Guiding Principles PDF Print E-mail

1. General aspects

1.1. Mission Statement

The ETRS is to be recognised as the leading professional society in Europe providing a focus for the exchange of information on high quality basic research and good clinical practice in tissue repair.

1.2. Aims and Objectives

•    Hold an annual meeting.
•    Organise focus meetings on a regular basis.
•    Encourage communication between members through a newsletter and a website.
•    Support a high quality peer review journal focussed on tissue repair (currently Wound Repair and Regeneration).

1.3. Aspects of Activity

1.3.1. Research and Clinical Practice
•    Encourage new researchers by organising a young investigator session as a plenary session at the annual meeting.
•    Invite investigators from other research areas to speak at the annual meeting.
•    Stimulate interaction between basic research and clinical practice.
•    Provide information, education and training for laboratory based researchers and clinicians working in the field of tissue repair (working parties, information sheets, teaching sessions in annual meeting, focussed meetings).
•    Create working parties to develop and recommend minimal standards of clinical care, good clinical practice guidelines and research methodologies.

1.3.2. Collaborations
•    Explore links with individuals and societies with interests that potentially match those of the Society.
•    Develop links with industry e.g. by establishing an industrial liaison committee chaired by a Board member.
•    Develop and continue existing arrangements (joint meetings, Wound Repair and Regeneration) with the Wound Healing Society.
•    Explore possibilities to cooperate with other members and, where possible and desirable, facilitate member cooperation, to obtain national and international research grants in the field of tissue repair.
•    Create directory of research and clinical interests of all members of the Society.
•    Provide means of informing members of news and information (grants, fellowships, scholarships) using the Website.
•    Seek sources of funds to provide members with research fellowships, travel grants, scholarships to promote high quality research.

1.3.3. Generate a public profile
•    To increase the potential for influencing governments, European institutions and world-wide organisations to ensure tissue repair is given sufficient recognition and funding as a major research and clinical challenge.
•    To provide the public with information on the latest advances in tissue repair by organising press conferences at the annual meeting and by sending out press releases on information contained in the Bulletin or Journal.
•    To ensure, where appropriate, all activities of the Society attempt to translate basic research findings to improvements in clinical care of patients with tissue repair problems.

1.4. Mode of operation through committees

1.4.1. Committee structure
•    Committees are to be set up and chaired by at least one member of the Board.
•    Committees consist of ordinary members of the Society.
•    The following basic committees have been initiated in 2010.

1.4.2. Research Development Committee
Will spark and mediate research activities of ETRS members. This involves the facilitation of collaborations between laboratories in fundamental science and clinics. It will be responsible for the surveillance of hot research topics and work in close feedback with the scientific committees of the ETRS annual meetings. Will collect and display on the ETRS Webpage: funding opportunities, upcoming research conferences, and recommend one research article for reading at least monthly. Will evaluate the possibility to organize scientific training courses for different target groups; these courses should be eligible for training credits and obtain ‘ETRS label’. Due to its tasks the committee will closely collaborate with the Education and the ETRS Junior Committee.

1.4.3 Education Committee
Will study and guide educational activities in accordance with the Society's strategic plan. Will advise the Board on educational information received and recommend educational policy for consideration. Will strengthen education in ETRS to guide the link to practical clinical topics. Will help to establish courses and workshops for nurses and more clinically oriented members at the annual meetings. Seeks support from industry partners to organize these courses or workshops.

1.4.4 Industrial Advisory Committee
Interaction with industry is vital to the success of the Society. This committee will ensure that the ideas of our commercial colleagues are given balanced attention with regard to program and policy issues. Will study the needs of Society members from industry and supporters. Will make recommendations to the Board regarding programs and activities that will enhance industrial participation in accordance with the Society's strategic plan.

1.4.5 Membership Committee
Will be responsible for the stability and growth of membership in accordance with the Society's strategic plan. Will work with the Executive Board to create and maintain a membership database, and this group is crucial for creating and implementing membership recruitment and retention strategies. The committee advises the Board on membership status and recommends membership policy for consideration.

1.4.6 Society Interrelation Committee
Will develop ideas how to coordinate activities with other societies, which are in accordance with ETRS strategic plan. Will continue the collaboration with WHS, EWMA, and the WUWHS. Will evaluate new collaboration options, e.g., with national societies.

