HOPA Policies & Disclaimers

HOPA recognizes that applications utilizing artificial intelligence, machine learning or similar technologies (“AI”) may be useful in developing materials, deliverables, and in other activities of HOPA’s volunteers and staff. The improper use of AI, particularly generative AI, has the potential to pose substantial risk to the organization, and therefore the policy outlined below provides guidance and direction on the permissible use of AI for all HOPA activities.

Definition

Generative AI refers to deep-learning models that can generate high-quality text, images, and other content based on the data they were trained on.

Scope

This policy applies to the Board of Directors, members, volunteers, staff, contractors, and third parties (“HOPA stakeholders”) who have access to, or utilize generative AI systems and/or tools on behalf of the association now, or in the future. This Policy is intended to add to, not contradict, limit, or replace, applicable mandatory rules, policies, legal requirements, legal prohibitions, and contractual obligations, all of which remain in full force and effect. Any use of AI tools under this Policy must comply with the relevant policies, internal controls, and guidelines of HOPA, including the organization’s Code of Conduct, membership policies, privacy policy, website policy, social media, and confidentiality policies.

Responsible and Ethical Use

Subject to this Policy, HOPA stakeholders may use generative AI as outlined in this section to perform tasks for HOPA as part of their work or volunteer roles provided usage aligns with our mission, vision, core values, and strategic objectives. Stakeholders must remain vigilant about potential biases present in generative AI algorithms and work towards minimizing discriminatory outcomes.

Limited use of AI tools will be allowed while performing work for the organization. When using AI tools for HOPA, stakeholders must:

• Use them only for the following authorized purposes:
  • Idea generation – To brainstorm ideas related to projects you are working on.
  • For general knowledge questions and research meant to enhance your understanding on a work-related topic.
  • To assist in drafting an email or letter.
  • To summarize online research or to create outlines for content projects to assist in full coverage of a topic; provided only content created by authorized individuals may be included in a final product; and
  • Another authorized purpose as determined by the Executive Office.
  • All other purposes are prohibited without written permission from the HOPA Executive Office.

Restrictions

All HOPA stakeholders are restricted from utilizing AI for the following:

• Creating final work products or any content to be distributed outside of HOPA
• Human resources activities
• Accounting functions and processes
• To replace job or volunteer responsibilities
• Any work product that HOPA intends to own copyright on
• Translating or transcreating (adapting a message from one language to another) documents into other languages
• Recording or transcribing a meeting unless permitted by HOPA and all participants have consented
• Embedding AI processes into HOPA functions in a way that they could not be removed without substantial time and/or expense.

HOPA requires review and approval of AI tools utilized for volunteer work and may impose restrictions on which tools are utilized. Furthermore, volunteers may not incorporate new AI features into existing tools and systems (add-ons, settings, etc.) without permission.

Data Privacy & Security

Stakeholders may not submit or upload any confidential or proprietary HOPA information to an AI platform. HOPA defines confidential and proprietary information as the following:

• Scientific research
• Financial data; bank account numbers, credit card numbers, financial records, or any data or documentation about personal or organizational finances
• Personally identifiable information (name, contact information, demographic information, unique identifiers, or any other personal information)
• Member information
• Any information cited as “non-public”, “confidential”, or “not for dissemination.”
• Personnel or other employee information
• Medical information or health records
• Contracts/legal documents
• Board/Committee or other HOPA-related meeting data; including live recordings, transcriptions of live meetings, meeting minutes, etc.
• Copyrighted content and /or intellectual property
• Generally, any information that is protected by law/regulation or where loss of confidentiality could have a significant adverse impact on our mission, safety, finances, or reputation.

Any data sharing with third-party AI providers must adhere to our association’s data sharing and security standards.

HOPA Stakeholders may not enter any customer or third-party confidential, trade secret, or other personal or proprietary information into a prompt for an AI Tool.

Stakeholders must immediately discard, and not use, any AI output that provides personal information associated with any individual person. Stakeholders may contact the Executive Office if they have questions or are unsure whether the content contains personal information.

