1.0 Purpose:
To explain the procedures for holding nominations and elections as implemented by the Canadian Association of Schools of Nursing (CASN).

2.0 Revision History
First version approved by CASN Council in November 2011.
Second version approved by the Board of Directors May 2016

3.0 Persons Affected
Persons affected by the Nominations and Elections Policy are: CASN Council, the Board of Directors, the Awards and Nominations Committee, and CASN National Office.

4.0 Policy
To outline the nominations and elections process.

5.0 Definitions
n/a

6.0 Responsibilities
The Awards and Nominations Committee and CASN National Office are responsible for ensuring this policy is followed.

7.0 Procedures
This policy will explain the procedures for holding nominations and elections as practiced by the Canadian Association of Schools of Nursing (CASN). The sections of this policy, as they occur in the document are:

I.        Eligibility Requirements
II.       Nomination of Candidates
III.     Time Line for Elections and Appointments
IV.      Scrutineers
V.       Voting
VI.      Results of Elections and Appointments
VII.    Invalid Results
VIII.  Dealing with Complaints
IX.     Misconduct

I.        Eligibility Requirements

The nomination period will run annually between May and November. The exact dates will be set by CASN National Office. If the Council meeting is held in person, nominations will be taken from the floor up to the Annual General Meeting during the first day of the annual Council meeting. If the Council meeting is held virtually, nominations must be received prior to the Council meeting.

Any member of the faculty or administration of a member school may stand for election, in accordance with the By-laws.

Members of the Association who are completing their term in an elected position and wish to run for another term (if they have not exhausted all their allowable renewal terms), shall be considered eligible given the successful completion of the nomination process, in accordance with the By-laws.

Members of the Association currently in an elected position, who decide not to complete their term, must resign from their office. They must also resign prior to being nominated for a different position. Resignations must be received in writing by the Executive Director no later than twenty-four (24) hours before the annual Council meeting if elections are in held person. If virtual elections are held, resignations must be received before the call for nominations is sent. CASN will contact these individuals to obtain their decision.

II.       Nomination of Candidates

All potential candidates shall submit a valid nomination form in order to become a candidate eligible for election.

The nomination form shall contain the following information in order to be considered valid:

• Full name, common name, signature and school of said candidate.
• Contact information
• Name, signature, and school of the nominator

The National Office Staff shall ensure that all names that appear on nomination forms are those of official members of a member school.

Knowledge of nominations shall be kept in the strictest confidence by the Chair of the Awards and Nominations Committee and the National Office Staff until the close of the nomination period. The official list of nominees received to date shall be announced thirty (30) days prior to the Council meeting.

Prior to elections being held, each candidate shall be given the opportunity to provide a brief written statement of their qualifications to Council members.

A majority vote by secret ballot shall be conducted. The winner of this vote shall be ratified by Council members.

If there is only one candidate for an elected position, that person shall be considered acclaimed pending a YES/NO vote during the election process.

III.      Time line for Elections and Appointments

Advertising for elections shall be done for the duration of the nomination period.

Advertising will include the following (where applicable):
The position(s) available, contact information for National Office Staff, the opening and
closing of the nomination period, the location of the Council meeting, and the date of the elections.

Advertising can be done through (but is not limited to) the following means: the CASN website, general postings, social media, email list serves.

The nomination period will run annually between May and November. The exact dates will be set by CASN National Office.

If election is held in person, the polling period shall remain open for a minimum of one half hour. If the election is conducted online, the polling period shall remain open for a minimum of three hours. The election will be held annually during the Council meeting.

Official results of any elections and appointments shall be publicized through the CASN website.

Scrutineers (if election is held in person)

Up to four scrutineers will assist the Chief Electoral Officer (CEO) with the polling and counting of ballots on the second day of the Council meeting. Scrutineers shall be non-voting Council meeting attendees. Potential scrutineers will be contacted, if possible, before the Council meeting by National Office Staff. Training will be provided by the Chief Electoral Officer regarding policy and procedures to follow while on duty.

IV.     Voting

Voter eligibility:
Each member school in good standing, duly represented in person by its respective senior nursing head or by a faculty member or other designate (proxy) from that school, shall have the right to one vote.

