RULES OF PROCEDURE
Bucharest, Romania, 21 September 2007 (updated 9 January 2008)
1. These Rules of
Procedure complement and are to be read in conjunction with the statutes of the
ESC which consist of Articles I-XIV.
2. Member’s rights and duties
and honorary members as defined in Articles IV, V, VI are entitled to:
receive a quarterly Newsletter.
- receive the Journal of the ESC.
information about seminars, congresses and other meetings organised or supported
by the ESC.
- free attendance at ESC seminars.
- preferential registration
rate at ESC congresses.
- attend and vote at the General Assembly and suggest
items for the agenda (Article X,3).
- be represented on the Board of Directors.
- vote for the Board of Directors (Article X,7).
- receive minutes of the
General Assembly and a summarised financial statement.
All members will:
inform the Secretary of any change of address.
- pay a yearly subscription (Article
- not knowingly bring the ESC into disrepute (Article VI).
the Treasurer of any suggested or actual financial support, be it monetary or in
kind, which they have received in the name of the ESC.
- not commit the ESC,
either directly or via the local Congress/Seminar organising committee to any
expenditure without getting prior authorisation from the Treasurer.
of yearly subscriptions
The annual subscription is due on 1st January. Unless
arrangements have been made for regular payments to be made through a credit
card, the Treasurer will send out a reminder no less then a month after the due
date. A second reminder is sent when the fee is at least two months overdue and,
if no response is received within three months, membership can be deemed to be
cancelled. When a new member joins after 1st October, their subscription will,
in the first instance only, last up to 15 months rather than the usual 12.
Rights and duties of the Board of Directors
A Board member is entitled to:
invited to a board meeting once every calendar year.
- elect the Executive
- serve a term of four years initially but may stand for re-election
(for a maximum of 2 terms consecutively, i.e. 8 years).
- to receive a summary
of the discussions at each Executive Committee meeting.
- to discuss any
proposed changes to the Statutes prior to ratification at the General Assembly.
- to vote on any proposed changes to the Rules of Procedure.
A Board member
- attend at least one Board meeting every two calendar years.
represent all the views of those members who are entitled to vote for him/her to
the Board and Executive Committee.
- assist the Executive Committee from time
to time with translations of short letters into their own language or similar
tasks best carried out in the individual countries.
- render assistance with
the organisation of congresses and seminars by serving on sub-committees when
- inform all those eligible to vote when an election is due and
request nominations in time for this to be sent out with the agenda for the
- ensure that all those eligible to vote who are present or
represented in the General Assembly are given the opportunity to do so.
first representative for each country can be elected onto the Board when there
are 10 paid up members and the second member can be elected if there are 50 or
more paid-up members from that country. When the membership numbers from any
country drop below the set level the representation on the Board will be
adjusted acccordingly at the time of each General Assembly. When a new Board
member needs to be elected, all members of the appropriate country will be
informed by the Central Office one month prior to the General Assembly. The
number of members at the time of the Congress shall be used as a reference to
determine the level of representation. If the Board of Directors is likely to
have more than 29 members, the Executive Committee will examine the current
Rules of Procedure and suggest ways in which they can be changed so that the
Board does not become so big that it is no longer effective or financially
viable. When the number of elected Board members according to these rules comes
to less than 29 the shortfall will be made up by representatives from countries
who have more than 5 but less than 10 members. Initially this will be by drawing
lots and later in rotation.
5. Executive Committee (EC) – rights and duties
Executive Committee members will:
- attend a minimum of half the EC meetings a
year. In exceptional circumstances, the EC may waive this rule.
- assist in the
overall planning of the congresses. seminars and other meetings organised by the
ESC. The detailed planning is the responsibility of the local organizing
committee who may co-opt Board members onto sub-committees when required. If
these duties cannot be complied with, the functions of the EC member will be
delegated to a co-opted Board member.
- the ESC meetings will meet the
following guidelines: – invitations and the agenda need to be sent out at least
one month prior to the meeting – all items should be listed on the agenda in
detail – accepted minutes of previous meetings should be signed by the President
and Secretary General – all members should report on the incoming and outgoing
The President will:
- actively promote the Society
and its aims.
- build bonds with other related bodies.
- seek sources of money
for the furtherance of the Society’s aims.
- convene and chair at least two
yearly Executive Committee meetings as well as yearly Board meetings.
