ApprovedbytheHSGBoardDecision2016

OperatingGuidelinesforHealthSystemsGlobalThematicWorkingGroups

Thisdocumentprovidesguidelinesfortheestablishmentandthemanagementofthematicworkinggroups (TWGs), which are a core component of Health Systems Global’s (HSG) identity as amember-drivenorganization.TheTWGsrepresentasignificantaccomplishmentofHSGandalongwiththeSymposiumareoneofthecriticalservicesofferedtoHSGmembers.

Theseguidelinesarebasedon somekeyprinciples thathaveemergedduring the initial phaseofTWGfunctioning2013-2015.

§ Inbroadterms,TWGsareexpectedtoaligntheirworkplanswithHSG’sstrategicpriorities,and be explicit where and how they align and contribute to the mission and strategicobjectivesoftheorganization;

§ TWGgovernanceshouldbegenerallyconsistentacrossTWGs,butat thesametimeallowfor TWGs to evolve their governance tomeet their specific needswhile assuring greatermemberengagement;

§ TWGs are expected to capture/document TWG achievements against set objectives overthecourseofayearandpublishontheTWGwebsiteandreflectintheannualreportandinotherdocumentstheymayproducefordissemination;

§ TheHSGSecretariatwillprovidetoolsandsupporttotheTWGs.

I. TWGFunctions

1. TWGsareself-organizedandself-governedbodies,establishedfollowinganapplicationtoHSGandsubjecttoreviewandformalapprovalbytheHSGBoard.

2. TheoverallpurposeofaTWGistofacilitatedebate,promoteknowledge-sharing,promotethefieldofhealthsystemsresearchandbuildcapacityaroundakey issue(orsetof issues) inthefieldofhealthsystemsresearch.

3. Infulfillingthispurpose,eachTWGshall:

a. DeterminehowtheTWGisalignedwiththeHSGstrategicobjectivesandprioritiesandspelloutTWGobjectivesaccordingly;

b. Create,buildandexpandTWGmembership;

c. DeterminehowtheTWGwillcommunicatewithmembersandcarryoutitsactivities,usingsocialmedia channels,mailing lists and/orHSGwebsite or othermeans, and informHSGSecretariataboutthecommunicationmeans;

d. Organize a TWG annual meeting at least once per year (and definitely during thesymposium).Theannualmeetingisopentoallmembersoftheworkinggroupwiththeaimto discuss, plan and coordinate TWGs activities. HSG Secretariat could facilitate annual

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meetings in the non-symposium years by offering GoToWebinar platform at no cost toTWGs(basedonrequest)

e. LiaisewiththeHealthSystemsGlobalSecretariatonaregularbasis;

f. Produce at least one educational/engagement event per year (webinar, twitter chat,discussionclub,brainstormsession,etc.)forHSGmembersandthebroaderhealthsystemsresearchcommunity;

g. Establishanewsletterthatwillbeproducedquarterly(optional)

h. Establish an annual plan (with planned and scheduled activities and outputs) along withexpectedsupportfromtheHSGsecretariat.Theplancanbere-visitedandupdatedonabi-annual basis (seeAnnex1 for annualplan template). Theplan shouldbe sharedwith theTWGmembersandHSGSecretariatandfurtherdiscussedduringthequarterlycallswiththeSecretariat. Such an arrangement is essential: a) for coordination purposes with HSGSecretariat to determine the scope and kind of support the TWGmay require from theSecretariat;b)forcoordinationpurposeswithTWGmemberstoidentifythelevelofeffortandtimerequiredfrommembers;andc)foruseasaframework/basisfortheTWG’sannualreport.TWGmembersandtheHealthSystemsGlobalSecretariatshouldbenotifiedofanychangesintheagreedquarterlyplans(inwritingand/ordiscussedduringthequarterlycallsbetweentheTWGleadsandHSGSecretariat).

i. Provide the Secretariat with a short written annual report by March 1st of every yearcovering annual activities and describing specific outputs. Importantly, the report shouldprovide information on where and how the TWG’s work contributed to HSG’s strategicobjectives and priorities. The reporting is intended to be as minimally burdensome forTWGsaspossible.Theannualreportshouldfollowthetemplate inAnnex2.ThetemplateincludesbasicindicatorsonTWGfunctioningandopen-endedquestionstoelicitqualitativeresponsesonTWGsuccessandchallenges.

