United States Public Health Service
Commissioned Officers Association
Greater New York Branch
(Greater NYCOA)
Communication Committee
Standard Operating Procedures (SOP)
Document Approvals:
Printed Name
Title
Signature
Date
CDR Jerry Zee
Communication Committee Chair
6/19/17
LCDR Jay Wong
Communication
Committee Chair-Elect
2/24/17
Document History Record
Document History Record for:
Communication Committee
Standard Operating Procedures
Revision Number
Date of Revision
Effective Date
Description of Changes
01
02/21/17
05/01/17
Creation of initial version.
02
06/19/17
07/01/17
Revised the language of v.01
Purpose
The Greater NYCOA Communication Committee Standard Operating Procedures (SOP) provides operational and procedural guidance for the Greater NYCOA Communication Committee. This SOP provides guidance on matters not addressed by the Greater NYCOA Bylaws.
Scope
This SOP applies to all documents created that are related to all functions within the Greater NYCOA Communication Committee to establish policies, processes, records and acceptance criteria under the auspices of Greater NYCOA. This SOP does not apply to documents created by other organizations outside of the Greater NYCOA Communication Committee].
Definitions
Document No.: The unique identifier assigned to each document.
Revision No.: The numeric designation identifying the version of a controlled document. New documents are assigned “Rev. 00.” Subsequent, approved revisions of the same document are assigned sequential numbers, “Rev. 01,” “Rev.02,” etc.
Approval Date: The date that the Chair accepts the document into the Document Control System by applying the final approval signature.
Effective Date: The first date that the new or revised document may and must be used; and the previous revision, if there is one, may not and must not be used.
References
Greater NYCOA Bylaws
https://sites.google.com/site/newyorkcoa/bylaws
Greater NYCOA Website
Table of Contents
I. Communication Committee Responsibilities and Organization
Section 1: Communication Committee Responsibility
Section 2: Leadership
Section 3: Involvement
Section 4: Letter of Appreciation
II. Communication Committee Procedures
Section 1: Meeting Time & Frequency
Section 2: Navigating of branch website
Section 3: Navigating other digital platforms
III. Minimum Standards for Communication Committee Participants
Section 1: Communication Committee Participants
IV. Transitioning
Section 1: Transition Procedure
V. Absenteeism Policy
Section 1: Absenteeism Policy
Section 2: Member Participation
Section 3: Inactive Members
VI. Member Recognition
Section 1: Communication Committee Participants
VII. Changes to the Standard Operating Procedures (SOP)
ARTICLE I
COMMITTEE RESPONSIBILITIES & ORGANIZATION
Section 1. The Communication Committee shall work with the Greater NYCOA Branch Executive Officers to develop, implement, guide, and advance the organization’s responsibilities and strategic direction, in accordance with the mission of Greater NYCOA.
Section 2. The Communication Committee consists of a Chair, and Chair-Elect.
The Committee Chair is responsible for the following tasks:
1. Recruit branch member(s) for the operational year if need be.
2. Schedule and facilitate committee meetings as necessary.
3. Prepare a yearly SOP.
4. Provide end-of-the-year Letters of Appreciation or Certificate of Appreciation, as appropriate.
5. Provide written and oral reports of committee activities during each branch leadership and general member meeting, and more frequently as needed.
6. Report to the Branch Executive Secretary based on the latest strategic planning SOP, as directed.
The term duration for Committee Chair shall be one year.
The Committee Chair-Elect is responsible for the following tasks:
1. Recruit a Chair-Elect candidate to fill Chair-Elect position once the current Chair-Elect term has ended.
2. Fulfill duties of Chair in the Chair’s absence, or as needed.
The term duration for the Chair-Elect shall be one year, or until a successor has been appointed.
Section 3. Committee or Workgroup Involvement
Committee Participant: Committee Participants will fulfill the following expected roles and responsibilities:
1. Be willing and able to give the necessary time to attend meetings and perform any assigned duties.
2. Actively participate in discussion and be willing to listen to and respect others viewpoints.
3. Think in terms of the welfare of the group rather than personal interests.
4. Accept and follow through on assignments.
5. Maintain minimum standards for Committee Participants. (Article IV)
Committee Observer: A committee Observer is an Officer who merely wishes to maintain awareness of Committee issues but is under no obligation or requirement to participate, maintain a minimum level of attendance, or other responsibility.
Section 4. The Communication Committee shall disseminate Letters of Appreciation or Certificate of Appreciation to committee member(s) for participation and volunteer support. The Letters of Appreciation or Certificate of Appreciation should be issued using the template provided by the Greater NYCOA Branch Executive Officers.
ARTICLE II
COMMITTEE PROCEDURES
Section 1. The Communication Committee shall hold quarterly or more frequently at the discretion of the Committee Chair meetings where all members shall report their various activities. The meetings are held on any day of the month as long as there is agreement to the day and time between the Chair and Chair-Elect.
