Who Collaborating Centres Management And Design 2007.

SEA-RES-124 Distribution: Restricted

Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

Contact address: Research Policy & Cooperation Department of Health Systems Development World Health Organization Regional Office for South-East Asia World Health House Indraprastha Estate Mahatma Gandhi Road New Delhi – 110002 India Tel.

: (+91 11) 2337 0804 (+91 11) 2337 0809–11 Direct Dial : 23309+Last three digits of extension number Fax : (+91 11) 2337 0252 (+91 11) 2337 9395 E-mail : [email protected] Website : http://www.searo.who.int http://intranet.who.int/homes/kcs/collaborating_centres

© World Health Organization 2007 The contents of this restricted document may not be divulged to persons other than those to whom it has been originally addressed. It may not be further distributed nor reproduced in any manner and should not be referenced in bibliographical matter or cited.

Contents Page Foreword............................................................................................................... v 1.

Introduction .................................................................................................. 1

2.

Designation of WHO collaborating centres.................................................... 4

3.

Redesignation of WHO collaborating centres ................................................ 9

4.

Management and evaluation ....................................................................... 13

5.

Responsible technical focal points ............................................................... 15 Annexes

1.

Designation form......................................................................................... 17

2.

Evaluation checklist ..................................................................................... 25

3.

Criteria for evaluation checklist.................................................................... 30

4.

Recommended format for annual reports .................................................... 33

5.

Redesignation form ..................................................................................... 35

6.

Appendix ‘A’ – Title and use of WHO’s name and emblem on letterheads ............................................................................................. 38

7.

Research development committee .............................................................. 39

8.

Designation initiated by RO - 2004 ............................................................. 40

9.

Designation initiated by HQ - 2004............................................................. 41

10. Redesignation initiated by RO ..................................................................... 42 11. Redesignation initiated by HQ .................................................................... 43

Page iii

Foreword A WHO collaborating centre is an institution designated by WHO to form part of an international collaborative network carrying out activities in support of the Organization's programme at all levels. WHO collaborating centres participate on a contractual basis in cooperative programmes supported by the Organization at the country, intercountry, regional, inter-regional and global levels. They also contribute to increasing technical cooperation with and among countries by providing them with information, services and advice, and by stimulating and supporting research and training. Under Article 2(n) of the Constitution, the World Health Organization has to promote and conduct health research for development. Collaboration between and among national and international institutions and their networks with WHO is recognized as the optimal way to promote and strengthen health research and related activities. A large network of WHO collaborating centres has thus evolved over the years and is being constantly updated according to the needs of health development programmes of WHO and its Members. The Guidelines for the selection and management of WHO collaborating centres have been finalized on the basis of resolutions WHA50.2 and WHA53.8 as well as EB105.R7, and taking into account the discussions at the 104th and 105th sessions of the Executive Board and the Fifty-third World Health Assembly. These guidelines are to be used as a supplement to the WHO document - WHO Collaborating Centres General Information (SEA RES-116) containing general information on the history, functions and procedures relating to WHO collaborating centres. The present guidelines are intended to be used by officials of ministries of health, WHO country offices, technical units (TU) in the Regional Office and existing/potential WHO collaborating centres in the South-East Asia Region. The guidelines would facilitate internal processing of procedures relating to the designation and redesignation as well as management of WHO collaborating centres in countries of the South-East Asia Region.

Samlee Plianbangchang, M.D., Dr.P.H. Regional Director Page v

1.

Introduction A WHO collaborating centre is an institution designated by the DirectorGeneral to form part of an international collaborative network carrying out activities in support of the Organization's programme at all levels. A department or laboratory within an institution or a group of facilities for reference, research or training belonging to different institutions may be designated as a centre, one institution acting for them in their relations with the Organization. Institutions showing a growing capacity to fulfil a function or functions related to the Organization’s programme, as well as institutions of high scientific and technical standing, having attained international recognition, may qualify for designation as WHO collaborating centres. The main functions of WHO collaborating centres (WHOCCs) are: (1)

Standardization: WHOCCs contribute to the work of the Organization in various technical areas of work for the purpose of standardization of terminology and nomenclature; diagnostic, therapeutic and prophylactic substances; technologies, methods and procedures, etc.

(2)

Information: WHOCCs are involved and contribute to synthesizing and disseminating scientific and technical information and information of interest to the country’s national health development and/or in the implementation of its programme.

(3)

Services: WHOCCs provide services under three major areas: a) traditional services such as epidemiological surveillance, for identification of causal agent(s), (b) development, evaluation and testing of preventive measures and control; and (c) through technical cooperation in national health development such as the Special Programme of Research, Development and Training.

(4)

Research: The research function of WHOCCs has acquired a rapidly growing importance. The large increase in the number of centres in the course of the last two decades has been due

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

mainly to the development of the research component of WHO programmes. (5)

Training: WHOCCs play an essential role in training, particularly research training, with emphasis on the strengthening of institutions, especially research institutions, in the developing countries.

(6)

Coordination: Where WHOCCs of a given network participate in a collaborative scheme, it may be necessary to assign one or more of them, chosen in consideration of their quality and experience, the task of coordinating, promoting, supporting and harmonizing the work undertaken in common.

The criteria for the selection of institutions for designation as a WHO collaborating centre are as follows:

Page 2

(1)

The scientific and technical standing of the institution concerned at the national and international levels.

(2)

The place the institution occupies in the country’s health, scientific or educational structures.

(3)

The quality of its scientific and technical leadership, and the number and qualifications of its staff.

(4)

The institution’s prospective stability in terms of personnel, activity and funding.

(5)

The working relationship which the institution has developed with other institutions in the country, as well as at the intercountry, regional and global levels.

(6)

The institution’s ability, capacity and readiness to contribute to WHO programme activities, whether in support of country programmes or by participating in international cooperative activities.

(7)

The technical and geographical relevance of the institution and of its activities to WHO’s programme priorities.

(8)

The successful completion by the institution of at least two years of collaboration with WHO in carrying out jointly planned activities.

Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

The initiative for proposing an institution to be designated as a collaborating centre may come from within WHO (WHO country offices, Regional Office and/or WHO headquarters or even from WHO offices of other regions) or from outside WHO (WHO expert panel members, scientific working group members or national senior scientists, institutions and/or governments). The procedure for designating institutions as WHO collaborating centres will ensure that the selection process is as objective and transparent as possible. Emphasis has been laid on developing a collective evaluation process involving all staff concerned, including WHO Representatives and technical and managerial staff at all levels. The final authority to designate a centre rests with the WHO Director-General. Based upon the assessment of the collaborative work, the WHO collaborative centre may be redesignated for an appropriate period of extension.

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

2.

Designation of WHO collaborating centres In order to streamline management procedures, the following general principle is adopted. The technical programmes/units that initiate the proposal, at the country or regional level or at WHO headquarters, will be responsible for managing and evaluating collaborative work with the centre depending upon where the initiative for designation originated. The first step for designation will depend upon the source of the initiative for designation: (1)

Initiated by Institution: An institution which has successfully collaborated in carrying out jointly planned activities with the WHO technical programmes for at least two years, at the country, regional or global level or in combination, may submit a formal application with the ‘Designation Form’ (See Annex I) for designation as a WHO collaborating centre in the relevant area of activity.

(2)

Initiated by Government: The national health authorities and/or any other national authorities related to health development may initiate a proposal for designation to the Regional Director or HQ Technical Cluster (EXD/Directors).