II. TWGGovernanceandRequirements

4. TWGareself-governedbodies,buttheirgovernancearrangementshavetomeetthefollowingminimumrequirementsofHSG:

• EachTWGshallhaveatleastthreeleadershippositionsthatinclude:

4..1. Chair – responsible for calling and chairing meetings, leading the planning andimplementationofTWGactivities,monitoring implementation,andservingastheprimarycontactwiththeHSGSecretariatonallTWGrelatedmatters;

4..2. Vice-Chair(s)–whoservesasachairofTWGinthechair’sabsenceandassiststheChairasrequestedincarryingouttheChair’sresponsibilities.

4..3. Coordinator–responsiblefortakingminutesforquarterlycallswithindividualTWGorganized by the Secretariat, and distributingminutes to TWGmembers and theHSGSecretariat.UponrequestofTWGleadershipthecoordinatormaybeaskedtotakeminutesofTWGformalmeetingsaswell.

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Notes:

• Some TWGs may choose to have a shared leadership structure (co-chairs e.g. coveringdifferent regions in an equitable manner) in which case the roles and responsibilitiesbetweenthechairandvice-chairsmustbediscussed,clarifiedandcommunicatedinwritingtotheHSGSecretariat.

• Importanceofemphasisoncoordinationroledoesnotprecludeadditionalfunction.Incaseifapersonassumesmultiplefunctions(e.g.coordinatesTWGactivitiesaswellasprovidese.g. communications support to the group – position could be titled accordingly (e.g.coordinator/communicationsexpert)torecognizeboth.

5. AllTWGleadershippositionsshallbe filled for two-yearrenewableterms,subject toapprovalfrom TWGmembers. Themaximum term limit allowed in a given position is three two-yeartermsorsixyearsintotal.Thetermsdonothavetobeconsecutive.

6. TWGleadershipisexpectedtobeHSGmembers.However,HSGmembershipisnotmandatorytobecomeaTWGmember.

7. EachTWGshallhaveclearwrittenandtransparentgovernancepoliciesoriswelcometousethepoliciesdevelopedbyHSGforTWGGovernance(seeGuidanceinTWGGovernanceinAnnex3).Thegovernancepoliciesincludethefollowing:

a) Jobdescriptionsforallleadershippositions

b) ProcessesforidentifyingcandidatesforTWGleadership;

c) Votingproceduresforleadershipelectionandtermextensions;

d) SuccessionplanningtomaintaincontinuityandengageawiderrangeofmembersintheworkoftheTWG.

8. EachTWGshallholdanannualmeetingatleastonceperyear.Thismeetingwouldideallytakeplace at the Symposium so a criticalmass ofmembers canmeet face-to-face and in the offsymposiumyearbeheldvirtually.TWGsmaydecidetoconvenevirtuallymoreoften,e.g.onaquarterlyorsemi-annualbasis,ifsodecidedbythemembers.

9. ATWGmaydecidetocreatesub-groupsoradhoccommitteestoaddressspecifictopics.

10. Membership and/or participation in a TWG is non-remunerative including the work of theleadership. (Note:provisionof limited financial support toTWGsprimarily forpart-timeTWGcoordinator support is under the Board’s deliberation and is subject to HSG Board’s finaldecision not expected until November, 2016). However, if TWG leadership decides, thecoordinatorcouldberemuneratedoutofresourcesraisedfortheTWGworkbytheleadership.

III. ResponsibilitiesofTWGLeadership

11. TheleadershipofeachTWGisexpectedtodothefollowing:

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a) Plan,leadandmanagetheworkofTWGtoproducetheTWG’soutputs;

b) OrganizeTWGannualmeetingatleastonceayear(onedefinitelyduringGlobalSymposia);

c) Request HSG Secretariat’s support when needed following established procedures(procedures include the following: specifying in TWG quarterly plans the expected scopeandtypeofsupportrequiredfromHSGsecretariat;notifyingtheSecretariatat leastthreeweeks prior to the specific date; and participate in the Secretariat-TWG quarterly phonecalls in addition to regular email correspondence and face-to-face meetings at theSymposia;

d) RespondtooccasionalrequestsfromtheSecretariatforinformation;

e) IncludetheHSGSecretariatontheTWGmailinglist(formalcommunicationwithmembers,TWGbusinessmeetings,etc.);

f) Submit an Annual Report to the Secretariat. Information on TWGs achievements andchallenges will be included in quarterly reporting to the HSG Board. Quarter-specificinformationwillbecollectedthroughquarterlycallswithHSGsecretariat.

g) Participate in cross-TWG information and knowledge sharing meetings that will beorganizedbytheHSGSecretariatsemi-annually;

IV. TWGMembershipResponsibilities

12. Membership inaTWG is freeandnot limitedtoHSGmembersonly.However,allTWGsshallencouragetheirmemberstobecomeHSGmembers.

13. TWGMembersareexpectedtoactivelyengageintheworkoftheTWG.TWGsuccessdependsonanactivemembership,whichincludesrespondingtoTWGcommunications;participatinginwebinars,onlinediscussionsandotherTWGfora;andparticipatingincommitteesthattheTWGmayestablish.

