A. (UP TO 2011)
a) Organization of EAACI Congresses
The organization of EAACI Congresses up to and including 2011 is assigned by the EAACI Executive Committee (ExCom) to a National Member Society of EAACI. All congresses until 2011 have already been assigned. In the event of any event, political or otherwise, that may result in a city/country/venue to be viewed as inappropriate, the EAACI Executive Committee may change both country and venue for any of these congresses, or may cancel the congress. Any such decision shall be made by the EAACI Executive Committee.
The organization of any EAACI Congress is regulated by a contract between EAACI and the national society, who together nominate a LOC, approved by the EAACI Executive Committee.
The LOC proposes the place and date of the congress but these are subject to approval by the EAACI ExCom. The responsibilities of the LOC are laid out below The LOC is aided and advised in its work by the EAACI Scientific Programme Committee. The work of the LOC will be regulated by a contract between EAACI and and the National Society (societies).
b) Denomination, Venue, Languages
The denomination of the congress must be worded as follows: EAACI "YEAR" Congress.
On the letter-head paper, circulars and programs, the official emblem of EAACI must be used with the exclusion of all others, together with a unique emblem of the congress, which will need to be approved by the EAACI Executive Committee. No emblem of another organization should be used.
The congress facilities should have a minimum capacity of 7,000 participants. 8 - 12 large to medium-sized rooms should be available for scientific sessions. Small rooms for committee meetings, secretariat and hospitality suites should be conveniently located.
An area for a commercial exhibition, allowing a minimum of 2,000m2 rentable space, should be available close to the congress facilities.
The official language of EAACI congresses is English.
B. CONGRESSES FROM 2012 ONWARDS
a) Assignment of EAACI Congresses
For 2012 and subsequent years, the location of EAACI Congresses will be assigned by the EAACI Executive Committee (ExCom). During its term of office, each ExCom shall be responsible for assigning two congresses, 5-6 years in advance. Any member of the ExCom may suggest a candidate city. Site visits to candidate cities shall be made by a site visit team led by the VP-congresses or his agreed deputy. The VP-congresses shall present the information obtained at the site visit to the ExCom. This presentation should include a detailed and realistic description of the proposed Congress (venue, date, congress facilities, accommodation, transfers, financial plan).
b) Denomination, Venue, Languages
The denomination of the congress must be worded as follows: "European Academy of Allergy and Clinical Immunology Congress", followed by the year the meeting is held.
The host city should be easily accessible and have adequate hotel and transportation facilities.
The congress facilities should have a total minimum capacity of 7,000 participants. The main two halls should accommodate at least 3,500 and 1500 participants for the clinical and basic plenary sessions. In special cases, this may be extended by internal video transmission. Three additional halls should accommodate at least 500 persons each. In addition, 5 medium-sized (more than 200 seats) to 5 small-medium-sized rooms (50-200 seats) should be available for scientific sessions. 6-8 smaller (20-50 seats) rooms for committee meetings, secretariat and hospitality suites should be conveniently located.
An area for a commercial exhibition, allowing a minimum of 1,400 m2 rentable space, should be available close to the congress facilities. These figures should be revised periodically according to the size of future congresses.
The official language of EAACI congresses is English. All invitation materials and programs must be published in English. Satellite sessions in local language are permissible, but should not overlap or compete with the main programme.
c) EAACI Congress Committees
The EAACI Congress Committees have the ultimate responsibility for the development of congress and consists of two parts: Administrative Congress Committee (ACC) and the Scientific Programme Committee (SPC).
d) Scientific Programme Committee
The SPC consists of the SPC Co-ordinator, President, Secretary General, Vice President for Congresses, Past President, the secretaries of the EAACI sections, the chairman of the EAACI interest groups and the Local Organizing Committee (LOC) Chairman and secretary (or their nominated deputy) of each of four consecutive EAACI congresses (the current year's congress, the next congress which is being programmed and the following two congresses). In addition, two additional members of the LOC should be co-opted to the SPC in order to ensure an appropriate involvement of local and regional speakers. The Executive Director is an adjunct member of the SPC. The work of the SPC is organized and coordinated by the SPC Co-ordinator who also chairs the SPC. The SPC Co-ordinator is appointed by the Executive Committee for a term of two years, which may be preceded by a year acting as Assistant SPC Co-ordinator, in order to learn the duties of the SPC Co-ordinator role.
The SPC is responsible for:
1. Scientific aspects of the Congress
a. Collating proposals from the membership and the various scientific bodies within EAACI to form a scientific programme.
b. The receipt, selection and organization of the abstracts of posters and free communication
c. The editing and printing of a Second Announcement 8 months before the congress, and the Abstract CD and Book.
2. Programs and Publicity
a. The SPC is responsible for: Preparing the Second Announcement including Registration and Abstract forms with the help of professional congress organizer (PCO). The 2nd Announcement should also include the main subjects to be discussed and, if possible, the names of the invited speakers as well as the main social activities.
b. The Final Programme is prepared by a delegated subgroup of the SPC and PCO.
c. Interaction with the founder sponsors and other sponsors in terms of any request in programme related matters
d. Both the Second Announcement and Final Programme must be reviewed by the ACC prior to printing.
e. All programs must be published in English.
e) Administrative Congress Committee
The ACC is chaired by the Vice-President for Congresses, and consists of the EAACI Treasurer, EAACI Executive Director, one Executive Representative of Professional Congress Organizer, LOC chair and LOC secretary. The ACC will liaise with the Vice President Communication and Vice President Education for areas which are in their direct responsibility, such as matters that involve publicity, membership, communication, CME credits.
The ACC is responsible for:
1. approving the publicity material necessary for the success of the Congress (information to various medical journals, national institutions, etc.).
2. approving and distributing the Invitation Programme (Second Announcement) to all members of EAACI and to all members of EAACI National Member Societies, Affiliate Societies and co-operative Societies nine months before the congress.
3. overseeing the budget for the Congress and reporting on this to the ExCom.
4. approving the Final Programme prior to printing.
5. organizing the social events together with the LOC
6. interaction with the founder sponsors and other sponsors in terms of any request in non programme related matters.