Transparency & Accountability

HOPA stakeholders that use generative AI to perform tasks for HOPA as part of their work or volunteer roles are personally responsible and accountable for all deliverables as expected, regardless of any assistance from AI services. Stakeholders must independently verify AI outputs and content before using it for HOPA.

Stakeholders are expected to be transparent about the use of AI in HOPA-related deliverables and must disclose when AI is used to generate textual output. Stakeholders shall use an official email address that they have provided to HOPA as part of their membership profile log-in purposes, to track and document their use of AI Tools for business purposes, and to properly cite an AI Tool when used as a resource - except for general correspondence such as internal email. Stakeholders shall not attempt to hide or disguise AI use, and will disclose the involvement of AI applications as outlined below:

• Name of the AI application, product, or tool used.
• Statement: “Note: Generative AI was used in part to generate this content” at the end of the text, or where appropriate.

AI applications may generate content for the organization that includes errors, inconsistencies, or other technical errors. Stakeholders are required to thoroughly review all AI outputs before using them or forwarding them on to others in order to:

• ensure that they do not contain biased, offensive, or discriminatory content.
• ensure they do not improperly use or disclose personal or confidential information; and
• verify accuracy or reported facts with other trusted sources.

If a HOPA stakeholder utilizes AI for HOPA purposes and becomes aware of any issues or problems arising from AI use, they must report it to the Executive Director and/or President immediately.

Intellectual Property

Stakeholders cannot use generative AI to create content, deliverables or any other materials that HOPA intends to treat as its own intellectual property. Furthermore, if stakeholders know or suspect that AI content incorporates third-party intellectual property (ex: brand names, celebrities, or recognizable artistic or literary content) they cannot use this content for HOPA purposes.

Reporting

Any concerns or incidents related to the misuse, inaccuracies, or unexpected outcomes of AI outputs should be reported to the Executive Director and/or President immediately.

Compliance

HOPA retains the right to monitor all use of AI related to HOPA work/content. Violations of this policy may result in disciplinary actions (as outlined in the association Bylaws and Policy Manual) and/or in legal consequences where applicable.

Review and Updates

This policy will be reviewed periodically for efficacy and relevance in the rapidly shifting landscape of AI technology and will be updated at the Board’s discretion. Updates to the policy will be communicated to relevant stakeholders.

HOPA is committed to a welcoming environment for all participants in its events and users of its resources. All participants and users are required to conduct themselves in a professional manner while attending HOPA events and while using HOPA resources. Any participants who engage in inappropriate behavior at HOPA events, either virtual or in-person, or while using HOPA resources may be excluded from current or future events and resources and other discipline may be applied. Complaints about inappropriate behavior may be directed to the HOPA Executive Director and/or the HOPA President. If you feel personally unsafe at a live HOPA event, please contact building security or the local police immediately as well as contacting the HOPA Executive Director and/or HOPA President.

HOPA is concerned with conflicts of interest involving individuals participating directly in decision-making processes that affect HOPA programs or activities. The integrity of these decisions and activities is dependent on the avoidance of actual, potential, or apparent conflicts of interest. HOPA has defined policies and procedures for Conflict of Interest (COI) disclosures to provide guidance for individuals completing and reviewing COI disclosures- staff, speakers, and planners of CE activities- including individuals who sit on a committee/task force and/or Board. These policies and procedures address processes to consider when and/or where a conflict may arise and the underlying process for defining COI, commercial interest, collection of COIs, measures to revolve any financial or non-financial COI and providing disclosure to the learners.

All HOPA members completing the COI Disclosures Form must include relevant information from the past 24 months per ACPE guidelines.

This policy reflects HOPA’s recognition of the many factors that can influence one’s judgment. This policy also reflects HOPA’s intent to make as much information available as is possible to all participants in HOPA-related decision-making processes. This policy is not intended to create a presumption of impropriety.

As an organization who creates accredited pharmacy education for pharmacists and specialty pharmacists, HOPA employs procedures that reflect the highest standards of credibility and balance.

Guiding Principles Relating to COI and Disclosures

HOPA is guided by what is in the best interest of the public, always deferring to independence from commercial interests, independence and keeping CE separate from product promotion. These are the guiding principles for the collection and management of COI.