14. TWG members are expected to contribute their time to make the biannual Symposium onHealth Systems Research a success by serving on the scientific committee, serving as trackleaders, and submitting proposals for organized sessions. TWGs are expected to be linkeddirectlywiththeSymposium,whichmayincludebutnotbelimitedto:

a) TWGengagementinthesymposiumandprogramplanningprocesses

b) Setting up the process to assist others/LIMIC participants to submit organized sessionabstracts(through“helpdeveloptheabstract”process)

c) Establishing TWG track, designated TWG session, or joint TWGbooth in themarketplace,andbuildinginTWGmeetingtimeintothesymposiumagenda

d) AssuringactiveengagementofTWGmemberswilling tocontribute to theabstract reviewandselectionprocesses

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V. BenefitsOfferedtoTWGs

15. Each TWG has the option of organizing and running a dedicated 90-minute session at theSociety'sbiennialsymposium,subjecttoapprovaloftheTWG’snon-competitiveapplicationbythe symposium ProgramWorking Group (PWG) assuring that the TWG submission is alignedwith a theme/sub-theme/track of the symposium. When the TWG organized session isapproved, TWGs are expected to identify senior technical people in their thematic area toreviewindividualabstractsanddevelopthecontentofthesession.

16. HSGwillbeprovidedajointtable(includingallTWGs)atthesymposiummarketplaceatnocost,butapplicationhas tobe filed throughsymposiumapplicationsystemformarketplaceandallTWGswillbeexpectedtoproduceandbringdisplaymaterialsontheirown.

17. At the symposium TWGs will be allocated space and time on the agenda for each TWGmembershiptomeetalongwithothersinterestedintheirthemesandusethetimeforbusinessmeetings.TWGLeadersareexpectedtoplanforsuchameetingandrequesttheSecretariat’ssupportat leasttwomonthspriortotheSymposium,laterequestmaynotbeaccommodatedduetologisticalchallenges.TheHSGSecretariatwillassistinschedulingsothatpeoplewhoaremembersofmultiplegroupsmayattendmorethanone.

18. Each TWGhas up to five freeHSGmemberships each year to be awarded to an active TWGmember from a lowormiddle income country for the duration of two years. Each TWG candecide how to award these free memberships based on self-established criteria. TWGs areexpected to establish theprocedures for such awardsor arewelcome touse theproceduresdeveloped by the HSG (see Annex 4 for Guidelines for free HSG membership). TWGs areresponsible to informtheHSGSecretariataboutthepoliciesandthenamesof thoseselectedannually. Award process for free membership should be initiated/advertised during Januaryeachyearanddecisions/selectedmembersshouldbeannouncedbyMarch1st.

19. TWGswillhavetheirownpageontheHSGwebsite,whichismaintainedbytheSecretariatandupdatedattherequestofTWGleadership.

20. TWGswill be providedwith full range of support services (technical and communications) toconduct successful webinars. These services include: advertising event through HSGcommunication channels; providing training(s) to the webinar team through pre-plannedrehearsal sessions; providing technical support to thewebinar team during the livewebinar;and disseminating learnings from the webinar among wider audience through variouscommunicationschannels.GoToWebinarplatformwillbeprovidedtoTWGsatnocost.

21. TWGswill get support fromHSG secretariat in organizing and hosting Twitter Chats thatwillinclude advertising event through HSG communications channels, developing summary ofTwitterChatandpublishinginaStorifypostafterthesession.

22. TWGs will be provided an opportunity to disseminate TWG outputs (blogs, opinion pieces,various announcements, etc.) amongwider audience (within andoutsideofHSG community)through various HSG social media channels (Facebook, Twitter), HSG website, HSG monthlyupdatenewsletteretc.

