FORM A CHAPTER WITH HSPA

FORM A CHAPTER

All HSPA Constituent Chapters act autonomously. They are responsible for providing programs of regional interest, collecting local dues and handling all business relevant to the chapter. Programs may take the form of educational, commercial or social as warranted by the local chapter program committee.

We are now accepting applications. For all new chapter inquiries, please contact CHAPTERS@MYHSPA.ORG

Interested in Establishing a Local Chapter?

  1. HSPA-sponsored meetings are a great way to learn the basics of the Sterile Processing (SP) discipline and keep up with advances within the profession. However, attendance at these national or regional meetings typically requires the time and cost commitment for travel to, often, distant meeting site locations.

  1. HSPA local chapters provide additional opportunities to learn and network on a closer-to-home and more frequent basis. Like the national meetings, local chapter sessions can be educational and enjoyable and, with your team of dedicated and creative leaders and other volunteers, they will be.

  1. Why is an active HSPA chapter important to you and other SP professionals in your area? Several reasons include:

    • Information learned and shared will benefit the members’ healthcare facilities.
    • A localized network of SP professionals will be formed, and members can help each other to address their departments’ challenges.
    • Meetings allow professionals with common interests to enjoy social opportunities.
    • Attendance at approved chapter educational sessions provides additional opportunities for members to earn re-certification points.

  1. In many areas, SP professionals already know some of their peers in other facilities because they meet at seminars, hospital open-houses, local training programs, or other meetings. They use these venues as opportunities to share ideas and to keep up with the world of healthcare in general and, more specifically, the SP profession. For many, these informal conversations lead to the question: “Why don’t we organize a more formal and ongoing method to interact with other SP professionals?” This idea about forming an HSPA chapter can then lead to the process of determining if others are interested in establishing an HSPA local chapter.

NEEDS ASSESSMENT SURVEY

A needs assessment survey can help to assess the extent of interest in chapter formation, and a simple survey that can be distributed (emailed) to those in nearby facilities is shown below. Note: State hospital associations can assist with mailing lists for initial contacts, and vendors who visit many hospitals may also be able to provide contact information, if necessary. It will be helpful if members of the chapter organizing team who know some potential members contact potential members in advance of the survey to review the potential benefits of an HSPA local chapter and to indicate that the survey will be forthcoming.

 

If survey results suggest significant potential interest, the next step can be to schedule a date and time for an informational meeting and to send out a notice indicating that the purpose of the meeting will be to discuss the formation of the local chapter. The agenda can include:

  • A discussion about the purpose of and possible activities to be sponsored by the local chapter.
  • A review of a local chapter’s possible bylaws.
REQUEST NEEDS ASSESSMENT LOCAL CHAPTER FAQs

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LOCAL CHAPTER OFFICER DUTIES

Examples of the basic duties and responsibilities of local chapter officers on the local chapter’s board are provided below:

ALL BOARD MEMBERS

ALL BOARD MEMBERS

  • Agree to serve for the time of their appointment, if possible.
  • Attend the majority of board meetings and contribute ideas to benefit the local chapter.
  • Serve as a chairperson or coordinator on a local chapter committee if requested by the President.
  • Participate in projects of the local chapter if requested by the President. Note: The Immediate Past President may serve as an advisor to the board because of his/her past experience with the local chapter.
THE PRESIDENT

THE PRESIDENT

  • The President should be familiar with the local chapter’s bylaws and should have a basic understanding of parliamentary procedure; however, it is important to be tactful and use “common sense,” especially with small groups and when board members are not familiar with parliamentary procedure.
  • Other potential duties and responsibilities of the President may include:
    • Assist board members in the planning and scheduling of chapter meetings.
    • Coordinate correspondence with the local chapter secretary.
    • Consistently comply with local chapter bylaws.
    • Coordinate the formulation of a proposed annual budget.
    • Coordinate the development of short- and long-term goals and the plans to attain them.

GUIDELINES FOR CHAPTER PRESIDENTS

THE VICE PRESIDENT

THE VICE PRESIDENT

  • Assist the President with his/her responsibilities when requested to do so.
  • Act as chairperson, coordinator, or advisor on committees as appointed by the President.
THE SECRETARY

THE SECRETARY

  • Write appreciation letters to speakers, those organizing meetings, and the representatives of facilities that sponsor meetings.
  • Assure the BYLAW amendments and/or additions are recorded in the bylaws.
  • Maintain each member’s activity record.
  • Send a welcoming letter and membership certificate to new members and maintain a record of certificates distributed.
  • Gather information from surveys and studies and develop this input into a report form.
THE TREASURER

THE TREASURER

  • Maintain a balanced checkbook and proof of receipts, bills, bank statements, and other financial records.
  • Assure that paid members have a current membership card.
  • Prepare renewal notices to be sent to members.
  • Submit records to auditors as directed by the local chapter’s board.
  • Develop reports of receipts, advertisements, assets, liabilities, and cash balances.

Legal Disclaimer

The HSPA Executive Board approved the following chapter disclaimer on March 4, 2011: “HSPA is an Illinois corporation exempt from federal income taxation under Section 501(c)(6) of the Internal Revenue Code. Although HSPA’s bylaws make provision for participation by “constituent chapters,” HSPA’s corporate standing is separate and independent of each of those chapters. As such, HSPA has no involvement in, direction over, or responsibility for the business affairs of any chapter. Each chapter is responsible for overseeing and conducting its operations, including without limitation: establishing its organizational existence in compliance with any applicable state law, seeking independent tax-exempt status separate from HSPA; maintaining its own financial accounts, books and records; and submitting its own tax filings independent of HSPA. As a matter of policy, HSPA refrains from any interference in any of the business affairs of any of its constituents so as to, inter alia, specifically preserve the separate and independent identities of the organizations. The only standard to which constituent chapters are held by HSPA is that, as a member of HSPA, the chapter acts in compliance with the bylaws and objectives of HSPA. As such, HSPA disclaims any responsibility, legal or otherwise, for any matter, claim or dispute involving, arising from, or relating to any of the activities or business affairs or operations of any of its constituent chapters.”