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ESC Rules for Working Groups - Part 1

Role of a Working Group and Nucleus Members



Back to Working Groups Rules

A Working Group is established as a Working Group of the European Society of Cardiology (ESC) according to the Statutes of the ESC.
Working Groups are expected to encourage research, teaching, the communication of knowledge, and to participate in education.

Working Groups must strictly follow ESC statutes and participate in the Mission Statement of the ESC which is: "To reduce the burden of cardiovascular disease in Europe".

ROLE OF A WORKING GROUP:

  • To promote and organise research in its specialty
  • To gather and exchange information regarding research and related activities within the Working Group and with interest to members of the Working Group
  • To contribute to the organisation and preparation of the annual ESC Congress, and to participate and support other scientific meetings and symposia
  • To establish appropriate recommendations for the ESC regarding the field of its speciality
  • To organise Teaching Workshops
  • To recommend the establishment of ESC Task Forces to the Committee for Practice Guidelines and Policy Conferences to publish appropriate guidelines and recommendations and to set up Study Groups to discuss and publish issues of contemporary importance to the Working Group
  • To design and coordinate scientific research in its specialty
  • To hold regular meetings of the Working Groups

A Nucleus Meeting and Business Meeting (so called General Assembly) of the Working Group must be held at the Annual Meeting of the European Society of Cardiology. All members are invited to participate.

In March 2007, it was decided that the ESC will help the Working Groups to hold one nucleus meeting (in addition to the one that takes place during the ESC Congress).  The ESC will support the travel expenses for nucleus members to attend a full day nucleus meeting where necessary.
For more details and to apply: See part 2: ESC Financials Rules

The Working Group consists of a Nucleus and ordinary members.
There should be a mechanism within each Working Group for rotating those members of the Working Groups who are in the Nucleus and who are not officers of the Working Group.

Composition of the nucleus:
The nucleus of a WG counts 11 members:
- 3 leading positions: a chairperson, a vice-chairperson, a past–chairperson
- 1 Treasurer 
- 1 Secretary
- 1 web editor
- 5 nucleus members

Up to 3 ex-officio nucleus members can be proposed by the chairperson.(see definition below)

If not nominated as vice-chairperson, the total length of mandate in the nucleus should not exceed 4 years.

One cannot be re-elected at leading position.
One can only be member of one Working Group Nucleus within the ESC.
The chairmanship timeframe should be respected and no voted member should step down in the middle of the 2-years ESC term.

CHAIRPERSON - VICE-CHAIRPERSON - PAST-CHAIRPERSON

The Working Group is directed by the Chairperson and the Vice-Chairperson.

The Chairperson serves for two years and represents the Working Group at official functions of the European Society of Cardiology. After his mandate, he becomes Past-Chairman and remains in the nucleus for a further two years.

The Vice-Chairperson is proposed by the Nominating Committee and elected by the Nucleus. He/she serves for two years and then usually assumes the Chairmanship.

After two years spent in the nucleus, the Past Chairperson must step down to ordinary members before he can re-enter the nucleus (through election process only)
After 6 years spent at leading position, a person may not be re-elected to these posts.

TREASURER & SECRETARY

Each Working Group is encouraged to appoint a Secretary and a Treasurer for a 2 year period.
The Treasurer shall supervise the financial affairs of the Working Group and will have to report to the ESC about the financial matters of the Working Group See part 2: ESC Financials Rules
Persons may be re-elected to these posts for a further 2 years (total 4 years) if his total length of mandate in the nucleus does not exceed 4 years.
After this period of 4 years, If not nominated as vice-chairperson, a person should step down from the nucleus.

one person may combine those two positions


WEB EDITOR: the Prime contact for online communication

There should be ONE editor per Working Group.
The role of the web editor is to:

  • Gather content from the Working Group (write articles or ask for other members contribution) 
  • Ensure that the WG web section remains alive by adding new content on a regular basis
  • Propose new initiatives for the web (discussion forum, testimonials, meeting reports…)
  • Collect feedback on web matters and relay it to ESC Office for Working Groups

The main task of the web editor is to:

  • Create, edit and update Working Group pages regularly or, provide clear instructions and recommendations to the ESC
  • Maintain web section through easy & defined procedure, using web interface

