OF MIDWIVES
International
Congress
Manual
February 1999
The International
Confederation of Midwives convenes an International Congress of Midwives each
three years in locations agreed by the International Council.
The objective of each
Congress is to further the aims and goals of the Confederation as described in
the Constitution and Global Strategy Statement.
This handbook has been
prepared to give guidance to
·
Member Associations that decide to nominate to host
a future international Congress of Midwives
·
Member Associations elected by Council to host a
Congress in the planning and management of the event
·
The Council, Executive Committee, Board of
Management, and Secretary General in the determination of what is required at
all phases of the process involved in ensuring a successful Triennial Congress.
As stated in the cover letter on the Application to Host a Triennial
Congress, this manual may change considerably if Council decides to appoint an
ICM Professional Congress Organiser. Items which may be subject to change
are italicised.
Introduction
Many factors contribute to a Triennial Congress being judged as
successful: the quality of the scientific program; the degree of worldwide
representation by midwives attending; the impact the Congress has nationally,
regionally, and internationally; the social program (the degree midwives are
able to interact with other midwives); and financially (the cost of
registration, accommodation, and daily living; access – airfares; and outcome –
the profit or loss).
A successful Congress contributes immeasurably to the status of the
midwifery profession in the host nation and internationally.
The content of this Handbook is mostly derived from the Confederation’s
Constitution, Bylaws, and previous Guidelines.
The new information is included in order to make it clear to all
concerned what occurs at all phases of the process and what is required of all the
stakeholders involved in a Congress.
For every Congress there are
four main phases in a six-year cycle:
·
A submission to Council to be awarded a Congress
·
The first three years
·
The last three years prior to and including the
Congress
·
The wind-up of the business affairs associated with
managing a Congress
The content of this Handbook is intended to assist Member Associations
in successfully negotiating all phases.
It sets out what is required of all parties: the Member Association,
Headquarters, Board of Management, the Executive Committee, and the Council in
order to make the responsibilities of each transparent to the other.
A coming together of the world’s midwives for a sharing of knowledge,
discussion and promotion of matters of concern to the midwifery profession in
the care of women throughout their reproductive life, and the newborn.
Every three years, not earlier than two years and nine months, nor
later than three years and three months from the last.
Congress Locations
Any country of the world where there is an active Member
Association. Rotation from one of the
Confederation’s Regions each three years is desirable.
1999 Manila, the Philippines
1996
Oslo, Norway
1993
Vancouver, Canada
1990
Kobe, Japan
1987
The Hague, The Netherlands
1984
Sydney, Australia
1981
Brighton, England
2002 Vienna, Austria
2005 Brisbane, Australia
- Collaborative
In partnership with WHO,
UNICEF, and other UN agencies, on themes agreed by partners, held between
Council Meeting and Congress for 2-1/2 days with invited participants.
Held during Congress for
quarter of day, maximum number five; they are part of the program. The topics are determined by the Board of
Management with the objective of drawing on the expertise of the midwives present
at the Congress to develop the organisation’s knowledge/position on a given
subject.
The scheduling of additional
workshops/meetings may be negotiated with the Host Association by the Board of
Management no later than two years prior to the Congress, provided the budget
impact is neutral.
·
Congress:
Maximum 5 days, inclusive of opening and closing sessions
·
Council:
Maximum 4 days
·
Total, with Associated Events: 14 days
Requirements of Member Associations Lodging a Submission to Host a
Congress
Any Member Association interested in hosting a Congress should read
this Manual, contact the Secretary General if there is any aspect not clear to
them, and be prepared to respond to what is entailed in submitting a proposal
to Council.
Once a decision is made to
proceed, the procedure is as follows:
Nine months prior to the next scheduled meeting of Council, the
Secretary General circulates to Member Associations a call for submissions to
host the Congress to be held seven years hence (schedule based on the holding
of Triennial Congresses), together with a copy of this Manual.
Member Associations are to
return completed submissions to headquarters within six months.
To be complete, submissions
should:
·
Be on official association letterhead and be signed
by the President and Secretary.
·
Contain the following information:
·
Proposed location for Congress
·
Proposed dates
·
Proposed venue and the facilities it contains
·
Availability of interpreter resources for Council
and Congress Meetings
·
Resources and facilities to be made available for
meetings of Council, Executive Committee, Board of Management, and Regional
Meetings
·
Access to the proposed venue within the country and
city including transportation to and from the closest international airport.
·
Any restrictions of entry likely to be experienced
by any participants from current Member Associations.
·
Location and range of hotel accommodations including
present-day room costs in the vicinity of the proposed Congress site.
·
A resume of the Association’s experience to date in
managing national and international conferences.
·
Evidence the Association has the infrastructure and
ability to finance the cash flows required to support the management associated
with hosting a Congress up until income is generated from registrants.