1.4.7 Public Relations Committee
Will work closely with the Business Office to use the website as an active and important platform to reflect ETRS activities to the members and the non-members. Will assemble the contents of an electronic newsletter to enhance the interactions with the members.

1.4.8 Junior Committee
Will be important to attract and involve young members to secure the future of the Society. Will be given the responsibility to organize a session at each meeting. Will make suggestions concerning the future goals or emphasis of the Society.

2. ETRS Board

2.1. General aspects

The general aspects concerning membership and status of the Board are mentioned in the articles of association of the ETRS. More detailed aspects such as terms and numbers, voting modalities, e.g., appointment of officers are mentioned in the Guiding Principles.

2.2. Membership of the Board

•    Board to consist of 12 voting members elected by members of the Society. All Board members must be fully paid up members of the Society.
•    The duration of an appointment as Board member is 5 years. Exceptions to this principle should be justified.
•    No more than 2 Board members from any one country (working address counts as country) should serve at the same time. Exceptions to this principle should be justified.
•    Board to consist of approximately equal numbers of laboratory and clinical researchers.
•    2 Members of the Board should retire in rotation each year. This will ensure opportunities both for new members to join and for members with experience to serve at the same time.
•    The Board retains the right to co-opt additional members as appropriate and as approved following a discussion at a formal Board meeting.
•    The Society is currently registered in Belgium so at least one Board member should be a Belgian citizen/resident.

2.3. Election of the Officers of the Board (Executive Board)

2.3.1. President
•    To be elected by the Board and serve for a 2 year term.

2.3.2. Past President
•    The term to follow that as President for a 2 year term.

2.3.3. Secretary
•    To serve for a minimum period of 3 years.

2.3.4. Treasurer
•    To serve for a minimum period of 3 years.
•    As the Society is currently registered in Belgium, and reporting to tax authorities in Belgium remains necessary, it is mandatory that the Treasurer is a Belgian citizen/resident.

3. Annual Meeting of the Society

3.1 General aspects

3.1.1. Conference President
•    As a rule the Conference President should be a Board member to ensure that ETRS financial and scientific interests are represented. Exceptions to this principle will have to be justified (e.g., long-standing previous Board members). In the case that the Conference President is not an active board member he/she needs to be represented (e.g. during board meetings) by an active board member to ensure close exchange with the active board.

3.1.2. Time and Duration
•    Preferably to be held during the 3rd quarter of each year over at least 2 full days.

3.1.3. Location
•    To be confirmed at the General Assembly at least 2 years before the meeting.
•    Candidates will be invited to declare their aim to host the next meeting before the General Assembly.
•    With more than 1 candidate, the choices will be put to vote at the General Assembly.

3.1.4. Venue
•    Discussed and agreed on an annual basis (at the latest at the Board meeting of the preceding annual meeting of the Society.
•    A minimum data set using which the decision will be reached, should include
-    A room to accommodate the number of delegates expected.
-    Sufficient rooms for concurrent sessions.
-    Poster exhibition room.
-    Commercial exhibition room.
-    Room(s) for workshops
-    Opportunities for lunch and coffee breaks
•    Only when considered crucial, the Conference President arranges a site visit for the Board on costs of the congress organisation.

3.1.5 Management
•    The Conference President may use an external congress organising company or rely upon the support of the Business Office. The additional tasks for the BO will be stated in a separate contract. Contracts will be signed by the Conference President.
•    It is advised that insurance coverage is taken to deal with unexpected external events which could lead to e.g. cancelling of the meeting.
•    An amount of maximum 5,000 Euro can be prepaid by the ETRS to cover the initial costs. This advance is to be refunded to the Society before the end of the year (before 31 December) in which the congress was held.
•    The organiser is expected to provide a financial plan at the Board meeting (this can be a teleconference) approximately 1 year before the congress. A positive saldo should be the aim. Any financial agreement between the Conference President and external agencies which may include other professional societies should be presented for discussion at the Board meeting and signed off by the Secretary of the Board.
•    The Business Office can be involved at least in the following aspects of organisation of the annual meeting by:
-    Creating and maintaining a database of delegates of previous meetings.
-    Identifying key contacts in commercial concerns that might support the meeting.
-    Liaising with the Conference President in obtaining sponsorship for events within the meeting.
-    Paying any advances approved by the Treasurer and the Board to initiate meeting related events.
-    Aid the Board with the financial aspects that are directly dealt with by the ETRS and not by the Conference President (e.g., Young Investigator prizes and poster prizes).
-    Assist the organisation with the publication of the selected abstracts in Wound Repair and Regeneration.
-    Any additional tasks and the additional charges will be stated in a separate contract between the BO and the congress organisation.

