Terms of Reference

Final Terms of Reference: NCER Terms of Reference 19 Oct 2017 – Approved.


Terms of Reference Working Document

November 24, 2016 Draft

Link to the document

1. Vision
2. Mission
3. Objectives
4. Core values
5. Deliverables
6. Executive Committee Membership
7. Governance
8. Network membership
9. Terms of reference and reviews
10. Reporting
11. Committee meetings
12. Committee communications
13. CAEP accountability

Vision

Better collaboration. Better research. Better care.

Mission

Lead the advancement of care for emergency patients through the conduct of practice-changing, high-quality, world-class, multicentre research.

Objectives

  • To lead internationally in the conduct of high-impact emergency care research

Core values

  • Collaboration and Integrity: We conduct research in an environment of collegiality and collaboration acknowledging the importance of managing conflict of interest, the principles of intellectual property, equal opportunity and representativeness.
  • Excellence and Innovation: We produce the highest quality research.
  • Mentorship: We invest in mentoring new investigators, colleagues and future colleagues.
  • Patient Engagement: We value the input of patients and family members in the development of our research protocols.
  • Implementation: We ensure practice-changing implementation through knowledge translation and exchange.
  • Impact Potential: We select meaningful questions to pursue that have the greatest potential to impact on care, policy decisions, important outcomes, and systems of care.

Deliverables

Reports Due Description
Mandatory Annual Report April 1 ·         Current projects related to education, research, and connecting

·         Listing of current committee members

·         Report will be formatted for the CAEP Board, AGM, annual report, and all-committee report

Mandatory Committee Member Update July 1 ·         Post elections committee member update

·         Chair must be approved by the CAEP Board

Optional Quarterly Report January 1 ·         To present progress report on projects
Optional Quarterly Report July 1 ·         To present updates from the annual conference meeting
Optional Quarterly Report October 1 ·         To present progress report on projects

 

Other Deliverables
Network-endorsed products
High-impact publications
Development of clinician scientists
Longitudinal tracking

* Intellectual property produced as a result this executive committee is owned by CAEP. Before joining the committee members will sign a waiver to this effect.

Executive Committee Membership

Title Role Voting Description Term Renewal Maximum Term
Chair Executive Yes Approved by CAEP Board 2 years 2 6 years
Vice-chair Executive Yes To become the chair

Nominated by executive committee

2 years 2 6 years
Past Chair Executive No To support current chair 2 years 0 2 years
Grants & Manuscript Councillor Executive Yes Oversee the goal to maximize the number of publications per study

Recruits reviewers from network membership

2 years 2 6 years
Councillor Executive Yes 2 years 2 6 years
Junior Councillor Executive Yes 2 years 2 6 years
Junior Councillor Executive Yes 2 years 2 6 years
Secretary Executive Yes Keep accurate minutes, including presenter feedback, which are circulated in a timely fashion 2 years 2 6 years
Patient Engagement Representative TBD TBD TBD as the network matures
Research Coordinator Representative TBD TBD TBD as the network matures
CAEP President Ex-officio No See CAEP Bylaws
Academic Section Chair Ex-officio No Oversight by Academic Section Executive Committee See Academic Section ToR
Education Scholarship Committee Representative Ex-officio No See Education Scholarship Committee ToR
Research Committee Representative Ex-officio No See Research Committee ToR
CAEP Executive Director Ex-officio No
PERC Liaison Corresponding No
CCCTG Liaison Corresponding No
Primary Care Research Network Corresponding No
CAEP Staff Staff No Update committee webpages

Distribute committee agendas and minutes

Total Voting Executive 7
Quorum 4 (50% +1)

Executive committee notes:

  • A regional representation will be sought among the executive members from each of these 5 regions: WEST (BC and the Yukon), PRAIRIES (AB, SK, MB, NWT and Nunavut), ONTARIO, QUEBEC, and EAST (NB, NS, PE and NF/Labrador)
  • At least one executive member with FRCPC and one member executive member with CCFP(EM) designation will be sought.

Executive committee membership descriptions:

Committee member Description
Executive members ·         Voting executive committee members should be advised that they must attend 50% of meetings to maintain their position

·         Requirements for committee membership, i.e., must be a CAEP member

Ex-officio members ·         Ex-officio members will be invited to all meetings and receive all meeting minutes.
Corresponding members ·         Corresponding members will be invited to face-to-face meetings and asked to participate in teleconferences.