·
An outline of how the Association plans to proceed
with the organisation of the Congress if its submission is successful.
·
Acknowledgement that contracts will be entered into
with the Confederation concerning the holding of the Congress, the payment to
ICM of an agreed portion of each registrant’s fee, the disbursement of any
profits, and the absorption of any loss incurred by the Association.
·
A description of the facilities to be made available
for the ICM Headquarters Secretariat from pre-Council to one clear day after
Congress concludes.
·
Evidence the Association has the support of
appropriate governmental and tourist authorities in making the submission.
·
A statement as to what the awarding of an
International Congress of the Confederation will mean to the midwifery
profession in that country and region.
Submissions may be submitted
in English, French, or Spanish.
Associations are welcome to
submit any additional information which they consider may give further support
to the submission.
The Council Delegates of
each Association will be given an opportunity to make a presentation to Council
in support of their submission.
Evaluation of Submissions
·
All submissions will be dated on receipt at
Headquarters and will be acknowledged.
·
Should a submission fail to provide any of the
required information, the Association will be advised by the Secretary General
and given an opportunity to provide it before the Board of Management meets to
consider the submissions.
·
No further clarification will be sought except at
the request of the Board of Management.
·
No submissions will be considered after the closing
date.
·
The Board of Management will assess all submissions
and, in reporting to the Council, base its recommendations on the criteria
contained in this manual. To aid the
Board of Management in this process, it may commission a feasibility study of
the proposed venue and the capability of the Member Association to host a
Congress, by either the Secretary General, a Board of Management Member, a
Regional Representative, or a midwife with appropriate knowledge to undertake
the task. The costs for this study to be
covered jointly by the Member Association and the Confederation.
·
The analysis of each submission will be circulated
to delegates with other Council papers.
The Submission
·
Received by the closing date.
·
Was complete and signed as required.
·
Clearly identifies how the Association believes
hosting a Congress has the potential to strengthen midwifery in its country and
region.
·
Indicates support for the mission and aims of the
Confederation.
·
Demonstrates previous activity with the achievement
of Safe Motherhood.
·
Demonstrates that the Association has the financial
capacity and resources to organise a Congress.
·
Contains an outline of a proposed plan of action if
the submission is successful which demonstrates comprehension of all that is
entailed.
·
Indicates what sponsorship has or will be sought.
·
Demonstrates that the Association has the capacity
to manage the premier event in the Confederation’s programme of work.
·
Demonstrates site for the Congress has the capacity
and flexibility to house a Congress.
·
Has the support of the Association’s membership.
·
Supports the ideal of holding successive Congresses
in different ICM regions.
·
The decision rests with the International
Council. All delegates receive, with
their papers, the Board of Management report and analysis of all submissions
received.
·
At Council, the delegates from each Association that
lodged a submission will be entitled to make a short, 10-minute, presentation
to Council. The day and approximate time
of the submissions will be designated in the Agenda circulated with the Council
Documents, as will the time when the vote will take place. It is the responsibility of the Association
concerned to ensure there are Delegates present at those times to represent its
interests.
All Member Associations that
lodge a submission will for formally advised by the Secretary General of the
outcome.
The successful Member
Association’s representative will
·
Supply Council with the name and a brief resume of
their nominee for the position of Vice President and, if possible, be able to
introduce this midwife to the meeting.
·
Be ready to meet with the Board of Management and
Secretary General to discuss how the project will be managed over the next six
years during Congress.
A formal contract is signed
between the Association and the Confederation within three months of the
conclusion of Council.
With regard to the
organising of a Congress, Council is accountable for:
·
Decision to award a Congress to a Member
Association.
·
Monitoring adherence to contractual and other
obligations relating to the scientific program and financial management of each
Congress.
·
Receipt and adoption of audited accounts for each.
·
Setting the policies under which each Congress is to
operate.
·
Regular review of this Manual.
The Executive Committee is
accountable for:
·
Adoption of theme for Congress and recommending its
adoption to Council.
·
Adoption of Congress logo based on proposal from
Host Association.
·
Receiving interim reports from the Member
Associations responsible for immediate past Congress and for the next two
Congresses scheduled.
·
Proposing to Council recommendations for the conduct
of future Congresses.
The Board of Management is
accountable for:
·
Ensuring the call for submissions to host a Congress
occurs according to schedule prior to each Council meeting.
·
Ensuring the documentation provided in support of
each submission is available to enable a fair and equitable consideration of
each.
·
Framing a recommendation to Council based on the
selection criteria and the best interests of the Confederation.
·
Ensuring representatives of each Member Association
that have lodged a submission are made aware of the date and time when they can
make a presentation to Council.
·
Establishing effective and supportive relationships
with Member Associations awarded a Congress to host.
