SOCIETY FOR SOCIAL MEDICINE HANDBOOK
SOCIETY FOR SOCIAL MEDICINEHANDBOOK FOR COMMITTEE AND MEMBERSJULY 2015i
ForewordThis web-based handbook is intended to be a useful manual for new members of the Societyfor Social Medicine (SSM) Committee and Section sub-committees, particularly for officers ofthe Society. It was originally prepared by members of the SSM Committee in 2011/2012 andthen updated in 2015 to: help new members of the Committee understand the work of the Society and how it isorganised; detail the roles and responsibilities of different members of the Committee; act as an aide memoire for what needs to be done, when, how, and by whom; and be a repository for ‘institutional memory’ for the Society.It is intended to be complementary to the information available for the Annual ScientificMeeting Organising committee but where queries often arise regarding the respectiveresponsibilities of the ASM Organising Committee or the Society, these are covered in thishandbook.The handbook is updated periodically as roles evolve and hence it is a valuable resource forexisting and new committee members in the future. We are extremely grateful to JennyMindell for her hard work and perseverance in establishing this valuable resource.Jenny Mindell 2012Janis Baird and Michaela Benzeval 201514th May 2015ii
Contents1234Introduction . 51.1History of the Association. 51.2Purpose of the Society . 51.3Links with the Journal of Epidemiology &Community Health . 51.4The Role of the Society in the 21st Century . 5The Constitution and By-Laws of the Association. 62.1The Constitution . 62.3Bye-laws . 72.4SSM Sections . 7Officers, their roles and responsibilities . 73.1The President . 73.2The Honorary Secretary . 83.3The Honorary Treasurer. 83.4The Membership Secretary . 93.5The Communications Officer. 93.6The Honorary Secretary’s responsibilities . 93.7The Honorary Treasurer’s responsibilities . 143.8The Communications Officer . 153.9The Web Master . 153.10The Newsletter. 163.11SSM Ordinary Committee Members . 173.12Sections . 183.13Representatives to other organisations . 183.14Committee Claim for Reimbursement of Expenses . 18Scientific Meetings . 184.1Division of labour between the SSM Committee and the ASM Local OrganisingCommittee (LOC) . 19564.2How to set up an ASM . 204.3Free places at the ASM/. 204.4Abstracts. 204.5Guidance for those assessing abstracts . 214.6Eponymous lectures at the ASM . 264.7Bursaries for students and others on a low income . 28284.8One Day Meetings . 298Links with other organisations . 3095.1EUPHA: the European Public Health Association . 3095.2International Epidemiology Association (IEA) . 30Applying for Membership . 30iii
6.1Eligibility. 306.2Process of application . 307Privacy Policy for Membership Data. 3118Proposal for Election to Honorary Membership . 3119Committee Procedures . 3229.1Nominations to committees . 3229.2Organising SSM Committee meetings . 34310SSM Information: Lists . 344Appendix A. The role of the Society for Social Medicine in the 21st century . 355Appendix B.2012 Survey of SSM members . 399B1. . 399Appendix C. Sample evaluation forms . 40Appendix D. Moderating reviewers’ marks for ASM abstracts . 455iv
1 IntroductionThis web-based handbook is intended to be a useful manual for new members of the Societyfor Social Medicine (SSM) Committee and Section sub-committees, particularly for officers ofthe Society. Where information is already available on the SSM website, this handbook islimited to pointing readers to the relevant web-based information.It complements and does not replace the existing information for organisers of the AnnualScientific Meeting (ASM), which is updated and passed annually from the chair of that year’slocal organising committee to the chair of the local committee organising the following year’sASM. The material to assist ASM Organising Committees is currently being developed intoan ASM Handbook.ASM tasks for which the SSM officers and SSM committee, not the ASM organisingcommittee, are responsible are itemised in this handbook. It also includes items that pertainto the ASM where there is confusion about who does what. For example, individuals to givethe named lectures are discussed and then proposed by the SSM Committee and invited bythe SSM President; the honoraria are paid by the SSM Treasurer; speakers are written toafterwards by the SSM President. The liaison over the timing and title of the lecture, and aninvitation to dinner on the evening preceding the conference are from the ASM Chair(although the dinner is paid for by the SSM).1.1 History of the AssociationThe SSM was founded in 1957. Professor John Pemberton wrote a history of the early yearsof the Society (Pemberton J. Origins and early history of the Society for Social Medicine inthe UK and Ireland. J. Epidemiol. Community Health, May 2002; 56: 342–6). The theneditors of the Journal of Epidemiology and Community Health gave Professor Pembertonpermission to reproduce the article on the SSM website for the benefit of our members (seewww.socsocmed.org.uk/history1.htm).1.2 Purpose of the SocietyThe current purpose of the Society is to advance knowledge for population health. Thatmeans promoting the development of scientific knowledge in public health, social medicineand epidemiology, and studying the health care needs of society, the provision andorganisation of health services, the promotion of health and the prevention of disease. 