The American Pediatric Surgical Nurses Association

BODConflict of Interest Policy

STATEMENT OF POLICY:

Purpose: This policy ensures that the decisions about APSNAs operations and the use or disposition of APSNAs resources are made solely on the basis of the benefits to the organization and its members, and are not influenced by the possibility of private gain or other personal benefits accruing to the persons subject to this policy (board of directors, committee members, special interest groups, editorial board, ad hoc committee members) who take part in decision making for the organization. In addition to actual and potential conflict of interest, all persons subject to this policy are obliged to avoid taking actions that could be perceived or interpreted as being in conflict with the organization’s interest.

  1. Defined: Conflicts of interest may occur when the organization or persons subject to this policy enter into transactions or otherwise deal with either non-profit or for-profit organizations.
  2. To avoid actual, potential, or even the appearance of conflict of interests, persons subject to this policy must disclose any connection or relationship with organizations or enterprises that do or desire to do business with APSNA, and to the extent determined by APSNAs Board of Directors (BODs), refrain from participating in decisions affecting transactions or opportunities between APSNA and these organizations or enterprises.
  3. The existence of a connection or relationship shall not prevent a transaction from taking place, however, so as long as:
  4. The relationship is disclosed,
  5. Disinterested individuals make the necessary decisions, and
  6. The terms of the transactions are fair and reasonably comparable to those available in other transactions or opportunities where the parties are entirely independent of one another.
  7. Persons subject to this policy are expected to deal with suppliers, members, member companies, other professional associations and organizations and all others doing business with APSNA on the sole basis of what is in the best interest of APSNA without favor or preference to the third party, nor professional considerations.
  8. No person subject to this policy may be involved in or approve an APSNA transaction in which the person has or had in the past two years, a direct or indirect financial or personal interest.
  9. No person subject to this policy shall seek or accept, directly or indirectly, any personal payments, loans or services, excessive entertainment, travel or gifts greater than nominal value from any individual or business concern doing or seeking to do business with APSNA.
  1. PROCEDURE:
  2. Prior to the Fall BOD Meeting or the Annual BOD Meeting, or at any time that the circumstance should arise persons subject to this policy having a conflict of interest shall disclose all facts material to the conflict of interest. Such disclosure shall be reflected in the appropriate meeting minutes.
  3. If a person subject to this policy with a conflict of interest is unable to attend a BOD meeting he/she shall disclose to the President all facts material to the conflict of interest. The President will present the disclosure at the meeting and the disclosure shall be reflected in the corresponding meeting minutes.
  4. In the event that the BOD must take action on a conflict of interest, the person having this conflict of interest shall not participate in or be permitted to hear the BODs discussion of the matter. He/she may disclose material facts and respond to questions only. Such person shall not attempt to exert personal influence with respect to the matter, either at or outside of the BOD meeting.
  5. A majority of the BOD members will decide the action necessary to address the conflict of interest.
  1. DISCLOSURE
  2. Persons subject to this policy shall disclose any financial interest he or she has in a corporation or business that may be construed as a potential conflict of interest.
  3. Financial interest includes persons subject to this policy, their spouse, and dependent children.
  4. Regardless of the minimum requirements, persons subject to this policy are encouraged to disclose any financial or related interest that could present an actual conflict of interest or be perceived to present a conflict of interest.
  5. Disclosure is a key factor in protecting the reputation and career of persons subject to this policy from potentially embarrassing or harmful allegations of inappropriate behavior.
  1. REVIEW OF THE POLICY:
  2. Each new representative subject to this policy shall be required to review a copy of this policy and to acknowledge in writing that he/she has done so. Any changes to previously signed conflict of interest compliance during the term of the appointment must be identified by persons subject to this policy
  3. Each APSNA BOD member shall annually complete a disclosure form identifying any relationships, positions, or circumstances in which the BOD member is involved that he/she believes could contribute to a conflict of interest.
  4. Each APSNA BOD member will review this policy annually. Any changes to the policy shall be communicated immediately to all BOD members.
  1. DISCIPLINARY ACTION:
  2. In the event that a person subject to this policy is in violation of this policy, disciplinary action will ensue.
  3. The Executive Committee will review the alleged infraction of the conflict of interest policy. They have the following rights and responsibilities to this infraction:
  4. To interview the BOD member to obtain information on the alleged conflict of interest.
  5. To require a written document disclosing the facts of the case.
  6. A committee may be formed to review the personal conflict of interest and determine what if any action might be taken.