Roles and responsibilities of the executive committee membership:

  1. Be responsible for planning and setting the agenda for each annual meeting
  2. Communicate regularly with the network about the status of studies and potential new studies (via real time tracking on the website)
  3. Administer any funds that come into the network directly, e.g., apply for network or planning grant
  4. Keep accurate minutes, including presenter feedback, which are circulated in a timely fashion
  5. Initiate review of new studies and provide endorsement
  6. Monitor ongoing studies and identify issues that need addressing
  7. Develop guidelines and policies that determine how the network will conduct its business
  8. Manage mentorship
  9. Vet protocols
  10. Review and approval of manuscripts
  11. Track publication per study to optimize productivity
  12. Liaise with government, funding agencies, and other research networks plus CAEP Board

Governance

NCER reports to the CAEP Academic Section (and works closely with the Research Committee).

Election of executive Description
February 1 – Mar 31 ·         Identify open positions

·         Solicit nominations

April 1 ·         All nominations should have been received by CAEP office
April 15 ·         Nominee information is posted to the CAEP website
June (at CAEP conference) ·         Elections will be held

·         Electronic election format will be available for those not available to attend conference

July 1 ·         Mandatory Committee Member Update sent to CAEP office

·         Post elections committee member update

·         Chair must be approved by the CAEP Board (at their next board meeting)

  • Nominations will be solicited by CAEP newsletter, email, social media, and personal contacts.
  • Quorum for elections and other decisions is 4 of the 7 (50% +1) voting members.
  • For other decisions, consensus will be sought. If consensus cannot be reached, then decisions can be made vote (electronically or in person).

Network membership

Network may include the following who have interests in emergency care research (e.g., in-hospital, pre-hospital, education, etc):

  • NCER Member: any CAEP member (does not need to be an emergency physician)
    • Site champions will be sought among the NCER Members to represent each participating academic department, as well as the general emergency departments in Canada.
    • They will be the key communication channels from the network to all departments (and vice versa).
  • Allied health professionals*: “NCER Affiliate”, including research coordinators, paramedics, graduate students, nurses, etc interested in emergency care research (no cost)
  • Colleagues in other specialties*: “NCER Physician Collaborating Investigator” interested in emergency care research (no cost)

*Not considered a full NCER Member, unless they join CAEP as per the appropriate CAEP membership level, which may be (CAEP) Associate or Affiliate Member. Only full network members (i.e., those who are also CAEP members) can present protocols. All (NCER Members, NCER Affiliates, and NCER Physician Collaborating Investigators) may attend face-to-face meetings.

Terms of reference and reviews

  • Terms of reference should be reviewed by the committee every 5 years.
  • Revised terms of reference should be submitted to Board via the CAEP office.
  • Reviews of the objectives and committee productivity/progress may be completed by the Board through the CAEP office to ensure adherence to CAEP’s mission and vision.

Reporting

  • Mandatory annual reports report(s) (due April 1) will be presented to the CAEP office for distribution to the Board and other committees (as appropriate).
  • The list of current executive committee members and approximate number of section members (as applicable) will be provided to the CAEP office annually (due July 1).
  • Optional reports are recommended for active committees, as needed on January 1, July 1, and October 1.
  • Reports may be edited for format to present to the Board, at the AGM, in the annual report, or for other committees.
  • Reports will be available to all other committees and their members (unless deemed confidential).

Committee meetings

Quorum

  • Meeting and vote quorum is 4 of the 7 (50% + 1) voting executive members (refer to the Committee Roles table).

Teleconference Meetings

  • Teleconferences will be held at least quarterly at the call of the committee chair (or vice-chair).
  • The chair (or vice-chair) is required for any meeting.
  • All committee members (voting, non-voting, ex-officio, and corresponding) will be invited to attend.
  • Meeting agendas and minutes/action items should be prepared for all teleconferences.
  • Meeting agendas will be prepared by the chair or vice-chair with assistance of the secretary.
  • Minutes are the responsibility of the secretary.
  • Meeting minutes will be distributed to the entire committee and made available on the CAEP website (unless deemed confidential).

Annual Meeting

  • A committee meeting will be held annually in conjunction with the CAEP annual scientific meeting.
  • Teleconference services may be available.
  • In the absence of the committee chair or vice-chair, there will be no meeting
  • All committee members (voting and non-voting) are welcome to attend the meeting at the annual conference.
  • Minutes are the responsibility of the secretary.
  • Meeting minutes will be distributed to the entire committee and made available on the CAEP website (unless deemed confidential).
  • The annual meeting is open to all CAEP members.

