-- Complete the following application.
-- List two references with contact information.
-- Read and initial the Code of Conduct Agreement. (Included below) If elected, you will be required to sign this document.
-- Read and initial the Social Media Policy. (Included below) If elected, you will be required to sign this document.
-- Completed application must be received June 10, 2019 (11:59 EST). You will receive a pop-up confirmation and an auto-reply email indicating your application has been submitted.
-- If you have not received a personal email from a SOFT Nominations Committee member by June 9, 2019 regarding your previously submitted application, it is your responsibility to reach out to SOFT for confirmation. Please send an email to verify your application has been received to: Steve Cantrell <email@example.com> ; and include cc: <firstname.lastname@example.org> AND cc: <email@example.com>.
Applicants may be required to have a formal interview with the Nominations Committee to allow for additional understanding and communication.
Applications will be reviewed by the Nominations Committee for recommendation to the board for consideration. Current and prospective board members will receive the same attention when applying to run for any board positions.
If you have any questions about the election process or in completing this application please email Kris Holladay at: firstname.lastname@example.org. Thank you.
The SOFT organization has adopted the following Code of Conduct that all SOFT Board of Director members, agree to adhere to by signing below:
1) ACTIVE PARTICIPATIONNOTE: SOFT Board members are expected to exercise the duties and responsibilities of their positions with integrity, collegiality, and care. This includes:a) Making attendance at all meetings of the board a high priority.b) Being prepared to discuss the issues and business on the agenda, and having read all background material relevant to the topics at hand.c) Cooperating with and respecting the opinions of fellow board members. All board members should agree to keep an open mind to each idea that is presented without bias, regardless of whom presented the idea.d) Support actions of the board even when the board member personally did not support the action taken. Once a board decision is made, support the decision even if one’s own view is a minority one.e) Putting the interests of the organization above personal interests.f) Representing the SOFT organization in a positive and supportive manner at all time and in all places.g) Showing respect and courteous conduct in all board and committee meetings. Encourage participation, carefully listen, and respectfully respond to other points of view. Refrain from giving explicit direction to the chairman of the board during board meetings. h) When any board member receives funds on behalf of SOFT, all monies will be submitted to the President as soon as possible for accurate accounting and preserving of the 501(c)(3) status. i) Observe established lines of communication. President is chairman of the Board and oversees all board functions. When board advisors need to communicate information regarding committee affairs, contact branch supervisor first and then if needed, contact President. See attached chart a.j) Support SOFT annual conferences through active participation, by attending events, and by offering assistance to the conference committee. Support the annual conference by reserving hotel room(s) at the contracted hotel/conference center. Compensation for one hotel room night will be honored only at the hosting conference hotel.k) Be an advocate for SOFT and its mission wherever and whenever the opportunity arises in personal and professional networks.
2) CONFIDENTIALITYNOTE: SOFT Board members are reminded that confidential financial, personnel, donors, members and other matters concerning the organization, may be included in board materials and/or discussed in board meetings and board conference calls. Unresolved board issues are considered confidential.a) Board members should not disclose such confidential information to anyone outside of the current SOFT board of directors.b) Refrain from trying to influence other current board members outside of board meetings that might have the effect of creating factions and limiting free and open discussion.c) Not disclose or discuss differences of opinion on the board with those who are not on the board. The board should communicate externally with “one voice”.
