1. All new members standing for election or current members standing for re-election to the Board will be asked to complete an application form. They are also available from the ESC website or the Central Office (CO). These will be available from 1st January 2010.
2. In March 2010, the ESC will advise each country on the potential number of vacancies that will occur provided all members are paid up by noon of the day of the GA. Vacancies will include members standing for re-election and those standing down at the end of their mandate. Should the number of paid up members be less or more than expected, the country will be advised of the new number of vacancies just prior to the GA. 
3. The completed application forms are returned to the CO. The closing date will be 13 April 2010. Because, the new rules have to be ratified by the General Assembly, this year we will be obliged to accept late applications.
4. Members who cannot attend the Congress may give their proxy vote to a fellow member. Proxy vote forms are available from the website or the CO. Please read the instructions carefully. A fellow member may only hold ONE proxy vote. These proxy votes MUST be registered with the CO prior to the GA. If not, they will not be able to be used. 
5. At the GA, members are advised of the number of vacancies.
6. Voting will take place at the GA using an in-house electronic system. Each country will vote individually for their own country's representative. 
7. Even if there is only one person standing for a vacancy, voting will still take place. 
8. New members are then announced. 
9. An informal meeting will be arranged after the GA for the new Board members to meet existing members.

1. Jan 2011: Advise countries that the number of vacancies will depend on the number of paid up members at the 31 December of the year prior to the Board elections. (In this initial case 31 December 2011).
2. Calculate the number of paid up country members at December 31st of the year prior to the Board elections.
3. In the January of the Board election year: advise each country on the number of BM vacancies. 
4. Application forms are made available on the web from January. 
5. March: Closing date for applications. All applicants must be paid up members for the current year. 
6. April: arrange voting for each country using the ESC website. All voting members must be paid up members in the current year. Alternative procedures will be in place should web based voting not be possible / available in a particular country. 
7. All voting will be by secret ballot. 
8. If there is only one candidate, voting will still take place. 
9. The decision will be by simple majority ie the person with the most votes will be appointed. If there are 2 vacancies, the 2 persons getting the most votes will be appointed. If there is a 'tie' of votes, the 'winner' will be decided by the toss of a coin. 
10. There will be no proxy votes. 
11. May: advise applicants of the results and announce formally at GA. 

1. In January advertise vacancies on the web site.
2. In March make application forms available to BMs wishing to stand for the EC.
3. Candidates must have been BMs for at least 2 years to stand for the EC. 
4. If BMs wish to stand for more than 1 EC post, then they make this clear on their application form.
5. In April, BMs complete application forms, on the assumption they will be re-elected to the Board.
6. In late April, application forms are circulated to BMs whose mandate continues beyond the GA & those seeking re-election. Not to those whose mandate will cease at the GA. 
7. After the GA, completed application forms are provided to the new BMs (ie completely new BMs). 
8. New BMs have a chance to meet potential EC members during the rest of the Congress. 
9. New EC is voted for at the Board meeting after the Congress by secret ballot. 
10. Absolute majority voting will be used. 
11. Voting goes in a particular order: President, VP, SG, T, ass T, ass SG. 
12. If a BM has decided to stand for more than 1 post, s/he will continue to be included in the voting process until elected or all posts are filled.

1. Application forms are made available in March of the election year.
2. By the end of April, the new BMs are known.
3. Nominations for EC close early May.
4. Completed application forms are sent to the old BMs (provided their mandate continues beyond the GA) & new BMs (re-elected & totally new). 
5. Old and new BMs meet at the Congress.
6. New EC is voted for at the Board meeting after the Congress by secret ballot.
7. Absolute majority voting will be used.
8. Voting goes in a particular order: President, VP, SG, T, ass T, ass SG. 
9. If a BM has decided to stand for more than 1 post, s/he will continue to be included in the voting process until elected or all posts are filled.

• EXECUTIVE COMMITTEE 
• INTERNAL SCIENTIFIC COMMITTEE 
• EDITORIAL TEAM to include Editor-in-Chief; and Editors
• EXPERT GROUP 

• All meetings and correspondence are in English
• Applicants must be able to commit the time and resources requested of them as a member of one of the above committees or groups 
• Note:

• Applicants may apply for as many vacancies on other ESC committees and groups as they wish. 
• Voting at the Board will be in the following order: Executive Committee, ISC, Editorial team and then EGs.
• Applicants will be removed from subsequent voting rounds if already appointed and therefore ineligible to stand for a further post or if they themselves wish no longer to be considered. 
• Applicants should review the table below to see whether they may be a member of more than one committee or group.

• Applications should be in English. Applicants for Board membership may also supply an application in their own language, if desired.

