SEA-RES-118 Distribution: Restricted
Managerial Guidelines for Designation and Redesignation of WHO Collaborating Centres
Department of Evidence and Information for Policy WHO Regional Office for South-East Asia New Delhi, India May 2002
© World Health Organization 2002 This document is not a formal publication of the World Health Organization (WHO), and all rights are reserved by the Organization. The document may, however, be freely reviewed, abstracted, reproduced or translated, in part or in whole, but not for sale or for use in conjunction with commercial purposes. The views expressed in documents by named authors are solely the responsibility of those authors. Contact address: World Health Organization Regional Office for South-East Asia World Health House Indraprastha Estate Mahatma Gandhi Road New Delhi – 110002 India Tel. : (+91 11) 337 0804 Fax: : (+91 11) 337 9507 (+91 11) 337 9395 E-mail : postmaster@whosea.org wibowoa @whosea.org Website: http://www.whosea.org
CONTENTS Page 1. INTRODUCTION ......................................................................................... 1 2. DESIGNATION OF WHO COLLABORATING CENTRES................................... 4 3. REDESIGNATION OF WHO COLLABORATING CENTRES ............................... 8 4. MANAGEMENT AND EVALUATION............................................................. 11 5. RESPONSIBLE TECHNICAL FOCAL POINTS.................................................. 13
Annexes 1. Institutional Profile ..................................................................................... 15 2. Preliminary Evaluation Checklist ................................................................... 21 3. Annual Report............................................................................................ 27
Foreword 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 global database relating to WHO collaborating centres can be accessed electronically at http://whocc.who.int. The present guideline is 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 WHO South-East Asia. The guideline would facilitate internal processing of procedures relating to the designation and redesignation as well as management of WHO collaborating centres in the countries of WHO South-East Asia. Dr Uton Muchtar Rafei Regional Director
A
1.
INTRODUCTION 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 Page 1
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Managerial Guidelines for Designation and Redesignation of WHO CCs
centres in the course of the last two decades has been due 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: (a) (b) (c) (d) (e) Scientific and technical standing of the institution concerned, at national and international levels; The standing of the institution in the country’s health, scientific or educational structure; The quality of its scientific and technical leadership and the academic attainments of each staff; The institution’s prospective stability in terms of personnel, activies and funding; The working relationship which the institution has developed with other institutions in the country, as well as at intercountry, regional and global levels; The institution’s ability, capacity and readiness to contribute individually and within networks, to WHO programme activities, whether in support of country programmes or by participating in international cooperative activities; The technical and geographical relevance of the institution and its activities to WHO’s programme priorities; The successful completion by the institution of at least two years of collaboration with WHO in carrying out jointly-planned activities.
(f)
(g) (h)
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Managerial Guidelines for Designation and Redesignation of WHO CCs
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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2.
DESIGNATION OF WHO COLLABORATING CENTRES
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N 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 an institutional profile 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 the countries of 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 the WHO country office (WCO) and the respective national authorities. While doing so, it will be necessary to identify the responsible officers at both the Page 4
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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 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. The proposal for designation should include the following documents: (1) Institutional Profile: that includes (a) Description of the centre, (b) the terms of reference, (c) the proposed work plan (description of the work activities that the institution would collaborate which are directly and explicitly linked with the WHO technical unit’s planned activities and expected results as defined under WHO’s Programme Budget), and (d) a short description of the activities (Annex 1). (2) Preliminary Evaluation Checklist that facilitate the overall evaluation of the fulfilment of the institution for designation (Annex 2), and Page 5
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(3) 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 the relevant national authorities. After review, the technical unit concerned may need to update the institutional profile, including the term of reference and work plan, if necessary. On the basis of this evidence, the Regional Research Development Committee (RDC), acting as the Regional Screening Committee (RSC) of WHO-South-East Asia Regional Office, will submit a recommendation to the Regional Director for his decision/guidance. Once RD agrees with the proposal to designate an institution, the Research Policy and Promotion (RPC) Unit in the Regional Office will forward the proposal, including the proposed period of designation (normally up to four years) to the RPC Unit at WHO/HQ, for submission to the Global Screening Committee (GSC). GSC holds its regular meetings every quarter of a year, in conjunction with the meetings of the Global Programme Management Group, consisting of the Director, Programme Management/Deputy Regional Director (DPM/DRD) of all regions. The Global Screening Committee (GSC) will assess the strategic relevance and viability of the proposal from an interregional perspective and communicate its comments and recommendations back to the Regional Director concerned. The Regional Director, after receiving the recommendation of GSC (if this is positive), will consult the government concerned officially (as appropriate) to secure its approval of the proposed designation of the centre. After government approval, the Regional Director submits the final proposal for approval of designation by the Director-General. Once the Director-General approves the designation, the Regional Director will send formal letters of designation to the institutions, including information on privileges and obligations of the WHO collaborating centres. 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.
