OAMT Policies and Procedures

as of February 10, 2018

Contents

• Professional Development Awards

• Nomination and Election Procedure

• Conference Policies

• Fundraising (silent auction included)

• Reimbursement Policy

• Website Policy

• Social Media Policy

• “Three Eyes” Policy

• Logo and Letterhead Use Policy

• Conflict of Interest

Professional Development Awards

Click here to view the application.

The purpose of the Professional Development Grant is to provide funding to support activities/projects of professional members of the Oregon Association for Music Therapy (OAMT). The Executive Board of OAMT will determine the amount of money available during each annual budget cycle. There is no limit to the types of professional activities that qualify for consideration. Projects that are completed as of the Annual Conference will not be considered. Priority will be given to activities that increase services to clients or contribute to the development of the field of music therapy in the State of Oregon.

Examples of activities for consideration include:

1. Requests for funding to purchase music therapy supplies and equipment.

2. Requests for funding to pay conference registration fees, hotel expenses, and/or travel expenses to state music therapy conferences.

3. Requests for funding to copy and preserve historical archival information about OAMT.

4. Requests for funding to provide individual music therapy services in underserved or remote locations within Oregon.

5. Requests for funding to pay for materials to be used in public relations efforts.

6. Requests for funding to support legislative advocacy efforts, which promote the field of music therapy.

7. Requests for funding to enhance library collections at Oregon universities offering music therapy degrees. These libraries must be accessible to professionals working in the proximity of the university.

8. Requests for funding to support professional music therapy research projects.

9. Requests for funding to pay registration costs for music therapists to attend approved continuing education opportunities offered by other disciplines, especially if the music therapist is presenting, manning a booth, or otherwise representing the field of music therapy.

10. Requests to cover the expenses of bringing nationally recognized experts to speak or present in Oregon.

Method of Application

The application will be reviewed by the OAMT Executive Board. Completed applications will be reviewed using the following rubric. Incomplete or late applications will not be accepted.

1. Description of the professional activity/project. (Including where the activity/project will occur.) (20 points)

2. What are the intended outcomes of the activity/project? (15 points)

3. Who will be impacted by this activity/project? (15 points)

4. Projected budget: total amount of money and how it will be spent. (15 points)

5. Will you be receiving additional funding sources? If not, please indicate which portion of your project might be eliminated if funding is not granted or only partial funding is granted. (10 points)

6. What methods will you use to evaluate your activity/project? (10 points)

7. Provide a projected timeline of the activity/project. (Include time for planning, implementation, completion and evaluation.) (10 points)

8. Please attach a resume or vita for each of the professionals who will participate in this activity/project. (5 points)

Awarding of the grant carries a commitment to report the results of the activity to the Executive Board of the OAMT and to the general membership through the website within one year of receiving the grant. Review and Notification Applications for Professional Development Grants will be reviewed by the Executive Board of OAMT. A majority vote of the Executive Board is required to approve any single grant application. The Executive Board may approve the full amount requested, or may approve a lesser amount. If an application is denied, the OAMT President or President-Elect will send the applicant a letter of denial, stating the reasons for denial. If the application is approved, the OAMT President or President-Elect will send the applicant a letter of acceptance stating the monetary amount approved, and requirements for reporting the results of the activity. The amount of the award will be reimbursed within one month of the treasurer receiving an itemized receipt from the grant recipient. Applicants should consider any impact the money received would have on their taxes.

Click here to view the application.

Nomination and Election Procedure

1. Regular elections of officers shall take place every year in the first quarter at the annual business meeting.

2. The President shall put out a call for nominations to the OAMT community at least eight weeks before the election at the annual business meeting using the information provided in the approved section, “Nomination Form Template”.

3. The election shall be announced by the President through official correspondence in social media, newsletter, and other appropriate methods of dissemination. Please refer to the OAMT Jobs and Descriptions and Bylaws for officer descriptions and term lengths.

4. Current OAMT members may make electronic nominations via the Google Forms titled “Nomination Form” until nominations have been closed.

5. Professional members may nominate and vote for all elected Executive Board positions except for Student Representative. Student members may nominate and vote for the Student Representative.

6. Nominations shall close one week prior to the annual business meeting.

7. The election is held during the annual business meeting at the OAMT conference in the first quarter.

8. The ballots for any election or Constitution and Bylaws change shall be counted by three (3) tellers appointed by the President from within the OAMT membership who are not on the ballot. The final ballot count shall be retained by the President for a period of six (6) months following the subsequent election. After ballots have been counted, each ballot must be shredded to maintain anonymity of the voting body.