Identifying Conflict of Interest for Education Activities

HOPA requires that every individual who is in a position to control the content of a CE educational activity developed and/or distributed by HOPA submits an electronic disclosure form listing all relevant financial and non-financial relationships within the 24-month period so that HOPA may provide this disclosure to learners prior to their participation in any CE activity. This includes spouses and life partners. If such an individual has no relevant financial relationship, they are required to disclose that as well. HOPA will not produce any educational activity until those individuals involved in their development have provided HOPA with completed disclosure forms. Refusal or failure to provide a completed disclosure form will disqualify the individual from contributing to the activity in any capacity.

Identifying Conflict of Interest for Committees and the Board

HOPA requires that every individual who is interested in participating on a committee, task force or elected to the Board of Directors must submit a disclosure form listing all relevant financial and non-financial relationships within the past 24-month period. This disclosure will prompt HOPA to ensure that any conflict that arises is resolved prior to that individual being selected for a committee, task force, or Board position. This includes spouses and life partners. If such an individual has no relevant financial relationship, they are required to disclose that as well. HOPA will not select an individual for a committee, task force, or the Board if an updated COI is not completed. Refusal or failure to provide a completed disclosure form will disqualify the individual from contributing to a committee, task force, or Board of Directors in any capacity. Additionally, all individuals selected to serve on a committee, task force, or Board must update their COI form ahead of or at the start of each meeting to ensure updates are recorded.

HOPA uses the ACPE definition of commercial interest which defines a ‘commercial interest’ as any entity producing, marketing, re-selling, or distributing health care goods or services consumed by, or used on, patients. Providers of clinical services directly to patients are not ‘commercial interests.’

Financial Relationships

HOPA uses the ACPE definition which defines a financial relationship as relationships in which the individual benefits by receiving a salary, royalty, intellectual property rights, consulting fee, honoraria, ownership interest (e.g., stocks, stock options or other ownership interest, excluding diversified mutual funds), or other financial benefit. Financial benefits are usually associated with roles such as employment, management position, independent contractor (including contracted research), consulting, speaking, and teaching, membership on advisory committees or review panels, board memberships, and other activities from which remuneration is received, or expected.

Non-Financial Relationships

Non-Financial Relationship are conditions other than a financial relationship that can be perceived as generating bias or influence an individual’s decision-making process. These relationships can be personal, political, academic, or ideological. Non-Financial Relationships that HOPA is interested in having disclosed relate to leadership roles (e.g., as a board or committee member or adviser) or volunteer engagements outside of HOPA.

Resolving Conflict of Interests Related to Planning Educational Activities

HOPA has implemented mechanisms to resolve relevant financial relationships for the selection of committee/task force members, Board of Directors, and individuals related to the educational activity being planned and delivered to learners. The appropriate education planning committees review all COI prior to the selection of speakers for the education activity.

A committee may resolve potential conflicts in a variety of ways, including but not limited to any of the following findings:

1. Determining that no conflicts exist.
2. When questions arise, all planners, speakers, and committee members will be asked for clarification and with that information determination is made if a conflict does in fact exist and one or more resolution measures are put into place (See items 1, 3-6)
3. All planners, speakers, and committee members are required to refer to only evidence-based practices, materials, references, and/or recommendations.
4. All planners, speakers, and authors materials (e.g., handouts, slides) are peer-reviewed with the intention of ensuring content does not advance the interests of any products or services.
5. All planners, speakers, and authors are asked to limit the scope of their involvement/ presentation from subject matter related to the source of the potential or real conflict or speak to the entire product class while refraining from making any recommendations.
6. Should an unresolvable conflict of interest exist planners, speakers, and committee members are excused from serving on the committee or presenting on this or related subject matter.

For example: Medical Science Liaison (MSL) employee receiving financials with a specific therapeutic focus that is being developed on a HOPA education planning committee. This individual can review educational content that is outside of his/her therapeutic area or placed on a different committee.