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Table 1. Summary of step-by-step procedures for designation of WHOCCs WHO South-East Asia Steps 1. Activity Individuals, institution(s), Member States, WHO Representatives or relevant Technical Units (TU) in WHO/SEARO or other Regional Offices, or WHO/HQ, make a proposal for designation of an institution as a WHO collaborating centre; consultation among WCO and, regional office and WHO’ HQ units, Preliminary evaluation of suitability of proposal against criteria for selection. Proposal must include evidence, including site visit reports, institutional profile, report on successful collaboration during the preceding twoyears, proposed terms of reference, draft work plan and preliminary evaluation checklist. Proposal must be supported by technical units at both RO and HQ. The head of the proposed institution must also explicitly agree on the proposed TORs, work plan, and the title of WHOCC. Time taken for making the proposal should be within three months from the time of receipt of the report for designation. The proposal for designation is reviewed at the Regional Research Development Committee (RDC), which acts as Regional Screening Committee. The review should be completed within three months of initiation. Based on the minutes of RDC and the Regional Director's decision, the proposal is referred to RPC/HQ, for submission to ensuing meeting of the Global Screening Committee (usually held in conjunction with GPMG meetings, 3 times in a year). The proposal should reach RPC/HQ at least two weeks before the start of the GPMG session. The comments and recommendations of the Global Screening Committee are communicated to the Regional Director for final recommendation. The Regional Director requests the government for comments and approval of designation (as appropriate). Time taken is 6-8 weeks. 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 4-6 weeks. Once the Director-General approves the designation, an official designation letter is issued. Technical Unit, which has initiated the designation process, takes over the responsibility of managing the collaborative work. Responsible Unit TU/WR
2.
TU/WR
3.
EIP/RPC
4.
EIP/RPC
5.
EIP/RPC
6. 7.
EIP/RPC/WRs EIP/RPC
8. 9.
EIP/RPC TUs
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3.
REDESIGNATION OF WHO COLLABORATING CENTRES ECHNICAL units need to review the progress of collaborative activities based on the original term of reference, the work plan, annual reports (Annex 3) 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 as contained in Section 7 of Annex 3. The institutional profile and the work plan may need to be updated to reflect the latest situation. The term 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 six months before the end of the designation period. The TU will submit the proposal for redesignation to 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). The proposal from the technical unit must contain the following documentation. (1) Technical justification for redesignation, based on annual reports and other relevant information; (2) Updated institutional profile;
T
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(3) Proposed terms of reference and work plan (with revision, if any); (4) Clearance of the WHO Representative and the Technical unit in WHO/HQ, and (5) Agreement of the Head of the institute (if necessary). On the advice of the Regional Screening Committee, the RPC Unit in SEARO will propose to the Regional Director to decide on either: • • Redesignation of the institution with an appropriate period of extension, in consultation with the government concerned, or Discontinuation as 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 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 from WHO HQ.
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Table 2. Step-by-step procedure for redesignation of WHO CCs in WHO South-East Asia Step 1. Activity Six 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 (Annexe 3), WHO’s evolving needs and policies (reference should be made to WHO Programme Budget and the technical units expected results). This evaluation will provide technical background for final recommendation. 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. If redesignation is to be effected, the technical units in collaboration with the technical unit in HQ and the institution, prepares a proposal for redesignation for a specified period (not more than four years). The institutional profile must be updated to reflect the latest situation. If the technical units 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. The Regional Research Development Committee (RDC) (Regional Screening Committee) will review the proposal for redesignation/discontinuation.The minutes of RDC will be submitted to the Regional Director for decision (before the end of the designation period ) If redesignation is proposed, and approved by the Regional Director, a redesignation letter will be issued within a specified period of time. The technical unit responsible for managing the centre during its earlier designation period will continue in charge of managing technical collaboration unless otherwise specified and notified to technical and administrative counterparts. Once the decision about discontinuation is made, the Regional Director will issue a "Thank You" letter to the collaborating centre. Responsible Officer TU/WR
2.
TU/WR
3.
TU/WR
4.
TU/WR
5.
EIP/RPC
6. 7.
EIP/RPC TU
8.
EIP/RPC
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4.
