Organizational Support


Having a solid mission statement to guide, and passion to energize your work is essential, but what about the day-to-day effort of building an organization that operates smoothly?

Running an effective organization takes good management and resilience, especially when working in the HIV and hepatitis C communities.

Although not exhaustive, this page pulls together some resources that are particular to the HIV and hepatitis C sectors and may help with the day-to-day running of your organization or group. At the bottom of the page you’ll find  directions to groups whose sole mission is to provide this kind of organizational support.


Human Resources – General

In this section we make available some of the public HR documents and templates that have been developed at PAN, and can be adapted for your use:

PAN Criminal Record and Vulnerable Sector Check Policies and Procedures. PAN has a moral, ethical and legal responsibility to conduct Criminal Record AND Vulnerable Sector Checks, as many individuals who come into contact with our organization are vulnerable persons.

Criminal Record Search Request Letter (sample) – Here is a sample version of a letter for new employees to take to their local police station.

Contractor or Employee? This is an important distinction as it impacts the role and responsibilities of both the incoming worker, but also the organization.  This is explained well in the UBC link, and also in our Peer Engagement Policy document below.

Union Staff – If your organization works with union staff, the Health Employers Association of British Columbia (HEABC) has profiles of various BC health care worker groups and links to organizations and information related to health care, labour relations and human resources.


Board of Directors

The Board of Directors has a legal and fiduciary responsibility to the organization and so we have developed agreements and job descriptions for them, including specific duties for the officers:


Engaging and Supporting Peer Workers and Volunteers

PAN Policies and Procedures for Peer work – This policies and procedures document is rooted in the principles of Greater/Meaningful Involvement of People with AIDS (GIPA/MIPA) and Nothing About Us Without Us 

Peer Worker Support and Compensation – this page features a number of resources from PAN and other sources.

PAN Volunteer Agreement – As talked about in our policy document, volunteers are requested to sign this among other documents.

PAN’s Positive Leadership Development Institute – For people living with HIV (PLHIV), this is a great leadership program including core principles and advanced training.


Leadership and Organizational Development

There are businesses dedicated to helping build stronger not-for-profit organizations. Check for various options: workshops, webinars (live and on-demand) and courses for management and staff teams.

Charity Village – This is not just a place to post or check for jobs, Charity Village also presents some great educational material. Check the Active Learning and Knowledge Centre tabs. Because they are national, lots is available online and is free of charge.

Vantage Point – courses, workshops and webinars on all kinds of workplace development related topics. Vancouver-based, but some things are available online. Fee for service.

Are You Ready to Be A Manager? 5 Questions to Ask Yourself


Program Planning and Management

PAN Critical Incident Form – It is crucial that when a critical incident happens in the workplace or project location it is reported fully, quickly and with any witnesses noted.

Does your organization have emergency plans in place? If so, great, and if not, you may wish to look at some of the resources on our Emergency Preparedness page.


Fund Development

Browse the PAN fund development resource for government, corporate, academic and foundation funding opportunities. This list is not exhaustive. We encourage PAN members to research additional opportunities (and please let us know so we can update this list for the benefit of all). Available upon request as a spreadsheet

The McConnell Foundation, a grant finding database

Fundraising section of the Charity Village Knowledge Centre


Communications and Media

Conference Call Etiquette 101  – If you’re engaged in Board, committee or even staff meetings, it’s almost impossible to avoid a conference call. Not being able to see your colleagues cuts off significant information we take for granted in person. Learn how to get (and give) the most in teleconferences.

Email Tips: Mastering & Mistressing the Art of Virtual Communications – How to use email most effectively withing a fast paced environment.

Simple Media Release form that you can customize for your organization if you’re planning to record or photograph your event to get permission from the participants.

PAN Social Media Guidelines – PAN’s social media practices.

YouthCO Inclusive Language – Some tips from YouthCO to create safe, non-stigmatizing or discriminating communications.


Organizations Contemplating Closure or Dissolution

How to Dissolve a BC Society – If your society has decided to cease operations, you may dissolve the society by filing a Dissolution by Request application.

