Download Sample Terms of Reference for Contraceptive Security Committees

Sample Terms of Reference for Contraceptive
Security Committees
Preface
The Terms of Reference of the Contraceptive Security Committee was approved on
____________, by the Minister of Health of ________(country). The Committee adheres to the
Reproductive Health Council (depending on the country) which establishes best practices and
standards for managing advisory bodies.
Legal Framework:
Constitution, (mention articles related to guaranteeing health status to citizens)
1.0 Mandate
The mandate of the CS Committee is to provide a group of stakeholders from public and private
organizations in __________ (country) with on-going expert broad strategic policy advice on
commodity availability and the safety and therapeutic effectiveness of marketed contraceptive
products. It will also provide a mechanism to involve the public, providing them with a forum to
have their views heard by experts who can discuss their input and incorporate it into the advice
provided. Incorporating the views of citizens and stakeholders is critical for effective regulation in
the public interest.
The establishment of this committee is part of a series of measures to guarantee contraceptive
products availability for all segments of the population, through sound and effective national and
operational policies.
1.1 Scope
The committee will constitute an integral part of the national family planning program of the
Ministry of Health and it will carry out its mandate by advising country stakeholders on broad
strategic policy issues including, but not limited to: how to improve logistics systems of both
public and private institutions, the relevance and impact of effective and transparent contraceptive
procurement mechanisms; and sustainable financing mechanisms. As well, the CS Committee
will provide guidance on contraceptive technology updates and new products in the market.
Contraceptive security issues managed by the CS Committee will be a structural part of the health
system in ______ (country), impacting their activities in the health system network nationwide.
2.0 Governance
The committee provides its advice to its members and reports semi-annually to the Minister of
Health. The Executive Secretary will be the Director of the Reproductive Health Program, as
delegated by the Ministry of Health.
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3.0 Membership
The committee is composed of the following organizations from the public and private sectors:
Ministry of Health, MOH family planning program, MOH HIV/AIDS program, Finance and
Administration Branch of MOH, family planning nongovernmental organizations, association of
pharmacies, social marketing organizations, association of OB-GYN physicians, Ministry of
Education, and Ministry of Finance. Special membership as external advisors include
international agencies such as USAID and its implementing partners, UNFPA, Pan American
Health Organization (PAHO), World Health Organization (WHO); and representatives of
academia.
Membership of the CS Committee should include, but not be limited to, the following areas of
expertise: logistics system and supply chain, product forecasting, procurement mechanisms,
advocacy for reproductive health/family planning and contraceptive security (CS), quality
assurance methods, public health, financing mechanisms for contraceptives, system strengthening,
and contraceptive use and demand.
Members, the Chairperson, and Co-Chairperson of the committee are appointed by vote by all
members of the CS Committee. The Executive Secretary will serve for a two- or three-year term,
which may be extended to a maximum total period of six consecutive years.
3.1 Membership Considerations
In considering whom to recruit to the committee, the CS Committee will consult with the Minister
of Health; other government organizations; external organizations, associations, or experts; and
with the Chairman and members already on the committee. In appointing committee members,
the CS Committee is committed to diversity and inclusiveness. For example, it may select
members from specific population groups or geographic locations, when appropriate.
3.2 Transparency
CS Committee members are appointed as individuals on the basis of their individual expertise,
and they are not to represent their firms, organizations, or associations. They serve as
knowledgeable individuals in their own right and in the best interests of all _______ (country of
citizenship), aiming to promote contraceptive availability.
A non-health government employee may be a member of this committee, as long as the employee
is acting in an independent capacity and is not representing the government.
Transparency will be further adhered to through posting on the MOH website the committee
information such as the agendas, and the names and biographical information on members. The
CS Committee will also make public how the advice, combined with other information and
scientific expertise, was brought into the CS Committee and member organizations; and, if
applicable, the decision-making consequence and next step(s).
3.3 Affiliations and Interest
To be considered for appointment, potential members of the committee must submit a delegation
letter from his/her supervisor to actively participate as a member. It is incumbent upon the
member to update its appointment, in writing, if their personal and/or professional situation
changes.
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Committee members are expected to conduct themselves in an appropriate manner, i.e., the use of
their positions cannot be reasonably construed to be for their private gain or that of any other
person, company, or organization.
