylaw processes
  • Oversees the management of the CNIA finances including:
    • Stewardship of the resources entrusted to the CNIA
    • Compliance with Government legislation and procedures on financial matters
    • Timely processing of receipts and expenditures
    • Liaison for any financial professional supporting the CNIA
    • Reconciliation of payments with Membership Director on a monthly basis
  • Ensures reports of the CNIA financial position are presented to the Executive Board on a monthly and annual basis
  • Maintains the financial records of the CNIA
  • In partnership with the CNIA President and the Executive Committee prepares an annual budget for presentation to the Executive Board
  • Prepares for the annual financial review and/or audit
  • Liaises with and provides documentation to the appointed financial professional for the annual review and/or audit
  • Completes the annual CRA and GST rebate submissions
  • Completes the annual submission of the CNIA financial summarized statements to the designated Director of Industry Canada
  • Ensures the membership(s) requirements on behalf of the CNIA are met annually e.g. CNA Network of Nursing Specialties membership
  • Voting member of the Executive Board
  • A signing officer for financial matters
  • When term is complete or the incumbent is stepping down ensures that role transition occurs with the incoming individual within two weeks when access will be terminated to the shared drive, website and institutions

Directors of Education

Mandate

In collaboration with the members of the Executive Committee, provides leadership in the area of education

Key Responsibilities

  • Attends/participates in Executive Board and Executive Committee meetings arranging a vote proxy with another Executive Committee member when unable to attend following bylaw processes
  • Is the liaison with other informatics groups regarding their educational initiatives to ensure CNIA initiatives complement their educational endeavours
  • Ensures the provision of relevant and meaningful education opportunities to the CNIA membership at a minimum of four (4) times per year.
  • Prioritizes CNIA education initiative(s) for the coming year based on annual member survey results
  • Co-ordinates the posting of educational session notices and the presentation materials post event in the educational section of the CNIA WebPage
  • Co-ordinates educational programming for CNIA meetings /workshops
  • Identifies informatics courses, certificates, and degree programs and facilitates development of hyperlinks from CNIA Web page
  • Takes lead role in development, implementation and maintenance of national standards of practice for nursing informatics
  • Is a voting member of the Executive Board
  • When term is complete or the incumbent is stepping down ensures that role transition occurs with the incoming individual within two weeks when access will be terminated to the shared drive, website and institutions

Directors of Communications

Mandate

To maintain external communications on behalf of CNIA.

Key Responsibilities

  • Attends/participates in Executive Board and Executive Committee meetings arranging a vote proxy with another Executive Committee member when unable to attend following bylaw processes
  • Partners with the Secretary to ensure alignment with the strategic goals and objectives of the communications strategy are met
  • In collaboration with the Executive Board generates, coordinates and manages communications with our membership
  • Oversees maintenance of the CNIA Web site in conjunction with the Web Master and support vendor(s), ensuring compliance with the Service Level Agreement (SLA), including relevant web host, site linkages (e.g., CNA, COACH).
  • Is the Executive Board liaison to the Editor(s) of the CNIA Journal
  • Provides communication to outside agencies as required
  • Provides leadership for marketing and public relations including social media
  • Voting member of the Executive Board
  • When term is complete or the incumbent is stepping down ensures that role transition occurs with the incoming individual within two weeks when access will be terminated to the shared drive, website and institutions

Directors of Membership

Mandate

In collaboration with the members of the Executive Committee, provides leadership in the area of membership recruitment, membership growth and membership development.

Key Responsibilities

  • Attends/participates in Executive Board and Executive Committee meetings arranging a vote proxy with another Executive Committee member when unable to attend following bylaw processes
  • Provides leadership for CNIA membership recruitment initiatives
  • Coordinates membership drive efforts
  • Ensures membership fee receipt functionality through CNIA website is functioning
  • Maintains CNIA membership database
  • Coordinates with Treasurer to ensure membership database and fee payment reconciliation on a monthly basis
  • Submits membership information to Treasurer for CNA renewal on an annual basis
  • Provides leadership for the development and implementation of strategies for recruitment and retention of members
  • Liaises with provincial contacts to increase membership numbers.
  • Voting member of the Executive Board
  • When term is complete or the incumbent is stepping down ensures that role transition occurs with the incoming individual within two weeks when access will be terminated to the shared drive, website and institution

Jurisdictional Representatives

Mandate

To support and advance the activities and mandate of the CNIA within the provinces and territories (potentially 10-12 representatives)

Key Responsibilities

  • Regularly attends/participates in Executive Board meetings
  • Maintain a link between informatics interest groups within the provinces and territories and the CNIA
  • Assure that nurses in all jurisdictions are aware of CNIA activities
  • Facilitate national participation in the activities of CNIA
  • Facilitate the education, communication, and recruitment of potential CNIA members in collaboration with the Directors of Membership, Education, and Communications
  • Each representative is encouraged to support the mission of the CNIA through collaboration with a CNIA Director(s) in their strategic efforts

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