Advisory Board Terms of Reference

Role and tasks of the  Advisory Board

The WEEPI Advisory Board (AdB) is a group of persons with particular specialist exper-tise and experience relevant to the fulfilment of the aims and objectives of the Foundation. The role of the AdB is to advise the Foundation executive on the development and execu-tion of it’s programme of work.

The main tasks of the AdB are to:
  1. provide input on any plans or proposals as requested by the Foundation Council;
  2. make suggestions to the Foundation executive on any specific areas that might be covered by future calls for proposals;
  3. propose to the Foundation executive detailed, objective and transparent evalua-tion criteria to be applied to adjudicate project proposals;
  4. supervise the issue of calls for Stage 1 or Stage 2 proposals;
  5. coordinate the expert review, assessment, scoring and adjudication of the valid and eligible project proposals received and then make recommendations to the Foundation executive on suitable proposals to be approved for funding;
  6. make suggestions to the Foundation executive for any improvements to the WEEPI workflow to increase the efficiency for future calls for proposals;
To better fulfill these tasks, the AdB may correspond with individuals with certain exper-tise or suitable organizations on specific issues on a time limited and temporary basis.  At the beginning of the year the Chairperson of the AdB shall be responsible for sending to the Foundation executive a brief annual report of the work of the AdB over the previous year.

Composition of the  Advisory Board

The WEEPI Foundation Council will formally appoint the members of the AdB follow-ing the recommendation of the Foundation executive.  The AdB will consist of expert participants appointed by the Foundation Council and selected from leading European clinical associations or learned societies and non-governmental community organisations  involved in HIV, viral hepatitis and TB and key public health organizations.  In addition the Foundation Council may appoint a number of individual experts/clinicians involved in clinical care from affected countries with a significant role in the provision of HIV, viral hepatitis or TB clinical services from each of the focus countries of Ukraine, Romania, Georgia, and possibly Russia and Moldova. These national experts will have the status of observers but will exercise all the rights and responsibilities of an expert participant, apart from the right to vote. 

When appointing these AdB members, the Foundation Council shall seek to achieve gender balance as well as a balanced distribution of the disease functional expertise.  The initial appointment of members will be for three years.  Members may be re-appointed. These members may expect the WEEPI Foundation to cover reasonable expenses for their involvement and travel.

The secretariat of the AdB shall be provided by Foundation executive.

The AdB will select and appoint a Chairperson from among its members. This position will be reviewed on an annual basis. 


Work procedure

The AdB will meet face-to-face at least once a year with all reasonable travel expenses covered by the Foundation executive. In between the physical meetings, the AdB may call shorter specific meetings by tele/videoconferencing.  Otherwise communication be-tween the members of the committee should be maintained by extranet workspace, tele/videoconferences and via emails as required. 

The Chairperson, will draft the agenda and organise the AdB meetings supported by the secretariat.  Representatives of the Foundation executive shall be invited to all meetings.

The AdB meetings shall go ahead if at least one half of its members are present.

The secretariat will be provided by Foundation executive and will take minutes of these meetings which will be circulated to the members no later than two weeks following the meeting for their review and comments.  The final approved minutes will be signed by the Chairperson and distributed to all the AdB members and to the Foundation execu-tive.

Agreement on the AdB opinions or advice should strive to be achieved by consensus.  If after a reasonable attempt this does not appear to be possible, the Chairperson may move so the decision be made by simple majority voting.  Only the full member expert participants are entitled to a vote, while the observers may make their opinions known during the preceding discussions.   In the event of a tie the Chairperson shall decide.

The AdB shall otherwise regulate its own internal procedures as required.

These terms of reference should be reviewed by the AdB on an annual basis and any proposed changes may be referred to the Foundation executive for their consideration.