9. Officers shall be elected by plurality vote of the members responding.

11. Newly elected executive board members shall be announced prior to the close of the business meeting in order to include the identity of newly elected positions in meeting notes to fulfill legal requirements for the transition of State and financial accounts. The newly elected executive board members must be announced to the OAMT community through reasonable means such as newsletter and applicable social media platforms.

Nomination Form Fields Must be Formatted via Google Forms:

Field 1 (In Place of Untitled Form): OAMT Executive Board Nomination Form

Field 2: “Please use this form to nominate a current member of OAMT to one of the available positions. Biographies should be limited to 100 words and highlight what the nominee can bring to the community in the nominated position.” Also include Job Descriptions (from Bylaws)

Field 3: Position Nominated For (Multiple Choice, using official titles listed in Bylaws)

Field 4: Name and Credentials of Nominee (Short Answer)

Field 5: Email of Nominee (Short Answer

Field 6: Phone Number of Nominee (Short Answer)

Field 7: Nominated by (Multiple choice “self” or “other”)

Field 8: Nominee is a current OAMT member appropriate to position nominated (yes or no)

Field 9: Bio of Nominee in under 100 words (Paragraph)

Conference Policies

Conference Attendance Policy

Only those persons registered for the conference will be allowed to participate. Registration for conference is on a first-come, first-serve basis. On-site registration for the conference will only be accepted as space allows. Conference must be attended fully by participant to be able to claim the certificate of attendance reflecting number of hours. Certificates of attendance are given to participants when they turn in their conference review format the end of the event. No proof of attendance will be given after that time. Participants may not be awarded partial credit for partial attendance.

Conference Refund Request Policy

Refunds must be submitted in writing to the OAMT Vice President Name, Address. The due date of request will coincide with the regular registration deadline. A refund request received after that date will be reviewed and determined by the OAMT Vice President and President. If a session is cancelled, and a replacement session is not available or acceptable, a full refund will be mailed to you.

Conference Registration Payment and Refund Policy Payment must be enclosed with registration form. All registrations must be postmarked by the date specified to insure the discounted rate. There will be NO exceptions. There will be a $50 charge for returned checks. (Mailing address for the Treasurer)

Refund requests must be submitted to the OAMT Vice President (name and date due) The due date of request will coincide with the regular registration deadline. A request for refunds received after that date will be reviewed and determined by the VP and the President.

Complimentary Conference Registrations

Complimentary registrations are automatically awarded to: OAMT President, and OAMT Vice President. OAMT Board members receive a 50% discount on conference registration. If it is necessary to comp. registration for someone else (i.e., a special guest, symposium presenter, institute speaker, etc.), the OAMT Board must approve the expense before an offer is made.

Financial management of conference:

Only the OAMT Vice President or their designee can negotiate fees and contracts pertaining to the conference.

CMTE Credit

If the OAMT Board determines that preapproved credit is wanted for the conference, the Board will approve the expense and the OAMT Vice President will arrange for co-sponsorship through WRAMTA or another pre-approved provider.

Fundraising

Goal: To further the mission of Oregon Association for Music Therapists Inc. through the procurement of financial resources.

Any fundraising efforts by Oregon Association for Music Therapists Inc. will follow IRS rules, as well as state, local, and federal laws. All fundraising profits will be used to further the mission of OAMT.

All fundraising efforts will be approved by the executive board by majority vote and included in the annual budget. Any promotional materials for fundraisers will follow all applicable public relations policies.

Donation Guidelines

1. Oregon Association for Music Therapists Inc. solicits and accepts gifts that are consistent with its mission.
2. Donations will generally be accepted from individuals, partnerships, corporations,
foundations, government agencies, or other entities, without limitations.

3. In the course of its regular fundraising activities, Oregon Association for Music Therapists Inc. will accept donations of money, real property, personal property, stock, and in-kind services.

4. Certain types of gifts must be reviewed prior to acceptance due to the special liabilities they
may pose for Oregon Association for Music Therapists Inc. Examples of gifts which will be subject to review include gifts of real property, gifts of personal property, and gifts of securities.

Donor letters

Letters thanking donors for their gift will be postmarked no later than 14 days after the gift has been received. Each letter will include the following:

• Donor name

• Donation Amount

• Reason for the donation request or the way in which the funds may be used.

• A personal note from an executive board member.

Donor Privacy

Oregon Association for Music Therapists Inc. collects and maintains the following types of donor information:

• Contact Information: name, organization, complete address, phone number, email address;

• Payment Information: credit card number and expiration date, and billing information;

• Requests to Receive Periodic Updates: e.g., to individuals who request it, OAMT will send periodic mailings and/or e-mails related to specific fund-raising events, and newsletters.