A member school may, by means of a written proxy, appoint a proxy holder from their own institution or from another member school to attend and vote on their behalf. For online elections: if designating a proxy/designate who is from another member school, it is requested to select an individual who is not already voting for their own nursing school, as each voting individual has one opportunity to vote on motions and for the online elections.

To be eligible, a proxy holder must be a duly constituted representative of another member school.

A proxy is designated through the appropriate form, which must be received by National Office prior to the commencement of the Council meeting.

Council members can hold a maximum of two proxy votes per meeting.

Proxy votes are not included in the quorum count.

Voting Procedure:

If election is held in person: all ballot boxes must remain sealed throughout the polling period.

During the polling period, the Chief Electoral Officer will keep the ballot boxes, master lists of registered voters, and ballots for each assigned polling station.

All voters must provide the scrutineer with their name badge and voting card prior to being permitted to cast a ballot.

Scrutineers shall ensure that the information provided on the name badge is the same as the information given on the master list of voters.

The scrutineer shall make a permanent mark on each voter’s name on the master list of voters at the time of issuing the ballot.

There shall be a minimum of two scrutineers in the elections room at all times.

Polling locations shall be designated by the National Office.

Ballot boxes must remain in full sight at all times during the polling period.

If election is held online: the voting results will be kept confidential and an assigned CASN staff person will have access to the results.

For in person and online elections:
All voting shall be done by secret ballot.

Quorum for the vote shall be 50% +1 of the attending voting delegates of CASN. If quorum fails, the election will be declared invalid.

Ballots:
The names of the candidates shall be listed in alphabetical order, as they appear on their nomination form.

Ballots (for in person elections) must be secured prior to the opening of the polls by the Chief Electoral Officer.

Tabulation and Validation of Votes:
Tabulation shall begin immediately following the close of the polling period, when quorum is reached.

For in person elections: Quorum for tabulation is the Chief Electoral Officer and one of the scrutineers. Any mark on the ballot which clearly denotes a preference for one of the candidates, as determined by the Chief Electoral Officer, shall be valid and will be counted.

Only the Chief Electoral Officer and scrutineers are allowed to touch any ballot box, ballot, or the polling stations’ master lists of voters following the close of the polling period.

No persons may enter or exit the room in which ballots are being tabulated from the time the first ballot box is opened until the final count has been completed and approved by the Chief Electoral Officer.

The Chief Electoral Officer shall make all rulings on ballot spoilage.

Ballots shall be counted a minimum of two times, unless the Chief Electoral Officer and the scrutineers determine that a second count is not necessary.

For online elections: a designated CASN Staff person will download the election results and provide the results to the Chief Electoral Officer.

Any member of Council may request a recount with due cause.

V.        Results of Elections and Appointments

The results of an election shall be decided by a simple majority of eligible voters. Said decision shall be considered as binding upon the Board of Directors and Council members.

The candidate(s) with the most votes will be considered the winner(s) of the election. In the case of a tie, a run-off election will take place. The tied candidates’ names will be added to a new ballot, and voting by secret ballot will take place. This process will repeat until one candidate receives the majority of votes and can be considered the winner.

Council shall ratify the results of the election by motion to make the results official. A subsequent motion shall be made to destroy the ballots.

Council shall not ratify the results until any and all disputes and appeals are resolved.

Ratification shall be by two-thirds majority. Failed ratification shall result in an invalid election. Ratification may only fail for policy infractions that provide an unfair process in the election, a ruling from the Chief Electoral Officer, or failed quorum during voting. No appeals may be made after the ratification of the final count and results by Council.

For in person elections: Ballots shall be destroyed by CASN National Office no later than twenty-four (24) hours after final ratification of all elections and appointments.
For online elections – ballots will be securely deleted.

VI.       Invalid Results

Should the results of any election and/or appointment be ruled invalid, a re-vote shall occur no later than two weeks after said ruling is made.

The re-vote shall be publicized by email to all Council members as well as being posted on the CASN website.

VII.     Dealing with Complaints

Any member of the Association may file a complaint regarding any aspect of a CASN election and appointment. All complaints shall be brought before the Chief Electoral Officer first. Complaints need not be in writing. The Chief Electoral Officer may consult with the Chair of the Committee on Nominations and Awards before making a decision regarding the complaint. Complaints which involve extensive investigation or witness testimony shall be brought to the Board of Directors for review.

