Canadian Society of Hospital Pharmacists
     British Columbia Branch

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• This position is appointed by the President and the Communications officer acts as a non-voting member of the BC Branch Executive. 

• It is the responsibility of the Communications Officer to coordinate all BC-Branch-related communications with the membership. 

• The Communications Officer will ensure that appropriate information is disseminated in a timely, convenient, concise, appropriate, uniform and coordinated fashion so that it of maximal use to our members. 

Terms of Reference

1. Assume responsibility for the "Terms of Reference"

2. Maintain the CSHP-BC Branch Executive Address/Phone List and publish on the website.

3. Manage the E-nouncement Service.

4 .Liaise with CSHP National to manage the CSHP-BC Branch Website.

5 .Co-ordinate all Branch mail-outs.

6 .Co-ordinate the production and distribution of the Branch Newsletter. 

7. Maintain the BC Branch gmail account.

8. Send out an E-nouncement to call for resolutions at least 90 days prior to the AGM and include the closing date for submission of resolutions which is 45 days prior the date of the AGM.

9. Assist the incoming Communications Officer, with respect to responsibilities, when the term of office is completed.

Duties of the Communications Officer

1. Attend Branch Council meetings.

2. Maintain the CSHP-BC Branch Executive Address/Phone List and publish on the website.

3. Liaise with CSHP National to maintain the Branch Website (www.cshp-bc.com). (See notes)

4. Publish the quarterly Branch Newsletter. (See notes)

a. Annually at the 1st meeting of the new Executive Council, prepare a newsletter schedule date with deadlines for submission and mailing.

b. Solicit and edit contributions to the Branch Newsletter from the Executive Committee members, District 6 Councilor and the membership. Maintain a checklist of topics and members to contact for newsletter inclusions arranged by month.

c. Forward Branch mailings to the Student Membership Coordinator for stuffing envelopes and mailing to BC Branch members. Send 12 copies of each Branch Newsletter to CSHP National in Ottawa for distribution to other provinces.

d. Make Newsletter available on the Branch website.

5. Maintain the E-nouncement service. (See notes)

a. Keep the e-mail listserve up to date.

b. Send out E-nouncements in a timely manner.

c. Send out E-nouncements with the listserve address in the BCC box.

6. Ensure all bills and invoices, for charges incurred through Branch publications/website are forwarded to the Treasurer for payment.

7. Ensure that his/her personal computer is equipped with the necessary software i.e. the most recent antiviral software, web design software (ex. Microsoft Frontpage), newsletter design software, and Adobe Acrobat.

Notes:

Branch Website:

1. The Website should be the primary warehouse for ALL Branch information. 

2. The Website should be current at all times.

3. The following sections should be included on the Website:

a. For all members (public):

i. Continuing Education Event Information/Registration

ii. Branch Highlights, Business and News

iii. Executive Council Contact Information and the Branch Manual
iv. Chapters Information

v. Official Branch Publications 

vi. Employment Opportunities

vii. Awards Information

viii. Membership Information

ix. Related Pharmacy Links

b. For Executive Council ONLY (password protected)

i. Executive Private Phone/Address List

ii. Council Meeting Agendas

iii. Council Meeting Minutes

iv. Other relevant information

Branch Newsletter:

1. The standard schedule for the printing and mailing of the "Branch Newsletter" is four times per year: Winter (Dec), Spring (Apr), Summer (June), Fall (Oct). 

2. Attempt to link the newsletter mailings to coincide with the advertisement of educational events. Newsletters should be mailed to coincide with other CSHP BC Branch mailings.

3. Deadlines for the submission dates for newsletter material should be 2 weeks prior to the mailing deadline.

4. The Branch Newsletter will be sent to:

a. all BC Branch CSHP members.

b. CSHP National, Ottawa (email to National for distribution to each province)

c. BC Branch Website

5. The general content of each Branch Newsletter may include the President's message, awards announcements, National Delegate CSHP reports, annual meeting highlights, continuing education events list, recognition of drug company sponsorship, ADR reports and College of Pharmacists Representative's Report, Council membership.

Branch E-nouncement Service Notes:

1. The E-nouncement Service is available for CSHP-BC Branch members only.

2. E-mail addresses of members are confidential and shall not be sold or distributed.

3. E-mail addresses are obtained when members sign up for the E-nouncement service. As such, these e-mail addresses shall be used only for the E-nouncement Service.

4. Appropriate content for the E-nouncement service includes the following:

a. CSHP-BC Branch Business

b. CSHP-BC Branch Continuing Education Events

c. CSHP National Conferences/Events

d. Other information upon approval of BC-Branch Branch Council

Banff conference:

1. Assist in the setting up of website for the event
2. Assist in on-line payment if available