KANSAS DIETETIC ASSOCIATION FOUNDATION OPERATIONS MANUAL

Transcription

KANSAS DIETETIC ASSOCIATION
FOUNDATION
OPERATIONS MANUAL
March, 2014
Contents
CATEGORY: Organization ............................................................................................. 3
O1 KDA Operations Manual ........................................................................................ 3
O-2 Qualifications for Office ......................................................................................... 4
O-3 Election of Officers................................................................................................ 6
O-4 Proxy for Voting Members of Board and Executive Committee ............................ 7
O-5 Alternate for Delegate to the ADA House of Delegates ........................................ 8
O-6 Transition of Officers ............................................................................................. 9
O-7 District Dietetic Associations ............................................................................... 10
O-8 KDA Practice Groups .......................................................................................... 12
O-9 KDA Interest Groups........................................................................................... 13
O-10 Annual Meeting Locations ................................................................................ 14
CATEGORY: Professional ........................................................................................... 15
P-1 Conflict of Interest ............................................................................................... 15
P-2 Copyright/Ownership/Patent ............................................................................... 17
P-3 Sunshine Law...................................................................................................... 18
P-4 KDA/KDAF Code of Conduct Attestation and Conflict of Interest Disclosure Form
................................................................................................................................... 19
CATEGORY: Membership ........................................................................................... 20
M-1 Membership List for KDA Members .................................................................... 20
M-2 Use of Membership List by Non-KDA Entities .................................................... 21
M-3 KDA Fund Raising .............................................................................................. 22
M-4 ADA Foundation Fund Raising Committee ......................................................... 23
M-5 Job Bank ............................................................................................................ 24
M-6 KDA Supporter Membership ............................................................................... 26
CATEGORY: Communications .................................................................................... 27
C-1 KDA Newsletter................................................................................................... 27
C-2 Access to Membership Mailing Lists/Labels ....................................................... 28
C-3 Newsletter Advertising ........................................................................................ 30
C-4 New Members ..................................................................................................... 32
C-5 Listserv ............................................................................................................... 33
C-6 KDA Web Site Advertising .................................................................................. 35
C-7 Website Requests ............................................................................................... 38
March, 2014
C-8 Social Media ....................................................................................................... 39
CATEGORY: KDAF...................................................................................................... 43
KDAF-1 KDAF Functions and Funding ...................................................................... 43
KDAF-2 Donations ..................................................................................................... 44
KDAF-3 Endowments ................................................................................................ 45
KDAF- 4 Awards ........................................................................................................ 46
KDAF-5 Fifty Year Member Recognition.................................................................... 47
KDAF-6 Distinguished Dietitian of the Year ............................................................... 48
KDAF-7 Recognized Young Dietitian of the Year ...................................................... 49
KDAF-8 Recognized Dietetic Technician of the Year ................................................ 50
KDAF-9 Emerging Dietetic Leader............................................................................. 51
KDAF-10 The American Dietetic Association Awards ................................................ 52
KDAF-11 Scholarships .............................................................................................. 53
KDAF-12 Vaden Scholarship ..................................................................................... 54
KDAF-13 McCollum Scholarship ............................................................................... 56
CATEGORY: Financial Policy .................................................................................... 58
F-1Centralized Financial Administration (CFA) for State Dietetic Practice Groups .... 58
F-2 Fiscal Year .......................................................................................................... 60
F-3 Preparation and Approval of Annual Operating Budget ....................................... 61
F-4 Expense Reporting and Reimbursement for KDA Board and Committee Members
................................................................................................................................... 62
F-5 Cash Advances ................................................................................................... 65
F-6 Investment and Oversight of KDA, DHCC and KDAF Funds .............................. 66
F-7 Financial Statement Preparation ......................................................................... 68
F-8 Inventory Reporting ............................................................................................. 69
F-9 Tax Reporting ...................................................................................................... 70
F-10 Audits ................................................................................................................ 71
F-11 Bonding ............................................................................................................. 72
F-12 Penalty Fee for Returned Checks ..................................................................... 73
F-13 Reimbursement of Executive Director Expenses .............................................. 74
F-14 KDA Debit Card ................................................................................................. 76
CATEGORY: Meetings................................................................................................. 77
MT-1Budget Approval ................................................................................................ 77
MT-2 Registration Fees ............................................................................................. 78
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MT-3 Refunds for KDA Sponsored Meetings ............................................................. 80
MT- 4 Speaker Fees and Honorariums...................................................................... 81
MT-5 Reimbursement for Program Planning Committee Members and KDA Board
Members for KDA Annual Meetings........................................................................... 82
MT-6 Teleseminars .................................................................................................... 84
MT-7 Registration Fees and Costs for Award Recipients .......................................... 86
MT-8 Exhibits at KDA Meetings ................................................................................. 87
MT-9 Exhibit Fees...................................................................................................... 88
2
CATEGORY: Organization
O1 KDA Operations Manual
All KDA policies and procedures will be reviewed and revised as needed after each
board meeting and/or executive committee meeting based upon decisions implemented
by vote of the board and/or executive committee.
Guidelines
■
The master electronic copy of the KDA Operations Manual, the KDA Bylaws and
the Standing Rules are maintained by the executive director (Word documents).
■
The Bylaws and Standing Rules Chair obtains and maintains a working copy of
the documents to use to incorporate revisions.
Procedure

Members of the board may use the board action form to request the board revise
a current policy or create a new policy to meet the changing needs of the
organization.

Policy creation and revisions will be discussed and voted upon at meetings of the
board or the executive committee. If the Bylaws and Standing Rules Chair is not
present at the meeting, the Secretary will inform the chair of the board decision
and new or revised policy draft needed.

The Bylaws and Standing Rules Chair will draft wording for a new policy or policy
revisions making sure there is no conflict with KDA bylaws and standing rules.

The Bylaws and Standing Rules Chair will then submit the policy draft to the
Secretary and President for final approval of wording based upon the record of
the board’s decision. If the policy draft requires further discussion from the
board, the policy draft will be included in the agenda of the next board meeting.

Upon final approval, revisions or additions to operations documents will be
completed and updated copies of the revised documents will be submitted by the
Bylaws and Standing Rules Chair to the Executive Director for posting on the
KDA Website in PDF format.

Annually, the President-Elect will send PDF copies of the operations manual and
standing rules to the incoming officers and chairs.

Officers and chairs of the organization are asked to review policies in the
operations manual that apply to their roles within the organization at least twice
annually and to bring to the board suggestions to revise or update policies as
needed.

As the updated versions of the documents are saved, the following format will be
used in the document file name to indicate the last date changes were made:
year, month, and date. For example, April 13, 2008 would be listed as
20080413.
ORIGINAL DATE: 1/95
LAST DATE REVIEWED: 2/13
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O-2 Qualifications for Office
A nominee for office in the Kansas Dietetic Association shall meet the qualifications for
the office as established by the Kansas Dietetic Association.
This will ensure that elected Board members have the qualifications necessary to
undertake their Board responsibilities.
Procedures
Nominating Committee designates annually, or as otherwise specified, the following
candidates for office, using qualifications established by the Board of Directors.

At least two (2) candidates for the office of President-elect

At least two (2) candidates for the office of Delegate as needed (this is a 3
year term)

At least two (2) candidates for the office of Chair-elect of the Council on
Professional Issues.

Four (4) to five (5) candidates for the Nominating Committee with
representation from multiple geographic locations in Kansas. When possible,
a candidate from each geographic area (district) established by the Board for
a total of five candidates is the preferred ballot.

At least two (2) candidates for the office of Secretary or Treasurer in alternate
years
The Nominating Committee Chair will verify ADA and KDA membership of all
candidates.
Refer to Article VIII, of the KDA Bylaws for the minimum criteria and procedures for the
Nominating Committee including guidelines for write-in candidates, ballot and voting.
Qualifications
For all candidates:

Must be members of the American Dietetic Association and the Kansas
Dietetic Association

District officers must be ADA/KDA members except for the Kansas City
District Dietetic Association, a district jointly sponsored by the Kansas and
Missouri Affiliates, where the elected officers may be either Kansas or
Missouri Affiliate members.

No person shall hold concurrent elected positions in the district, state or
national association
President-elect
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

Candidate shall be active in affiliate association activities as an officer or
committee chair within the last five (5) years; and active in development of
leadership in the profession
Available for office for three (3) consecutive years (third year serves as
President of the KDA Foundation).
Delegate

Candidate must have been a member of ADA for at least three (3)
consecutive years immediately proceeding the term as delegate.

Available for office for a three (3) year term and may be re-elected for one (1)
additional consecutive term.
Secretary

Candidate shall be active in district and/or affiliate association activities

Available to serve for two (2) consecutive years
Treasurer

Candidates shall be active in district and/or affiliate association activities

Experienced in budgeting, fiscal planning, and management

Available to serve two (2) consecutive years; may be re-elected.

Willing to be bonded.
Chair-elect of the Council on Professional Issues

Candidate shall be a member of an ADA practice group

Familiar with affiliate and national association activities and operations

Available to serve two (2) consecutive years
Nominating Committee

Candidate shall be active in district and/or affiliate association activities.
KDA Bylaws, Article VIII Nominations and Elections, Section 2, General Criteria
The Nominating Committee after reasonable effort is unable to nominate two willing
candidates who otherwise meet the qualifications for office, as may be further defined
by ADA materials a single candidate slate may be submitted to the membership.
KDA elected officers may not, except in extraordinary circumstances, simultaneously
hold an elected or appointed executive position in an ADA office, or an elected office in
a related ADA organizational unit (e.g. affiliate district association or DPG).
ORIGINAL DATE: 5/95
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O-3 Election of Officers
An official KDA ballot shall be prepared by the Nominating Committee. The committee
in conjunction with the Executive Director will post the ballot, biographical sketches and
voting instructions on the KDA website no later than two months prior to the annual
meeting.
Procedure








The Nominating Committee presents a ballot to the KDA Board within 1-2 months
prior to mailing of ballot.
Nominating Committee Chair provides the KDA Executive Director with the
official ballot and biographical sketches to be placed on the KDA website. The
Executive Director prepares the online voting procedures.
Members will receive an email via the listserv or blast email with online voting
instructions and procedures for requesting a paper ballot. Email notification
occurs at least two (2) weeks/fourteen (14) days prior to polls opening.
An official ballot, containing biographical sketches, is posted on the KDA website
not less than seven (7) days prior to the opening of the polls.
Upon request, a paper ballot will be mailed by the Executive Director with a
return envelope addressed to the Executive Director. When the Executive
Director receives a completed paper ballot, the ballot is entered into the online
voting system through the KDA website so the votes will be included with the
tabulation of all the votes. The process assures the confidentiality of the mailed
ballots.
Only web ballots submitted by the poll closing date will be allowed. Only paper
ballots delivered or postmarked no later than the designated date shall be
counted.
A plurality of votes cast shall constitute an election.
Newly elected officers will be notified and election results will be given to the
KDA President by the Nominating Committee Chairperson within seven (7) days
after the final election tally.
Definitions:
Plurality – one candidate receives more votes than the others
Majority – more than half of the votes cast
ORIGINAL DATE: 5/95
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O-4 Proxy for Voting Members of Board and Executive Committee
A voting member of the Board and of the Executive Committee who is unable to attend
an official meeting including conference calls shall assign in writing his/her proxy to an
attending Board member of his/her choice.
The purpose is to ensure a quorum at Executive Committee and Board meetings in
order to conduct association business.
Procedure




Each voting member of the Board and of the Executive Committee who is unable
to attend an official meeting of the Board shall assign, in writing, his/her proxy to
a member of the Board who will attend the meeting or conference call.
An e-mail message sent to the president with a “cc” to the proxy and the
secretary qualifies as “in writing” notice.
Proxy to vote shall include:

Date and place of Executive Committee and/or Board meeting

Name of person to whom proxy is granted

Signature of the Executive Committee and/or Board member
granting the proxy
Per KDA Standing Rules, Section VIII Proxy for Meetings, the number of votes is
limited to a maximum of two (2) per person, i.e. a voting member of the Board
may only be a proxy for one (1) other person.
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O-5 Alternate for Delegate to the ADA House of Delegates
The President of the Kansas Dietetic Association shall be the official alternate for the
delegate.
In the Event that the Delegate is unable to attend a meeting of the ADA House of
Delegates, the following procedure will be followed:


Delegate will notify President as soon as possible and will make available the
meeting materials and will forward all subsequent notices related to the
meeting posted to the House of Delegates Community of Interest.
The delegate will contact ADA Headquarters staff and notify them who will be
serving as alternate delegate.
The President shall represent the Kansas Dietetic Association as the alternate delegate.
If the President is unable to serve as alternate, an alternate shall be appointed from the
following Kansas Dietetic Association Board members.