(3)

Initiated by Technical Units at Regional Office: The technical units under their programme areas at the Regional Office (RO) may initiate the designation of a national institution (situated within the Region) as a collaborating centre, based on the standard criteria that include a previous two-year successful collaboration with the proposed institution.

(4)

Initiated by Technical Units at HQ or other Regional Offices: Technical units at headquarters (WHO/HQ) or other ROs may submit a proposal for designation of a collaborating centre in countries of the South-East Asia Region.

The technical unit concerned, at the regional level or at WHO headquarters, will process the application and initiate internal technical evaluation and the administrative procedure for designation in consultation with WHO country office (WCO) and respective national authorities. While doing so, it will be necessary to identify the responsible officers at both the Regional Office and WHO headquarters who will act as technical focal points for collaboration with the institution. Both technical units (TU) responsible for related activities at the Region and WHO headquarters in Page 4

Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

consultation with WCO, will make a (joint) review of the institution’s work and potential. During this initiation process, the technical unit will consult with the relevant technical focal points at WHO headquarters as well as WRs and national health authorities. If the technical unit in the regional office would like to designate a collaborating centre located outside the Region, the proposal for designation will need to be processed in close coordination with the regional office where the proposed institution is located. The final recommendation and communication of designation will be by the Regional Director of that region. If the centre does not meet the criteria established by WHO, the technical unit concerned at the regional office will communicate with the institution and the government according to the guidance provided by the Regional Director, for further strengthening of collaboration. If the centre does meet the criteria, the technical unit concerned has to further process the application and initiate the process of designation on the basis of appropriate evidence. The technical unit (TU) responsible for initiating the designation, at the regional or HQ level, should provide sufficient evidence of a successful collaboration with the proposed centre, during the immediately preceding two-year period.

Documentation Required for Designation The proposal for designation should include the following documents: From the Institute (1)

Designation Form (See Annex I): It consists of four parts: (i) Introduction; (ii) Institutional Profile; (iii) Proposed terms of reference and (iv) Proposed work-plan (description of the work activities that the institution would collaborate with, which are directly and explicitly linked with the WHO technical unit’s planned activities, and expected results as defined under WHO’s Programme Budget).

(2)

Letter from the Director/Dean/Head of the Institution expressing interest in being collaborated with WHO, as a WHO collaborating centre. Page 5

Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

(3)

Curriculum Vitae: the person with overall responsibility for carrying out the workplan – this may be the director of the institution or the head of the unit, department etc.

From the Technical Unit (4)

Evaluation Checklist (See Annex II) that facilitates the overall evaluation of the fulfilment of the designation criteria by the institution. The Evaluation Checklist is filled on the basis of the “Criteria for Evaluation Checklist” (Annex III).

(5)

Technical Unit’s Justification for recommending the proposed institution for designation as a WHO collaborating centre (including the report on successful collaboration during the preceding two-year period).

(6)

Concerned WR’s Concurrence.

(7)

Concurrence of the relevant technical unit in WHO/HQ.

(8)

A brief write-up from the concerned technical unit to be put up to the Research Development Committee (RDC) for considering the institution for designation.

(9)

Reports on the site visits, joint evaluation and other necessary documentation as supporting documents.

The proposal review process should be carried out in consultation with WHO staff at all relevant levels. Informal consultation should also take place with relevant national authorities. After review, the technical unit concerned may need to update the institutional profile, including the terms of reference and workplan, if necessary. On the basis of this evidence, the RDC, acting as the Regional Screening Committee (RSC) of WHO-SouthEast Asia Regional Office, will submit a recommendation to the Regional Director (RD) for his decision/guidance. Once RD agrees with the proposal to designate an institution, the Research Policy and Cooperation (RPC) Unit in the Regional Office will forward the proposal, including the proposed period of designation (normally up to four years) to the unit of Knowledge Communities and Strategy (KCS) at WHO/HQ, for submission to the Global Steering Committee (GSC). The GSC will assess the strategic relevance and viability of the proposal from an inter-regional perspective and communicate its comments and recommendations back to the RD concerned.

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

The Regional Director, after receiving the recommendation of GSC (if this is positive), and final approval of designation by the Director-General’s (DGO) Office, will consult the government concerned officially (as appropriate) to secure its approval of the proposed designation of the centre. In the absence of any response from the concerned Ministry (from the date of issuance of the letter), WHO will assume that the proposal is acceptable to the Ministry and would proceed by seeking DG’s final approval. Once the Director-General approves the designation, the Regional Director will send formal letters of designation to the Centre, including information on the privileges and obligations of WHO collaborating centres (enclosing Appendix ‘A’ – Title and Use of WHO’s Name and Emblem on Letterheads (Annex 6). The designation of WHO collaborating centres expires at the end of the period of designation. Other provisions would be specified in the official designation letter sent to the institution. Table 1: Summary of step-by-step procedures for designating a proposed centre as a WHO collaborating centre (Annexures VIII and IX) Responsible Unit

Steps

Activity

1.

Individuals, Institution(s), National Health Authorities and/or other national authorities, Member States, WHO Representatives, relevant Technical Units (TU) in WHO/SEARO, other Regional Offices or WHO/HQ, may initiate a proposal in consultation with WHO Country Office (WCO) and Regional Office and concerned units at WHO/HQ for designation of an institution as a WHO collaborating centre.

TU/WR

2.

Proposal must include the ‘Designation Form’ (to be completed by the Institution), along with a covering letter from the Director/Head of the Institution. Report on successful collaboration during the preceding two-years, proposed terms of reference and draft of the four-year workplan in relation to the terms of reference, TU’s justification including a short description of activities and the Curriculum Vitae of the person responsible overall for carrying out the workplan – this may be the Director of the Institution or Head of the unit, department, etc.

TU/WR

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

Page 8

Responsible Unit

Steps

Activity

3.

Preliminary Evaluation Checklist to be completed considering the suitability of the proposal against the criteria for evaluation. The Evaluation Checklist must be supported by the site visit reports and any other related documents.

TU/WR

4.

Proposal must be supported by technical units at both RO and HQ and the concerned WR. The head of the proposed institution must also explicitly agree on the proposed ToRs, workplan, and the title of WHOCC. The time taken for making the proposal should be within three months from the time of receipt of the report for designation.

TU/WR

5.

The proposal for designation is reviewed at the Regional Research Development Committee (RDC), (which acts as the Regional Screening Committee) through RPC who is the Secretary of RDC, in the Regional Office for South-East Asia. The review should be completed within three months of initiation.

DPM/RPC

6.

Based on the minutes of RDC and the Regional Director's decision, the proposal is referred to KCS/HQ, for submission to the Global Steering Committee.

DPM/RPC

7.

The comments and recommendations of the Global Steering Committee are communicated to the Regional Director for final recommendation.

DPM/RPC

8.

The Regional Director requests the government for comments and approval of designation (as appropriate). Time taken is six-eight weeks.

DPM/RPC/ WRs

9.

The recommendations of the Regional Director, with the comments and approval of the government, are submitted to the Director-General for final decision. Time taken is four-six weeks.

DPM/RPC

10.

Once the Director-General approves the designation, an official designation letter is issued, along with “Appendix ‘A’, Title and Use of WHO’s Name and Emblem on Letterheads” (Annex VI).

DPM/RPC

11.

The Technical Unit, which has initiated the designation process, takes over the responsibility of managing and monitoring the collaborative work through site visits, annual reports (See Annex IV) etc.

TUs

Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

3.