The Vice President in collaboration with the Central Office will:
assist in all presidential duties.
- deputise for the President when requested.
- The Secretary-General will:
- keep an updated list of all
- keep accurate minutes of Executive and Board meetings as well as the
General Assemblies and ensure their distribution.
- write all necessary
correspondence for the Society.
- send all new members the Statutes and Rules of
Procedure of the Society.
- organise Executive and Board meetings.
closely with the President to ensure that all necessary parties are informed in
good time of meetings and decisions.
- supervise the ESC website on the Internet
in co-operation with the webmaster
d) Assistant Secretary
- assist in all secretarial duties.
- deputise for the Secretary
The Treasurer will:
- oversee written records of
all financial transactions.
- present an up-to-date financial report at each
Executive Committee and Board meeting .
- send out appropriate reminders for the
- prepare a financial report for inspection by the
nominated members of the Society (Article X.6) at least 2 months prior to the
General Assembly. A written summary of this report, once countersigned, must be
presented to all members of the Society at the General Assembly and be
distributed with the minutes of the meeting to all members.
The Assistant Treasurer will:
- assist in all the Treasurer’s duties.
- deputise for the Treasurer when requested.
Each EC meeting has to be attended
by either the President or the Vice President and either the Secretary or the
Assistant Secretary and either the Treasurer or the Assistant Treasurer. If any
of the three roles is not represented, the meeting will be invalid.
Affiliation to other organisations
International or national organisations with similar or related aims may
apply for affiliation to the ESC. Members of affiliated societies shall pay a 50
percent reduced yearly fee (suggested by the EC, approved by the Board). Those
seeking affiliation must submit an application in writing to the Secretary
General. The Board shall ratify the final affiliation. This decision shall be
followed by a signed contract including rights and duties of members of
affiliated societies. The Central Office of the ESC shall receive a complete
list of members including email and postal addresses from the affiliated
Society. Members of affiliated societies have the same rights as other ESC
members including voting rights during the GA.
Members of affiliated societies are entitled to:
- receive a hard copy or an electronic form of the Journal of the ESC
- receive an electronic form of the Newsletter
- receive information about seminars, congresses and other meetings
organised or supported by the ESC
- free attendance at ESC seminars
- preferential registration rate at ESC congresses
Affiliated societies will:
- inform the Secretary of the Central Office of any change of address
- pay a yearly subscription
The ESC may have publications such as a
Newsletter and a scientific Journal, proposed by the EC and approved by the
Board of Directors
7.1. The ESC Newsletter
The content of the ESC Newsletter
will consist of a forum for members as well as Society related and other
relevant information. Either the General Secretary or the Assistant Secretary of
the EC will be the Newsletter Editor and will be appointed by the EC.
- The Journal will be managed by an Editor-in-Chief (EiC) and three
Editors. The four of them will work in very close collaboration. Non scientific
secretarial management of the journal will be the responsibility of the
Editorial Office, particularly collecting manuscripts and managing the review
procedures. The tasks and duties of the EiC, the Editors and the Editorial
Office will be described in a written protocol.
- The EiC and the Editors are
proposed by the EC to the Board and must be members of the Society. Nominations
for Editor should be sent to the Central Office at least one month prior to the
Board meeting where the decision is to be made.
- The EiC and the Editors (one
of whom will be delegated to act as deputy when the EiC is unavailable) are
elected by the Board by a simple majority for a period of four years. Each of
them can be re-elected. To ensure continuty, the past EiC can be nominated as
Honorary Editor. The General Assembly must be informed of each change of mandate.
- The EiC will be invited to the EC meetings, when necessary but will have no
voting rights. If the EiC is not able to participate in the meeting, the deputy
EiC will attend.
- An Editorial Board might be formed by the Editor-in-Chief
and Editors from experts in different fields in order to facilitate the
peer-review process. Their tasks and remit will be described in the protocol as
mentioned in 7.2.a. If any member of the Editorial Board is unable to complete
their remit, the Editor-in-Chief will appoint a replacement.
- A Journal
Management Committee (JMC) will, in collaboration with the Editorial Office,
deal with the non scientific related matters of the Journal, particularly
financial aspects, contracts, marketing and contacts with the publisher. The JMC
will consist of the EiC, the deputy EiC, the EC Treasurer and one Board Member.
The Board will choose their representative on the JMC by voting. Both the
Editor-in-Chief and the Journal Management Committee will report to the EC when
requested and during each Board meeting.