President-elect
KDA Foundation Chair (immediate Past-President)
ORIGINAL DATE:
8
O-6 Transition of Officers
KDA officers shall change effective July 1 of each year at the first full Board meeting
held after annual meeting. A leadership retreat and new board member orientation will
be held in June or July each year often in conjunction with the Board meeting.
Guidelines:
■ This orientation will provide training for new officers and provide for smooth
transition of power. If funds are not available, the leadership retreat can be
eliminated. The new board member orientation can be incorporated into the first
board meeting following July 1.
■ Per the Standing Rules, if the outgoing position holder is unable to attend the
new board orientation meeting, the transition of files and communications
between the outgoing/incoming position holders should occur prior to the
orientation meeting.
■ The KDA Operations Manual, Bylaws, Standing Rules and Board roster will be
provided in electronic format to all officers, committee chairs and district
presidents by August 1st of each year.
Procedures:
■ The new board orientation and leadership retreat is scheduled by the President
and President-elect.
■ The President-elect will notify out-going and in-coming officers and chairs of the
date, location and agenda for the retreat. The President-elect will also send an
electronic copy of the board roster to board members.
■ The Bylaws and Standing Rules Chair will send electronic copies of the bylaws,
standing rules and operations manual to each new or returning board member. If
funds are not available, the leadership retreat can be eliminated.
■ The outgoing position holder/committee chairs are invited to the new board
orientation meeting to have an opportunity to transfer position files The transfer
communication should include:
o Committee members continuing for the next year, if applicable
o A status report of position/committee activities
o Budget, and
o Responsibility for and status of tactics assigned in the KDA Strategic Plan
ORIGINAL DATE:
9
O-7 District Dietetic Associations
Principles of District Cooperation

Background: The Principles of District Cooperation are based upon the
Principles of Affiliation developed by ADA to guide the relationship between ADA
and the state affiliate associations. This is necessary to assure that an affiliate
association and its district associations (if not incorporated separately from the
affiliate) meet the qualifications to participate in the liability insurance coverage
for officers and chairpersons and assure that all legal and financial documents
are filed with the state and IRS.

Districts will sign the Principles of District Cooperation on an annual basis
typically no later than July 1 as KDA’s report to ADA is due August 1.

By signing such principles, districts agree to prohibit from district membership
non-ADA members who are eligible for ADA membership. Non-ADA members
may attend district sponsored CEU events but must pay an additional fee above
that required for ADA and District members.

The KDA Membership Chair or Executive Director will provide each district
president with a listing of current ADA-KDA members on a quarterly basis or as
requested for districts to use in screening their membership.

The districts will be responsible for notifying members and CEU participants of
district membership requirements.
Operating Guidelines

The structure and bylaws of the district association shall be consistent with that
of the state and national associations.

District bylaws must be reviewed by the KDA Bylaws and Standing Rules
Committee for consistency with the KDA Bylaws followed by approval by the
KDA Board of Directors.

The district and state/affiliate association will communicate and operate in an
organized manner.

The district will function on a local level and the district president will represent
the district as a voting member of the KDA Board of Directors. The district can
submit agenda items for discussion, be involved in the development of the KDA
Strategic Plan and tactics, and identify actions for follow though at the district
level.
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
The Kansas City Dietetic Association (KCDA) will have the option of primary
affiliation with the Kansas Dietetic Association or the Missouri Dietetic
Association. This “primary” affiliation applies to the reporting of financial
information as outlined in Reporting Guidelines (below) and verification of ADA
membership for all district members. If KDA is the secondary affiliation, KCDA
will still participate as a voting member of the KDA Board but will not be
submitting the Principles of District Cooperation or financial information to KDA.
State rebates are not impacted by the district’s choice of state affiliation as
rebates are determined by state of affiliation chosen by the individual ADA
member.

The districts will conduct their own elections and programs, collect dues,
disburse funds, and maintain financial records of their activities.

District officers must be ADA/KDA members except for the Kansas City Dietetic
Association, a district jointly sponsored by the Kansas and Missouri Affiliates,
where the elected officers may be Kansas or Missouri affiliate members.
Reporting Guidelines

The district president will submit a report to the KDA Board at each scheduled
Board meeting.

The district president/treasurer will submit a financial statement of dues/income
and expenditures to the KDA treasurer by December 31 and May 1 to be
incorporated as a line item under the district’s name into the KDA financial
statements used for reporting to the IRS.

Submit signed Principles of District Cooperation annually by specified deadline.
ORIGINAL DATE:
11
O-8 KDA Practice Groups
A state dietetic practice group may be formed and will be affiliated with KDA upon
approval of their governing documents by the Board of Directors.

A state dietetic practice group will have corresponding ADA dietetic practice
group.

The practice group shall meet the needs and common interests of members who
work in or have an interest in a similar area of practice.

The Association will recognize state dietetic practice groups meeting operational
and administrative standards established by the Association based on a petition
submitted by a minimum of twenty-five (25) KDA members.

The state dietetic practice group will engage in activities which meet the needs of
its members and are consistent with the mission, strategic plan, and policies of
this Association.

All state practice group members must be members of ADA.

State dietetic practice group dues and finances are centrally administered.

The fiscal year and program year will correspond to KDA.
Operating Guidelines

A chairman, chair-elect, and secretary-treasurer are elected by the group and
they are governed by their own governing documents.

The governing documents will be submitted to the KDA Bylaws and Standing
Rules Chair for review for consistency with KDA Bylaws followed by approval by
the KDA Board of Directors.

The chair of the practice group is a non-voting member of the KDA Board and is
a member of the Member Team.

All monies collected by a state practice group will be submitted to and be
managed by the KDA Treasurer. The practice group budget showing income
and expenses is developed by the KDA Treasurer in consultation with the
practice group chairman and is reflected in the financial statement and IRS
reporting for KDA.

The state practice group sets its own meetings, continuing education events and
election of officers according to its governing documents and policy and
procedures.
ORIGINAL DATE:
12
O-9 KDA Interest Groups
KDA members who share common professional interests may form an interest group.
The interest group will meet the varied interests of our members and provide networking
and educational opportunities for members.
Interest groups do not require minimum numbers for membership and dues are
optional. The chairman is selected by the group.
ORIGINAL DATE:
13
O-10 Annual Meeting Locations
KDA shall hold its annual meeting each spring at sites throughout the state.
Procedure



The Annual Meeting Planning Committee may recommend for Board approval
hosting the annual meeting at any location in the state. Approval is sought one
(1) to two (2) years prior to the date of the meeting.
A desire to hold the meeting in conjunction with the Kansas Nutrition Council or
other group or program of interest to KDA members may dictate site location.
Consideration should be given to five (5) cities-Topeka, Kansas City, Wichita,
Lawrence, or Manhattan as primary locations for the annual meeting so that the
meeting costs can be contained and relationships established with hotels and
services in the cities.
ORIGINAL DATE:
14
CATEGORY: Professional
P-1 Conflict of Interest
All volunteers of the Kansas Dietetic Association shall avoid conflicts between their
personal interests and the interests of the Association.
If a volunteer is aware of the personal interest related to an issue that exists or is under
consideration by the Association, the individual shall immediately and prior to the
discussion about or action on the issue:

disclose the existence of all personal interests; and

abstain from voting and/or attempting to influence the decision.
The disclosure of personal interest shall be noted in the minutes of the meeting in which
it is made and in the minutes of subsequent meetings at which the issue is discussed. If
the individual is a voting member, the minutes will show that the individual abstained
from voting.
Definitions

Conflict of interests includes situations wherein a volunteer or staff member:

is involved in a KDA decision or action regarding another entity in which
the volunteer or staff member has a financial interest, is an employee, is a
director or is a consultant;

discloses information relating to the business of the Association which can
be used by another entity.

The terms volunteer shall include the volunteer or any member of the volunteer’s
immediate family.

Other entities include any organization or individual which does business or
seeks to do business with the Association or which competes with the
Association in products or services.
The President, after reviewing the matter with the Executive Committee, shall have final
authority to determine whether a conflict of interest exists. The first attempt to resolve
the conflict should be made by the presiding officer of the organization unit. If not
resolved satisfactorily, a potential conflict may be submitted to the President for
resolution.
15
Guidelines

The KDA Conflict of Interest policy shall align with the Conflict of Interest policy
established by the ADA House of Delegates.

This policy shall be furnished to each elected officer and to appointed board
members

Volunteers and staff will use discretion in accepting gifts, entertainment or other
favors from another entity. In general, they should be accepted only in the
conduct of normal business functions.
ORIGINAL DATE: 8/89 ADA
LAST DATE REVIEWED: 6/10 KDA
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P-2 Copyright/Ownership/Patent
Any written materials, manuals, or devices developed by the teams of the Kansas
Dietetic Association shall be the property of the organization.
Kansas Dietetic Association will protect its members by collective ownership of and
control over the production and/or use of items developed by the Association.
The Team Leader presents a copy of this policy to his/her committee members at the
beginning of each term of office.
When written materials, manuals, or devices are developed, the chairperson may
propose that the item(s) be considered for copyright/patent application by the KDA
Executive Committee. The written proposal should include the estimated costs and the
plans for the item to be copyrighted/patented.
The Executive Committee reviews the materials and approves submission of the
application.
The KDA Secretary, with the Team Leader, submits the necessary information for the
application to be copyrighted/patented, the approved materials, manuals, or devices for
KDA.
The Secretary advises the Team Leader and the KDA Executive Committee of the
outcome of the application.
ORIGINAL DATE:
17
P-3 Sunshine Law
Any KDA member shall be allowed to attend all KDA Executive Committee and Board of
Director meetings as an observer.
The purpose is to encourage participation of all KDA members in Association affairs.
The Newsletter Editor will include known meeting dates, locations and times in the
official newsletter along with whom to contact for meeting information.
ORIGINAL DATE:
18
P-4 KDA/KDAF Code of Conduct Attestation and Conflict of Interest Disclosure
Form
The Kansas Dietetic Association (KDA) and Kansas Dietetic Association Foundation
(KDAF) believe that all elected officers, appointed chairs and members of teams or
committees, and paid contract staff acting on behalf of the organizations have a
responsibility to demonstrate the highest standards of professional and personal
conduct in order to protect the integrity of the Association and Foundation and maintain
respect for the profession. Therefore, the KDA Board of Directors and KDAF Board of
Directors request that each officer or member of the KDA/KDAF Board, committee or
task force annually read and sign the Code of Conduct and Conflict of Interest
Attestation.
Procedure:
 Annually, the KDA President will send each elected officer, appointed chair, paid
contract staff and members of committees or teams with a copy of P-1 Conflict of
Interest policy and P-4 KDA/KDAF Code of Conduct for Elected and Appointed
Members of the Board of Directors, Committees, and Task Forces; and
Contracted Staff.
 Each member of the KDA/KDAF boards, committees and task forces will be
asked to sign and return the Code of Conduct/Conflict of Interest Attestation
form. (see attached form)
o Signature should be scanned and then copied and pasted to signature line
of the attestation form.
 Signed attestation forms will be returned to the secretary who will compile all
signed attestation forms and will provide a copy to the executive director.
 Attestation statements will be kept with other board documents by the executive
director for seven years with an additional copy kept by the secretary.
ORIGINAL DATE: 3/2014
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CATEGORY: Membership
M-1 Membership List for KDA Members
ADA continuously updates the list of ADA members in the Kansas affiliate (KDA) which
shall include name, address, phone number, e-mail address, and all other information
provided in the membership database by the American Dietetic Association Data
Management Information System (DMIS).
Using the DMIS, the Membership Chair will create and maintain the user defined fields
(UDF). The UDF’s can be created with the approval of the current Executive Director
and President. Current UDF’s are:
 District affiliation
 Listserv membership
The Membership Chair or the Executive Director will distribute the Membership
Directory to KDA members electronically as an Excel file or in hard copy form at the
request of a member. Board members will receive an electronic copy when requested.
The Membership Directory will be advertised in each newsletter. A member not on the
board may purchase a hard copy of the Directory by paying the cost of copying and
postage or may receive for free as an e-mail attachment.
The membership list is to be used for KDA purposes only and cannot be released
outside the organization unless approved by the Executive Board or is in accordance
with KDA policy. Refer to C-2, Access to Membership Mailing Lists/Labels and M-2,
Use of Membership List by Non-KDA Entities.
ORIGINAL DATE:
20
M-2 Use of Membership List by Non-KDA Entities
All requests for membership lists by non-KDA entities should be directed/forwarded to
the Executive Director. The Membership Chair may respond to requests from KDA
Board or KDA members as long as no payment of fees is involved.
Organizations offering continuing professional education hours for dietitians may
receive a roster under the following conditions:

The roster will be used for the stated purpose on a one time only basis. The
organization will be required to sign a contract, provide a copy of program or
other materials being mailed for evaluation before the list will be mailed.