VIII.   Misconduct

Misconduct is the improper behaviour (intentional or not) or intentional wrongdoing of a candidate, their representatives or voting members. Misconduct may include, but is not limited to, any violations of the CASN Elections Policy, Code of Conduct, and By-laws. All misconduct shall be reported to the Chief Electoral Officer for investigation. If it is found that a candidate or voting delegate is responsible for misconduct, they will be given one verbal warning. If the misconduct continues, the candidate will be disqualified and/or the voting member will lose their vote for the election.

Approved by: CASN Board of Directors
Date: May 29, 2022
To be Revised: Every 5 Years

Statement On Equity, Diversity, and Inclusion

Canadian Association of Schools of Nursing National Office Policy

At the National Office of the Canadian Association of Schools of Nursing, we are committed to fostering equity, diversity, and inclusion (EDI) in all activities. We define EDI as creating a culture that values and embraces differences, fosters a sense of belonging, ensures fair and equitable opportunities for all, and challenges any systemic beliefs, traditions or policies that lead to discrimination. This commitment is rooted in our core mandate of fostering high-quality nursing education in the interest of healthier Canadians. We apply an EDI lens to hiring, promotion, workplace culture, programs, committees, and activities, and to our engagement with our members and partners. We affirm our commitment to complying with relevant laws and ethical standards related to equity, diversity, and inclusion.

Our leadership team is dedicated to championing and modelling EDI principles. We will provide mandatory training and education to our staff, to ensure a shared understanding and implementation of EDI practices and ensure that instructors and volunteers are fully aware of the EDI principles. We will collaborate with external partners, communities, and stakeholders to advance EDI objectives.

Recognizing that fostering EDI is an ongoing process, we are committed to continuous improvement and will communicate transparently about our EDI efforts. Feedback will be actively sought from our staff, volunteers, members, and the community. EDI guidelines provide direction for CASN operational activities, and these guidelines have been designed to reflect key EDI principles.

Key EDI Principles

Our EDI guidelines for CASN workplace, activities and events are informed by the following key EDI principles.

1. Equal Opportunity:
   • Ensure that all individuals have equal opportunities to participate and succeed,
2. Fairness and Justice:
   • Strive for fairness and justice in policies, practices, and decision-making processes to address historical and systemic inequities.
3. Inclusion:
   • Foster an inclusive culture that values and respects the perspectives, experiences, and contributions of all individuals, creating a sense of belonging for everyone.
4. Representation:
   • Seek and promote diverse representation at all levels of an organization, including leadership positions, to reflect the broader community and perspectives.
5. Respect for Differences:
   • Embrace and celebrate differences in identities, backgrounds, cultures, ways of knowing and learning, abilities, and perspectives, recognizing the richness they bring to the organization.
6. Accessibility:
   • Ensure that physical spaces, information, and resources are accessible to everyone, accommodating diverse needs and abilities.
7. Educational Awareness:
   • Provide education and training on diversity, equity, and inclusion to increase awareness, understanding, and cultural competency among individuals within the organization.
8. Continuous Learning:
   • Foster a culture of continuous learning and improvement to adapt and evolve practices based on new insights and understanding.
9. Accountability:
   • Hold individuals and our organization accountable for creating and maintaining equitable and inclusive environments, with clear consequences for discriminatory behaviours and actions.
10. Collaboration:
    • Collaborate with a diverse range of communities and organizations to understand their needs, address challenges, and promote mutual understanding.
11. Empowerment:
    • Empower individuals from under-represented groups by providing opportunities for leadership, skill development, and advancement within the organization.
12. Equity:
    • Strive for equity by addressing systemic barriers and providing targeted support to those who are disadvantaged or marginalized.
13. Cultural Safety:
    • Strive to ensure a culturally safe environment for all individuals.
14. Intersectionality:
    • Recognize the intersections of various aspects of identity (e.g., race, gender, sexuality, disability) to understand and respond to the unique experiences of individuals.
15. Transparency:
    • Be transparent about organizational goals, progress, and challenges related to equity, diversity, and inclusion.
16. Data-Informed Decision-Making:
    • Use data to assess progress in achieving EDI goals, making informed decisions based on evidence.