Oregon Association for Music Therapists Inc. will not sell, rent, or lease personal information to other organizations or individuals.

Silent Auction Policies and Procedures

• Bid on items by writing your name and bid on the appropriate line item of the bid sheet of a particular item.

• The minimum bid and bid increments for each item are listed on each bid sheet.

• Each successive bid on a bid sheet must follow the bid increments and be higher than the previous bid.

• The winner of the item is determined by the highest bid on the bid sheet at the close of the bidding.

• Bids that do not comply with these procedures will be rejected.

• Any disputes or discrepancies will be resolved by the Silent Auction Chair and Vice President, at closing time.

• All Official’s decisions are final.

• Bidding closing time is done on a table by table basis in increments.

• The last table will close at TIME, DATE (End of time slated for Silent Auction).

• All items must be paid in full by the close of registration table. Items may be taken only after payment is made in full. All items must be claimed prior to closing session or on the last day of conference.

• Cash, checks, and credit cards are accepted for payment on auction items. Make checks payable to OAMT.

• All donations are final. No exchange or refund of items is permitted.

• Anyone under 21 cannot bid on alcohol. Age will be verified on the winner.

• Minimum starting bid must be set to equal one half the estimated value of the item.

Reimbursement Policy

All reimbursement of personal funds for items already approved in the budget must be accompanied by a completed Reimbursement Request Form along with any original receipts needed to support the reimbursement amount. All requests are sent to the Treasurer who then seeks approval of the President prior to disbursement of funds. Any reimbursement requests made by the Treasurer must be approved by the President and the President-Elect. Any reimbursement requests made by the President must be approved by the Treasurer and the President-Elect. All requests for reimbursement during the current fiscal year (January 1st– December 31st) must be submitted to the Treasurer by December 15th.

Approval of disbursement of funds needs to be obtained from the Executive Board prior to the spending of money and request for reimbursement. Reimbursement is not guaranteed without inclusion in the Executive Board approved budget.

Click here to view the Reimbursement Request Form.

Website Policy

The website is a representation of the entire association and will be maintained in a way that is considered professional, keeping consistent with the mission statement of OAMT. The website is currently hosted by SquareSpace, but this can be changed with approval from the Board. The website format, including colors, photos, wording, placement of pictures, etc., cannot be changed without approval from the Board to do so. A record of any changes will be kept, then final changes will be approved by the Board before being published. A new page may not be added without approval from the Board. All links must work on the website. Internal links must remain in the same tab or window, and external links must open in a new tab or window.

Website Pages

• Home

  • The home page will include the OAMT logo and details about how OAMT plays a role in music therapy in Oregon. Additionally, a link will be provided to contact OAMT.

• About/Our Mission

  • This page goes into further detail about music therapy and includes a link to join OAMT.

• About/OAMT Board

  • This page features a list of current OAMT Board members. This should be updated to reflect any changes. Each member should provide a picture and short bio to be published on the page. Updates should be approved by the Board prior to publishing.

• About/Board Job Descriptions

  • This page should be updated to reflect any changes in the officer positions and how they function within the Board.

• About/Music Therapy Resources

  • This page should contain links to professional music therapy organizations and Oregon Universities that have music therapy programs.

• Find a Therapist

  • This page is a directory of music therapists serving Oregon that will remain updated based on a spreadsheet maintained by the OAMT Secretary. The OAMT Secretary will inform the Media Coordinator of member updates. The directory will include current information provided by each responder, and the format of each entry must be consistent with what is already in place for the directory, including font and alphabetical placement:

    • Name and professional designation

    • Affiliated organization

    • Phone number

    • Email

    • Population(s) served

    • Areas of service (city, county, or area in Oregon), including telehealth

    • Availability of music therapist (accepting new clients or not accepting new clients)

• Membership

  • Join OAMT (or renew membership) – This page will include a link that allows members to pay through Paypal for their membership.

  • Subscribe – The website will include a clear form for subscribing to the OAMT monthly newsletter.

  • Benefits of Membership – This page will include a list of benefits for members of OAMT.

  • Policies and Procedures, Bylaws – The website must always be updated with the current Policies and Procedures and Bylaws. These can be updated in the existing pages with Board approval.

• CMTE Courses and Events

  • This page will be regularly updated to reflect OAMT supported CMTE opportunities and other music therapy events in the state of Oregon.

• Licensure

  • This page includes updated information about licensure in Oregon. This page will remain a resource for music therapists.

• Archives/Events Archive

  • This page contains information regarding OAMT-sponsored events and announcements, including programs from conferences and CMTEs.

• Archives/Minutes Archive

  • The Minutes Archive will be updated with the Minutes within 30 days of an executive meeting or a business meeting.