A fee as set by the Executive Committee will be charged and be paid in
advance prior to sending roster

Two (2) weeks notice is required by the Executive Director.

If mailing labels are desired, a 21 day notice to the Executive Director is
required.
Manpower surveys may receive the roster if the roster is not categorized by county
and/or region and it will be used only once for the stated purpose.
Roster requests for advertising or sales will be denied.
Roster requests for research purposes will be considered on an individual basis. A
written request is to include:

the purpose of the research

explanation of how the roster will be used
All other roster requests not outlined above will be reviewed by the Executive
Committee.
Also see alternative to this under the Communications Category, policy C-2, Access to
Membership Mailing Lists/Labels
ORIGINAL DATE: 5/95
21
M-3 KDA Fund Raising
The Fund Raising Chair of KDA serves as one formal means of generating revenue and
shall develop project(s) to produce revenue to support the KDA annual fiscal budget.
Also, serves as a member of the Annual Meeting Finalizing Committee (program year in
which meeting occurs).

The Chair and Co-Chair if one is appointed determine at the beginning of the
fiscal year a Strategic Plan including a time line, reviewers, and resources in
order to plan and implement fund raising project(s).

The Strategic Plan will be submitted to the Member Education Team Leader and
approved by the Board of Directors.

Projects planned for the new fiscal year will be based on the success of projects
previously used, membership interest, and association needs.

Marketing activities appropriate for the project will be implemented by the
Committee, including the KDA Annual Meeting.

The Chair is an appointed position by the President-Elect. The Co-chair will serve
as the Co-chair for the first year, and the Chair for the second year of service. If a
vacancy occurs with either or both positions, appointing a replacement is
determined by the current President.

Any form that this committee uses is determined by the project being conducted
at that time.

Reports are submitted to the Member Education Team Leader according to the
KDA Calendar outline or in response to requests for reports for Board meetings.

Records of all monies collected and checks are to be forwarded monthly to the
Executive Director who will make bank deposit and forward deposit slip to KDA
Treasurer. Any cash received must be converted to check by the Committee
before mailing to the Executive Director.
ORIGINAL DATE: 6/95
DATE TO BE REVIEWED: 6/12
22
M-4 ADA Foundation Fund Raising Committee
The ADA Fund Raising Committee shall develop project(s) to produce revenue for the
ADA Foundation.

Attend or find a proxy for the annual training session for State ADA Foundation
Fund Raising Plan at FNCE.

Participate in fundraising planning calls presented by ADA.

Prepare and implement the plan for ADA.

Write article(s) for the KDA newsletter to encourage voluntary contributions to the
ADA Foundation and the National Center for Nutrition and Dietetics (NCND).

Cooperate with the Annual Meeting Committee to hold a fund raising activity
during the KDA Annual Meeting.

Records of all monies collected and checks are to be forwarded monthly to the
Executive Director who will make bank deposit and forward deposit slip to KDA
Treasurer. Any cash received must be converted to check by the Committee
before mailing to the Executive Director.
ORIGINAL DATE: 6/95
23
M-5 Job Bank
The Job Bank on the KDA website serves as a means of advertising positions available
in the profession of nutrition and dietetics. The executive director manages the Job
Bank. The Job Bank is accessible from a menu of services on the KDA home page.
Guidelines:
■ Jobs will post for 30 days with the most recent job posted at the top of the page.
Employers can renew job posts in advance of expiration to extend the original
post by 30 or 60 days. Renewals will be placed at the top of the page according
to date of renewal. Each post will include the date of origin.
■ The Job Bank is accessible to KDA members.
■ KDA reserves the right to reject ads that are not genuine recruitment ads or, for
any reason, not considered in keeping with the mission of the association.
■ The fee schedule shall be updated to reflect market conditions using a
standardized process to maintain an equitable schedule of fees across all
categories. An “Active KDA member” is defined as a person in a current elected
position or appointed position and is active in fulfilling responsibilities in the
organization.
Length of Job Post
30 day ad
30 day renewal added to
same ad
60 day renewal added to
same ad
Fee Schedule for Job Posts
Employers
Employers
Active KDA
KDA member
member
$100
$110
$85
$95
$70
$80
Employers
Non-KDA
member
$140
$117
$100
Procedures:
■ Employers set up a customer account to become registered as a job bank
customer. This account enables ongoing usage once established. Inactive
accounts for greater than two years will be deleted.
■ Position information is submitted using an electronic request form on the website.
The registered customer chooses his/her product. The billing party must have
authority for the position being posted.
■ The job posting is automated and posted within three business working days of
receipt and automated billing is used. Payment options include Pay Pal, credit
card or bank transfer. Fees may be charged for payment processing to cover
related costs. Terms for payment are net 30 days from the date of each post or
24
■
■
■
■
■
renewal post.
The registered customer is able to manage their account and print out related
invoices and receipts.
Delinquent accounts will be charged a $10.00 processing fee. Registered
customer accounts that are delinquent in payments will be unable to post
additional jobs or job extensions until outstanding balances are paid.
Customer inquiry is available through the website.
Once a post has been submitted, no refunds are available. Upon written request,
a job post can be removed in advance of the expiration period.
A job posting advertisement may be altered once during the initial 30 day period
using the customer account. A job posting alteration can be done once every 30
consecutive days until the posting expires. All renewals and changes must be for
the same position, location and employer.
ORIGINAL DATE: 8/04
25
M-6 KDA Supporter Membership
Supporter membership status in KDA is available to Academy of Nutrition and Dietetics
(AND) members who have chosen a different state as their primary affiliate. Supporter
membership with KDA allows the AND member access to most KDA benefits including
the list serv, MyKDA resources, and member rates for continuing education events.
Guidelines:
 Supporter members are not eligible to hold elected or appointed positions on the
KDA Executive Board.
 Supporter members are classified as non-voting members.
 Membership fees (renewed annually) are:
o $15 student or retired AND member
o $40 active AND member
 Membership fees are non-refundable.
Procedures:
 Application
o The application form is available on the website as a data-enterable form that
is submitted electronically.
o Proof of AND membership is uploaded by the applicant as part of the
application.
o Payment is also prompted with completion of the application.
o Applications are sent to the email account: Director@eatrightks.org.
 KDA Membership Chair
o The Membership Chair (Chair) is notified of new supporter members.
Tracking this membership category will be done by the Chair and can be
integrated into Community Builder software on the website in the future.
o The Chair sends an electronic welcome packet to the new supporter
member.
o The Chair passes on email addresses of new supporter members to the
listserv administrator once a month along with any new AND/KDA
members from the monthly DMIS download.
ORIGINAL DATE: 1/13
26
CATEGORY: Communications
C-1 KDA Newsletter
The KDA newsletter shall be the official publication of the Kansas Dietetic Association
(KDA) and is used solely for the purpose of communicating pertinent KDA and practicerelated information. Produced by an appointed editor, the KDA newsletter is distributed
by mail or electronic mail to:

All active and retired ADA member categories.
Notice of availability of a complimentary electronic copy at www.dietetics.com/kda is
sent to:



ADA staff liaison to affiliates to be distributed to the appropriate ADA
headquarters staff
KDA Lobbyist
KDA Historian
The KDA newsletter is available for subscription to non-members. The price will be
determined by the Board.
ORIGINAL DATE: 1/95
27
C-2 Access to Membership Mailing Lists/Labels
As an affiliate of ADA, the Kansas Dietetic Association owns and maintains the listing of
members who belong to the Kansas Affiliate through their membership in the American
Dietetic Association. The database is updated Monday-Friday in the ADA Data
Management Information System. Board members have access to the information
listed below, to enable them to carry out the initiatives of KDA.
Membership Lists

On an annual basis the KDA board and each district president will receive:
 A complete electronic list of the KDA membership. A printed copy will be
provided upon request to the executive director. Lists will include:
member classification, name, address, telephone, and registration status.
List will be sent by October of each year after the membership renewal list
is finalized by ADA.
 A list of dropped members. Each fall the membership chair will send a
dropped member list to district presidents; the list includes individuals who
belonged to ADA/KDA last year and who did not rejoin for the current
year.

Officers, committee chairs, and district presidents or designees (e.g. membership
chair) may e-mail the membership chair or executive director for updates to the
membership list during the year as needed. Allow five (5) working days to
receive the electronic list. Type of information that could be requested is:
 List of new members for the month. List includes member classification,
name address, telephone, and registration status, district membership
 Member changes for the quarter. List shows changes in name, address,
etc., and includes the same information as above.
Mailing Labels - KDA Members:


Committee chairpersons can order labels for KDA projects by submitting an
Order Form for Mailing Labels (see Appendix). Request should include specific
format for labels. Orders will be filled within 21 days of receipt.
Mailing Labels may also be obtained by the districts printing their own labels
using the district membership Excel file. The district membership file may be
obtained from the membership chair.
28
Mailing Labels - Non-KDA Entities:

Refer requests for labels and order forms to executive director.

Mailing labels will be sold to other individuals or organizations to provide KDA
members with product information, inform them of continuing education
opportunities, or other projects approved by the KDA Executive Committee.

Orders must be placed on the “Order Form for Mailing Labels” and mailed to
address on form with payment. Requests should include specific format for
labels. If the use for the labels complies with KDA policies and procedures, the
request will be filled within 21 days of receipt.
Personal Computer Diskettes

Board members may receive information on diskette, for KDA/district projects, for
use on personal computers. Diskettes may be ordered by submitting the “Order
for Mailing Labels” and indicating their request.

KDA Office will be responsible for the cost of disk and mailing charges.
E-mail

Board members may receive information via e-mail for KDA/district projects.
Orders including mailing labels must be placed on the “Order Form for Mailing
Labels” and mailed or faxed to executive director. Mailing labels can be
forwarded via e-mail.
Restrictions on use of membership information

Membership lists, mailing labels, and information received by KDA Board
members may be used only for KDA business and not for the
personal/professional use of any KDA officer or chairperson, other member, or
other entity.

KDA officers or chairpersons may not sell their membership lists, mailing labels,
or diskettes. KDA will not sell the KDA membership directory to non-members,
unless those who are listed have agreed to their inclusion.
ORIGINAL DATE: 1/95
29
C-3 Newsletter Advertising
Advertising in the KDA newsletter will be accurate and ethical. It will be generally
recognized as being for products or services which are beneficial to the health of the public
and/or clients, or to dietitians in the performance of professional duties.
The KDA Editorial Board reserves the right to evaluate all statements in advertisements and
to refuse to accept any copy that does not conform to KDA policy or its philosophy.

Statements accompanying advertising should be ethical and carry no direct or
implied disparagement of another product.

