Policies

Cfr_Rule_3.1._Expense_claim_form_and_instructions
Cfr_Rule_4.3._Election_procedure_for_Board_Members
Cfr_Rule_4.4.7._Form_of_Commitment
Cfr_Rule_5.2._Election_procedure_for_the_Executive_Committee
Generic_ESC_application_form
Cfr_Rule_6.2._Election_procedure_for_the_ISC
Cfr_Rule_7.2._Election_procedure_for_the_Editorial_Team
Cfr_Rule_8_Election_procedure_for_the_Editorial_Board
Cfr_Rule_9.2._Election_procedure_for_the_Expert_Groups
Cfr_Rule_12_Guidelines
Cfr_Rule_12.4._ESC_session_during_another_organisation_s
Cfr_Rule_13.1._and_2._Process_for_project_course_meeting
Cfr_Rule_13.3._Process_for_humanitarian_aid_project
Cfr_Rule_13.4._ESC_Scholarship
Cfr_Rule_14_Process_for_Medal_and_Diploma
Cfr. Rule 18 Election Procedure for the Website Committee
Cfr Statutes, Article VIII General Assembly, point 7
Other_policies_and_procedures_not_in_rules_

(Update 26 May 2011)

These list processes ie around election of committee members. These can be amended by the Executive Committee.

Cfr Rule 3.1. Expense claim form and instructions

 Available at the Central Office. 

Cfr Rule 4.3. Election procedure for Board Members

1. Calculate the number of paid up country members at December 31^st of the year prior to the Board elections.
2. In the January of the Board election year: advise each country on the number of Board Member vacancies.
3. Application forms are made available on the web from January.
4. March: Closing date for applications. All applicants must be paid up members for the current year.
5. April: arrange voting for each country using the ESC website. All voting members must be paid up members in the current year. Alternative procedures will be in place should web based voting not be possible / available in a particular country.
6. All voting will be by secret ballot.
7. If there is only one candidate, voting will still take place.
8. The decision will be by simple majority ie the person with the most votes will be appointed. If there are 2 vacancies, the 2 persons getting the most votes will be appointed. If there is a ‘tie’ of votes, the ‘winner’ will be decided by the toss of a coin.
9. There will be no proxy votes.
10. May: advise applicants of the results and announce formally at General Assembly (GA).

This means that Board Members wishing to stand for other ESC posts can complete application forms prior to the GA.

Cfr Rule 4.3. Application form for Board Members only 

Available at the Central Office.

Cfr Rule 4.4.7. Form of Commitment 

Available at the Central Office.

Cfr Rule 5.2. Election procedure for the Executive Committee (EC) 

1. Application forms are made available in March of the election year.
2. By the end of April, the new Board Members are known.
3. Nominations for EC close early May.
4. Completed application forms are sent to the old Board Members (provided their mandate continues beyond the General Assembly) & new Board members (re-elected & totally new).
5. Old and new Board Members meet at the Congress.
6. New EC is voted for at the Board meeting after the Congress by secret ballot.
7. Absolute majority voting will be used.
8. Voting goes in a particular order: President, Vice President, Secretary General, Assistant Secretary, Treasurer, Assistant Treasurer.
9. If a Board Member has decided to stand for more than 1 post, s/he will continue to be included in the voting process until elected or all posts are filled.

Generic ESC application form 

It may be used for applying for the following posts 

• EXECUTIVE COMMITTEE
• INTERNAL SCIENTIFIC COMMITTEE
• EDITORIAL TEAM to include Editor-in-Chief; and Editors
• EXPERT GROUP
• WEBSITE COMMITTEE

Note:

• All meetings and correspondence are in English
• Applicants must be able to commit the time and resources requested of them as a member of one of the above committees or groups
• Note:
  • Applicants may apply for as many vacancies on other ESC committees and groups as they wish.
  • Voting at the Board will be in the following order: Executive Committee, ISC, Editorial team, EGs  and then Website Committee.
  • Applicants will be removed from subsequent voting rounds if already appointed and therefore ineligible to stand for a further post or if they themselves wish no longer to be considered.
  • Applicants should review the table below to see whether they may be a member of more than one committee or group.