8. Financial arrangements
is responsible for keeping accurate and up to date financial records. The
publishing costs of the proceedings of a congress/seminar should be part of the
costs of the meeting. The EC is empowered to allow expenditure for: o production
of the newsletter. o essential travel/accommodation expenses to meeting (Economy
Flights only). o employment of occasional secretarial assistance by the
President/Secretary General/Treasurer. Any expenditure of over 10.000 Euro on
any one meeting/item (other than congress/ seminar) should be ratified by the
Board. Any expenditure of over 20.000 Euro on any one meeting/item (other than
Congress/seminar) should be ratified by the General Assembly. The annual
membership fee shall be reviewed regularly by the EC, discussed by the Board and
voted on at the General Assembly.
9. Congress Sitting
Congresses are held every
two years. To enable enough time for organisation the site for the congress four
years later will be voted on at the General Assembly. The organiser of the next
congress will make a short presentation at the General Assembly including dates
and venue and confirming their willingness and ability to proceed with the
organisation. A short proposal and presentation shall be made at the General
Assembly in support of the bid for the next Congress prior to a vote. A short
recommendation from the Board may follow a presentation.
10. Seminar Sitting
ESC seminars are usually held in the year when there is no congress. Any member
wishing to organise a seminar shall submit a bid in writing to the Central
office. A short presentation should be made at the Board meeting in support of
the bid prior to a vote.
11. Guidelines for applicants wishing to organise an
- At the time of submitting a bid to organize a Congress
or Seminar a country must have at least 10 paid up members of the ESC
Proposals for holding congresses are presented 4 years ahead at the General
Assembly. The venue is decided upon by a vote of the ESC members during the
- Proposals for holding seminars are presented 4 years ahead
at the Meeting of the Board of Directors. The venue is decided upon by a vote of
the Board members.
- An official bid for the congress /seminar must be
delivered to the Central Office not later than three months before the day of
the appropriate General Assembly or Meeting of the Board of Directors. Four
copies of the bid are required. The Central Office is obliged to confirm receipt
of the document and to send copies to the EC members (president, treasurer,
secretary general), one copy shall remain on file at the Central Office. Bids
for congresses are presented by the EC at the Board meeting before the
- An official bid to hold a congress/seminar must include:
preliminary budget, containing calculations of expenditures (congress venue,)
and an estimate of contributions by local sponsors (acquiring local sponsors is
not a condition of organizing a seminar).
- A letter of acceptance from the
organizers stating that they are prepared to follow the principles of the
Society for the organizing congresses or seminars (as specified in sample
contract sent on request by the Central Office).
- Specifications of the
congress/seminar venue, sufficient capacity of accommodations, and accessibility
of the city and a congress venue where the congress is to be held.
of scientific topic(s) of the congress/seminar. A definite topic is decided by
the Board in accordance with the proposal of the organizers.
- 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 in the case of
apparent inability of the organizers to guarantee the event or in the case of an
unstable situation in the country where the congress/seminar is to be held.
ESC associated meetings or events
Each request to organize an activity under the
auspices of the ESC, should meet the following criteria: – the ESC must be
involved in the programme, – the theme and programme must concur with the aims
of the Society, – the request must be discussed and approved by the EC.
English is the official language of the ESC.
Simultaneous translation can be available in 2 languages other than English, and
or the language of the host country, for ESC Congresses, seminars and general
assemblies. These languages shall be decided on by the EC and the Board.
Individuals or organisations may apply for financial support
from the ESC for activities that are in accordance with the aims of the Society
as described in the Statutes. Application forms are available at the Central
Office. Up to a maximum of 5% of the balance in the ESC accounts can be awarded
in any one financial year.
The application must contain
- The aims and
projected outcomes of the project
- Details of any other source of funding
sought or obtained
- Details of the person or organisation making the
- Commitment to present the results to the Board of Directors and
acknowledge the ESC funding appropriately
- A detailed budget proposal
proposals will initially be scrutinized by a small scientific committee which
will have at least two members of the Executive Committee on it of the Board.
They will then be presented to the full Board for the final decision on whether
to make the award. The Treasurer will be responsible for initial and ongoing
monitoring of the awards.