Statement of properties, performance, nutrient value, beneficial results, etc. of
products should be such that they can be verified by adequate experimental data
available in the literature or submitted from a reputable laboratory. There should be
no statements which are misleading, exaggerated, open to misinterpretation, or
contrary to accepted or proven facts.

Advertisements for special purpose foods must include a list of ingredients and the
quantitative nutritional analysis of the product or offer to supply this information on
request. If the advertiser elects to state the nutritional value in terms of the RDAs, as
well as the quantitative nutritional analysis, current federal regulations governing
nutritional labeling should be followed or this information offered on request.

KDA does not accept advertising copy which includes the names, professional
affiliations, and/or photographs of professional and supporting personnel in
managerial and supervisory positions in food service, except in the following
instances:


Individuals regularly employed by the advertiser and whose names, affiliation,
and/or photographs are used employer-only in the ethical promotion of the
products.
Individuals whose names as authors are included in excerpts from periodicals
included in the advertisement.

KDA does not accept advertisement for contests.

To promote consistency, dietitian should be spelled with a “t” not a “c” in all
advertising copy.
30
The KDA newsletter shall contain the following disclaimer when advertisements are
included:
“Publication of an advertisement in the KDA newsletter should not be construed as
endorsement of the advertiser or the product by KDA“.
Guidelines for Criteria for Paid Advertising

Prices for paid advertising shall be established by the KDA board annually. The
schedule will be listed in each issue of the KDA newsletter.

Listing of jobs openings should be considered as classified advertising.

Advertising may be limited to products or services of interest to practitioners.

Advertising cannot be restricted to only products/companies of KDA members.

If advertising for a product/service is accepted, that company’s competitors must
also be allowed the opportunity to advertise.

Camera-ready copy must be submitted with the appropriate payment, for approval
prior to the deadline for the issue the advertisement will be published. The copy will
be reviewed using these guidelines. If the ad is rejected the copy and check will be
returned to the advertiser.

Advertisements may be rejected based only on the content of the ad (inaccurate
information, etc.), not based on personal feelings or perceptions about the
company/person placing the ad.
NOTE: There may be circumstances in which compelling reasons may justify
excluding an advertisement and violating one of these principles. This may be done
only following a vote of the Executive Committee and the advice of legal counsel.

Inserts shall be charged at the same rate as a full-page ad. One side of the page
constitutes one full-page ad, two sided copy will be charged at the rate of two full
pages. All advertising guidelines apply to inserts.

Educational events sponsored by affiliates of ADA will be published at no charge; all
other announcements will be treated as advertisement. It is necessary to date the
requests as they are received.
ORIGINAL DATE: 1/95
31
C-4 New Members
New KDA members shall receive the following correspondence, within three (3) weeks
after the membership chairperson has been notified, as a minimum:




a letter from the membership chair
the new member packet that includes at minimum, a copy of the board roster
and the membership directory.
The KDA newsletter for the current membership year.
Current DPG in state-(CD-HCF is currently the only one)
ORIGINAL DATE: 1/95
32
C-5 Listserv
The Kansas Dietetic Association listserv provides a means for members of the
American Dietetic Association to share information about professional issues,
educational opportunities and best practices.
Listserv Participants
Participation on the KDA Listserv is considered a member benefit of the Kansas Dietetic
Association. Primary participants on the listserv are individuals with current ADA
membership who reside or work in the state of Kansas. In addition, Individuals with
current ADA membership who reside or work in adjoining states (Nebraska, Iowa,
Missouri, Colorado or Oklahoma) may also participate. Other ADA members who do
not meet the above residency/work criteria may request to become listserv participants;
these requests should be submitted to the KDA Executive Director with written
justification provided for admission to the listserv. These requests for inclusion will be
considered individually for approval or denial by the Executive Director.
Individuals are added to the KDA listserv upon submitting a valid e-mail address, ADA
membership number, and state affiliation to the listserv administrator (currently Deborah
Canter, canter@ksu.edu). ADA membership will be verified by the listserv administrator
or designee.
Use of the Listserv
The KDA listserv is hosted by Kansas State University and thus all usage must comply
with Kansas State University Information Technology Usage Policy found at
http://www.k-state.edu/policies/ppm/3420.html#preface.
Information may be posted on the KDA listserv from the following sources:






American Dietetic Association (ADA)
Other state dietetic associations
District dietetic associations
ADA Dietetic Practice Groups (DPG’s) or dietetics-related special interest groups
Pertinent tax-exempt organizations
KDA members
Requests by individuals at accredited universities to use the KDA listserv for data
collection may be allowed at the discretion of the KDA Executive Director and listserv
administrator. The researcher must provide evidence that the research has been
approved by the sponsoring university’s Institutional Review Board (IRB) and must be
pertinent to dietetics practice.
33
Information about available employment positions may not be posted on the KDA
listserv. Job openings are to be advertised for a fee on the KDA website’s Job Bank.
In order to comply with KSU listserv policy, communications from “for profit”
organizations may not be posted on the KDA listserv. Individuals desiring to advertise
products or services will be referred to the KDA Executive Director to discuss
advertising on the KDA website for standard fee, in the Communicator newsletter,
and/or becoming a sponsor for the KDA annual meeting.
ORIGINAL DATE: 1/07
34
C-6 KDA Web Site Advertising
The following policies will be used to govern advertisers on the KDA Web site.
KDA will sell advertising space on its Web site only when the inclusion of such
advertising does not interfere with the Mission, Vision or Values of KDA, or the
development or implementation of its Strategic Plan.
Guidelines:
■ The appearance of advertising on the KDA Web site will constitute neither a
guarantee nor an endorsement by KDA of the product, service, or company
involved, or of the claims made for the product within the advertisement.
■ The KDA Web site will include a Disclaimer statement regarding advertising on
its web site.
o The link disclaimer text is “The KDA Web site contains links to Web sites
not under our control. We are not responsible for the quality, safety,
completeness, accuracy or nature of the content of such sites. Content on
Web sites may change without our knowledge. The links provided are for
convenience to you and should not be considered an endorsement of
products or services by KDA. Any views expressed on these Web sites
do not reflect official policy of KDA.”
■ KDA retains sole discretion when deciding to approve or deny web site
advertisements. This includes, but is not limited to, such factors as the
advertisement’s size, format, appearance, placement, and the length of time the
advertisement will appear on the KDA Web site. KDA reserves the right to not
link to or to remove links to other Web sites. Products offered will be
scientifically-sound and accepted by the healthcare community in general as a
good practice.
■ KDA reserves the right to remove any advertisement that was previously
approved. KDA has discretion to deny an advertisement because of the dubious
nature of its content. If KDA terminates the agreement early, it will pay the
advertiser a prorated refund of the amount having been paid by the advertiser at
the time of termination.
■ The decision to sell advertising space will be made independently of editorial
content on the web site. Advertisers will not influence editorial decisions or web
site content.
■ Advertisements will be clearly distinguishable from editorial content.
Advertisements will not be placed adjacent to any editorial content on the same
topic, and will be placed such that they do not obstruct editorial content.
35
■ Web site visitors will have the option to view or not to view each advertisement
(i.e., to “click on” or not to “click on” the ad). Visitors will not be sent to a
commercial site unless they choose to do so by “clicking on” the advertisement.
Visitors will not be prevented from returning to the KDA Web site or to other
previously-viewed screens (ex: the back-button will not be disabled by the
advertiser), nor will the visitor be redirected to a site they did not intend to visit.
To avoid not being able to get back to the KDA Web site, all links will open in a
new window so that the KDA Website will be available. Text effects that increase
download time of the Web page will not be used.
■ Advertiser web sites will not frame the KDA Web site content without the express
permission of KDA.
■ KDA logos may not appear on the advertiser’s web site without prior written
approval. The advertiser may not refer to the fact that its ad has appeared on the
KDA Web site in any collateral advertising.
■ KDA will sell ad space only. KDA will not guarantee that advertisers will
experience any specific increase in web site traffic and/or sales, such as in clickthrough rates or number of visitors, or make any other such guarantees in
regards to the effectiveness of the advertisement.
■ A program or event will include specific information such as date, time, location,
sponsor and sponsor contact information. The text or image announcing the
program or event will open up when clicked on to reveal these details.
■ KDA Board will review the Web Site Advertising Fee Schedule yearly, or more
often as necessary.
■ 2012 Fee Structure:
o Print advertisement (250 ct)
 Wallet: $35.00
 Banner: N/A
 Quarter page: $65.00
 Half page: $120.00
 Full page: $250.00
 One page insert: $225.00
 Double-side insert: $390
o Web Home Page
 Wallet: $56.00
 Banner: $80.00
o Conference Page
 Wallet: $47.00
36
o Add a link: $20.00
■ Instructions for advertising and the Web Site Advertising Submission Form can
be found on the KDA web page under Dietetic Association Web Site Advertising
Agreement.
ORIGINAL DATE: 11/07
37
C-7 Website Requests
As a member service, KDA maintains a website at www.dietetics.com/kda/index.asp .
The Website Coordinator is responsible for managing requests for the website with
assistance from the Executive Director and the webmaster.
Procedures:
 All requests need to be submitted using the Website Request Form available on
the website on the KDA Forms page. This form is a fill-in form with enables data
entry in text fields only. Requests may include such items as corrections,
updates, promotions of KDA activities, news alerts and new website additions.
 All requests are sent to the Website Coordinator via an email message with the
completed Website Request Form as an attachment. The email should also
include as attachments all accompanying documents, graphic files etc. listed on
the request form. Detailed instructions for completion are included on the form.
 Requests for advertising will not be accepted via the Website Request Form. If
you wish to submit an advertisement, please refer to the Operations Manual for a
guide and obtain the appropriate form on the KDA Forms page on the website.
Advertising requests are sent to the Executive Director.
ORIGINAL DATE: 1/09
38
C-8 Social Media
The Kansas Dietetic Association (KDA) recognizes that web sites such as You Tube,
Facebook, Twitter, blogs, collaborative Web-based discussion forums, online
publishing, and user-generated media (collectively, “social media”) can be highly
effective tools for sharing ideas and exchanging information of all kinds.
KDA use of social media
 KDA will utilize social medial communication options to promote the organization’s
visibility and maintain communications with current and prospective members,
customers, business partners, vendors and suppliers, affiliates and subsidiaries, and
the general public.
 KDA seeks to ensure that use of such communications serves the organization’s
need to maintain brand identity, integrity, and reputation while minimizing actual or
potential legal risks.
 KDA-authorized, -sponsored, or-affiliated blogs or other social media sites are used
to: engage membership and potential members; obtain feedback, exchange ideas or
trade insights about industry trends; reach out to potential new markets; provide
sales and marketing support to raise awareness of The Kansas Dietetic
Association’s brand; respond to breaking news or negative publicity; brainstorm with
members and customers; and discuss member-only events and community events.
KDA member responsibility for KDA social media sites
 Members are personally responsible for their postings to KDA social medial sites
and are expected to comply with KDA social media policies and guidelines as
whether communicating on behalf of KDA or utilizing KDA social media for personal
use.
 Members must avoid discussing publicly any organization-related matters, whether
believed to be confidential or not, outside organization-authorized communications.
(Nonofficial organization communications include but are not limited to social media
channels, Internet chat rooms, members’ personal blogs and similar forms of online
journals or diaries, personal newsletters on the Internet, and blogs on websites not
affiliated with, sponsored, or maintained by the Kansas Dietetic Association.)
 Members must not disclose any confidential information entrusted to them by The
Academy of Nutrition and Dietetics, Kansas Dietetic Association or its suppliers,
clients or members including trade secrets, marketing lists, member personal
account information, strategic business plans, competitor intelligence, financial
information, business contracts, and other proprietary and nonpublic organization
information that members can access.
 Members cannot use social networks to harass, threaten, libel or slander, malign,
defame or disparage, or discriminate against other members, employment
applicants, managers, officers, directors, customers, clients, vendors or suppliers,
any organizations associated or doing business with the Kansas Dietetic
39
Association, or any members of the public, including website visitors who post
comments about network contents.
 Members and organizations are not allowed to post employment advertisements on
social medial sites. Job postings must be purchased from the KDA Job Bank.
 KDA cautions that members should have no expectation of privacy while using
organization equipment and facilities for any purpose, including social networking.
KDA reserves the right to monitor, review, and block-ban content on organization
social network sites that violates the KDA social networking policies and guidelines.
 KDA elected officials reserve the right to remove immediately and without warning
any illegal or otherwise nonconforming content including offensive content of sexual
or racial nature.
Procedures
 The KDA Marketing/Public team is responsible for the content of all KDA social
media sites and ensures along with the KDA Board that all channels conform to KDA
policies for social media listed above. All comments will be screened by the KDA
Marketing/Public Team with inappropriate comments or material removed.
 Members wishing to add information to a KDA social media site must first obtain
permission from the KDA Marketing/Public Team. Members desiring to engage or
authorize third party social networking to communicate with KDA members must
also obtain prior approval.
 Members posting comments in response to content on KDA social network sites
must identify themselves by name and as members.
KDA member responsibility for personal social media use
 Members who maintain personal social media accounts or websites and choose to
identify themselves as members of the Kansas Dietetic Association must state
explicitly, clearly, and in a prominent place on the site that views expressed in their
social network sites are their own and not those of KDA or of any person or
organization affiliated or doing business with KDA.
 KDA respects members’ right to express personal opinions in personal social media
and understands that members may use their personal social media accounts for
political purposes, organizing, or other lawful purposes that do not violate the
policies and guidelines contained herein.
 Members must receive approval from the Marketing/Public Chair to use the KDA
logo or trademark and are not allowed to post KDA copyrighted material on their
personal account or those of others.
 Members cannot post on their own or others’ personal social media accounts
photographs of organization events, other members or organization representatives
engaged in KDA business unless permission has been granted by KDA
Marketing/Public team.
 Members cannot advertise or sell organization products or services via their own or
others’ personal social media accounts.
 KDA members are expected to adhere to the Academy of Nutrition and Dietetics
Code of Ethics in all use of personal social media accounts or websites.
40
Violations
 Members may report actual or perceived violations of KDA social media policies to
KDA elected officials and/or the Marketing/Public Team.
 The KDA Board investigates and responds to all reports of violations of KDA social
media policies and other organization policies. KDA reserves the right to discipline
members for violations with appropriate actions based upon findings.
Some examples do's and don’ts of social networking posting:
DO:  Be professional by following the guidelines detailed in this policy. As a
Registered Dietitian, you represent both the Kansas Dietetic Association and
Academy of Nutrition and Dietetics, its affiliates and our mission.
 Be authentic, truthful and tactful in your postings. Provide a link or reference for
any information you are citing.
 Correct mistakes promptly and acknowledge them.
 Always allow comments on your public content, with the exception of spammers
and blatant marketers.
 Exercise full disclosure. When you mention the Kansas Dietetic Association,
identify yourself as a member.
 Respect copyright. Do not post any images or other content from another source
unless you are sure it is in the public domain or that the owner has granted
permission.
 Share your enthusiasm and positive comments about food and nutrition and the
excellent services the Kansas Dietetic Association provides.
 Always adhere to HIPAA privacy rules regardless of the communication media.
 Include a statement identifying that these are your own thoughts and not
necessarily representative of the organization. For example: “This blog or social
media channel solely reflects my views and not the views of the Academy of
Nutrition and Dietetics or the Kansas Dietetic Association.
DON’T:
 NEVER post any information, photos or identifiable content about current
patients in your care.
 Do not post material that is harassing, obscene, defamatory, libelous,
threatening, hateful, or embarrassing to any person or entity.
 Do not post words, jokes, or comments based on an individual’s gender, sexual
orientation, race, ethnicity, age, or religion. Do not complain about your work,
coworkers, patients or organizational policies. Do not disparage competitors. Never plagiarize and never post information you know is inaccurate.
TIPS:
 Be personal. Write as “I.” Let people know about who you are.
41