7. The ACC will always involve the EAACI President in any matters that may reflect on the image of EAACI, or the relationship to Founder Sponsors.
f) General aspects of the Congress
The congress budget shall cover:
1. The costs for travel, "Flexible Economy Class" or equivalent, accommodation and registration of all elected and adjunct members of the ExCom, allowing them to participate in all business, scientific and social activities of the meeting. In addition, registration and accommodation of one accompanying person for each EAACI ExCom member should be covered by the congress budget.
2. The costs for travel Economy Class, accommodation and registration for all EAACI past-Presidents.
3. An adequate room with facilities including telecommunication, for the EAACI executive office and the EAACI BoO during the event ("Executive Room").
4. Facilities for meetings of the ExCom, General Assembly, other committees and scientific bodies of EAACI, in so far as these have been requested beforehand, including an ExCom meeting on the day before the start of the congress.
5. A hospitality suite or room for the EAACI President.
6. 10 free registrations to persons nominated by the EAACI President.
7. All costs (travel, flexible economy class or equivalent, accommodation, etc.) for the ACC at two planning meetings before the congress, and for the full SPC at one meeting approximately 15 months before the congress, as well as the costs for congress participation of respective committee members .
8. (At least 100) some travel grants for junior members.
9. Registration, economy travel and accommodation for maximum 10 LOC members
10. The benefits of speakers and chairpersons are decided for each congress by the ACC.
g) Professional Congress Organizer
EAACI may appoint a Professional Congress Organizer (PCO) to organize EAACI Congresses. Relationships between EAACI and PCOs are regulated by a contract approved by the ExCom. The PCO interacts with the ACC, SPC and LOC. The PCO shall provide the ExCom with six-monthly reports on the current status of the congress.
h) Local Organizing Committee
The EAACI ExCom shall appoint a LOC, which is appointed to ensure a close collaboration with local clinicians and relevant national societies, as well as to give appropriate input to the social and scientific programs. The LOC will work in close collaboration with the ACC and SPC. The LOC chair, secretary and two members are members of the SPC.- LOC chair and secretary are members of ACC. The LOC will consist of LOC Chair, a secretary and six additional members, who are all EAACI members and who have attended a number of EAACI congresses. Six of the LOC members should be from the country in which the congress is organized and two members of the LOC should be selected from neighbouring countries to represent the region.
The LOC will take lead responsibility for proposing a social programme for delegates and accompanying persons, intended to stimulate personal contacts between the participants of the meeting. The LOC will liaise with the PCO, EAACI President and ACC regarding the organization and financing of the Presidents' Dinner.
i) Congress Chair.
The Chair of the congress will be appointed by the Ex-com 3 years before the congress. The EAACI president and congress chair will together host the congress and welcome the participants with a priority of the EAACI president.
The registration fees are established by the ACC and should be approved by the ExCom. Members and affiliates of EAACI (names will be provided by the Executive Office) should be entitled to a reduction of the registration fee (currently 20%).
2. EAACI EDITORIAL ACTIVITIES
a. The editorial activities are coordinated by the EAACI Vice President for Communication & Membership who reports on these every year to the General Assembly.
b. A Communication Council, consisting of the editors’ of the EAACI journals and the website and appointed members of the Executive Committee, chaired by the Vice President for Communication & Membership, meets yearly during the annual Congress in order to discuss and design coordinated communication strategies.
c.“Allergy: The European Journal of Allergy and Clinical Immunology” and “Pediatric Allergy & Immunology” are the official journals of the European Academy, published and owned by Blackwell, London. Subscription to the journals is included in the annual membership fee. The relationship between EAACI and the publishing house of the journals is regulated by an agreement signed by the EAACI President on behalf of, and after approval by the EAACI Executive Committee.
d. In line with the current contract, the Publisher shall have responsibility for the editorial policy of the Journals and the maintenance of intellectual standards. To this end the Publisher will appoint one or more Editors-in-Chief to each Journal in agreement with the European Academy. For Pediatric Allergy and Immunology the appointment of Editor-in-Chief shall also be in agreement with the pediatric section of the European Academy. The Editor-in-Chief term will be four years with one possible renewal period. Associate editors are appointed by each Editor-in-Chief, who may consult with relevant bodies of EAACI in this process. The Editors-in-Chief shall give a written and verbal report to the EAACI Executive Committee once a year.
e. EAACI publishes a Newsletter aimed at informing members about all the activities of the Academy and providing relevant scientific and professional information. The Newsletter is circulated to all Members and Affiliates of the Academy.
f. The Newsletter is edited by one or more editors nominated by the EAACI Executive Committee. They hold office for two years and are re-eligible twice to the same post. The Editorial Board of the Newsletter is chaired by the Newsletter Editor and is formed by members representing the various bodies within EAACI, nominated by the Newsletter Editor and approved by the Executive Committee.
g. The EAACI website is run by a Website Committee and the Website Management Team.
h. The Website Committee includes a representative from each Section, Interest Group and other EAACI Groups and Committees. The Website Committee meets annually during the EAACI Congress, in order to evaluate the progress, address issues and make recommendations on further improvement of the site.
i. The Website Committee works closely with the Website Management Team, consisting of the Coordinating, the Scientific and the Public site Editors, who are appointed by the Executive Committee for a two year term, re-eligible twice. The Website Management Team organizes the timely and effective presentation of information on the site, verifies its communication content and effectively applies EAACI communication policies.
