Having a solid mission statement to guide, and passion to energize your work is essential, but what about the day-to-day effort of building an organization that operates smoothly?
Running an effective organization takes good management and resilience, especially when working in the HIV and hepatitis C communities.
Although not exhaustive, this page pulls together some resources that are particular to the HIV and hepatitis C sectors and may help with the day-to-day running of your organization or group. At the bottom of the page you’ll find directions to groups whose sole mission is to provide this kind of organizational support.
Human Resources – General
In this section we make available some of the public HR documents and templates that have been developed at PAN, and can be adapted for your use:
- Sample Job Description template (e.g. Project Coordinator)
- PAN Internal Performance Review – template for performance evaluation (and self-evaluation)
- Confidentiality Agreement
- PAN Group Guidelines and Responsibilities
- PAN Research Integrity Policy
- PAN Conflict of Interest Policy
Contractor or Employee? This is an important distinction as it impacts the role and responsibilities of both the incoming worker, but also the organization. This is explained well in the UBC link, and also in our Peer Engagement Policy document below.
Union Staff – If your organization works with union staff, the Health Employers Association of British Columbia (HEABC) has profiles of various BC health care worker groups and links to organizations and information related to health care, labour relations and human resources.
10 ways to make executive leadership searches and transitions better and more equitable
If you are involved with leadership transition and hiring, here are a few things to consider, from looking at organizational structure, what qualifications you do (and don’t) consider; to who gets a voice in hiring process.
Criminal Record Checks
PAN has a moral, ethical and legal responsibility to conduct Criminal Record AND Vulnerable Sector Checks, as many individuals who come into contact with our organization are vulnerable persons. Criminal Record Checks and Vulnerable Sector Checks are mandated by the government of BC. An existing criminal record does not mean someone can’t work and/or volunteer, and people shouldn’t be alarmed if there are charges in their histories. It means their application will be flagged by reviewers to get some more details to see if the charges would make their work duties incompatible with vulnerable people. In providing equal opportunity to people with lived experience, PAN will look at this component individually and will not adhere to a blanket response if past charges are revealed.
Criminal Record Check info from BC government
PAN Criminal Record and Vulnerable Sector Check Policies and Procedures.
Criminal Record Search Request Letter (sample) – Here is a sample version of a letter for new employees to take to their local police station.
Board of Directors
The Board of Directors has a legal and fiduciary responsibility to the organization and so we have developed agreements and job descriptions for them, including specific duties for the officers:
- PAN Board Member Agreement
- PAN Code of Conduct related to Board of Directors
- PAN Board Executive Committee Job Description
- PAN Board Co-Chairs Job Description
- PAN Board Treasurer Job Description
- PAN Board Secretary Job Description
- Board Member Job Description
Engaging and Supporting Peer Workers and Volunteers
PAN Policies and Procedures for Peer work – This policies and procedures document is rooted in the principles of Greater/Meaningful Involvement of People with AIDS (GIPA/MIPA) and Nothing About Us Without Us
Peer Worker Support and Compensation – this page features a number of resources from PAN and other sources.
PAN Volunteer Agreement – As talked about in our policy document, volunteers are requested to sign this among other documents.
PAN’s Positive Leadership Development Institute – For people living with HIV (PLHIV), this is a great leadership program including core principles and advanced training.
Leadership and Organizational Development
There are businesses dedicated to helping build stronger not-for-profit organizations. Check for various options: workshops, webinars (live and on-demand) and courses for management and staff teams.
Charity Village – This is not just a place to post or check for jobs, Charity Village also presents some great educational material. Check the Active Learning and Knowledge Centre tabs. Because they are national, lots is available online and is free of charge.
Vantage Point – courses, workshops and webinars on all kinds of workplace development related topics. Vancouver-based, but some things are available online. Fee for service.
Are You Ready to Be A Manager? 5 Questions to Ask Yourself
Program Planning and Management
PAN Critical Incident Form – It is crucial that when a critical incident happens in the workplace or project location it is reported fully, quickly and with any witnesses noted.
Does your organization have emergency plans in place? If so, great, and if not, you may wish to look at some of the resources on our Emergency Preparedness page.
Browse the PAN fund development resource for government, corporate, academic and foundation funding opportunities. This list is not exhaustive. We encourage PAN members to research additional opportunities (and please let us know so we can update this list for the benefit of all). Available upon request as a spreadsheet
The McConnell Foundation, a grant finding database
Fundraising section of the Charity Village Knowledge Centre
Communications and Media
Conference Call Etiquette 101 – If you’re engaged in Board, committee or even staff meetings, it’s almost impossible to avoid a conference call. Not being able to see your colleagues cuts off significant information we take for granted in person. Learn how to get (and give) the most in teleconferences.
Email Tips: Mastering & Mistressing the Art of Virtual Communications – How to use email most effectively withing a fast paced environment.
Simple Media Release form that you can customize for your organization if you’re planning to record or photograph your event to get permission from the participants.
PAN Social Media Guidelines – PAN’s social media practices.
YouthCO Inclusive Language – Some tips from YouthCO to create safe, non-stigmatizing or discriminating communications.
Organizations Contemplating Closure or Dissolution
Closing the Doors with Grace – Slide Deck and Terminal Stage Tip Sheet – These excellent resources came from Vantage Point’s webinar with Jennifer Bonnett, from the Nonprofit Lifecycles Institute.
How to Dissolve a BC Society – If your society has decided to cease operations, you may dissolve the society by filing a Dissolution by Request application.
Factors to consider when closing a society – This is an older document from Alberta, but it raises awareness of many aspects to consider when closing.
BC Societies Act – Part 10 — Liquidation, Dissolution and Restoration
Expenses to consider and an Expense Budget template when considering dissolution/closure.
Other Great Resources
Ontario Provincial Resource for ASO’s in Human Resources (OPRAH) is a program offered through the Ontario AIDS Network (OAN) to member agencies and affiliates funded by the AIDS Bureau, but most of the material on the OPRAH Toolkit can be accessed without a user name and password and is freely available. Topics include: Labour Relations; Human Resources; Legislation; Benefits & Compensation; Human Rights; and Health & Safety. Note that some resources are Ontario specific.
CBR and Evaluation Resource Hub – Although focused around children and youth, their collection of resources is designed to help a range of practitioners and organizational leaders use the best available evidence to provide the best possible care. They promote evidence-informed service planning and delivery and support practical research.
Volunteer Engagement Toolkit (Vantage Point). Volunteer management is HR too! The toolkit is not HIV-specific, but gives guidelines to volunteer engagement. Visit Vantage Point site to download.