Be clear. If you blog, state the purpose of your blog upfront.
Be relevant. Keep your posts and comments focused on the topic.
Be credible. Write about what you know and support it with references and/or
examples.
Be responsive. Has someone posted a question for you? Follow up.
Do not restrict access to your blog by specific individuals or groups.
Do not self-censor by removing posts or comments once they are published
unless they are inappropriate under these guidelines.
Contributing to a professional blog is an excellent way to build your reputation
and support our organization’s goals. Update your content and respond to
comments or questions on a regular basis.
ORIGINAL DATE: 412
42
CATEGORY: KDAF
KDAF-1 KDAF Functions and Funding
The operations of the Foundation may be funded from the following sources.
 KDA fundraising efforts such as silent auction in the amount provided to the
Foundation by the KDA board;
 Donations in the form of an unrestricted gifts, temporarily restricted gifts and
permanently restricted endowment gifts;
 Proceeds after cost from KDAF sponsored educational events
 Other fundraising efforts determined by the KDAF board of directors;
 Donations from KDA as approved by the KDA Board.
Expenditure of Foundation operating funds supports the KDAF mission of education and
research to benefit of the public and dietetic practitioners. KDAF funds may be used for
the following endeavors:
 Permanent student scholarships, McCollum and Vaden;
 Temporary scholarships as designated by the donor;
 Awards to practitioners recognizing their outstanding contributions to the
Association and profession;
 Student educational opportunities and seminars;
 Public education opportunities.
ORIGINAL DATE: 4-2009
REVIEWED: 5-2014
43
CATEGORY: KDAF
KDAF-2 Donations
There are three types of donations to KDAF that can be made to the Foundation.
Unrestricted gifts
Unrestricted gifts are those funds that the KDAF may use any way it chooses to support
the mission of the Foundation. Unrestricted gifts are deposited into the operating fund
for KDAF.
Temporarily restricted gifts
Temporarily restricted gifts are those funds that are not perpetual in duration and are
intended to be totally expended for a specific purpose over some period of time.
Temporarily restricted gifts are funded entirely by designated donations and not the
operating or endowment investment funds of KDAF.
Endowments or permanently restricted gifts
(See policy on endowment funds)
REVIEWED: 5-2014
44
CATEGORY: KDAF
KDAF-3 Endowments
Endowments or permanently restricted gifts are funds for which the principle may not be
expended. Only the interest generated from the principle in the of interest or investment
income is available for release. The minimum to establish a named endowment or
permanently restricted fund is $10,000. Funds that fail to maintain $10,000 minimum
balance during a reasonable period of time may be reclassified as a temporarily
restricted fund in which both principle and available balances may be expended.
KDAF maintains an endowment fund for the purpose of funding scholarships from the
interest or investment income earned.
REVIEWED 5-2014
45
CATEGORY: KDAF
KDAF- 4 Awards
KDAF supports four awards for outstanding practitioners; Recognized Young Dietitian of
the Year, Distinguished Dietitian of the Year, Recognized Dietetic Technician and
Emerging Dietetic Leader. These awards are awarded to qualified recipients by the
KDA Awards Committee with approval from KDAF.
KDAF recognizes 50-year members for their service to the profession.
Funding for awards comes from KDAF operating fund.
REVIEWED: 5-2014
46
CATEGORY: KDAF
KDAF-5 Fifty Year Member Recognition
KDA and KDAF wish to recognize and honor its 50 year members.
Procedure
The KDAF Awards Chair:
 Obtains the name(s) of the 50 year member(s) of AND from the KDA president.

Sends the State Media Representative the resume of the recipient(s) for publicity in
the KDA newsletter and area newspapers.

Invites the fifty year member(s) to the KDA Annual Meeting and notifies the
Executive Director of the need for complimentary registration and meal(s).

Purchases a recognition gift for the 50 year member(s)
Fifty year members will receive:
 Complimentary registration on the day of the award recognitions during the KDA
Business Meeting/Luncheon. KDA provides complimentary registration during
meetings solely sponsored by KDA.

A complimentary luncheon meal is provided by KDAF. The KDAF awards
committee may also choose to pay for the meal of one guest for each fifty year
member depending upon budgetary allowances.

A gift with 50 year designation such as a pen or a plaque provided by KDAF.
ORIGINAL DATE: 1992
47
CATEGORY: KDAF
KDAF-6 Distinguished Dietitian of the Year
KDAF and KDA wish to recognize AND members who have distinguished themselves in the
service of the profession and nominate those members to the Academy of Nutrition and
Dietetics.
Procedure
KDAF Awards Chair:
 Posts awards application form on the KDA website
 Sends letters to all District President and post on the KDA listserv in December
explaining the deadlines for their nominations along with the AND application. All
applications must be returned to the Awards Chair by the District Presidents or KDA
board members.
Upon receipt of applications, the KDAF Award Chair:
 Compiles the data sheets and duplicates sets along with the evaluation forms (see
Appendix) for distribution to each voting member of the Awards Committee. The
committee members shall return the evaluation forms within two (2) weeks to the
Awards Chair.
 Tabulates the results, notifies recipient, all nominees, KDAF and KDA of the results
at least four (4) weeks prior to the Annual Meeting.
Once the award recipient is selected, the Awards Chair:
 Invites the recipient to the spring KDA Annual Meeting to receive their award.
 Purchases a recognition plaque from KDAF funds.
 Writes the article for publicity and provides to the Media Representative for
communication to area newspaper and to Newsletter Editor the KDA Communicator.
 Notifies AND of the award recipient and sends all required paperwork to AND by the
designated deadline.
The Distinguished Dietitian of the Year will receive:
 Complimentary registration for the day of the award ceremony provided by KDA
on the years when KDA solely sponsors the annual meeting.
 Complementary lunch including a guest at the annual meeting provided by
KDAF.
 Recognition plaque provided by KDAF.
ORIGINAL DATE: 1992
48
CATEGORY: KDAF
KDAF-7 Recognized Young Dietitian of the Year
KDAF and KDA wish to recognize young AND members who have distinguished
themselves in the service of the profession and nominate those members to the Academy
of Nutrition and Dietetics.
Procedure
KDAF Awards Chair:

Determines the number of RYDYs to be selected. The number is equal to the
number of delegates allocated to the affiliate by AND.

Advertises the award through the KDA listserv and by sending application
information to the district presidents.

Compiles the data sheets and duplicates sets along with the evaluation forms for
distribution to each voting member of the Awards Committee. The committee
members shall return the evaluation forms within two (2) weeks to the KDAF
Awards Chair.

Tabulates the results, notifies recipient(s), all nominees, the KDAF Chair and
KDA President of the results at least four (4) weeks prior to the KDA Annual
Meeting.

Invites the recipient(s) to the spring KDA Annual Meeting to receive their award.

Purchases a plaque for the recognition using KDAF funds.

Writes the article and forwards to the Media Representative for publicity in the
KDA Communicator and area newspapers.

Notifies AND of the award recipient and sends all required paperwork to AND by
the designated deadline.
The Recognized Young Dietitian of the Year will receive:
KDAF.
ORIGINAL DATE: 1992
49
CATEGORY: KDAF
KDAF-8 Recognized Dietetic Technician of the Year
KDAF and KDA wish to recognize deserving AND dietetic technician members who have
distinguished themselves in the service of the profession and nominate those members to
the Academy of Nutrition and Dietetics.
Procedure

Advertises the award on the KDA listserv and send letters to all District
Presidents by December explaining the deadlines of the nominations along with
the AND application.

distribution to each voting member of the Awards Committee. The committee
members shall return the evaluation forms within two (2) weeks to the KDAF
Awards Chair.

Tabulates the results, notifies recipient(s), all nominees, the KDAF Chair and
KDA President of the results at least four (4) weeks prior to the KDA Annual
Meeting. The KDA President notifies AND of the award recipient, if one is
qualified by March 1.

Invites the recipient(s) to the spring KDA Annual Meeting to receive their award.

Purchases a plaque for the recognition with KDAF funds.