3. EAACI SECTIONSIn order to strengthen the impact of EAACI on the main clinical specialties where allergy and clinical immunology plays an important role, EAACI decided to form its Sections. Sections will co-ordinate and represent the activities of all EAACI members who have expressed and wish to join a Section and will act both as a focus and contact platform for specialty-relevant Societies or non-members.
a. A Section should represent an area of interest for EAACI such as Basic and Clinical Immunology, Dermatology, Paediatrics, Pneumology, ENT, etc.
b. The establishment of a section is approved by the General Assembly, following a proposal from the EAACI Executive Committee. At present EAACI has the following sections: Asthma, Basic and Clinical Immunology, Dermatology, ENT and Paediatrics.
c. The purpose of the Sections is to encourage membership of EAACI from relevant areas, to refer to European and national societies of relevant areas, to promote an understanding of the importance of allergy as well as basic and clinical immunology within those societies, to advise the ExCom on matters of policy within the relevant areas, to advise the SPC on the development of relevant programmes, to promote Europe-wide co-operation in scientific and clinical research in the relevant areas, and to suggest task forces, scientific sessions and educational programmes within their areas.
d. Any EAACI Member can propose to the ExCom that a Section is formed, but the decision to form a Section is taken by the General Assembly following the proposal of the EAACI Executive Committee.
e. Membership of a Section is restricted to EAACI Members. An EAACI member can join with voting rights only one Section.
f. A Section is governed by a Board, which has seven members including Chair, Secretary and JM representative. The past Chair may support the Section Board during meetings but has no voting rights as to the formation of a new Board. The maximal duration of the Board membership is 6 years for each specific section.
g. The Section Board elects a Section Chair from amongst the Board Members. After election by the Section Board the Chair of a Section Board is proposed to the General Assembly as a voting member of the EAACI Executive Committee. A Section Chair serves only one term (two years). The Chair of any new Section proposed by the ExCom between Congresses will be an adjunct member of the ExCom until a formal election is made by the General Assembly. If the Chair of the Section is unable to attend an Executive Committee meeting, the Section Board may nominate an alternative, but without voting rights.
h. The Section Board elects a Section Secretary from amongst the Board Members. The Secretary holds office for two years and may be re-elected once to the same post, subject to the limit of six years on the Board. The Secretary of a Section is ex officio a member of the EAACI Scientific Programme Committee to represent the interests of the Section by proposing sessions on behalf of the Section to the SPC. If the Section Secretary is unable to attend a Scientific Programme Committee meeting, the Section Board may nominate an alternative.
i. The Section Chair is responsible for managing, organising and leading the Section meetings and activities. The Secretary of the Section works closely with the Section Chair and supports the Section Chair to achieve the Section goals. To this end, the Section Secretary is responsible for the logistics (e.g. helps to organize locations for the Section meetings, or TCs, takes minutes, etc)
Both Section Chair and Secretary are expected to:
· Submit annual report and budget submission every September
· Contribute substantially to the Section’s activities and Task Forces
· Coordinate and encourage new Task Forces and projects to their Section Board
· Responsible for TF reports are delivered according the deadline
· Anticipate and train (Chair / Secretary) successors
· Organise abstract evaluations within the Section
· Initiate and participate in location process for Focused Meeting, Master Classes and Allergy Schools
j. Nomination of new candidates to the Section Board:
The nomination of the candidates to Section Board shall take place no later than two months prior to the annual congress and will be timely announced by the HQ by electronic post.
Any member of the Section is eligible to be nominated provided they are eligible and they have no COI or ethical issues; the nomination should be endorsed by two other members of the Section; nominees should provide detailed information of clinical & scientific background. Before proceeding to an election, nominations should be approved by the Election Committee* according to the specific SOP.
The CV and background information of candidates will be placed on the section website, and an e-mail sent to all members of the section will announce the opening of election process.
Voting will be done using the EAACI online voting system, with appropriate security.
The names of the successful candidates will be communicated to the section board and to all candidates once available, and then officially announced during the section business meeting at the annual congress.
k. The Section Board is elected by the Section members through electronic vote for the same period of 2 years and can be re-elected once in the same position.
No more than three of the Board members (including Secretary) can be re-elected for a second two-year period.
No person may remain as a Board member for a continuous period of more than 6 years (including periods as Board member, Secretary and Chair). Additional years, due to a decision to create a Section being taken at a Congress when the Executive Committee is not being elected, are not counted.
The JM representative is automatically included in the section board following the elections
l. Re-election of board members for a second term
Board members wishing to be re-elected for a second term do not have to be nominated again but have to be re-elected by the same election process as new candidates
m. If there is a European society with a field of interest overlapping with the Section, it may be appropriate to include as adjunct member in the Section Board for a representative nominated by that society. If so, the Section should have a representative on the Board or Executive Committee of the society in question. This agreement should be stipulated as a MoU with the respective society. The nomination should be approved by the Section board
n. Only 2 members from the same country are allowed in the Section Board.
o. Individual EAACI members can participate in business and scientific meetings of several Sections, but can only be members with voting rights or Board member of only one Section.
p. The Annual General Meeting of the Section Board should be held during the EAACI Congress. A suitable room will be offered at the cost of the congress. In between the annual EAACI congresses the Section Board members are expected to keep in communication by telephone/electronic means and should hold at least one additional Board Meeting (remote or in person) per calendar year.
q. The scientific activities of a Section should be channelled through the EAACI Science Committee. A Section can ask the Executive Committee to approve the establishment of a Task Force to work on a specific project for a given time. Each Section is encouraged to propose programmes for one or more Main Symposia at each EAACI Congress. The final decision on the congress programme rests with the EAACI Scientific Programme Committee which has the power to reject or modify the section’s proposal.
r. The EAACI Executive Committee should rely on the expertise of the Section in matters of interest to the Section.
s. The Section should rely on the EAACI Executive Committee for all matters of general interest to EAACI.
t. A budget should be granted to a Section for administrative expenses including mailing costs, telephone conferences and a Board meeting between EAACI annual congresses. A separate by-law (use of EAACI budgets) regulates how section budgets can be utilised
* Election Committee consists of the President, Past President, SG, one Section Chair and one MaL
4. EAACI INTEREST GROUPS
In order to strengthen the impact of EAACI on matters related to allergy and clinical immunology, EAACI decided to form Interest Groups (IG). IG will co-ordinate and represent the activities of all EAACI members who have expressed and wish to join an IG and will act both as a focus and contact platform on a specific area.
a. An IG should represent areas of interest within allergy and clinical immunology that is beyond the scope of any one of the already existing EAACI Sections. The establishment of an IG is approved by the General Assembly, following a proposal of the EAACI Executive Committee (ExCom).
b. Any EAACI Member can propose that an IG is formed, but the decision is taken by the General Assembly following the proposal of the EAACI ExCom.
c. Membership of an IG is restricted to EAACI Members. An EAACI member can join more than one IG.
d. An IG is governed by a Board, which has seven members including Chair, Secretary and JM representative.
e. The Chair and Secretary of an IG are elected by the IG Board and appointed after approval by the EAACI ExCom, for one term (two years) coinciding with that of EAACI Officers.
