Meetings and operational procedures

Operation

1. The IVIR-AC shall normally meet twice each year. However, WHO may convene additional meetings.  IVIR-AC meetings may be held in person (at WHO headquarters in Geneva or another location, as determined by WHO) or virtually, via video or teleconference.

IVIR-AC meetings may be held in open and/or closed session, as decided by the Chairperson in consultation with WHO. Their preparation will be ensured by SOPs as per the advice of the director of the department of Immunization, Vaccines, and Biologicals (Annex 2)

(a)    Open sessions: Open sessions shall be convened for the sole purpose of the exchange of non-confidential information and views, and may be attended by Observers (as defined in paragraph III.3 below).

(b)   Closed sessions: The sessions dealing with the formulation of recommendations and/or advice to WHO shall be restricted to the members of the IVIR-AC and essential WHO Secretariat staff.

2. The quorum for IVIR-AC meetings shall be two thirds of the members.
   

3. WHO may, at its sole discretion, invite external individuals from time to time to attend the open sessions of an advisory group, or parts thereof, as “observers”. Observers may be invited either in their personal capacity, or as representatives from a governmental institution / intergovernmental organization, or from a non-state actor. WHO will request observers invited in their personal capacity to complete a confidentiality undertaking and a declaration of interests form prior to attending a session of the advisory group.  Invitations to observers attending as representatives from non-state actors will be subject to internal due diligence and conflict of interest considerations in accordance with FENSA. Observers invited as representatives may also be requested to complete a confidentiality undertaking. Observers shall normally attend meetings of the IVIR-AC at their own expense and be responsible for making all arrangements in that regard.
   

At the invitation of the Chairperson, observers may be asked to present their personal views and/or the policies of their organization. Observers will not participate in the process of adopting decisions and recommendations of the IVIR-AC.

4. The IVIR-AC may decide to establish smaller working groups (sub-groups of the IVIR-AC) to work on specific issues. Their deliberations shall take place via teleconference or video-conference. For these sub-groups, no quorum requirement will apply; the outcome of their deliberations will be submitted to the IVIR-AC for review at one of its meetings. 
   

5. IVIR-AC members are expected to attend meetings. If a member misses two consecutive meetings, WHO may end his/her appointment as a member of the IVIR-AC. 
   

6. Reports of each meeting shall be submitted by the IVIR-AC to WHO. All recommendations from the IVIR-AC are advisory to WHO, who retains full control over any subsequent decisions or actions regarding any proposals, policy issues or other matters considered by the IVIR-AC.
   

7. The IVIR-AC shall normally make recommendations by consensus. If, in exceptional circumstances, a consensus on a particular issue cannot be reached, minority opinions will be reflected in the meeting report.
   

8. Active participation is expected from all IVIR-AC members, including in working groups, teleconferences, and interaction over email. IVIR-AC members may, in advance of IVIR-AC meetings, be requested to review meeting documentation and to provide their views for consideration by the IVIR-AC.
   

9. WHO shall determine the modes of communication by the IVIR-AC, including between WHO and the IVIR-AC members, and the IVIR-AC members among themselves.
   

10. IVIR-AC members shall not speak on behalf of, or represent, the IVIR-AC or WHO to any third party.
    
    

Secretariat

WHO shall provide the secretariat for the IVIR-AC, including necessary scientific, technical, administrative and other support. In this regard, the WHO Secretariat shall provide the members in advance of each meeting with the agenda, working documents and discussion papers. Distribution of the aforesaid documents to Observers will be determined by the WHO Secretariat. The meeting agenda shall include details such as: whether a meeting, or part thereof, is closed or open; and whether Observers are permitted to attend.

Information and documentation

1. Information and documentation to which members may gain access in performing IVIR-AC related activities shall be considered as confidential and proprietary to WHO and/or parties collaborating with WHO. In addition, by counter signing the letter of appointment and the accompanying terms and conditions referred to in section II(5) above, IVIR-AC members undertake to abide by the confidentiality obligations contained therein and also confirm that any and all rights in the work performed by them in connection with, or as a result of their IVIR-AC -related activities shall be exclusively vested in WHO.
   

2. IVIR-AC members and Observers shall not quote from, circulate or use IVIR-AC documents for any purpose other than in a manner consistent with their responsibilities under these Terms of Reference.
   

Annex 2 – SOPs for IVIR-AC meeting preparations