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Committees

Publications Committee

Committee Roster

Lynda L. Hunter, CCDM
Chair
Clinical Data Management, Manager
PRA International

Derek C. Perrin, CCDM
Liaison to the Board
Director
Pfizer Global Research and Development

Rehana Blunt
Clinical Data Management Manager
Allergan

Kit A. Howard, CCDM
Principal
Kestrel Consultants

Pilar S. Moore, CCDM
Manager, Data Management

Arthur R. Shaw
Clinical Data Coordinator
Pfizer, Inc.

Chandra Wooten
Senior Clinical Data Associate
Gilead Sciences, Inc.

PUBLICATIONS COMMITTEE CHARTER
(Revised May 2, 2000)

I. Name

The name of this SCDM standing committee shall be called the Publications Committee. This committee may also be known as the Editorial Board.

II. Purpose

The purpose of this committee is to effectively manage and oversee the quarterly publication of the Society’s newsletter, Data Basics. This purpose encompasses achieving a high-quality publication with content consistent with the objectives of the SCDM as stated in the Society’s bylaws and while also following annual budgetary guidelines.

III. Membership

The membership of this committee shall be derived from members of the Society and shall specifically consist of 2 co-editors, up to 2 advertising business managers, and up to 3 additional members. All committee members serve on a volunteer basis with only the co-editor positions requiring approval by the Board of Trustees since these are appointed positions (generally for 2 years) to the Board of Trustees. The names and contact information for each member shall be included in each newsletter issue.

There shall be no specified term limits for committee members, except for the co-editors as noted above. Retired co-editors shall be encouraged to continue to serve on this committee to assure continuity in newsletter practices and to capitalize on previous experience.

IV. Roles/Responsibilities of Co-Editors

The duties of the co-editors shall consist of the following. As deemed appropriate, some of these duties may be delegated or may be done collaboratively with other committee members.

  • Board of Trustee Meetings: Attend quarterly meetings and participate in interim teleconferences.
  • Publication Schedule: Develop schedule (at least 4 issues in advance) consisting of critical steps starting with input/copy deadlines and ending with hard copy distribution of newsletter to the Society’s membership. Tie input/copy deadlines to Board of Trustees meetings to facilitate inclusion of any relevant items identified during Board of Trustees meeting discussions. Communicate schedule to the Society’s membership and to EDI. Monitor adherence to schedule. Facilitate adherence via advance call for articles and subsequent reminders to all known contributors and to advertising business manager(s) for each issue to assure input/copy deadlines are met. Liaise with EDI to assure graphic design, printing and mailing are completed per schedule. Assess unanticipated delays for preventive measures for subsequent issues.
  • Budget Planning and Review: Develop annual budget (including costs for newsletter, mailing and committee activities) for Board of Trustees review and approval. Periodically review expenditures to date to assess budgetary compliance and bring potential overages to Board of Trustees attention as determined.
  • Status Reports/Updates: Provide annual report (including updated charter if relevant and budget) at Board of Trustees annual strategic planning meeting. Provide updates at other Board of Trustees meetings as needed.
  • Training/Mentoring: Train/mentor new co-editors as well as other new members of committee.
  • Committee Charter: Initially draft charter for Board of Trustees review and approval. Review charter on at least an annual basis to assess need for update. Provide updated versions of charter for posting on the Society’s web site.
  • Submissions for Publication (beyond those from Board of Trustees and other SCDM standing committees): Assess suitability/professional merit of submitted materials for newsletter publication and assure appropriate review by other committee members. Develop/revise publication policy and include in each newsletter issue.
  • Editing of Accepted Materials: Edit to assure good grammar, spelling and overall consistency within each submitted item as well as across all items in each newsletter issue. Edit for space considerations (as needed) to assure the material content is not inadvertently compromised (i.e. without changing the content meaning). Exercise editorial judgement in determining when the author needs to be consulted on proposed editorial changes.
  • Opportunities: Identify and implement new opportunities/venues like newsletter expansion, advertising, future improvements and directions. Heighten awareness/promote submission of articles in order to build up a stockpile of materials to choose from for publication in each issue.

V. Roles/Responsibilities of Advertising Business Manager(s)

  • Develop and monitor the advertising process and liaise accordingly with EDI.
  • Develop and maintain advertising terms and publish in each newsletter issue.
  • Liaise with co-editors on advertising activities relating to publication schedule and space concerns (either too few ads or too many ads for allotted space).
  • Review/collate ads and send to EDI (graphic designer) per publication schedule.
  • Review/signoff on ad layout from EDI (graphic designer) prior to submission to printer.
  • Coordinate periodic review of advertising fee structure and terms/policies and seek Board of Trustees input on any proposed changes via co-editors.
  • Review each version of committee charter (especially those sections relating to advertising) and provide input to co-editors.
  • Train/mentor successor advertising business manager(s).