The official nomination of the IG Board officers (Chair and Secretary) shall take place during the IG business meeting during the Annual Congress.
f. The Chair and Secretary of an IG may be re-appointed for a second period to either post, but may not hold office continuously (in either post) for more than four years.
g. Nobody may be a Chair or Secretary of more than one IG. However, any EAACI member can participate in business and scientific meetings of several IG.
h. The IG Board is elected by the IG members through electronic vote for the same period of 2 years and can be re-elected once in the same position.
No more than three of the ordinary Board members can be re-elected for a second two-year period.
No person may remain as a Board member for a continuous period of more than 6 years (including periods as ordinary Board member, Secretary and Chairperson). Additional years, due to a decision to create an IG being taken at a Congress when the ExCom is not being elected, are not counted.
i. Nomination of new candidates to the IG Board:
IG Board shall take place no later than two months prior to the Annual Congress.
Any member of the IG is eligible to be nominated; nominees should provide detailed information of clinical & scientific background.
Before proceeding to an election, nominations should be approved by the existing Board according to the following guidelines: representation of IG spectrum of interests, academic curriculum and experience.
Only 2 members from one country are allowed in the IG Board.
The CV and background information of candidates will be placed on the EAACI website, and an e-mail sent to all members of the IG will announce the opening of election process.
Voting will be done using the EAACI website, with appropriate security/data protection.
The names of the successful candidates will be communicated to the EAACI ExCom, IG Board and to all candidates once available, and then officially announced during the IG Business Meeting at the Annual Congress.
j. Re-election of ordinary Board Members for a second term:
Board members wishing to be re-elected for a second term do not have to be nominated again but have to be re-elected by the same election process as new candidates
k. IGs are represented at the ExCom by IGs Representatives.The ExCom elect the IG Representatives from the outgoing chairs applying for that position. IGs Representatives are proposed to the General Assembly after elected by the EAACI ExCom, to serve on the ExCom with voting rights for one term (2 years) coinciding with that of EAACI Officers. The nomination of IG Representative for this office takes place during the ExCom meeting prior to the Annual Congress. Nominated IG Representative are expected to liaise with all IG officers to communicate IG issues to the ExCom.
l. Individual EAACI members can participate and vote in Business Meetings of several IG, but can only be Board members of one single IG.
m. The Annual Business Meeting of the IG should be held during the EAACI Congress. A suitable room will be offered at the cost of the congress. In between the annual EAACI congresses the IG Board members are expected to keep in communication by telephone/electronic means and should hold at least one Board Meeting.
n. An IG can ask the ExCom to approve the establishment of a Task Force to work on a specific project for a given time.
o. The scientific activities of an IG should be channelled through the EAACI Science Committee. Each IG is encouraged to propose programmes for one or more Main Symposia at each EAACI Congress. The final decision on the congress programme rests with the EAACI Scientific Programme Committee which has the power to reject or modify the section’s proposal.
p. The IG Chair is responsible for managing, organizing and leading the IG meetings and activities. The IG Secretary is responsible for helping the Chair and substitute the Chair on demand. IG Chair and Secretary are expected to:
• Submit annual report and budget submission every September
• Contribute substantially to the activities of IG and to the Task Forces
• Hold regular TCs/webex e.g., all 6 weeks to keep the IG Board updated about the current status and new developments
• Coordinate and encourage new Task Forces and projects to their IG Board
• Trains (Chair/Secretary) successor
• Organises abstract evaluations within the IG
• Initiates and participates in location process for Focused Meeting, Master Classes and Allergy School
q. The EAACI ExCom should rely on the expertise of the IG in matters of interest to the IG.
r. The IG should rely on the EAACI ExCom by their IGs Representatives for all matters of general interest to EAACI.
s. The IG should rely on the EAACI Headquarters for all administrative matters.
t. A budget should be granted to an IG for administrative expenses including mailing costs, telephone conferences and a Board meeting between EAACI annual congresses. A separate by-law (use of EAACI budgets) regulates how section budgets can be utilised
5. JUNIOR MEMBERSHIP
The EAACI Executive Committee sets the annual membership fees and makes arrangements for reduced subscription rates for different categories of membership.
a. Junior Membership shall be available to all those who are aged 35 years or less at the time of renewal of their subscription. Members wishing to obtain this concession shall provide proof of entitlement to the Executive Office upon request.
b. The benefits of Junior Membership shall be determined by the Executive Committee and publicised at Congresses, Joint Symposia, and other EAACI events, as well as on forms for enrolment and membership renewal.
The Junior Members Assembly (JMA) consists of all Junior Members who are in good standing. The JMA elects a Junior Members Committee (JMC), which will assist in the co-ordination of activities for Junior Members and will provide advice to the Executive Committee. For financial and administrative purposes, the JMA shall be treated as a Section and the JMC as a Section Board (see Article 3 e/f). Elections to membership of the JMC is arranged though the web. The chair of the JMC is ex officio a member of the ExCom with voting rights. The term of office is two years, renewable once (as per Section chairs, if aged 35 or less at the time of starting the second term).
6. NATIONAL SOCIETIES COMMITTEE AND THE INTERNATIONAL SOCIETIES COUNCIL
In order to ensure collaboration with European and worldwide National Allergy and Clinical Immunology Societies and with other national societies with an interest in allergy EAACI has developed the National Allergy Societies (NAS) Committee and the International Societies Council (ISC). The allocation to NASC or ISC follows specific SOPs. More then one society/country can join the EAACI platform and all members have equal voting rights.
I. The NAS Committee
a. The NAS Committee is a platform that brings together European NAS, the Chairperson of the International Societies Council and EAACI representatives in order to facilitate constant communication and improve the collaboration on various issues and activities.
b. Points of discussion in the NAS Committee may be current issues coming from local situations in Europe or affecting EAACI activities such as National Allergy Programmes or Guidelines. The Committee’s members exchange on difficulties and opportunities in implementing guidelines and collaborate on the preparation of consensus documents, surveys, registries and other activities. They also join forces to disseminate public campaigns, lobby for better care and recognition of allergic diseases at the national and European levels and encourage the recognition of Allergy Specialty and continuous medical education at the national level.
c. The NAS Committee consists of a Chairperson elected by the EAACI Executive Committee, a Secretary elected via electronic vote by the Committee's members, two representatives from each European NAS/other society with an interest in allergy member of EAACI (one senior and one junior), the Chair of ISC and the Vice-President Communications and Membership.
