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ANZAED POLICIES & PROCEDURES MANUALINDEXA. POLICIES.................................................................................................................................2
1. Refund Policy (last updated 26 May, 2013)...................................................................2
2. Information Security Policy (last updated 11/1/2012)..................................................3
3. Electronic Media listing Policy (last updated 5 July, 2016).............................................5
4. Electronic communication policy (last updated 20 January, 2014)................................9
6. Financial Policy (last updated April, 2019)..................................................................10
7. ANZAED Sponsorship Guidelines (March, 2017)...........................................................12
8. ANZAED Pharmaceutical Industry Sponsorship Guidelines (March, 2017)..................13
9. Approaching Sponsors Procedure (last updated 16 July, 2014)....................................16
10. Paid and non-paid roles within ANZAED (developed April 2016)..................................18
11. Awards Policy (last updated December 2014)..............................................................18
12. Special Interest Group Policies and Procedures (last updated 11 December, 2014)......20
13. Conflict of interest (last updated February 2015).........................................................22
14. Committee Policy (developed 15/5/2018)...................................................................26
15. Roles and Responsibilities of Co-opted Executive Committee Members (developed March 2018)......................................................................................................................27
16. Endorsement Guidelines (Feb, 2017)...........................................................................32
Other Policies & Procedures
- The Conference Planning Guide is updated annually and held by the DD and current conference chair
- The Autumn Workshop series planning guide is in development
The following are the current ANZAED Policies & Procedures, with the most recent updates noted. These are recorded here as a current comprehensive library, with copies kept by the Development Director, Executive/Secretary and Policies & Procedures committee members as required.
Where appropriate, the policies are on the ANZAED website i.e. Refund policy, Website listing policy, Privacy policy. The Information Security, Electronic Communication and other relevant policies are included in Executive member Orientation pack.
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A. POLICIES
1. Refund Policy ( last updated 26 May, 2013)http://www.anzaed.org.au/refund-policy.html
CANCELLATION BY PARTICIPANT
MembershipCancellations received within 7 days of payment are eligible to receive a full refund less $30 service fee. Cancellations received after 7 days will not be eligible for a refund.
Workshop & conference RegistrationCancellations received up to two weeks prior to the event will be eligible to receive a full refund less $30 service fee.
Full or partial refunds after this deadline may be considered due to exceptional circumstances
Registrations may be transferred anytime up to an event for a service fee of $30
CANCELLATION BY ANZAED
ANZAED retains the right to cancel any registration, membership or payment. In this situation, it will generally refund all payments in full.
General ConditionsParticipant cancellations will be accepted via e-mail, and must be received by the stated cancellation deadline.
All benefits received by participants must be cancelled/returned to ANZAED. Conference rates may need to be adjusted subsequent to changes in Membership status, and any additional conference registration fee will need to be paid, or the conference registration will be cancelled.
Note that all refund requests must be made by the attendee or credit card holder and must include the name of the attendee and/or transaction number. Refunds will be credited back to the original credit card used for payment.
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2. Information Security Policy ( last updated 11/1/2012)
Introduction
ANZAED possesses information that is sensitive and valuable, e.g., personally identifiable information, financial data, research, and other information considered sensitive. Some information is protected by federal and state laws or contractual obligations that prohibit its unauthorized use or disclosure. The exposure of sensitive information to unauthorized individuals could cause irreparable harm to ANZAED or members of ANZAED community, and could also subject ANZAED to fines or other government sanctions. Additionally, if ANZAED information were tampered with or made unavailable, it could impair ANZAED's ability to do business. ANZAED therefore requires all employees, contractors and Executive members to diligently protect information as appropriate for its sensitivity level.
Failure to comply with this policy may subject you to sanctions.For ANZAED employees and contractors, failure to comply could result in termination.
Responsibilities
All Employees, Contractors and Executive members
1. You may only access information needed to perform your legitimate duties as an ANZAED employee, contractor or Executive member.
2. You are expected to ascertain and understand the sensitivity level of information to which you have access to.
3. You may not in any way divulge, copy, release, sell, loan, alter or destroy any information except as permitted within the scope of your professional activities.
4. You must understand and comply with ANZAED's Privacy Policy.5. You must adhere to ANZAED's requirements for protecting any computer used to conduct
ANZAED business regardless of the sensitivity level of the information held on that system.6. You must protect the confidentiality, integrity and availability of ANZAED's information as
appropriate for the information's sensitivity level, wherever the information is located, e.g., held on physical documents, stored on computer media, communicated over voice or data networks, exchanged in conversation, etc.
7. Information deemed Confidential or Highly Confidential under this policy must be handled with the utmost care.
8. You must safeguard any password, physical key, access code or computer/network account that allows you to access ANZAED information. This includes creating difficult-to-guess computer passwords.
9. You must destroy or render unusable any confidential or highly confidential information contained in any physical document (e.g., memos, reports, letters) or any electronic, storage medium (e.g., USB key, CD, hard disk) before it is discarded.
10. You must report any activities that you suspect may compromise sensitive information to the ANZAED Secretary.
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11. Your obligation to protect sensitive information continues after your relationship with ANZAED is terminated.
12. While many federal and state laws create exceptions allowing for the disclosure of confidential information in order to comply with investigative subpoenas, court orders and other compulsory requests from law enforcement agencies, anyone who receives such compulsory requests should contact The Secretary before taking any action.
13. If you are performing work in an office that handles information subject to specific security regulations, you will be required to acknowledge that you have read, understand and agree to comply with the terms of this policy.
Supervisors and Chairs
In addition to complying with the requirements listed above for all employees and contractors, supervisors and committee chairs must:
14. Ensure that operating procedures support the objectives of confidentiality, integrity and availability defined by the Information Guardians and designees, and that those procedures are followed.
15. Ensure that restrictions are effectively communicated to those who use, administer, capture, store, process or transfer the information in any form, physical or electronic.
Ensure that each employee, contractor and committee member understands his or her information security-related responsibilities.