EC = Executive committee (* one member of the EC is on the ISC)
ISC = Internal Scientific committee
EG = Expert Group ** a member may only belong to one expert group at any one time
ET = Editorial Team
EB = Editorial Board 
WebC = Website Committee

• Applications should be in English. Applicants for Board membership may also supply an application in their own language, if desired. 
• Details required:
  List all posts for which you wish to apply
  Full Name
  Work Address; Work Tel no & Fax; Work email

  Home address. Home tel no & mobile; Home email
  Qualifications
  Present appointment(s)
  In 50 words note relevant clinical, educational, research or other appropriate activities in S&RH activities
  List all editorial experience (mandatory for application to the Editorial Team)
  List the 5 most recent relevant/significant publications
  List any previous work for ESC as Board or committee/group member
  In not more than 50 words give your reason for applying for this post(s).
  If you are applying for more than one post; then you should
  (a) list the post applied for followed by the 50 word reason. Repeat this for each post
  (b) for each post note whether this is a new application or a request for re-election

1. Vacancies for the ISC will be advertised and application forms are made available in March and applicants send in their forms once the new Board Members have been elected by early May.
2. Completed application forms are sent to Board Members whose mandate continues beyond the General Assembly (GA) and new Board members; but not to those whose mandate ceases at the GA.
3. New Board members have a chance to meet potential ISC members at the Congress.
4. Nominations for the ISC are voted for by the Board at the post GA Board meeting.
5. The ISC voting occurs after the Executive elections.
6. Candidates, who have applied for both Executive Committee (EC) & ISC, will be excluded from the ISC voting if they have been appointed to the EC.
7. If there is a vacancy for a Chair, the attending Board members vote separately for this position, once the committee has been elected. 

Application is via the Generic Application form shown in EC section above. 

Cfr Rule 7.2. Election procedure for the Editorial Team

Election of the Editorial team, including Editor-in-Chief

1. Vacancies for the Editorial team and Editor-in-Chief will be advertised on the web site and application forms made available in March.
2. Completed application forms are sent to Board Members whose mandate continues beyond the General Assembly (GA) and new Board Members; but not to those whose mandate ceases at the GA.
3. Voting is by secret ballot and occurs after the elections for Executive Committee and ISC. The Board first elects the Editor-in-Chief (EiC) using absolute majority voting, then the other Editors by simple majority voting.
4. The EiC and Editors appoint the Deputy EiC using simple majority voting; that appointment is ratified by the Board.

Application is via the Generic Application form shown in EC section above. 

Cfr Rule 8 Election procedure for the Editorial Board  

Election of the Editorial Board:

1. Vacancies for the Editorial Board will be advertised on the web site and application forms made available in March.
2. Any paid–up member of ESC may apply, regardless of professional group. Candidates for the Editorial Board can be Board members or non Board members.
3. The Editorial Team – after due consideration – will appoint the new members of the Editorial Board. 

Application is via the Editorial Board Application form. 

1. Application forms are made available in March and applicants send in their forms once the new Board Members have been elected.
2. Completed application forms are sent to Board members whose mandate continues beyond the General Assembly (GA) and new Board members, once known but not to those whose mandate ceases at the GA.
3. New Board Members have a chance to meet potential Board and non Board Expert Group (EG) members at the Congress.
4. Nominations for the EG are voted for by the Board at the post GA Board meeting.
5. The EG voting occurs after the Executive committee, ISC and ET elections. Candidates, who have applied for EC, ISC, ET and EG vacancies, will be excluded from the EG voting if they have already been appointed to the ISC.
6. If necessary, a coordinator and a deputy coordinator is elected after the Board meeting; by email, if necessary, secret ballot and simple majority. 