When a new relevant financial relationship is identified for a speaker already committed for a CE activity, resolving the conflict-of-interest process is as follows:

1. Identify if the COI is resolvable.
2. Assignment to a new therapeutic area to review (if necessary).
3. Or removal from the speaker topic if conflict is unresolvable by the Education Council

HOPA disclosures for education planning committee members and speakers are available online prior to the education activity or event and listed on the second slide within any PowerPoint presentation or verbally disclosed prior to education activity. The following information is disclosed to the learners:

1. Name of individual.
2. Name of the commercial interest(s)
3. Nature of the relationship the person has with each commercial interest.

If an individual has no relevant financial relationships, the learners must be informed that no relevant financial relationship(s) exist. Activity participants will also be asked to evaluate whether individual presentations were balanced, scientifically rigorous, and free from bias.

Implementation of Conflict of Interest

HOPA’s committees/task forces and Board of Directors must begin meetings with a verbal request if anyone has any newly identified conflicts of interest that need to be stated prior to the start of the meeting.

When a new relevant financial relationship is identified during a committee term, the next steps are as follows:

1. They must update their disclosure form.
2. The committee identifies if the COI is resolvable through one of the following:
   a.) Determining that no conflicts exist.
   b.) Recusing the individual from voting/weighing in on a matter and limiting participation only to the provision of information of benefit to the group discussion.
   c.) Excusing an individual from voting on a matter and limiting the individual’s participation only to the provision of information of benefit to the group discussion.
   d.) Excusing an individual completely from a portion of a meeting or from other consideration of the subject matter.
3. Should the committee determine that the conflict is unresolvable, the matter will be sent to the Board for a decision, which may result in removal from the committee and/or committee reassignment.

Disclosure Interpretation and Application for the Board

The President and the Executive Director are designated by the HOPA Board of Directors to interpret and apply the general Conflict of Interest and Disclosure policies and are expected to use their best judgment.

The President and the Executive Director will review all Board disclosure forms and determine when an individual engaged in, or is about to engage in, a HOPA-related program, activity, or decision, which has an actual, potential, or apparent conflict of interest that requires a response. If the issue cannot be resolved by discussion among the President, the Executive Director, and the individual, the issue will be brought to the Board of Directors for further discussion and decision.

In most instances, discussion with the individual and disclosure of the conflicting (or potentially conflicting) interest will suffice to protect HOPA’s interests. In other words, once a conflict is fully disclosed to the relevant parties, they will be able to evaluate the possible influence of the disclosed interest.

In situations where disclosure does not deal with actual or potential problems, additional action may be necessary. Such actions may include:

1. Denying the individual’s request to be nominated to the HOPA Board of Directors.
2. Disclosure of the interest to the other participants in the HOPA-related program, activity, or decision-making body.
3. Excusing an individual from voting on a matter and limiting the individual’s participation only to the provision of information of benefit to the group discussion.
4. Excusing an individual completely from a portion of a meeting or from other consideration of the subject matter.
5. Replacing the individual in the program or activity.
6. Removal by a majority vote of the Board of Directors whenever, in their judgment, the best interests of HOPA would be served thereby.

The Hematology/Oncology Pharmacy Association (HOPA) believes that fair and ethical behavior fosters a collaborative, equitable, and supportive professional environment for our members and stakeholders. Therefore, we are dedicated to fostering a welcoming environment for all participants in our events and for those who volunteer or otherwise engage with our resources. This Code of Conduct identifies the professional and ethical standards that individuals are expected to adhere to actively participate and contribute to our organization.

Expected Behavior:

• Foster an environment that upholds the standards of respect essential for professional exchange amongst peers.
• Refrain from engaging in insults or disparaging remarks towards other members, either in speech or behavior.
• Exercise caution to prevent engaging in activities that could directly harm HOPA or the profession, or the reputation of either.
• Disclose all potential and actual conflicts of interest, both in the designated HOPA form, as well as during every HOPA relevant conversation where a conflict is present.
• Comply with all applicable local, state, provincial and federal civil and criminal laws.
• Safeguard privileged information and refrain from disclosing confidential details to which you may access as a member or volunteer of the organization.
• Uphold HOPA’s core values of leadership, responsiveness, collaboration, innovation, diversity, and inclusion to the best of one’s ability.