·
Working with each Host Association and monitoring
progress with the management and organisation of each Congress and associated
meetings of the Confederation.
·
Taking prompt action when a Host Association fails
to act in the best interests of the Confederation.
·
Agreeing the content of any circulars,
notifications, calls for abstracts, programme outline and content before
distribution, with the Host Association.
·
Informing Council and, between Council Meetings, the
Executive Committee of any concerns it may have regarding arrangements being
made to host a forthcoming Congress and providing the Executive Committee
Mid-Triennium meeting with its evaluation of the conduct of the previous
Congress.
Headquarters secretariat is
accountable for:
·
Provision of support to those Member Associations
expressing interest in lodging a submission to host a Congress.
·
Forming an effective working relationship with Host
Associations throughout all phases of the process of organising and winding up
a Congress.
·
Assisting with the promotion of a Congress.
·
Liasing with the Host Association regarding the
organisation of Council, Executive Committee and Board of Management meetings,
as well as Pre-Congress and any other workshops agreed.
·
Drafting the agenda and minutes of meetings between
representatives of Host Associations and Board Members.
·
Drafting the agenda and minutes of Professional
Programme Committee.
·
Documentation and maintenance of record of
contracts/agreements between Host Association, Council and the Board of
Management.
·
Assisting with the identification of sources of
financial support.
The Host Association is
accountable for:
·
Fulfilling the commitments inherent in hosting a
Congress.
·
Provision of reports to Council, Executive
Committee, and Board of Management according to agreed schedule.
·
Establishing for the Congress sound financial and
budget processes in relationship with the Board of Management.
·
Working effectively with Headquarters and the Board
of Management.
·
Maintaining the good name and standing of the
Confederation.
·
Adhering to the Confederation’s policies and
position statements in the organisation and management of a Congress.
·
Acknowledging that there can be no deferment of
accountabilities to the Confederation when another organisation or company is
formed to manage a Congress.
·
Establishing a local Congress Management Committee,
a Professional Programme Committee, and such other sub-committees as may be
deemed necessary to the successful conduct of the Congress.
The Member Association
concerned will, during this period, be required to:
·
Sign a contract to host the Congress. Headquarters is responsible for initiation of
this process.
·
Form a Congress Planning/Management Committee to
manage the organisation of the Congress. The Confederation’s Vice-President must be a
member of this Committee. She/he as an
officer of the Confederation has a dual accountability to represent the
interests of the Host Association to the Confederation and to represent the
interests of the Confederation to the Host Association.
·
Recognise that it is the Member Association that
holds the authority and responsibility for the Congress. Should it be decided to form a company/corporation
to manage the event, this cannot negate any agreements with the Confederation.
·
Form a Scientific/Professional Programme Committee
which reports to the Association’s Congress Management Committee, and is
subject to the Professional Programme Committee established by the Council.
·
Appoint, if so decided, a Professional Conference
Organiser to assist in the management of the Congress.
·
Consider the benefits to the Congress of appointing
an airline for the event.
·
Confirm the dates for the Congress and book the
venue.
·
Block-reserve a cross section of hotel rooms for the
Congress.
·
Ensure all government and tourist authorities are
aware of the forthcoming Congress dates.
·
Design all stationery to be used for the
Congress. This should incorporate the
Confederation’s letterhead, and include the location, dates, and theme for the
Congress (once agreed by the Executive Committee). It may also include the logo adopted for the
Congress. It is the responsibility of
the Host Association to gain Board of Management approval for the design of all
stationery to be used for the Congress.
·
Develop a strategy for the promotion of the Congress
and discuss it with the Board of Management.
Distribution of all promotional material is the responsibility of the
Host Association. This commences at the prior Congress.
·
Develop a provisional budget, based on what is known
or can be estimated at this stage. What
is important is the identification of all the components of expenditure and
income associated with the organisation of the Congress. The budget should be based on three sets of
estimated attendance figures. The budget
will be recalibrated at the start of the next triennial period. It should be realised that Council may reach
a decision which could impact the budget for the next Congress. Sub-budgets should be developed for each
activity within the Council/Congress period.
Reporting (1st triennial period)
The Vice President, acting
as the agent for the Host Association, presents reports authorised by the
Association to meetings of Council and the Executive Committee held in this
time, and to the Board of Management each six months. These reports should contain information on:
·
Progress being made with the development of
infrastructure to manage the Congress, venue booking information, and a
provisional budget.
·
The credentials of the Congress Organiser appointed
to assist the Host Association and the financial arrangements between the two
parties.
·
The Host Association’s suggested three firms of
auditors of international repute to undertake the auditing responsibilities for
the Confederation. This should occur
towards the end of the triennial period.
·
Negotiations with any possible sponsors should be
reported.