Redesignation of WHO collaborating centres TECHNICAL units need to review the progress of collaborative activities based on the original terms of reference, the workplan, annual reports (See Annex IV) submitted by the centres as well as reports of the site visits and other relevant documentations. The technical unit should review the annual report and supplement further information on the evaluation. The institutional profile and the workplan may need to be updated to reflect the latest situation. The terms of reference may need to be revised, if needed. The centres themselves and the TU should give due attention to the reporting and evaluation of collaboration since no decision can be made on redesignation of any centre until the completion of a thorough review of performance and outputs, and a strategic evaluation of continued relevance of proposed activities for redesignation, in the light of WHO’s evolving needs and policy. Based on the evaluation of the technical and scientific collaboration of the centre during the existing designation period, the technical unit directly in charge of managing and monitoring collaboration with the centre, irrespective of whether at the Regional Office or at HQ, in consultation with the WHO Representative and with the explicit agreement of the relevant unit at WHO/HQ, should initiate the process of redesignation, at least eight months before the end of the designation period. The TU will submit the proposal for redesignation to RPC/SEARO for review and placing before the SEA Regional Research Development Committee (RDC) for its consideration, at least three months before the end of the designation period. (See Section 4 on Management and Evaluation, for more details).

Documentation Required for Redesignation The proposal for redesignation should include the following documents: From the Institute (1)

‘Redesignation Form’ (See Annex V) It consists of four parts : (i) Basic Information; (ii) Annual Reports; (iii) Proposed revised terms of reference and (iv) Proposed workplan to be prepared in relation to the terms of reference. Page 9

Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

(2)

Letter from the Director/Dean/Head of the Institute expressing interest in being redesignated as a WHO collaborating centre.

(3)

Curriculum Vitae: The person with overall responsibility for carrying out the workplan – this may be the Director of the institution or the Head of the Unit, department etc. (in case of any change)

(4)

Annual Reports of the past three years (the fourth year report to be submitted to the technical unit at the end of the fourth year) based on the workplan and the terms of reference established at the start of the redesignation period. Annual Reports to be submitted preferably in the “Recommended Format for Annual Reports” (Annex IV).

From the Technical Unit (5)

Technical Unit’s Justification for recommending the proposed institution for redesignation (based on annual reports, site visits and other relevant information) as a WHO collaborating centre.

(6)

Concerned WR’s Concurrence

(7)

Concurrence of the concerned technical Unit in WHO/HQ.

(8)

A brief write-up from the concerned technical unit to be put up to the RDC for considering the institution for redesignation.

The Regional Screening Committee (RDC), in the Regional Office proposes to the Regional Director to decide on either: Ø

Redesignation of the institution with an appropriate period of extension, in consultation with the government concerned, or

Ø

Discontinuation as a WHO collaborating centre.

Once the Regional Director approves the redesignation, the RPC Unit/SEARO will send a formal letter of redesignation to the institution, including information on the privileges and obligations of WHO collaborating centres. When the Regional Director decides to discontinue collaboration, the Regional Office will issue a letter of thanks to the institution, after receiving concurrence for discontinuation from the concerned WR, Technical Unit and TU/HQ.

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

Table 2: Summary of step-by-step procedures for redesignating a centre as a WHO collaborating centre (Annexures X and XI) Responsible Officer

Step

Activity

1.

Eight months before the expiry of the designation period, the technical unit responsible for managing the WHOCC, reviews past performance and relevance of continued collaboration taking into account the annual reports, WHO’s evolving needs and policies (reference should be made to WHO Programme Budget and the technical unit’s expected results). This evaluation will provide technical background for final recommendation.

TU/WR

2.

The TU in SEARO is responsible for managing the WHOCC, in consultation with the WHO Representative and the Technical Unit in HQ on redesignation or discontinuation. The agreement of the HQ technical counterpart is required. Similarly, any HQ proposal for redesignation or discontinuation of collaboration has to be supported by SEARO’s technical counterpart.

TU/WR

3.

If redesignation is to be effected, the institution in collaboration with the technical units in SEARO and HQs, completes the ‘Redesignation Form’ (See Annex V) for a specified period (not more than four years). The ‘Redesignation Form’ must be updated to reflect the latest situation.

TU/WR

4.

If the technical unit in consultation with the technical unit in HQ, feels that formal collaboration status is no longer justified or required, the conclusion that there is no need for redesignation procedure should be submitted to RDC through RPC/SEARO.

TU/WR

5.

The Regional Research Development Committee (RDC) (Regional Screening Committee) will review the proposal for redesignation/ discontinuation. The minutes of the RDC will be submitted to the Regional Director for decision (before the end of the designation period).

DPM/RPC

6.

If redesignation is proposed and approved by the Regional Director, a redesignation letter will be issued within a specified period of time.

DPM/RPC

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

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Responsible Officer

Step

Activity

7.

The technical unit responsible for managing the centre during its earlier designation period will continue to be incharge of managing technical collaboration unless otherwise specified and notified to the technical and administrative counterparts.

TU

8.

Once the decision about discontinuation is made, the Regional Director will issue a "Thank You" letter to the collaborating centre.

DPM/RPC

Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

4.

Management and evaluation Management of collaboration with a WHO collaborating centre is the responsibility of the relevant technical programme officers in the Organization who initiated the designation process, whether at WHO headquarters or in the region. Interaction between technical units in regions and WHO headquarters will ensure that the centre’s collaboration is available to the whole Organization. Technical units should copy to their counterparts (at SEARO or HQs) any relevant and useful information on technical collaboration (plans, reports, activities) with the WHOCC they are in charge of as this will enhance opportunities to make full use of the WHOCC and also possibly increase interest and support for the centre from other parts of the Organization. Administrative focal points should always be included on the copy list of all official correspondence on administrative matters. This will also facilitate speedy processing of procedures, updating of records and related information on the global WHOCC database. The designated focal points within the relevant technical units, at the Regional Office and WHO/HQ, will manage and coordinate the work of collaborating centres. The global and regional focal points of Research Policy and Cooperation will act as coordinating focal points for statutory information and procedures on collaborating centres. Overall guidelines and schedules have also been developed for the management and monitoring of collaboration with the centres and they are common to all regions and programmes. Successful collaboration requires that particular attention be paid to the joint preparation of the centre’s terms of reference and workplans. This should involve the institution and the technical units concerned at all levels. The workplan should comprise clearly-defined objectives and expected results explicitly related to those of WHO as set out by its Governing Bodies and its Programme Budget. WHO should dedicate its own staff time and other resources, although not necessarily direct financial support, to ensure that collaboration can develop in a useful manner.

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

The programme manager concerned bears the main technical responsibility for evaluation of the work performed by the WHO collaborating centre, assisted as necessary by the global and regional advisory committees on health research, and by outside expertise, such as members of expert advisory panels, depending on the magnitude and complexity. Monitoring takes place on a continuing basis. WHO collaborating centres must submit annual reports on the implementation of collaborative activities. This report should reflect the progress achieved in respect of the workplan, underlining possible difficulties and formulating suggestions for improvements for future collaboration. A final evaluation takes place at the end of the four-year designation period. It includes an assessment of WHO’s support for, and actual use of, collaboration with the centre. No decision may be made on redesignation of any centre until completion of a thorough evaluation of its past performance and rigorous assessment of the continued relevance of this collaboration in view of WHO’s evolving needs and policy. To facilitate management, cooperation and networking, a global information system on all WHO collaborating centres has been developed, to be accessible worldwide to WHO staff, WHO collaborating centres, and eventually Member States and the public health community at large. Regular meetings at country and regional levels and on specific topics support the exchange of experience and collaboration between centres.