VI. Roles/Responsibilities of Remaining Committee Members

  • Review each version of committee charter and provide input to co-editors.
  • Assess suitability/professional merit of submitted (non-advertising) materials for newsletter publication.
  • Heighten awareness/promote submission of articles for publication.
  • Review the call for articles and subsequent reminders for each issue and make contributions as appropriate.Review "almost final" (non-advertising) copy prior to submission to EDI (graphic designer) and provide suggestions for editorial changes to co-editors.
  • Serve as a pool for potential candidates to fill future co-editor positions.
  • Provide assistance as requested by co-editors and/or advertising business manager(s).

VII. Roles/Responsibilities of EDI

The SCDM Board of Trustees shall delegate the following newsletter-related tasks to EDI via contractual agreement.

  • Graphic design/layout of newsletter (articles and advertising).
  • Review/signoff of printer’s proof.
  • Decide on number to print and print newsletter promptly (upon signoff of printer’s proof).
  • Mail promptly to the Society’s membership (upon completion of print order).
  • Archive electronically in SCDM archives (final pdf version for each issue).
  • Submit final pdf version to web site after hard copies mailed to the Society’s membership.
  • Track costs for each issue and provide to co-editors.
  • Provide input into charter development and subsequent updates.
  • Handle administrative activities for ads and liaise with advertising business manager(s) as required.

VIII. Committee Management and Operations

The co-editors shall serve as committee co-chairs and manage its interactions, activities and work flow. The co-editors shall determine the frequency and type of interactions (e.g. face-to-face meetings, teleconferences, e-mail, etc) best suited to accomplish the necessary tasks within the required timeframes.

IX. Liaison Activities

The co-editors (or their designees from the Newsletter Committee) shall liaise with the other SCDM standing committees for the purpose of obtaining and publishing regular committee status/update reports in the newsletter.

The co-editors (or their designees from the Newsletter Committee) shall liaise as appropriate with groups external to SCDM (e.g. CDISC, ADCM Newsletter Sub-Committee, etc) for the purpose of obtaining relevant material for publication in the newsletter (including reciprocal reprinting of articles).

The co-editors and advertising business manager(s) shall liaise with EDI for activities noted in Section VII above.

X. Deliverables

The co-editors are accountable for providing the following items.

  • Publication schedule (at least 4 issues in advance).
  • 4 newsletter issues per year (quarterly).
  • Status reports/updates at quarterly Board of Trustees meetings.
  • Budget review/recommendations on an annual basis.
  • Annually reviewed/revised charter.
  • Identification of any other items requiring Board of Trustees input/approval.

XI. Decision Space

Decisions Made by Co-Editors: The following decisions shall be made solely by the co-editors or by the co-editors in consultation with committee membership.

  • Publication schedule and any subsequent changes (especially delays) in the publication schedule (from copy/input deadlines through mailing schedule). All delays must be communicated to and approved by the co-editors. The co-editors reserve the right to alter the publication schedule when circumstances require a change.
  • Articles accepted for publication (non-advertising content).
  • Length of newsletter consistent with budgetary guidelines including any decisions to defer accepted articles to subsequent newsletter issues due to space and budget constraints.
  • Committee expansion weighing any increased newsletter workload with the amount of additional time required to manage a larger committee.
  • Edited copy submitted to EDI (graphic designer).
  • Signoff on final copy (non-ad content) prior to submission to printer for use in developing printer’s proof. Publication policy as published in each newsletter issue.
  • Any other decisions required to meet this committee’s purpose as long as within the scope of this charter and within allocated budget.

Decisions Made by Advertising Business Manager(s): The following decisions shall be made solely by the advertising business manager(s) or by the advertising business manager(s) in consultation with EDI.

  • Ads accepted for publications with consideration of newsletter space limitations preset for advertising.
  • Ad copy submitted to EDI (graphic designer).
  • Signoff on final ad copy prior to submission to printer for use in developing printer’s proof.

Decisions Requiring Board of Trustees Input/Approval: The following shall require Board of Trustees input/review and approval before implementation. These items shall be brought to the Board of Trustees attention via the co-editors.

  • Initial committee charter and any subsequent updates.
  • Advertising policy changes and rate changes.
  • Budget increases (e.g. increase in newsletter size not covered by existing budget, increase in number of issues per year, significant redesign of newsletter format).
  • Any other items not covered by above which are clearly beyond the scope/outside of charter for this committee (e.g. decisions with impact beyond the newsletter scope such as SCDM logo change, newsletter name change, dissolution of Newsletter Committee).


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