All ordinary and honorary members as defined in Article IV are entitled to:

1. receive a newsletter, 
2. receive the Journal of the ESC,
3. receive information about seminars, congresses and other meetings organised or supported by the ESC, 
4. free attendance at ESC seminars, 
5. preferential registration rate at ESC congresses, 
6. attend and vote at the General Assembly and suggest items for the agenda 
7. be represented on the Board of Directors, 
8. vote for the Board of Directors, 
9. apply for membership of certain ESC committees and groups, 
10. apply for ESC grants and nominate members for ESC awards, 
11. receive minutes of the General Assembly and a summarised financial statement. 

1. inform the Secretary of any change of address or email, 
2. pay a yearly subscription (Statutes: Article IV, 1), 
3. not knowingly bring the ESC into disrepute, 
4. inform the Treasurer of any suggested or actual financial support, be it monetary or in kind, which they have received in the name of the ESC. 
5. not commit the ESC, either directly or via the local Congress/Seminar organising committee or other ESC committee to any expenditure without getting prior authorisation from the Treasurer.

• production of the newsletter.
• essential travel/accommodation expenses to meetings associated with ESC activities, provided an expenses claim form is completed. Unless otherwise agreed, the CO will make all the travel and accommodation arrangements. A copy of the expenses claim form is included in Policies and Procedures.
• employment of occasional secretarial assistance by the President/Secretary General/Treasurer.

Any expenditure of over 20.000 Euro on any one meeting/item (other than congress/ seminar) should be ratified by the Board. 

The annual membership fee shall be reviewed regularly by the EC, discussed by the Board and voted on at the General Assembly. 

The publishing costs of the proceedings /abstract book of a congress/seminar should be part of the costs of the meeting. 

1. Introduction 
2. Membership details 
3. Duties and Responsibilities of Board Members (these are listed below) 
4. Expenses claim form and instructions 
5. Information on Conflict of Interest 
6. Form detailing the member's areas of Interest
7. Commitment form 
8. Appendix 1 - Expenses claim form 
9. Appendix 2 - Member's area of interest form 

This pack is attached at Appendix 1.

download form as

or as

1. be invited to a Board meeting once every calendar year, 
2. apply to sit on committees and groups that require ESC Board members, 
3. elect the members and chairs of various committees (see appropriate committee documents), 
4. receive a summary of the discussions at each Executive Committee meeting, 
5. to discuss any proposed changes to the Statutes prior to ratification at the General Assembly, 
6. to vote on any proposed changes to the Rules, 
7. be made aware of any significant changes to the Rules, Policies and Procedures.

1. complete the attached form of commitment (See Policies and Procedures document) within a month of being appointed, ensuring that they agree to declare any conflict of interest, 
2. ensure that annual subscription payments are paid, 
3. attend at least one Board meeting every two calendar years, but should attempt to attend all Board meetings, 
4. attend the General Assembly, 
5. keep themselves up to date with Society activities, 
6. ensure they read all Society correspondence and respond as requested, 
7. represent all the views of those members who are entitled to vote for him/her to the Board and Executive Committee, 
8. assist the Executive Committee from time to time with translations of short letters into their own language or similar tasks best carried out in the individual countries,
9. undertake peer-reviews of articles for the journal as requested,
10. assist at congresses, seminars and other ESC meetings by: 

1. serving on relevant subcommittees when requested. 
2. acting as chair or co-chair 
3. reviewing and marking abstract submissions 
4. marking and evaluating poster and free communication presentations 
5. joining the relevant committee that decides the winner of the best poster, best free communication and best young scientist awards 
6. assisting with evaluation surveys 
7. helping the Central Office team if requested to do so. 