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3. Electronic Media listing Policy (last updated 5 July, 2016)http://www.anzaed.org.au/website-policy.html
Current ANZAED Members are welcome to submit information on Training Programs, Research Studies looking for subjects and Job Vacancies for publication on this Website and Facebook .
Listings are free for members. There is a charge for non-members (details available on request). Listings will need to be reviewed before publication with consideration for ANZAED events and Mission Statement, which can take 1-2 weeks.
We can also publicise research, jobs and training to members via email for a small fee - [email protected] for info.
CONDITIONSListings need to be supplied in Word format and be no longer than 160 words:
Contact details including email, phone and affiliation must be provided within the text Closing dates must be advised for job advertisements. Listings will be removed at the advised closing date, or after 6 months where there is
no closing date (for research studies). Extensions by email can be requested. It is the poster's responsibility that appropriate authority for the listing is obtained.
This may include Ethics permission for research studies. Flyers and information pages can be included as well in Word or PDF format, but will
need to be linked in the text. Please make the location of links clear. One picture or logo (jpeg format) can be submitted as a header for the post.
Research StudiesWithin the text:
List full details of the study. List Study name and researcher/contact, institution, email and phone number if
possible. List supervisor name. Advise details of Ethics Approval (Jurisdiction name, Approval number, Jurisdiction
contact details) List study end date - 1 year maximum (study will be removed by this date unless
advised otherwise). Advise details of Ethics Approval (Jurisdiction name, Approval number, Jurisdiction
contact details)
Procedure- Ask lister to advise of completion time at commencement and completion time- Put completion date in white font after heading (can be visible by blocking the text)
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Privacy Policy (last updated 16 January, 2012):http://www.anzaed.org.au/privacy-policy.html
Your PrivacyThe Australia New Zealand Academy for Eating Disorders (ANZAED) is committed to protecting the privacy of personal information held or collected by ANZAED.
Personal informationPersonal information held by ANZAED may include:
• your name• contact details (including mail and email address, phone numbers and fax numbers)• date of birth• credit card details
For members or applicants for membership, the personal information held by ANZAED may also include:
• demographic information• academic qualifications• special interests• other affiliations
How we collect personal informationANZAED collects personal information directly via:
• correspondence and phone calls• conference and other event registration forms• website feedback & contact forms• membership application form
ANZAED may also seek personal information from publicly available sources, such as directories, or from other sources such as educational institutions, registration boards or employers, for the purpose of verifying information provided to ANZAED.
How we use your personal informationYour personal information may be used in order to:
• provide you with a range of services• administer, manage and develop our services.
When we disclose your personal informationFor the purposes outlined above, we may at times disclose your personal information to organisations external to ANZAED. These organisations include:
• outsourced service providers who assist us in the delivery of some of the services you receive, by providing functions such as:
o mailing systems
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o information technology services o conference organising
• our professional advisers, including auditors• government authorities, as required or authorised by law
Information disclosed to external organisations as described above is done on a limited basis and, other than when provided as required by law, is provided with the agreement from those service providers that they will maintain security of that information and not use the personal information for any other purpose.
In addition, for ANZAED members who agree to be listed in an ANZAED directory of members:• your member listing nominated contact phone number, address, email and website will be released to the public upon request
Accuracy of personal information:ANZAED strives to keep accurate records of the personal information we collect. Accuracy depends on the information provided to ANZAED. Members can update their personal details by contacting ANZAED as below.
Any non-members who wish to query the accuracy of personal information held about them may contact contacting ANZAED as below.
Access to personal information:You have a right to access your personal information held by ANZAED, subject to the exceptions listed in National Privacy Principle 6.
If you would like to do so please contact ANZAED as below. Your request will need to be put in writing for security and recording purposes.
It is ANZAED policy to provide a summary of the personal information that we hold, rather than copies of individual documents. ANZAED does not provide direct access to evaluative information generated within the organisation.
In the event that copies of individual documents are requested and ANZAED agrees to meet that request, the fee for provision of documents via post, fax or email is $5.00 per page, payable prior to delivery.
How to contact ANZAEDPhone:Australia: (02) 8007 6875 New Zealand: (09) 887 0552 International: 61 2 8007 6875
Email: [email protected]
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Mail: PO Box 4154 Castlecrag NSW 2068
ANZAED's office hours are part time.
Alternatively, you can email the Secretary at [email protected]
Obtaining our Privacy PolicyYou may print a copy of this Privacy Policy for your personal use.
Australia New Zealand Academy for Eating Disorders ABN: 14 437 876 265
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4. Electronic communication policy (last updated 20 January, 2014)
The following guidelines pertain to online and email forums hosted by the Australia & New Zealand Academy for Eating Disorders Inc. (ANZAED).
1. Forums are designed to facilitate discussion, information sharing and exchange that is relevant to the prevention, treatment, research, service planning and education in relation to eating disorders. 2 When quoting other people or sources of information please identify the author and publication. Care should be taken not to quote out of context in a misleading way. 3. Avoid using any reference that may identify a patient, including but not limited to actual names.
By participating in an ANZAED online forum, participants agree that they have read and will follow these conditions, and have read and will abide by the Disclaimer and Legal Notice below.
DISCLAIMER AND LEGAL NOTICES
Online forums including email list servs, webinars and chat rooms are provided as a service by ANZAED. ANZAED accepts no responsibility for the opinions and information communicated by participants. ANZAED disclaims all warranties with regard to information communicated, whether posted by ANZAED office holders, contractors, members or any third party; this disclaimer includes all implied warranties of merchantability and fitness. In no event shall ANZAED be liable for any special, indirect, or consequential damages or any damages whatsoever resulting from loss of use, data, or profits, arising out of or in connection with the use or performance of any information posted on this site.
By posting material, the posting party warrants and represents that he or she owns the copyright with respect to such material or has received permission from the copyright owner. In addition, the posting party grants ANZAED and users the non-exclusive right and license to display, copy, publish, distribute, transmit, print, and use such information or other material.