Equity, Diversity, Inclusion

CASN National Office Guidelines

We recognize that implementing EDI principles in all CASN national office activities requires ongoing commitment, self-reflection, and a willingness to adapt organizational practices to create environments that are truly equitable, diverse, and inclusive. The following guidelines provide direction to our commitment to applying EDI principles to all aspects of our operations.

1. Diversity
   • Actively seek representation of equity-deserving groups among staff, committee members, accreditation reviewers, presenters at CASN events, and volunteers.
   • Provide benefits that accommodate diverse needs, such as flexible work schedules, hybrid work or family-friendly policies.
   • Provide opportunities to take annual leave days on non-Christian religious holidays.
2. Inclusive Workplace:
   • Implement and maintain policies to address and prevent racism, bias, harassment, and discrimination.
   • Develop and communicate a code of conduct that emphasizes respect and inclusivity.
   • Encourage the inclusion of pronouns in staff email signatures.
   • Provide gender-inclusive bathrooms where possible.
   • Conduct social activities among staff that promote a sense of belonging on a regular basis to foster an inclusive workplace culture.
   • Establish mechanisms for reporting and addressing incidents of discrimination, harassment, or bias.
3. Equitable Compensation:
   • Review and adjust salary structures to ensure pay equity on an annual basis.
   • Address wage gaps based on gender, race, or other demographic factors.
4. Training and Development:
   • Offer ongoing training programs on diversity, equity, and inclusion for full-time.
   • Require all CASN employees and board members to complete Accessibility for Ontarians with Disabilities Act (AODA) training.
   • Provide resources for professional development that support career growth for employees from under-represented groups.
5. Accessible and Inclusive Programming:
   • Ensure that CASN’s programs and services are accessible to a diverse audience.
   • Consider the needs and preferences of different communities when designing and delivering programs.
6. Employee Support and Resource Groups (ERGs):
   • Accommodate diverse needs of employees, such as flexible work schedules, hybrid work, or family-friendly policies.
7. Community Engagement and Partnerships:
   • Actively engage with and listen to the needs of diverse communities served by the organization.
   • Establish partnerships with a diverse range of organizations to broaden the reach and impact of programs.
8. Regular Diversity, Equity, and Inclusion Audits:
   • Conduct regular assessments of the organization’s diversity, equity, and inclusion efforts.
   • Use data and feedback to make informed decisions and improvements.
9. Accessible Communication:
   • Use inclusive language in all CASN communications in both English and French.
   • Provide information in multiple formats (text, audio, video etc) to accommodate different communication preferences.
10. Continuous Improvement and Learning:
    • Foster a culture of continuous learning and improvement in the areas of diversity, equity, and inclusion.
    • Reassess and update EDI practices annually when CASN’s personnel polices are being reviewed, based on feedback, and evolving best practices.

Download the Equity, Diversity, and Inclusion Policy

1. Introduction:

The Canadian Association of Schools of Nursing (CASN) is the national voice for nursing education. Its mandate is to promote high-quality nursing education among its member schools and foster nursing scholarship. It offers services, programs, and activities that foster excellence in nursing education including accreditation, continuing education to faculty, certification exams related to pedagogy, publication of nursing education textbooks, conferences, and the CASN Residency and International Educated Nurse (IEN) mentorship programs.

Personal information is collected that is voluntarily provided by individuals for purposes related to CASN’s activities. This may include, but is not limited to: names, contact information, membership details, and event participation records. CASN does not sell, trade, or otherwise transfer personal information to external parties without the consent of the individuals, except as required by law. Care is taken to ensure that the collection of data does not mislead and also that both the manner data are collected and the purpose of collecting data are reasonable.

This policy applies to all individuals whose personal information is collected by CASN.

2. Collection of Personal Information:

Personal information collected by CASN includes data on applicants for positions at CASN and CASN employees. Employee data categories include salary, pension, annual leave, and performance assessments.

Data is also collected to identify heads of CASN member schools, registrants in CASN programs, and volunteers who contribute to the delivery of CASN programs such as the accreditation program, and data on nurse residents in the CASN residency program. Payment information such as credit cards and banking information is also collected. Data is collected directly from individuals.

3. Legal Basis for Processing:

As CASN is a national organization, the legal basis for processing personal information is governed by federal law, the Personal Information Protection and Electronic Documents Act (PIPEDA). It applies to private sector organizations, including not-for-profit associations.