    • Each post will be labeled with the date of the meeting and type of meeting. Minutes that have not yet been approved by the Board (or OAMT membership, if a business meeting) will include “[Draft]” after to indicate pending approval.

    • A link to the Minutes will also be provided, which will open a new tab with a PDF document.

• Archives/Newsletter Archive

  • Once a newsletter (The Blast) has been sent out, it will be posted to the Newsletter Archive page on the website.

    • Each post will be labeled with the month, year, a hyphen, and the words “Monthly Blast.”

    • A link to the newsletter will also be provided, which will open a new tab using the MailChimp link, created by the OAMT Secretary.

• Contact Form

  • The website includes a contact form. The responses to this form will be sent to the Public Relations officer via email. The officer will respond to emails in a timely manner and will notify other Board members when necessary.

Social Media Policy

“Social Media" refers to blogs, podcasts, wikis, social networks, and all emerging social technologies.

Goal: to meet our members and prospective members online, to develop relationships, and to bring more traffic to the website.

Any member of the executive board posting as OAMT on any social media platform must follow the organization’s three-eyes policy.

OAMT supports the use of social media tools and emerging technologies. While the decision whether to participate is their own, OAMT members are encouraged to explore social media tools as an open avenue to information sharing and professional development. Doing so expands our ability to learn and share our own knowledge with others.

The use of social media to connect with members and disseminate important information is increasingly important due to the rapid evolution of these tools. Providing relevant, valuable, and responsive information to our members and prospective members requires that we stay current on emerging technologies.

Experiment with social media tools and consider how they might be used to benefit OAMT and its members. Share resources, opinions, and advice with your online social circle and ask the same of them.

Social Media Guidelines

1. First and foremost, remember you are representing the music therapy profession and our organization. Your conduct should be consistent with our purpose and mission.

2. OAMT members should continue to follow the AMTA Code of Ethics and Standards of Clinical Practice at all times. You are personally responsible for the content you post. Remember that what you post often can be viewed by both personal and professional contacts. Post responsibly, and protect your privacy.

3. Do not publish any confidential information online.

4. Do not discuss other OAMT members, clients, vendors or other partners without their approval.

5. Link back to the original source whenever possible.

6. Post honestly. Do not post anonymously or use pseudonyms.

7. Respect copyright, fair use and financial disclosure laws.

8. Use your best judgment. If you aren't sure whether what you are about to post is appropriate, review it carefully and question what you've written with an objective mind.

Three Eyes Policy

Prior to sharing anything for public view and/or official correspondence on behalf of The Oregon Association for Music Therapy, three members of the executive board must approve the information, grammar, wording, and graphics contained in said correspondence.

“Official Correspondence” is defined as: Any written or digital communication published by The Oregon Association for Music Therapy. This includes, but is not limited to: OAMT web content, social media posts, the OAMT monthly Blast, any online event pages, brochures, programs, and infographics. This could also include emails sent from an officer’s official OAMT email.

“Approve” is defined as: Written or verbal communication indicating that the reviewer has inspected the correspondence in question and accepts it as satisfactory for publishing.

The exception to the Three Eyes Policy includes sharing of information that has previously been published by one of the following approved sources:

• AMTA

• WRAMTA

• CBMT

• The Journal of Music Therapy

• Music Therapy Perspectives

• The Nordic Journal of Music Therapy

• Nordoff Robbins

Logo and Letterhead Use Policy

OAMT’s logo & letterhead are identifying emblems for the Association. We have therefore formulated the following guidelines for use. Thank you in advance for your cooperation.

• The OAMT logo may not be changed or altered in any way other than proportional size without the approval of the Executive Board.

• OAMT’s logo and letterhead are intended for official use only and are not available for use by individuals, private practices or for any other purposes outside of OAMT’s official business.

• Any use of the letterhead must be reviewed as stated in the “Three Eyes Policy.”

• Official correspondence by physical letter or fax on behalf of or regarding OAMT should always be on letterhead.

• The OAMT logo may not be used on products or publications without consent of the Executive Board.

• Individuals and other organizations may not use the OAMT logo for any purpose without prior written approval from the OAMT Executive Board.

Conflict of Interest Policy

The standard of behavior for the Oregon Association for Music Therapy Association (OAMT) is that all staff, volunteers, and board members scrupulously avoid conflicts of interest between the interests of the OAMT on one hand, and personal, professional, and business interests on the other. This includes avoiding potential and actual conflicts of interest, as well as perceptions of conflicts of interest.

This policy should be signed by all staff, volunteers, and board members and kept on file by the OAMT President.

Click here to view the Conflict of Interest Agreement.