3.1.6 Programme
The Executive board has to set up the scientific committee selected from active board members. The Conference President has to set up the local organising committee. The scientific committee has to present a preliminary program to the Board, which after discussion is finalized by the scientific committee.
•    The programme should consist of a mixture of plenary and concurrent sessions, a young investigator session and a poster discussion session.
•    A mixture of more basic science oriented and clinically oriented topics should be foreseen.

3.2 Awards (age < 35 years)

3.2.1 Young Investigator prizes
•    The first prize will be awarded to one individual judged as being the best oral presentation in the young investigator prize session. The awardee will be granted the possibility to present his/her work at the Wound Healing Society. WHS has agreed to pay for the registration, travel and accommodation costs of the best prize winner of ETRS, just like ETRS will pay for the best prize winner of WHS. The awardee is requested to closely interact in time with the business office to ensure minimal costs.
•    Maximum two more prizes of 500 Euro will be awarded to young investigators ranked 2nd and 3rd in the oral presentation competition.
•    Such awards shall be available to all young investigators submitting abstracts. Should an abstract be selected from an individual who is not a member of the ETRS then the membership fee for 1 year will be deducted from the prize.
•    These awards are being paid by ETRS and not the Conference President. A balance between basic and clinical topics should be aimed at.

3.2.2 Poster prizes
•    A maximum of 3 prizes of 200 Euro will be awarded to the best posters presented at the meeting.
•    This award is being paid by ETRS. A balance between basic and clinical topics should be aimed at.

3.2.3 Bursaries for delegates from developing countries
•    Bursaries for delegates wishing to attend from developing countries can be provided at the discretion of the Conference President.
•    For these bursary/ies money will be provided from the conference account. These awards are not being paid for by the ETRS.

3.3. Delegate Fees

•    These are to be set to encourage young researchers.
•    Student fees are to be subsidised but should remain realistic (to avoid too high costs for the Conference President).
•    The fee for full members should cover the true cost of attending the meeting.
•    The fee for non-ETRS members should be higher than the fee for members (at least equal membership fee + meeting fee for members). The difference should encourage potential members to become a member.
•    The fee for delegates from Industry should be 50% higher than the regular fee, if they are ETRS Member and should be 100% higher for non-members.
•    Reduced fare for early inscriptions.
•    Fee includes attendance to the meeting, the lunches and coffee breaks, the abstract book and the social events.
•    Gala dinner can be arranged separately (with separate subscription).
•    WHS members register with the same reduced fee applying to ETRS members.

3.4. Accountability

3.4.1. General aspects
•    A financial plan, containing the main incomes and expenditures and the breakeven point with respect to the number of delegates, should be presented at the Board meeting (this can be a teleconference) ultimately 1 year before the congress. The Society expects meetings to have the best scientific outcomes and a financial gain or at least a break-even. It is the responsibility of the Conference President to achieve this aim.
•    If anything occurs that interferes with the financial plan, this should be submitted to the Board and an approval for this change/ adaptation of the plan should be obtained.
•    The Conference President and the local organising company should provide a full set of accounts not later than 6 months after termination of the meeting but preferably before the end of the year in which the annual meeting took place(i.e. 31 December). At that moment the amount that had been prepaid by the ETRS to cover the initial costs should be reimbursed, and the positive balance of the meeting is to be shared equally between the Conference President and the ETRS. This means that 50% of the surplus should be transferred to the ETRS account.
•    Only in exceptional situations and after approval of the Board, a loss of the congress meeting account can be accepted. The negative balance of the meeting is to be shared equally between the Conference President and the ETRS, with a maximum of 3000 Euros to the account of the ETRS.