The NAS Committee is constituted for a period of two years and its regular members can be re-elected once for a second mandate upon nomination by the respective NAS/society. Each NAS designates a representative for the Committee who will serve as primary communication partner in the planned intensified interaction between EAACI and NAS. The representative should be able to attend all NAS Committee meetings and tele-conferences (at least one every 3 months) and should be able to decide on behalf of the NAS.
d. The official language for communications with the NAS Committee members is English.
e. The NAS Committee is coordinated by
· a Chairperson elected by the EAACI Executive Committee
· a Secretary elected by the NAS Committee's members
f. Chairperson and Secretary report to the EAACI President, Secretary General and Vice-President Communication & Membership, and collaborate closely with the EAACI HQ Membership Project Manager and Communications Department
g. Both the Chairperson and the Secretary start their mandate upon election (usually during the EAACI Congress), keep their office for two years, and are eligible for re-election to the same position once.
The Chairperson is invited to attend the EAACI Executive Committee Meeting held at the time of the EAACI Annual Congress, as an adjunct member (without voting rights).
The NAS Committee Secretary may deputize for the NAS Committee Chair if the Chair is unable to attend the meeting.
The Chair and the Secretary of the NAS Committee are responsible for organizing the Committee activities, regular communication and the annual BM, for initiating projects, for submitting the annual report to the ExCom and for the annual budget application.
h. Each NAS representative:
· is proposed by the NAS/other national society (one representative per society)
· is empowered by the NAS board to communicate in the NAS committee
· must be able to understand and speak English
· must reply to mails from EAACI
· must be able to attend the NAS Forum at EAACI Annual Congress or nominate a deputy
i. the NASC will have its regular BM during the annual congress and regular communication via TC at least every 3 months. Additional meetings can be organised if necessary
j. The NAS EU Committee is a subcommittee of the NAS committee and consists of representatives from EU countries only.
k. Working groups can be constituted within NASC in order to deliver specific projects
II. The International Societies Council
The major purpose of the International Societies Council is to discuss educational and quality care aspects.
a. The ISC includes representatives of EAACI Non-European Societies (one representative per country)
b. Is governed by a Chairperson and a Secretary, both elected via electronic vote by the Council members.
Both the Chairperson and the Secretary start their mandate upon election (usually on the occasion of EAACI Congress, keep their office for two years, and are eligible for re-election once.
The Chairperson of the International Societies Council is a member of the NAS Committee.
c. The Chairperson and the Secretary of the ISC are responsible for organizing the Committee activities, regular communication and the annual BM, for initiating projects, for submitting the annual report to the ExCom and for the annual budget application.
d. the ISC will have its regular BM during the annual congress and regular communication via TC at least every 3 months.
7. EAACI COMMITTEES
Committees are permanent bodies instituted by the EAACI Executive Committee (ExCom) to deal with specific aspects of the Academy's work.
Committees are coordinated by the Chairperson elected by the ExCom and by the Secretary elected by the committee's members.
The Chairperson is responsible for the formation of the Committee, organising the election of the Secretary and the other Committee’ members and the Committee meetings and for overseeing the Committee budget.
The Secretary will provide the minutes and will support the Chairperson in all activities.
The mandate of the Chairperson, Secretary and Committee members will start immediately after their election, they keep their office for two years, and are eligible once for re-election to the same post.
The chairperson of each EAACI Committee is invited to attend the ExCom Meeting held at the time of the annual congress, as an adjunct member (without voting rights). Committee Secretaries may deputize for the Committee chairs if the chair is unable to attend an ExCom meeting.
EAACI may supply funds for Committee meetings or other Committee activities according to the budget application rules.
All EAACI Committees shall report to the EAACI Executive Committee any time requested by the ExCom but at least once a year.
a)EAACI Scientific Programme CommitteeThe Scientific Programme Committee (SPC) is a permanent body of the European Academy aimed at ensuring high scientific standards, continuity and harmonisation of EAACI congresses. The composition and function of the SPC are defined by the rules governing the organisation of congresses (Article 1B.d). The scientific programme committee activities are financed through the EAACI Congress budgets.
b)Education and Specialty CommitteeThe Education and Specialty Committee (ESC) is a permanent body of EAACI aimed at co-ordinating activities in Europe in the areas of undergraduate and postgraduate teaching in allergy and clinical immunology. The committee also deals with other relevant problems of the specialty, including recognition of the specialty, free circulation of specialists within Europe, relationship of allergology and clinical immunology with other specialties, contacts with regulatory bodies, UEMS etc.
c)CME CommitteeThe CME Committee is a permanent committee of EAACI, charged with responsibility for overseeing the content and delivery of CME accreditation. The CME Committee advises on, and approves the content of educational programmes, in accordance with EU regulations and any relevant policy objectives agreed with the ExCom. The CME Committee chairman need not be a current member of the ExCom. Members of the CME Committee serve for two year terms, synchronous with the ExCom mandate, which can be renewed once (a maximum of four years). Potential members of the CME Committee are proposed by the CME Committee chairman but must be ratified by the ExCom before taking up their position. All members of the CME Committee are expected to declare relevant interests, and to act in the best interests of EAACI at all times.
d)Ethics CommitteeI. Mission and specific activities
a. Mission of the EC
The Ethics Committee (EC) is a permanent body of EAACI aimed at ensuring high ethical standards in all areas of EAACI activity and beyond as the European reference structure in the field of ethics in allergy and clinical immunology for training and good practice, research and management of allergic diseases, patient information, patient care, and public health issues concerning the field of allergy and clinical immunology. The EC is independent in its investigations and recommendations. The EC works as an advisory body of the ExCom. The ExCom makes the decision.
b. Specific activities within EAACI
i. EC periodically reviews and updates the Code of Ethics, recommending any amendments for the approval of the Executive Committee.