ANZAED monitors forums for inappropriate communications and will remove communications which it believes do not comply with these guidelines. ANZAED reserves the right to exclude individuals who do not abide by these guidelines.
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6. Financial Policy (last updated April, 2019) (in relation to educational fees, executive planning day, website and email notices)
A. EXPENSE GUIDELINES
1. August Conference remunerations as per Conference Planning Guide2. Webinar fee: $300 per 1 hour session, noting that it includes some special prep time and
technological requirement3. Autumn workshop series remuneration.
o $300 – quarter day (1½-2 hours), $500 half day (2½ - 3 hours), $1,000 full day (5+ hours). These fees are for the workshop, to be divided amongst presenters.
o Plus return airfare and transfers from the nearest airport to the venue and back for each presenter if required, or reasonable local transport costs. Transfers may include petrol, shuttle bus, shared cab.
o Plus same day registration. If unable to fly in and out on conference day, then accommodation offered. Note that this will increase the budget for multiple presenters, and must be taken into account in budgeting
o $500 for a 1 hour keynote, airfare, transfers and accommodation if required. If unable to fly in and out on conference day, then accommodation offered.
4. Autumn Executive Planning Dayo Exec members receive return airfare and transfers from the nearest airport to
the venue and back to attend the meeting, if required. Transfers may include petrol, shuttle bus, shared cab. It is intended that the meeting is scheduled so that participants can fly in and out on the same day. Accommodation is provided by ANZAED if this not possible.
o Executive dinner, if conducted: suggested budget to be paid by ANZAED is $100-$120 per person, including food and alcohol for exec members, staff and others professionals by invitation. Partners in attendance are required to pay.
o Free room hire to be sought where possible with economical catering. 5. Executive Dinner at August conference: suggested budget $100-$120 per head,
including food and alcohol. To be paid by ANZAED as recognition of the voluntary hours working for ANZAED during the year
6. Email advertising fee for Positions Vacant: $290 (members) or $340 (Non-members)7. Cancellation fee for events: $708. Non-member participation in open webinars: $20
B INCOME GUIDELINES
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1. Advertisement of employment or Professional training and development: a. Website listing for member and ED Not for profit organisations – free.b. Dedicated emails to ANZAED distribution list: $200 c. 3 line listing in a general email: $100 (within normal email scheduling)
2. Research listing - $150 (free for members research)
3. Newsletter advertisement- $500 for ½ page (content and approval at the discretion of the editor)
Other forms of publicity will be considered on a case-by-case basis
C. ANNUAL BUDGETTINGAnnual BudgetingGiven ANZAED’s increased financial management needs, an annual budget is required to help plan the organisation’s monetary cash flow and ensure careful control over our income and expenditure. The annual budget will run from 1st April to 31st March each year to best allow for the membership renewal calendar, as well as to operate around our largest income and expenditure activities (ie. the Annual Conference and the Autumn Workshop Series). Furthermore, it is timed so that the new budget can commence after the next year’s strategic pathways have been decided at the planning meeting in March each year.
The annual budget is based on an accrual accounting system, by matching revenue to expenses at the time the economic event occurs rather than when payment is actually made. This method allows the current cash inflows/outflows to be combined with future expected cash inflows/outflows to give a more accurate picture of a company's current financial condition.
Within the annual budget are project-specific budgets for the Strategic Planning Day, Annual Conference and Autumn Workshop Series. Currently, the aim of the Autumn Workshop Series is to break-even, whilst the Annual Conference is ANZAED’s major source of discretionary income.
The annual budget requires overall approval by the executive at a monthly meeting. The project-specific budgets require approval by the Finance Committee, which can then constitute pre-approval for payment of expenses up to the amounts approved in these budgets.
D. OVERSIGHT OF PAYMENT APPROVALS
All expenditure to be executed on prior approval from two Office Bearers, ideally the Treasurer and President Elect:
- As per a pre-approved even budget (eg conference, workshop series)- As per a pre-approved list of standing items (eg monthly phone, teleconference, e-
commerce bills, webinar presenter fee).- By individual item approval (eg for one off items such as printing of promotional
material, or when standing or event items exceed the pre-approved budget).
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E. PROCESS FOR MANAGING BUDGETARY REALLOCATIONS 1. For decisions that do not change the budget bottom line, committee chairs will present
the proposal to the ANZAED Executive Members and seek approval.
2. For decisions which require increased funds above previously approved amounts, the committee chair will first present the proposal to the Finance committee and then ANZAED Executive Members. The Finance committee will provide advice to ANZAED Executive Members about the financial viability of the request. ANZAED Executive Members will consider and either approve or deny the request.
7. ANZAED Sponsorship Guidelines (March, 2017)
The Australian & New Zealand Academy for Eating Disorders (ANZAED) seeks to engage business partners and sponsors in order to assist with its financial stability and business standing through financial and in-kind relationships. In doing so it needs to ensure the professional reputation of ANZEAD is maintained.
In general, (ANZAED) will apply the following limitations to each potential sponsorship partnership:
Participation in a specific ANZAED event does not in any way imply ANZAED endorsement of that organisation.
ANZAED name is not used in a manner that would express or imply endorsement of the corporation or its policies.
ANZAED retains editorial control over any information produced as part of a corporate arrangement in which ANZAED is quoted or our logo displayed. In such cases, all materials in print, broadcast, or electronic media prepared by the corporate partner must be submitted to ANZAED approval in writing prior to release, unless it conforms to a pre-agreed form of wording.
ANZAED will provide recognition of corporate support in relevant publications, sections of the website, in conference displays, announcements and publications and other appropriate forums, and corporate funders will be disclosed in all financial reporting.
ANZAED reserves the capacity to vet oral presentations. ANZAED reserves the right to decline sponsorship that could compromise
ANZAED values or be in conflict with our goals, or which could promote inaccurate or misleading messages about our commitment to those goals and values.
