Signature page. Document name Department Concerned. Media Committee Policy Communications Owned by Signature Date of signature

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1 Signature page Document name Department Concerned Media Committee Policy Communications Owned by Signature Date of signature Aamer B. Ahmed Media Committee Chair Reviewed by Signature Date of signature Daniela Filipescu Past President of the ESA Amaury van Kesteren Quality Manager Approved by Signature Date of signature Zeev Goldik President of the ESA, on behalf of the ESA Board of Directors Page 1 of 7

2 Details Document Type Committee Policy Document name Media Committee Policy Ref # POL_MC_01_MC Version and Approval date v2.0 05JUN2017 Effective from 14JUN2017 Planned Review date 14JUN2019 Superseded documents ESA Policy for Media Com V Department concerned Communications Department Relevant regulations / 1* POL_NOM_01_NC nominations committee policy legislation / guidelines / references 2* SOP_ADM_02 Surveys SOP 3* SOP_ADM_01 activity reporting procedure 4* POL_FIN_02 Reimbursement Policy 5* POL_ADM_04 Conflict of Interest Policy Change History Date 11AUG JUN2017 Version Change Details Creation of document Review by Communication Manager: Beatriz Manrique Review by Marketing Manager: Susan de Bièvre Review by ESA Board Members: Walid Habre & Daniela Filipescu Formatted to fit quality document template TOC update. Structure of Committee changed to reflect uniformity across all Com. Pol. External and Corporate Relations manager position in Com. Budget to be presented to the Board. ESA website responsibility. Page 2 of 7

3 Table of contents 1) Introduction, Purpose and Scope of the Committee ) Activities of the Committee ) Structure of the Committee... 5 a. Positions... 5 b. Voting Rights... 5 c. Terms of Office ) Appointment Process ) Meetings ) Reimbursement Policy ) Conflicts of Interest ) Appendices... 7 Page 3 of 7

4 1) Introduction, Purpose and Scope of the Committee European Society of Anaesthesiology The ESA Media committee will have the task to develop strategies for the most effective communications to promote the education, scientific, research and patient safety activities of the ESA. The ESA Media Committee s responsibilities are to lead and design a roadmap for all activities dealing with communication through the most appropriate media channels for both its membership and beyond. 2) Activities of the Committee The ESA Media Committee s purpose is to fulfil the following functions: To provide a European platform for communications across all media and dissemination to the wider ESA membership the activities and functions of the society To promote the vision, mission, values and activities of the society across the membership Develop the most efficient means for promoting the ESA activities and news To allow updates of policies to be notified to its membership To communicate the activities of its committees, subcommittees and executive board to its membership To promote the ESA s congresses, scientific, research, patient safety examinations and educational activities To control and manage all requests for surveys to be sent to the members (ref. 2*). Coordinate with the Communication Specialist and the ESA newsletter editor all Media release activities Approve the content of the ESA online Newsletter Cooperate with the Board and the Executive Manager to prioritise news items and press releases via the various communication channels Review new information added to ESA website and imagery Promote the ESA by disseminating through social media (Facebook, Twitter, LinkedIn) Explore external communication through various media (press releases,...) To encourage new active members and highlight the benefits of membership Widespread dissemination of ESA guidelines Liaison with the greater public Position Statements Press and media enquiries (Newspapers, television, radio) Liaison with activities of the ESA Committees, Subcommittees, Taskforce groups and EJA Liaison with industry advertisements and the ESA Industry Liaison Officer Liaison with specialist societies and their memberships Page 4 of 7

5 The Chair of the Media Committee reports to the Board of Directors. Written reports will be presented to the Board and Council twice a year (September and April) following the activity reporting procedure (ref. 3*). The template of the reports is attached to the activity reporting procedure. By June 30 th, the Media Committee Chair shall submit the budget proposal for the following year for approval by the ESA Board of Directors. The annual budget will be set at an appropriate level to fund activities of the Media Committee. The Chair is responsible for the content published on the ESA website and updates sent as e- news to ESA members. The Media Committee will support the ESA e-newsletter by annually publishing at least one article on the Committee s activities. 3) Structure of the Committee a. Positions The ESA Media Committee consists of: Chair of the Committee Members: o Past Chair of the committee (for 18 months if applicable) o Two appointed ESA members o One representative of the Board o The Executive Manager o The Communications Specialist o The External and Corporate Relations Manager o One IT representative Chairs must always be active members of the Society for at least two years. Committee Members can be active, affiliate or trainee members of the Society for at least one year (ref. 1*). In order to help developing the communication strategies, the ESA Media Committee may also include the Newsletter and the EJA editors. Internal or external consultants may be co-opted to the Media Committee, if approved by the ESA Board of Directors. b. Voting Rights Page 5 of 7

6 All members of the Media Committee have voting rights with the exception of the ESA Executive Manager and Staff members. The Executive Manager and staff members have advisory and administrative roles. c. Terms of Office The term of office of the Media Committee Chair is three years. For continuity of the activities, the Past-Chair will remain a member of the Committee for one and a half years after the end of his/her term as Chair. The term of office for the Members of the Media Committee is three years renewable twice for one year for a total of five years. The tacit annual renewal of the term following the first three years term can be discontinued if the contribution is deemed insufficient, or in case of repeated absences at meetings, repeated failure to undertake appointed tasks or answer communications over a prolonged period. In such cases, the Committee Chair can decide to dismiss that Committee member, pending approval of the ESA Board. Committee members can apply for the Chair position no later than at the end of their third year. The total aggregated uninterrupted term of office must not exceed seven and a half years (member+ Chair+ Past Chair). 4) Appointment Process The appointment process of the Media Committee Chair and Members is described in the ESA Nominations Committee Policy (ref. 1*). The Chair of the ESA Media Committee must have been an active member for at least the last two years before application. ESA membership for at least one year is required before application to Media Committee member position. The criteria published in the Chair and Members vacancies will include the general criteria and scoring criteria outlined in the Nominations Committee Policy. The ESA Secretariat staff in charge of the committee is responsible for keeping a record of the committee membership, informing the Chair about the end of term of different members and future vacancies and communicating all changes to the Media Committee and Communication Specialist for updating the ESA website. 5) Meetings The Media Committee will meet twice or three times a year, once at Euroanaesthesia and additional meetings as required. Other meetings are encouraged via teleconferences. Page 6 of 7

7 Standard committees meetings procedures are followed, with agenda and minutes recorded (ref 3*). The minutes of each meeting of the Media Committee are written and kept by the Communication Specialist and are validated by the Chair after accepting the amendments from meeting participants. The final minutes are approved by the Committee at its next meeting. The minutes are the responsibility of the Chair. 6) Reimbursement Policy Travel costs for Media Committee members to attend Media Committee related activities will be reimbursed according to the ESA Reimbursement Policy (ref. 4*). 7) Conflicts of Interest Any person who sits in the Media Committee should annually declare any relationship or arrangement with a commercial company, direct or indirect, that could be reasonably considered to affect the work in the Media Committee. This includes, but is not limited to, financial relationships, advisory positions, receipt of grants/research supports, receipt of honoraria or consultation fees, participation in a company sponsored speaker s bureau, stock shareholder, and spouse/partner financial relationships with a commercial company. Please refer to the Conflicts of Interest Policy (ref. 5*). None. 8) Appendices Page 7 of 7