·
An audited statement of Congress accounts should be
submitted to Council at the end of the period.
The Host Association is
responsible for financially supporting the attendance of the Vice President at
Council, Executive Committee, and Board of Management Meetings at least once
per year.
The Host Association’s
Professional Programme Committee Meetings during the first triennial period
should be reported to the Board of Management.
Failure to meet these
reporting requirements may lead to withdrawal of authority to host the Congress
unless the Board of Management and Executive Committee can be assured the
Member Association is managing the project effectively.
Minutes of each meeting with
the Board of Management in draft form will be sent to the Host Association.
Any agreements reached will
be confirmed in writing by the Secretary General.
During the Congress
preceding the one for which the Member Association is responsible, the
representatives of the Association including the President for the next
triennium, meet with the Board of Management to agree:
·
The amount to be paid for each full and daily
Congress Registrant as a capitation fee to the Confederation and when it will
be transferred to Headquarters.
·
Based on decisions taken at Council and precedence,
the requirements for Council, Executive Committee, Regional Board of Management
meetings, associated workshops, the provision of simultaneous translation
facilities. Provision of facilities for
the ICM Secretariat.
·
The acceptance of any financial loss by the Host
Association.
·
The basis for distribution of any profit between the
Host Association and the Confederation.
In general, all money raised in the name of the Confederation shall be
considered an asset of the Confederation.
The exact distribution will be resolved in direct consultation with the
Host Association, the outcome of which will reflect the development needs of
the Association and the aims of the Confederation.
·
The costs associated with the registration fees,
hotel accommodation of the Secretary General and Board of Management. NOTE – The International Confederation
of Midwives Headquarters is responsible for the transportation costs of ICM
Secretariat, the Board of Management, and full cost of other Secretariat
Staff. Member Associations (or the
individual midwives concerned) are responsible for the total costs of
attendance of any Executive Committee Member or Council Delegate.
·
The firm of auditors to be appointed auditor for the
Congress, the costs for which will be borne in the Congress Accounts
·
The submission of annual audited statements of
income and expenditure and the final audited statement following the conclusion
of the Congress within 9 months of that date to the Board of Management and to
the Executive Committee and the International Council.
·
The date by which part or full of the capitation
monies will be transferred to Headquarters, and assurance that this can readily
occur.
·
The date by which the loan from Headquarters will be
required to “seed” the Association’s cash flow for the Congress organisation. The availability of this loan is dependent on
when it is repaid to Headquarters from the previous Congress’ Host Association.
All these matters will form
the basis of written agreements/contracts to be sent to the Host Association by
Headquarters and returned within three months of that meeting.
The Member Association
awarded a Congress is responsible for all financial aspects of the
Congress. The early establishment of
specific Congress accounts, that are separate from those of all other operations
of the association, is recommended.
The provisional budget set
in the first triennial period is now re-drafted to cover all costs involved in
the management of the Congress, including meetings of the Council, Executive
Committee, regional groups, and Board of Management. Sub-budgets should be drawn up for each
meeting. The budget should show sources
of income to cover costs, and projected profit or loss.
The budget should be based
on three sets of estimated attendance figures, the number required to give a
break-even point, and two other sets that are reasonable estimations based on
recent Congress attendances which give a profit margin.
As the registration fee is
established in this process, it is important that costs be contained as much as
possible while not diminishing the standard of the Congress to be presented.
The final budget should be
presented to the Board of Management at the first meeting held in the triennial
period for agreement. Thereafter, any
variations should be agreed between the Host Association and the Board of
Management. Audited annual statements of
accounts are required. The dates of the
financial year are those of the Confederation.
There is a need for close
liaison between the Host Association and the Board of Management regarding
fundraising and assessing of possible sponsors so there is no overlap, and each
can support the other’s efforts.
The Host Association is
responsible for the written progress reports which the President on its behalf
presents to
·
The Council and Executive Committee meeting
·
Each Board of Management meeting
These reports should detail
arrangements for the Congress, and preceding events, i.e., Council and
Pre-Council Workshops, monitoring of the budget, the social programme
being planned, any in-country developments likely to impact on the Congress,
fund raising being undertaken, other support obtained, any concerns,
initiatives the Host Association wishes to raise with the Board. The Executive Committee should be included in
these reports.
A separate report concerning
the Professional/Scientific Programme is submitted to the Professional
Programme Committee.
Failure to meet these
reporting requirements may lead to withdrawal of authority to host the Congress
unless the Board of Management and the Executive Committee can be assured the
Member Association is managing the project effectively.
Minutes of each meeting with
the Board of Management will be maintained and will be sent in draft form to
the Host Association.
Any agreements reached will
be confirmed with the Host Association in writing by the Secretary General.