ii. EC is the relevant committee to manage ethical affairs linked to conflicts of interest and loyalty, CME and all the scientific output of the Academy. It is the ExCom’s responsibility to review, approve and publish the EC opinions and position statements.
iii. EC develops and implements educational programmes on medical ethics for EAACI members upon appointment and approval of the ExCom.
iv. EC responds to specific issues raised by the ExCom under the Constitution, bylaws and Code of Ethics. The EC is obliged to consider each case referred to it as described under III.A of these bylaws. The EC issues a recommendation to the ExCom that shall decide on any appropriate action. The ExCom has always the last decision on the respective case.
c. Activities of interest outside EAACI:
i. Patient rights including patient education and healthcare professional rights;
ii. Evidence-based allergy knowledge including allergy training, Continuous Medical Education (CME), Continuous Plan of Personal Development (CPD), Scientific research (human material and population, animal);
iii. Any activity under the allergy public health domain, industry cooperation.
II. Administrative procedures of EC
The EC shall consist of nine members:
A. The Chair
· Is the principal administrative officer responsible for calling meetings of the EC and for implementing the Code of Ethics in compliance with the Constitution, bylaws and other regulatory documents.
· Is elected by the ExCom after appointment by the Board of Officers.
· he rules for any other Committee Chair described in the general bylaws for EAACI Committees apply here as well (start of mandate, terms of office, renewal etc.).
B. The Committee
- The Chair will organize the EC team by an open call: four EAACI members including the Chair plus five non EAACI Members. The EC composition should be balanced by gender, practice, education, research and other endeavors within the fields of Allergology and Clinical Immunology. It is strongly recommended to include people specialised and involved in Bioethics, Legislation, Patient association, Human sciences (Philosophy, Sociology, Psychology, Public Health, etc.).
- A slate of members for the next two years period will be prepared by the existing EC and submitted to the ExCom for approval. If the ExCom rejects the slate twice the elections will be organised by the ExCom.
- The EC shall appoint one of its members to serve as the Committee’s Secretary. The Secretary shall act in the place of the Chair when the Chair is unable to serve.
- The Chair of the EC or any other member may be suspended or dismissed by the ExCom for good cause with a 2/3 majority. The suspension should not be longer than 6 months.
The Chair of the EC or any other member is expected to sign the EAACI confidentiality agreement and to declare relevant interests and to act in the best interests of EAACI at all times. The declaration of interests should be available on the EAACI website during the term of service of each member.
B. Meetings and resolutions
EC will decide if its meeting is open for EAACI members or guests depending on the level of confidentiality and importance of the issue.
Reports of the EC approved for release by the ExCom and checked to be in accordance with data protection regulations should be available to all EAACI members provided that confidentiality and personal rights of individuals are respected.
The meetings of EC shall be called upon by the Chair at least 14 days in advance by written or electronic notice to Committee members. The ExCom will also be notified. The notice shall include the agenda for the meeting.
Six appointed EC members shall constitute a quorum for the purpose of conducting business at the EC meeting.
Voting resolutions shall be taken by 2/3 majority of those present at a meeting, or by voting by mail or electronic. Mail or electronic voting without a meeting is permitted when all Committee members submit votes. Dissenting opinion are possible to be submitted to the ExCom.
All EC resolutions will be submitted to the ExCom who will take the final decision.
EAACI shall indemnify, hold harmless, and defend completely all EC members against liability arising from EC-related activities.
C) In the temporary absence of an ethics committee an interim advisory board elected by ExCom will take over urgent business until a new ethics committee will be elected. The interim period is maximum six months.
III. Committee activities
A. The Ethics Committee may be asked by the ExCom to:
1. Prepare policy proposals and statements on areas of general interest within the field of Allergy and Clinical Immunology.
2. Prepare policy proposals in relation to the ethical standards and practice expected of members of the ExCom and of EAACI members.
3. Provide advisory opinion interpreting any provision of the Code of Ethics.
4. Investigate the behavior of individual EAACI members and report to the ExCom on whether the member in question has breached ethical standards. The EC shall conduct the investigation into specific facts or circumstances in order to clarify, expand or corroborate the information provided by the ExCom. All these kind of investigation will require confidence, confidentiality, objectivity and respect without any indication of prejudgment.
Specific procedures for the EC investigation
Step 1: Submission
Submissions are made to the ExCom in a written and signed form.
The submission will be discussed in the ExCom and if approved it will be transferred to the Ethics Committee chair.
Step 2: Investigation
- As soon as the Chair has received the request from the ExCom he/she will introduce the submission to the whole EC group within a week (7 days)
- EC will decide and notify the ExCom within 30 days after information from the Chair if the investigation is initiated.
- The member who is the subject of the investigation shall be informed by a letter within two weeks (14 days) after ExCom is informed about the start of the investigation by the EC describing the nature of the challenge, the request to cooperate, the opportunity to have a hearing
- Hearing an inquiry: If the E.C. considers that it is relevant or if it is demanded by the person investigated, a private hearing can be organized (could be made public on demand of the investigated person). The concerned member and other people (victim(s), witnesses etc.) invited to plead, will be informed a minimum of 14 days before the hearing. They may be assisted or represented by a legal counsel at their own expense. They shall inform the EC if they will be supported by a legal counsel. The hearing shall be conducted by the EC. A transcript or audio recording will be performed and an official record made as part of the investigation.
- The investigation will be completed within 3 months maximum after the ExCom was informed by the EC about the start of the investigation. If any delay is necessary, the EC chair will inform the Ex Com. and will send a request for good reasons to obtain an extension of 3 months, approved by the ExCom. Only one extension of six months shall be granted. The period can be modified by the ExCom.
Step 3. Resolution
- Upon completion of an investigation the EC shall develop a resolution by 2/3 majority which shall be communicated to the ExCom.
- The ExCom will evaluate the resolution of the Ethics Committee and elaborate the decision. In cases of doubt, the ExCom can request the EC to resume and revise the investigation.
- The decision on the matter is taken by the ExCom. Any resultant action will be the responsibility of the ExCom.
After receipt of notice of the ExCom decision the affected Member or Society may submit to the ExCom in writing a request for an appeal.