OTHER  NUCLEUS MEMBERS

The function of the Nucleus is:

  • To elect two members for the Nominating Committee of the WORKING GROUP
  • To assist the Chairman and Vice-Chairman when appropriate
  • To elect the Vice-Chairman based on the nomination from the Nominating Committee
  • To appoint the Treasurer
  • To provide proposals for the scientific sessions of the Working Group during the Annual Congress of the ESC

Up to three appropriate nominations for the Vice-Chairman are proposed by the Nominating Committee, which consists of the Chairman, Vice-Chairman, the past Chairman and two Nucleus members (proposed and elected by the Nucleus).
These nominations are then presented to the Nucleus of the Working Group for voting.

Other Nucleus members are elected by the ordinary members.

The tenure of membership in the Nucleus is four years unless a nucleus member is elected as Vice-Chairperson.
 No past member of the Nucleus may be elected until serving as an ordinary member for at least 2 years.
The Nucleus of a Working Group will meet at the Annual Meeting of the European Society of Cardiology and at least on one other occasion each year. Minutes of the nucleus meetings must be signed up by the Working Group chairperson and sent to the ESC.

 

EX-OFFICIO MEMBERS (Limited role & lenght of tenure)

Up to 3 ex-officio nucleus members can be proposed by the chairperson.
An ex-officio member is a WG member temporarily in charge of a topic identified or approved by the Nucleus as representing a very high priority for the scientific, educational, collaborative work, etc. of the Working Group

The length of mandate is decided by the Nucleus, according to the needs of the specific assignment involved but it cannot exceed 2 years.

ex-officio member will be invited to participate at Nucleus meetings at which the specific topic under her/his responsibility are discussed
In this case only, her/his travel expenses will be covered by the ESC funding (up to 10000) allocated to extra nucleus meetings
ex-officio member cannot vote on any issue even if it is related to the topic under her/his responsibility-

ex-officio member performance for the benefit of the WG will be specifically mentioned and recognized if she/he will be a candidate for election as a Nucleus member

ORDINARY MEMBERS

All members of a Working Group of the ESC should be either a member of a National Society or a Fellow of the European Society of Cardiology (FESC) or any other person with a distinguished interest in the Working Group specialty.

Potential members must apply to the Chairman of the Working Group submitting a brief (one page) curriculum vitae including relevant references and filling in the Working Group application form.

The Chairman presents the applications from suitable new members to the Nucleus for ratification. Applicants considered unsuitable (as far as formal requirements are concerned) may be rejected if the Chairman and Vice-Chairman are in agreement.
If an application is rejected by the Nucleus, there is no obligation to give reasons to the applicant.

The membership shall be granted for life unless the member is expelled from the respective National Society belonging to the ESC in which case his/her membership of the Working Group will automatically cease to exist.

The number of ordinary members is not limited
No membership fee is required.

ELECTIONS & TURNOVER

Geographical distribution: the ESC strongly recommends to limit number of people from the same country or from the same institutions to 2.

To ensure democratic vote, elections should be handled by the ESC Office for Working Groups and results should be formerly approved by the ESC leadership.

How to run online elections & What support do you get from the ESC office for Working Groups? Click HERE 

Organisational Arrangements must be specified in writing by the Working Group in the minutes of the nucleus meeting. The most important items must be stated, such as membership, election of officers, etc.

Working Groups should elect officers (Chairman, Vice-Chairman, Secretary and Treasurer) and those on the nucleus through a democratic process. The method should be agreed upon by the Working Group. The Councillor in Charge of the Working Groups must be informed of the procedure adopted by a Working Group.

The names of officers of the Working Groups, the membership of the Nucleus and the ordinary members of a Working Group will be recorded by the ESC.

The Working Group should provide each year a list (with contact details) of officers, members of the Nucleus, and all members of the Working Group so as to keep accurate records at the ESC.

CONTACTS

For any general Working Groups request, please contact:

- Mrs Corine Gomez, Tel: +33 (0)4 89 87 20 16

- Mrs Laurence Penas, Tel : +33 4 89 87 20 25

ESC Office for Working Groups
Contact us here

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