1.3 Links with the Journal of Epidemiology & Community HealthFormal links between the Society and the British Journal of Preventive and Social Medicine,later to become The Journal of Epidemiology and Community Health, were established in1959 and two representatives of the Society were added to the editorial board. The SSMHonorary Treasurer and Honorary Secretary represent the Society on the JECH editorialboard because JECH publishes oral abstracts for the ASM. This is a titular role and, theyhave not been called upon for anything else concerned with the journal in recent years.Initially, just the titles of papers to be read at the annual scientific meetings were published inthe journal and in 1962 fuller accounts of the Society’s proceedings and abstracts of papers,given at the scientific meetings, were included. Since then, the abstracts of oralpresentations have been published annually. Abstracts for poster presentations were alsoincluded in 2010 and from 2012 onwards. In 2010/11, it was agreed that the supplementshould be online only, and the Society receiving hard copies for conference delegates. Allabstracts published in the supplement are still entered into relevant databases such asPubMed and Web of Knowledge. The Role of the Society in the 21st Century5
The Society is known for its high quality and friendly annual meetings, its interdisciplinarynature, and its value for money. It is seen within academia and government circles, by otherprofessional societies and national and international groups as the main learned society ofepidemiology, public health, and health services research in Britain. In a sense its potentialfor growth is due, in part, to this successful outside recognition. The Society is asked bythese other groups, for example, to provide scientific evidence. For example, to comment onpolicy issues, to nominate representatives to sit on Committees, and to provide furthertraining for health professionals and certification of health researchers. . Our response hashistorically been fairly limited, in acknowledgement of the time limitations of Officers.Periodically the Committee has initiated a debate among members about the role of SSM, toensure the Society’s long term success. In 1998 and again in 2012, the Committeeorganised a survey of members to ask them about the future direction of the Society.Appendix A includes a summary of the discussion of the 1998 survey and appendix Bincludes the final reports of three task and finish groups that were set up to develop plans inresponse to the findings of the 2012 survey.2 The Constitution and By-Laws of the Association2.1 The ConstitutionThe original Constitution and by-laws were drafted and approved before the Society’selectronic archive was started. The Constitution has been amended on a number ofoccasions (table 1). Changes are discussed at AGMs and if that does not have sufficientquorate, then confirmed by subsequent ballot of all members.Table 1: Changes to the constitutionTiming of change2003Details of changeAdded bylaw 7: to allow Society to establishSectionsWording changes to make constitution moregender neutralChange to wording to allow electronic ballotsand communication,Changes to allow committee to vary theannual subscription fee, and for these to bepaid by direct debitChanges to allow other Executive Officers tosign cheques in Treasurer’s absenceHonorary members given same rights inSociety and ordinary membersChair’s role to last for two years and becomean elected postChair to be called president henceforthUpdate objective of the SocietyIncrease number of ordinary members from6 to 9Formalise role and status of co-optedcommittee membersMake communications officer executive rolefor 5 year term201o/122012/132014/156
The full current constitution can be found at: www.socsocmed.org.uk/constitution1.htm.2.2 Bye-lawsThe Bye-laws are generally amended in parallel with the Constitution. The current versioncan be read at www.socsocmed.org.uk/constitution1.htm. The headings are listed here, forconvenience.1. Ordinary Members2. Subscription3. Attendance at Business Meetings4. Scientific meetings5. Locations of meetings6. Publications7. Sections2.3 SSM Sections2.3.1Constitution and Bye-lawsSection 7 of the Bye-laws enables the Society to have specific sections. These can be setup by submitting a proposal to the Committee. Each section must have at least 20 Societymembers in good standing. A list of members and a report of the section’s activities must besubmitted annually to the Committee, a month before the AGM,2.3.2Early Career ResearchersThe ECR Section was set up in 2010, to aid the Society in supporting members at earlystages of a research career in social medicine.The ECR section is organised by an SSM ECR sub-committee with a minimum of sixmembers. Two (the ECR Chair and Chair-elect) are also co-opted onto the Society’sCommittee (for one year in each role). Details of elections can be found in section 9.1.6.3 Officers, their roles and responsibilities3.1 The PresidentThe duties of the President are to:i.Provide leadership to further the Society’s aims amongst the membership and officersii. Act as an ambassador for the Society, liaising with other organisations as appropriate tofurther the aims of the Societyiii. Liaise with Honorary Secretary to determine agendas for meetings, expedite committeedecisions and achievement of subsequent actionsiv. Chair the Annual General Meeting (the ‘Business meeting’) and any Extra-ordinaryGeneral Meetingsv. Chair Committee meetings7