Sends the State Media Representative the resume of the recipient for publicity in
the KDA newsletter and area newspapers.
The Recognized Dietetic Technician of the Year will receive:
KDAF.
ORIGINAL DATE: 1992
50
CATEGORY: KDAF
KDAF-9 Emerging Dietetic Leader
KDAF and KDA wish to recognize deserving AND members who have demonstrated
leadership in promoting the profession and nominate those members to the Academy of
Nutrition and Dietetics.
Procedure
The KDAF Awards Chari:

Sends letters to all District Presidents and advertises on the listserv in December
explaining the deadlines for their nominations along with the AND application. By
designated date established by the KDAF Awards Committee, all applications
must be returned to the KDAF Awards Chair.

distribution to each voting member of the KDAF Awards Committee. The committee
members shall return the evaluation forms within two (2) weeks to the KDAF Awards
Chair.

Tabulates the results, notifies recipient, all nominees, KDAF and KDA Presidents of
the results at least four (4) weeks prior to the KDA Annual Meeting.

Invites the recipient to the spring KDA Annual Meeting to receive their award.

Purchases a plaque for the recognition.

Writes the article for publicity and forwards to the State Media Representative for
publicity in the KDA Communicator newsletter and area newspapers.

Notifies AND of the award recipient and sends all required paperwork to AND by the
designated deadline.
Emerging Dietetic Leader recipients will receive:
KDAF.
 Recognition certificate provided by KDAF.
ORIGINAL DATE: 2003
51
CATEGORY: KDAF
KDAF-10 The American Dietetic Association Awards
The Kansas Dietetic Association wishes to nominate eligible candidates for the
Academy of Nutrition and Dietetics awards annually.
The Awards Committee will provide a uniform system for submitting nominations of
eligible candidates for the AND awards.
Procedure

KDA President forwards criteria and nominating forms to KDAF Awards
Chairperson when received from the AND.

KDAF Awards Chair copies criteria and nominating forms and sends to District
Presidents and advertises to the membership.

District Presidents and members submit nominations to KDAF Awards Chair.

KDAF Awards Chair copies completed nominating forms with supporting material
and evaluation forms and sends to KDAF Awards Committee members.

KDAF Awards Committee completes evaluation form for each candidate and
returns completed forms to the KDAF Awards Chair.

KDAF Awards Chair tabulates evaluation forms returned by committee members
and confers with committee members as needed.

KDAF Awards Chair submits list of proposed nominations to KDA President for
consideration by the Executive Committee by November 15th.

KDAF Awards Chair coordinates preparation and submission of nominating
packets to the AND Selection Board.

The AND Award nominees shall be recognized at the annual KDA conference.
Academy of Nutrition and Dietetics Awards Nominees from Kansas will receive:
KDAF.
ORIGINAL DATE: 00
52
CATEGORY: KDAF
KDAF-11 Scholarships
KDAF supports two on-going scholarships, McCollum and Vaden. Scholarships are
awarded to qualified recipients by the KDA Awards Committee with approval from
KDAF. (See Awards policies in the KDA Policy and Procedure Manual) The amount of
money provided by these two scholarships is determined annually based upon KDAF
financial resources available.
KDAF will administer designated scholarships from temporarily restricted gifts.
Examples of scholarships from temporarily restricted gifts include scholarships to help
fund student attendance at FNCE and scholarships designated from memorial gifts.
These designated scholarships will end when the funds in the temporarily restricted gift
are depleted.
Funding for scholarships may come from KDAF operating fund, temporarily restricted
gifts and endowment investment income.
ORIGINAL DATE: 00
53
CATEGORY: KDAF
KDAF-12 Vaden Scholarship
The Vaden Scholarship shall be granted to:
 student accepted for an AND approved internship who is a graduate of a Kansas
college or university
 post baccalaureate student who is enrolled in an internship program in Kansas
 post baccalaureate graduate student in a Kansas college or university with the
intent of practicing dietetics
The KDAF will provide a uniform system for selection and awarding the Vaden
Scholarship.
Procedure
 The KDAF Board of Directors determines the amount of the scholarship at the
November or January board meeting and notifies the KDAF Awards Chair of the
amount of the award.
KDAF Awards Chair:
 Mails announcement and application forms to Kansas colleges and universities
which have ADA approved/accredited program(s) in December-January.
Upon receipt of scholarship applications, the KDAF Award Chair:
 Assembles and duplicate applications and evaluations forms and provides copies
to KDAF Awards Committee members. KDAF Awards Committee members
complete evaluation forms for each applicant and return them to KDAF Awards
Chair by date set by chair.
 Tabulates results of evaluation forms and confers with committee members as
needed.
 Notifies KDAF Chair, KDA President, KDA Treasurer, Media Representative and
Newsletter Editor of recipient at least four (4) weeks prior to the Annual Meeting.
Once the award recipient is selected:
 Newsletter Editor arranges for photograph and article regarding scholarship
recipient.
 State Media Representative arranges publicity in hometown paper of recipient.
 Treasurer prepares check for recipient. Check is mailed to scholarship winner if
they are unable to attend meeting.
KDAF Awards Chair:
 Prepares certificate for recipient.
 Notifies recipient and invites them to attend KDA Annual Meeting when
scholarships are presented
54
 Presents scholarship and certificate at annual meeting.
Vaden Scholarship recipients will receive:
 Scholarship check in the amount determined by the KDAF board
on the years when KDA solely sponsors the annual meeting
 Complementary lunch including a guest at the annual meeting provided by KDAF
ORIGINAL DATE:
55
CATEGORY: KDAF
KDAF-13 McCollum Scholarship
The McCollum Scholarship shall be granted to a junior or senior student enrolled in a
dietetics program at a Kansas college or university.
The KDAF will provide a uniform system for selection and awarding the McCollum
Scholarship.
Procedure
The KDAF Board of Directors determines the amount of the scholarship at the
November or January board meeting and notifies the KDAF Awards Chair of the amount
of the award.
 Mails announcement and application forms to Kansas colleges and universities
which have ADA approved/accredited program(s) in December-January.
Upon receipt of scholarship applications, the KDAF Award Chair:
 Assembles and duplicate applications and evaluations forms and provides copies
to KDAF Awards Committee members. KDAF Awards Committee members
complete evaluation forms for each applicant and return them to KDAF Awards
Chair by date set by chair.
 Tabulates results of evaluation forms and confers with committee members as
needed.
 Notifies KDAF Chair, KDA President, KDA Treasurer, Media Representative and
Newsletter Editor of recipient at least four (4) weeks prior to the Annual Meeting.
Once the award recipient is selected:
 Newsletter Editor arranges for photograph and article regarding scholarship
recipient.
 State Media Representative arranges publicity in hometown paper of recipient.
 Treasurer prepares check for recipient. Check is mailed to scholarship winner if
they are unable to attend meeting.
KDAF Awards Chair:
 Prepares certificate for recipient.
 Notifies recipient and invites them to attend KDA Annual Meeting when
scholarships are presented. luncheon.
 Presents scholarship and certificate at annual meeting.
56
McCollum Scholarship recipients will receive:
 Scholarship check in the amount determined by the KDAF board.
KDAF.
ORIGINAL DATE:
57
CATEGORY: Financial Policy
F-1Centralized Financial Administration (CFA) for State Dietetic Practice Groups
The Dietetics in Health Care Communities (DHCC) practice group as well as any future
Dietetic Practice Groups shall have revenue and expense distribution processed
centrally through the KDA Treasurer. DHCC will receive accurate statements coinciding
with KDA Board meetings documenting all receipts, disbursements, and current assets.
Supporting detail information will be maintained by the KDA Treasurer and will be
available upon request.
Purpose:
The KDA budget and DHCC budget are maintained as separate documents for the
purpose of transparency. The statement of assets includes the total for both groups.
KDA Procedure:
 The KDA Treasurer will deposit income from DHCC into their account and will
issue checks from the DHCC account for expenses.
 The KDA Treasurer will keep an accurate accounting of all income, expenditure
and asset totals.
 The KDA Treasurer will include a financial report for DHCC with the KDA
financial report provided at KDA board meetings.
 Discrepancies in accounting may be submitted by either party as a discussion
item or action item at KDA Board meetings.
DHCC Procedure:
 DHCC is responsible for maintaining operating funds through member dues and
revenue-generating projects/events to support its activities.
 DHCC officers or members requesting reimbursement for expenses will submit
an Expense Report form, with receipts attached, to the Executive Director within
10 days. The Executive Director will process the expense reports and forward to
the Treasurer for the check to be written per KDA policy F-4.
 The DHCC Chair and Co-Chair will review the DHCC account bi-annually with
the KDA Treasurer to assure the account balance is correct and Expense
Reports are being turned in per policy.
 The DHCC Chair, with input from the KDA Treasurer, will update the annual
budget and submit in February to be included in the KDA annual budget for next
program year.
 DHCC will reimburse KDA for lunches provided to the 5 Star Gracious Dining
Award winners at the KDA annual conference. The DHCC Chair will submit an
Expense Report listing attendees, facility and price of the lunch. The Treasurer
58
will write a check from the DHCC account and deposit the funds into the Annual
Conference income account.
DHCC Oversight of Investments
 DHCC and KDA will review DHCC investment income and may choose to invest
in the same investment funds as KDA. DHCC Chair will communicate with the
KDA Treasurer who acts as the liaison with KDA fund advisors.
 The DHCC Chair/Co-Chair will provide a financial report to their membership
annually.
ORIGINAL DATE: 1/95
LAST DATE REVIEWED: 7/27/13
59
F-2 Fiscal Year
For the purpose of budgeting and financial reporting, the fiscal year shall begin on
July 1 and end on June 30 of the following year.
For tax purposes, the calendar year is used.
ORIGINAL DATE: 5/8/95
60
F-3 Preparation and Approval of Annual Operating Budget
All Board Members shall annually submit budget requests for operating budget for the
upcoming fiscal year to the Treasurer. These recommended budget requests will be
solicited by the Treasurer each January and are due by February 18. A draft budget is
then prepared by the Treasurer.
The Finance Committee then convenes in March to review the proposed budget based
upon the current financial status of the organization. The Finance Committee prepares
a budget to send to the KDA Board for approval at the Spring Board meeting.
The Finance Committee is composed of the President, President-elect, Past President,
Treasurer, CPI-Chair and Executive Director.
The Finance Committee convenes again after the largest portion of the ADA dues
rebates are received in August or September to review income and expenditures
compared with the budget. The Finance Committee will then make recommendations to
the Board and to the Annual Meeting Planning Committee.
The Treasurer will send a monthly summary of income and expenditures to the
President, President-elect, and the Executive Director. This information will be
reviewed monthly and then be given to the Audit Committee on an annual basis along
with the financial statements provided at each Board meeting.
The budget must balance revenues and expenditures. At any given time, reserves must
total at least half the operating expenses for the current fiscal year.
61
F-4 Expense Reporting and Reimbursement for KDA Board and Committee
Members
An Expense Report form, with receipts attached, must be sent to the Executive Director
within 10 business days. The Executive Director will process the expense reports and
forward to the Treasurer for check to be written.
All expense reimbursement requests, not requiring clarification, will be processed within
fifteen (15) working days of receipt.
Expense Reimbursement for Academy (AND)-Sponsored Meetings
 A maximum allowance of $50 per day of meeting plus one day of travel will be
allowed. This covers meals, tips, limousine, airport parking, taxis, and other
transportation. Only meetings specifically listed in the budget may be reimbursed.

Air travel allowance is based on coach travel. The individual will be charged the
difference when a more expensive rate is chosen. In lieu of air travel, auto or rail
cost shall not exceed coach air fare.

Funds budgeted for the AND annual meeting (FNCE) registration and travel may
be advanced by the KDA Treasurer to the appropriate individual upon request.

Members are required to share hotel rooms or they will be charged the difference
in rate between double and single occupancy.

Automobile travel will be reimbursed at prevailing IRS rate per mile as set each
year when budget is determined. Only travel specifically listed in the budget may
be reimbursed.

In the event a KDA board/committee member resigns from office after attending
one of these events, the resigning board member will reimburse KDA 50% of
costs incurred. Exceptions to this will be at the discretion of the KDA executive
board.
Expense Reimbursement for Board of Directors meetings
 For Board of Directors members only, travel for board meetings will be
reimbursed except when held in conjunction with the KDA Annual Meeting.

For Board of Directors members only, turnpike fees will be reimbursed for travel
to a board meeting not associated with the KDA Annual Meeting.