PIPEDA includes a provision that allows for the collection, use, and disclosure of personal information without consent to carry out the work of a not-for-profit organization, where obtaining consent is impractical. Information is not used or disclosed for purposes other than the purpose for which it was collected.

4. Purpose and Use of Personal Information:

The specific purposes for collecting personal information at CASN include the following:

Employees

• Recruitment, hiring, and management of employees, including the administration of payroll and benefits.

Membership

• Managing and maintaining records of member schools.

Legal and regulatory obligations

• Fulfilling legal and regulatory obligations, including tax reporting, compliance with industry standards, or responding to legal requests.
• Implementing security measures to protect against unauthorized access, fraud, or other security threats.
• Meeting reporting requirements to government agencies or authorities, as mandated by law.

Communication

• Facilitating communication with individuals, including newsletters, updates, and important announcements.
• Promoting CASN documents, services, or causes.
• Maintaining subscriptions for online platforms and services.
• Managing relationships with clients, customers, suppliers, or partners as part of contractual agreements.

Events

• Planning, organizing, and evaluating events, courses, conferences, seminars, or workshops, including registration and attendance tracking.

Fundraising

• Managing donations and financial contributions from supporters or members.

Research

• Conducting research, surveys, and data analysis to develop knowledge products, and improve services or organizational effectiveness.

Accreditation Programs

• Managing and maintaining records of accreditation reviews.

Residency Program

• Maintaining records of nurse graduates and preceptor-mentors enrolled in CASN’s residency program.

Education and evaluation

• Providing educational services and certification exams, including tracking academic or exam results.
• Customizing services, recommendations, or content based on individual preferences and behaviour.
• Verifying the identity of individuals for security or access control purposes.

5. Accountability:

CASN designates the Managing Director of each section of the organization as the person responsible for the following in their sector:

• implementing procedures to protect personal information.
• establishing procedures to receive and respond to complaints and inquiries.
• training staff and communicating to staff information about the policies and practices.
• developing information to explain the policies and procedures.
• ensuring that the purpose for collecting personal information is explained to individuals.
• Specifying the duration for which personal information will be retained.
• Safeguarding the security of personal information.
• Ensuring that the disposal of personal information protects its security.

6. Consent:

Obtaining the consent of individuals is a fundamental principle under privacy laws and generally, CASN seeks the informed and voluntary consent of individuals before collecting their personal information and before sharing information collected about a person . Information is typically voluntarily provided by the subject person. References, however, for applicants to CASN positions are from referees identified by the applicant and are contacted with the consent of the applicant.

According to PIPPED, however, an organization “shall not, as a condition of the supply of a product or service, require an individual to consent to the collection, use, or disclosure of information beyond that required to fulfil the explicitly specified, and legitimate purposes.” Thus, it allows for the collection, use, and disclosure of personal information without consent for the purpose of carrying out the work of a not-for-profit organization, where obtaining consent is impractical and the information is not used or disclosed for purposes other than the purpose for which it was collected.

Formal, signed consent forms are used in the accreditation programs, the residency program, and the IEN mentorship program. CASN informs individuals of their right to withdraw consent at any time.

7. Security safeguards:

Personal information is protected by security safeguards appropriate to protect personal information against loss or theft, as well as unauthorized access, disclosure, copying, use, or modification. Some personal data on employees is shared with Universities Canada, the organization contracted to provide CASN with human resource services; some personal data of employees and service providers are shared with Andrews & Co, an accounting firm contracted to provide CASN with accounting services; and, some personal data is shared with NOVA, a company providing CASN with digital and computer support services.

Depending on the nature of the personal data, the methods of protection include the following:

• Physical measures, including locked filing cabinets and restricted access to offices. Security clearances and limiting access on a “need-to-know” basis.
• Technological measures, including the use of passwords and encryption.
• Staff training on maintaining the confidentiality of personal information.
• Ensuring that the methods of disposal or destruction of personal information prevent unauthorized parties from gaining access to the information (i.e. use of shredders, deleting credit card and banking information once it is no longer needed, etc.)

8. Access and correction:

Upon request, an employee will be informed of the existence, use, and disclosure of personal information and will be given access to that information. An individual shall be able to challenge the accuracy and completeness of this information and have it altered.

9. Revisions:

The privacy policy will be reviewed every five years and may be updated as needed.