vi. Conduct Society business between committee meetings, notably an Officersteleconference to review and action any outstanding committee decisions, and draft anagenda for the next committee.vii. Assist in the recruitment and induction of individual committee members and oversee,support and encourage them in their various rolesviii. Invite the eponymous lecturers for the following year. (Contacting the chosen lecturersfor the current year to confirm arrangements is the responsibility of the ASM Chair).ix. Write to that year’s eponymous lecturers to thank them, on behalf of both the SSM andthe ASM Committees. In the past, the ASM Chair has also written on behalf of theOrganising Committee. However, in 2015 the past and current Presidents and Presidentelect took the decision that only a single letter from the President is required.x. Write offering honorary membership to those chosen by the Committeexi. Make preliminary arrangements for the venue for future ASMs, ensuring that in principleagreement is reached with a representative of each proposed host institution for thehosting of the ASM at least four years in advance.3.2 The Honorary SecretaryThe Honorary Secretary's role is toi.Organise three Committee meetings, and three Officer teleconferences, each yearii.Organise the Annual General Meeting (referred to in the constitution as the ‘businessmeeting)’iii.Respond to calls to organise an Extraordinary General Meetingiv.Provide oversight of the Constitution and advise on processes and amendmentsv.Arrange nominations and elections for Committee and other Society rolesvi.Act as liaison between Committee Officersvii.Co-ordinate and support Committee members in their roles, including supporting ad hocworking groups, updating handbooks and action pointsviii.Liaise with the ASM Organising Committee and other partners (e.g. JECH, HG3)ix.Communicate with members proactively and respond to issues raised by members,including contributing to the Newsletter and consulting members on key SSM and otherissues.x.Maintain the Society’s paper and electronic Archivexi.Update the handbook annually3.3 The Honorary TreasurerThe Honorary Treasurer is responsible for the financial status of the Society, includingreviewing periodically whether to be a Charity or a Limited Company. More specificresponsibilities involve the following areas of work:i.SSM's financial transactions, including approval of the payment of bills and honorariafor ASM speakers, generating invoices, monthly reconciliation of bank statements,and preparing books for annual audit.ii.Presenting audited accounts to AGM for approval by the membership, which mustthen be minuted as approved.iii.Presenting a financial update at each Committee meeting8
iv.Strategic role making recommendations about changes in membership fee, financialstatus of the Society, and advice on Society expenditure, to ensure there remains aminimal financial risk to the membership (who are accountable were the Society tobecome a debtor and there are insufficient funds within the Society accounts).v.Maintaining appropriate processes for membership renewal and membershipdatabase maintenance, approving membership applications and vetting newmembers who do not have their own proposers, plus overseeing ongoingdevelopment of the membership area of the Society website (managed by HG3).vi.Liaising with EUPHA in order to maintain a database of SSM members who want tobe able to access the EJPH (managed by HG3), and paying EUPHA the appropriatedues for this facility.vii.Administration of the Free Place scheme at Annual Scientific Meetings (ASM).viii.Providing a point of contact to support the other roles within the Committee relevantto membership recruitment and the ASM, providing advice on financial planning ofthe ASM to local organisers.ix.Overseeing the work of HG3 for the day-to-day administration of the above tasks.HG3 also acts as the Membership Secretary (see section 6.2.2 below)3.4 The Membership SecretaryThe Membership Secretary (HG3) is responsible for maintaining the Society’s electronicdatabase of all members (past and present) and for processing annual subscriptions, newmembership applications and for updated membership details within this database. Specificroles and responsibilities include the following:i)ii)iii)iv)v)vi)vii)Managing the membership area of the Society websiteSending out reminders to members for overdue subscriptionsDistributing information to printers for any journalsOrganising and attending three committee meetings per year and the AGMOrganising periodic teleconferences for sub-committeesProducing and distributing minutes for all meetings attendedOrganising web-based elections and providing the Committee with final votes3.5 The Communications OfficerThe Communications Officer’s role is to:i.Chair the Communications Sub-committeeii.To arrange the communications sub-committee meetingsiii.Report to the AGM (update on the website, newsletter, social m
ASM. The material to assist ASM Organising Committees is currently being developed into an ASM Handbook. ASM tasks for which the SSM officers and SSM committee, not the ASM organising committee, are responsible are itemised in this handbook. It also includes items that pertain to the A
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