Proposed Work Plan

Title of Expert group
Year covered –Jan to Dec
List of members with date they started & date they stand down
Name of coordinator & deputy coordinator
What they have done in previous 12 months
What they plan to do
What costs may be incurred including any meeting costs 

Guidelines for applicants wishing to organise an ESC Congress/Seminar or other agreed major meeting. 

1. Any paid-up ESC Member can submit a bid to host the ESC Congress/Seminar
2. Members wishing to organise a congress/seminar shall submit a bid in writing to the Central Office. An official bid for the congress must be delivered to the ESC Central Office not later than three months before the day of the appropriate General Assembly. Four copies of the bid are required. The Central Office will confirm receipt of the document and send 3 copies to the Executive Committee (EC) members (President, Treasurer, Secretary General). One copy shall remain on file at the Central Office. An official bid for the seminar must be delivered to the ESC Central Office not later than two months before the day of the appropriate Board meeting.
3. At the time of submitting a bid, a country must have at least 10 paid up members of the ESC.
4.  An official bid to hold a congress/seminar must include:

1. A letter of agreement – signed by the bidder(s) – stating
   - That they are willing to host the congress/seminar.
   - That they are willing to follow the normal process in the organisation of the ESC congresses/seminars as described by the ESC congress contract.
   - That there is no formal agreement between both parties as long as there is no contract signed.
   - That they understand that if the bid is accepted, it will only be made official by a signed contract with the ESC.
2. A letter of agreement from a relevant national society, stating that the professional community in the country supports the bid.
3. Preferential dates (Congress: May/June – Seminar: Sept/Oct), first choice and second choice after checking the international congress calendar in consultation with the Central Office.
4. Proposal of the general theme of the congress/seminar
5. A brief summary of reasons why the proposed city/country might be a good choice as congress/seminar destination together with a ddescription of the accessibility of the city for participants.
6. A proposal, together with specifications of the congress/seminar venue
7. A preliminary budget, containing calculations of expenditures for the congress/seminar venue and an estimate of contributions by local sponsors
8. Specifications of the sufficient capacity of hotel accommodations and prices 

5. The Board of Directors reserves the right to determine the date of holding the congress/seminar, changing the date if necessary, possibly changing the location for economical reasons; inability of the organisers to guarantee the event or an unstable situation in the country where the congress / seminar or equivalent ESC event is to be held. 

6. Part of the bid (venue, hotels etc) can be prepared by an external non-commercial agency such as a Tourist Office or Convention Bureau. ESC prefers that bids are not prepared by commercial agencies such as Professional Congress Organisers (PCO’s) or Incoming Destination Management companies (IDMCs). No guarantee of outsourcing parts of the organisation can be given to such agencies.

Cfr Rule 12.4. ESC session during another organisation’s    

• A request for an ESC session at another congress is sent to the Executive Committee (EC) for review.
• If it is one of the ESC Expert groups that have been approached, they should alert the EC before making any arrangements.
• If the EC agrees, then the ISC is asked to prepare the scientific programme. This may be in conjunction with an expert group.
• ISC should review who else has been invited to speak by the hosting Society to see if that person would be suitable as an ESC speaker as then their travel & accommodation costs may have already been paid or could be shared.
• The CO is responsible for assessing the costs of such a session.
• Ideally the requesting Society will provide free registration and should be asked if they are willing to help with any other costs.
• The Treasurer is asked to agree any proposed costs
• When this is all agreed, the speakers are approached.
• Speakers would be informed that they only get accommodation sufficient to cover their talk, not necessarily to cover the whole meeting. All travel & accommodation is organised via the Central Office, not by the individual.

