ESC WGs & CouncilsInduction Meeting EHH, 5 March 2014

Chairmanship handover: key messages

G. Derumeaux, VP WGs & Councils

European Society of Cardiology

• 1950: ESC founded by 14 National Cardiac Societies

• 1952: First European Congress of Cardiology held in London

• Since 1985: Centralised administration and Congress organisation

• 1992: European Heart House (EHH) built as official headquarters

• 2014: 146 employees (permanent staff – 31 January 2014)

ESC Constituent Bodies(84,000+ members)

4 Councils

56 National Cardiac Societies & 38 Affiliated Cardiac Societies

6 Associations

ESC family: to reduce the burden of cardiovascular disease in Europe

16 Working Groups

ESC Constituent Bodies - What is the difference?

European Heart House structure

General Management

HR

Welcome Desk

General Services

Infrastructure

Solution & Events

Development & Integration

Finance

Accounting

Finance Control

Procurement Office

Guidelines

GuidelinesJournals / Book

Publishing

Education in Cardiology

(Professional standards)

Surveys/Registries

ESC Congress

Associations / WG congresses

Meetings in-house / Outside clients

Associations

Working Groups

Councils

NCS & Fellows

CRT

EU Affairs

International Affairs

Scientific Affairs

Congresses & Meetings

Specialty Centre

Advocacy and Representation

Web/Communications/Press

ITFinance &

AdministrationHuman Resources

Communications

General Management

MarketingMarketing/

Customer Services

Jenny PenaWGs Officer

ESC

EHH

ESC

BOARD

2012-2014

Carlo Di Mario & Piotr PonikowskiESC Councillors

Genevieve A. DerumeauxESC VP for WGs and Councils

Sophie SquartaESC Specialty Centre Director

Corine GomezWGs

Coordinator

Susan Del GaisoCouncils

Coordinator

Monique VarletCouncils Officer

Specialty Centre

Support we can provide

WGs & Councils scientific duties within ESC

• ESC Congress programme

• ESC Guidelines

• Journals, textbooks & position papers

• Educational course, certification & online learning

Contribution to the ESC Congress programmePre-arranged sessions

What is a pre-arranged session?

• A session made up of invited lectures reviewed and selected by the Congress Programme Committee (CPC) during the CPC meeting in November

• Sessions are submitted by WGs / Councils / Associations of the ESC • Each entity can submit up to 15 sessions• Entire sessions are submitted, NO Abstracts – Slides only

Timelines for submission:

SCOPE 1 starts SCOPE 1 ends

MUST ATTEND

SCOPE 2

Participation to the ESC Congress programme Abstract sessions

What is an abstract session?

• A session made up of abstract presentations reviewed and selected by the Congress Programme Committee (CPC) during the CPC meeting in April

• Abstracts sent by individuals/teams • Sessions are created by the topic group coordinators of the CPC.

Timelines for abstract selection

Participation to the production of ESC Clinical Practice Guidelines

Goals & Team Definition (3 months)CPG Chair decides on guideline topics (core syllabus*), publication schedule and title definition

based on proposition received from ESC Board, WGs, NS and other sources).

CPG Chair creates Task forces (TF) on the subject (one TF per Guideline**),elects TF Chairperson & suggests list of TF Members to TF Chairperson (about 20pax).

If topic relevant to WG expertise: CALL for 1 WRITER, sent to Chairperson & Vice-Chairperson .The CPG might have identified experts already.

No self-nomination is allowed.A WG can propose experts if they think contribution is relevant to a guideline.

Approval of TF Member lists by CPG Chair.

Official invitation for TF Members by ESC/CPG Chair for elaboration of the specific guidelines.+ Declaration of interest

+ Confidentiality form+ Commitment for 2 years involvement.