Details required:

• List all posts for which you wish to apply 
• Full Name
• Work Address; Work Tel no & Fax; Work email 
• Home address. Home tel no & mobile; Home email 
• Qualifications ¢ Present appointment(s)
• In 50 words note relevant clinical, educational, research or other appropriate activities in S&RH activities 
• List all editorial experience (mandatory for application to the Editorial Team) 
• List the 5 most recent relevant/significant publications 
• List any previous work for ESC as Board or committee/group member
• In not more than 50 words give your reason for applying for this post(s). 
• If you are applying for more than one post; then you should
  1. list the post applied for followed by the 50 word reason. Repeat this for each post 
  2. for each post note whether this is a new application or a request for re-election

1. Vacancies for the ISC will be advertised in March and applicants must complete an application form by the end of April. Applicants will have to apply knowing they may not be elected to the Board, as Board applications will take place at The Hague General Assembly (GA).
2. During early May, completed application forms are sent to Board members (BMs) whose mandate continues beyond the GA and to those seeking re-election; but not to those whose mandate ceases at the GA.
3. Completed application forms are provided to the newly elected BMs after the GA. 
4. New BMs have a chance to meet potential ISC members at the congress. 
5. Nominations for the ISC are voted for by the Board at the post GA Board meeting.
6. The ISC voting occurs after the Executive elections. 
7. Candidates, who have applied for both EC & ISC, will be excluded from the ISC voting if they have been appointed to the EC.
8. If there is a vacancy for a Chair, the attending Board members vote separately for this position, once the committee has been elected.

1. Vacancies for the ISC will be advertised and application forms are made available in March and applicants send in their forms once the new BMs have been elected by early May.
2. Completed application forms are sent to BMs whose mandate continues beyond the GA and new BMs; but not to those whose mandate ceases at the GA.
3. New BMs have a chance to meet potential ISC members at the Congress.
4. Nominations for the ISC are voted for by the Board at the post GA Board meeting. 
5. The ISC voting occurs after the Executive elections.
6. Candidates, who have applied for both EC & ISC, will be excluded from the ISC voting if they have been appointed to the EC 
7. If there is a vacancy for a Chair, the attending Board members vote separately for this position, once the committee has been elected.

1. Vacancies for the Editorial team and Editor-in-Chief will be advertised on the web site and application forms made available in March.
2. Completed application forms are sent to Board Members whose mandate continues beyond the GA and new BMs; but not to those whose mandate ceases at the GA. 
3. Voting is by secret ballot and occurs after the elections for EC and ISC. The Board first elects the Editor-in-Chief using absolute majority voting, then the other Editors by simple majority voting.
4. The EiC and Editors appoint the Deputy EiC using simple majority voting; that appointment is ratified by the Board. 

1. Vacancies for the Editorial Board will be advertised on the web site and application forms made available in March.
2. Any paid-up member of ESC may apply, regardless of professional group. Candidates for the Editorial Board can be Board members or non Board members.
3. The Editorial Team - after due consideration - will appoint the new members of the Editorial Board.

1. In January/February, the Board is advised of all EG Board & non Board vacancies.
2. Non Board vacancies are advertised in March on the ESC website.
3. Application forms are made available with a closing date of April. 
4. During early May completed application forms are sent to BMs whose mandate continues beyond the GA and to those seeking re-election; but not to those whose mandate ceases at the GA;
5. Completed application forms are provided to the newly elected BMs after the GA.
6. Nominations for the EG are voted for by the Board at the post GA Board meeting. 
7. The EG voting occurs after the Executive committee, ISC and Editorial Team elections. Candidates, who have applied for EC, ISC, ET and EG vacancies, will be excluded from the EG voting if they have already been appointed to the ISC.
8. Rotation: 
   1. In order for the rotation to start, it may be necessary to 'cull' some of the current membership to provide new vacancies as, in many cases, everyone started at the same time. Consideration should be given to asking for voluntary removal and if not, to either put names in a hat or suggest that the members reapply and stand for re-election at the next Board. This decision is made by the group and coordinator. 
   2. A rotation is agreed so that 2 members rotate off each year (or less if the number needs to be maintained) unless they are the coordinator or shadow coordinator. 
   3. Ideally all current members should provide a completed application form. 

1. Application forms are made available in March and applicants send in their forms once the new BMs have been elected.
2. Application forms are sent to BMs whose mandate continues beyond the GA and new BMs, once known but not to those whose mandate ceases at the GA.
3. New BMs have a chance to meet potential Board and non Board EG members at the Congress.
4. Nominations for the EG are voted for by the Board at the post GA Board meeting. 
5. The EG voting occurs after the Executive committee, ISC and ET elections. Candidates, who have applied for EC, ISC, ET and EG vacancies, will be excluded from the EG voting if they have already been appointed to the ISC.
6. If necessary, a coordinator is elected after the Board meeting; by email, if necessary, secret ballot and simple majority. 