Unacceptable Behavior:

• Violent threats or language directed at another person.
• Discriminatory jokes or language.
• Including unnecessary sexually explicit, violent, or otherwise sensitive materials in your work with the organization.
• Posting (or threatening to post), without permission, the personal information of another person online, including on social networking sites.
• Derogatory comments, including but not limited to, racist, sexist, homophobic, or xenophobic language.
• Inappropriate solicitation of emotional or physical intimacy, including unwelcome sexual advances.

At the sole discretion of the HOPA Board of Directors, persons may be expelled or otherwise disciplined from active membership or from active volunteer positions for violations of the Code of Conduct, unprofessional conduct, violation of the Bylaws, or other good cause determined by the Board of Directors. Any participants who engage in inappropriate behavior at HOPA events, either virtual or in-person, or while using HOPA resources may be excluded from current or future events and/or resources.

Complaints about inappropriate behavior may be directed to the HOPA Executive Director and/or the HOPA President. Individuals who feel personally unsafe at a live HOPA event are directed to contact building security or the local police immediately, as well as contacting the HOPA Executive Director and/or HOPA President.

The HOPA Executive Office will provide individuals with an opportunity to submit a report of the violation. The Executive Director and Board of Directors will then follow the appropriate process outlined in the Harassment Complaint Procedure in the HOPA Procedure Manual. No person shall be expelled from membership or a volunteer position unless that person shall have been given notice of the charges in writing and shall have an opportunity to reply in writing to the Board of Directors. A majority vote of the Board of Directors shall be final as to the question of expulsion or other discipline.

In situations in which HOPA is contacted by individual(s) requesting a refund, HOPA staff has the right to determine whether or not a refund or a credit will be issued to the individual(s) account in the system. All cases will be handled on an individual basis by HOPA staff and may potentially result in a refund to the individual(s).

1. Individuals seeking a refund on any on-demand educational product should contact HOPA education at education@hoparx.org.
   
2. In the event a wrong product is purchased, the individual must contact HOPA within 10 business days. HOPA staff will issue a credit or refund as appropriate, if the course has not been consumed.
   
3. Educational products that have been partially consumed, or more than 10 days after purchase date, may receive a refund of up to 50% of the purchase price.
   
4. No educational product may be refunded after 6 months of the purchase date, or after the CE credit claim deadline.

If any new applicant of HOPA requests a refund for membership dues, it must be made in writing via email to info@hoparx.org within seven (7) days. All refunds are credited back to the original form of payment should the request align with circumstances listed below:

1. The individual was charged more than once.
2. The individual paid for the incorrect member type, he/she/they may receive a partial refund. (For example, they applied for Full Membership when Technician Membership would be more appropriate).
3. Any other refund requests will be filled at the discretion of HOPA staff.

No refunds shall be granted if the individual purchased one of HOPA’s educational programs or event registrations at the member price during their tenure as a member.

No refunds shall be granted for existing members.

HOPA solicits and accepts gifts that are consistent with its mission.

Donations will generally be accepted from individuals, partnerships, corporations, foundations, government agencies, or other entities, without limitations.

In the course of its regular fundraising activities, HOPA will accept donations of money, stock, and in-kind services.

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

HOPA has adopted the above gift acceptance policy to help manage the expectations of donors, (while treating them with respect) and also serve as guidance for board and staff members. The reasons HOPA has decided to adopt a gift acceptance policy include:

• Accepting some types of gifts may run counter to HOPA’s values. A gift acceptance policy is useful to underscore why the HOPA cannot accept the gift.
• Some gifts may lead to legal obligations that HOPA is not otherwise equipped to handle. Example: Gifts of real property may raise property tax issues; gifts of motor vehicles or boats may raise issues about disposal of hazardous waste or licensing issues.
• HOPA may simply not be equipped to either use, or dispose of certain types of gifts (such as donations of outdated computers) or easily maintain.
• Having a gift acceptance policy in place is considered a "best practice".
• The IRS Form 990 asks whether a nonprofit has a “gift acceptance policy” and requires nonprofits that respond “Yes” to complete Schedule M, as well as report any non-cash contributions/in-kind gifts.

The Donor Bill of Rights was created by the Association of Fundraising Professionals (AFP), the Association for Healthcare Philanthropy (AHP), the Council for Advancement and Support of Education (CASE), and the Giving Institute: Leading Consultants to Non-Profits.