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VI. ServicesAvailabletoTWGsfromtheSecretariat

Communications

23. TodesignandadequatelyfeaturetheoutputsoftheTWGontheHSGwebsite,throughsocialmediaandwiththehelpoftheHSGmonthlynewsletterorthroughnewsflashestheSecretariatwillprovidecommunicationssupport.

24. UponrequestbyaTWG,theHSGSecretariatispreparedtoprovidethefollowingassistance:

a. Organize webinars or discussion clubs using web-based platforms at no cost to aTWG,whichincludes:

i. Helpplan,organizepractice runs, and conductwebinars forHSGmembersandnon-members;

ii. Broadly disseminate information about the planned webinar using HSGnewsletter, social media outreach and various other communicationchannelstoincreasethereachandgenerategreaterinterest;

iii. Provide technical support throughout thewebinar process tomanage anytechnology or other issues and assure smooth implementation of thewebinars;

iv. DevelopanddeliverspecialtrainingcoursesfortheTWGstofacilitatetheirwebinarplanningandcommunicationskillsdevelopment.

b. Providesupportinorganizingsocialmediaevents,liketwitterchats

CrossTWGsupportareas

25. UsingitsHSGmonthlynewsletterandothermeansofcommunication,theHSGSecretariatwillfacilitatecross-TWGinformationandknowledgesharing.

26. Inaddition,theSecretariatwillassistinpromotionandconductofjointTWGwebinars,jointop-eds, and other joint activities. These could be discussed during the semi-annual cross-TWGmeetingwiththeSecretariat.SuchmeetingswillbeorganizedbytheHSGSecretariateverysixmonths and TWG chairs and vice chairs/secretaries will be invited to participate. Cross-TWGcallswillfocusonthefollowing:

a. Based on TWG work plan analysis [conducted by the HSG Secretariat], presentidentifiedoverlaps/duplicationsintheareasofworkofvariousTWGs

b. Identify opportunities/areas for joint work/coordination between two or moreTWGs

c. Discuss common challenges faced by the TWGs and suggestions for possiblesolutions

d. DiscussanyothermattersthathaverelevancetoallTWGs

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27. Alternatively,TWGscouldraisesuchneedsdirectlyviae-mailorquarterlyTWGcallsorganizedbytheHSGSecretariat.

LinkingTWGswiththeGlobalsymposium

28. The HSG Secretariat will work to ensure that TWGs link with the Global Symposium in thefollowingways:

a. FacilitateTWGengagementinasymposium/programplanningprocesses

b. Will facilitate establishing TWG track or designated TWG session(s), organizing aTWGboothinthemarketplaceandbuildinTWGmeetingtimeintothesymposiumagenda

c. Communicate the role of the TWGs as ‘go-to’ place, coordinating work in therespectivethematicarea/s.

TWGcoordination/generalsupportareas

29. The HSG Secretariat will organize quarterly or semi/annual calls with individual TWGs tounderstandtheirneeds,planforTWGoutputsandforareaswheretheSecretariat’ssupportisrequired.TheobjectivesofthequarterlycallswithindividualTWGsare:

a) Review/discussquarterlyplansofindividualTWGandagreeonplannedoutputs

b) PlanforandagreeonthesecretariatsupportforTWGthatneedstobeprovidedduringaquarter

c) Discussanyoutstanding/urgentissuerelatedtoTWGwork

30. OrganizeTWGannualmeetingsduringthesymposium

31. UseHSGweb-siteundertakingonlinesurveyamongTWGandHSGmembersandHSGweb-sitevisitorsonaspecificsetofquestionsrelatedtoaTWG’swork

32. UseHSGwebsiteTWGspecificpagestosolicit/acceptcommentssubmittedbymembers

33. In order to receive such services TWGs shall developquarterly plans and identify the kindofsupport theymay request from theHSG secretariat. These plans should be submitted to theHSGSecretariatandalsodiscussedduringthequarterlycallstobeabletoplanandpreparedforfurtheraction.ThisprocesswillallowtheSecretariattobemoreresponsivetowardsemergingneedsoftheTWGs.IncaseofadhocrequestsfromTWGs,atleast3weeks’advancenoticetoHSGsecretariatisrequired.

VII. TWGFunding

34. TWGsareexpectedtobe largelyself-financingthroughcontributions(in-kindandfinancial)ofinstitutionalemployersofTWGmembersaswellasbyTWG-ledfundraisingefforts.TWGsarenotexpectedtorequiresubstantialfundingsothesecontributionsareexpectedtobemodest.TheHSGSecretariat,wherepossible,mayalsobeable todirect TWGs to funding sources for

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specificactivitiesand/orraisefundinginclosecooperation/coordinationwithTWG(s)insupportofHSG/TWGprogram.