·
At each Congress a “Preliminary Announcement” for
the next should be available and distributed widely to participants. This should include a registration/expression
of interest format.
·
The President for the next triennial period will be
given up to 15 minutes in the closing session of the Congress to invite
participants to the next.
·
In the first two years, all Member Associations
should receive promotional material for inclusion in the Association’s
publications each year.
·
An initial announcement/call for abstracts should be
distributed to all Member Associations not later than 18 months prior to the
next Congress in numbers in proportion to that Association’s representation at
the previous Congress. It should also be
distributed to all participants of the previous Congress using the mailing
list, and, all other likely sources of participants for the Congress.
·
Acceptance or otherwise of abstracts should be
advised no later than 9 months prior to Congress.
The Host Association’s
Professional Programme Committee works in close collaboration with the
Confederation’s Scientific & Professional Programme Committee (see Terms of
Reference for Professional Programme Committee).
Before the call for
abstracts can be sent out, the structure of the 4/5-day programme must be
decided upon, including the number of plenary and concurrent sessions,
workshops, and poster sessions. The
final programme’s structure will reflect the response to the call for
abstracts.
In constructing the
programme, there should be a limited number of speakers specifically invited to
address the Congress chosen for their expertise. Every effort should be made to utilise the
knowledge and skills of midwives from Member Associations or emerging groups of
midwives.
The programme should give emphasis
to the development of the profession of midwifery in all its diversity. Therefore, at least 75% of the papers/time
should be allocated to presentations by midwives.
Successive Congress
programmes do not have to be exact replicas of the previous. Innovative approaches to the demonstration of
advances in the art and science of midwifery and the provision of quality
maternity care in the programme construction are desirable.
The call for abstracts
should request those submitting abstracts to identify their professional
qualification and to give permission to have their name and contact address
published in the book of abstracts.
The Host Association may
recommend the person to open the Congress to the Board of Management, which
must signify its agreement before that person is invited to officiate at the
ceremony.
Persons invited to chair
sessions should be the nominees of Member Associations where possible.
Every effort should be made
to publish the papers presented during the Congress, and to have a copy of the
proceedings available for each registrant at the conclusion of the
meeting. The call for abstracts should
advise the dates by which the papers must be lodged, and the length for
publication. Registrants may be charged
an additional fee for a copy. All those
whose abstracts are accepted should be advised by when they must register for
the Congress as all papers must be presented by their authors.
Workshops may come from
these sources:
·
Pre-Congress: these may be held and are a matter for
separate arrangements between ICM Headquarters, collaborative agencies, and the
Host Association.
·
Concurrent: within the time span from opening of
Council to conclusion of Congress, a series of workshops, workgroups, or forums
may be arranged by the Board of Management in conjunction with the Host
Association. Whenever possible, 18
months notice will be given of what is required.
·
From abstract submissions: if accepted for a maximum
of 2 Congress sessions, and no infrastructural support is required.
Authors must register for
the Congress and make themselves available at the time designated to discuss
them with Congress registrants.
When possible, provision
should be made for Congress registrants to visit maternity units, community
health clinics, and any other sites where midwives practice in the vicinity of
the Congress site. An additional fee may
be charged for the costs associated with these visits.
A service of dedication
based on an ecumenical concept may precede the official opening of Congress.
The provision of social
events is a matter for the Host Association to decide. These may be incorporated into the programme
as an option for which the registrant pays an additional fee.
In general, it is preferred
that all efforts be made to keep registration fees as low as possible, even if
this means registrants pay additional fees for attendance at these events.
A copy of the proposed
programme for each ceremony should be presented at a Board of Management
meeting for agreement at least nine months prior to the Congress.
·
Official guests – the development of a guest list
for the opening ceremony rests:
- With the Host
Association for all residents and National Representatives within the Country
- With the
Confederation’s Headquarters for all Representatives of International
Associations and funding agencies that supported the Congress. The names and addresses should be forwarded
to the Host Association nine months before Congress by the Secretary General.
It is the Host Association’s
responsibility to send out invitations.
The Opening Ceremony should
include:
·
Recognition of members of the International Council,
the Executive Committee, the Board of Management, and any former Presidents
known to be in attendance; recognition by the parade of their national flag; of
member associations; then of registrants from other nations; and lastly the
“flag” of the Confederation.
·
Address by a dignitary chosen to open the Congress.
·
The President’s address on the theme of the
Congress.
The Closing Ceremony should
include:
·
A report of the Council Meeting, the Pre-Congress
Workshop, and, in this order, the induction of the new Executive Committee and
Board of Management and the new President.
The new President then proceeds to issue the invitation to the next
Congress, giving the location, dates, and theme of the next Congress. A promotional audio-visual presentation may
accompany this invitation.