4.0 Responsibilities
4.1 Responsibilities of Members
Members of the CS Committee have a responsibility to offer their independent and objective
advice to the Committee. Other responsibilities include:
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being available and prepared to participate in meetings;
being available and prepared to attend a public input activity related to the committee's
mandate, if necessary;
considering information that is relevant to the Committee's mandate, that may include
information that the Committee has received, for instance, through meetings, interviews,
public forums, or in writing;
participating in discussions before the committee prepares its report to the MOH;
notifying the Executive Secretary of any changes in the status of their affiliations and
interests relevant to the CS Committee mandate; and
making a verbal statement of affiliations and interests at the beginning of a meeting, if asked
by the Executive Secretary.
As qualified experts, members—based on their expertise on CS and declared affiliations and
interests—will be asked to participate in sub-committees.
As well, in the event expert advice is sought on a specific issue, with respect to CS, select
members may be asked to join a one-time expert committee which would be supplemented with
additional technical expertise.
4.2 Responsibilities of the Executive Secretary
The Executive Secretary provides leadership and strategic advice in the management of the
committee and works closely with representatives of the MOH and other CS committee members.
In particular, the Executive Secretary is responsible for preparing and delivering to the CS
Committee members the committee's annual report.
4.3 Responsibilities of the Secretariat
The secretariat, which is housed in the MOH, acts as a liaison between members and the MOH, as
a resource for members, and works closely with MOH officials. In addition, the secretariat:
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coordinates preparation of the meeting agendas and minutes; records of discussions and
reports; and maintains any information about the committee, its mandate, or work that may
be posted on the MOH website
coordinates the processes for the affiliations of members
coordinates preparation of information related to contraceptive security and any of its
elements
maintains a list of forward agenda items and responsibilities
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helps to prepare the committee member designated as media spokesperson, if appropriate
monitors and evaluates the efficiency and effectiveness of the committee
carries out additional duties, as appropriate, in support of the committee.
4.4 Subcommittees
(Include functions of subcommittees, for example)
Functions of Logistics Management Sub-Committee:
a.
b.
c.
d.
e.
f.
g.
h.
Appoint coordinator, secretary, and reporter.
Prepare agendas for Sub-Committee meetings.
Write meeting reports summarizing agreements and actions to be taken.
Submit meeting reports to the other subcommittees and the Executive Secretary, not to
exceed 5 working days after each meeting.
Send invitations to regular and extraordinary meetings.
Keep files of the sub-committee.
Gather logistics data from service provider to keep indicators of progress at the national
level.
Monitor the quality of the forecasting of contraceptives, by provider and nationwide.
Financing (follow the example for the other sub-committees)
Procurement
Advocacy
Communications
Information sharing
Monitoring and Evaluation
4.5 Media
The Executive Secretary, in consultation with the MOH, will appoint a member of the CS
Committee to be the media spokesperson, when circumstances warrant this.
5.0 Management of the Committee
5.1 Frequency of Meetings
The CS Committee meets every two months. Additional meetings may be held at the request of
the Executive Secretary, in consultation with CS committee members. These or any additional
meetings may be undertaken using in-person, web-based, or other communication vehicles.
5.2 Meeting Agendas
CS Committee members are canvassed for agenda items one week in advance of regularly
scheduled meetings. The agenda is then developed by the Executive Secretary. The agenda, along
with supporting meeting materials, are provided to committee members a minimum of one week
prior to the meeting.
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5.3 Committee Reports
Advice from the committee is in the form of recommendations. The CS Committee is encouraged
to reach consensus in providing advice, whenever possible. When consensus is not possible, the
meeting record will reflect the diversity of opinions. The committee will not provide
recommendations unless a quorum is present. The quorum for the CS Committee is determined to
be one half of the members plus one.
Reports will include the basic CS indicators used widely and be published after the committee has
approved the content. Reports posted online will be available in the official language.
5.4 Invited Guests
The Executive Secretary, in consultation with CS Committee members, may invite individuals
with particular expertise or experience to provide input on a specific topic or agenda item.
However, an invited guest may not participate in the formulation of advice or recommendations.
5.5 Review of the Committee
The Executive Secretary will review the CS Committee mandate, activities, terms of reference,
and relevance annually to ensure that it continues to meet ongoing needs. Recommendations for
improvement will be considered on an ongoing basis.
Glossary of Terms and Acronyms
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