National Student Nurses’ Association

Bylaws, Policies and Procedures Guidelines for    Starting an Official NSNA Chapter

^{Preparation for the first organizational meeting}

^{A core group of leaders (members and non-members) from all class levels should:}

^{Meet to determine a suitable date, time and place for the first and possible the second organizational meeting.}

^Decide:

^{who will open the meeting.}

^{who will be nominated as chair pro tem. (A per­son will run the meeting until an official president is elected.)}

^{who will be nominated as secretary pro tem. (A person who will act as secretary until an official secretary is elected.)}

^{who will introduce the resolution to form the association and who will second it.}

^{who will serve as monitors.}

^{who will make a motion to form the bylaws commit­tee and who will second the motion.}

^{All motions should be in writing and include who moved and who seconded the motion.}

^{The secretary pro tem should circulate an attendance list of those present. This should be attached to the min­utes. The minutes should reflect the following:}

^{Date, time and place of meeting.}

^{List all those in attendance (indicate membership status).}

^{All motions/resolutions and the voting results.}

^{A synopsis of discussion for each order of business.}

^{Agenda: First Organizational Meeting}

^{1. Call to order}

^{2. Election of chair pro tem}

^{3. Election of secretary pro tem}

^{4. Resolution to form an association}

^{5. Formation of Bylaws Committee}

^{6. Date, time for next meeting}

^{7. Drafting and distributing proposed bylaws}

^{8. Any other business}

^{9. Adjournment}

^{Script: First Organizational Meeting}

^{Please refer to Robert's Rules of Order Newly Revised for additional guidance.}

^{Opening the meeting:}

^{This meeting is now called to order. This meeting has been called because several students who are members of the National Student Nurses' Association and are interested in formalizing a nursing student association in (name of school). To become an official constituent of the National Student Nurses' Association, there must be at least 10 members in the school and submission of the Official Application for NSNA Constituency Status according to NSNA's policies.}

^{This meeting is an organization meeting for a permanent society. Therefore, it is now in order to select a chair pro tem. I recommend that (name of student), the president of the (name of school) Nursing Student Associa­tion, serve in this position. If there are any objections or if you wish to nominate another person, pleases come forth now.}

^{(Wait to see if there is a response. If someone else is nominated, you will need to have an election by show of hands.)}

^{Hearing no objection, I will now turn the chair over to _____________. (____________ takes the podium.)}

^{Thank you. The next order of business is to appoint a secretary pro tem to record the proceedings of this meeting. I ask the concurrence of the body to have (name of student) serve as secretary pro tem. If there are any objections or you wish to nominate another person, please come forth at this time.}

^{(Wait to see if there is a response. If someone else is nominated, you will need to have an election by show of hands.)}

^{Hearing no objection, I declare that (name of student) will serve as secretary pro tem to record the minutes of this meeting.}

^{The next order of business is a resolution to form this association. (Someone should be prepared to make the resolution. If not, you can read the statement and ask if a member of the assembly would come forward and move the adoption of the concept.)}

^{Madam chair, I am ___________ from (school)______________________ and I am a member of the National Student Nurses Association. "The nursing students of (Name of school) have had an informal organization over the years with members in the National Student Nurses Association and the (state) Nursing Students Association. However, a formalized structure for the (name of school) nursing students associated has not existed. There are presently __________ members in (name of school). As nursing students we recognize the value of professional development and involvement in organized NSNA activities. Therefore, be it resolved that it is the sense of this meeting that the (name of school) Nurses Students Association now be formed."}

^{Chair: Is there a second? (From the audience): Second.}

^{Chair: It has been moved and seconded that the (name of school) Nursing Students Association be formed. It should be noted that if this resolution passes, it is only a declaration of intention; its adoption does not bring the organization into being, which is accomplished by the adoption of bylaws.}

^{Chair: Is there any discussion on the resolution? (people may ask questions or make comments.)}

^{Chair: Are you ready for a vote? (Get sense of audience.) All those in favor of forming the (name of school) Nursing Students Association please stand; those opposed, please stand; abstentions, please stand. The resolution passes (or fails).}

^{(Now, someone should make the following motion): I am ________________. I move that a bylaws committee be formed, composed of two representatives from each nursing class (i.e., freshman, sophomore, junior and senior classes) in (name of school) and that this committee by appointed by the chair pro tem.}