Board members traveling over 25 miles one way to a Board meeting not
associated with KDA Annual Meeting will be reimbursed one day maximum
62
allowance of $50 per day, plus motel expenses. Board members are encouraged
to make arrangements to carpool and share hotel rooms.

Persons participating in KDA activities shall be reimbursed only when costs are
part of the approved budget or if approved by the Board of Directors. Calling
card expenses for Board meetings are reimbursed when receipts are provided.
Expense Reimbursement for KDA Annual Meeting
 Complimentary registration will be provided for the following committee
members:
o General Program Chair (CPI-Chair)
o Other committee members as determined by the General Program Chair
depending on their contribution to the success of the meeting. (Budget for
these complimentary registrations at the time the preliminary budget and
registration fees are established.)
o All other committee members will not receive complimentary registration.
 Complimentary registration will be provided for the following KDA Board
members:
o President
o Secretary
o Treasurer
o Delegate

The General Program Chair will receive complimentary lodging during the
meeting if they live more than 25 miles from the location of the meeting. All other
committee members and board members will be responsible for their own
lodging expenses.

The KDA president, president-elect, secretary, and treasurer shall be reimbursed
one-half the double room rate at the KDA Annual Conference.

The Executive Director is not charged to attend the Annual Conference. The
Executive Director shall be reimbursed one-half the double room rate at the KDA
Annual Conference if more than 25 miles away from their home.
(Please see policy MT-5 Reimbursement for Program Planning Committee Members
and KDA Board Members for KDA Annual Meetings)
The Treasurer will review the expense report and make certain that:
 All arithmetic is correct.
 All receipts, and invoices necessary to process the expense report are attached.
 The expense report form is a current form.
 All applicable blanks on the form are clearly filled out.
63

The amounts requested do not exceed the limits specified by KDA expense
guidelines.
64
F-5 Cash Advances
A Board member foreseeing an upcoming KDA expense of $100 to $200 shall request
a cash advance in writing from the Treasurer.
Procedure





Written requests for advances must include the purpose of the expense.
The Treasurer will issue the advance by check to the requesting board member
within one (1) week of receipt.
Advanced funds must be used within thirty (30) days of issuance. Receipts
accounting for the expenditure of the advance and, if applicable, the balance of
the advance must be provided to the Treasurer with in thirty (30) days of
issuance.
Expenses less than $100 or greater than $200 must be paid either by
reimbursement or directly to the third party by the Treasurer.
Funds budgeted for ADA travel and meeting registration for the President and
President-elect are exceptions to this policy.
65
F-6 Investment and Oversight of KDA, DHCC and KDAF Funds
Investment of KDA, DHCC and KDAF Funds:
 Short-term funds for KDA operations shall be held in an interest bearing
checking account.
 Reserve funds will be held in any of the following: certificate of deposit, bond
fund, government reserve fund, total return fund, universe fund, capital
opportunities fund, discovery fund, stock fund, or special fund.
 All changes in placement of funds must be approved by the Board of Directors.
 Documentation in the Board meeting minutes should include fund name,
address, and contact person.
The KDA Executive Director and Treasurer will both be signatories on each investment
and checking account for KDA and KDAF.
 Within ten business days of transition of Treasurer, the Executive Director will
provide the incoming Treasurer with proper forms to add his/her name to bank
and investment accounts. In the event of a new executive director, the treasurer
will provide the above information to the new executive director.
 Only the Treasurer and KDA Executive Director are allowed to make deposits,
withdrawals or changes to KDA and KDAF operating and investment accounts.
 The Executive Director will forward all statements to the Treasurer and will retain
a copy for KDA and KDAF files.
 An internal financial audit by the Finance Committee may be completed with
each transition of a new Treasurer into the office or every two (2) years when
the same individual is re-elected Treasurer, and/or a change in Executive
Director.
 The Executive Director or outgoing Treasurer provides introduction of incoming
Treasurer to account representatives for all active services used by KDA or
KDAF, e.g., financial advisor, accountant, bank/investment accounts, as
applicable. The treasurer will provide the proper introductions in the event of a
new executive director.
Oversight Responsibilities of Treasurer:
The Treasurer is responsible for monitoring the activities in the checking an investment
accounts for KDA (including DHCC) and KDAF in coordination with the Executive
Director.
 The Treasurer will manage the checking and savings accounts for KDA, KDAF
and DHCC in coordination with the Executive Director.
 The Treasurer prepares financial reports for Executive Board meetings or KDA
and KDAF and the KDA Annual Business Meeting. (refer to F-7, Financial
Statement Preparation).
 The Treasurer reviews the status of income/expenses with the Executive
66
Committee to allow timely follow-up or to approve expenses between board
meetings.
The Treasurer is responsible for monitoring the performance of each investment
account and presenting those findings to the Executive Boards of KDA, DHCC and
KDAF.
 The Treasurer will review the performance of each investment account and will
present investment recommendations as action items to the Executive Boards of
KDA and KDAF.
 The Treasurer, with Executive Board approval, may utilize financial investment
services.
67
F-7 Financial Statement Preparation
Financial statements shall be prepared prior to each Board meeting. In addition,
statements will be prepared at the close of June and December so calendar and fiscal
year records are easily distinguishable.
Financial statements will include:

Budget Activity report which shows the total approved FY budget, actual FYTD
income and expenditures and the balance for each budget line

Statement of Assets, which summarizes the movement in investment funds
since last statement

Dietetics in Health Care Communities Practice Group report, which
summarizes income and expenses for that group since the last report.
Financial statements will be presented at each Board Meeting.
Note: Financial statements are presented to the Board for information and discussion.
The reports are noted in the minutes. The financial reports do not need to be
approved, adopted or accepted by the organization as the reports are not “official” until
they are audited. The process is to file the reports for audit, the purpose of which is to
certify the correctness of the financial reports.
68
F-8 Inventory Reporting
All Board and Task Force members responsible for selling any items must provide a
physical inventory twice yearly: at the close of the fiscal year (June 30) and the close of
the calendar year(December 31). Copies of the inventory count statements (see
Appendix) must be forwarded to the KDA Treasurer.
Inventories will be valued using the original cost.
Additional inventory items purchased should be reflected on invoices submitted to the
KDA Treasurer. Attached support should include:


The cost of the inventory
A description and count of all purchased inventory items
69
F-9 Tax Reporting
Each February the Executive Director with assistance from the Treasurer will prepare
income tax information and forward it to an accounting firm for completion. Taxes will
be calculated based on the calendar year.
Sales tax must be paid annually and is due on January 25th of each year.
70
CATEGORY: Financial
F-10 Audits
____________________________________________________________________
Financial records are to be audited internally at least annually. The audit committee
will consist of three members from the Executive Committee. The KDA president will
appoint these three members to conduct the audit. They will submit a written report at
the first board meeting following the audit.
In the event that improprieties are discovered, the president will be notified immediately
and he/she will decide if an Executive Committee meeting needs to be called to decide
a course of action to take.
A CPA audit is scheduled every two years to coincide with the changing of treasurers.
The executive director will arrange for this audit to be conducted. The CPA will submit
a written report of their findings to the Board through the executive director.
In the event that improprieties are discovered, the CPA will report these to the
president immediately. He/she will call an emergency meeting of the Executive
Committee if warranted. Course of action will determine if bonder needs to be notified.
_________________________
ORIGINAL DATE: 4/02
71
CATEGORY: Financial
F-11 Bonding
The treasurer will make the arrangements needed to be bonded prior to assuming term
of office on July 1st of the year that they are elected into office. They will maintain the
bonding for the duration of their term of office.
The expense of becoming bonded will be the responsibility of the KDA organization.
The treasurer will send the original copy of the bonding contract to the Executive
Director and a copy to the President.
_________________________
ORIGINAL DATE: 6/02
72
CATEGORY: Financial
F-12 Penalty Fee for Returned Checks
In the event that KDA has any checks returned for insufficient funds, the sender will be
charged a $30.00 fee.
All KDA sponsored and/or co-sponsored meetings shall contain a statement on the
meeting brochure that there will be a penalty fee of $30.00 for any returned checks.
_________________________
ORIGINAL DATE: 6/02
73
CATEGORY: Financial
F-13 Reimbursement of Executive Director Expenses
Purpose: The purpose of this policy is to direct the Executive Director regarding
reimbursement of expenses.
Compensation
 The Executive Director will submit a weekly activity log of business conducted
during work hours to the KDA President and Treasurer by Thursday of the
following week. Monthly payment may be delayed if activity logs are not
submitted as specified.
 Per compliance with contractual agreement, the executive director will be paid
within 10 days of receipt of itemized invoice for contractual services plus any
additional authorized expenses.
Additional Compensation
 Additional compensation beyond the basic contract must be approved by the
KDA Executive Committee and/or Executive Board.
 Special arrangements may be entered into by the Executive Director for
individual projects requested by state dietetic practice groups or district dietetic
associations. Compensation for such activities will be the responsibility of the
requesting group and not KDA.
Approved KDA Operating Expenses
 KDA will pay for the installation of a telephone line into the Executive Director’s
home office, the monthly basic charges, long distance calls conducted for KDA
business and call answering services. This line could also be used for
connection to the internet for e-mail service.
 Photocopies will be billed to KDA at cost.
 Fax services will be provided at cost.
 The Executive Director agrees to provide a personal computer that runs a basic
operating system compatible with Academy of Nutrition and Dietetics software
and current versions of Microsoft Office. Additional software requests will be
purchased upon approval of the KDA Executive Committee.
 A bulk mailing permit will be obtained at cost by the KDA if a sufficient number
of postal mailings are required to make this purchase cost effective.
 Travel expenses to attend KDA Executive Board Meetings and/or Executive
Committee Meetings will be reimbursed according to the travel reimbursement
policy for Board members. Time spent traveling will not be compensated.
 Office supplies, printer cartridges used for KDA business, stationery, stamps,
postage, pressure sensitive labels, etc. shall be paid for, at cost, by the KDA.
 Special arrangements may be made with the KDA Treasurer for reimbursement
of office equipment or high cost purchases which have been approved by the
74
KDA Executive Board. Other reasonable miscellaneous out-of-pocket costs
shall be reimbursed when the expense has been pre-approved by the KDA
President.
Use of Debit Card and Reimbursement for Expenses
 Approved expenses incurred by the Executive Director may be paid for using
the KDA debit card with expense report and receipt submitted to the Treasurer
within 10 business days. (please see F-15 Debit Card Policy)
 In the event that a debit card form of payment is not acceptable, expenses
incurred by the Executive Director shall be submitted to the Treasurer for
reimbursement.
 Expenses exceeding $ 100.00 require prior written approval from the KDA or
KDAF Executive Committee depending upon the expense
Liability Coverage
 KDA will provide physical liability insurance coverage for the office maintained
by the Executive Director. The Executive Director will maintain a casualty
insurance policy insuring the equipment, records, software, publications and all
other items belonging to KDA that the Executive Director is storing and/or using.
In the event any of the KDA owned items are damaged by fire or other casualty
covered by policies of insurance, the Executive Director agrees that the entire
proceeds of the insurance coverage will be applied toward the repair or
replacement of the KDA owned items. The Executive Director shall provide the
KDA with a certificate from his or her insurance carrier showing this coverage to
be in force and effect before the beginning of this contract.
 The Executive Director shall be solely responsible for and shall protect and
indemnify the KDA against any loss or liability occasioned by the negligence of
the Executive Director or anyone directly employed by the Executive Director.
LAST DATE REVIEWED:
75
CATEGORY: Financial
F-14 KDA Debit Card
 The Executive Director and the KDA Treasurer will have access to the KDA
bank debit card. No purchase over $100.00 may be completed with the debit
card without prior authorization by the KDA Executive board/executive
committee with the exception of Teleseminar purchase.
The Executive Director may use the debit card for:
 Office supplies – paper, printer ink, envelopes, and other items needed to
support a functioning office
 Postage and mailings
 Other expenses with prior written approval of the KDA executive
board/executive committee
 The Executive Director will submit an expense report noting the debit card
purchase. The receipt is attached to the expense report and both are submitted
to the treasurer within 10 days of the debit card purchase.
The KDA Treasurer may use the debit card for:
 AND Teleseminar registration for various sites for KDA members as requested
by the Continuing Education Coordinator
 Postage
 Office supplies such as paper, ink and envelopes
 Office expenses such as software updates
 Other expenses with prior written approval of the KDA executive
board/executive committee.
The Treasurer will complete an expense report noting debit card purchase and attach
the receipt.
LAST DATE REVIEWED:
76
CATEGORY: Meetings
MT-1Budget Approval
All budgets for KDA sponsored meetings shall be approved by the KDA Board of
Directors within the following time line:
KDA Annual Meeting......minimum of four (4) months prior to meeting date
CPI Workshops..............minimum of three (3) months prior to date of meeting
ORIGINAL DATE: 6/95
DATE LAST REVIEWED: 6/10
77
CATEGORY: Meetings
MT-2 Registration Fees
The following guidelines shall be used to establish registration fees for KDA sponsored
meetings.
Procedure

The annual planning committee, using budgeting and cost analysis, will
determine the base registration fee for the annual meeting. Additional expenses
for food, special events and receptions will be considered.