35. When circumstances permit andwhenHSGBoard and/or Secretariat raises donor funding tosupportTWGwork,TWGsmaybeofferedadditionalfinancialsupport,whichmaybeearmarked(attherequestofafunder)forpre-agreedoutputs.

36. TWGs can seek seed funding from the Secretariat or from other sources for facilitatingcollaborative/jointactivitiesbetweenestablishedTWGs.

37. WhenseekingdonororHSGfundingthefollowingguidelinesapply:

a) No TWG should never Acceptance of funds for TWG/HSG activity into an individual TWGmember’saccountisstrictlyforbidden;

b) All funds for TWG must flow through established and bona fide organizations (e.g.universities,consultingfirms,researchinstitutes).

38. TWGshavetheoptionofchanneling fundingthroughHealthSystemsGlobalandshould liaisewith theSecretariat if theywish todoso. If fundsarechanneledthroughtheHSGsecretariat15%overheadchargestocoverthesecretariatcostswillapply.

VIII. TWGIdentityPrinciples

39. AllTWGsshouldfollowandmaintainHSGbrandingandidentityprinciplesandguidelines.TWGsshouldusevisibleelementsoftheHSGbrand(color,design,logotype,name,andsymbol)thattogether identifyanddistinguish theHSGbrand.Alldocuments thataredevelopedaspartoftheHSGTWGactivitiesshouldcontaintheHSGlogoandnameoftheTWG.

IX. TWGEvaluationprinciples(process,frequency,criteriaetc.)

40. TWGevaluationwill be a transparent process organized annually or biennially, dependingontheBoarddecision.ThepurposeofthisevaluationistodocumentmajorachievementsofTWGsandidentifychallengesfacedbytheTWGs.

a) TWGoutputswillbeplannedduringannualandquarterlyplanningprocesses;

b) The TWG activity dashboard (see Annex 5 for TWG Activity dashboard template) will beinformed by the information presented in TWGs’ annual reports that will includequantitativeandqualitativeinformation(seeAnnex2forTWGAnnualReportingTemplate).

c) BasedonTWGannual reports, theHSGSecretariatwillpopulate theTWGdashboardthatwillbereviewedbytheBoard.

d) TheTWGActivityDashboardwillbeplacedinHSG’sclosedgroupandbecomeaccessibletoallTWGsleads.

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X. NewTWGApplicationProcedures/Criteria

41. New TWG proposals should be submitted to the HSG Secretariat at:HSG_secretariat@curatio.com.TheSecretariatwillreviewthesubmissionandpreparematerialsfortheBoard’sconsideration.

42. Proposalsshouldconsistofa1-3-pageexpressionofinterestandmustincludethefollowing:

a) Nameoftheproposedgroup

b) Clarificationoftheconcept/topic/areaproposedfortheTGWwork

c) Detailedscopeofthegroup’sfocusarea

d) Groupobjectives

e) Proposedactivitiesincl.examples

f) Contact information of leaders and members of the group (name, affiliation, email,

telephone)

43. New requests for establishing TWGs will be announced and reviewed by the HSG Board,collectivelyratherthanindividually.

44. Criteriaofevaluationwillincludethefollowing:

a) Leadership of the proposed TWG has prominent standing in the proposed field and thegroup size is adequate (at least 30members) to assure at least two cycles of leadershiptransitionswithinTWGgovernancestructure

b) Thefocus/themeoftheproposalisstronglyalignedwithHSGstrategicprioritiesandthereisnooverlapwiththefocusarea/workbeingundertakenbyotherTWGs

c) TWGfocus/themefillsinthewellidentifiedgapnotaddressedbyexisting/functioningTWGsandgapanalysis/justificationiswellpresentedintheapplication

d) TheproposalisclearonhowtheTWGwillcontributetoHSG’sstrategicobjectivesandhelpachieveHSGitsmission

e) TheproposalclearlypresentsthecaseassuringsustainableoperationofaTWGatleastforthenext3-4years

XI. TWGSunsettingreasonsortriggers

45. ATWGcanbeclosedinthecourseofitsfunctioning.ThefollowingcircumstancesarethebasisforaTWGsunset:

InternalTWGFactors

46. TWGleadershipisnolongerabletodedicateandcommittotheworkoftheTWG(duetolackoftime,lackofenthusiasm,andlackofresourcesbothhumanandfinancial)andtheTWGisnotinapositiontoidentifyandelectnewleadership.