Annual All-Members Face-to-Face Network Retreat

  • The executive committee will identify locations and dates, and organize the annual NCER Retreat
  • The location should switch from east to west annually.
  • All executive committee members and network members are welcome to attend the retreat.
  • Protocol presentations will be a core activity.
  • The secretary will take notes and record all feedback on presentations.
  • A website will be maintained to facilitate communication and track studies longitudinally.

Committee communications

  • Most communications will occur via email.
  • A discussion list may be established.
  • Communication to the CAEP membership will be via CAEP office e-mail distribution, the CAEP newsletter, or the CAEP and NCER websites (caep.ca and www.ncer.ca, respectively).
  • The committee can use social media via @CAEP_docs.
  • The committee will establish a web-based forum, document repository, and discussion platform in order to address the objectives in an open and transparent manner. These will be linked to the CAEP website and maintained by CAEP staff.

CAEP accountability

  • The committee will receive feedback from the CAEP Board, in response to the committee’s annual report and any specific requests received by the CAEP Board.
  • CAEP will provide amalgamated reports on CAEP committees contributing to the research, education, advocacy, and connecting pillars.
  • Meeting space will be available at the annual conference and arranged by CAEP.
  • A teleconference code will be provided for teleconference calls.
  • A CAEP staff will be available for updating the website with materials provided by the committee including agendas, membership lists, minutes, and other materials.

Terms of Reference Working Document

Version 3 – March 31, 2016

This working draft was provided by Laurie Morrison

Discussion led by Jeff Perry

 

Vision

Better collaboration. Better research. Better care.

Mission

Through the conduct of practice-changing, high-quality, world-class research, we lead the advancement of care for emergency patients

To fulfill our mandate we

  • Lead internationally in the conduct of high-impact emergency care research
  • Collaborate with colleagues and interdisciplinary collaborators across the nation and beyond
  • Mentor to build capacity in emergency care research
  • Disseminate our findings through knowledge translation and exchange, ensuring the science has an impact on care, education scholarship, policy decisions, outcomes, and systems of care

Our Core Values are

  • Collaboration and Integrity: We conduct research in an environment of collegiality and collaboration acknowledging the importance of managing conflict of interest, the principles of intellectual property, equal opportunity and representativeness.
  • Excellence and Innovation: We produce the highest quality research.
  • Mentorship: We invest in mentoring new investigators, colleagues and future colleagues.
  • Patient Engagement: We value the input of patients and family members in our research programs. (may not be a “core” value; and need to have a representative)
  • Implementation: We ensure practice-changing implementation through knowledge translation and exchange.
  • Impact Potential: We select meaningful questions to pursue that have the greatest potential to impact on care, policy decisions, important outcomes, and systems of care.

Products

  • Network-endorsed protocols
  • High-impact publications
  • Development of clinician scientists?
  • Longitudinal tracking?

Membership

  • Emergency Physicians: Any CAEP member interested in emergency care research. (e.g. in-hospital, pre-hospital, education, etc.)
  • Allied health professionals*: CAEP “NCER affiliate” at low cost a year, including research coordinators, paramedics, graduate students, nurses, etc
  • Colleagues in other specialties*: NCER Physician Collaborating Investigator (no cost)

*not considered a full CAEP membership unless they join as per the CAEP membership levels which is research associate (currently at $250 a year)

Site Liaisons

Each participating general emergency department in Canada will be asked to select a representative who will serve as the liaison for that site and be the key communication channel. (include job description)

Local NCER Site Champions (17)

Develop job description

Executive Committee

The Executive Committee will consist of 13 positions (including 6 voting and 7 ex-officio positions) from the emergency physician members.

  • Voting members: 2-year positions renewable x 1
  • Chair (option to renew) Funded (CAEP and matched) only to break a tie
  • Vice-chair (nominated by exec) / Financial oversight
  • Grants and Manuscripts Chair* (goal maximizing papers per study) – uses a team of reviewers from all NCER members
  • Councillor/Vice-chair (mid/senior)
  • Councillor (mid/senior)
  • Councillor (junior) non-renewable (1 year position to encourage involvement and turnover)

*Executive may increase to two, depending on workload.