15. ESC award
An ESC Medal and an ESC Diploma are
established to honour outstanding scientific work and/or organizing activity
performed in accordance with the aims of the Society. The Medal might be
conferred to a maximum of two members of the ESC every even year at the time of
the ESC biannual congress and the Diploma to a maximum of two members of the ESC
every odd year at the time of the ESC Seminar.The Medal award is decided during
the seminar Board meeting and the Diploma award during the Congress Board
meeting. Nominations for such honours are put forward by the members of the
Board of Directors. A written proposal on a nomination form should be signed by
at least 3 Board members and the CV of the nominee must be attached. Nomination
forms are available at the ESC central office. Proposals should be sent to the
ESC CO not later than 3 months prior to the Board meeting. All proposals will be
initially scrutinized by the Internal Scientific Committee (ISC) and will then
be presented to the Board. Conferral of the Medal or Diploma are carried out by
the President of the ESC. The awarded person may be asked to present a lecture
if its bestowal was based on scientific activities, and the award lecture should
be published in the ESC Journal.
16. Internal Scientific Committee
Scientific Committee is made up of 5 Board members who are elected during the
Board meeting in the year of each congress. Members are elected for the period
of 4 years (2 members from the first group are elected for 2 years only) for a
maximum of two terms. If one is a Board member and not reelected as Board member
but in the ISC, one has to be replaced. Members of the ISC elect a chairperson.
Main current responsibilities are: identify candidates for the ESC award, select
candidates for supported projects, and follow-up of granted projects. Additional
responsibilities are identified by the Executive Committee and agreed by the
Board. The detailed report is presented at each Board meeting and, on request,
at the Executive Committee meeting.
17. Expert Groups
Expert groups are groups
of internationally recognized experts in different fields of contraception and
reproductive health. Each group consists of 5 to 7 members from different
countries, including a maximum of three Board members. Nominations from the
Board are delivered to the CO at least 3 months before the congress. Proposals
for new experts from outside the Board are prepared by the Internal Scientific
Committee. Composition of each group is reconsidered every two years by the
Board. Each group is responsible for preparing a report of progress in their
area annually, which will be published in our journal or on the website. All
members will be invited to the congress (travel expenses and accommodation
supported; registration fee waived) where one session should be organized by
each group if requested by the Scientific Committee of the Congress. Each group
should also prepare their statement either spontaneously or at the request of
the Board, when any new significant development occurs.
18. Support towards
In accordance with aims of the Society, an ESC member or
national (local) society working in family planning may apply for financial
support for a meeting or seminar. This must not be one of the regular meetings.
The following items are needed for application: 1) the scientific programme; 2)
a description of how the granted budget will be used. The application must be
sent to the Central Office, which distributes it to members of the Internal
Scientific Committee. This Committee is responsible for preparing a short
presentation of all proposals and selection of the best candidates. The final
decision is made by the Board. Each year a maximum of two meetings can be
supported to a maximum of 10.000 euro each. Organizers are responsible for using
the budget in accordance with the proposal, writing a report which will be
presented during the Board meeting and published in the Journal or posted on the
ESC website. One representative from the Board will participate in the
preparation of the scientific programme. The ESC must be stated, officially, as
co-organizer. At least one speaker must be a member of the Board, with their
expenses paid out of the grant.
19. ESC sessions during other congresses
Besides regular seminars and congresses the ESC may support a speaker or
organize a session during national or international congress of societies with
similar aims to the ESC. Requests are collected by the Central Office. The
Central Office is responsible for the negotiation about financial aspects of the
participation. A maximum of 7 % of the income from the last Congress can be
dedicated each year to cover expenses of ESC speakers. The EC is responsible for
the final selection of meetings which will be supported, according to the budget
available. The ISC is responsible for the preparation of the scientific
20. Committee of Past Presidents
The ESC Committee of Past Presidents consists of all past ESC presidents on
a voluntary basis. The essential role of the Committee is to assist in ensuring
continuity and stability in the life of the ESC. The activities of the Committee
are limited to providing advice and proposals. The Committee will, when
requested, be the “Ambassador” for the ESC towards European or
international institutions dealing with contraception or reproductive health.
Special attention should be paid to establishing contacts and collaboration in
European countries which are not yet represented in the ESC. The Committee could
help or even negotiate in the case of serious problems with ESC representatives
or within the Society. The Committee can send one member to participate in Board
meetings but with no right to vote. The committee meets every other year during
the ESC congress and produces a report to the Board. Members are invited by the
ESC. Continuation of the Committee will be evaluated by the Board after the next