47. TWGrunsoutofvolunteerenergyandcannotbeasactiveasoriginallyplanned(e.g.plannedoutputscannotbeproduced,leadershipand/ormemberengagementisverylow)

48. MergewithanotherTWG(incasesuchneediswarranted)

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49. TWGsuccessfullyaccomplisheditspurpose/objective

Note:HSG Secretariatwill be engagedwith a TWG in case if such issue/need emerges andworktowardsanacceptablescenarioforparticularcase

HSGBoardDecision

50. TheHSGboardcanmakethedecisiontocloseaparticularTWG.Reasonscan includebutnotlimitedtothefollowing:

a) TWG report and TWG dashboard revealing low or no contribution of the TWG to HSGprioritiesoverpastyear(s)

b) ThevisibilitythatTWGworkislargelyservingonlyTWGleadersanddoesnotprovidespaceforbroadermembershipengagement

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Annex1:TWGAnnualPlanningTemplateNote:Annualcyclereferstocalendaryear(Jan-Dec)TWGName:

PlanforYear:

Author(Name,Lastname,Position):

Plansubmissiondate(day/month/year):

1. AnnualPlan(Note:foreachquestion,pleaseasmanyrows/spacesasrequired)# TWGobjective

(asdefinedinyourTWGproposal)

Descriptionofactivitiesplannedforthegivenquarter

Maindeliverables/outputs

Towhichstrategicobjective/strategicactionunderHSG’sStrategyFrameworkfor2016-2020doesthisactivitycontribute?

Whatsupportwouldyouneed/expectfromHSGSecretariattofulfilthisactivity?

Q1 e.g.surveyaimedatexploringavailableHSPRcoursesinHICs

e.g.Teachingmaterial/onlinedatabase

1

2

3

4

5

12

…

Q2

1

2

3

4

5

…

Q3

1

2

3

4

5

…

13

Q4

1

2

3

4

5

…

IndicativelistofKeyTWGactivities:• FacilitatingactiveandengageddialoguewithinTWGusingweb-basedandsocialmediaplatformsorotherformats/meansof

engagement• Hostingwebinarsonvarioustopics:

o Fordisseminationhealthsystemsresearchmethods,includingmethodsforknowledgetranslationo Forcapacity-buildingfortheconduct,translationandutilizationofhealthsystemsresearch

• Participatinginorganizationofthebiennialsymposiumonhealthsystemsresearchandcontributingtoitsthemeandcontent• Preparingandissuingpolicybriefs,publishingeditorialsandcommentariesandotherdocumentationthatpromotesthefieldofhealth

systemsresearch• Developingarepositoryofresearchmethodsandtools,knowledgetranslationtools,trainingmaterials,etc.relativetoTWG’swork

area• Conductingneedsassessmentintheirfieldandadvocatingforthefield

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Annex2:TWGAnnualReportingTemplateNote:Annualcyclereferstocalendaryear(Jan-Dec)TWGName:Reportingperiod(from-to):Author(Name,Lastname,Position):Reportsubmissiondate(day/month/year):Thisreportingtemplateisintendedtobeusedonanannualbasis.ThetemplateincludesbasicindicatorsonTWGfunctioningandopen-endedquestionstoelicitqualitativeresponsesonTWGsuccessandchallenges.1. Quantitativereporting

Indicator Unit Results Comment#ofTWGmembers(includingboth,membersandnon-membersofHSG,engagedinTWGLinkedInGroups)asofDecember31/reportingyear

Number

#TWGvirtualorin-personmeetingsduringareportingyear

Number

#ofwebinarsconductedduringareportingyear

Number

#ofblogspublishedduringareportingyear

Number

#oftwitterchatsorganizedandhostedduringareportingyear

Number

#ofopinionpieces(policybriefs,commentaries,editorials)sharedthroughHSGwebsite,HSGmonthlyupdateNewsletter,Journalsand/orNewspapersduringareportingyear

Number

TWGleadershipiscompliantwiththeHSGpolicy(adheredtoleadershiptermsestablishedbyTWGandHSGmembershipobligation)

Y/N

#ofTWGmemberscontributedtopre-Symposiumplanningandprogramdevelopmentthroughcuratingsub-theme(s)and/orcontributingtoabstractreview