**Executive will revisit patient engagement role.

Roles/expectations for Executive

To be defined

Ex-officio members

  • Past chair (non-renewable)
  • Research Coordinator Liaison
  • Communication Officer
  • Executive Director

Corresponding Members

  • PERC Liaison
  • CCCTG Liaison
  • CAEP / Academic Section Executive Liaison
  • Primary Care Research Network Liaison

Specifications

  1. Quorum requires two-thirds voting members.
  2. All positions are two years (with an exception for the first executive, which will have some two-year and three-year terms to stagger the first renewals).
  3. All positions (except past chair & junior councillor position) are eligible for one renewal.
  4. All executive positions can be nominated from the emergency physician (primary investigator) membership.
  5. Nominations will follow CAEP election procedures.
  6. Across the entire executive, geographic representation from West, Prairies, Ontario, Québec, and East will be sought.
  7. To maintain close ties with associated research networks, corresponding members will be asked to attend the executive committee meetings as necessary (by teleconference).
  8. Every two years at the Annual Meeting, all research coordinators in attendance will convene and elect their representative.

Responsibilities of the Executive Committee

  1. Be responsible for planning and setting the agenda for each annual meeting
  2. Communicate regularly with the membership about the status of studies and potential new studies (real time tracking via website)
  3. Administer any funds that come into the network directly (apply for network or planning grant)
  4. Keep accurate minutes (including presenter feedback), which are circulated in a timely fashion
  5. Initiate review of new studies and provide endorsement. Revisit!
  6. Monitor ongoing studies and identify issues that need addressing
  7. Develop guidelines and policies that determine how the network will conduct its business.
  8. Manage mentorship
  9. Vet protocols
  10. Review and approval of manuscripts
  11. Track publication per study to optimize productivity
  12. Liaise with government, funding agencies, and other research networks plus CAEP Board
  13. Communication officer …
  14. Executive director …

 

 


Terms of Reference (Draft 2– March 2016)

 

Vision:

To be international leaders in emergency care research

Goals:

  • To optimize patient outcomes
  • To create knowledge through research
  • To engage emergency patients
  • To conduct multicenter studies
  • To mentor new investigators
  • To produce the highest quality research
  • To support knowledge translation and exchange

Products:

Network-endorsed protocols are internationally recognized.

Membership:

Any CAEP member interested in emergency care research. (e.g. in-hospital, pre-hospital, education, etc.)

Site Liaisons:

Each general emergency department in Canada will be asked to select a representative who will serve as the liaison for that site and be the key communication channel.

Executive Committee:

The Executive Committee will consist of 13 positions (including 6 voting and 7 ex-officio positions).

Voting members: 2 year positions renewable x 1

Chair (option to renew) Funded (CAEP and matched) only to break a tie
Vice-chair (nominated by exec) / Financial oversight
Grants and Manuscripts Chair (goal maximizing papers per study)
Councillor (senior)
Councillor (senior)
Councillor (junior)
Councillor (junior)

Ex-officio members:

Past chair (non-renewable)
Research Coordinator Liaison
Communication Officer
Executive Director
PERC Liaison
CCCTG Liaison
CAEP Liaison

 Specifications:

  • Quorum requires four voting members.
  • All positions are two years (with an exception for the first executive, which will have some two-year and three-year terms to stagger the first renewals).
  • All positions (except past chair) are eligible for one renewal.
  • All executive positions can be nominated from the investigator membership (except the vice-chair who will be nominated from the current executive).
  • Nominations will follow CAEP election procedures.
  • Across the entire executive, geographic representation from West, Prairies, Ontario, Québec, and East will be sought.
  • To maintain close ties with associated research networks (e.g., PERC, CCCTG) members will be asked to attend the executive committee meetings as necessary (by teleconference).
  • Moreover, an update will be presented at each executive committee meeting about progress at associated research networks.
  • Every two years at the Annual Meeting, all research coordinators in attendance will convene and elect their representative.
  • Communication officer …
  • Executive director …

 Responsibilities of the Executive Committee:

  • Be responsible for planning and setting the agenda for each annual meeting
  • Communicate regularly with the membership about the status of studies and potential new studies (real time tracking via website)
  • Administer any funds that come into the network directly
  • Keep accurate minutes, which are circulated in a timely fashion
  • Initiate review of new studies and provide letters of support
  • Monitor ongoing studies and identify issues that need addressing
  • Develop guidelines and policies that determine how the network will conduct its business.
  • Manage mentorship
  • Vet protocols
  • Review and approval of manuscripts
  • Issue endorsements
  • Track publication per study to optimize productivity
  • Liaise with government, funding agencies, and other research networks plus CAEP Board

2 Comments on Terms of Reference

marcel émond said : Guest Report 2 years ago

publications could also be considered as a "product"

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