Procedure for selection of PHMEG representatives for external bodies/groups

To be a source of expert comment and authoritative advice on policy, consultative documents and development of mew guidelines

To represent the views of CsCDC and other specialists in the health protection field.

The process for nomination needs to be open and accountable, and to ensure open and that the PHMEG makes best use of the members’ skills.

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2. The process

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1. The purpose of it’s group/committee and its membership

2. The expected lifetime of the group/committee

3. The likely sessional commitment

4. The particular expertise or skills they are seeking

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2.3 Role of the PHMEG Member

Any individual willing to be a PHMEG representative should:

1. Respond to requests with appropriate information
2. Disclose any potential conflicts of interest (eg drug company funding)
3. Report regularly to the PHMEG executive and liaise with other members about the group’s work.
4. As far as is practicable, represent the collective views of the PHMEG members in matters of organisational and professional "politics" and be explicit where this is unlikely to be the case.

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3. Administration

The PHMEG secretary will be responsible for the administration of the selection procedure, assisted by the FPHM administrative support.

3.1 Model person specifications will be prepared for three levels of posts:

1. National policy making body eg JCVI

2. PHLS working party eg meningococcal working party

3. Ad hoc group around single issue eg Hepatitis A outbreak guidelines

These will set out general requirements for posts at these levels, both allowing all PHMEG members to be eligible for some posts and ensuring that the senior posts are filled by PHMEG members who are sufficiently experienced/senior to command the respect of the other group members as well as PHMEG colleagues.

3.2 Posts will be time-limited to 3 years (or the life of an ad hoc group) and will be renewable once with the agreement of the majority of the executive.

3.3 Usually, the number of representative posts held by any single member will be limited to two. This will not apply to ex officio posts which officers of PHMEG are expected to hold.

3.4 Usually it will not be appropriate for a PHMEG representative to wear "two hats" and represent other bodies, such as the FPHM, on any single body or committee.

3.5 Where several members are interested in, and qualified for, the same post, the executive will usually select one nominated by a majority vote, usually by email.

In some instances the executive may allow more than one nomination to go forward so that the group seeking a nomination can choose.

3.6 If necessary, and if the constitution of the external body allows, a deputy will be chosen to cover for the PHMEG representative when unable to attend meetings or contribute in other ways.

3.7 The length of time allowed for the selection process will often be dictated by external circumstances, but should usually not take more than 8 weeks. In exceptional circumstances, the executive will have the right to nominate an interim representative using a register of interests. The post should subsequently be advertised to members and filled in the normal manner. Interim representation is not appropriate for national, policy-making bodies where their standard procedures should always be followed.

3.8 PHMEG representatives will be required to report regularly to the executive, normally in the form of a short written report, which should include details of number of meetings held and attended. Representatives who fail to report back as required may be asked to stand down.

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