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

5.

Responsible technical focal points Technical units at RO or HQ: The relevant programme officers (technical units), which initiate the designation process, are responsible for the management of technical and scientific collaboration with the centre. These technical units will ensure, that the collaborating centres under their responsibilities maintain their technical links with all parts of the organization. They are also responsible for regular monitoring and evaluation, including site visits, with the full involvement of the WHO Representatives and other relevant technical units. WHO Representatives and their staff: WHO Representatives and relevant professional staff (international and national) in the WHO country office will ensure geographical, scientific and technical relevance of the centre before initiation of application/proposal as a WHO collaborating centre. In addition, they are uniquely placed to monitor and facilitate coordination with the centres and communicate with the technical units at both the Regional Office and WHO/HQ for evaluation of institutional needs and viability of potential centres. Their contribution to proposals for designation, redesignation or diversification of collaboration is therefore needed and encouraged. Regional and Global Focal Points: The Knowledge Communities and Strategies Unit (KCS/HQ), within the Department of Knowledge Management and Sharing (KMS/HQ), at WHO/HQ is the focal point at the global level for coordinating statutory information and procedures on collaborating centres. The KCS Unit at WHO/HQ is responsible for maintaining the global database of WHO collaborating centres and acts as the Secretariat to the Global Steering Committee. The Research Policy and Cooperation (RPC) Unit within the Department of Director – Programme Management (DPM/SEARO) in the Regional Office will act as the focal point for coordination in relation to WHO CCs in the Region, and is responsible for maintaining the regional database, while RPC is the operational officer responsible for overall coordination. Regional Screening Committee: The Regional Research Development Committee (RDC) of WHO/SEARO, chaired by DPM, with all Department Directors as members, RA-RPC as the Secretary and other ‘P’ staff to be co-opted/invited as and when required (as suggested by DPM) has to function as the Regional Screening Committee for WHO collaborating centres. The Regional Research Development Committee will Page 15

Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

review proposals from the technical units for designation, redesignation, and discontinuation of WHO collaborating centres in accordance with the existing standard of WHO procedures. Global Steering Committee: The Global Steering Committee (GSC) acts as an interregional body advising the Director-General on issues pertaining to WHO collaborating centre designations and policy. The functions of the GSC include:

basis.

(1)

Reviewing proposals from the Regional Screening Committees regarding the designation of new WHO collaborating centres;

(2)

Reviewing proposals for redesignation or discontinuation of WHO collaborating centres in the absence of a consensus between headquarters and regional technical units;

(3)

Serving as a forum to discuss issues regarding WHO collaborating centre's policy; and

(4)

Recommending actions to address the recommendations of the IOS evaluation of the WHO collaborating centres and develop a strategy for their implementation.

The first two functions are performed electronically and on a regular

For the third and fourth functions, the GSC normally meets at least once a year, or on a needs basis. The GSC may designate subgroups among its members to focus on specific-issue areas. The recommendations of the subgroups are presented to the GSC and are open to plenary discussion. The GSC submits its recommendations to the Director-General. The ADG/EIP is the Chairman of the GSC, who delegates this function as appropriate. The membership of the GSC includes one member from each regional office as designated by the Regional Director, one member from each cluster as designated by the Assistant Directors-General, one representative from DGO and one representative from KMS/HQ. KMS/HQ serves as the Secretariat of the GSC.

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

Annex 1

Collaborating Centres

DESIGNATION FORM This form is to be electronically completed by the proposed WHO Collaborating Centre

The designation form consists of four parts: Part I

– Introduction

Part II – Institutional profile Part III – Proposed terms of reference Part IV – Proposed workplan Institution name: Exact name of the department/unit/section/laboratory, etc. which would act as the WHO Collaborating Centre: City and country of location: Exact proposed title as WHO Collaborating Centre:

Part I – Introduction The introduction should give brief background information (max. 2 pages) on: 1.1

The origin of the proposal (external or internal), the technical programme which is sponsoring the request for designation, and the reasons for the proposed designation as a WHO collaborating centre;

1.2

Detailed description of the two-year collaboration period; the steps that have led to this proposal, e.g. site-visits by WHO staff and consultants, previous participation of the institution in WHO projects, emphasis placed by national authorities and the institution itself on activities related to WHO's programmes, and the joint development of a workplan.

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

Part II – Institutional Profile 2.1

Institution name:

2.2

Exact name of the department/unit/section/laboratory, etc. which will act as the WHO collaborating centre:

2.3

City and country of location:

2.4

Name of the director of the institution:

2.5

Name of the head of the proposed WHO collaborating centre (i.e. the person with overall responsibility for carrying out the workplan) – this may be the director of the institute or the head of the unit, department, etc :

2.6

Address of the institution :

2.7

Telephone

:

2.8

Fax

:

2.9

E-mail

:

2.10 Web site

:

2.12 Title proposed for the WHO collaborating centre, including its main function and the area of activity in which collaboration will take place (e.g., WHO Collaborating Centre for research on…, "for reference on…"; "for training in…", "for assessing technologies in…", etc.) 2.13 Institutional characteristics

1. Is the proposed institution: Public Private Mix 2. If the response above is "private" or "mix", please clarify: 3. The proposed institution is a (or part of a): University Hospital Research institute Ministry Academy Other kind of institution 4. If the response above is "other kind of institution", please clarify:

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

2.14 Funding situation of the candidate institution:

1. Source of funding Public Private

Mixed

2. If the response above is "private" or "mixed", please give details and list the sources: 3. The entities funding the proposed institution are: Entities for profit Non profit entities Mixed 4. If the response above is "entities for profit" or "mixed", please give details and list the entities: 5. Average distribution of funding during the last 2 years 0-25% regular (core) funding 26-50% regular (core) funding 51-75% regular (core) funding over 75% regular (core) funding 2.15 During the last two years, did the proposed WHO collaborating centre receive funding from commercial companies (i) engaged in activities relating to tobacco, arms, alcohol, or other activities that may be incompatible with WHO's work; or (ii) having a direct interest in the activities of the proposed collaborating centre? 2.16 Does the proposed collaborating centre produce any significant documents or products other than articles such as books, guidance materials, guidelines, memoirs, methodologies, procedure for evaluation, etc:

Yes

No

If yes, does/will it continue to receive such funding? Yes

No

Provide a detailed account including a list of the companies, their line of business, the level of their funding, if those funding have already been exhausted or are still being used, and, in case of (ii), their interest in the activities of the proposed collaborating centre.

Yes No if "Yes", overall number of publications during the last 2 years 6-10 over 11 1-5 if "Yes", are they available on the internet? if "Yes", please provide the internet address (http://www.)

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

2.17 During the last two years, did the proposed collaborating centre participate at 1)

No

National conferences: Yes If "Yes" has been selected: 1-3 meetings

2)

4-6 meetings

over 7 meetings

Regional-international conferences: Yes

No

If "Yes" has been selected: 1-3 meetings

4-6 meetings

2.18 During the last two years, did the proposed collaborating centre organize (conduct or co-organize)

over 7 meetings

1) National conferences: Yes

No

2) If "Yes" has been selected: 1-3 meetings 4-6 meetings over 7 meetings 3) Regional-international conferences: Yes No 4) If "Yes" has been selected: 4-6 meetings 1-3 meetings over 7 meetings

2.19 Please respond only if the proposed collaborating centre is involved in research. Are projects submitted to an ethical review body?