^{Chair: Is there a second? (someone seconds.)}

^{Chair: It has been moved and seconded that a bylaws committee be formed with two representatives from each nursing class at (name of school) and that the chair appoint this committee. Is there any discussion? (Discussion ensues.)}

^{(After discussion): Are you ready for a vote? All those in favor of the motion to form a bylaws committee with two representatives from each nursing class at (name of school) and that the chair appoint the committee please say aye. All those opposed say no. Abstentions. (If this gets voted down, entertain another motion and repeat procedure until a method for forming a bylaws committee is passed.)}

^{Chair: The next order of business is to set the next meeting date, time and place at which the report of the bylaws committee will be presented. (This might take some discussion. If there can be no agreement, a motion can be introduced that "when the meeting adjourns it adjourn to meet at the call of the chair.")}

^{Chair: The next order of business is to discuss the process for drafting and distributing the proposed bylaws. (A suggestion might be: "I am ___________from____________and I move that the bylaws committee post the proposed bylaws for the (name of school) on bulletin boards with the call to meeting. The proposed bylaws should be posted at least two weeks prior to the meeting so that there is time to share them for input with all school classes."}

^{Chair: Is there a second? It has been moved and seconded that the bylaws committee post copies of the proposed bylaws for the (name of school) on all bulletin boards with the call to meeting at least 2 weeks prior to the meeting. Any discussion? Are you ready for a vote? All in favor...All opposed...Abstentions...}

^{Action: Carried. The chair asks those students interested in representing their classes on the bylaws committee please come forward immediately upon adjournment of this meeting. (At this point, the chair might consider asking the group to openly discuss some aims and purposes for the association so that the bylaws committee has some direction.)}

^{Chair: Is there any other business to come before this body?}

^{Chair: If you have not already done so, please sign the attendance list. This meeting stands adjourned to meet again (date, time, place as determined earlier) or "This meeting is adjourned to meet again at the call of the chair."}

^{Agenda: Second Organizational Meeting}

^{President: Chair pro tem & Secretary pro tem:}

^{Call to Order  - Chair pro tem}

^{Roll Call  - Secretary pro tem}

^{Approval of Minutes  - Secretary pro tem}

^{Report of the Bylaws Committee and Adoption of Bylaws  - Chair, Bylaws Committee}

^{Recess to enroll members  - Chair pro tem}

^{Reconvene  - Chair pro tem}

^{Roll Call  - Secretary pro tem}

^{Nominations for Office  - Chair pro tem}

^{Appointment of tellers  - Chair pro tem}

^{Recess for voting  - Chair pro tem}

^{Reconvene  - Chair pro tem}

^{Report of the tellers -  Chairperson of tellers}

^{Installation of officers  - Chair pro tem}

^{Appointment of consultants or advisors  - Newly Elected President}

^{Any other business  - Newly Elected President}

^{Date, time and place of next meeting  - Newly Elected President}

^{Announcements Newly Elected President}

^{Adjournment  - Newly Elected President}

^{Script: Second Organizational Meeting}

^{Call to Order : CHAIR PRO TEM: The meeting is now called to order.}

^{I ntroduction : CHAIR PRO TEM: I am( ), chair pro tem of the ( ) Nursing Student's Association. The primary purpose of today's meeting is to formalize the organization by adopting bylaws and holding elections for the board of directors. At this time, you do not need to be a member of the National Student Nurses' Association to vote on the proposed bylaws. However, once the bylaws are passed, you must be a member to vote on any additional business of this organization. We will take a recess after the bylaws are adopted so that those of you who are not members can join. All those who are now or who become members today are considered charter members of this association. Membership forms are available from the monitors. Now, let us begin on this historic journey to formalize our association.}

^{Roll Call: CHAIR PRO TEM: I now call upon ( ), secretary pro tem, to call the roll.}

^{SECRETARY PRO TEM: (call roll--be certain all names are recorded. Have attendees sign attendance list.)}

^{Minutes: CHAIR PRO TEM: The next business in order is the reading and approval of the minutes of the first organizational (date) meeting. The minutes have been distributed at this meeting for review. If you did not see a copy, please request one now from a monitor. (pause here if necessary) If there are any additions or deletions please state so now. (pause...the corrections are usually handled by general consent). If there are no corrections, the minutes stand approved (or approved as corrected).}

^{Bylaws: CHAIR PRO TEM: The next business in order is the report of the bylaws committee. I now call upon ( ), chair of the bylaws committee to give the report.}

