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Chapter 1: COINN National Organization Information

This section introduces what a national organisation is and why it matters. It explains how national organisations support neonatal nurses, what they typically do, and the different ways they can grow and connect. You will also learn how COINN and others can provide guidance as you begin developing your own national organisation.

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For full details, see Chapter One in the guide, which covers:

 

  • The history of COINN member organisations

  • What national organisations do

  • How COINN supports national organisations

  • Regional liaisons or Board of Directors

  • Conference networking sessions

  • International office assistance

  • Recruitment campaigns

Chapter 2: Overview of the Affiliation Process

This section outlines the steps involved in moving from an initial idea to the formal establishment of a national organisation. It explains how to begin with an inquiry, form a steering committee, organise meetings, and prepare a petition for a charter. Each stage is designed to help you build momentum, involve the right people, and create a strong foundation for your organisation

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For full details, see Chapter Two in the guide, which covers:

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  • Inquiry

  • National Organisation Development Steering Committee (NODSC)

  • National Organisational Meetings

  • Charter Petition

Chapter 3: Organizational Structure

This section explains how a national organisation is typically structured and governed. It introduces different models of leadership and decision-making, the role of officers and boards, and the importance of standing committees. Having a clear structure ensures accountability, transparency, and the ability to grow sustainably over time.

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For full details, see Chapter Three in the guide, which covers:


   •    National organisation structure
   •    National organisational governance
   •    Standing committees
   •    Bibliography

Chapter 4: Management of Membership Details

This section focuses on building and sustaining the membership of your national organisation. Strong membership provides the foundation for all activities — from advocacy and education to networking and community building. You will learn how to set up dues, manage enrolment, and run effective recruitment campaigns. Practical tools such as sample letters and applications are also included to help you get started quickly.​

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For full details, see Chapter Four in the guide, which covers:


   •    Membership and privileges
   •    Pre-enrolment considerations
   •    Establishment and collection of dues
   •    Selecting an organisation mailing address
   •    Planning and running a recruitment campaign
   •    Direct mail, telephone contact, personal visits, and print media
   •    Enrolling and tracking membership
   •    Bibliography
   •    Requesting COINN national organisation mailing labels or membership lists
   •    Requesting COINN membership applications
   •    Sample pitch letter
   •    Sample meeting announcement
   •    Sample membership application
   •    Sample welcome letter

Chapter 5: Bylaws

This section introduces the role of bylaws in guiding how a national organisation is run. Bylaws set out the rules for membership, leadership, decision-making, and accountability. They provide clarity, consistency, and a solid foundation as your organisation grows. The guide also includes a model form of bylaws that can be adapted to your local context.

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For full details, see Chapter Five in the guide, which covers:


   •    Introduction
   •    Bibliography
   •    Model form for national organisation bylaws
   •    Modification of the model

Chapter 6: Membership Meetings

This section provides practical guidance on planning and running effective membership meetings for your national organisation. Meetings are essential for communication, decision-making, and engaging members. You will find advice on choosing a site, planning the agenda, and following basic procedures to ensure meetings are organised, productive, and welcoming. Sample materials are also included to help you prepare announcements and agendas.

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For full details, see Chapter Six in the guide, which covers:

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   •    Site selection
   •    Timing considerations
   •    Food and other arrangements
   •    Agenda planning
   •    Meeting announcements
   •    Parliamentary procedure
   •    Conducting the meeting, including:
   •    Call to order
   •    Quorum
   •    Welcome and introductions
   •    Reading previous minutes
   •    Treasurer’s report
   •    Committee and subcommittee reports
   •    Old business
   •    New business
   •    Announcements
   •    Adjournment
   •    Recording and storing minutes
   •    Bibliography
   •    Sample meeting agenda
   •    Sample announcement letter
   •    Sample reply card
   •    Sample announcement flyer

Chapter 7: Finances

This section explains how to establish and manage the finances of your national organisation. From raising initial funds to opening a bank account, keeping records, and ensuring transparency, sound financial practices are essential for building trust and sustainability. You will also find guidance on legal and ethical considerations, tax-exempt status, and practical steps for handling donations and other income.

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For full details, see Chapter Seven in the guide, which covers:

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   •    Start-up funds
   •    Ethical considerations
   •    Legal considerations
   •    Tax-exempt status
   •    Donations
   •    Gambling and raffles
   •    Establishing a checking account
   •    Keeping organisational financial records
   •    Obtaining an EIN (Employer Identification Number)
   •    Three important guidelines
   •    Bibliography

Chapter 8: Insignias

This section covers the use of insignias, which help establish a clear identity for your national organisation. Insignias can represent your organisation’s values, build recognition, and create a sense of belonging among members. Guidance is provided on using the COINN insignia, developing a unique national insignia, and the process for making revisions or obtaining approval.

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For full details, see Chapter Eight in the guide, which covers:

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   •    Use of the COINN insignia
   •    Guide to the development of national insignias
   •    Personalised insignias
   •    Revision of registered national insignia
   •    COINN Board of Directors review of national organisation insignia

Chapter 9: Publishing an Organizational Newsletter

This section explains how newsletters can be an effective tool for keeping members informed and engaged. A regular newsletter helps share updates, highlight achievements, promote upcoming events, and strengthen connections within your organisation. Guidance is provided on planning, writing, and distributing newsletters so they become a valuable resource for your members.

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For full details, see Chapter Nine in the guide, which covers:

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   •    Publishing an organisational newsletter

Chapter 10: Governmental Affairs

This section highlights how national organisations can engage in advocacy and policy work to ensure the voice of neonatal nurses is heard. Getting involved with government helps influence healthcare decisions, secure resources, and promote better outcomes for newborns and families. Practical guidance is provided on contacting officials, writing to policymakers, visiting legislators, and understanding which committees shape health policy.

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For full details, see Chapter Ten in the guide, which covers:

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   •    Getting involved
   •    Calling government officials
   •    Identifying your representatives and senators
   •    Writing to policymakers
   •    Visiting legislators
   •    Committees concerned with healthcare issues, including:
   •    House Appropriations Committee
   •    House Ways and Means Committee
   •    Senate Labour and Human Resources Committee
   •    Senate Finance Committee
   •    Senate Appropriations Committee
   •    Bibliography

Chapter 11: Nominations and Election of Officers

This section explains how to set up fair and transparent nomination and election processes for your national organisation. Establishing clear procedures ensures members have confidence in their leadership and strengthens the credibility of the organisation. Guidance is provided on preparing a slate of candidates, designing ballots, running elections, and addressing special considerations for new organisations.

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For full details, see Chapter Eleven in the guide, which covers:

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    •    Nominations
   •    Preparing the slate of candidates
   •    Designing the ballot
   •    Sample ballot
   •    Elections
   •    Special considerations for organising national organisations
   •    Bibliography

Chapter 12: Corporate Support Guidelines

This section provides guidance on working with corporate partners and sponsors to support the activities of your national organisation. Partnerships can help fund events, educational programmes, and other initiatives, but it is important to follow clear policies and agreements. You will find suggestions for sponsorship, exhibit guidelines, and sample agreements to help ensure transparency and professionalism.​

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For full details, see Chapter Twelve in the guide, which covers:

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   •    General policies
   •    Suggestions and ideas for underwritten events or items
   •    Sponsorship of educational activities
   •    Exhibit guidelines
   •    Sample agreement
   •    Budget guidelines

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