Yes

No

If "Yes", which ethical guidelines are you following: if not relevant, please select

2.20 Actual number of support staff 2.21 Number of years in operation

less than 5 years more than 10 years

5-9 years

2.22 Number of years of the Head/Director in the proposed collaborating centre

less than 5 years more than 10 years

5-9 years

2.23 Is the candidate institution part of a network?

Yes

No

If "Yes", at which level: national regional/international If "Yes", please indicate the name of the network:

2.24 Is the candidate institution in charge of a newsletter, bulletin?

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Yes

No

If "Yes", please indicate the name(s), and if it available in the internet, please also indicate the internet address:

Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

2.25 If the candidate institution is involved in research: please provide a complete list of articles published during the last two years.

if not applicable

2.26 During the last two years, has the candidate institution been in contact / collaboration (participation in joint conference, implementation of project, research project, etc.) with:

1. WHO Representative (WR)

Yes

No

2. WHO Regional Office (RO)

Yes

No

3. WHO Headquarters (HQ)

Yes

No

4. National Ministry of Health

Yes

No

5. Other ministries?

Yes

No

6. if "yes" to question 5, please indicate which one: 7. Councils (e.g. with the Research Council or equivalent) Yes No 8. if "yes" to question 6, please indicate which one: 9. Other international agencies, foundations, UN No agencies, etc. Yes 10. if "yes" to question 9, please indicate which one: 11. NGO's:

Yes

No

12. if "yes" to question 11, please indicate which one: 13. Other structures:

Yes

No

14. if "yes" to question 13, please indicate which one: 2.27 Does the proposed Collaborating Centre produce a regular report on the work performed, providing information on the centre's activities?

Yes

No

If "Yes", is there a version available on the internet/web site? Please provide the internet address (http://…).

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

2.28 Capacity building/training courses provided by the proposed collaborating centre if not applicable

1) Initial Technical/Vocational Training: Yes No if "Yes", please indicate the number of courses in the last 2 years, the approximate duration and number of people trained in total:

2) Undergraduate training: Yes No if "Yes", please indicate the number of courses in the last 2 years, the approximate duration and number of people trained in total:

3) Graduate training: No Yes if "Yes", please indicate the number of courses in the last 2 years, the approximate duration and number of people trained in total:

4) Continuing education / professional training: Yes No if "Yes", please indicate the number of courses in the last 2 years, the approximate duration and number of people trained in total: 5) Other types, please specify:

2.29 Organizational chart (1 page); PASTE HERE 2.30 List of professional staff of the WHO collaborating centre with an indication of their qualifications (do not include full CVs) (2 pages max.):

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

2.31 Facilities available (e.g. laboratories, training facilities, documentation centre, etc.) (2 pages max): 2.32 List of relevant publications during the recent years (max two pages):

Part III – Proposed terms of reference The proposed terms of reference of the WHO collaborating centre should be presented as bullet points and briefly describe the scope of the activities that the institution would perform as a WHO collaborating centre. It should give a general framework to the cooperation between the institution and WHO. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Part IV – Proposed workplan The proposed workplan should cover the four years of designation and include detailed information on the concrete activities of the institution as a WHO collaborating centre with specific actions to be carried out, specifying: Ø

name of the activity

Ø

the person responsible

Ø

description of the activity

Ø

the expected outcome

Ø

links with the objectives of WHO/relevant WHO programme

Ø

corresponding activities in the WHO technical programme(s) concerned

Ø

financial provisions

Ø

dissemination of the results

Ø

the deadline

Ø

annex providing more detailed information can be attached

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

The workplan may be submitted in the following format: Activity 1:

Title: Responsible person: Description: Concrete expected outcome: Links with WHO activities: Source of funding of the activity: Dissemination of the results: Timeframe of the activity:

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

Annex 2

Collaborating Centres

EVALUATION CHECKLIST This evaluation form is to be electronically completed and signed by the WHO Responsible Officer

The evaluation checklist consists of 3 parts: Part I

– Basic information

Part II – Evaluation Part III – Institution’s potential collaboration with WHO Institution name: _______________________________________________________________ Exact name of the department/unit/section/laboratory, etc. which would act as the WHO Collaborating Centre: ___________________________________________________________ City and country of location: _____________________________________________________ Exact proposed title as WHO Collaborating Centre: __________________________________ PLEASE AVOID USING ACRONYMS or IF SO, INDICATE THEIR COMPLETE MEANINGS

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

Part I – Basic Information 1.1

Name of the WHO responsible officer signing this evaluation: _____________________

1.2

Unit/Department/Location: _________________________________________________

1.3

Name of the WHO Area of Work (AOW)/Programme/Sub-programme which you are representing: _____________________________________________________________

1.4

Number of WHO CCs under this WHO Area of Work (AOW)/Programme/Subprogramme being currently considered: ______________________________________

1.5

Number of WHO CCs under this WHO Area of Work (AOW)/Programme/Subprogramme in this country:

1.6

Number of WHO CCs under this WHO Area of Work (AOW)/Programme/Subprogramme in this region:

1.7

Number of WHO CCs under this WHO Area of Work (AOW)/Programme/Subprogramme world wide (six WHO Regions):

(updated information regarding questions 1.4, 1.5, 1.6 and 1.7 may be found in the WHO Collaborating Centres database: http://whocc.who.int/)

Part II – Evaluation 2.1

Please rank the level of fulfillment by the proposed institution of the following criteria for designation of institutions as a WHO collaborating centres on a scale from 1 to 5. 1 = low

2 = fair

3 = average

4 = good

5 = important

Scientific and technical standing of the institution concerned at the national and international levels Place the institution occupies in the country's health, scientific or educational structures Quality of its scientific and technical leadership, and the number and qualifications of its staff Institution's prospective stability in terms of personnel, activity and funding Working relationship which the institution has developed with other institutions in the country, as well as at the intercountry, regional and global levels Institution's ability, capacity and readiness to contribute to WHO programme activities, whether in support of country programmes or by participating in international cooperative activities Technical and geographical relevance of the institution and its activities to WHO's programme priorities Successful completion by the institution of at least two years of collaboration with WHO in carrying out jointly planned activities

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

2.2

Referring to the table, would you like to provide any remarks / additional information?

2.3

During the last two years, have you or any other staff from your department or the WR's office visited the proposed collaborating centre (WHO CC)?

Yes

No

2.4

Have you been previously working / teaching/consulting for the proposed collaborating centre or have any particular link with the centre that could potentially affect your evaluation?

Yes

No

According to the workplan, does the proposed collaborating centre have the capacity to carry out the workplan?

Yes

2.6

Are any capacity building/training courses provided by the proposed collaborating centre?

Yes

No

2.7

Does the proposed collaborating centre act as instigator, catalyst, leader or facilitator of projects in this area?

Yes

No

2.8

Was the WHO Representative within the country consulted OR informed about this proposal ?

Yes

No

2.9

During the last two years, did the proposed WHO collaborating centre receive funding from commercial companies (i) engaged in activities relating to tobacco, arms, alcohol, or other activities that may be incompatible with WHO's work; or (ii) having a direct interest in the activities of the proposed collaborating centre.

Yes

No

2.5

NB: Please verify that in the Designation Form, completed by the proposed WHO CC, the question 2.26 on funding from commercial companies is answered.