11. inform all those eligible to vote when an election is due and request nominations in time for this to be sent out with the agenda for the General Assembly,
12. ensure that all those eligible to vote who are present or represented in the General Assembly are given the opportunity to do so, 
13. provide feedback to the Executive committee on issues that may affect the Society 
14. inform the Society of any other new organisations in the field so that links may be made, 
15. inform the Society if they are aware of any clashes with major meeting dates, 
16. ensure members are aware of the following: 

1. they have access to ESC Grants, 
2. they may make proposals for Humanitarian Aid grants 
3. may make nominations for the ESC medal and diploma 

17. the ESC may ask Board members to undertake other duties from time to time, 
18. take the appropriate action to increase membership in their country

1. The Executive Committee comprises 6 individuals: The President, Vice president, Secretary General, Treasurer, Assistant Secretary and Assistant Treasurer. 
2. All must be fully paid up ESC Board members 
3. The mandate is 2 years, renewable twice, if re-elected: a total of 6 years. 
4. All voting is by secret ballot using absolute majority. 
5. The committee is quorate if either the President or Vice President is present together with 2 other officers 
6. Members should be aware of which other committees or groups they may join. See table at 4.2. One member of the Executive committee is automatically a member of the Internal Scientific committee.

• attend a minimum of half the EC meetings a year. In exceptional circumstances, the EC may waive this rule.
• review the Society's statutes, rules and procedures as necessary 
• assist in the overall planning of the Society, including congresses. seminars and other meetings organised by the ESC. An executive committee member is entitled to attend any local organising committee meeting 
• review the findings of ISC regarding grants, medal and diploma nominations 
• if these duties cannot be complied with, the functions of the EC member will be delegated to a co-opted Board member. 

1. President

The President will:-

• actively promote the Society and its aims.
• build bonds with other related bodies. 
• seek sources of money for the furtherance of the Society's aims.
• convene and chair at least two yearly Executive committee meetings as well as yearly Board meetings.

2. Vice President

The Vice President in collaboration with the Central Office will:-

• assist in all presidential duties. 
• deputise for the President when requested.

3. Secretary-General

The Secretary-General will:

• keep an updated list of all members. 
• keep accurate minutes of Executive and Board meetings as well as the General Assemblies and ensure their distribution. 
• write all necessary correspondence for the Society.
• send all new members the Statutes and Rules of the Society. 
• organise Executive and Board meetings. 
• work closely with the President to ensure that all necessary parties are informed in good time of meetings and decisions.
• review and update statutes, rules, procedures and forms as necessary 
• with the central Office keep a meetings calendar 
• supervise the ESC website in co-operation with the webmaster and web committee
• produce a regular members' newsletter

4. Assistant Secretary

The Assistant Secretary will: 

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

5. Treasurer

The Treasurer will:

• oversee the records of all financial transactions.
• review & plan budgets 
• present an up-to-date financial report at each Executive Committee and Board meeting . 
• send out appropriate reminders for the yearly subscriptions 
• prepare a financial report for inspection by the nominated members of the Society (Article VIII) at least 2 months prior to the General Assembly. A written summary of this report, once countersigned, must be presented to all members of the Society at the General Assembly and be distributed with the minutes of the meeting to all members. 
• review the funding for all ESC grants  

6. Assistant Treasurer

The Assistant Treasurer will: 

• assist in all the Treasurer's duties.
• deputise for the Treasurer when requested.

1. The Internal Scientific Committee comprises 5 individuals: including Chair, Vice Chair and ESC EC nominated member.
2. All must be fully paid up ESC Board members at election and must stand down from the ISC when their Board membership terminates. ISC members may be newly elected Board members. 
3. One of the ESC EC members is always a member of ISC. The Board makes all the appointments and elects the Chair; by secret ballot and using simple majority. 
4. The mandate is as follows: 

1. The Chair serves for a period of 2 years, with a further 2 years if re-elected. 
2. The ISC itself nominates a Vice Chair (by secret ballot and using simple majority) for a period of 2 years, with a further 2 years if re-elected. The Vice Chair does not necessarily become the Chair. 
3. The mandate of the other members is: 2 years, renewable twice, if still an ESC Board member at the time of standing for re--election. A total of 6 years. 
4. The chair and vice-chair may continue as a member of ISC for the remaining period of their mandate , if re-elected by the Board. 

5. Renewal at any level is not automatic - the member must submit an application form and follow the usual appointment process. 
6. The committee is quorate if 3 are present, including either the President or Vice President 
7. Members should be aware of which other committees or groups they may join. See table at 4.2. One member of the Executive committee is automatically a member of the Internal Scientific committee.