Title of Expert group 

Year covered -Jan to Dec 

List of members with date they started & date they stand down 

Name of coordinator & shadow coordinator 

What they have done in previous 12 months 

What they plan to do 

What costs may be incurred including any meeting costs

1. Any paid-up ESC Member can submit a bid to host the ESC Congress/Seminar. 
2. Members wishing to organise a congress/seminar shall submit a bid in writing to the Central Office. An official bid for the congress must be delivered to the ESC Central Office not later than three months before the day of the appropriate General Assembly. Four copies of the bid are required. The Central Office will confirm receipt of the document and send 3 copies to the Executive Committee (EC) members (President, Treasurer, Secretary General). One copy shall remain on file at the Central Office.
3. At the time of submitting a bid, a country must have at least 10 paid up members of the ESC.
4. An official bid to hold a congress/seminar must include:
   1. A letter of agreement - signed by the bidder(s) - stating 
      • That they are willing to host the congress/seminar. 
      • That they are willing to follow the normal process in the organisation of the ESC congresses/seminars as described by the ESC congress contract. 
      • That there is no formal agreement between both parties as long as there is no contract signed.
      • That they understand that if the bid is accepted, it will only be made official by a signed contract with the ESC. 
   2. A letter of agreement from a relevant national society, stating that the professional community in the country supports the bid.
   3. Preferential dates (Congress: May/June - Seminar: Sept/Oct), first choice and second choice after checking the international congress calendar in consultation with the Central Office. 
   4. Proposal of the general theme of the congress/seminar
   5. A brief summary of reasons why the proposed city/country might be a good choice as congress/seminar destination together with a ddescription of the accessibility of the city for participants.
   6. A proposal, together with specifications of the congress/seminar venue 
   7. A preliminary budget, containing calculations of expenditures for the congress/seminar venue and an estimate of contributions by local sponsors 
   8. Specifications of the sufficient capacity of hotel accommodations and prices
5. The Board of Directors reserves the right to determine the date of holding the congress/seminar, changing the date if necessary, possibly changing the location for economical reasons; inability of the organisers to guarantee the event or an unstable situation in the country where the congress is to be held. 
6. Part of the bid (venue, hotels etc) can be prepared by an external non-commercial agency such as a Tourist Office or Convention Bureau. ESC prefers that bids are not prepared by commercial agencies such as Professional Congress Organisers (PCO's) or Incoming Destination Management companies (IDMCs). No guarantee of outsourcing parts of the organisation can be given to such agencies.

• A request for an ESC session at another congress is sent to the EC for review.
• If it is one of the ESC Expert groups have been approached, they should alert the EC before making any arrangements.
• If the EC agrees, then the ISC is asked to prepare the scientific programme. This may be in conjunction with an expert group.
• ISC should review who else has been invited to speak by the hosting Society to see if that person would be suitable as an ESC speaker as then their travel & accommodation costs may have already been paid or could be shared. 
• The CO is responsible for assessing the costs of such a session. 
• Ideally the requesting Society will provide free registration and should be ask if they are willing to help with any other costs.
• The Treasurer is asked to agree any proposed costs 
• When this is all agreed, the speakers are approached. 
• Speakers would be informed that they only get accommodation sufficient to cover their talk, not necessarily to cover the whole meeting. All travel & accommodation is organised via CO not by the individual.

1. Theses grants will be regularly advertised on the ESC website and in the newsletters. 
2. The Treasurer will agree the budget in December of the preceding year.
3. All applications must be on the appropriate ESC form
4. All applications will be reviewed every 4 or 6 months:
5. All applications will be reviewed by the ISC within 1 month of the end of the application period.
6. ISC will advise the EC of theirdeliberations and review any comments.
7. The ISC will then advise the Board who will make the final decision.
8. Successful applicants will be advised within 2 months of the above deadlines. 
9. CO & Treasurer will set up appropriate file. 
10. CO will get a spread sheet to follow up the project.

1. The Treasurer will agree the budget in December of the preceding year.
2. All applications must be on the appropriate ESC form
3. The grant will be advertised
   1. On the ESC website
   2. Board update & Members' newsletter. 
   3. Via bulk email to members 
4. Applications to be in by an agreed advertised date (must come through an ESC Board member) 
5. Send to EC and 2 Board members 
6. BMs chosen by EC after advertising in the next Board update 
7. Final decision at EC in May 
8. Board informed
9. Winner(s) informed. 
10. Money allocated
11. Spread sheet (to monitor the project) started. 
12. Treasurer / AT informed.

• a maximum of 5 ESC Scholarships will be allocated
• a scholarship will provide the participant with free ESC Congress registration (no travel or accommodation support)
• the scholarship option will be published in the second announcement
• applicants are subjected to the following criteria:
  • must fit the criteria listed in the 'reduced fee' category (doctors in training, midwives etc) 
  • submission and acceptance of an abstract is obligatory 
  • age below 40
  • letter from the Department is needed to confirm status 
  • (no country specification)

1. The call for nominations is advertised. 
2. The appropriate form must be used.
3. Nominations can be made by Board members for Medal or Diploma on alternate years as specified in the Rules.
4. Nominations must be supported by 3 Board members
5. Closing date for applications is 3/12 prior to the Board meeting 
6. Nominations will be sent to the ISC and then to the EC. ISC will advise the EC of any problems regarding nominations.
7. Nominations will go to the Board for discussion at the next Board meeting. 
8. The Medal or Diploma will be voted on at the Board meeting & conferred at the next congress or seminar.

Press conferences organized by third parties during ESC events 

(2 December 2006, EC)

Evaluation and certification of national guidelines on contraception 

(18 Feb 2006, EC)