ANZAED will not provide Member or event participant contact details to sponsors or business partners
Sponsorship by providers of treatment will be required to have registration with the appropriate national or international auspicing body (eg AHPRA, TGA)
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8. ANZAED Pharmaceutical Industry Sponsorship Guidelines (March, 2017)
Purpose: The purpose of this policy is to guide ANZAED’s decisions when contemplating a relationship with a company in the pharmaceutical industry that develops, produces, and/or markets pharmaceuticals for therapeutic use by consumers with eating disorders and related comorbidities.
Background:The development of new medications for the treatment of Eating Disorders has increased the willingness of pharmaceutical companies to sponsor organisations within this field.
In decisions relating to sponsorship from pharmaceutical companies, ANZAED will be guided by these guidelines and by the following points from the Medicicine’s Australia Code of Conduct:
A Company’s responsibility is to provide a fair and balanced representation of both the safety and efficacy of a product. Claims should be supported by the highest level of evidence available and must be current, accurate, balanced and not misleading.
Products can be promoted for treatments approved by the TGA and are responsible to adhere to Medicines Australia guidelines for advertising and promotion. Where products are in the process of approval by the TGA, Advance information about the product must comply with Medicines Australia Guidelines.
Provision of gifts, starter packs, participation at educational events, sponsorship, remunerations to delegates and speakers must be transparent and adhere to Medicines Australia Code of Conduct
Policy:ANZAED wishes to protect its reputation as an organisation committed to best practice based on empirical evidence and, therefore, will evaluate and set clear limits around advertising, sponsorship or exhibit fees from companies that manufacture, distribute or promote pharmaceuticals for use in the treatment of eating disorders and related comorbidities.
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Procedure:Companies from the pharmaceutical industry who are offering sponsorship will be required to complete the Pharmaceutical Product Information Form.
Pharmaceutical companies must agree to adhere to the Medicines Australia Code of Conduct https://medicinesaustralia.com.au/code-of-conduct/code-of-conduct-current-edition/
If a sponsorship agreement is approved, ANZAED will clearly acknowledge that such sponsorship does not imply endorsement of the pharmaceutical product/s. When accepting sponsorship by pharmaceutical companies the arrangements between ANZAED and pharmaceutical companies will be open and transparent to the ANZAED membership.
ANZAED Executive Committee will exercise independent judgment in its decision making and will assess the merits of each potential sponsorship agreement. ANZAED Executive Committee will consider any potential conflict of interest is entering into such sponsorship agreements
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Pharmaceutical Product Information Form
Company Name:
Brief Description of Company
Pharmaceutical product:
Target Disorder/s:
Recommended therapeutic usage of the product:
Does the product have TGA approval? If not, what is the status of TGA application?
Please describe the research evidence for the safety and efficacy of the product, including the source of evidence and publication details:
In applying for ANZAED sponsorship I hereby confirm adherence to Medicines Australia Code of Conduct
Name
Position Date
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9. Approaching Sponsors Procedure (last updated 16 July, 2014)
Procedure for contacting potential sponsors1. Identify organisational person to approach, which may vary depending on business (e.g.
marketing manager, sponsorship coordinator, managing director, etc.), ideally via a personal contact
2. Make phone contact initially3. Write an email to the contact person, summarising the communication, and attaching the
Sponsorship ProspectusE.g. Dear XXX,Thanks for speaking to me today. As discussed, I have attached the ANZAED Conference Sponsorship Prospectus, where you may find XXXX most suitable for your organisation. However, we are happy to tailor a package to best suit your needs.Please feel free to contact me on xxxxxxxKind regards, XXXOn behalf of the ANAZAED 2013 Conference Organising Committee
4. Phone follow up within 2-3 days of letter being sent- Just checking to see if you got my email?- Does it seem like something your organisation would be interested in?- Can we modify an option to suit you?- Clinch the sale (ok. We’ll send you a letter of agreement – Development Director to
prepare ASAP)- OR can I call back later?/once you have a had a chance to discuss it with the people who
look after this?
5. Other notes- Please edit the sponsorship agreement below (cut and paste from the above agreement
and send to Jeremy for finalisation. Please include your signature on the right OR liaise with Jeremy to do this.
- This will be sent to the contact with an invoice asap (payment by cheque or bank transfer).
- As soon as they send us the logo, 250 word company profile or ¼ page image (of part of the package) this will be put on the conference website
- Logo and ¼ page colour advertisement in the conference written program (a jpeg image of the advertisement – preferably portrait orientation). Requireed by 1 July, 2013.
- Table display is 1800 x 750mm (confirm size for each conference)- Promotional material for the conference satchels should be supplled to apreferably
a pre-arranged local address by 1 August, 2013.
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SPONSORSHIP AGREEMENT
ANZAED is pleased to accept PDP The Professional Development People as a Display Partner II at the 2013 Conference: 23-24 August at Pullman & Mercure Albert Park Hotel Melbourne with the following details
Investment: $1000
Details:
Logo on the conference website from date supplied untl September 2013 (Please supply in jpeg or png format ASAP)
Information on PDP for the conference website, up to 250 words. This can be in Word or jpeg format and includes images and hyperlinks. Please supply ASAP.
Logo and ¼ page colour advertisement in the conference written program (please supply a jpeg image of the advertisement – preferably portrait orientation). Please supply by 1 July, 2013. This may include special offers to conference delegates.
An attended table display (1800 x 750mm) on 23 & 24 August. The opportunity include promotional material in the conference satchels. Please supply to
P.O. Box 4154, Castlecrag NSW 2068 (or other address by arrangement) by 1 August, 2013. Verbal acknowledgement/s by the President to delegates duting the conference Morning, afternoon tea and lunch supplied to an attendee with delegates (Noting that this
is generally only available during key display access time).
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10. Paid and non-paid roles within ANZAED (developed April 2016)
Background: This document describes paid and non-paid roles in ANZAED as they are currently defined in practice. It serves as a guideline for transparency and equitability in decisions around paid and non-paid roles.