1. Identify candidates for the ESC medal or diploma award, 
2. Encourage BMs to support grant applications. 
3. Advise the Board of candidates / institutions who have applied for supported projects / or funding for courses, (Articles 14 and 18) 
4. Review and advise the Board of candidates who have applied for other granted projects including the Humanitarian aid grant. 
5. With the Treasurer, follow up all selected projects. 
6. Review applications from other organisations requesting support ('auspices') from the ESC and make recommendations 
7. Members will be expected to review journal articles. 
8. Advise on suitable lecturers to attend ESC sessions at other conferences. 
9. Make or send a detailed report at/to each Board meeting and, on request, at the Executive Committee 
10. Assist with congress and seminar as requested. For example: chairing sessions, marking abstracts or posters. 
11. The ISC will provide its own workplan and budget for the year. 
12. The ISC will ensure each Expert group provides a workplan, job description / Terms of Reference and budget for each year and monitor their progress. 
13. Members of the ISC will decide between themselves how they 'monitor' or oversee the Expert groups. The chairs of the Expert groups will be advised as to whom to contact within the ISC. 
14. The ISC will set up other Expert groups as agreed. 
15. Other duties as agreed with EC/Board.

1. The Journal will be managed by an Editorial team consisting of an Editor-in-Chief (EiC), a Deputy Editor-in-Chief and up to 6 Editors. They will be supported by an Editorial Board. 

   They will work in very close collaboration with:

   1. Each other 
   2. The ESC Board, Executive Committee, Internal Scientific Committee, Expert Groups and other committees or groups as agreed with the Executive Committee. 
   3. The Central Office 
   4. The publisher. 
2. Members of the Editorial team must be fully paid up ESC members.
3. Members should be aware of which other committees or groups they may join. See table at 4.2.
4. Mandate for 
   1. Editor-in-Chief is 4 years renewable on application for a further 4 years. In exceptional circumstances, the Executive committee may allow the EiC to apply for a further 4 years. 
   2. Deputy Editor-in-Chief is 4 years renewable on application for a further 4 years. The EiC and Editors appoint the Deputy EiC using simple majority voting; that appointment is ratified by the Board. The deputy does not automatically become the EiC.
   3. Other team members is 4 years, renewable once on re-election 
   4. To ensure continuity, the past EiC can be nominated as Honorary Editor-in-Chief. 
5. 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. 
6. Renewal at any level is not automatic - the member must submit an application form and follow the usual appointment process. 

The tasks and duties of the EiC, the deputy EiC, the Editors and the Editorial Office will be described in a written protocol. 

The EiC should have experience of being an editor, either as an Editor of the EJCRHC or of another journal. 

Non scientific secretarial management of the journal will be the responsibility of the Editorial Office, particularly collecting manuscripts and managing the review procedures.

1. The Editorial Board will support the Editorial Team. They will work in very close collaboration with: 
   1. The Editor-in-Chief. 
   2. The Editors.
2. Members of the Editorial Board must be fully paid up ESC members.
3. Members should be aware of which other committees or groups they may join. See table at 4.2.
4. The Editorial Team - after due consideration - will appoint the new members of the Editorial Board.
5. Renewal is not automatic - the member must submit an application form and follow the usual appointment process.

Expert groups are groups of internationally recognized experts in different fields of contraception and reproductive health. 

Proposals for new EGs are discussed and agreed by the ISC & EC. 