Philanthropy is based on voluntary action for the common good. It is a tradition of giving and sharing that is primary to the quality of life. To assure that philanthropy merits the respect and trust of the general public, and that donors and prospective donors can have full confidence in the not-for-profit organizations and causes they are asked to support, we declare that all donors have these rights:

1. To be informed of the organization's mission, of the way the organization intends to use donated resources, and of its capacity to use donations effectively for their intended purposes.
2. To be informed of the identity of those serving on the organization's governing board, and to expect the board to exercise prudent judgment in its stewardship responsibilities.
3. To have access to the organization's most recent financial statements.
4. To be assured their gifts will be used for the purposes for which they were given.
5. To receive appropriate acknowledgement and recognition.
6. To be assured that information about their donation is handled with respect and with confidentiality to the extent provided by law.
7. To expect that all relationships with individuals representing organizations of interest to the donor will be professional in nature.
8. To be informed whether those seeking donations are volunteers, employees of the organization or hired solicitors.
9. To have the opportunity for their names to be deleted from mailing lists that an organization may intend to share.
10. To feel free to ask questions when making a donation and to receive prompt, truthful and forthright answers.

This policy delineates the information collected from visitors to the web site as well as how we use and protect that information. Protecting your privacy and your personal data is of utmost importance to us, and guides us in creating, organizing and implementing our activities on-line and off-line.

You may browse many areas of our Web site, including our home page, without disclosing any personal information about yourself. Within these areas we only collect and store the information that is automatically recognized by the Web server, such as your IP address and files you request from the server. We collect the personal data that you volunteer on registration, order, survey, or other forms, or by email. Additionally, some areas of our Web site might be available only to certain persons and will require a login and password to access these areas. In order to be granted a login and password you may be asked some demographic information about yourself

Registering on our site is optional. If you choose not to register or provide personal information, you can still use the public areas of our Web site. However, you will not be able to purchase items online, or be allowed access to private areas of our Web site. We view the customer information that we collect as a valuable and confidential asset of which we take great care to ensure its safety.

We do not knowingly collect personal information from children.

As described above, we sometimes collect anonymous information from visits to our site to help us provide better customer service. For example, we measure visitor activity on our Web site, but we do so in ways that maintain individual visitor anonymity. We use the information that we collect to measure the number of visitors to the different areas of our site and to help us make our site more useful to visitors. This includes analyzing these logs periodically to measure the traffic through our servers, the number of pages visited and the level of demand for pages and topics of interest. The logs may be preserved indefinitely and used at any time and in any way to prevent security breaches and to ensure the integrity of the data on our servers.

Though we make serious efforts to preserve your privacy, we may need to disclose personal information when required by law wherein we have a good-faith belief that such action is necessary to comply with a current judicial proceeding, a court order or legal process served on our Web site.

We collect the anonymous information we mentioned above through the use of various technologies, one of which is called "cookies". A cookie is an element of data that a Web site can send to your browser, which may then be stored on your hard drive. Cookies may last for only a single session or may span multiple sessions. Our Web site only uses single session cookies. We also use cookies throughout the private sections of our Web site in order to prevent security breaches as well as to track user activity. Finally, cookies are employed in such applications as shopping carts, continuing education, or other applications that require the storage of user data from one screen to the next.

You can ask us whether we are keeping personal data about you, and you can also request to receive a copy of that personal data. Before sending you any personal data, we will ask you to provide proof of your identity. If you are not able to provide proof of your identity, we reserve the right to refuse to send you the personal data.

We will make a sincere effort to respond in a timely manner to your requests to the previous questions or to correct inaccuracies in your personal information. At any time, you may request that we delete or correct your personal information in our logs. For such requests, please contact info@hoparx.org.

Throughout our Web site, you will find links to third party Web sites. Please note that we are not responsible for the privacy policies or content on third party sites.

We intend to protect the quality and integrity of your personal information. We have implemented technology and security policies as reasonable precautions in the storage of the personal information you disclose to us on our Web site. Our employees and processors who have access to personal data are obliged to respect the privacy of our visitors and the confidentiality of their personal data.