RULES OF PROCEDURE 

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 

All ordinary

and honorary members as defined in Articles IV, V, VI are entitled to: 

1. receive a quarterly Newsletter. 

2. receive the Journal of the ESC. 
3. receive

   information about seminars, congresses and other meetings organised or supported

   by the ESC. 

4. free attendance at ESC seminars. 
5. preferential registration

   rate at ESC congresses. 

6. attend and vote at the General Assembly and suggest

   items for the agenda (Article X,3). 

7. be represented on the Board of Directors. 
8. vote for the Board of Directors (Article X,7). 
9. receive minutes of the

   General Assembly and a summarised financial statement. 

All members will: 

1. inform the Secretary of any change of address. 

2. pay a yearly subscription (Article

   IV, 1). 

3. not knowingly bring the ESC into disrepute (Article VI). 
4. inform

   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. 

5. not commit the ESC,

   either directly or via the local Congress/Seminar organising committee to any

   expenditure without getting prior authorisation from the Treasurer. 

3. Payment

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. 

4.

Rights and duties of the Board of Directors 

A Board member is entitled to: 

1. be

   invited to a board meeting once every calendar year. 

2. elect the Executive

   Committee. 

3. serve a term of four years initially but may stand for re-election

   (for a maximum of 2 terms consecutively, i.e. 8 years). 

4. to receive a summary

   of the discussions at each Executive Committee meeting. 

5. to discuss any

   proposed changes to the Statutes prior to ratification at the General Assembly. 

6. to vote on any proposed changes to the Rules of Procedure. 

A Board member

will: 

1. attend at least one Board meeting every two calendar years. 

2. represent all the views of those members who are entitled to vote for him/her to

   the Board and Executive Committee. 

3. 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. 

4. render assistance with

   the organisation of congresses and seminars by serving on sub-committees when

   requested. 

5. 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

   General Assembly. 

6. ensure that all those eligible to vote who are present or

   represented in the General Assembly are given the opportunity to do so. 

The

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 

All

Executive Committee members will: 

1. attend a minimum of half the EC meetings a

   year. In exceptional circumstances, the EC may waive this rule. 

2. 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. 

3. 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

   correspondence 

a) President 

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. 

b) Vice

President 

The Vice President in collaboration with the Central Office will: 

• assist in all presidential duties. 

• deputise for the President when requested. 

c) Secretary-General 

• The Secretary-General will: 
• keep an updated list of all

  members. 

• 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. 
• work

  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 

The Assistant

Secretary will: 

• assist in all secretarial duties. 
• deputise for the Secretary

  when requested. 

e) Treasurer 

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

  yearly subscriptions 

• 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. 

f) Assistant

Treasurer 

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. 

6.

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: 

1. receive a hard copy or an electronic form of the Journal of the ESC 
2. receive an electronic form of the Newsletter 
3. receive information about seminars, congresses and other meetings

   organised or supported by the ESC 

4. free attendance at ESC seminars 
5. preferential registration rate at ESC congresses 

Affiliated societies will: 

1. inform the Secretary of the Central Office of any change of address 
2. pay a yearly subscription

7. Publications 

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. 

7.2. The

Journal 

1. 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. 

2. 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. 

3. 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. 

4. 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. 

5. 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. 

6. 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 

The Treasurer

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 

The

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

ESC Congress/Seminar 

1. 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 

2. 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

   General Assembly. 

3. 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. 

4. 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

   appropriate GA. 

5. An official bid to hold a congress/seminar must include: 

1. A

   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). 

2. 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). 

3. 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. 

4. Proposal

   of scientific topic(s) of the congress/seminar. A definite topic is decided by

   the Board in accordance with the proposal of the organizers. 

6. 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. 

12.

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. 

13.

Simultaneous translation 

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. 

14. ESC

granted projects 

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

  application 

• Commitment to present the results to the Board of Directors and

  acknowledge the ESC funding appropriately 

• A detailed budget proposal 

All

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 

The Internal

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

local initiatives 

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

programme.

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

two congresses.