BODCode of Conduct Policy

STATEMENT OF POLICY:

Purpose: This policy provides guidelines for the expected conduct of members of the APSNA Board of Directors (BOD) regarding integrity, honesty, ethical conduct and compliance to policies

PROCEDURE:

  1. Members of the APSNA BOD will:
  1. Act in good faith, with due care, competence and diligence, without misrepresenting material facts.
  2. Represent all those whom this organization serves, not only specific geographic or special interest groups.
  3. Work with and respect divergent views and opinions of individual BOD members and leave personal prejudices out of board discussions.
  4. Observe the parliamentary procedures and display courteous conduct in all board, committee meetings, and electronic, print material, or teleconferences.
  5. Communicate views openly and constructively.
  6. Maintain confidentiality of all BOD proceedings and discussions.
  7. Not knowingly take advantage of or benefit from information that is obtained in the course of official duties and responsibilities as a board member, and that is not generally available to the membership.
  8. Be fully informed of an issue and actively participate in discussions before voting on the issue; review agendas and supporting materials prior to BOD or committee meetings.
  9. Act as a trustee of the organization ensuring that decisions and actions are well managed, financially sound, and operating in accord with the mission and vision of the organization.
  10. Provide mentorship to newer BOD members
  11. Exhibit enthusiasm related to BOD functions by contributing suggestions on ways to improve the organization’s policies, standards, practices or ethics.
  12. Recognize the authority vested in the BOD to act as the governing body of APSNA.
  13. Be mindful of resources that are entrusted on behalf of the organization, establish and support policies that ensure the maximization of secure and protected resources.
  14. Keep reimbursable expenses legitimate and ensure that these are reasonable and justifiable.
  15. Use APSNA name or logo, or imply APSNA sponsorship or endorsement only when specifically authorized to do so by the BOD.
  16. Understand that documents or other words produced or created during appointment, in draft or final form, are proprietary works of APSNA.
  17. Acknowledge conflicts of interest, be it real, potential, or apparent, which are not immediately obvious with regard to any matter being discussed in his/her presence during a meeting or discussion other communication. This includes using the position on the board (current, future or past) for the advantage of personal or professional gain.
  18. Bring to the attention of the BOD issues believed to be of significance to the organization or those served.
  19. Openly request assistance as needed.
  20. Maintain business attire at annual meeting.
  21. Be visible, friendly and approachable at annual meeting, especially to members not known.
  1. Annual Goals will be developed for each BOD position:
  2. Individual board position goals will be submitted to the Secretary in July after the Annual conference BOD meeting.
  3. New BOD members will construct goals in collaboration with the outgoing BOD member.
  4. Goals to be posted to the APSNA website by the Secretary once collated.
  1. Quarterly Reports will be submitted to the Secretary within the designated time frame.
  2. Each BOD member will utilize the appropriate template for quarterly reports (see attached example).
  3. Progress on goals will be reported quarterly.
  4. BOD members will discuss the need for support with the President and/or position mentor during the mentor year.
  1. Each new representative of the APSNA BOD shall be required to review a copy of this policy and to acknowledge in writing that he/she has done so.

Appendix

CONFLICT OF INTEREST AND CODE OF CONDUCT OF APSNA BOD MEMBERS

I have read the Conflict of Interest and Code of Conduct Policies. I recognize that I must follow the guidelines and criteria regarding vested interest. Any real or perceived conflict of interest for an APSNA BOD member must be disclosed to the Executive Committee of the BOD of APSNA. For this purpose, real or apparent conflict of interest is defined as having a significant financial interest (greater than 35%) in a product or financial institution that may impact the discussions or decisions of the APSNA BOD. Based on this information, as an active member of the BOD, I will document my vested interest on an annual basis.

_____I have NO real or perceived conflicts of interest that relate to the APSNA BOD.

_____I have the following real or perceived conflicts of interest that relate to the APSNA BOD:

Print Name: ______

Signature: ______

Position: ______

Term of Office: ______

Date: ______

______

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