Any additional comments you want to add:

No

If "No", please specify what steps are being taken by the candidate institution and/or the WHO Technical Unit to provide capacity to carry out the workplan.

If "yes", provide details

If “yes”, does/will it continue to receive such funding? Yes

No

Provide a detailed account including a list of the companies, their line of business, the level of their funding, if that funding has already been exhausted or is still being used, and, in case of (ii), their interest in the activities of the proposed collaborating centre.

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

Part III – Institution’s potential collaboration with WHO 3.1

Please indicate the importance of activities performed by the proposed collaborating centre, relevant to your programme on a scale from 1 to 5. 1 = low

2 = fair

3 = average

4 = good

5 = important

Collection, collation and dissemination of information Standarization of terminology and nomenclature, of technology, of diagnostic, therapeutic and prophylactic substances, and of methods and procedures Development and application of appropriate technology Provision of reference substances and other services Participation in collaborative research developed under the Organization’s leadership, including the planning, conduct, monitoring and evaluation of research, as well as promotion of application of the results of research Training, including research training Coordination of activities carried our by several institutions on a given subject Implementing WHO’s mandated work and programme objectives Developing and strengthening institutional capacity in the country and the region Other activity, please describe: 3.2

Referring to the table, would you like to provide any remarks / additional information on the selected activities or any other activity you want to highlight? If any other activity highlighted, please indicate as well its importance on a scale from 1 to 5 (1=low, 2=fair, 3= average, 4=good and 5=important).

3.3

Please list / describe briefly within the space the concrete technical contributions provided by the proposed collaborating centre to WHO activities during the predesignation period (the last two years). (be aware that by signing this form you acknowledge that the proposed institution has been working with WHO for at least the last two years)

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

3.4

Please list / describe briefly the benefits and relevance of the proposed collaborating centre 's activities provided to WHO programmes (or WHO Regional Programme) at national / local level (if applicable):

3.5

Please list and describe briefly the benefits and relevance of the proposed collaborating centre 's activities to WHO programmes (or WHO Regional Programme) at regional /international level:

3.6

Please list/describe briefly outline the ability of the proposed collaborating centre to carry out the activity related to the WHO programme.

Ø

WHO programme: Contribution:

Ø

WHO programme: Contribution:

Ø

WHO programme: Contribution:

I support the application: as submitted with modifications I do not support the application (NB: please provide some information)

By signing the Evaluation Checklist you also certify to have read and checked that all the information given by the proposed collaborating centre in its Designation Form is correct to the best of your knowledge.

Signature: Unit/Department/HQ or Region: _____________________________ Date:

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

Annex 3

Criteria for Evaluation Checklist FOR INTERNAL USE BY WHO SCREENING COMMITTEES AND TECHNICAL PROGRAMMES, TO ASSESS RELEVANCE AND EFFICIENCY Article 3.5 of the Regulations for Study and Scientific Groups, Collaborating Institutions and Other Mechanisms of Collaboration (Basic Documents of WHO) establishes the criteria for designation of new WHO collaborating centres: “Designation 3.5 The criteria to be applied in the selection of institutions for designation as a WHO collaborating centre are as follows: (a) the scientific and technical standing of the institution concerned at the national and international levels; (b) the place the institution occupies in the country's health, scientific or educational structures; (c) the quality of its scientific and technical leadership, and the number and qualifications of its staff; (d) the institution's prospective stability in terms of personnel, activity and funding; (e) the working relationship which the institution has developed with other institutions in the country, as well as at the intercountry, regional and global levels; (f)

the institution's ability, capacity and readiness to contribute to WHO programme activities, whether in support of country programmes or by participating in international cooperative activities.

(g) the technical and geographical relevance of the institution and its activities to WHO's programme priorities. (h) the successful completion by the institution of at least two years of collaboration with WHO in carrying out jointly planned activities.” This form is being proposed to help technical programmes and screening committees at regional and global level assess: (a) the relevance of a proposed institution and workplan; (b) how effectively collaboration with the institution has been managed; (c) how it could be improved, in terms of management and usefulness/ impact; (d) alternative cooperation mechanisms and their cost-effectiveness.

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

To guide this screening and evaluation process, a few questions have been listed; the questions, however, may vary greatly depending on the nature of the institution, the type of collaboration involved, and the results expected from that collaboration. Ø

RELEVANCE – of the institution, and of ongoing and proposed activities The relevance of collaboration with any centre should be monitored on a continuous basis, i.e. at the time of nomination, and during and after implementation of activities. Relevance should be analysed in the light of WHO’s overall policy and the priorities and expected results which the relevant WHO technical programmes have set for themselves in the current programme budget. Useful questions could include:

Ø

-

Does WHO need external collaboration in the field of work of this proposed institution; will this benefit WHO’s priority programmes, and in which way?

-

During previous collaboration with the institution, has the relevance of its work to WHO programme priorities been proven and in which way?

-

Is the work of this collaborating centre still relevant to the new policy of the Organization and the evolving needs and capacity of the technical programme concerned?

-

Considering that the centre itself has introduced changes in its policy, objectives and infrastructure, how do these changes affect the relevance of its work from the point of view of WHO?

-

Is this the best centre to provide the type of support needed on the specific technical issues of particular importance to this WHO programme?

-

What is the (potential) strategic asset of this collaborating centre to build up capacity - in this specific area of health development, and - in this country and region?

PROGRESS AND EFFICIENCY in implementing collaboration During the implementation of collaboration, efficiency and compliance with the workplan need to be monitored. Useful questions could include: -

Is the time frame being followed?

-

What resources have been committed? - by the centre? - by WHO? Have they been sufficient or has additional support been required?

-

Is the budget adequate? Sufficient? Insufficient? Has all the budget been spent?

-

Have the activities been implemented as originally planned by the staff concerned?

-

Have alternative approaches (better methods) been considered? Have they been proposed to/by the WHO programme? For what reason?

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

Ø

-

Have actions been well coordinated with the WHO counterpart? What seem to be the main strengths/weaknesses?

-

Have actions been well coordinated with the relevant network (where applicable)? What seem to be the main strengths/ weaknesses?

EFFECTIVENESS Measuring effectiveness indicates the extent to which a programme/service/ institution is successful in meeting its targets, producing the results it originally planned, and achieving demonstrable and sustainable impact. In this regard, useful questions could include:

Ø

-

Have the objectives and targets set out in the workplan been reached? Fully? Partly? What were the main problems?

-

Are the results achieved those which were originally planned? In which way do they differ?

-

Had pre-set criteria been defined to help achieve the expected results, and have they been used?

-

Were the expected results produced at the expected time?

-

In case of discrepancy from the original workplan and criteria, the reasons should be analysed to help review planning.

QUALITY AND IMPACT of collaboration In addition to measuring effectiveness, it is useful to analyse the delivery and quality of collaborative activities and the actual use of the outcome (products/services) of the collaboration. Where applicable, it is also helpful to measure the overall impact of a programme, service or institution, on given indicators such as the health status and related components of the social and economic development of the population concerned. Useful questions could include:

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-

Have the results of this collaboration significantly influenced the behaviour of the target population - in the country/region in which the centre operates? - in other countries/regions, through coordination with WHO?

-

Has the collaborating centre taken measures, in consultation and coordination with WHO, to disseminate information to other centres and/or countries?

-

Have the criteria for quality of the expected results been met?

-

Has the cost of achieving these specific results with this centre been compared with the potential cost and effectiveness of other centres, providers of similar services, and alternative cooperation mechanisms?

