Advanced Practice Grand Rounds Committee Charter
Purpose:
The advanced practice grand rounds committee will coordinate a series of educational talks from speakers with expertise in a variety of topics to provide further learning opportunities and continuing education credits for advanced practice providers.
Talks:
First Tuesday of each month (meeting is cancelled if that happens to fall on a holiday). 12 p.m. – 1 p.m. Currently virtual attendance only via WebEx.
Membership requirements:
Must be a career employee hired by UC Davis Health with a minimum of 6 months of APP practice within the UC Davis Health system. Membership is a four-year commitment, progressing through the officer roles starting with technical support, secretary, co-chair then chair. If you need to resign your position at any time, you may do so, preferably with a four-week notice . If a member resigns, the member next in line for succession of that office will take over and the new member accepted into the group will start in the role of technical support. 75% attendance rate at grand rounds, virtual or in person, is expected in addition to attending the spring and fall meetings.
Applications:
Accepted through July 31 of each year via the APP website. Applications will be reviewed by the committee and the new member selection will be announced by August 31 of each year. The chair will issue a formal letter of invitation to join the committee to the newly selected member.
Selection of New Members:
Committee members will represent the broad range of APP practice, have a demonstrated interest in APP education, and have 6 months or greater working as an APP with UC Davis Health. Therefore, selection of new members will be based on area of specialty in relation to current committee members, current or past committee participation, experience in nursing research, education, publication or presentation, and years of practice as an APP. If no applications are submitted for review, the current committee members can elect to remain on the committee and progress through the roles, with the Chair assuming the technical support duties.
Meetings:
An annual planning meeting will take place in the Fall of each year, typically in early-mid October following selection of the new committee member.
Additionally, there will be a meeting in the spring or summer to ensure the workflow and speaker lineup remains contemporary and to address any changes needed in the charter. All other communication for the group is done via email.
Officer Duties:
Technical Support Officer: Ensure Objectives from the speaker are obtained and disclosure form is completed by the speaker 3-4 weeks prior to the scheduled talk. EEDs CEU is finalized one week prior to talk with assignment of an EEDs code. Update Team file with information as it is obtained. When/if meetings resume in person the tech support officer will oversee setting up WebEx in the conference room and loading the speaker’s slides on to the computer prior to the start of the talk.
Secretary: Issue an initial letter of interest/invitation to speak to each speaker after the committee has created the proposed schedule for the year. Update the Teams file as confirmation by the speakers is received. Follow-up with administrative support to ensure confirmation to speak, objectives, title, and bio/pic is obtained 1 month prior to talk.
Co-Chair: Create a flyer 2-4 weeks prior to the talk with the presenter’s name, bio, picture, and title of talk. Email the flyer to the committee members for review. Also, email a pdf version of the flyer for uploading to the APP website, and include the website URL. When talks resume in person, create Eventbrite one month prior to allow public attendance again. Update Teams with pertinent information. Attend the last two talks in person with the chair to learn how to facilitate WebEx.
Chair: Overall coordination of grand rounds, introduction of speakers at grand rounds. Ensure recording is started at the beginning of each talk and end it when the talk is concluded. Monitor WebEx chat for questions. Initiate the WebEx meeting from the conference room or laptop until in person meetings resume. Update Teams with pertinent information. Send out charter to the group for review in August/September and update as needed. Update the member list on Teams after the new member is selected.
Administrative Support: provided by the administrative assistant to the Director of Advanced Practice. Sending the meeting invite with WebEx/Zoom link to the APPs, send out confirmation to speaker 1 month before scheduled talk and request objectives, title, picture, and bio. Notify speaker that the talk will be recorded and ask for permission. Update Teams with current information. Request the slides and upload in Teams prior to talk. Notify outside agencies when we resume in person talks to allow public attendance. Download and save the recordings from each talk. Room reservations for virtual meetings and managing WebEx invite.
Committee Oversight: Oversight of the committee will be provided by the Director of APP Fellowships and Education.