ANZAED is a volunteer organisation and historically has operated with paid and non-paid positions and roles. These fall under four (4) main categories;
1. Non-paid volunteer positions:a) The members of the ANZAED Executive and ANZAED committees undertake their appointments on a voluntary basis with no remuneration expected. This includes participating in the activities of various committees, contributing to ANZAED specific initiatives and events, and contributing to working parties etc.
b) At times general ANZAED members undertake specific time limited tasks and roles on a voluntary basis with no remuneration expected. An example would be as convenors/members of the annual conference committee.
2. Paid Keynote Speakers/Presenters Remuneration for speakers who present at ANAZED events are outlined in the Annual Conference Guidelines. Some examples include International Keynote Speaker, a webinar presenter or a workshop presenter.
3. Paid project/short term positions and initiatives Within a specific project there may be budgetary funds allocated for payment to individuals or organisations to complete discrete pieces of work within the project. These projects are in line with ANZAED strategic plans and have budgets preapproved by the ANZAED Executive. There will be a transparent selection process and paid roles will be subject to a structured evaluation at the completion of the project. An example is the Social Media Project Officer role.
4. Development Director and/or Administration role - PaidANZAED first contracted part time (p/t) secretarial services to provide a centralised administrative function. Since 2011 a p/t Development Director has been contracted for 2-3 days p/week to carry out management and executive functions, and provide advice on administration and growth. Occasionally, in addition, a temporary administrative assistant is employed to assist with increased workload, particularly at peak times. An example is the Annual Conference: employing someone to complete the evaluation survey.
11. Awards Policy (last updated December 2014)
Lifetime Achievement in the Field of Eating DisordersDistinguished Achievement in the Field of Eating Disorders
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(a) The Executive will make a Distinguished Achievement in the Field of Eating Disorders Award annually and a Lifetime Achievement in the Field of Eating Disorders Award when deemed appropriate. The final responsibility for making the Awards will rest with the Executive and the Award cannot be appealed.
(b) The Distinguished Achievement in the Field of Eating Disorders Award will be made to recognise a distinguished contribution of an ANZAED member in one or more of the following fields related to eating disorders: research, clinical practice, education/administration, or advocacy.
(c) The Lifetime Achievement in the Field of Eating Disorders Award will be made to recognise an ANZAED member who is in the latter part of their career and who has made an exceptional contribution over an extended period of time, i.e., some-one who had had a substantial career in the field. This Award may not necessarily be given every year.
(d) Any ANZAED member, with the exception of a member of the Executive may be nominated for these awards.
(e) Nomination procedures:
- Nominations must be made by a given date determined by the Executive;- An advertisement will be emailed to ANZAED members calling for nominations allowing at
least one month for nominations to be received;- Any ANZAED member may nominate a person for an award;- A nomination may be made by writing to the Secretary indicating the wish to make a
nomination;- When making a nomination, the nominator should provide the following information: (1) a
reason(s) why the nominator believes the nominee should receive the award, (2) a biographical outline where possible, and (3) provide the names of two people who would also be in a position to provide a reference for that person.
- Being a special award, self-nominations will not be accepted and the nominee should not be informed;
- Nominations will be reviewed by a subcommittee under the Secretary’s portfolio which will make a recommendation to the Executive. The subcommittee will provide the Executive with three names (if there are that many nominated) in a given order, with reasons for their recommendation;
- The final decision will be made by the Executive (ideally by consensus but by vote if necessary).
(f) The President will inform the recipients of the Award and present the Award at ANZAED’s annual conference.
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12. Special Interest Group Policies and Procedures (last updated 11 December, 2014)
DefinitionA Special Interest Group (SIG) is a group of individuals within a larger organisation which has a shared specific interest in advancing a specific area of knowledge or learning. Members cooperate to affect or to produce solutions within their particular field, and may communicate, meet and share this with the larger organisation.
BackgroundANZAED is keen to increase member benefits and to support all groups within it who work to understand, prevent or treat eating disorders. One way identified to further this goal is the establishment and support of SIGs.Two professional groups (OT’s and GPs) have requested the establishment of Special Interest Groups (SIG) within ANZAED. It has been suggest that these groups would benefit from being able to share ideas within their group. In addition, these groups tend to be under-recognised within the eating disorder field and that having an identified SIG would help them raise their profile within the field. It is proposed that the formation of SIGs for these groups would enhance communication within that group and support their members working in the eating disorder field. Thus, SIGs would provide an important member benefit for these groups. The establishment of SIG could potentially advantage ANZAED through the attraction of new members.Other groups may also like to consider establishing a SIG within ANZAED, including nurses, members of day programs, and members of support services. It is recognised the needs and wishes of different groups will vary considerably. Many groups may mainly want to have an opportunity to meet at the annual ANZAED conference, but others may wish to engage in a range of other activities during the year. As SIGs would be established for the benefit of members, the nature of the activities would be determined by the SIG.
Establishment of a SIGAny ANZAED member could propose the formation of SIG by writing to the Chair of the Membership Committee expressing their desire to form a SIG and providing a brief description of the focus and the rationale for the SIG. This letter should be supported with five (5) additional signatures of potential SIG members. If the establishment of the SIG is approved by the Executive, the proposer of the SIG will be made interim chair. An inaugural meeting will be scheduled at the next ANZAED conference. At this meeting, two co-chairs will be elected and a discussion of desired activities will be held. This will lead to the establishment of Terms of Reference for each SIG.
Terms of ReferenceThe Chair of each SIG will work with SIG members to outline Terms of Reference for the SIG. These will include: (a) a statement of the goals of the SIG, (b) proposed structure and procedures, e.g., selection of a chair, AGM and meetings (how often) and taking of minutes, (c)
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proposed activities. In addition, the SIG Chair would be asked to provide an annual brief summary of SIG activities to the Chair of the Membership Committee.
Co-Chairs of SIG and Representation on ExecutiveCo-chairs of SIGs must be ANZAED members and will be elected for two year terms. It is proposed that SIG activities will be overseen by the Membership Committee and the Chair of the Membership Committee will provide regular updates on SIG activities to the Executive.