1. Each Expert Group is linked to the Internal Scientific Committee. The exact mechanism of this 'link' will be agreed by the ISC with the EG concerned. 
2. Expert group membership 
   1. To maintain membership of each group at between 5 and 7, with up to 3 members being Board members at appointment.
   2. Non Board members do not have to be members of ESC, but ideally would be members. 
3. The Board elects the Board members & Non Board members by secret ballot and using simple majority. 
4. Mandate: 
   1. Board members may serve for 2 years, renewable twice if still a Board member and re-elected by the Board.
   2. Non Board members may serve for 2 years, renewable twice, if re-elected by the Board.
   3. The coordinator is elected by the group, using a secret ballot and simple majority. The mandate is for 2 years, renewable once. The coordinator need not be a Board member, but must be a member of ESC. This name needs to be ratified by the EC. In exceptional circumstances, the EC can refuse an appointment. If the group has 2 nominations and the vote is equal and the group cannot agree among themselves, the EC will make the decision.
5. Succession planning - a new shadow coordinator is appointed 1 year prior to the current one standing down, so there can be a hand over.
6. Renewal at any level is not automatic - the member must submit an application form and follow the usual appointment process. 
7. Members may apply for more than one EG, but if elected must withdraw from standing for any other EG vacancy.
8. Members can only belong to one EG. They cannot also be a member of the ISC. It is acceptable for a member of the Executive committee or Editorial Team or Board to be a member of an Expert Group.

1. Each group is responsible for preparing an annual progress report, which will be published on the ESC website. 
2. All members will be invited to the congress (travel expenses and accommodation supported; registration fee waived) where one session should be organised by each group if requested by the Scientific Committee of the Congress.
3. Each group should also prepare a statement, either spontaneously or at the request of the Board, when any new significant development occurs. 
4. Expert group members will help with congress, seminar or other ESC meeting as requested. For example: chairing a session, marking abstracts or posters.
5. EG members may be asked to review journal articles.
6. Each group will provide a clear job profile, which can be used when advertising vacancies. 
7. Each Expert Group should provide a work plan for its year including costs of any meetings. This should be produced by July & agreed by the Treasurer, ISC and EC each year in September for the following year. A work plan template is included in the Policies and Procedures. 
8. Between September and December each group to review its membership and provide the EC & ISC with a list of current members, name of coordinator and should advise the ISC of any vacancies and potential re-elections.

The content of the ESC Newsletter will consist of a forum for members as well as Society related and other relevant information. 

Either the General Secretary or the Assistant Secretary of the EC will be the Newsletter Editor and will be appointed by the EC.

Will be published at regular intervals as agreed by the Editorial; Team & EC.

It is free to paid-up members of ESC.  

1. receive a hard copy or an electronic form of the Journal of the ESC
2. receive an electronic form of the Newsletter
3. receive information about seminars, congresses and other meetings organised or supported by the ESC 
4. free attendance at ESC seminars 
5. preferential registration rate at ESC congresses

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

The ESC organises its own congresses, seminars and workshops and other events as it sees fit. The ESC may also organise a session or a speaker, at the request of another organisation or society. 

An organisation or society with similar aims and objectives to the ESC, may request to organise an activity under the ''auspices'' of the ESC.

The ESC organises a congress usually every 2 years at which a General Assembly is held. In the intervening year, a seminar is usually held. The ESC may choose to alter this arrangement as agreed by the Board. 

The venue is decided by the General Assembly. 

Call for applications is made by the CO 4 years prior to the congress year. 

Applications are reviewed by the EC and Board. Presentations by the countries are made at the GA. A short objective evaluation from the Board may follow a presentation. Then the GA votes by secret ballot and absolute majority. 

The organiser of the next congress (in 2 year's time) will also make a short presentation at the General Assembly.

Countries wishing to host a congress should apply to the CO for further details. Information is included in the Policies and Procedures document.

The ESC seminars are usually held in the year when there is no congress. Any member wishing to organise a seminar shall submit a bid in writing to the Central office. A short presentation should be made at the Board meeting in support of the bid. The Board votes by secret ballot and simple majority. 

Any ESC member or country wishing to organise a seminar shall submit a bid in writing to the Central office. Further details on the application process are available from the CO and are included in the Policies and Procedures document.

Requests are collected by the Central Office. The Central Office is responsible for the negotiation about financial aspects of the participation. A maximum of 7 % of the income from the last Congress can be dedicated each year to cover expenses of ESC speakers. The EC is responsible for the final selection of meetings which will be supported, according to the budget available. The ISC is responsible for the preparation of the scientific programme. The selected speakers must provide a short report for the EC & ISC. 

The process is included in Policies and Procedures.

English is the official language of the ESC. 

Simultaneous translation can be available in 2 languages other than English, and / or the language of the host country, for ESC congresses, seminars, general assemblies and other major meetings agreed by the EC. The final decision on these languages shall made by the EC.

