AHNS Administrative Service Process for Evaluating Projects and Ideas that May Impact Clinical Patient Care, Education, Research, AHNS Reputation, and Budget
With the new structure of the AHNS, preserving and enhancing momentum is an important goal. The new structure was designed with the intention of enhancing the abilities of the members, so they can be more productive and creative in achieving the missions of AHNS. One important aspect of the Sections, Services, and membership is to be able to initiate and advance innovative projects. The four Divisions will receive projects according to the project’s needs and subject as outlined below. The process starts with a project application form, which we host on the AHNS Website.
The project application form (at the bottom of this application) will be used for new proposals coming from either Services or Sections. This will include the project description, goal, budget, funding, implementation plan, ROI, target audience and necessary oversight. Submission of the completed project application should then be uploaded to the website or emailed to BSC. BSC will then forward the application to the Administrative Chair and Vice-chair who will determine if another division Chair should also review. All applications for projects will be reviewed by the appropriate Division Chair (Education, Research or Patient Care) as well as the Administrative Division Chair, Vice Chair and BSC Administrator. Below is a description of the process describing reporting structures and suggested steps in the process of application and approval of a new proposal:
- New initiatives should develop organically within the membership of the Services and Sections or at the direction of Senior AHNS leadership in response to potential opportunities. If an AHNS member independently comes up with a proposal, they should contact the appropriate Service or Section with their proposal so it can be vetted.
- The proposal should then be advanced to the chairs of the Service or Section in which it emerges and the chair should vet the idea and assure it answers the questions of the project application.
- If it arises in a Service the Service, Chair should vet the proposal and then advance to their Division Chair as well as to the Administrative Division. If it arises in a section, the Section Chair should determine which is the appropriate division (Education, Research or Patient Care) for the proposal and submit it to both the Administrative and that Division Chair. If the proposal doesn’t fit into one of Education, Research or Patient Care, then it should go to the Administrative Division solely.
- The Administration Chair, Vice-Chair and BSC administrator will assess and vet the proposal, in consultation with the appropriate Division Chair when applicable, and discuss the financial aspects with the Treasurer, Foundation executive and the Finance Chair as necessary and appropriate. The AHNS President and Secretary will be consulted if it is felt necessary but not routinely. The Administration Division Leadership will also determine if other Services should be included to make sure it is feasible. For example, if the Website is to be used as part of a proposal, it will be sent to the Chair of the Social Media and Website Service for vetting. If the proposal is financially sound and meets the goals of the AHNS they will advance the proposal to the Executive Committee for action. This may be done in the monthly phone calls or may be proposed in an email discussion and or vote.
- If approved by executive committee, the Admin Chair/Vice Chair will then solicit the help of any appropriate service in the Administration division (Website, Publications and Awards, etc.) that wasn’t already contacted for an opinion and the Division Chair will do the same in their Division or seek other support from other Divisions as needed.
As discussed above, the AHNS Administrative Division has been charged with developing a system of reviewing ideas, initiatives, events, projects, marketing and publications proposed from membership, services, divisions or leadership within the society, which will subsequently be reviewed by the appropriate division(s), reviewed by Administrative Division and then reviewed and approved by the Executive Council prior to reaching a council vote to ensure the following:
- Projects are in alignment with the strategic vision and mission of the society
- Projects are reviewed in a fair and equitable fashion including appropriate collaboration among necessary sections and divisions prior to approval
- Projects are assessed for any impact on the annual budget and funding requirement.
Requests can be submitted at any time, but no later than 6 months prior to annual budget for larger projects and one month prior to voting for smaller projects or those that are self-funded, which takes place at the AHNS annual meeting, AAO meeting or monthly Executive Committee meeting. The Administrative Division will review the requests, make their recommendations regarding overlap with current projects and overall feasibility with BSC leadership, Finance Service and Executive Committee and if no objections, will assess the roles and inclusion or exclusion of certain services, sections or divisions and report back to the project leader.
Once the final versions and changes are agreed upon by all involved participants, the Administrative Leadership will forward recommendations to the Executive Committee for approval and Council Vote.