3.4.2. Payments by ETRS
•    ETRS Board members will arrange travel and accommodation themselves and will also pay this (including registration). If the financial situation of ETRS is sufficiently healthy, these costs can be reimbursed afterwards (1 delegate economy fare). For meetings in Europe this is expected to be no more than 300 Euro travel reimbursement. Board members are advised to arrange their travelling long beforehand to obtain cheaper fares.
•    The ETRS will pay the costs for airfare (economy class) and accommodation for the duration of the annual meeting for the ETRS Business Office. The manager is advised to arrange his/her travelling long beforehand to obtain cheaper fares.
•    If necessary the ETRS can provide a maximum of 5000 Euros as a start-up fare for the Conference President. However this amount should be reimbursed.
•    The young investigator prizes and the poster prizes. (maximum of 1600 euros)
Payment for attendance at the ETRS by the main prize winner of WHS. The awardee is requested to closely interact in time with the business office to ensure minimal costs.

3.4.3. Payments by Conference President
•    The Board members will register themselves and pay for the registration. If the congress accounts end up with a surplus, the Conference President will reimburse the Board Members’ registration and attendance at social activities.
•    The Conference President will pay the invited speakers. These will cover invited speakers’ registration, accommodation, social activities and travel (1 person economy fare). The number of invited speakers should be limited but sufficient to guarantee a high scientific standard and should fit within the financial plan. The Conference President can decide to limit the payment of the invited speakers to a certain sum of money.
•    Bursaries for delegates from developing countries.
•    ETRS/WHS joint meeting: every 3th year an ETRS/WHS joint meeting should be planned; When the meeting is organized by the ETRS, ETRS will invite the acting WHS president and the Conference President will cover costs for registration, hotel, travel, social event (1 delegate economy fare) Arrangements will be made through the Business Office to assure low costs.

3.5. Action plan and timing

CP = Conference President, BO = Business Office, LOC = local organizing committee, SC = scientific committee

3.5.1. Year-2
•    Fixing the location (Board advises General Assembly than finalises).
•    Fixing the time (should not be exact yet) (CP and General Assembly).
•    Search for a venue (CP).
•    Search for a supporting local organization company or interaction with support of BO.

3.5.2. Year-1
•    Assurance covering unexpected events.
•    Fixation of the venue (CP).
•    Fixation of exact dates.
•    Set up of local organizing committee (CP).
•    Set up of scientific committee (Executive Board).
•    Preparation of a preliminary program (CP and LOC and SC).
•    Preparation of a flyer concerning the meeting (CP and LOC and SC).
•    Sending of a first announcement (CP and LOC).
•    Preparation of a business plan (CP and LOC).
•    Presentation of the above mentioned aspects (especially the financial plan) at the Board meeting (at the latest the Board meeting of the preceding conference) for approval. (CP).
•    Presentation of venue and preliminary program at the General Assembly (CP).

3.5.3. Year 0
•    Remind the Board members to arrange their travelling to obtain cheapest fares (BO).
•    Finalisation of the program (CP and LOC and SC).
•    Further contacts with the local organizing company and the venue to finalise practical aspects (CP and LOC).
•    Sending of second announcement.
•    Deadline for abstracts.
•    Deadline for inscription at cheaper fares.
•    Selection of abstracts (SC and CP).

3.5.4. Meeting
•    Presentation of the current status (also financial aspects) to the Board.
•    Presentation of the current status (number of participants etc.) to the General Assembly.

3.5.5. Year+1 (but within the calendar year (i.e. before 31 December)
•    Financial arrangements with the local organization company (CP and LOC) to be presented to Board for support.
•    Closure of the accounts of the Conference President (CP and LOC).
•    Closure of the accounts of the ETRS concerning the preceding meeting (BO).
•    Sending of the accountability of both the local organisation and the ETRS to the Treasurer for review (before 31 December of the year in which the annual meeting took place).
•    Presentation of the accountability at the Board meeting (this can be a teleconference or at the latest board meeting at the annual meeting of the year +1).

4. Focus Meetings

Purpose
•    To promote the Society between annual meetings.
•    To increase the profile and income to the Society.
•    Board approval is required before any meeting can proceed.
•    All members of the Society can suggest topics for such meetings.
•    The meetings to be organised jointly by the Board and the Business Office.
•    These meetings will not occur if there is any financial risk to the Society.

5. ETRS Business Office and Web management

The remit of and financial arrangements for the ETRS Business Office are agreed at regular intervals by the ETRS Board and enshrined in a contract between the ETRS and the Business Office. The person in charge of the Business Office will make regular reports of activity and finance to the ETRS Board, at minimum at each ETRS Board meeting. The performance of the ETRS Business Office will be reviewed annually by the ETRS Board. The contract will be for a set term and reviewed appropriately. The person in charge of the Business Office does not need to be an ETRS Board Member, but will be invited as an observer to the relevant parts of any ETRS Board meeting.