The fee for members will be based on no less than $20.00 per CEU with a markup margin of greater than or equal to 20% phased in by 2014. When KDA
partners with other organizations to host a membership event, exceptions to the
fee base may be submitted to the KDA board for approval.

Example:
CEU cost
Mark-up %
$20.00
20%
Registration
fee/CEU
$25.00

The non-KDA member fee will be no less than 150% of the member registration
fee.

The registration fee for students and retired members will be no less than 50%
of the registration fee for members.
o Students must provide a university ID to verify full time student status.
o ADA retired members are verified using the DMIS membership printout.

An early bird registration discount may be offered at events. The discount will
be in the range of 5-10% of the registration fee for each registrant category.
o Amounts may be rounded to whole numbers for simplicity.
o The calendar deadline for discount eligibility will expire no less than 20
business days prior to the event date.
o Early bird registration procedure will be clearly communicated to
registrants.

A surcharge fee may be implemented for on-site registration.
o This fee will not exceed $25.00 and will be uniformly applied to all
registration classifications.
78
o The surcharge will be communicated in advance in meeting marketing.
o The fee will be determined annually.

A processing fee for registration and payment method may be applied for all
registrants and is to be determined annually.
ORIGINAL DATE: 6/95
79
CATEGORY: Meetings
MT-3 Refunds for KDA Sponsored Meetings
Partial refunds for KDA sponsored meetings shall be permitted for extenuating
circumstances. Refunds for an emergency crisis will be determined on a case by case
basis.
Procedure

All requests for refunds MUST be submitted in writing via postal mail or email.
o These requests are to be mailed to the Executive Director and RECEIVED no
later than midnight CST by the dates listed.
o Contact information for the central office is published on the website.
o Telephone requests and faxes CANNOT be honored.

Refunds will be issued approximately 4-6 weeks after the meeting.

A minimum $25.00 fee will be charged for all refunds except for an emergency
crisis.

Cancellation of lodging is the responsibility of the attendee.

Written requests for refunds will be processed as follows:
Receipt date
in advance of event
26 days
19 days
Less than 19 days
Emergency Crisis

Eligible Refund
75%
50%
Non-refundable
Minimum 50%
Less:
Administrative Fee
$25
$25
To be determined
Fees are non-refundable if received less than 19 days in advance of event unless for
emergency crisis.
o An advance phone call is requested for an emergency crisis.
o Under these circumstances, a minimum of 50% refund is granted.
o The refund amount is determined on a case by case basis.
o A written request within 21 days after the meeting date is required for this
refund.
ORIGINAL DATE: 6/95
DATE LAST REVIEWED: 6/10
80
CATEGORY: Meetings
MT- 4 Speaker Fees and Honorariums
KDA shall reimburse all speakers participating in KDA sponsored or co-sponsored
meetings.

KDA member speakers shall be reimbursed in the same manner as a nonmember speaker. Within budget constraints and in so far as possible KDA
member speakers should receive equitable reimbursement compared with other
speaker honorariums.

The following expenses will be reimbursed:
o Lodging, meals, and travel expenses, unless other arrangements are
made.
o An honorarium as negotiated with the Program Chairperson or a meeting
committee member designee.
o For speakers not requesting or unable to accept honorariums, a
contribution to a scholarship fund or charity of the speaker’s choice would
be appropriate.
o Speakers should be invited to attend any meals or social functions that
are part of the meeting event on the day they are on the program. These
meals and functions will be complimentary. Reimbursement will not be
made for duplicate meals.
Procedure
 Speakers will be informed of the above policies at the time they are initially
contacted by the program planner to participate.

Speakers will be required to sign a Speaker Confirmation which outlines the
speaker fee agreement.

Speaker’s registration, honorarium, and complimentary meals should be
included in the meeting budget.
__________________________
ORIGINAL DATE: 6/02
81
CATEGORY: Meeting
MT-5 Reimbursement for Program Planning Committee Members and KDA Board
Members for KDA Annual Meetings

Committee chairpersons shall be reimbursed for travel, if planning meetings are
held away from their local district or at a time not associated with another KDA
meeting.

Chairpersons are encouraged to keep travel expenses to a minimum by doing as
much work as possible by e-mail, telephone and fax. Scheduling a conference call
can be less expensive than travel.

In addition to travel, committee members will be reimbursed for
 Postage
 Printing and photocopying
 Telephone calls, fax messages
 Supplies

An expense voucher must be completed with attached receipt and invoices,
telephone bills, etc before being reimbursed.

All expenses which chairpersons and committee members incur shall be authorized
by the General Program Chairperson before submission for reimbursement.

Final expenses should be submitted to the General Program Chair within 30 days
after the close of the meeting. After approving expenditures, the General Program
Chair will forward expense report to Treasurer or Conference Services, if used.
Most expenses should be approved in advance by the General Program Chair.

Complimentary registration will be provided for the following committee members:
 General Program Chair (CPI-Chair)
 Other committee members as determined by the General Program Chair
depending on their contribution to the success of the meeting. (Budget
for these complimentary registrations at the time the preliminary budget
and registration fees are established.)
All other committee members will not receive complimentary registration.
82

Complimentary registration will be provided for the following KDA Board
members:
 President
 Secretary
 Treasurer
 Delegate

The General Program Chair will receive complimentary lodging during the meeting
if they live more than 25 miles from the location of the meeting. All other committee
members and board members will be responsible for their own lodging expenses.

The Executive Director is not charged to attend the annual meeting.
ORIGINAL DATE: 6/95
83
CATEGORY: Meetings
MT-6 Teleseminars

Purpose:
o The purpose of KDA facilitation of teleseminars is to inform and provide
access to continuing education hours that is convenient and cost-effective for
KDA members.
o Teleseminars will be a source of income to support the activities of KDA

The KDA Continuing Education Coordinator (CEC) will advertise upcoming
teleseminar/webinars via the listserv.

There are two options for registering a site for teleseminars.
o Request the KDA Continuing Education Coordinator register the site.
o Contact ADA directly to register and pay for the teleseminar

If the site host chooses to be KDA registered, the following will apply:
o The Continuing Education Coordinator will send the site host instructions and
request registration information from the site host.
o The Continuing Education Coordinator will advertise the site(s) hosting the
teleseminar via the listserv.
o KDA members will sign up for the teleseminar with the site host
o The Continuing Education Coordinator will register the site with ADA and will
purchase the teleseminar using their personal credit card or the KDA credit
card. (If the CEC must use their own credit card for purchase of
teleseminars, they will be reimbursed by KDA after submission of the
expense.)
o Cost for teleseminars coordinated through KDA are as follows:
o 6 or more attendees: $20/ADA member and $35/non-ADA member
o 5 attendees:
$25/ADA member and $40/non-ADA member
o 4 attendees:
o 3 attendees:
o 2 attendees:
o Site host will determine the price to charge students. If there are sufficient
registrations to cover the cost, KDA encourages site hosts to allow students
to attend at no charge.
84
o Non-ADA members will apply for CPE credit through ADA after the event
and pay the fee determined by ADA-CDR. Instructions for printing the CDR
certificate are provided on the handouts.

If the site host chooses to register for the teleseminar directly with ADA without
utilizing the KDA Continuing Education Coordinator, the following will apply:
o Register for the teleseminar directly with ADA
o Purchase the teleseminar directly from ADA
o Advertise the teleseminar (listserv or other means)
o Determine the cost to attendees with non-ADA members asked to pay a
higher price
o Non-ADA members will apply for CPE credit through ADA after the event
and pay the fee determined by ADA-CDR.
ORIGINAL DATE: 5/08
85
CATEGORY: Meetings
MT-7 Registration Fees and Costs for Award Recipients
The KDAF Awards Committee and KDA shall be responsible for designated expenses
associated with recognition of members at the KDA Annual Meeting including program
for awards recognition, corsages, gifts, and meeting expenses. KDAF will provide
plaques, certificates, corsages, gifts and meals for recipient and one guest . KDA will
provide one complimentary registration on the day of the award when KDA is the sole
provider of the annual meeting.

Award/Honor Recipients include:
 Distinguished Dietitian of the Year (DDY)
 Recognized Young Dietitian of the Year (maximum of 1) (RYDY)
 AND Award Nominees from Kansas
 Scholarship Recipients
 Kansas ADA 50 Year Members
 Recognized Dietetic Technician of the Year (RDTY)
 Emerging Dietetic Leader (EDL)
Complimentary
Registration (1 day)
Meal
Meal for 1 Guest
Plaque
Certificate
Corsage

50 Year
Members
DDY
RYDY
RDTY
EDL
KDA
Scholarships
AND Award
Nominees
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Development and printing of the Awards Program distributed at the awards
recognition during the KDA Annual Meeting Business Meeting Luncheon or
reception is the responsibility of the KDAF Awards Committee.
ORIGINAL DATE: 6/95
86
CATEGORY: Meetings
MT-8 Exhibits at KDA Meetings
Exhibits shall be permitted at all KDA sponsored meetings.

Exhibits shall be educational, ethical, informative, and nutritionally sound.

Exhibits shall be an aid to members in their varied fields of work, such as
techniques, equipment, books and food products.

Selection of exhibitors will be made by KDA members or members of their
sponsoring associations inviting reputable companies that produce quality products
or provide quality service.

Only companies that have registered may participate in the exhibition. Exhibiting in
addition to meeting/speaker sponsorship is sought and encouraged.

The distribution of items by exhibits should be limited to samples, literature, and
advertisement accessories.

Companies that have been asked to support KDA functions by providing financial
support will be acknowledged in printed programs.

KDA should have no jurisdiction regarding exhibits in hospitality suites provided by
companies.

Companies desiring to exhibit products of questionable nutritional value or who use
misleading statements which are not proven facts shall not be allowed to exhibit.

Exhibitors selling products or services are responsible for collection and payment of
applicable sales tax.
ORIGINAL DATE: 6/95
87
CATEGORY: Meetings
MT-9 Exhibit Fees
Exhibit fees shall be approved by the KDA Board of Directors.
Fees apply for one 6-8 foot table.

Exhibit fees will be a minimum of $300.00 for for-profit organizations.

Nonprofit organizations will be charged $150.00 for exhibiting.

KDA member owned organizations will be charged $150.00 for exhibiting.

Exhibit fees can be waived if the exhibitor is contributing at least $500.00 for
underwriting a speaker, meal, break, or reception costs.

Exhibitors from for profit organizations will be allowed one complimentary
registration on the day of the exhibits. All other exhibitors must pay
registration fee if attending meeting sessions or participating in meal or social
functions. They are not provided free meals unless they have contributed to
underwriting the cost of that meal or have provided food items for the meal or
a social function.

Free exhibit space will be provided to the Kansas Dietetic Association,
Kansas Dietetic Association Foundation, student dietetic associations in
Kansas, the American Dietetic Association, and ADA or KDA dietetic practice
groups.
ORIGINAL DATE: 6/95
88

KANSAS DIETETIC ASSOCIATION FOUNDATION OPERATIONS MANUAL

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