-

Has the possibility of improving the delivery, quality and impact of results been discussed between the collaborating centres and WHO? How, and what was the result?

Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

Annex 4

Collaborating Centres

RECOMMENDED FORMAT FOR ANNUAL REPORTS Annual Report (Year/2000...) Annual Reports must be annually submitted by WHO collaborating centres for each year of their current designation period. Reports should be sent to the WHO technical programme immediately concerned which, in its turn, will provide comments on the centre’s performance as well as information on WHO’s input and the use the Organization has made of this collaboration. Title of the Collaborating Centre: __________________________________________________ Institution name: _______________________________________________________________ Exact name of the department/unit/section/laboratory, etc. which acts as the WHO Collaborating Centre: ___________________________________________________________ City and country of location: _____________________________________________________

1.

Implementation of the workplan. For each main activity: 1.1

1.2

Work performed in relation to the terms of reference: Ø

name of the activity

Ø

how the activity was implemented

Ø

publications and other outcomes

Ø

evaluation (e.g. evaluation of a course by the participants)

Ø

difficulties (if any)

Recommendations, where applicable, for: Ø

further implementation of the activity

Ø

revision of the terms of reference

Ø

preparation of the terms of reference of the next designation period (4 years)

Ø

related activities (e.g., follow-up and monitoring)

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

2.

3.

Collaboration between the centre and WHO: Ø

visits by WHO staff (HQ and/or Regional Office) to the centre

Ø

visits by the centre staff to WHO (HQ and/or Regional Office)

Ø

use of the centre staff by WHO

Ø

support provided by centre staff for courses cosponsored or organized by WHO (HQ and/or Regional Office)

Ø

WHO financial support to the centre through contractual or Technical Services Agreement

Ø

other type of support provided by WHO

Ø

any other collaborative activities

Ø

any difficulties encountered in the collaboration

Ø

suggestions for increased and improved collaboration with WHO.

Collaboration with other WHO collaborating centres: Ø

name(s) of the other WHO collaborating centre(s) with which the centre has collaborated

Ø

name of the network of collaborating centres to which the centre belongs

Ø

nature of the collaboration

Ø

outcome of the collaboration

Ø

suggestions for increased and improved collaboration with other WHO collaborating centres

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

Annex 5

Collaborating Centres

REDESIGNATION FORM This form is to be electronically completed by the proposed WHO Collaborating Centre no later than 6 month before the expiration of the designation

The Redesignation form consists of four parts: Part I

– Basic information

Part II – Annual reports Part III – Proposed revised terms of reference Part IV – Proposed workplan Title of the Collaborating Centre: __________________________________________________ Institution name: _______________________________________________________________ Exact name of the department/unit/section/laboratory, etc. which would act as the WHO Collaborating Centre: ___________________________________________________________ City and country of location: _____________________________________________________

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

Part I – Basic information 1.1

Name of the Director of the institution: _______________________________________

1.2

Name of the Head of the proposed WHO Collaborating Centre (i.e. the person with overall responsibility for carrying out the Workplan) - this may be the Director of the Institute or the head of the unit, department, etc.:_______________________________

1.3

Address of the institution :

1.4

Telephone

:

1.5

Fax

:

1.6

E-mail

:

1.7

Web site

: __________________________________________________

Please attach the three following updated documents: 1.8

Organizational chart (1 page);

1.9

List of professional staff of the WHO Collaborating Centre with an indication of their qualifications (1 page);

1.10 Facilities available (e.g. laboratories, training facilities, documentation centre, etc.) (1 page);

Part II – Annual reports Include in this part a copy of all annual reports that the collaborating center submitted to WHO during the current period of designation/redesignation (e.g. if the original designation/redesignation was for 4 years, at least 3 annual reports are required). Do not include a general report of the institution as a whole but only regarding its activities as WHO Collaborating Center. The reports should be as detailed as possible, and in accordance with the workplan submitted at the beginning of the four years period. Please refer to and follow the Recommended format for annual reports of WHO Collaborating Centres.

Part III – Proposed revised terms of reference The proposed revised terms of reference of the WHO Collaborating Centre should be presented as bullet points and briefly describe the scope of the activities that the institution would perform as a WHO Collaborating Centre during the following redesignation period.

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

Part IV – Proposed workplan The proposed workplan should cover all the years of redesignation and it can be presented as an executive summary. It should include information on the concrete activities of the institution as a WHO Collaborating Centre with specific actions to be carried out, specifying: Ø

name of the activity

Ø

the person responsible

Ø

description of the activity

Ø

the expected outcome

Ø

links with the objectives of WHO/relevant WHO programme

Ø

corresponding activities in the WHO technical programme(s) concerned

Ø

financial provisions

Ø

dissemination of the results

Ø

the deadline

Ø

annex providing more detailed information can be attached

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

Annex 6 Appendix ‘A’

Title and Use of WHO’s Name and Emblem on Letterheads After designation, an institution is known by the official title “WHO Collaborating Centre”, these words being followed by a concise indication of the sphere of activity covered by the centre, e.g. WHO Collaborating Centre for research on ………………….….………...….for reference on …….……………..………….…… for standardization of procedures on ……………………….. A WHO Collaborating Centre may use the name of WHO or World Health Organization and the WHO emblem in its letterhead under the conditions set forth below. (a) The WHO name and emblem are to be used solely for correspondence related to the institution’s activities as a collaborating centre. (b) If the term WHO or World Health Organization is used in the letterhead, the characters of these terms should be of the same size as those for the title of the centre. The title of the centre is WHO Collaborating Centre followed by a concise indication of the sphere of activity covered by the centre e.g. WHO Collaborating Centre for research on ………………...…. for reference on ………………..….., for standardization of procedures on ……………. (c) If the language used by the Centre for its letterhead is a language other than the official languages of the World Health Assembly (Arabic, Chinese, English, French, Russian and Spanish) or other languages used officially by regional offices, then one of the latter should also be included. (d) Any letterhead using WHO’s name should include the title under which the institution has been designated, as indicated in the official letter of designation. (e) The size of the WHO emblem and the characters of the title of the centre should be smaller than the size of the characters of the name of the institute. All other uses of WHO’S name and emblem require the Director-General’s prior approval. A WHO flag can be obtained upon request for use by the centre on certain occasions – and not on a permanent basis – (e.g. on World Health Day, 7 April; on the occasion of any official event related in some way to the World Health Organization) and provided it is displayed in conformity with the WHO Flag Code and Regulations (sent at the same time as the flag).

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Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

Annex 7

Research Development Committee Terms of Reference Ø

To advise the RD in matters relating to research policy, promotion and cooperation

Ø

To review and implement the recommendations of SEA-ACHR and any other regional and global meetings in the area of RPC

Ø

To function as “Regional Screening Committee” for review, evaluation and recommendation for designation, redesignation and discontinuation of WHO Collaborating Centres

Ø

To review proposals to support the national networks of national centres of expertise and link the national networking into a regional networking

Ø

To review the outcome/results of research studies, which are funded through WHO Regular and Extra-budgetary resources; and to recommend on how to integrate them in the respective Technical Unit’s area of work

Ø

Any other matters assigned by the Regional Director

Composition 1.

Chairman – Director, Programme Management (DPM)

2.

Secretary – Regional Advisor, Research Policy and Cooperation (RA-RPC)

3.

Members – All Department Directors Other “P” staff to be coopted/invited as and when required (suggested by DPM)

Periodicity The designation proposals are approved electronically by the Global Screening Committee Members (GSC) as and when they are forwarded to WHO/HQ. This procedure ensures speedy approval, though the GSC continues to meet bi-annually to discuss policy issues.

