‘Outreach to Teach’ Policy

‘Outreach to Teach’Policy

Draft v3. July 14, 2016

The Texas Emergency Nurses Association (TxENA) has developed the ‘Outreach to Teach’ program to provide educational opportunities to chapters who have been identified by the TxENA Board of Directors as being underserved or at-risk. Identified Outreach chapters may apply to the TxENA to have a 1 hour accredited lecture presented at their chapter meeting or chapter event free of charge.

  1. Outreach Chapters:

a.Identification of such chapters shall be done by the TxENA Board using a criteria which includes but is not limited to the chapter’s:

  1. Inability to attend TxENA State Council meetings
  2. Low number of members
  3. Difficulty meeting requirements to remain a viable chapter
  4. Funding issues which make it difficult to provide continuing education programs for their local chapter

b.The Professional Education Committee will:

  1. Request a list of identified chapters on a quarterly basis from the Board
  2. Provide the Outreach to Teach Program information to the Board Liaison for each of the identified chapters
  3. Request the Board Liaison inform the Outreach chapter of their eligibility for the program during their next communication.

c.Outreach chapters may be approved for only 1 lecture per year.

  1. Lecture / presentation:

a.Lecture:

  1. Can be developed by any member of the TxENA
  2. Content must be pertinent / timely for emergency nurses
  3. Is limited to 1 hour presentation time including question and answers period and evaluation time
  4. Should besubmitted to the Professional Education Committee for consideration to be included in the Outreach to Teach course listing

b.Speaker:

  1. Develops the lecture content
  2. Provides lecture objectives to Professional Education Committee to include in the Outreach to Teach program information sent to the Outreach Chapter
  3. Agrees to travel to Outreach chapter site, regardless of location
  4. Provides a 1 hour lecture at Outreach site

c.Professional Education Committee:

  1. Will select those presentations which will be included in the ‘Outreach to Teach’Program
  2. Provide information on each course on the committee’s page of the TxENA website
  3. Sends Outreach chapters information on lectures available
  1. Budget:

a.The Professional Education Committee’s annual budget will include the ‘‘Outreach to Teach’’ Program as a sub-line item:

  1. Maximum cost of each course is limited to $600 including lecturer expensesand CE application fee.
  2. The number of courses and monies necessary to fund the courses will be determined at the 4th Quarter committee meeting and budgetary requirements will be submitted during the following year’s budgetary process
  3. If monies are still available after the year’s last scheduled coursethe committee will:

1)Determine if another course can be funded

2)Determine which speakers are willing to provide another course

3)Remind the Board Liaison of the Outreach chapters who have not already had a presentation that the opportunityis available and provide a course listing

  1. No monies in the‘‘Outreach to Teach’’ Program budget will be carried over to the next year.

b.A single trial run of an‘Outreach to Teach’lecture is permitted, if requested by the speaker:

  1. The CE application and fee will be paid with funds from the ‘Outreach to Teach’ budget
  2. The CE monies for the trial run lecture(s) will be subtracted from the overall ‘Outreach to Teach’ budget and the remaining funds split between the remaining lectures.
  1. Expenditures:

a.CE fee: The identified Activity Coordinator, a member of the Professional Education Committee, will:

  1. Complete the ENA initial CE / repeat course application
  2. Pay the CE fee for each course or group of courses when approved per the ENA fee structure

1)Be reimbursed by the CE fee by the TxENA

2)CE expenditures will be listed under the Outreach to Teach budget

b.Speaker will:

  1. Maintain receipts oftheir expenditures related to providing an ‘Outreach to Teach’ course:

1)Travel to and from the lecture city / town

a)Airfare

b)Mileage per TxENA rates

2)Travel to and from lodging and presentation site

3)Lodging

4)Food -*Alcoholic beverages are not included

  1. Provide the Treasurer with a completed TxENA expense report:

1)One form for each course presented

2)Indicate expenses are related to the specific ‘Outreach to Teach’ lecture

3)Attach receipts

4)Submit within 2 weeks of the lecture being presented

  1. Be reimbursed by the Treasurer for expenses not exceeding the monies identified for the course ($600 – portion of trial CE cost).

c.Chapter will incur any costs related to the:

  1. Meeting location
  2. AV equipment
  3. Refreshments provided, if any
  4. Other costs not identified
  1. Application process:

a.Notification of eligible chapters:

  1. Professional Education Committee will:

1)Notify the Board Liaison of the identified Outreach chapters of the Outreach chapter’s eligibility for the Outreach to Teach program

2)Providea copy the application form (Attachment A).