Number

TWGorganizedsessionatthesymposiumisconducted

Y/N

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2. Qualitativereporting

a. WhatwerethemainactivitiescarriedoutduringtheyearbyyourTWG?Please listallactivitiesandrefertotheannualplans.

b. TowhatextentweretheobjectivesofyourTWGachieved?Pleaseexplain.

c. What do you consider your TWG’s most important accomplishments during the

reportingyear(listachievementsaccordingtothepriorityorder)?

d. To which strategic objectives/priorities of Health Systems Global did your TWGcontributeandhow?(Pleaseexplain)

e. What are the main factors that facilitate the achievement of the objectives of your

TWG?

f. WhatwerethemainchallengesduringthereportingyearexperiencedbyyourTWG?

g. Which of the planned activities were not accomplished and why? What can theSecretariatdotohelpaddresstheseissues?

h. HowwouldyouevaluatetheeffectivenessoftheHSGSecretariatintermsofprovidingtimelyandneededsupporttoyourTWG?PleaseprovideexamplesofeffectivesupportyoureceivedfromHSGsecretariat;andsuggestareaswheresupportcouldbeimproved(please explain and provide any suggestions you may have to improve Secretariat’sperformance)

i. Arethereanyotherissuesyouwouldliketocommunicatethatwerenotcoveredunder

previousquestions?

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Annex3:GuidanceinTWGGovernance

1. JobdescriptionsRolesandresponsibilitiesforleadershippositionsTWGshavetheflexibilitytodeterminetheirownleadershipstructure.HSGsuggestsasastartingpointthatTWGsconsiderathree-memberleadershipteam,eachwiththefollowingcoreresponsibilities.

A. Chair• ChairTWGmeeting• AssurediversityandengagementacrossTWGmembership• Leadthedevelopmentofanannualworkplan• LeadtheplanningandimplementationofTWGactivities• MonitortheimplementationofTWGactivities• ServeastheprimarypointofcontactwiththeHSGSecretariat• ServeasthepublicfaceoftheTWGtoexternalaudiences• IdentifyfundingneedsandinclosecooperationwiththeSecretariatdevelop

strategiesforfundraising• Participateinquarterlycheck-inwiththeHSGSecretariat• SubmitannualreportstotheSecretariat• AssuretheTWGpageontheHSGwebsiteisupdated• DevelopandimplementaninternalcommunicationsstrategyforTWGmembers• LookforopportunitiesforcrossTWGcollaboration

B. Vice-Chair

• Serveasthechairinthechair’sabsence• AssisttheChairincarryingoutthechairsresponsibilities

C. Coordinator

• Organizecalls/meetings(identifiesconvenientdates/timesforthecalls/meetings)• TakeminutesatTWGmeetings(forTWG’svirtualbusinessmeetingsandquarterly

callswithHSGSecretariat)anddistributetoHSGandTWGmembers• MaintainanupdatedmailinglistofTWG• Overseeimplementationofinternalcommunicationsstrategy• ImplementprocessforselectingTWGleadership

QualificationsofaTWGChairandViceChair

• ProfessionalinterestandgoodstandinginthesubjectmatterfocusoftheTWG

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• Commitmenttoserveafulltwo-yearterm• Willingnesstospend/donatethetimerequired• Supportfromemployerstoplaytheleadershiprole• Englishlanguagefluency• Spokenandwrittencommunicationskills• Knowledgeofotherorganizationsinvolvedinthetopic

Note:TheaboveresponsibilitiesareillustrativeandeachTWGhastheflexibilitytoaddtothelistandtodistributethemacrosstheleadershippositions.2. SelectingTWGleadership(includingTWGcoordinators)HSGhasseveralcorerequirementsforTWGleadershippositions.Theserequirementsinclude:

• AllTWGleadershippositionsmustbeHSGmembersandpreferablyChairandViceChairshouldberepresentativesofdifferentWHOregionstoassurediversity;

• Termsarefortwoyearsrenewableandcouldbenonconsecutive.• Leaderscanserveamaximumofthreetermsorsixyearsinthesameposition.So,for

example,anindividualcanservethreetermsasvicechairandthreetermsaschair.• RotationofTWGleadershipaftertermexpirationisnecessarytoaffordequal

opportunitiestorepresentativesfromdifferentgeographies,gendersandHIC/LMIC• Theprocessforelectingmembersmustbetransparentandallowformemberstovote.