Reporting The Secretary to the RDC will be responsible for arrangements of the RDC meeting and draft minutes. The final report will be submitted to DPM/RD for guidance and approval. (Approved by SMGST, 12 July 2004)

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Page 40

If Government agrees, RD (RO) writes a memo to DG.

Approval should be sent by memo to RD(RO) copy to 1. RPC(HQ)

DG approves proposal

1. RPC(HQ) 2. TU(HQ) 3. Government

DG: Director General ADG: Assistant Director-General GSC: Global Screening Committee HQ: Headquarters RD: Regional Director RPC: Dept of Research Policy & Cooperation RSC: Regional Screening Committee RO: Regional Office TU: Technical Unit

copy to:

If TU(HQ) and TU(RO) do not agree on the proposal, the GSC will decide.

and TU (RO) submits proposal to RSC

copy to

2. RPC 3. Your ADG 1. RPC(RO)

1. Director of TU

RD (RO) sends letter of designation to the Institution

1. RPC (RO) 1. RPC (HQ)

through

If the proposal is endorsed, TU(HQ) sends memo to TU (RO):

The institution is officially a WHO collaborating centres since that day. RPC(HQ) enters the designation in the official database: http://whocc.who.int

through copy to

Proposal should be sent by memo

1. Designation form 2. Evaluation checklist

TU(HQ) reviews proposal

1. RPC(HQ)

copy to

RPC (HQ)

RD (RO) writes consultation letter to Government

copy to

If the proposal is endorsed, DGO informs RD(RO)

DGO reviews proposal

If the proposal is endorsed, RPC(HQ) sends it to the DG for reviewing.

GSC reviews proposal

If the proposal is endorsed, RO submits it by memo to RPC(HQ) to be reviewed by GSC

RSC(RO) reviews proposal

2. The criteria of article 3.5 of the Regulations for Study and Scientific Groups, Collaborating Institutions and Other Mechanisms of Collaboration (Basic Documents of WHO) is entirely fulfilled.

1. The proposed institution should have been collaborating with WHO for at least the last two years

TU(RO) submits the proposal to TU (HQ) with:

Prerequisites:

Designation initiated by RO - 2004

WHO Collaborating Centres

Annex 8

Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

DG: Director General ADG: Assistant Director-General GSC: Global Screening Committee HQ: Headquarters RD: Regional Director RPC: Dept of Research Policy & Cooperation RSC: Regional Screening Committee RO: Regional Office TU: Technical Unit

The institution is officially a WHO collaborating centres since that day. RPC(HQ) enters the designation in the official database: http://whocc.who.int

Proposal should be sent by memo through 1. Director of TU 2. RPC 3. Your ADG copy to 1. RPC(RO)

1. Designation form 2. Evaluation checklist

1. RPC(HQ) 2. TU(HQ) 3. Government

If Government agrees, RD (RO) writes a memo to DG.

Approval should be sent by memo to RD(RO) copy to 1. RPC(HQ)

DG approves proposal

copy to:

RD (RO) sends letter of designation to the Institution

If TU(HQ) and TU(RO) do not agree on the proposal, the GSC will decide.

If the proposal is endorsed, TU(RO): 1. informs TU (HQ) on its concurrence, and 2. submits it to RSC (RO)

TU(RO) reviews proposal

1. RPC(HQ)

copy to

RPC (HQ)

RD (RO) writes consultation letter to Government

copy to

If the proposal is endorsed, DGO informs RD(RO)

DGO reviews proposal

If the proposal is endorsed, RPC(HQ) sends it to the DG for reviewing.

GSC reviews proposal

If the proposal is endorsed, RO submits it by memo to RPC(HQ) to be reviewed by GSC

RSC(RO) reviews proposal

2. The criteria of article 3.5 of the Regulations for Study and Scientific Groups, Collaborating Institutions and Other Mechanisms of Collaboration (Basic Documents of WHO) is entirely fulfilled.

1. The proposed institution should have been collaborating with WHO for at least the last two years

TU(HQ) submits the proposal to TU (RO) with:

Prerequisites:

Designation initiated by HQ - 2004

WHO Collaborating Centres

Annex 9

Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

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ADG: Assistant Director-General GSC: Global Screening Committee HQ: Headquarters RD: Regional Director KCS: Knowledge Communities and Strategy RPC: Dept of Research Policy & Cooperation RSC: Regional Screening Committee RO: Regional Office TU: Technical Unit. This is, your unit or department.

Proposal should be sent by memo through 1. RPC (RO) copy to 1. KCS (HQ)

(including the annual reports of at least the last 3 years of designation)

1. Redesignation form

The institution is officially redesignated as a WHO collaborating centre since that day. KCS(HQ) enters the redesignation in the official database: http://whocc.who.int

If TU(HQ) and TU(RO) do not agree on the proposal, the GSC will decide.

copy to:

1. KCS(HQ) 2. TU(HQ & RO) 3. Government

RD approves proposal and send letter of designation to the institution

If the proposal is endorsed, it is submitted to the RD copy to 1. KCS(HQ)

If the proposal is endorsed, TU(HQ) sends memo to TU (RO): through 1. Director of TU 2. KCS 3. Your ADG copy to 1. RPC(RO) and TU (RO) submits proposal to RSC

RSC(RO) reviews proposal

TU(HQ) reviews proposal

2. The criteria of article 3.5 of the Regulations for Study and Scientific Groups, Collaborating Institutions and Other Mechanisms of Collaboration (Basic Documents of WHO) continues to be entirely fulfilled.

1. The proposed institution should have submitted an Annual Report on time for each year of designation.

TU(RO) submits the proposal to TU (HQ) with:

Prerequisites:

Redesignation initiated by RO

WHO Collaborating Centres

Annex 10

Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

ADG: Assistant Director-General GSC: Global Screening Committee HQ: Headquarters RD: Regional Director KCS: Knowledge Communities and Sharing RPC: Dept of Research Policy & Cooperation RSC: Regional Screening Committee RO: Regional Office TU: Technical Unit. This is, your unit or Department.

Proposal should be sent by memo to → RD attention → Your counterpart through → 1. Director of TU 2. KCS 3. Your ADG copy to → 1. RPC/RO

1. Redesignation form (including the annual reports of at least the last 3 years of designation)

The institution is officially redesignated as a WHO collaborating centre since that day. KCS(HQ) enters the redesignation in the official database: http://whocc.who.int

copy to:

1. KCS(HQ) 2. TU(HQ &RO) 3. Government

RD approves proposal and sends letter of designation to the institution

If the proposal is endorsed, it is submitted to the RD copy to 1. KCS(HQ)

If the proposal is endorsed, TU(RO): 1. informs TU (HQ) on its concurrence, and 2. submits it to RSC (RO) If TU(HQ) and TU(RO) do not agree on the proposal, the GSC will decide.

RSC(RO) reviews proposal

TU(RO) reviews proposal

2. The criteria of article 3.5 of the Regulations for Study and Scientific Groups, Collaborating Institutions and Other Mechanisms of Collaboration (Basic Documents of WHO) continues to be entirely fulfilled.

1. The proposed institution should have submitted an Annual Report on time for each year of designation.

TU(HQ) submits the proposal to TU (RO) with:

Prerequisites:

Redesignation Initiated By HQ

WHO Collaborating Centres

Annex 11

Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres

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