Sponsored Member Events

From time to time, members will be appointed by HSAA to attend events, workshops, conventions or outside committees (referred to hereinafter as events) as delegates, representatives or attendees. This policy will explain what events HSAA sponsors, to what level and the responsibilities of the appointees. It will also indicate the process by which members (or other individuals) are appointed.

For events that occur regularly, first priority will be given to those who have not attended the previous event.  Active members will be given first consideration unless otherwise directed by the Board.  (Re: Governance 2.1 Rights and Benefits of Retired and Associate Members)

Except where otherwise specified, sponsorship will be covered by expense policy 6.2.

1. For all events sponsored by HSAA, members who do not receive full sponsorship may access the Labour Relations Fund for registration, tuition fees or other related expenses up to the maximum.  This fund cannot be used for salary replacement.

A request to assign staff to events will be directed to the Executive Director or Executive Liaison as appropriate.

Board members or members-at-large may be assigned delegate or representative status by the committee or the Board as appropriate.

2. Delegate Authority

Any member named as a delegate to any event may speak for HSAA subject to:
a) being consistent with the current policies and positions of HSAA and,
b) as directed by the Board or Committee making the assignment and,
c) if a financial or resource commitment is required the delegate must have  prior authorization of the Board.

3. Reporting

a) Members selected to attend are expected to submit a conference report within 30 days of the event.  The member may choose to use a standard form provided by HSAA.  Regardless of the format, they are required to address the topics outlined in the form, to assist in the evaluation of the conference. Members sponsored to an event who fail to submit a report may not be selected to attend an external event for one (1) year. 

b) Where more than one member is sponsored to attend an event, a group report may be submitted, but each member is responsible for confirming that a report is submitted on their behalf.

HSAA will regularly provide sponsorship for:

AFL Kids Camp Adult Leaders/Volunteers (Contact Event Planner)
Up to three (3) members with salary replacement, or 38.75 hours at the member’s basic rate of pay.  Expenses and mileage will be paid as per Expense Policy 6.1 when not provided by the AFL. (An Executive Officer may choose to volunteer at their discretion, in addition to the 3 sponsored members).

AFL Kids Camp – Campers (Contact Event Planner)
HSAA will sponsor registration costs of up to 15 eligible children nominated by HSAA members or staff.  (Eligible means the age of the child falls within the AFL’s age category).

Selection process for AFL Kids Camp:

1. Active members , or staff, may nominate eligible children, whether or not they are related to the member, for sponsorship.

2. Preference will be given to first time attendees.

3. If there are more first time applicants than available spots, participants will be selected by a draw.

4. If there are not enough first time applicants and there are still spots available, a second draw will take place with the names of all remaining applicants.  (If a member has sponsored more than one child and, and not all are selected to attend, it will be the parents’ responsibility to decide which of their children attends).

5. To ensure fairness, when there are more than 15 applicants, selection will be made to ensure that an available spot is awarded for each nominating member before a second or subsequent sponsorship by a member is approved.

6. In the event that fewer than 15 campers are sponsored by HSAA by the deadline for applications, the balance of funds will be donated to the Alberta Federation of Labour for sponsorships for other campers.

AFL/CLC Labour School (Contact Event Planner)
HSAA will sponsor ten (10) members annually.  Priority is as follows:

1) Board members who have not previously attended. 
2) Three (3) registrations for Local Unit Executive members.
3) Other members in good standing. 

AFL Summer School (Contact Event Planner)
HSAA will sponsor up to ten (10) members annually.  Priority is as follows:

1) Three (3) registrations designated for Local Unit Unit Executive members.
2) Other members in good standing.