3) PROCEDURES FOR MANAGING CONLICT OF INTERESTNOTE: SOFT Board members shall conduct their personal affairs in such a manner as to avoid possible conflict of interest with their duties and responsibilities as members of the board. Nevertheless, conflicts may arise from time to time. See attachment b.a) When there is a decision to be made or an action to be approved that will result in a conflict between the best interests of SOFT and the board member’s personal interests, the board member has a duty to immediately disclose the conflict of interest so that the rest of the board’s decision making will be informed about the conflict.b) Any board member having a conflict of interest shall not vote or use his or her personal influence to address the matter, and he or she shall not be counted in determining the quorum for the meeting.c) All conflicts disclosed to the board will be made a matter of record in the minutes of the meeting in which the disclosure was made, which shall also note that the board member with a conflict abstained from the vote (and was not present for any discussion, as applicable) and was not included in the count for the quorum for that meeting.d) In the event a conflict of interest is discovered and the member was unaware of the potential conflict of interest, the member will be allowed to recuse themselves from the particular area of conflict without having to step down from the board. e) Any new board member will be advised of this policy and all board members will be reminded of the Board Member Code of Conduct and of the procedures for disclosure of conflicts and for managing conflicts.f) This policy shall also apply to any board member’s immediate family or person if requested by the member to act on his or her behalf.
4) PROHIBITION AGAINST DISCRIMINATION AND HARASSMENT NOTE: SOFT strives to maintain a place that is free from illegal discrimination and harassment. While all forms of harassment are prohibited, it is the organization’s policy to emphasize that sexual harassment is specifically prohibited. Any board member who engages in discriminatory or harassing conduct towards is subject to removal from the board. Complaints alleging misconduct on the part of board members will be investigated promptly and as confidentially as possible by a task force of the board appointed by the Executive Committee.
I, ___________________________________________________, recognizing the important responsibility I am undertaking in serving as a member of the SOFT Board of Directors, hereby pledge to carry out in a trustworthy and diligent manner the duties and obligations associated with my role as a board member and abide by this Code of Conduct. I understand that failure to abide by this Code of Conduct may result in my removal as a Board Member, pursuant to the requirements and processes provided in the SOFT governing documents.
SIGNATURE ____________________________________ Print Name _____________________________
PROCEDURESThe following principles apply to professional use of social media on behalf of SOFT as well as personal use of social media when referencing SOFT.1) The above mentioned members need to know and adhere to the SOFT Social Media Policy, and other policies when using social media in reference to SOFT.2) The above mentioned members should be aware of the effect their actions may have on their images, as well as SOFT’s image. The information that members post or publish may be public information for a long time.3) The above mentioned members should be aware that SOFT leadership may observe content and information made available by members through social media. Members should use their best judgment in posting material that is neither inappropriate nor harmful to SOFT and its general membership.4) Although not an exclusive list, some specific examples of prohibited social media conduct include posting commentary, content, or images that are defamatory, pornographic, proprietary, harassing, libelous, or that can create a hostile environment.5) The above mentioned members are not to publish, post, or release any information that is considered confidential or not public. If there are questions about what is confidential or not public, members should check with the president, vice president, past president, board advisor, or founding members.6) Social media networks, blogs and other types of online content sometimes generate press and media attention or legal questions. Members should refer these inquiries to the SOFT authorized spokespersons First contact the SOFT President, and then the president will confer with the board advisor to the Legal Committee and the board advisor to the Trisomy Awareness Committee to determine appropriate action.7) If members encounter a situation while using social media that threaten to become antagonistic, members should disengage from the dialogue in a polite manner and seek advice.8) The above mentioned members should get appropriate permission before you refer to or post images of current or former members. Additionally, members should get appropriate permission to use a third party’s copyrights, copyrighted materials, trademarks, service marks or other intellectual property.9) If the above mentioned members publish or post any information associated with SOFT, a disclaimer should be used, such as this: “Notice: All discussions that appear on this board or associated with the SOFT Board of Directors or SOFT serve to give a unique perspective into our personal experiences, and cannot replace one on one individualized care between a patient and their medical team. The words and ideas here serve only as a reference and are not intended to diagnose or treat any known or unknown illness or condition.”
I have read the SOFT Social Media Policy and I agree to abide by the requirements of the policy. I understand that violation of this policy will lead to disciplinary action, up to and including removal as a board director, state contact/chapter chair, committee chair or committee member as detailed in the SOFT By-laws regarding removal.