1.1.3.9.2 Managing Editors' Executive - remit

Purpose of the Managing Editors' Executive
[This section was updated by the MEs' Executive and inserted into the Manual on 25 January 2011.]

The purpose of the MEs' Executive is to be a conduit for communication and information flow to and from the MEs, the Cochrane Collaboration Steering Group (CCSG) and the Editor in Chief (EiC).

Accountability and reporting

The MEs' Executive will be accountable to MEs as a whole.

-        The MEs' Executive will report to all MEs on activities, with a written report presented at the MEs' Colloquium meeting and incorporated into the final minutes.

-        The MEs' Executive will produce written reports or papers for the CCSG and other stakeholder groups as required.

Objectives 

-        To advise the CCSG via its ME representative on all aspects relating to the role and function of MEs in a timely and effective manner.

-        To advise the EiC on all aspects relating to the function of MEs within the Cochrane Review Groups (CRGs) in a timely and effective manner.

-        To facilitate effective and timely communications between the MEs, Trials Search Co-ordinators (TSCs), the Co-ordinating Editors' Board and the EiC.

-        To feed back any relevant decisions or discussions from the CCSG and its various subgroups and advisory groups, and from the EiC.

-        To assist if necessary the filling of ME positions on The Cochrane Collaboration sub-groups and advisory committees and to ensure ME representation where none currently exists.

-        To consult with and assist if necessary the CCSG and relevant sub-committees and advisory committees on the appointment of ME ‘liaison’ positions when any such positions arise, e.g. in the context of special projects or the formation of temporary working committees.

-        To plan and organise the MEs' meetings at annual Cochrane Colloquia.

-        To assist with the planning and organising of regional and other MEs' meetings as appropriate.

-        To consult MEs on issues relating to their role and function within the organisation.

-        To identify collective MEs' concerns and issues and bring them forward to the appropriate arena.

Decision-making

-        The MEs' Executive will aim to reach full consensus but where this is not possible decisions will be taken based on a majority vote. In the case of a tied vote, the CCSG ME representative Chair will have the deciding vote.

-        For decisions to be taken at MEs' Executive meetings a quorum of more than half the membership of the MEs' Executive is necessary. For decisions to be taken by e-mail correspondence, it is expected that all members of the MEs' Executive will vote but if this is not possible the above quorum stands.

-        Wherever possible decisions will be based on consultation with all MEs.

Meetings and communications

-        At least one face-to-face meeting per year, which will generally be held at the annual Cochrane Colloquia; an additional meeting may be held at the CCSG mid-year meeting.

-        E-mail discussion (mesexec@lists.cochrane.org).

-        Ad hoc telephone conferences when required.

-        The MEs' Executive minutes will be accessible on Archie in the MEs' Forum.

-        Minutes of meetings and conference calls will adhere to the following timeline: first draft to be circulated within two weeks and finalised within one month of the meeting date.

Membership of the MEs' Executive

-        Membership will be on a voluntary basis. A general call for volunteers will initially be made via the MEs' discussion list (mes@lists.cochrane.org) whenever there is a vacancy.

-        MEs can nominate themselves or a colleague[1] to be a member.

-        Nominated MEs will prepare a short personal statement outlining why they are interested in the position and what they feel they would add to the Executive.

-        In the event that more than one nomination is received for a vacancy the candidates will be discussed amongst the members of the Executive and the final decision will be made by the Co-Convenors.

-        Volunteers will be expected to have the time to devote to the position, the skills required, and the trust of their colleagues.

-        All terms will be for three years. To ensure continuity, recruitment of new members will be staggered to ensure no more than one-third of the Group is replaced in a given year. No limit is set on the number of terms that may be served, but reappointment is contingent upon the Chair's approval. The ME representative on the CCSG will rotate with the incumbent in the position.

Size, composition and representation

-        The MEs' Executive is limited to eight people comprising the ME representative on the CCSG and seven other MEs. Ideally the MEs will reflect the diversity of CRGs, in particular the size of a CRG in terms of review portfolio, experience of the ME, and geographical region.

-        There will be two Co-Convenors of the MEs' Executive who serve as Chairs – the ME representative on the CCSG and another MEs' Executive member. The latter position will be rotational and will be appointed by the Chair who is the ME representative on the CCSG, after consultation with the MEs' Executive.

Responsibilities of MEs' Executive members

-        To participate actively by e-mail, teleconference meetings, and if possible, face-to-face meetings at Cochrane Colloquia.

-        To raise and respond to issues of importance to MEs via papers presented to the CCSG, its sub-groups and advisory groups, the Co-ordinating Editors' Board, the annual MEs' and joint editorial meetings.

-        To take minutes on a rotating basis at the MEs' Executive meetings.

Responsibilities of MEs' Executive Co-Convenors

-        To liaise on a regular basis to ensure issues of relevance to MEs are taken forward to the MEs' Executive in the first instance, and to determine how these should be managed (e.g. by e-mail, teleconference).

-        To organise and collate feedback from members of the MEs’ Executive on documents sent to the Co-convenors of the Exec or the full MEs’ Executive from the EiC or other members of the Cochrane Editorial Unit.

-        To agree and sign, whenever possible, messages sent to the MEs' Executive/MEs.

-        Once agreed upon by the MEs' Executive/MEs, messages will be sent out with both signatures.

Communication

-          To liaise with the Cochrane Editorial Unit by communicating with the EiC and copying information to the Programme Development Manager at the EiC’s office.

-          To ensure that ME representatives on Cochrane advisory groups and committees provide feedback to the MEs' Executive in a timely manner for consideration at MEs' Executive meetings (and teleconferences).

-          To ensure appropriate communication through the MEs' mailing list and discussion forum.