* all topics covered except “rehabilitation “.** currently 17 guidelines in parallel

Document Elaboration (12-18 months)TF package for guidelines development (with writing rules)

is sent to each TF Chairperson and Member

Document elaboration (through meetings, e-mails, teleconferences, web-boards)9-12 months for Expert Consensus Document (ECD)

12-18 months for full Guideline & Executive summary

Chairperson sends draft of documents to CPG

CPG, external reviewers and NS (in case of major guidelines) read and comment on documentCall for 1 reviewer is sent to WG

A writer cannot be a reviewer

Reviewer’s comments integrated into document and final draft produced

Final draft official approval by CPG

Participation to the production of ESC Clinical Practice Guidelines

Publication (2-3 months)Final approved draft sent to Editor-in-Chief of

the European Heart Journal

Guidelines published by the European Heart Journal

Guidelines sent to National Societies of Cardiology for official endorsement

Beginning of implementation programme i.e: implementation meeting, pocket guidelines, CD-ROMs, Posters...

Acknowledgement of both Constituent Bodies & individuals participating to the Task Force on front page of

guidelines

Participation to the production of ESC Clinical Practice Guidelines

ESC Clinical Practice Guidelines, ESC Journals and Scientific products

WGs & Councils Textbooks

A textbook can be initiated by a Working Group or CouncilIt is a 2 to 3-year project.

Added-Value• Scientific contribution to the field community• Visibility & recognition for WG or Council• Small revenue generation for WG or Council

IMPORTANT:• To ensure best and complete ESC support: any textbook

proposal shall be first approved by the ESC Board

• To guarantee best ROI for WG or Council, a RFP is created and held with ESC referenced publishers and others

Scientific papers submission process

Aims• Avoid overlap / conflict with ESC Guidelines• Improve support from EHH• Fast track for publication in the EHJ

Process• Detailed application form (title, table of content, authors,

summary, motivation, targeted journal)• Validation by CPG Chair (check contradiction & overlap with

ESC Practice Guidelines)• Recommendation/advice by EHJ Editor-in-Chief (structure &

content / authors)• Final review by relevant CPG task force Chair -> maximise

chance of publication• Allocated ESC funds : 10K€/year for 1-2 scientific papers

Education in Cardiology

For all sub-specialty groups aiming at delivering their curricula, in other words:

• Define their area of expertise by publishing a syllabus and a curriculum

• Disseminate knowledge by producing educational resources

• Engage in a process of recognition of “Experts” in their area of expertise -> Certification Process

Education in cardiology

• Dedicated Certification / Education committee to:• Define Syllabus & Core Curriculum• Nominate an Official Representative to join the ESC Education

Committee• Plan production of education resources mapped out on

Curriculum• Appoint MCQ Writers -> production of MCQs for assessment and

CME purposes

• Education on-line (ESCeL) • Consolidate educational resources and harmonise certification

mechanisms• Content portal• Tracking platform for delivery of curricula (assessment of

knowledge, skills and attitudes as defined in respective curricula)

Educational Courses requirements & support

Requirements• Topic and objectives• Programme and Faculty• Targeted delegates• Duration and dates• Funding/potential sponsors

EHH support• Programme development and follow-Up with the course director• Invitations• Logistics organisation• Contact with sponsors depends on relationship (cardiologists can

contact them individually or ESC)• EBAC Accreditation (associated cost = 1K€)

Educational Courses budget

Assumptions for a successful EP• Maximum 10 Faculty (at least 2 presentations per

faculty member)• Minimum 60 delegates (for good ROI)• Balanced scientific programme: plenary sessions / interactive

workshops• Registration fees defined for 1 or 2 day course • Fixed management fees (10K€ < 100 participants < 15K€)• Budget defined by ESC

Sponsorship• Contract to be established• Model: about 10K€ per industry• Sponsor’s benefits

-> Profit goes to WG or Council account

Contribution to EORP

Community 2010 2011 2012 2013 2014 2015ACCA

     Acute Coronary Syndromes (ACS) Pilot ACS Long-Term

     

