The Newfoundland and Labrador College of Family Physician’s (NLCFP) attempt to offer CME to its members at a reasonable cost and with a financially sustainable model of delivery.
As such, refund of participants’ registration at or near the delivery date of the CME may result in significant financial loss for the NLCFP.
The CME cancellation/refund policy attempts to clearly outline a fair, clear process to address refunds of CME registration.
– CME cancelled by the NLCFP will result in 100% refund of registration fees to all participants.
– Any participant who notifies the NLCFP that they are unable to attend a CME event at least 14 days before the start time of that event will receive 50% refund of their registration fees.
– A participant who notifies the NLCFP that they are unable to attend a CME event within 14 days of the start time of that event are not be eligible to receive a refund of their registration fees. No exceptions.
– All participants will be asked to acknowledge the CME Cancellation Refund Policy at time of registration to a CME event.
Healthy People. Thriving Communities. Inspired Family Physicians.
Enable family physicians through advocacy, leadership, research, and education to engage their patients and communities to improve the health of all people in Newfoundland and Labrador
Values & Goals:
The Newfoundland and Labrador College of Family Physicians (NLCFP) is committed to responsible financial management. The purpose of the Savings / Term Account Policy is to ensure the stability of the mission, programs, employment, and ongoing operations of the organization. The Policy is intended to provide an internal source of funds for situations such as a sudden increase in expenses, one-time unbudgeted expenses, unanticipated loss in funding, or uninsured loss.
– The NLCFP Savings / Term Account Policy is equal to a set amount which is approximately 12 months of average operating costs. The calculation of operating costs includes all recurring, predictable expenses such as salaries and benefits, occupancy, office, travel, program and ongoing professional services.
– The amount of the Savings / Term Account Policy will be reviewed annually following approval of the annual budget. It will be reported to the Board of Directors and included in the regular financial reports.
Recording of the Savings / Term Account –
The Savings / Term Account Policy will be recorded in the financial records as Board-Designated Savings / Term Account. The account will be funded and available in cash and investment funds. The Savings / Term Account will be maintained in a segregated account.
Use of Fund-
Use of the Savings / Term Account requires the following:
The Board of Directors is responsible for ensuring that the Savings / Term Account Fund is maintained and used only as described in this Policy. If approved for use, the Treasurer will ensure an accurate account of the fund’s use and plan for replenishment. Regular reports will be provided to Board of Directors until such time as the fund is fully replenished.
The NLCFP is committed to responsible financial management. This policy will outline signing authorities required for all situations that result in a commitment being made on behalf of the Newfoundland and Labrador College of Family Physicians.
The following shall have signing authority for the Newfoundland and Labrador College of Family Physicians:
*One other Director to be determined by the active Board of Directors annually, no later than 2 weeks after the NL CFP Annual Members Meeting.
ALL CHEQUES written on the NL CFPC account require TWO signatures. No exception.
The Board policy on Board Roles, Responsibilities and Accountabilities is intended to provide clarity and a shared understanding of the governance role of the NL CFPC Board.
The Board is responsible for the overall governance of the affairs of the NL CFPC within the framework of its By-laws.
The Board is the steward of the NL CFPC and is responsible for:
ALL BOARD MEMBERS
MUN MEDICAL STUDENT REP / MUN FAMILY MEDICINE RESIDENT REP
The policy on the role of the Board President is intended to ensure there is clarity on the responsibilities of the President, and that members of the Board and other stakeholders have a common understanding of the President’s duties, responsibilities and accountabilities.
The President is the leader of the Board and the official designated spokesperson for NL CFPC.
The principal role of the President is to steward and manage the affairs of the Board.
The President contributes to effective governance by ensuring that Directors fulfill their duties and responsibilities as defined in the By-laws and in Board policy.
The President is accountable to the Members of NL CFPC and reports at each annual meeting of the Members.
The President serves as the Chair of the Executive Committee and performs such other duties as the Board determines from time to time.
The President is responsible for:
The policy on the role of the Board Past President is intended to ensure there is clarity on the responsibilities of the Past President, and members of the Board and other key stakeholders have a common understanding of the Past President’s duties, responsibilities and accountabilities
The Past President is responsible for providing assistance to the President and Board of Directors as requested including assisting in the transition and orientation of the incoming Board. May assume roles of President in time of unforeseen absence.
The Past President serves as a member of the Executive Committee, may chair a Committee of the Board, or a board meeting in the absence of the president or president elect, and performs other such duties as may be assigned by the Board.
The Past President shall:
The policy on the role of the President-Elect is intended to ensure there is clarity on the responsibilities of the President-Elect, and that members of the Board and other key stakeholders have a common understanding of the President-Elect’s duties, responsibilities and accountabilities.
The President-Elect is responsible for:
The NL CFPC is committed to responsible financial management. The Expense Policy is based on the following four key principles:
*Accountability, *Transparency, *Value for Money, *Fairness
The NL CFPC expects individuals acting on its behalf to act responsibly and professionally when incurring and submitting costs. The organization will reimburse for business completed of its behalf. This includes travel fares, mileage, accommodation, meals, tips, telephone, internet and fax charges, and purchases made on behalf of the organization.