AFL Convention (biennial, in odd numbered years) (Contact Admin. Assistant - Governance)
HSAA will sponsor all Board members and 5 members-at-large to attend. Priorities for Members-at-large will be: 

1) Members of AFL committees
2) Members on HSAA committees
3) Local Unit Executive members
4) Members-at-large

AFL Mid-term Conference (biennial, in even numbered years) (Contact Admin. Assistant - Governance)
HSAA will sponsor up to ten (10) board members and five (5) members-at-large. Priorities for members-at-large will be: 

1) Members of AFL committees
2) Members on HSAA committees
3) Local Unit Executive members
4)  Members-at-large

AFL Brunch (in commemoration of the Dec. 6 Montreal Massacre) (Contact Event Planner)
HSAA will purchase up to ten (10) tickets. (HSAA will cover expenses for one HSAA member of the AFL Committee that is responsible for organizing the event).

National Union of Public & General Employees (NUPGE) Leadership School (Contact Admin. Assistant - Governance)
HSAA will sponsor two (2) Board members annually, who have not previously attended with preference given to 1) Executive Officers, 2) District Advisors.

NUPGE Convention (triennial) (Contact Admin. Assistant - Governance)
HSAA will sponsor all board members (serving on the board at the time convention credentials are issued) and two (2) members-at-large.  Priorities for members-at-large will be: 

1) Members of NUPGE committees, Champions included
2) Local Unit Executive members
3) Members of HSAA committees
4)  Members-at-large

Canadian Labour Congress (CLC) Convention (triennial) (Contact Admin. Assistant - Governance)
HSAA will sponsor all board members.

Prairie School for Women (Contact Event Planner)
HSAA will sponsor six (6) women members to attend annually, with priority to board members who have not previously attended.

Annual Fundraisers - Parkland, Public Interest Alberta, Friends of Medicare (Contact Event Planner)
HSAA will purchase tickets for up to ten (10) people per organization annually. 

Parkland Institute (fall conference) (Contact Admin. Assistant - Governance)|
HSAA will sponsor four (4) members-at-large. Board members who have accessed Ops. 2.15 (4) may not enter the selection pool.  Any member not selected may access the Labour Relations Fund as per Article XX(1) of the Constitution.

PIA Advocacy Conference (Contact Admin. Assistant – Governance)
HSAA will purchase a table of up to ten (10), and will fully sponsor the following in priority:

1) Executive Officers
2) HSAA/PIA Board Representative
3) HSAA/PIA Task Force members
4) Up to four (4) members-at-large

Excepting board members who serve on the PIA board or task force, board members who have accessed Ops. 2.15(4) may not enter the selection pool.  Any member not selected for the draw may access the Labour Relations Fund as per Article XX(1) of the Bylaws.

Breakfast with the Guys (Edmonton, Calgary & Grande Prairie) (Contact Event Planner)
HSAA will purchase two (2) tickets for each event annually. No other expenses or wage replacement will be covered.

Alberta Congress Board (Contact Executive Assistant)
HSAA will sponsor the President or Vice-President.

Health Sciences Association of British Columbia (HSABC) convention (Contact Admin. Assistant - Governance)
HSAA will sponsor an Executive Officer and 1 Board member annually. (If the Executive Officer cannot attend, send 2 Board members).

Alberta Health & Safety Conference and Trade Fair (Contact Admin. Assistant - Governance)
HSAA will sponsor two (2) members annually, with preference given to active participants of local JWHS Committees.  If more than two (2) members apply, a draw will be held in order to determine the two (2) attendees.

Calgary & Edmonton District Labour Councils - labour schools
Members can access the Labour Relations Fund to help cover the cost to attend.

Amended February 2016

Process:

a) A confirmation will be sent to members-at-large who have been selected outlining the details of the event and what is required in return.

b) Sponsorship to attend any event and the conference report will be reflected on the member’s database profile.

c) When more members indicate interest than space allows selection will be made by random draw, subject to other provisions outlined in this policy.

d) Preference will be given to members-at-large who have not attended the previous occurrence of an event.  Preference will also be given to members-at-large who have not been chosen for other events in the previous twelve (12) months.