·
The outgoing President officially closes the
Congress.
This is the
responsibility of the Host Association, assisted by the Confederation
Headquarters staff. Once the Congress is
in session, emphasis should be placed on the internationality of it, the
Confederation, its aspirations, the difference midwives make to the care of
women and their newborn.
There should be
close liaison between the Secretary General and the Public/Media Relations
contact person for the Congress.
A trade
exhibition may be held concurrently with the Congress. Provisions should be made to disclaim any
endorsement of the products on display by the International Confederation of
Midwives. Reference should be made to
the Confederation’s Policy Statements governing such arrangements.
Mailing lists are
regarded as an asset of the Confederation and cannot be given, sold, or leased
without the express approval of the Board of Management.
A copy will be
made available to the Member Association to host the next Congress.
All decisions
concerning the conduct of the Congress must be confirmed in writing under the
ICM letterhead and over the signature of the Secretary General (in her absence
the Treasurer or Director of the Board of Management).
Similarly, Host
Association Agreements must be confirmed in writing under designated official
letterhead of the Association and signed by the officers designated by the
Association.
A Checklist of
Facilities Required for the Business Meetings of the Confederation and Congress
These are listed
in the sequence in which they usually occur:
·
Confederation’s Secretariat: 1 Suite of
rooms required with computers, photocopier, telephones, and access to fax
machine. Ready access to refreshments. Available two days prior to Council until one
day after Congress concludes.
·
Board of Management: 1 Room close to the
Confederation Secretariat, able to be used for small meetings. Available one day prior to Council to end of
Congress.
·
Executive Committee: A venue large enough for
it to meet quarter day prior to Council and up to half day after Congress
concludes. No simultaneous translation
required.
·
Regional Meetings of delegates to Council, a
quarter day prior to Council. No
simultaneous translation required. Of
regional representatives and congress participants – during Congress. Four regions, provision of venue during lunch
breaks. No simultaneous translation
required nor refreshments provided.
·
Council Meeting: A venue large enough to
comfortably seat the optimal number of delegates, Regional Representatives, and
Officers of the Confederation in a configuration at tables arranged so as to
allow delegates to see each other, e.g. in a horseshoe.
Additional space
is required for:
·
the Council Secretariat to record the meeting,
·
the tellers, and
·
simultaneous translation facilities in English,
Spanish, French, and the language of the Host Association.
The audio system
should provide a microphone for each Member Association delegation, regional
representatives, officers, and Secretary General.
Space for
observers should be made available for them to sit, witness, and hear the
proceedings but apart from Council delegates.
Research,
Midwifery Practice, and Education Standing Committees require venues for each
to meet at least once during a Congress lunch break.
Throughout the 14
days the Host Association will need to maintain a Congress Secretariat at the
site and an additional facility for the Professional/Scientific Programme
Committee’s functions.
The Host
Association is responsible for winding up the accounts as soon as possible and
submitting to the Board of Management within six months an audited statement of
accounts or, if that is not possible, a detailed explanation of progress in
concluding the accounts.
·
The monies due to the Confederation from
registration fees should be dispatched within six months.
·
The loan/seed grant should also be returned to
Headquarters no later than six months after the Congress finishes.
·
Once the audited accounts are received, the Host
Association should enter into discussion with the Board of Management regarding
the disbursement of any profit.
·
A final report of the Congress, including the
audited accounts is presented to the Executive Committee.
·
A report or any evaluation of the Congress programme
is forwarded to the Board of Management and made available to the Host
Association for the next Congress and to the Professional Programme Committee.
Should a Member
Association, after being awarded a Congress, decide that due to circumstances
beyond its control it is unable to proceed and confirms this in writing to the
Board of Management, the Member Associations which made a submission at the
same time should be approached by the Board of Management to establish if they
now wish to proceed. If none wishes to
resubmit their submission, all member associations should be invited to make a
submission.
The Board of
Management, after reviewing the potential of each submission received, will
circulate each Member Association and members of the Executive Committee, with
a resume of the submissions received and the outcome of their consideration of
each against the criteria set for this process.
Each Member Association and member of the Executive Committee will be
sent a voting paper to complete and return to Headquarters by no later than 4
weeks from the date posted.
Should a Host
Association fail to satisfy the Council, or between Triennial Meetings the
Executive Committee, that they are making adequate preparations for Congress
based on a written review of the situation by the Board of Management. This should be conveyed to Member
Associations together with a recommendation that the Congress be awarded to
another Member Association. If the
majority of respondents are in agreement, the Congress should be awarded to
another association by the same process as outlined above for voluntary
withdrawal.
Signed:
…………………………………………………………………………………………………………………….
President of
Association Date
…………………………………………………………………………………………………………………….
Chair of
Association Date
…………………………………………………………………………………………………………………….