Possible SIG ActivitiesEach SIG would be requested to identify their particular needs for support within ANZAED and ANZAED would where possible would work with the SIG to meet these needs. It would be anticipated that there would be at minimum one meeting a year most likely at the ANZAED conference. However, other possible activities and supports could be:
1. SIG listserv managed by chair of SIG (with assistance from DD) to pass on relevant material
2. Organise relevant webinars (with assistance of DD)3. Regular space within ANZAED conference to meet (lunch-time meeting, workshop)4. Space in ANZAED newsletter
MembershipSIG membership would be available to any interested ANZAED member.
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13. Conflict of interest (last updated February 2015)
To whom policy applies: This policy applies specifically to Executive Committee Members of ANZAED and persons employed by ANZAED. However, the principles apply to all members of ANZAED in decision making roles, such as members of sub-committees.
What is a Conflict of Interest: A conflict of interest is a conflict between one’s:
public duty to act in the best interests of the organisation; and private interests and/or duty to another organisation.
Real, potential or perceived A conflict of interest exists whether it is:
real – it currently exists; potential – it may arise, given the circumstances; or perceived – members of the public could reasonably form the view that a conflict exists or
could arise that may improperly influence the Executive Committee members performance of his/her duty to the organisation, now or in the future.
Direct or indirect A private interest can be direct or indirect. A direct interest is held by the board member. An indirect interest is held by a relative (e.g., spouse) or close associate (e.g., friend or enemy).
Private interests A private interest can be pecuniary (i.e. financial) or non-pecuniary (i.e. non-financial), or a mixture of both.
Duty to another organisation A ‘conflict of duty’ (also known as a ‘conflict of role’) is a conflict of interest that can occur even if the executive member does not have any private interest at stake. It is a conflict between Executive members:
public duty to act in the best interests of the organisation; and duty to another public or private organisation, including another public sector organisation.
It exists due to the executive member’s role with the other organisation (e.g. as a committee member, employee, volunteer, or organisation member).
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Declaration of Interests Following each AGM and prior to the first Executive Committee meeting, all members of the Executive Committee, the DD and SMPO will complete and sign the Declaration of Interest Form. Other ANZAED committee members will complete and sign the Declaration form within one month of joining the committee. This form requests information about your interests (e.g., work, association or personal connections) that could potentially result in a conflict of interest in relation to decision making on the Executive Committee or other ANZAED committee. This form with be kept on file and available on request to members of ANZAED and the public.
Information from the Declaration Form will be transferred into the ANZAED Register of Conflict of Interests.
Updating Declaration of Interests: All members of a Committee, the DD and the SMPO, will be asked to update their form annually. In addition, whenever a person’s circumstances change in relation to their interests, they should complete a new form.
Management of Conflicts of Interest in Meetings If a member of a Committee or the DD or SMPO believes they have a conflict of interest in relation to a matter on a meeting agenda, they should raise it at the beginning of the meeting with the chairperson. Normally, arrangements will be made for that person to absent themselves from the meeting when that matter is being discussed. If a committee member realises they have conflict of interest as the meeting progresses, they will raise it as soon as they can with the Chair of the meeting and arrangement will be made for the person to absent themselves.
The Chair and the rest of the Committee may decide that that is unnecessary in particular circumstances. If the ‘conflicted’ committee member is deemed to have some particular knowledge of an issue, it may be in ANZAED’s interest for them to be present for at least part of the committee’s discussions, so as to enable the board to utilise this knowledge.
Breaches or Perceived Breaches of Conflict of Interest If a person believes they have had a conflict of interest in a decision making process or if another person believes a conflict of interest has occurred, they will first discuss it with the President of ANZAED or committee chair. The President or Chair will normally consult the Office Bearers in deciding on the way forward. If warranted, the matter will then be discussed and resolved at an Executive Committee meeting.
Policy Prepared by Susan J Paxton and Claire Diffey, February 2014
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Australia and New Zealand Academy of Eating DisordersDeclaration Form
Executive Committee members
Name of Member:
Position:
Person or Organization with Whom You Have an Interest
Nature of Relationship and/or Nature of Conflict of Interest
I declare the above to be true. I declare that I have read and agree to conform to the following ANZAED current policies:
- ANZAED Executive Committee Orientation Pack- Privacy- Information Security- Conflict of Interest
Signed: ................…………….....................................
Date: ...............................
Note: This form will be held on file by the Secretary and Development Director of ANZAED and available to members of ANZAED and the public on request.
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Australia and New Zealand Academy of Eating Disorders
Declaration Form Non-Executive Committee members
Name of Member:
Position:
Person or Organization with Whom You Have an Interest
Nature of Relationship and/or Nature of Conflict of Interest
I declare the above to be true. I declare that I have read and agree to conform to the following ANZAED current policies:
- ANZAED Contractor employee and non-executive committee Orientation Pack- Privacy- Information Security- Conflict of Interest
Signed: ................…………….....................................
Date: ...............................
Note: This form will be held on file by the Secretary and Development Director of ANZAED and available to members of ANZAED and the public on request.
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14. Committee Policy (developed 15/5/2018)
A. BACKGROUND
ANZAED Committees play a vital role in the various functions of ANZAED. This Policy describes the definition, purpose, oversight and responsibilities of ANZAED Committees. It also covers pre-determined Chair and membership roles as well as circumstances under which new Committees may be established. A Committee is distinguished from a Special Interest Group. While a Committee is designed to perform a specific function for ANZAED, a Special Interest Group is not required to perform specific functions but rather represents the specific research/clinical interests of a sub-group of ANZAED members.
B. DEFINITION OF A COMMITTEE
ANZAED Committees are responsible for specific activities and/or functions in the service of ANZAED and its membership. Current ANZAED Committees (at the date of development of this Policy) include:
1. Carer Consumer Committee2. Local Conferences Committee3. Local Workshop Committee4. Finance Committee5. Professional Development, Strategy, Advocacy and Partnerships Committee6. Online Professional Development Committee7. Membership Committee8. Social Media Committee9. Policy and Procedures Committee10. Past President’s Committee
C. OVERSIGHT
The ANZAED Executive has oversight over all actions made by the Committees. Committees must provide the Executive with a copy of all meeting minutes. Actions are to be proposed to the Executive who will then approve, reject, or request further information as deemed appropriate. The ANZAED Executive may also delegate tasks to Committees that fit within the scope of the Committee’s purpose.