B. Initiatives from the Ethics Committee
1. May propose topics for the development of EAACI policy but requires the permission of the ExCom to initiate discussions and the development of policy proposals.
May propose changes to the bylaws that govern its function but such changes must be approved by the ExCom before they come into force.
e)Website Committee(article 2, paragraphs g. & h.)
8. USE OF EAACI BUDGETS
Principles regarding the use of EAACI budgets related to ExCom, BoO, Sections, Interest groups, Working Groups, Task forces and Committees.
EAACI has in the last years developed a comprehensive budgeting procedures for all of its activities.
The aim of this document is to set up the rules how the EAACI funds can be used,
a) Expenses covered by EAACI include:
1. Travel expenses to meetings outside the EAACI annual congress or focused meetings or other EAACI events that are directly related to the activity (business meetings section/IG/WG board, task force meetings). All travel must be in economy class, except under special circumstances approved by the President or the Treasurer in writing. Travel arrangements should be made as early as possible, at least 2 weeks in advance. Any meeting covered by an EAACI budget should be held in Europe. Exceptions must be approved by the BoO and reported to the ExCom.
2. EAACI activity related meeting expenses (meeting rooms, hotel costs, meals, transfers). These must be reasonable in relation to the cost level of the city/country where the meeting is held and compliant with the EAACI rules as a non-profit organisation.
3. Expenses directly related to production or publication of an EAACI supported document, developed by a Section, Interest Group or Task Force.
4. Specific and limited consultation fees required for a specific task. Such expenses could for example include professional language checks, statistical analysis by a professional statistician, the use of questionnaires, legal advice, or some other highly specified cost. Such expenses must be checked and approved by the Treasurer and the Executive Director.
5. Remote meetings It is recommended that internet based conference calls are used whenever possible.
6. One day registration to an EAACI and non-EAACI meetings where an official meeting of an EAACI group takes place can be reimbursed depending on the overall budget spent for that meeting and upon written approval from the President or the Treasurer
b) Expenses that should NOT be covered by EAACI budgets:
1. Expenses for phone calls, mobile phone calls.
2. Expenses for meetings that have not produced minutes (all minutes and meeting reports must be delivered to the EAACI HQ within one month following the meeting).
3. Expenses for informal meetings (without an official convocation and agenda) between individual.
4. Investments such as computers or any other office equipment cannot be covered by the budget allocated to that particular group.
5. Budgets cannot be paid out to personal accounts, except to cover direct expenses initially paid by the member, upon delivery and approval of a receipt.
6. No honoraria are paid out to any member for any EAACI activity, with very few exceptions (journal/website/social media/NL Editors) decided specifically by the Executive Committee.
7. EAACI budgets designated to a specific activity cannot generally be used to cover external secretarial expenses. There may be exceptions for this for typing out of minutes, meeting reports and other documents by department secretaries, if previously approved by the BoO. The total time spent by a department secretary for any such document shall be specified in a pro forma invoice. No overhead, except normal University or Department overhead, shall be accepted to be paid by EAACI. If requested, secretarial expenses must be approved by the BoO, and shall not exceed €1000.
8. Industry participants will not be reimbursed by EAACI.
9. Reimbursement requirements
· Only «original» receipts are accepted and must be sent by regular post to EAACI HQ with signed and fully completed reimbursement form
· The reimbursement should be submitted no later than 3 months after the meeting
· No advanced reimbursement before the meeting takes place
· Any flight or hotel booked by a third party must provide proof of initial request, approval of offer and VAT invoice before being processed
· Only official EAACI template will be accepted
· Reimbursement for specific activities should be accompanied by a detailed report including hourly based cost - calculation
9. ALLERGY SCHOOLS
For educational purposes, and in order to stimulate the social contacts between members and people interested in allergy and clinical immunology, EAACI and GA2LEN arrange Allergy Schools. In most instances, these courses should be arranged in collaboration with the EAACI National Membership Society of the host country. For EAACI the co-ordinator of any school activity is the Vice President of Education and Specialty.
a. Any EAACI National Member Society, Affiliate Society, Section, Interest Group or GA2LEN centre can apply to organize an Allergy School.
b. The educational programme should be developed in collaboration with appropriate ExCom members and the Junior Members Group, and shall be approved by the EAACI BoO.
c. Applications must be received by the EAACI Executive Office by 15th September, following the rules and templates published on EAACI webpage, of the year before the calendar year in which the proposed meeting will take place.
d. CME credits should be sought through the EAACI-CME Council. This is usually arranged by the EAACI or GA2LEN offices.
e. The course should cover 3 - 4 days. Low cost accommodation should be used wherever possible.
f. Special attention should be paid to informal interactions. The speakers should be regarded as “teachers” and should stay for as many days as possible of the Allergy School, to interact with the attendance. It is an advantage if each teacher gives several lectures and use interactive teaching techniques. Teachers and students should be given ample time to interact. A syllabus and other printed material should be available, and sent to the EAACI Vice President for Education and Specialty, including the final report of the organizers, within three months after the end of the meeting.
g. The school should be open to EAACI/GA2LEN members, with special preference to participants from the host country, EAACI Junior Members and Junior Affiliates. Non-members may be accepted with a specific fee.
h. EAACI will provide some funding, part of which should be used for travel grants for Junior Members. All EAACI travel grants will be administered by the Executive Office. GA2LEN funding should be used in accordance with the GA2LEN rules in force at the relevant time.
i. The organizers can, after approval of EAACI/GA2LEN, appoint a local PCO and may raise additional sponsor money for the Allergy School budget. If requested to do so, EAACI may provide the Allergy School organizers with an advance grant up to 80% of the agreed amount of EAACI funding as a start-up budget.
j. The total budget available from EAACI and GA2LEN will vary from School to School; A detailed budget should be proposed, including any required direct payments, travel grants to participants and travel expenses for lecturers.
k. The school may charge a registration fee for participants to cover costs.
l. Practical aspects regarding the organization of the Allergy School, as well as the registration of applications and participants and travel grant applications, should be handled by the organizers, in collaboration with the EAACI Executive Office and or a GA2LEN office. A local PCO may be appointed upon approval by the EAACI BoO.
m. Any surplus from a school should be returned to EAACI, and shall be utilized for future educational activities.
n. The “financial risk” of an EAACI/GA2LEN school is taken by EAACI and GA2LEN (how this is done is separately negotiated between EAACI and GA2LEN), if the organizers follow by-laws, rules and policy.