PULMONARY HYPERTENSION IN ADULTS with Congenital H Disease

EACPR   

EUROASPIRE IV EUROASPIRE IV (EACPR)*

EHRA   

ATRIAL FIBRILLATION GENERAL Pilot ATRIAL FIBRILLATION GENERALLong-Term

   CARDIOMYOPATHIES Pilot CARDIOMYOPATHIES Long-Term

   CHRONIC ISCHEMIC CVD Pilot CHRONIC ISCHEMIC CVD Long-Term

    PERIPARTUM CARDIOMYOPATIES (PPCM)EAPCI / EACVI / ACCA

WG on Valve Disease / WG on CV

Surgery  

TransCatheter Valve Treatment (TCVT) Pilot TCVT Long-Term

EHRA ATRIAL FIBRILLATION ABLATION Pilot ATRIAL FIBRILLATION ABLATION Long-Term

PREGNANCY & HEART DISEASE PREGNANCY AND CARDIAC DISEASE (ROPAC)

HFAHEART FAILURE

PilotHEART FAILURE Long-Term

+ PPCM

EHRA   

EUROPEAN LEAD EXTRACTION CONTROLLED (ELECTRa) Sponsored by EHRA

SENTINEL

PREVENTION

GENERAL

SPECIAL

Rules & procedures

• WGs Nucleus turnover & elections

• Councils turnover & elections

• Membership

• Finances (budget, funds, contracts, sponsorship)

• Meeting organisation and endorsement

• Nucleus / Board meetings & General Assemblies

• Annual report

• WGs & Councils rules

WGs Nucleus Turnover

Election of WG Vice-Chairperson: every two years

• Creation of Nominating Committee composed of Chairperson, Vice-Chairperson, the Past-Chairperson and two Nucleus Members (proposed and elected by the Nucleus)

• Up to three appropriate nominations proposed by the Nominating Committee & presented to the Nucleus of the WG for voting

• Vote organised at the occasion of a nucleus meeting if all Nucleus Members are present OR electronically

• Vice-Chairperson mandate is for two years (from Sept. 2014 until Sept. 2016)

• Once a Past-Chairperson steps down, he cannot be re-elected at a leading positions

WGs Nucleus Turnover

Election of Nucleus members

• Total number of Nucleus Members limited to 10 + 1 web editor

• 4 years mandate at the most unless elected Vice-Chairperson

• A call for candidate must be sent to ALL WG members, specifying recruiting criteria

• One cannot be a member of more than one Nucleus

• Candidates must be WG members to be eligible

• Vote organised by the ESC Specialty Centre to ensure democratic process

Councils turnover – Elections every 2 years

Cardiovascular Basic Science• Election of Vice-Chair, Secretary and Treasurer• Vote by the Council members (secret ballot)

Cardiology Practice• Election of Vice-Chair only (all other positions are appointed)• Vote by the Nucleus members (secret ballot)

Cardiovascular Nursing and Allied Professions• Election of Vice-Chair, Treasurer and Committee Chairs• Applicants accepted from entire CCNAP membership (1,400 members) • Decision made by CCNAP Board (no voting)

Proposals are validated and a list of eligible candidates prepared by the Nominating Committee of each Council

Positions are taken up at the meeting of the Council during the ESC Congress

Councils turnover of Nucleus/Board/Members

Cardiovascular Basic Science• Composed of officials and representatives of external and internal basic

science groups. • Only the nucleus positions are elected.

Cardiology Practice• Composed of officials and representatives of societies of cardiologists in

private practice. • No person can stay on the nucleus for more than 6 years.

Cardiovascular Nursing and Allied Professions• Board composed of officials and the Chairs of CCNAP Committees.• The total number of Board members is limited to 10.

The length of mandates varies according to the position.

Candidates must be Council members to be eligible.

WGs & Councils selection criteria for candidates

Call for candidacy specific criteria • Limited members from the same country or institution• Specific rules on balanced gender, geographical area, scientific

profile, expertise, interest & motivation, previous contribution to WG activities, etc...