D. TERMS OF REFERENCE
All Committees must develop Terms of Reference specific to their Committee and its function and purpose. This document should specify the designation and role of the Committee Chair and the selection procedure for members, minimum and maximum number of members.
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E. SELECTION OF COMMITTEE CHAIRS AND MEMBERS
Committee Chairs and members may or may not be members of the ANZAED Executive, however at least one member of the Committee must be a member of the ANZAED Executive. Selection of Committee Chairs and members are to be ratified by the ANZAED Executive. Where the Chair is not a member of the ANZAED Executive, a member of the Committee who is an ANZAED Executive member must act as the Executive Liaison and present the minutes of the Committee meetings to the Executive Committee meetings on behalf of the Chair. Usually there will be one Chair per Committee, with exceptions to be approved by the ANZAED Executive (e.g., more than one Chair of the Local Conference Committee may be appointed when the upcoming conference is being hosted/chaired by more than one person).
The following Committees are to be chaired by specified ANZAED Office Bearers or other persons in a specified role:
i. Policies and Procedures Committee (chaired by the ANZAED Secretary)ii. Past President’s Committee (chaired by the immediate past ANZAED President)iii. Finance Committee (chaired by the ANZAED Treasurer) iv. Local Conference Committee (chaired by the person/s selected to chair the upcoming ANZAED Annual Conference)
In addition, the President Elect will be a member of the Finance Committee; and eligibility of the Past President’s Committee will be confined to Past Presidents of ANZAED.
F. ESTABLISHMENT OF A NEW COMMITTEE
The ANZAED Executive may choose to establish a new Committee, for instance, in the circumstance that ANZAED develops new functions that do not fall within the scope of current Committees, and are of sufficient purpose and work to require a Committee to carry out the required functions.
Developed by Deborah Mitchison and Siân Mclean, Approved 30 May, 2018
15. Roles and Responsibilities of Co-opted Executive Committee Members (developed March 2018)
Background: This policy describes the purpose, criteria, roles, and terms of appointment of additional eligible members co-opted to the ANZAED Executive Committee.
See also ANZAED Constitution: 58. Co-opting of Additional Members to the Executive Committee
Purpose:
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In circumstances when there are no vacancies on the Executive Committee, additional eligible member(s) of ANZAED may be co-opted onto the Executive Committee in order to ensure appropriate representation of the membership on the committee.
Criteria for RepresentationEligible members may be sought to be co-opted to the ANZAED Executive Committee for the following reasons:
Geographic representation to ensure at least one member of the Executive Committee is from Australia and at least one member of the Executive Committee is from New Zealand
Professional representation to ensure diverse professions are represented on the committee, the need for which will be determined by the Executive Committee from time to time
To allow adequate liaison regarding ANZAED activities, for example, but not limited to co-opting the ANZAED Conference Chair to liaise with the conference committee
Roles of Co-opted Executive Committee MembersCo-opted members have a non-voting role on the Executive Committee.For all other duties, the roles and responsibilities of co-opted members of the ANZAED Executive Committee will be the same as for general members of the committee (see ANZAED Constitution ‘45. General Duties’, and ANZAED Executive Member Orientation Pack ‘Responsibilities and Duties as an Executive Member’).
Term of Office for Co-opted MembersThe term of appointment to the Executive Committee for co-opted members will be two (2) years.Exceptions to the two-year term of appointment are determined by the Executive Committee from time to time for co-opted Conference Chairs. Terms of appointment for Conference Chairs may be extended beyond two (2) years as determined to be necessary by the Executive Committee but will not exceed five (5) years.Appointment as a co-opted member of the Executive Committee for a term of two years (or otherwise for Conference Chairs), would have no impact on length of tenure of office should the member be elected to the ANZAED Committee through the procedures specified in the Constitution (Part 5. Division 3 – Election of Executive Committee members and tenure of office), at which point the member would cease to be co-opted.
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Additional supporting information (for review)
58 Co-opting of additional members to the Executive Committee (1) If there are no vacancies, the Executive Committee may co-opt an eligible
member of the Association to a non-voting role on the Executive Committee for a period of time. This may be in order to include representation from a Conference Committee or a particular region (eg New Zealand).
Explanatory note re voting at Executive CommitteesWhen decisions during Executive Committee meetings cannot be made by consensus, a formal vote is required.A formal vote is a count of executive committee members’ positions, whereby decisions are made according to a majority of votes.
ANZAED Constitution ‘45. General Duties’,
45 General Duties(1) As soon as practicable after being elected or appointed to the Executive
Committee, each executive committee member must become familiar with these Rules and the Act.
(2) The Executive Committee is collectively responsible for ensuring that the Association complies with the Act and that individual members of the Executive Committee comply with these Rules.
(3) Executive Committee members must exercise their powers and discharge their duties with reasonable care and diligence.
(4) Executive Committee members must exercise their powers and discharge their duties—
(a) in good faith in the best interests of the Association; and(b) for a proper purpose.(5) Executive Committee members and former Executive committee members must
not make improper use of—(a) their position; or(b) information acquired by virtue of holding their position—
so as to gain an advantage for themselves or any other person or to cause detriment to the Association.NoteSee also Division 3 of Part 6 of the Act which sets out the general duties of the office holders of an incorporated association.
(6) In addition to any duties imposed by these Rules, an executive committee member must perform any other duties imposed from time to time by resolution at a general meeting.