Factors to consider when closing a society – This is an older document from Alberta, but it raises awareness of many aspects to consider when closing.

BC Societies Act – Part 10 — Liquidation, Dissolution and Restoration

Expenses to consider and an Expense Budget template when considering dissolution/closure.


Other Great Resources

Ontario Provincial Resource for ASO’s in Human Resources (OPRAH) is a program offered through the Ontario AIDS Network (OAN) to member agencies and affiliates funded by the AIDS Bureau, but most of the material on the OPRAH Toolkit can be accessed without a user name and password and is freely available.  Topics include: Labour Relations; Human Resources; Legislation; Benefits & Compensation; Human Rights; and Health & Safety.  Note that some resources are Ontario specific.

CBR and Evaluation Resource Hub – Although focused around children and youth, their collection of resources is designed to help a range of practitioners and organizational leaders use the best available evidence to provide the best possible care. They promote evidence-informed service planning and delivery and support practical research.

Volunteer Engagement Toolkit (Vantage Point). Volunteer management is HR too! The toolkit is not HIV-specific, but gives guidelines to volunteer engagement. Visit Vantage Point site to download.



  • All Resources
  • Community Based Research Resource Summaries
  • Evaluation Resource Summaries
  • Training, Conference, and Webinar Resource Summaries
  • Population and Public Health Resource Summaries
  • Advocacy and Policy Resource Summaries
  • Hepatitis C (HCV) is a viral infection just as HIV is a viral infection. Unlike HIV, however, HCV can be treated and cured.  Treatment for HCV is available to anyone living with hepatitis C in BC.   Explore in Detail: Hepatitis C: Epidemiology, testing, treatment, resources HCV Manifesto Hepatitis C Treatment Options Expand in BC

  • The Evaluation News blog covers our work within PAN and with organizations in the community.  Learn about different kinds of evaluation like Realist Evaluation, learn how other organizations are using evaluation approaches, meet evaluators on the job, and find out about how you can help in community evaluation. Explore in detail:  Evaluation News blog Evaluation… Read more »

  • People with HIV can live long and healthy lives if they access to treatment and social support as needed. As people with HIV age, however, complications of aging can compound challenges of living with HIV. Concerns for people with HIV who are aging can include income security, stigma, safe and affordable housing, aging in place,… Read more »

  • Our Fall Conference, AGM, PLHIV Forum and ED Summit gathers people from across the province who share their programs and services, learn about new developments in public health, and help build a vibrant and supportive community. We also offer Regional conferences to customize capacity building-needs for different service areas in BC. After the events, with permission… Read more »

  • We offer our KnowledgeConnect webinars to reach our  member organizations as well as community leaders and stakeholders. Information is available when our viewers have the opportunity to connect. Watch for news on upcoming webinars in the blog. Follow the blog for news on upcoming webinars   Explore webinars by theme: Advocacy, Policy, Public Health Health Determinants… Read more »

  • In April 2016 BC’s Provincial Health Officer Dr. Perry Kendall declared the overdose epidemic in BC a public health emergency.  Despite committed efforts, the epidemic continues, as overdose statistics show.  This has significant impact on first responders, including frontline staff at Pacific AIDS Network (PAN) member and allied organizations, and especially people with lived experience… Read more »

  • In April 2016 BC’s Provincial Health Officer Dr. Perry Kendall declared the overdose epidemic in BC a public health emergency in April 2016.  Despite committed efforts, the epidemic continues, as overdose statistics show.  This has significant impact on first responders, including frontline staff at Pacific AIDS Network (PAN) member and allied organizations, and especially people… Read more »

  • Information about the law and the rights of people with HIV  Having HIV is not a crime, but law can impact heavily on the lives of people with HIV. The Canadian HIV/AIDS Legal Network “is one of the world’s leading organizations tackling the legal and human rights issues related to HIV, and advocating at both… Read more »

  • Evaluation can help guide your organization or group to make decisions about programs, services, research, and more. Participatory research is just what it sounds like- people and communities take part in decision-making about what is evaluated, rather than being told what they “should” evaluate. Community is central to evaluation work and we can help you… Read more »


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