A. Processesforidentifyingcandidates

• Threemonthspriortotheendofthetermsofcurrentleadership,theChairwill

informallTWGmembersthatelectionswilltakeplace.• TheChairwillcirculatethejobdescriptionsfortheleadershippositionstoallTWG

membersalongwiththequalifications.• Potentialcandidates,whohavetobeHSGpayingmembers,willbeencouragedto

speakwithcurrentTWGleadersandmemberstolearnmoreaboutwhatthepositionentails.Thisisintendedtohelpcandidatesmakeaninformeddecisionaboutrunningforoneoftheleadershippositions.

• TWGmemberscanencourageotherstorunfortheleadershippositions.• Onemonthpriortotheelection,memberswillbeaskedtodeclaretheir

candidatures.Thisdeclarationconsistsoftwoparts:- Submittingbriefbio,maximum100words,whichwillbeusedontheHSG

websiteifthecandidateiselected- SubmittingCurrentCV- One-pagestatementonwhythecandidatewouldlikethispositionandif

electedwhatheorshewouldfocuson.

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B. Votingprocedures

• TheChairwillsendoutalistofcandidatesforeachposition.• Memberswillbeaskedtovoteforonecandidateforeachposition.AllTWG

membersareeligibletovote.• EachTWGwilldeviseavotingprocess.Optionsincludeelectronicballotsthatdonot

indicatewhocastthevote.• ThevotingsystemwillbesetupbytheHSGsecretariatandcirculatedamongthe

peopleentitledtovote• Ifnocandidatereceivesamajorityofvotescast,thetoptwowillparticipateina

runoffelection,thusensuringthatthewinningcandidateissupportedbymorethan50%ofmembers.

• TheChairwillappointatwo-personcommitteetoimplementtheprocessandcountthevoteswiththesupportprovidedfromtheSecretariat.

• TheChairwillannouncetheresultsoftheelection.3. Successionplanning

• TWGleadersareencouragedtothinkaboutsuccessionplanningsoonaftertheyare

elected.• TWGsshouldaskmemberstoexpressinterestineventuallyservinginaleadership

position.• TheTWGleadershipshouldmakeafocusedefforttocreateopportunitiesto

demonstrateinterestandcapacityinleadership.Theseopportunitiesincludeservingaschairsofsub-groups(someTWGshaveasub-groupstructure),headingataskforceonaspecificissue,andtakingtheleadonanactivityintheTWGworkplan.

• TheseleadershipexperienceswillresultinincreasedexposuretootherTWGcolleaguesanddeepenfamiliarityandunderstandingofhowtheTWGoperates.

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Annex4:GuidelinesforFreeHSGMembershipsEachTWGhasuptofivefreeHSGmembershipsperyeartooffertoTWGmembersfromlowandmiddleincomecountries.WhileTWGshavetheflexibilitytodeveloptheirownpoliciestoawardthesefreememberships,thisdocumentprovidesasamplepolicythatTWGscanadoptoradapt.

1. Criteria

a) Mustbeacitizenandresidentofalowormiddleincomecountryb) MustbeanactivememberofTWGoverthepastsixmonths,whichisreflectedthrough

her/hisengagementinTWGsocialmediachannels,inpostingsonTWG/HSGblog,andincontributingtoTWGorganizedevents,etc.

c) Musthavedemonstratedinterestandinvolvementinhealthsystemsstrengthening

2. ApplicationProcess

a) TheprocessmustbetransparentandopentoalleligibleTWGmembers.b) TWGswillannouncetheawardoffivefreemembershipsinacommunicationsenttoall

TWGmembers.Theannouncementwillconsistofthecriteriaandapplicationprocess.c) Theapplicationshouldconsistofthefollowinginformation

- Name- Organization- Roleintheorganization- Numberofyearsofexperience- 250-wordstatementinEnglishthatexplainshowIwillbenefitfrommembership

inHSG,howmyorganizationwillbenefit,andwhatIwillbringtoHSG

3. Selectionprocessa) TheTWGChairwillappointathree-personcommitteetoreviewtheapplications.

Applicationsnotmeetingthebasiccriteriaabovewillnotbeconsideredb) Thecommitteewillestablishapointsystemforscoringthe250-wordstatementsofall

thosewhomeetthebasiccriteria.Anillustrativepointsystemmightbe:

Qualityofwrittenstatement 25pointsBenefitstotheindividual 25pointsBenefitstotheTWGtheindividualbelongsto

25points

ContributiontoHSG 25points

c) Thecommitteewillaveragethescoresandrankorderthefivehighest.d) TheTWGChairwillinformthoseselectedandtheHSGSecretariat