1.1.3.9.3 Trials Search Co-ordinators' Executive - remit

(Updated by the TSCs' Executive - 11 February 2011)

Purpose of the Trials Search Co-ordinators' Executive

The purpose of the Trials Search Co-ordinators' (TSCs') Executive is to facilitate open communication between TSCs, the Cochrane Collaboration Steering Group (CCSG) and the Editor in Chief (EiC).

Objectives

To advise the CCSG and the EiC through its TSC representative on the CCSG on all aspects relating to the role and function of TSCs.

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

To provide an effective and timely communication channel between TSCs and Information Specialists, the CCSG, its various committees, the EiC, Managing Editors and Co-ordinating Editors. The TSCs' Executive will invite non-member TSCs (for example, TSC representatives on committees) to give specialist advice where appropriate.

To provide feedback to TSCs on any relevant decisions or discussion from the CCSG, its various committees and the EiC.

To ensure that TSCs are appropriately represented on CCSG committees.

To consult with the CCSG, its committees and the EiC on the appointment of TSC 'liaison’ positions when any such positions arise, e.g. in the context of special projects or the formation of temporary working groups.

Accountability and reporting

The TSCs' Executive will:

be accountable to the CCSG through the TSC representative on the CCSG;

provide advice to the Cochrane Editorial Unit (CEU);

be accountable to TSCs as a whole;

produce written reports or papers for CCSG meetings during Colloquia and mid-year meetings, and at other times as necessary;

provide a workplan each year, including for the agenda for its mid-year meetings, for which its members' attendance is funded by the CCSG; and

provide a summary of the outcomes of the TSCs' Executive's workplan; the content of this summary will form the basis of the TSCs' report for the Collaboration's Annual Report. 

Membership 

Membership will be on a voluntary basis. A general call to TSCs for volunteers will be made whenever there is a vacancy. Volunteers will be asked to submit a short paragraph (no more than 250 words) stating why they wish to join the TSCs' Executive and what skills, experience or qualities they would bring as a member.

TSCs can nominate themselves or colleagues to be a member.

The TSCs' Executive is limited to eight people: the TSC representative on the CCSG and seven other TSCs, one of whom will be the TSC representative on the Monitoring and Registration Committee (MaRC). The TSC representative on the CCSG and the TSC representative on the MaRC will rotate with the incumbent in the position.

TSCs' Executive members serve for a period of three years. At the end of three years, members are eligible to volunteer for membership for another three years. No-one may be a member of the TSCs' Executive for more than two consecutive terms (i.e. six years), but may volunteer again after a subsequent gap of three years. An exemption to the above would occur in the case of a TSC who, having served on the TSCs' Executive for three or six years, was elected as the TSC representative on the Steering Group.

There will be two Co-Convenors of the TSCs' Executive: the TSC representative on the CCSG and another member of the TSCs' Executive. The latter position will be rotational and will be appointed by the Co-Convenor who is the TSC representative on the CCSG, after consultation with the TSCs' Executive.

Decision-making

The TSCs' Executive will aim to reach full consensus amongst its members, but where this is not possible decisions will be taken based on the majority vote. In the case of a tied vote the TSC CCSG representative Convenor will have the deciding vote.

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

Wherever possible decisions will be based on consultation with all TSCs.

Meetings and communications

Two face-to-face meetings each year, during the annual Colloquium and at the time of the CCSG mid-year meetings.

A dedicated e-mail discussion list (tscs-exec@lists.cochrane.org).

Telephone conferences when required.

Minutes of TSCs' Executive meetings will be accessible on Archie in the TSCs' Forum.

Responsibilities of TSCs' Executive members

To participate actively by email, teleconference meetings and, if possible, face to face meetings during Colloquia and mid-year meetings.

To attend a face-to-face meeting supported by funds from the CCSG during its mid-year meeting; those members who are part- or fully funded to attend this meeting will participate actively in the strategic session.

To co-ordinate meetings and workplans with other CRG Executives (e.g. the Managing Editors' Executive and the Co-ordinating Editors' Executive) to ensure an appropriate level of joint work on goals and issues of common interest.

The TSCs' Executive will raise and respond to issues of importance to TSCs via papers presented to the CCSG and relevant committees. All members of the TSCs' Executive will be expected to draft papers for internal consultation and to provide timely feedback on such drafts.

Responsibility for minute-taking at teleconferences and face-to-face meetings will be shared on a rotating basis by all members of the TSCs' Executive.