^{BYLAWS CHAIR: Madam Chair, the committee appointed to draw up proposed bylaws has agreed upon the following draft and has directed me to move its adoption. Madam chair, on behalf of the committee, I move the adoption of the bylaws. No second is necessary because this is coming from a committee.}

^{CHAIR PRO TEM: The question before you is on adoption of the bylaws as proposed by the committee. The committee chair will now read the proposed bylaws, one article or section at a time. After each article or section is read, it will be open to debate and amendment. When amendment of one article or section is completed, the next one will be read and considered. No section or article will be adopted until all have been opened to amendment.}

^{(Each article or section is then read separately, each is carefully explained by the chair of the bylaws committee, as described above. After the last one has been completed, the chair pro tem gives the voting body an opportunity to insert additional paragraphs or sections and to correct any inconsistency or oversight that may have arisen during the process of amendment, as follows):}

^{CHAIR PRO TEM: The entire set of bylaws is now open to amendment. Are there any further amendments? (When there are no further amendments, the question is put on adopting the bylaws in its entirety.)}

^{CHAIR PRO TEM: The question is on the adoption of the bylaws as amended. As many as are in favor of adopting the bylaws, say aye...Those opposed say nay...(in case of doubt, the chair should call for a rising vote and if necessary, direct that a count be made; or a member can call for a division. Approval requires only a majority vote to pass. The bylaws take effect immediately upon their adoption. A negative vote on their adoption can be reconsidered, but not an affirmative one.)}

^{Recess: CHAIR PRO TEM: We will now recess to sign-up members. We will reconvene in ( ) minutes. (After adoption of the bylaws, only those who join the association are entitled to vote in further proceedings. At this point, therefore, it is necessary to determine who are members. Have membership forms available for people to sign up on the spot. Also, have a sheet for members to sign up as charter members. The secretary should record and give receipts for payment from members until the treasurer is elected and takes office.)}

^{Reconvene: CHAIR PRO TEM: The chair now calls upon the secretary pro tem for the reading of the roll of members.}

^{SECRETARY PRO TEM: Roll call.}

^{(Note that the bylaws that were just adopted will guide the organization, i.e., for quorum.)}

^{Quorum: CHAIR PRO TEM: Quorum is declared.}

^{Nominations: CHAIR PRO TEM: The business in order is the nomination and election of the permanent officers as prescribed in the bylaws. (Go to the bylaws for guidance...here's a sample of how it can go depending on the title of the officers.)}

^{Nominations are now in order. Individuals wishing to run from office must meet the eligibility requirements as set forth in the bylaws. Nominations do not need a second. Are there nominations for the office of president? (Have someone write down the nominations on a blackboard. The person making the nomination should state their name and school--I am ( ), a student at ( ) and a member of the NSNA and the (state). I nominate ( ) from ( ) for the office of ( ) he/she has agreed to serve if elected.)}

^{Then state: Are there any other nominations for the office of ( )?}

^{(When there are no more nominations for that office, go to the next office until all offices are mentioned). At the end state: Are there any other nominations for any offices? Once there are no other nominations state: Hearing none, the chair declares that nominations are closed.}

^{Elections: (You will now need to appoint a committee of tellers to conduct the voting. If possible, you should have a written ballot. This may be possible if the facilities you are using permits typing and reproduction of the ballots. If not, you can take a standing count of those members present and voting. A representative from the tellers committee gives the report of the elections. This should also be in writing for the record. After the report, the chair announces those elected.)}

^{CHAIR PRO TEM: The chair declares the following persons elected (read position/person from tellers report). The newly elected president will now take over the chair.}

^{Other business. (If there is any other business to come before the group, it can be done now. If not, the president will call for announcements).}

^{Announcements: PRESIDENT: Are there any announcements? (Allow announcements to be made).}

^{Next meeting: PRESIDENT: State date, time and place of the membership meeting if known or decided at this point.}

^{Adjournment : PRESIDENT: The chair declares the second organizational meeting of the ( ) Nursing Students Association adjourned.}

^{The newly elected board of directors should have its first meeting and begin to make plans for the organization's activities and programs. A sample agenda and "Board Meetings that Work" can be found in the appendix. Several other NSNA publications contain information about many of NSNA's activities and projects that can be conducted at the state and school level. Please refer to publications list in Getting the Pieces to Fit.}

Student Table of Contents

Faculty Table of Contents