Secretary of
Association Date
…………………………………………………………………………………………………………………….
Treasurer of
Association Date
Association
(name)……………………………………………………………………………………………..
Date Handbook
Approved……………………………………………………………………………………..
The question of whether to “reward” those, who present papers or
conduct workshops at the Confederation’s Triennium Congress is a vexed and
troublesome one.
That midwives generally perceive the presentation of a paper at
Congress as prestigious and valuable to their professional status does not seem
to be in doubt, but whether this in itself is sufficient reward for the effort
of submitting an abstract or responding positively to an invitation to present,
and writing the paper does seem to be the issue.
It may also be generally conceded that for a midwife from a developing
country to attend and present a paper is more financially challenging for that
person than for a midwife from a developed country.
The sponsor a midwife programme (SAM) by intent does provide assistance
to midwives from developing countries, but it is not specifically linked to
presenting a paper at congress. Past
experience informs us that most of the midwives from the poorest nations have
received assistance from this programme if they have had an abstract accepted
or had been invited to present a paper.
While the SAM programme continues to be well supported it could be
assumed this will continue to be the case.
The provision of rewards therefore, it would seem, is an issue when the
host association is relating to midwives from the developed world.
Host associations are required to hold a congress that is a fine
balance between the economical (so the registration fees are kept within reach
of midwives worldwide) stimulating and intellectually rewarding (to the
participants) and scientifically and professionally sound in its construct and
diversity (so it is a sit up and take notice event within the fields of
Maternity Care and Reproductive Health).
No easy task for the host association, and that’s why the Board of
Management has given serious consideration to the question of the provision of
rewards for speakers.
Rewards in the past have ranged from the provision of a small
inexpensive memento, to non-payment of registration fees on the day/session of
presentation to covering the full costs of transport to and from Congress
accommodation and non-payment of representation fees. All have an impact on the
budget and therefore the registration fees paid by participants.
Given that to be able to record having presented a paper at a Congress
is valuable to a midwife’s professional development and career the following
policy is proposed and will apply from and including the 25th Triennial
Congress in Manila.
Midwives who, either in response to having an abstract accepted, or an
invitation to present a paper, or lead a workshop will have their name and
contact address recorded in full in the ‘book of abstracts’ and ‘record of
Congress Proceeding provided that information is received. If paper has been
invited this will also be specifically recorded in these publications and in
the Congress Programme.
No financial benefit will be available to either category of speaker.
Midwives from developing countries who are to present a paper at
congress will have their need for financial assurance considered within the
Sponsor a Midwife programme.
In the case of non-midwives who may have abstracts accepted the same
conditions apply but with no access to the SAM programme. Should the host association and the
Professional Programme Committee wish to invite a non-midwife to present a
paper at congress for whom there will be costs the rationale for and benefits
to the Confederation in having the person speak must be presented to the Board
of Management for consideration and final decision.
Annex II
These guidelines apply to both midwives and commercial firms who wish
to undertake structured enquiries in the form of surveys, market research, or
gain information for purposes other than required by the ICM.
The following applies to any enquiries undertaken within the auspices /
premises of the Congress and conferences.
The ICM requires the
following to be met by any person or organisation wishing to make such an
enquiry.
Conditions for submission of an application
1. An application should be completed in
writing on the attached form by the sponsor/s of the enquiry. Applications
should be submitted to the ICM Headquarters no later than twelve weeks in
advance of the Congress.
2. Following the conference a report
summarising the findings of the enquiry will be submitted to the ICM
Headquarters. A time frame for this will
be agreed with the originator of the research.
3. The sponsors of the enquiry will be
willing to have details of the enquiry used or published without prejudice by
the ICM. This would be without notification to the sponsors on the
understanding that the views may not be representative or have the endorsement
of the ICM.
4. Published material would acknowledge
the ICM
5. That
the name of the sponsor is made public to those completing the response.
6. There will be no financial gain from
the use of the enquiry.
7. Data collected will be used for the
purpose of the stated enquiry only.
8.
Applications will be considered by the Board of
Management and the following criteria will be borne in mind:
1. Enquiries which require exchange of
financial reward or benefit will not be considered.
2. Only a limited number of enquiries
will be considered for a topic area.
3. Questionnaires will be expected to
demonstrate the following principles:
·
questions have a single focus
·
are not repetitive
·
have clarity
·
require a clear response
·
do not show bias.
4. There will be no payment.
5. The purpose of the enquiry will be of
benefit to the midwifery profession.
6. Enquiries should not conflict with
the following:
* That no harm or ill effect will result to
individuals.
* That there is no prejudice toward a person or
group/s of people.
* That there is no coercion, or pressure to
comply with participation in the enquiry.