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ANZAED Executive Member Orientation Pack ‘Responsibilities and Duties as an Executive Member’In general terms, not-for-profit associations such as ANZAED are regulated by the Associations Incorporation Reform Act 2012, and our Constitution is based on the rules it lays out. According to our Constitution (2013), the business of ANZAED is managed by the Executive Committee (described below as the Committee). In light of the high regard in which ANZAED is held, a role on the Committee is both recognition of the contribution of the member to the field and an honour bestowed by the membership. These privileged positions, however, come with responsibilities which are outlined below.
General Duties of Executive Committee
The general duties of members of the Committee include the following:
(1) As soon as practicable after being elected or appointed to the Committee, each member must become familiar with the Constitution and Rules that govern ANZAED.
(2) The Committee is collectively responsible for ensuring that ANZAED complies with the Act that governs ANZAED and that individual members of the Executive comply with these Rules.
(3) Committee members must exercise their powers and discharge their duties with reasonable care and diligence.
(4) Committee members must exercise their powers and discharge their duties— (a) in good faith in the best interests of the Association; and (b) for a proper purpose.
(5) Committee members and former Committee members must not make improper use of—(a) their position; or (b) information acquired by virtue of holding their position— so as to gain an advantage for themselves or any other person or to cause detriment to the Association.
(6) In addition to any duties imposed by these Rules, an Executive Committee member must perform any other duties imposed from time to time by resolution at a general meeting.
55 Term of office(1) Subject to subrule (3) and rule 56, an executive committee member holds office
for a two year term. Terms will generally alternate so as to provide continuity. (2) An executive committee member may be re-elected for up to two consecutive
terms (that is three in total), or if holding President Elect, President or Immediate Past President, their term can be extended by two years for each of those terms. If they are elected to the Treasurer or Executive Secretary role, their term can be extended by an additional two terms.
(3) A general meeting of the Association may—(a) by special resolution remove an executive committee member from office; and (b) elect an eligible member of the Association to fill the vacant position in
accordance with this Division.
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(4) A member who is the subject of a proposed special resolution under subrule (3)(a) may make representations in writing to the Executive Secretary or President of the Association (not exceeding a reasonable length) and may request that the representations be provided to the members of the Association.
(5) The Executive Secretary or the President may give a copy of the representations to each member of the Association or, if they are not so given, the member may require that they be read out at the meeting at which the special resolution is to be proposed.
Developed by Siân McLean - approved 30 May, 2018
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16. Endorsement Guidelines (Feb, 2017)
Endorsement by ANZAED means that ANZAED publicly and visibly supports the endorsed activity, initiative or resource. ANZAED may endorse joint activities, campaigns, media releases, practice guideline statements, literature, patient education materials, conferences, presentations, training or other initiatives. ANZAED will undertake an evaluation process before arriving at a decision to give ANZAED’s endorsement. Endorsement is not undertaken for commercial purposes, however, opportunities for endorsement may form part of a corporate partnership benefit package (e.g. a lower conference fee for ANZAED members).
ANZAED will consider endorsement with the exception of the following: • messages, products, services or activities which are inconsistent with the ANZAED Mission
Statement; • endorsement of specific branded commercial products or services; • endorsement of conferences, workshops or seminars where content cannot be reviewed in
advance (please see promotion and advertising guidelines); and • information that is inconsistent with current scientific knowledge.
ANZAED may qualify its endorsement by defining how the endorsement may be used, and this will be identified on an application-by-application basis. ANZAED may require inclusion of the following statements in communications materials:'This information is provided for education purposes and does not constitute ANZAED endorsement of a particular branded product or service' ; and'There may be additional products/services that are also appropriate choices'.
The ANZAED name and logo may be used only with the written approval of ANZAED.
The endorsement must not be used in any way that could bring ANZAED into disrepute or be in breach of the ANZAED mission statement and philosophy or suggest ANZAED endorsement of any person or event other than the specific initiative or document approved via the endorsement application.
If there is a breach of these guidelines or a failure to comply with the terms and conditions outlined in this policy, ANZAED may at its sole discretion, immediately terminate the endorsement by notice in writing to the applicant of the endorsement. Endorsement can be rescinded by ANZAED at anytime. On receipt of such notice of termination, the ANZAED endorsement must be removed from all documentation related to the endorsement.
Documents and events may take up to two months to be endorsed.
A list of all ANZAED endorsements can be found on the ANZAED website.
All endorsements will expire after the termination of the activity or after a maximum period of 3 years. At that time, re-application is required for further ANZAED endorsement.
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Application for Endorsement by ANZAED
Thank you for seeking endorsement of your activity/initiative/resource by ANZAED.Please complete this document to facilitate ANZAED making a decision about endorsing your activity/initiative/resource.
1. Please attach the document or provide information about the activity/initiative/resource and the organisation responsible for the event. A link to your web page is acceptable. Please include details, including dates of the activity/initiative or publishing date, key target groups for the activity/ initiative/ resource, resource format and the cost for both ANZAED members and non-members where appropriate, etc.
2. Details of Key Contact Personnel (including name, role, credentials and contact details). For publications, please provide information of individuals who were involved in developing and/or reviewing the guidelines.
3. Please give a brief description of your organisation.4. If your activity/initiative/resource has been reviewed or endorsed by other individuals or
organisations, please provide details.5. In your opinion, why should ANZAED endorse your activity/initiative/resource?6. ANZAED will prioritise endorsing activities/initiatives/resources that are evidence based,
evidence informed and that are based on current guidelines or expert consensus. Please describe the evidence base for your activity/ initiative/ resource.
7. Please outline how this activity/initiative/resource will be of interest and benefit to the membership of ANZAED.Please describe how this activity/initiative/resource is in line with the mission statement of ANZAED. This link will take you to the ANZAED mission statement.
8. This activity/initiative/resource has the primary purpose of marketing for your organisation. Please circle which applies: YES / NO
9. Please describe when and how you plan to update the resource.
In signing this document, I/we _________________________ agree that should the endorsement request be approved, I/we will abide by the conditions listed above.
___________________________ ____________________________Signed (ANZAED) Signed (Endorsee)
___________________________ _____________________________Name Name
___________________________ _____________________________Date Date
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