An ESC Medal is established to honour outstanding national or international recognised activity in contraception, abortion, sexual or reproductive health in accordance with the aims of the Society. 

An applicant for the ESC Medal should either be a current member of ESC or, if retired or not working, a previous member of ESC. In certain circumstances an applicant who is no longer living may be considered; in this instance the nominator should seek further advice from the Central office. 

The Medal may be conferred on a maximum of two members of the ESC every even year at the time of the ESC biannual congress and the Diploma to a maximum of two members of the ESC every odd year at the time of the ESC Seminar. 

Nominations for such honours are put forward by the members of the Board of Directors. A written proposal on a nomination form should be signed by at least 3 Board members and the CV of the nominee must be attached. Nomination forms are available from the website or the ESC central office. Proposals should be sent to the ESC CO not later than 3 months prior to the Board meeting. 

All proposals will be initially scrutinized by the Internal Scientific Committee (ISC) and will then be presented to the Board. The Medal award is decided during the seminar Board meeting and the Diploma award during the Congress Board meeting. Members vote by secret ballot using simple majority for both M&D. 

Conferral of the Medal or Diploma are carried out by the President of the ESC. The awarded person may be asked to present a lecture if its bestowal was based on scientific activities, and the award lecture should be published in the ESC Journal. 

Such conflicts of interest may arise as a result of receiving sponsorship or payment of expenses by commercial organisations; consultancy fees; editorial fees; research grants; speaker's fees; travel costs over and above those required to attend a meeting or other benefits in kind. It can also include holding of shares in pharmaceutical organisations or medical equipment manufacturers by yourself or immediate family; membership of charities or pressure groups with conflicting interests. 

Having such a relationship or affiliation as noted above does not prevent an ESC representative working on any committee or group; giving a presentation or other activity, provided that the conflict of interest is declared. This declaration may be to either the chairman of the committee or group or to the ESC Central Office or an audience. 

You will be asked to sign that you agree to declare any conflict of interest. 

You may wish to provide the ESC CO with a current list of any conflicts of interest you have. 

• chair or co chair a sponsored symposium or other sponsored session
• make a presentation on any product-oriented topics during the sponsored session
• make a presentation at a sponsored symposium which is in parallel with the major official programme 

An active participation in a sponsored session is allowed provided the person takes into account the above three principles.

• Simple majority - where the person or thing with the most votes wins
• Absolute majority - where the winner must achieve 50%+1 of the votes

• Election of Executive Committee members 
• Election of the post of Editor-in-Chief 
• The venue for the Congress 

• If the vote is between 2 things or persons, then simple and absolute are the same. 
• When there are more than 2 persons / things a 2nd round of voting is required if none has achieved 50%+1 in the first round. 
• Simple majority is used to decide the 2 names / things going forward to the 2nd round; ie those that achieved the most votes in the first round. 
  • If the 2nd and 3rd names / things have the same number of votes, then a previously agreed procedure is in place: if it is a thing / place, the President has the casting vote; if a person, the winner is decided by the toss of a coin.
• In the 2nd round, persons who voted in the 1st round for unsuccessful places / persons can redistribute their vote between the two 2nd round candidates. 

• If, for example, 5 people stand for 2 vacancies, then the 2 successful candidates are those with the most votes. 
• If two names / things have the same number of votes, then a previously agreed procedure is in place: if it is a thing / place, the President has the casting vote; if a person, the winner is decided by the toss of a coin.

A secret ballot is used to make all appointments (e.g. to the EC or ISC). 

An open ballot, for example, by a show of hands, can be used for non appointment decisions ie when the Board, for example, is asked to make a decision between 2 or more ideas. However, the President can ask for a secret ballot if s/he feels it is more appropriate.

1. When there is only one applicant: 
   • Voting still takes place.
   • Voting should include the following 3 options; For or Yes; Against or No and Abstain 

2. Counting votes 

The following will be recorded:

• The number of Yes votes; Abstentions and No votes (if applicable) 
• Spoilt votes will be recorded, but will NOT be included in the total vote.