10. Contact Information:

For further information, questions or concerns about this Privacy Policy or our data practices, please contact CASN Executive Director, Jean Daniel Jacob, at jdjacob@casn.ca, 613.235.3150

Updated and Approved: March 20, 2024
Supersedes policy dated May 2004

Download the Privacy Policy

1. Purpose

The purpose of this Public Statement Policy (“Policy”) is to define the circumstances and context in
which the Canadian Association of Schools of Nursing (CASN) will issue public statements.

2. Definitions

Public statement: A public statement is an official written statement drafted by or on behalf of the President of CASN, with society at large as its intended primary audience. This document will be
distributed to policymakers, the media, and the general public—and will speak on behalf, and with the full weight, of CASN—to address, contextualize, or bring attention to issues or events taking place within the sphere of the CASN’s values and expertise, with relevance to the greater human condition.

3. Considerations

CASN may issue a public statement in the following circumstances:

• When societal tragedies arising from violations of universal humanitarian principles, human
  compassion, decency, and well-being affect nursing or nursing education;
• For empathy in the event of disasters, when those disasters have a basis in, or an effect on,
  nursing education;
• Following events of violent racism, misogyny, or any form of bigotry or hate with a societal-level impact on public well-being and the aspirations of nursing education;
• When a statement would offer something new to the discourse, such as novel nursing education insights, suggestions on how to move forward, or how CASN is or will serve as an example by
  doing things differently.

CASN will not issue a public statement in the following circumstances:

• When public statements imply or are expected to be, a consensus in opinion and ideology
  among its members;
• Where CASN has previously and recently issued a public statement on an identical subject
  matter;
• Where it is deemed not to be in the best interest of CASN.

4. Procedure

In the event that a CASN member, board member, or CASN Interest Group wishes to have CASN consider making a public statement, they must contact the Executive Director in writing and identify who they are, the reason that CASN should make a public statement, and what they believe should be included in a public statement. If a CASN Interest Group brings forward the request, it must be brought forward by the Chair of the Interest Group, who must confirm that the request was approved by a majority of the members of the Interest Group.

Following receipt of the required information, CASN’s Executive Director will bring the request for a public statement to the next meeting of the Board of Directors.

CASN’s Board of Directors, in its sole discretion, will determine whether or not CASN will issue a public statement.

5. Review

The aspects determining this policy are subjective and are rooted in a particular time and place. A one-size-fits-all approach will inevitably have its limitations and may be inadequate. As such, this policy will be reviewed every two years and will be open to discussion and refinement by CASN’s Board of Directors as may be requested by a board member from time to time.

6. Date of Approval

May 26, 2024

7. Date of Review

May 26, 2026

Download the Public Statements Policy

1.0      Purpose

This policy intends to ensure that any intellectual property (IP) produced by the Canadian Association of Schools of Nursing (CASN) will be used and developed for the benefit of the creators, nursing education, and the public.

2.0      Revision History

The first version was adopted by the CASN National Office in February 2011.

The second version was adopted by the CASN National Office in January 2024.

3.0      Policy

CASN is the copyright holder of all documents, books, videos, images, presentations, course content, seals, logos, and other content created by CASN staff members or commissioned individuals or organizations. CASN content cannot be distributed, printed, reused, changed, copied, or otherwise managed without the explicit permission or approval of CASN. Examples of CASN IP content include, but are not limited to, the following:

• logos
• books and other publications
• accreditation review content, seals, and certificates
• course content and certificates
• frameworks, guidelines, and toolkits
• CASN member school certificates

4.0      Exceptions

Articles published in the journal Quality Advancement in Nursing Education – Avancées en formation infirmière are published under the Creative Commons licence CC BY-NC-ND. Under these terms, readers may download, print, or share QANE-AFI articles but cannot change them or use them commercially, and they must credit the authors. More details on this Creative Commons licence are available on the Creative Commons website. Authors of QANE-AFI articles retain copyright of their article(s) without restrictions.

CASN’s commissioned work is sometimes funded by external sources. Under the funding agreements, any public documentation must acknowledge the funding source.

Any questions regarding the use of any CASN content should be sent to the CASN Managing Director, Communications.

5.0      Responsibilities

The CASN National Office is responsible for ensuring this policy is followed.

Download the Copyright and Intellectual Property Policy