3)Provide a list of lectures and their content objectives

  1. Board Liaison will discuss the Outreach program and their eligibility with the identified chapter during their next conversation.

1)Provide alternate site of course information and application – Professional Education Committee’s webpage

b.Outreach chapters interested in participating in the program will:

  1. Submit the completed application to the Chair of the Professional Education Committee
  2. Complete / submit the Outreach to Teach application

1)Indicate which topic to present

2)Provide contact information for the event

c.Selection of receiving chapter: The committee will:

  1. Review the applications received and select the chapter(s) who will have lectures presented based on:

1)The Outreach information received from the Board

2)No lecture has been previously provided for this chapter

  1. Notify the chapter’s point of contact
  2. Provide contact information for the lecturer

d.Coordination of the presentation will be done by discussions between the Outreach chapter and the lecturer

  1. Lecture will only be presented at chapter meeting or chapter event
  2. Date and time of the lecture will be agreed upon
  3. AV equipment necessary to provide lecture will be identified and provided by the chapter
  4. Location of the presentation will be identified

e.Failure of the chapter to obtain or meet the needed criteria will result in cancellation of the event

  1. Responsibilities related to Outreach to Teach lecture event:

a.TxENA Professional Education Committee responsibilities:

  1. Will notify the Outreach Chapter regarding the lead time between approval of application and approval of CEs
  2. Submit and pay for the CE application
  3. Provide the speaker and lecture content to Board Liaison and Outreach chapter, if necessary
  4. Pay the speaker’s expenses related to the lecture:

1)Travel

2)Lodging

  1. Send the Outreach Chapter contact an electronic copy of the speaker’s handout, if any
  2. Provide the speaker with all forms necessary to award attendees, who meet successful completion criteria, 1 Continuing Education hour (CE)

1)Disclosure forms

2)Evaluation forms

3)Sign-in sheets completed specifically for lecture

4)CE certification of completion forms

  1. Complete ENA post course requirements to validate CE for the educational event. Submit to ENA:

1)Completed sign-in forms

2)Updated Disclosure form, if applicable

3)Post course evaluation summary form

4)Activity Coordinators Summary

5)Updated advertisement, if applicable

  1. Post information related to Outreach to Teach Program and available lectures on the Professional Education Committee page of the TxENA website

b.Chapter responsibilities:

  1. ‘Must allow at least six (6) weeks lead time between approval of lecture opportunity by committee and the actual scheduled event.’

1)Due CE application process time for new lectures

2)Will be informed by committee if a shorter lead time is possible.

  1. Coordinate presentation date/time with the identified speaker
  2. Provide an appropriate meeting location and all necessary AV equipment
  3. Advertise the event to the chapter members, hospitals, medical facilities and nursing programs in thecommunity and the surrounding area.

1)All interested nurses, including non-ENA members should be welcome at the lecture.

2)Send a copy of advertisement to Professional Education Committee.

  1. Not charge attendees for event - lecture is free to all attendees
  2. Coordinate pre-registration activities, if any
  3. Pay any expenses incurred not related to the speaker, ex. room fee, food, AV equipment, printing costs, etc.
  4. Decide to provide or not provide printed handouts, if any, to attendees

c.Speaker will be responsible for:

  1. Coordinate presentation date/time with the Outreach chapter contact
  2. Make own arrangements for travel to site and lodging, if required
  3. Take 20 printed copies of their handout, if any, to the lecture
  4. Taking and hand out all CE forms necessary to award attendees 1 CE

1)Sign-in sheet,

2)Evaluation form

3)Disclosure form

  1. Ensuring all participants meet the ENA attendance requirements

1)Sign-in to lecture on official sign-in sheet

2)Submit completed evaluation form

3)Miss no more than 10 minutes of the activity)

  1. Providing Certification of Completion (CE form) to all attendees who meet ENA attendance requirements.
  2. Sendall completed CE documents to the Professional Education Chair within 1 week of the Outreach event.

1)Completed sign-in sheet(s)

2)Completed evaluations

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