Managing Editors' Executive

The remit of the MEs' Executive is to be a conduit for communication and information flow to and from the MEs, the Cochrane Board, the Central Executive and the Editor in Chief.

The Executive is a group of Managing Editors and we try to ensure our members represent a spread of CRG size and geographical location. MEs' Executive terms are three years in the first instance. We have teleconferences every couple of months and always have a face-to-face meeting at Colloquia and the mid-year meeting. We discuss and take forward issues that have been raised by our fellow MEs, others in Cochrane and through committee work. We also facilitate ME meetings at Colloquia.

Current members of the MEs' Executive are Anupa Shah, Jordi Pardo, Anne-Marie Stephanie, Karin Dearness (Co-convenor), Liz Dooley (Co-convenor), Clare Jess, Marlene Stewart, and Melina Willson.

Cochrane 2016 mid-year meeting (London)
Cochrane 2016 mid-year meeting (London)

How can I engage with the ME Executive?

We often pick up issues to discuss through the ME Discussion forum, at ME meetings, through papers submitted to the MEs' Executive,  the CSG and issues raised by the Editor in Chief and Co-ordinating Editors. If you wish to raise an issue for the MEs' Executive to consider, please get in touch with one of the Co-convenors (Karin Dearness or Liz Dooley). We  do our best to take your issue forward and find a resolution or answer.

Where can I find minutes from ME Executive meetings?

These are stored in the ME folder on Archie Forum/Board > Managing Editors' Forum > Files > ME Exec Minutes.


Remit of the MEs' Executive

Purpose of the Managing Editors' Executive
[This Remit was updated by the MEs' Executive, February 2015.]

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

Accountability and reporting

  • The MEs' Executive is accountable to all MEs.
  • 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 CSG and other stakeholder groups as required.

Objectives 

  • To advise the CSG 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 CSG and its various sub-committees and advisory groups, and from the EiC.
  • To assist, if necessary, the filling of ME positions on Cochrane working groups and advisory committees and to ensure ME representation where none currently exists.
  • To consult with, and assist if necessary, the CSG 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; when this is not possible, decisions will be based on a majority vote. In the case of a tied vote, the CSG 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 CSG mid-year meeting.
  • E-mail discussion.
  • 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: draft to be circulated within two weeks and finalised within three weeks of the meeting/teleconference call.
  • The MEs representative on the CSG communicates with the EiC approximately every three weeks.

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.
  • Job sharing between two part-time volunteers will be considered and accommodated if able
  • 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. There is no limit on the number of terms that may be served, but re-appointment is contingent upon the Chair's approval.
  • The MEs’ Executive membership term of the ME representative on the CSG is suspended whilst serving on the CSG (which itself is limited to six years).
  • The ME representative on the CSG will rotate with the incumbent in the position. The outgoing ME representative on the CSG will remain a member of the Executive for a minimum of six months after stepping down from the CSG to ensure continuity.

Size, composition and representation

  • The MEs' Executive is limited to eight people comprising the ME representative on the CSG 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.
  • The Co-Convenors of the MEs’ Executive may co-opt up to two additional members to the MEs’ Executive should the workload or balance of experience and expertise require that additional members would be beneficial in helping the Executive achieve its objectives. The co-opted members will serve a fixed term which will be set and reviewed by the Co-Convenors.
  • There will be two Co-Convenors of the MEs' Executive who serve as Co-Chairs – the ME representative on the CSG 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 CSG, 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 and Mid-Year Meetings.
  • To raise and respond to issues of importance to MEs via papers presented to the CSG, its sub-committees 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 Executive 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.
  • To send out the ‘welcome letter’ to all new MEs

Communication

  • To liaise with the Cochrane Editorial Unit by communicating with the EiC
  • 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.

 

[1] Colleague refers to those who hold the post of Managing Editor, Assistant or Satellite Managing Editor across Cochrane Review Groups.