Ex-Officio members

• Nominated with a specific task (2 years for WGs)

• cannot vote on any issue even if it is related to the topic under her/his responsibility

• can re-enter the nucleus if elected by ordinary members through democratic process

No one can be re-elected at the same leading positions (after 4 years for WGs)

WGs & Councils turnover key points

• Importance of respecting ESC rules

• Importance of delegating tasks to next Vice-Chairperson to ensure smooth turnover in 2 years time

• WG/Council representatives in ESC committees and task forces must report to their WG/Council on progress

• Importance to keep ESC Specialty Centre aware of activities both current and future otherwise no visibility of your activities both in and out of the ESC

• WG/Council diverse activities coordinated by the ESC Specialty Centre: your main point of contact for all your activities

WGs & Councils membership benefits

Exclusive “corporate” benefits

• Exchange knowledge with your peers and enhance your professional career

• Participate in the election of the WGs or Councils Nucleus

• Be eligible to stand for WGs or Councils Nucleus positions

• Receive regular newsletters or email alerts

• Get Automatic ESC membership

• Free copy of each new pocket guideline (at ESC Congress)

Discounts or preferred rates

• Reduced fee to the specific meetings, congresses and courses

• Reduced fee to ESC Publications & Textbooks

• Access to the on-line scientific materials

Membership is free of charge

Finances rules - Contracts

• ESC liability is engaged for any commitment made by ESC WGs / Councils WG / Council Chairperson to guarantee transparency and legal oversight towards the ESC

• WG/Council budgets & bank accounts managed by the ESC

• Contracts must ALWAYS be established with 3rd party suppliers before launching any initiative and be reviewed and approved by EHH Management & signed by ESC CEO

• WG / Council meeting organisation- Inform first ESC Specialty Centre (TVA, insurance, legal...)- EHH support can be provided - Preliminary budget & post-meeting balance sheet provided to ESC- Any profit goes to the ESC WG / Council account

• Benchmarking of services and costs for events and projects made by ESC events & Procurement Office

Financial rules – industry sponsorship & donation

• Sponsorship preferred option for industry due to new regulations

- Direct benefit provided (mention of logo, free invitations, free session presentation, free space for booth…)

- Contract to be established & invoice issued by the ESC- General activity: contracts/invoices must be issued by the ESC- Meeting organisation sub-contracted to a PCO, contracts/invoices can be issued

by the PCO

• Unrestricted Grant (or donation)

- No direct benefit granted to industry- Contract not mandatory & no invoice established - A donation letter mentioning allocated amount, purpose of the

donation and agreement that no benefit is being granted in consideration for this amount to be issued by ESC Specialty Centre (no limitation)

- A receipt can be issued- WG / Council can donate up to 5K€ (max)

Financial rules - ESC funding

For WGs Extra Nucleus/Board Meetings & scientific documents meetings (fixed budgets for ESC Councils)

•One request per meeting via dedicated application form (1 or 2 meetings/fiscal year)

•One WG cannot benefit from the funds not used by others

•Duration: full working day or two half days

•Reimbursement made upon original receipts of expenses claim individual request

•If meeting organisation sub-contracted, invoice to be sent to ESC (deposit possible once contract issued)

•Detailed minutes including attendees list to be conserved by the ESC Specialty Centre

Non-ESC meeting endorsement process

• WG or Council to review and endorse scientific programme and related products (CD-Rom, Journal, Promotional items…)

• A written endorsement request must be provided by the Chairperson to the VP for WGs & Councils for ESC Board validation

• WG or Council logo may be inserted in meeting website (+ reverse link) and printed version of the programme

• Official acknowledgement to state in English, ‘Scientific Programme endorsed by’ followed by WG or Council logo

• WG or Councils flyers inserted into delegates bags

• Promotion by speaker (if WG or Council member) and during intersession slide show if applicable

• Meeting feedback to be sent to ESC Specialty Centre

Nucleus /Board Meeting - General Assemblies - Annual Reports

• A Nucleus / Board meeting and a General Assembly (GA) are expected to be held during the ESC Congress each year (only CCNAP & CCP for Councils)