Staff, Board/Board Committee Members, Speakers/Trainers, and anyone doing business on behalf of the NL CFPC where expense reimbursement is allowed.
The NL CFPC Expense Claim Form. (Attached)
Expense Claims are to be submitted using the approved Expense Form. They must be signed and dated with clear instructions on payment processing details (personal vs. company, full address). Receipts are required for reimbursement of all expenses except for meals, which are reimbursed according to the meal allowance schedule (see Expense Claim Form Attached). Expenses for which a receipt has been lost or misplaced will be reimbursed at NL CFPC Administrator / treasurer’s discretion.
Timelines for Submission: Expense claims should be submitted within 30 days of the date the expense was incurred. Claims received more than 60 days will not be reimbursed.
The policy on the honorarium provided to members of the NL Chapter Board of Directors.
This policy will guide the honorarium of board members in acknowledgement and recognition of their time commitment to the NL CFPC. It is not intended to fully remunerate all loss of earning potential of members.
All Board of Directors, including medical student and resident representatives and the Family Medicine Discipline Representative, will receive free registration to the Family Medicine Conference.
The Board of Directors will receive honoraria according to the following schedule:
|Board of Director Position||Honorarium Amount|
Medical student and resident representatives will not receive honoraria, as there is no net loss of earnings. The Family Medicine Discipline Representative is also exempt from an honorarium as their involvement is included in their faculty position responsibilities.
The policy will provide direction on the cost of registration to NL CFPC organized CME to CME Committee members.
With the Chapter Administrator, this committee is responsible for organizing CME and is often expected to attend to ensure the event runs smoothly. Therefore, any CME committee member is entitled to free registration fees for any CME event which they have participated in organizing.
The Newfoundland and Labrador College of Family Physicians (NLCFP) has invested in equipment used for the provision of various types of medical education to students and NLCFP Members. On occasion, the NLCFP receives requests from various individuals or groups to borrow this equipment. This policy outlines the process by which this equipment may be loaned to an individual or group, and the associated responsibilities.
The NLCFP will consider requests from individuals and groups to lend medical education equipment on a case-by-case basis. The NLCFP expects those who are loaned equipment to act responsibly and to care for the equipment while in their possession. While regular wear and tear is expected, costs associated with damage requiring repair or replacement will result in an invoice for reimbursement.
The Newfoundland and Labrador College of Family Physicians (NLCFP) and the Discipline of Family Medicine (DFM) share a mutual commitment to the DFM’s vision of advancing health through leadership in socially accountable education, research and patient-centred care, as well as the DFM’s mission that through respectful collaboration, the DFM delivers excellence in learner-centred, and evidence-informed education, patient-centered research and comprehensive primary care; meets the unique needs of diverse people and communities we serve; and advocates for equity in health.
As such, the NLCFP wishes to support programming around education events and research in partnership with the DFM.
This policy therefore outlines the agreement between the NLCFP and the DFM for the ongoing financing and use of the Research and Education Special Projects Fund.
Projects must be based in Family Medicine, and align with NLCFP and DFM Strategic Goals.
The NL CFP and the DFM will jointly develop the Research and Education Special Projects Fund. It will be financed and monitored by the NLCFP. Awarding of funds will be based on an application process and in agreement between the NL CFP Board and the DFM Chair.
The NL CFP will provide $5,000 per year to the Research and Education Special Projects Fund, which will be maintained by the NL CFP. The initial donation will be in the amount of $20,000 which consisted of $5,000 annually since September 2015. The NL CFPC will continue to provide $5000 annually which will be contributed to the fund in September of the calendar year.
Guiding Principles for Approval of Project Funding Requests:
Awarding and Reporting of Funds:
A brief report is requested from the recipient on the final use of the funds and the success on how the money was spent. This can be done in person during a board meeting, or a brief email /or letter addressed to the NL CFP Board and Chair of the DFM.
Members of our College community frequently experience personal events – ranging from happy events such as the birth or adoption of a child, to sad events such as a death of a loved one or a hospitalization that the College wishes to recognize.
In addition, the College is committed to celebrating the service and contributions of our employees / Board Members.
To help the College meet its goals while recognizing the limitations on our resources, the Policy Committee has created a “Condolence, Congratulations & Recognition Policy”.
*Condolence Gift / Donation / Flowers – Maximum $200
*Congratulations Gift / Flowers– Maximum $200
*Parting Gift for Past President – Maximum $500
The NL CFP is the voice of family physicians in NL. The NL CFP is also identified as having an important opinion and effective means of communication to family physicians of the province. This carries considerable value, both for members of the College and for external entities. It is our responsibility to protect our members and preserve our reputation through diligent vetting of initiatives that the NL CFP takes part in.
This policy will establish clear guidance for endorsement or support requests.
Any Partnership or Collaboration will be discussed and approved by the NL CFP Board of Directors.
The Board is scheduled to meet every two months, but an email discussion and decision may be acceptable in the eventuality that the request is time sensitive.
Any members of the Board that may have a conflict of interest will be excluded from that specific discussion.
Any endorsement or request for support must be approved unanimously by the NL CFP Board and comply directly with the NL CFP and CFPC’s mission, vision, objectives or key principles of family medicine.