5.1 Task descriptions ETRS Business office

5.1.1 Fundamental Task:
•    Helps the President to communicate with the Board.
•    Keeps the Board member mailer up-to-date.
•    Keeps membership list up-to-date.
•    Sends out membership invoices once per year and follows up with reminders.
•    Keeps record of WRR subscriptions by ETRS members and communicates numbers in a timely fashion to the WRR. Pays invoices to WRR according to copies ordered.
•    Assures submission of meeting abstracts to WRR for publishing.
•    Communicates with members and informs about ETRS matters.
•    Communicates with the Webmaster for news and postings.
•    Maintains reliable archives of all documents concerning the Society.
•    Communicates up-to-date membership list to local Conference President to assure that only paying members get reduced registration fees.
•    Represents the Society at the annual meetings (stand) to recruit new members and promote ETRS.
•    Keeps track of own working hours and invoices work to ETRS according to annual contract.

5.1.2 Assistant to the Secretary:
•    Helps to set up regular board meetings by e-inviting Board members (BMs) and distributing agenda.
•    Helps to set up the annual General Assembly (GA) by e-inviting members and distributing agenda.
•    Organizes and oversees Board elections, supported by Webmaster.
•    Prepares the minutes of the board meetings.

5.1.3 Assistant to the Treasurer:
•    Has access to and works exclusively with the Belgian ETRS online bank account.
•    Follows account development and keeps book through online tracking and printed monthly statements (optional).
•    Helps the Treasurer to prepare annual financial statements.
•    Works with the Treasurer to provide reliable, updated information of ETRS finances on a 6-monthly basis (1 & 7 months before GA). Ideally follows the tax report format communicated by Treasurer.
•    Assists the Treasurer to arrange financial items (documents needed for the bank, credit card access).
•    Receives invoices, pays invoices under 500 EUR autonomously, confirms with Treasurer for invoices above 500 EUR.
•    BO pays the YIA and the poster awards and arranges the reimbursement of the WHS winner who comes to the ETRS meeting.
•    Communicates with IWWT organizers (and similar) to invoice and receive negotiated payments.
•    Requests 50% of meeting surplus from local congress organizers to credit the ETRS account.
•    Informs the Executive Board in case of problems and delays with payments.
•    Supports the Treasurer in general financial matters and with additional requests from the tax office.

5.1.4 Other tasks:
•    Supports the PR committee in producing and e-distributing a regular electronic bulletin/newsletter, supported by the webmaster.
•    Keeps contact list of potential financial supporters to the ETRS and annual meetings.
•    Any other relevant business determined by the Board.

5.1.5 Optional task: Congress organization:
In close collaboration with the local organizers, to facilitate the planning and organization of the annual scientific meeting and focus meetings an additional compensation for services will be determined and paid according to the envisioned tasks with the local organizers. As a guideline, the ETRS Board has agreed upon 5,000 EUR. Tasks shared with local organizers may include:
•    Communication with speakers/guests
•    Social event planning
•    Preparation of all printed materials (posters/flyers/program book)
•    Printing and mailing of printed materials posters and flyers (printing of program book is performed locally to reduce shipping cost and time)
•    Budget monitoring
•    Speaker reimbursement
•    Online/offline congress registration
•    Exhibition management
•    On-site management (co-ordination of staff, etc.)
•    Congress invoices and accounting
•    Abstract submission

5.2 Task descriptions Webmaster

Web management is preferred to be done by the BO but is not necessarily part of the BOs tasks.

5.2.1 Fundamental Task:
•    Grants access to the webpage CME to President, Secretary, and BO.
•    Set up e-mail accounts: Secretary, President, Treasurer, Executive, Board.
•    Maintains and updates the website.
•    Provides members restricted area (MRA).
•    Supports BO in keeping membership list updated in the MRA (members need to agree to have their address published in the restricted space).
•    Includes updates sent by BM.
•    Helps with newsletter design.

5.2.2 Optional task: Congress organization support
•    Provide meeting website.
•    Provide online abstract submission and review.
•    Provide on-line system for the evaluation of abstracts.
•    Organizes congress organization on-line evaluation


(Version 2.6, February 2013)

Last Updated on Wednesday, 08 May 2013 23:21