Policy for Establishing Organizational Liaisons/Collaborations and the Responsibilities of Appointed Liaisons
Approved November 2011; Revised January 2013
I. Reasons for Organizational Collaboration
- Advocacy initiatives
- Jointly prepared or endorsed position papers, white papers,guidelines, or clinical publications
- Joint committees
- Jointly sponsored education programs
- Information sharing
- Other common goals
II. Types of Collaborative Relationships Between Professional Organizations
A. Organization Liaisons
- Purpose: Liaison relationships may be established with any professional organization that shares a common mission and goals with ASPHO, or where specific ASPHO initiatives may be advanced through collaboration. Liaison relationships will be approved by the board and should be established at the highest possible level of the organization, to gain access to influencers and decision makers. The liaison will represent ASPHO's position or member interests, as defined by the ASPHO board. Liaisons also monitor and report on organizational activities, exchange information and seek opportunities for cooperation.
- Appointment: Individual presidential appointment of one or more ASPHO members. Two year term, renewable at incoming president's discretion. Typically, the appointed ASPHO liaison will be a chair or member of an ASPHO committee or on the board. If at any time the liaison is unable to actively participate in the project or organization as appointed, they May notify the board and ask to be relieved of the assignment, so that ASPHO may identify a replacement.
- Orientation: Upon accepting a liaison appointment, the liaison will meet with the ASPHO president for a brief orientation to the society's strategic goals and interests in forming the liaison relationship and any specific instructions there may be to the liaison.
- Responsibilities: The liaison will be responsible for reporting to the ASPHO Board of Trustees at least twice annually. The report will include a recap of meetings, conference calls or other interactions with the liaison organization that have occurred during the last 6 months, their purpose and outcome. The liaison should also express their opinions on how ASPHO can best capitalize on participation to further its own goals and to benefits its members. On occasion, as activities merit, the liaison may be asked to write a short report to ASPHO members, for distribution
- in the electronic newsletter.
- Limitations: While the liaison is a representative of ASPHO, the individual may not communicate an opinion, position or decision in the name of the society without express prior consent or approval of the board of trustees. For example, a request to sign on to a position statement or other public communication will need approval by the ASPHO president, on behalf of the board.
- Reimbursement: Related travel expenses to necessary meetings; approved in advance.
- Staff Support: As needed.
- Other: Reciprocal liaisons may be established but are not mandatory.
B. Jointly Sponsored Projects
- Purpose: Collaboration at the project level. Joint projects are established to meet shared goals of both organizations. They usually require shared decision making, financial commitments, administrative resources and joint project leadership.
- Approval: Reciprocal board approval of project goals, resources, processes and resulting products. The board of trustees must approve proposals for jointly sponsored activities. Resulting papers or publications must also receive reciprocal board approvals. A memorandum of understanding between the organizations is a recommended foundation to successful partnerships.
III. Guidelines for Developing Collaborative Relationships
A proposal to form a liaison or project-focused relationship with another organization for any purpose or project will be presented to the ASPHO Board of Trustees for approval. As appropriate, the following information will be considered:
- Must support one or more specific strategic goals of the society
- The other organization's mission, goals and program are in accordance with ASPHO's mission and values
- Has identified a volunteer appointee to lead the program or act as liaison
- Has a well-defined purpose, outcomes and a mechanism for managing interactions, reporting and review
- The anticipated benefits of working collaboratively are either an accelerated time frame, broader impact, added resources, influence or enhanced credibility
- Any possible incremental administrative burden is commensurate with potential benefits
- Processes are consistent with ASPHO policy and procedures
- Potential conflicts of interest are disclosed and resolved satisfactorily
IV. Process for Review and Approval of Collaborations
Proposals for liaisons or collaborations developed by committee chairs or board members, or by other organizations will be submitted to the national office. The necessary background materials and information will be assembled by the staff and in consultation with members who are familiar with or who support the proposal. Presentation to the Board for consideration shall include the following:
- Description of proposed liaison or collaboration, including purpose and how it relates to specific ASPHO goals and strategies
- Organization's mission, membership, and goals related to the envisioned outcome
- Which organization has initiated the request for a liaison and will it be reciprocal
- ASPHO's defined position guiding liaison communications
- Advantages of partnering with this organization
- Expected outcomes
- Suggested individuals to represent ASPHO as liaison
- Anticipated costs if any