Cfr Rule 13.1. and 2. Process for project & course/meeting

1. These grants will be regularly advertised on the ESC website and in the newsletters.
2. The Treasurer will agree the budget in December of the preceding year.
3. All applications must be on the appropriate ESC form.
4. All applications will be reviewed every 4 or 6 months.
5. All applications will be reviewed by the ISC within 1 month of the end of the application period.
6. ISC will advise the EC of their deliberations and review any comments.
7. The ISC will then advise the Board who will make the final decision.
8. Successful applicants will be advised within 2 months of the above deadlines.
9. Central Office & Treasurer will set up appropriate file.
10. Central Office will get a spread sheet to follow up the project.

Cfr Rule 13.3. Process for humanitarian aid project

1. The Treasurer will agree the budget in December of the preceding year.
2. All applications must be on the appropriate ESC form.
3. The grant will be advertised:
   - On the ESC website
   - Board update & Members’ newsletter.
   - Via bulk email to members
4. Applications to be in by an agreed advertised date (must come through an ESC Board member).
5. Send to Executive Committee (EC) and 2 Board members.
6. Board members chosen by EC after advertising in the next Board update.
7. Final decision at EC in May.
8. Board informed.
9. Winner(s) informed.
10. Money allocated.
11. Spread sheet (to monitor the project) started.
12. Treasurer / Assistant Treasurer informed.

The EC decided to support potential congress participants seeking financial support. This funding will be called the ‘ESC Scholarship’. The policy will be as follows: 

• a maximum of 5 ESC Scholarships will be allocated
• a scholarship will provide the participant with free ESC Congress registration (no travel or accommodation support)
• the scholarship option will be advertised on the website
• applicants are subjected to the following criteria:
  o      must fit the criteria listed in the ‘reduced fee’ category (doctors in training, midwives etc)
  o      submission and acceptance of an abstract is obligatory
  o      age below 40 at the time of the congress
  o      letter from the Department is needed to confirm status
  o      applicants can be citizens from anywhere in Europe

1. The call for nominations is advertised.
2. The appropriate form must be used.
3. Nominations can be made by Board members for the Congress and Seminar Medal on alternate years as specified in the Rules.
4. Nominations must be supported by 3 Board members
5. Closing date for applications is 3/12 prior to the Board meeting
6. Nominations will be sent to the ISC and then to the Executive Committee (EC). ISC will advise the EC of any problems regarding nominations.
7. Nominations will go to the Board for discussion at the next Board meeting.
8. The Medal will be voted on at the Board meeting & conferred at the next congress or seminar. 

Cfr Rule 18 Election Procedure for the Website Committee  

1. Vacancies for the Website Committee will be advertised on the web site and application forms made available in March.
2. Completed application forms are sent to Board Members whose mandate continues beyond the GA and new BMs; but not to those whose mandate ceases at the GA.
3. Voting is by secret ballot and occurs after the elections of the Expert Group members. The Board first elects the Webmaster using absolute majority voting, then the other members by simple majority voting.

Application is via the Generic Application form shown in EC section above.

Cfr Statutes, Article VIII General Assembly, point 7 

 The time frame and process for the ESC auditors is as follows:

• The Central Office will send a letter to the auditors, not later than 4 months after the General Assembly, inviting them to conduct the audit. The auditors must acknowledge receipt of the letter. If no acknowledgement is received after two reminders, the ESC may ask one of the reserve auditors to conduct the audit.
• Auditors will receive the following information from the Central Office:
  o       The minutes of the General Assembly including the presentation of the financial report.
  o       Details of the financial transactions (in/out listing) of the period presented at the General Assembly.
  o       A certification document to be signed by the auditor after approval of the financial report.
•  Auditors will not receive originals or copies of financial documents such as incoming invoices, contracts, refund requests etc. However, auditors have the right to inspect the documents at the office of the ESC accountancy agency. In this case, the ESC will cover the travel costs of the auditor.
• The auditors should finalise the audit within maximum two months after receipt of the initial letter and information. They should contact the Central Office if they are not in a position to meet the deadline. A reasonable extension of the deadline can be discussed. If not, one of the reserve auditors will be asked as a replacement.
• The financial information and data are confidential and no (reserve) auditor shall disclose the information and data to any third party.