Section 2. Navigating of branch website
1. Go to http://sites.google.com
2. Type in the user id: newyorkcoa
3. Type in the password: GForce2011
3. You should be in the website. Notice the left sidebar. There is menu item that says "Articles." Click on it.
4. Once you are in the page, you will notice that there is a drawing pencil button on the type right portion of your screen. If you click on that, you are allowed to edit the document. You can copy and paste Word text onto the page. One can also insert images and links by clicking on the Insert button (left top of screen).
Section 3. Navigating other digital platforms
The committee can create new communication tools such as social media accounts and so forth at the discretion of the committee Chair and Chair-Elect for the branch.
ARTICLE III
MINIMUM STANDARDS FOR COMMITTEE/WORKGROUP PARTICIPANTS
Section 1. Committee Participant: Committee Participant minimum standards include:
A. Attending at least half of the eligible meetings since joining the Committee
B. Active participation in at least one Project or Subcommittee annually
C. Active participation in meeting discussions and providing input to the Committee Chair solicitations
ARTICLE IV
TRANSITIONING
Section 1. Chair-Elect Preparation: Incoming Committee Chair and outgoing Committee Chair should schedule a meeting to discuss the transitioning of the position. In collaboration with the outgoing Committee Chair, the incoming Committee Chair will utilize the orientation guidelines and practices regarding absenteeism and member recognition to assist them in their preparation as the Committee Chair. Transitioning will also include orientation to Committee documents.
ARTICLE V
ABSENTEEISM POLICY
Section 1. Absenteeism Policy: Committee Participants should inform the Committee Chair if they will be unavailable to make a Committee meeting. To maintain their status, Committee Participants need to attend at least half of the eligible meetings since joining the Committee.
Section 2. Member Participation: Committee Participants who miss more than half the meetings in a six month period (June through December) or half the meetings in a twelve month period (January through December) shall be considered “inactive” and not be eligible for inclusion on the roster and for the Committee’s end-of-year Letter of Appreciation. The Committee Chair shall keep attendance of all meetings and notify any member that has fallen below the 50% attendance mark. These guidelines are intended to encourage at least 50% attendance at meetings. However, it is recognized that there may be individual cases which warrant special consideration (e.g., weekly scheduling conflict), where an Officer is not able to make that percentage but substantially contributes to the Committee. Therefore, the Committee Chair reserves the right to utilize appropriate discretion in determining whether or not an individual Officer should be recognized as a Committee Participant.
Section 3. Notifying Inactive Members: Those Committee Participants who fall below the 50% attendance mark will be sent an e-mail by the Committee Chair informing them of such and that they will be removed from the roster and may not be eligible for the end-of-year Letter of Appreciation. Those Officers who choose to disassociate from a Committee, not respond, or continue to fail to attend meetings will not achieve the minimum recognition as outlined above.
ARTICLE VI
MEMBER RECOGNITION
Section 1. Committee Participants: Committee members who maintain the minimum standards for Committee Participants (Article VI) will be acknowledged through the following methods:
A. A written letter or Certificate of Appreciation signed by the Committee Chair and/or Branch President suitable for inclusion in the Officer's OPF. (See Appendix ## for Letter Template)
Specific detail on the individual officer’s contributions should be maintained along with the impact of their contributions on the overall outcome when applicable. Each member is responsible for tracking these activities, and providing these records to their respective Committee Chair for inclusion in the recognition letter. A letter shall be granted to every officer who demonstrates at least a 50% attendance record (in addition to the other criteria) since joining the Committee.
B. Approval to list membership role with Greater NYCOA Committee on official
Curriculum Vitae as “Committee Participant.”
C. Committee Participants shall be differentiated from Committee Observers in attendance rosters and in correspondence for the purposes of acknowledging their contributions. The Committee Participant roster will be communicated to the Greater NYCOA Branch Executive Officers at least twice a year.
ARTICLE VII
CHANGES TO THE STANDARD OPERATING PROCEDURES (SOP)
Section 1. This SOP may be altered, amended or changed, by a majority vote of those committee members present when such matters are submitted to the membership for vote. In taking a vote, the Committee Chair will establish the general procedures for voting. Proposals may be submitted by any individual committee member, who shall then submit it in writing to the Committee Chair. The Committee Chair and Chair-Elect shall review this SOP every year at the beginning of their elective terms, submitting corrections and amendments to the committee members for a vote at the first meeting of the fiscal year (if applicable).
Appendix ##. Recognition Letter Template
[DATE]
[Officer Name
Address
Address]
Dear [Officer Rank and Last Name],
On behalf of the Greater New York Commissioned Officers Association (NYCOA) of the U.S. Public Health Service (USPHS), I wish to recognize and commend you for your [exemplary leadership and] outstanding service for the [Committee Name].
Specifically, [insert specific examples and impacts].
We are proud and honored to have you as a dedicated and active member of NYCOA, and we look forward to many more years of working alongside you.
Very respectfully,
____________________
(Committee Chair)
(Title)