10. EAACI MEMBER SOCIETY SPONSORED SPEAKER SCHEME
In order to stimulate the exchange of scientific and educational information amongst EAACI members, EAACI operates a funding scheme for speaker support to national society and regional meetings. The EAACI sponsored speakers should make at least two presentations at each meeting which may be lectures, workshops, seminars etc.
a. Sponsored speakers should participate in an annual meeting or a similar event of the Member Society or regional organization.
b. Any EAACI National Member Society or Affiliate Society can apply to the Executive Committee for a speaker support grant. Applications may also be made for speaker support for Regional Meetings.
c. Each application should be for one to three speakers. One of the speakers should be a member of the EAACI Executive Committee, who will represent EAACI at the meeting and make an appropriate statement on behalf of EAACI at any opening ceremony, general assembly or equivalent meeting/gathering.
d. EAACI will cover the travel expenses for the sponsored speakers. The meeting organization is expected to cover any additional costs such as registration fees, hotel accommodation and meals for the invited speakers.
e. Ideally each EAACI sponsored speakers should make at least two presentations at each meeting; these may be lectures, workshops, seminars etc. The EAACI sponsored speakers need not necessarily speak on the same symposium.
f. Where the format chosen is a joint symposium, EAACI prefers all speakers at joint symposia to present in English. Simultaneous translation may be provided for non-English speaking members of the audience at the discretion of the Member Society. Any costs for translation will be borne by the Member Society.
g. Acknowledgement of EAACI sponsorship should be made in the programme of the meeting and in any accompanying materials.
h. Applications must be received by the executive office by 15th September of the year before the calendar year in which the proposed meeting will take place.
11. BYLAWS DEFINING SPECIFIC COMPETENCIES OF EXECUTIVE COMMITTEE AND BOARD OF OFFICERS
The Board of Officers (BoO) coordinates the day-to-day business together with the Executive Director (ED) and the Headquarters (HQ).
Within the scope of the day-to-day business and all business delegated to the BoO, the BoO needs to have decision power to keep the business of EAACI effectively running. Since the decision making process of the Executive Committee (ExCom) is not mentioned in the Constitution these bylaws shall define specific competencies of the ExCom and BoO.
The ExCom has the right to ask for full financial transparency at any time.
|Develops the mission statement and the strategic programme
|Revises and approves modifications of bylaws and other regulatory documents
|Revises the Constitution and prepares for the General Assembly approval
|Prepares Constitution, bylaws and other regulatory documents for the ExCom revision
|Monitors and ensures compliance of EAACI activities with internal and external regulations
||BoO in collaboration with the ED and other bodies (e.g. Committees)
|Ensures ExCom is fully informed of all EAACI activities
|Streamlines the integration among all EAACI activities
|Primary contact with FS, sponsors and other third parties
|Ambassador/spokesperson for EAACI in the allergy field
|Ensures compliance with Confidentiality agreement and Conflict of Interest
|Ensures the functionality of the Ethics Committee
|Liaison with Ethics Committee
|Election and dismissal of EAACI Committee Chairs, journals, website and social media Editors
|Revises and approves the annual budget
|Revises and approves the location for the yearly Congress and Focused Meetings
|Selection of providers based on bid rules
|Reviews and approves new income proposals according to the EAACI policy
|Reviews and approves investments in compliance with the EAACI policy
|Approval of the contracts with third parties
|Signature of the contracts with third parties
||2 BoO with signature in the commercial registry
|Approval and executing the payments
|Legal fees and other services (editorial and secretarial services, professional language check, etc.) significantly exceeding average rates
|Signature in the commercial registry
||BoO (except the Past President) and the Executive Director. Double signatories are needed.
|Guides and supervises HQ
||Executive Director in cooperation with the BoO
|Recruitment, employment, salaries and bonus of the HQ staff except the Executive Director
||BoO in cooperation with the Executive Director
|Approval of employment and dismissal of the Executive Director
||ExCom by physical or electronic vote
|Recruitment, salary and bonus of the Executive Director
|Reviews and selects speaker support and NAS submissions
|Approves speaker support and NAS submissions
Any other urgent day-to-day business can be delegated by the ExCom to the BoO.
12. EAACI WORKING GROUPS
In order to strengthen the impact of EAACI matters related to allergy and clinical immunology, EAACI decided to form Working Groups.
a. A WG should represent an area of specific interest within a Section/Interest Group that needs to be considered in more detail.
b. The purpose of the WG is to suggest task forces, scientific sessions and educational programmes within their specific areas.
c. Any EAACI member can propose to their Section/Interest Group that a WG is formed, the decision to form a WG needs the approval of the Section/IG board to the relevant Section/Interest Group and it is finally taken by the EAACI Executive Committee and notified the General Assembly.
d. A Working Group is governed by a Chair, a Secretary and three board members.
e. The Chair and Secretary of a Working Group are elected by the Working Group board appointed after approval by the EAACI Executive Committee, for one term (two years) coinciding with that of EAACI Officers.
The Working Group Chair is responsible for managing, organizing and leading the Working Group meetings and activities. The Working Group Secretary is responsible for helping the Chair and substitute the Chair on demand. The official nomination of the WG Chair and Secretary shall take place during the IG or Section business meeting during the Annual Congress.
f. The Chair and Secretary of a Working Group may be re-appointed for a second period to either post but may not hold office continuously (in either post) for more than four years.
g. Nobody may be a Chair or Secretary of more than one WG. However, any EAACI member can participate in business and scientific meetings of several Interest Groups or Sections.
h. Working Group Chair and Secretary should not be current members of a Section board. WG Chair/Secretary should not be chosen from current members or officers of the Executive Committee.
i. The WG report directly to the IG/Section board and they represented as a whole to the Executive Committee by the Interest Group representatives or Section.
j. All WG will be evaluated each two years and decide whether to continue as WG or not. This will be done by the IG Representatives and approved by the ExCom.