CBBS Chair Training 2016 – /16

CBBS Committee Goals Create and deliver a quality program for the CBBS membership Chair Succession Planning – Identify and mentor the next chair Fiscal Responsibility ▫Please be cognizant of balancing expenses ▫Reasonable food budget ▫Limit speaker expenses (e.g., travel) where possible. Become Ambassadors for CBBS

Committee Resources

The CBBS Policies and Procedures Manual Guidance Soon to come – Improved Policies and Procedures Manual ▫Hand-outs:  Guidelines & Target Dates  Publication Target dates  Committee Responsibilities Will be “Available on-line”: ▫ Contains all committee responsibilities, policies, contacts, dates, training handouts, forms, reports, and program evaluation summaries.

Committee Members Select your committee members: ▫Require CBBS membership (join/renewal). ▫Mix veterans and new committee members ▫Balance expertise with willingness to help. ▫Balance Northern and Southern California ▫Balance Hospital and Donor Center affiliations. ▫Must include a physician if your committee plans educational programs. ▫Identify members that can be mentored to be the next chair/co-chair.

Committee Meetings Set your meetings accordingly by: conference call(s), (s), online through the community section of the CCBS website, or face-to-face (BOD approval) Schedule the meeting date in advance to include all/majority of the members and board liaison Involve CBBS Office and Board liaison with meeting location/conference calls.

Program Planning Process 1.Start with mission statement and conflict of interest policy. 2.Review previous year’s evaluation summary. 3.Perform a needs assessment /gap analysis and select program topics based on mission statement and needs assessment. 4.Committee creates objectives. 5.Identify speakers. 6.Calculate # CEUs 1CEU = 60 min 1CEU = minimum 50 min learning time, 10 min Q&A 1CEU = minimum 2x25 min learning time, 2x5 min Q&A 0.5 CEU = minimum 1x25 min learning time, 1x5 min Q&A 7.Submit for BOD approval - the program with objectives, proposed speakers, and assessments 8.Contact, Invite & Confirm speakers with approved objectives AFTER BOD approval Document all this in meeting minutes!

Contacting Speakers - Do’s & Don’t’s Do Contact speakers and get commitments AFTER approved by the BOD. Give speakers the objectives of their talk. Get contact information exactly as they want it to appear in the program. Complete and send speaker info forms to CBBS CO - ASAP! Don’t Send speakers their information forms to complete themselves. Ask speakers to develop their own objectives. Tell speakers they will get an honorarium without Board approval. Procrastinate!

Board Reports Chairs’ Responsibility for completion Committee progress report Opportunity to ask board for resources/assistance Complete using the Online board report form Board Meeting Dates: ▫September 2016 ▫January 2017 ▫May 2017 Must be received in the Central Office 15 days before each Board Meeting at which time they are discussed.

CBBS TODAY Committees that submit 2 articles per year (Fall and Spring): ▫Administrative ▫Apheresis/Nursing ▫Clinical Laboratory Scientists ▫Donor Resources ▫Emergency Preparedness ▫Quality, Safety and Compliance ▫Scientific Committees that submit 1 article per year (Spring): ▫Website & E-Network Submit to the Publications Chair on schedule! ON HOLD

CBBS Forms Every form carries a version # (implementation date). Submit completed forms to the Central Office: ▫By

Critical to the Central Office List of committee members with contact information. ▫Website “community section” will be set up for each committee, after list of names submitted. ▫Allow committee communication so entire thread of messages are in one place Required program forms/materials. Timely return of post-seminar evaluations and sign-in sheets! Board Reports. Year-end Summary Reports. Mark target dates on your calendar

Help is Available Your Board Liaison The Central Office The CE Committee Don’t let deadlines beat you to the finish line!

When all is done… Annual year-end summary: ▫Accomplishments ▫Outcomes ▫What went right, what went wrong. ▫How CBBS programs can improve. Documented on the Committee Yearly Summary and presented at the Committee Chair/BOD Meeting

Thank You! Thank You! Thank You! Your leadership is essential to CBBS’ success The Board of Directors thanks you for your time and efforts. Have a great year!!