• Another GA can be held during WG / Council annual meetings as the audience is better targeted

• To be presented at GA:• Status on WG / Council achievements• WG / Council future objectives• Financial report• Membership report

• Annual report for ESC Board to be issued• After the congress during odd years (September)• Before the congress during even years (July)

• Allocated ESC funds for WGs Nucleus meeting: 10k€ / year

Online ESC Rules & Regulations for WGs

Online ESC Rules & Regulations for Councils

• Council on Basic Cardiovascular Science http://www.escardio.org/communities/councils/CBCS/about/Pages/Rules-and-Regulations.aspx

• Council for Cardiology Practicehttp://www.escardio.org/communities/councils/ccp/about/Pages/Rules.aspx

• Council on Cardiovascular Nursing and Allied Professionshttp://www.escardio.org/communities/councils/CCNAP/about/structure/Pages/rules-regulations.aspx

Communications & networking

• WGs & Councils e-newsletters

• Stands

• WGs & Councils websites

• Cross-collaboration

• Merging process with Associations

WGs e-Newsletters - 4 areas of expertise

February, June, October

Atherosclerosis & Vascular Biology Cardiac Cellular ElectrophysiologyCellular Biology of the HeartCoronary Pathophysiology & MicrocirculationDevelopment, Anatomy & PathologyMyocardial FunctionThrombosis

April, August, December

Grown-up Congenital Heart DiseaseHypertension and the Heart Myocardial and Pericardial Diseases Peripheral Circulation Pulmonary Circulation & Right Ventricular FunctionValvular Heart Disease

January, May, September

e-Cardiology

March, July, November

Cardiovascular Surgery

Cardiovascular Pharmacology & Drug Therapy

Preferred content for WG

Newsletters: Science!

Your involvement is essential: send

us scientific article to be published on

your web pages (Comments, interviews,

cases...)

Council e-Newsletters

Cardiology Practice• 4 per year• Based on highlights of

recent ESC Guidelines

CCNAP• 4 per year• Opportunities for CCNAP members

New in May 2014• The first newsletter for young basic scientists from the

Scientists of Tomorrow

Stands: ESC Congress, EuroHeartCare, FCVB

@ ESC Congress:• A dedicated area on the ESC Stand for

professionals represented in Councils (nurses and allied professions, cardiologists in private practice, basic scientists) and WGs.

• 2013: the Scientists of Tomorrow participated in the new Young Community Corner.

@ EuroHeartCare & FCVB A CCNAP / CBCS stand displaying the ESC and the Councils’

promotional material. Manned by dedicated Council staff.

Cross-collaboration between ESC Constituent Bodies

Some Working Groups & Councils collaborate with ESC Associations on various projects and initiatives

WG on ThrombosisWG on Valvular Heart DiseaseWG on Cardiovascular Surgery

WG on ThrombosisWG on Peripheral CirculationWG on Hypertension & the HeartWG on Atherosclerosis & Vascular BiologyCouncil on Cardiovascular Nursing & Allied Professions

WG on Cardiac Cellular ElectrophysiologyWG on e-CardiologyCouncil on Cardiovascular Nursing & Allied ProfessionsCouncil for Cardiology Practice

WG on Valvular Heart Disease WG on e-Cardiology

WG on Hypertension & the Heart

WG on Myocardial FunctionCouncil on Cardiovascular Nursing & Allied ProfessionsCouncil on Basic Cardiovascular ScienceCouncil for Cardiology Practice

Merging process with ESC Associations or creation of new internal Constituent Body

• Official merging or creation request sent by WG/Council Chairperson to ESC Secretary/Treasurer before end of January of each year

• Request for dissolution of WG or Council

• Request submitted to ESC Management Group & Board for approval

• Request put on ESC General Assembly agenda

• Vote at ESC General Assembly at ESC Congress

www.escardio.org/workinggroups

www.escardio.org/councils

Welcome packages

Consult your WG or Council Information Brochure or Welcome Package