7. The results and findings of the
enquiry can be made publicly available for attendants after the conference to
view, if they so wish.
Name of person / organisation undertaking the
enquiry
Address for correspondence
Telephone Number:
Facsimile Number:
E-MAIL Address:
What is the purpose of the enquiry?
Please indicate
against the following how the enquiry will be conducted
Questionnaire Yes (if yes - please attach example)
No
Interview Yes (if yes - structured Yes
/ No)
If structured
please attach example of schedule
No
How will consent be obtained?
Who will be required to complete the survey?
How many
responses are you expecting to achieve?
Will participants receive any reward for completion?
If yes please
given example of reward (non-monetary)
Who will receive the results?
For what purpose will the results be used?
Agreement
I, the sponsor of
this enquiry
(insert name
of persons or organisation)
agree to submit a
summary of the findings to the ICM within four months of the end of Congress/
Conference and agree that the summary of the findings can be used by the ICM .
Signature…………………………………………………………………………..Date…………………..
Guidelines for all Midwives with Regard to Conduct of
Research
These guidelines
expand the statement in the ICM code of conduct with regard to research for all
midwives who are involved in research either personally, or where their clients
are involved in a research programme.
This concerns
research, which is:
1.
Undertaken by midwives themselves either personally
or on behalf of a sponsor.
2. Undertaken by midwives on behalf of
another researcher e.g. as collector of data or as an instrument of research.
3. Where midwives support or are an
advocate to women who are requested to participate in research.
4. Where research is conducted by
midwives on others, such as midwives, or other professional colleagues.
The term
participants include mother and child, and those consenting for themselves, or
on behalf of others.
1. All research involving maternity care
and women’s health should follow the principles set out in the Nuremberg
Articles (Code) and the Helsinki Declaration 1975, regardless of method.
2. When
research is undertaken the researcher should be in possession of the full details
of the subject area, in the light of current knowledge and practice.
3. The responsibility of the researcher
is to ensure that no harm, risk, or injury occurs to the mother, foetus, or
family, in receipt of midwifery care or any other participant. This is further clarified in the following:
a) Those involved in the research do not
knowingly withhold treatment or care which is known to be beneficial to the
participant.
b) Forms of treatment or care during, or
resulting from the research should not be known to be detrimental to the
physical, psychological, or social well-being of the participant.
c) At all times the rights and dignity of the
individual are respected; confidentiality and privacy are assured, and equity
is exercised. This includes respect of
cultural, religious and personal beliefs.
d) All
participants must be fully informed about the research and it’s implications
for them; be willing to participate and give ongoing consent; knowing their
right of refusal or withdrawal, without penalty at any time.
e) Information about the aims should be available
to those involved in the research.
Participants and the researchers should know and agree their
responsibilities in the research process.
This should be clearly identified in the research proposal, and where
possible be available to the participants in writing.
f) Midwives participating in investigations
where drugs, technical apparatus, or clinical procedures are used should be
fully aware of the methods of administration, known risks, contraindications
for use, and know antidotes or appropriate responses to abnormal or unexpected
situations.
g) When involved or participating in research
the midwives should comply with the ICM professional code of conduct, and their
professional role and responsibilities.
h) The source of funding must be explicit.
The integrity of
the researcher is expressed in her/his awareness of the subject with knowledge
of those areas which could influence the research process and its results. The researcher should adhere to the following
principles:
1. Have an obligation to recognise and
make explicit the limitations of the study.
2. Know when to seek supervision and
advice for example, from a monitoring committee or supervisor.
3. Obtain consent for undertaking the
study, including access.
4. Obtain permission from an ethics
committees, or organisation or authority, where these are available and as
appropriate for the research.
5. Attempt to achieve objectivity, and
where appropriate recognise personal biases and constraints.
6. Honestly and accurately complete and
present records and reports, with a commitment to publish.
7. Make public the results, which
includes the methodology, limitations, constraints and sponsors who may have a
vested interest.
8.
Ensure storage of data with security.
1. Recognise that participants in
research studies have rights to privacy, and confidentiality with assurance of
protection. Ensure, where possible, the right to anonymity.
2. Consent is obtained from participants
ensuring they have informed knowledge of their involvement. This consent
should, ideally, be written.
3. Ensure that the participants of the
research are not involved in other research which could influence the
results.
4. Where there is conflict between the
midwife’s role in research and the midwife’s role in care provision, there is
agreement for the care to be handed over to another midwife professional.
5. Ensure that all assurances given are
adhered to in the conduct and completion of the research.
In undertaking
research with individuals or on behalf of others midwives should be aware of
their professional role and recognise that through this role a midwife can be
powerful and authoritative which can influence women’s decision making, and
consent. The midwife can act as an advocate, enabling women to make appropriate
choices rather than influencing women against their wishes.