MANAGEMENT AND EVALUATION
M
ANAGEMENT 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 the 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 HQ) any relevant and useful information on technical collaboration (plans, reports, activities) with the WHO CC 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 copy list of all official correspondence on administrative matters. This will also facilitate speedy processing of procedures, updating of records and WHOCC ID cards and related information on the global WHOCC database. The designated focal points within the relevant technical units, at the Regional Office and WHOHQ, will manage and coordinate the work of the collaborating centres. The global and regional focal points of Research Policy and Co-operation 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 work plans. This should involve the institution and the technical units concerned at all levels. The work plan should comprise clearly-defined objectives and expected results explicitly related to those of WHO as set out in its governing bodies and its programme budget. WHO should dedicate its own staff time and Page 11
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other resources, although not necessarily direct financial support, to ensure that collaboration can develop in a useful manner. 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 (see Annex 3). This report should reflect the progress achieved in respect of the work plan, 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 world wide 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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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 RPC Focal Points: The Department of Research Policy and Promotion within the Cluster of Evidence and Information for Policy (EIP/HQ) at WHO/HQ is the focal point at the global level for coordinating statutory information and procedures on collaborating centres. The RPC Department at WHO/HQ is responsible for maintaining the global database of WHO collaborating centres and acts as Secretariat to the Global Screening Committee on WHOCCs. The Research Policy and Promotion (RPC) Unit within the Department of Evidence and Information for Policy (EIP/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. The Scientist for Research Policy and Co-operation (SRP) of the RPC unit within the EIP Department of SEARO is the operational officer responsible for overall co-ordination.
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Regional Screening Committee: The Regional Research Development Committee (RDC) of WHO/SEARO, chaired by DRD/DPM, with all Department Directors as members, has to function as the Regional Screening Committee for WHO collaborating centres. The Regional Adviser (RPC) in the EIP Department is the ex-officio Secretary of RDC. The Regional Research Development Committee will review proposals from the technical units for designation, redesignation, and discontinuation of WHO collaborating centres in accordance with existing standard WHO procedures. Global Screening Committee: The Global Screening Committee (GSC) functions as an inter-cluster and inter-regional internal Advisory Committee to the Regional Directors and Director-General on issues related to WHO collaborating centres. One of the main tasks of the GSC is to review the proposals forwarded from the Regional Screening Committees for designation of WHO collaborating centres in accordance with the existing procedures. The Committee may also provide strategic advice to technical programmes on programmatic and geographic distribution of WHO collaborating centres and enhancement of their networking. The Executive Director of the Cluster of Evidence and Information for Policy (EXD/EIP) chairs the Global Screening Committee. In case the centre(s) under consideration fall within the area of EIP, some other Executive Director will chair the Committee. The Director, RPC Department, WHO/HQ acts as Secretary. Membership of GSC includes all Executive Directors of HQ technical clusters and regional DRD/DPMs or their representatives.
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Annex 1
WORLD HEALTH ORGANIZATION
REGIONAL OFFICE FOR SOUTH-EAST ASIA
WHO COLLABORATING CENTRE INSTITUTIONAL PROFILE OF
(Name of the Institution)
(Year and month of submission of the profile) e: This document is made based on the guidance given in Annexure 2 of "WHO Collaborating, General Information" (Document # RPC/WHOCC/2 - SEA-RES-116)
*Template available in WHO SEARO Webpage: http://intranet/eip/Research Policy and Promotion (RPC)/WHO Collaborating Centres
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INSTITUTIONAL PROFILE OF WHO COLLABORATING CENTRE INTRODUCTION Please provide brief background information on: The origin of the proposal (the technical programme or WHO Representative or the Ministry of Health or the Director of the Institute or the ACHR member, who is sponsoring the request for designation) and the reasons for the proposed designation as a WHO collaborating centre; The steps that have led to this proposal, e.g. previous collaborative works, site-visits by WHO staff and consultants, previous participation of the institution at WHO meetings, emphasis placed by the national authorities and the institution itself on activities related to WHO’s programmes, and the joint development of a work plan including a preliminary two-year collaboration period if this has not yet taken place (or the summary of collaborative activities/products achieved during the last few years of collaboration – at least minimum of two years)
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Part I - DESCRIPTION OF THE COLLABORATING CENTRE A. Centre’s Identification 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.) FULL NAME AND ADDRESS OF THE INSTITUTION, including name of the director of the institution and the postal address, e-mail, phone and fax; as well as the exact name of the department/unit/section/laboratory, etc., which will act as WHO Collaborating Centre. NAME OF THE HEAD OF THE WHO COLLABORATING CENTRE: the person with overall responsibility for carrying out the work plan) –This may be the Director of the Institute or the head of the unit, department, etc. Name Designation Signature
B.
Administrative Structure 1. Organizational Chart: (Using an organogram, please describe the current organizational structure in which the institution is located, indicating, if applicable, the main departments, divisions or sections. Also please describe how is the institution supervised and governed). (Use a separate sheet for organogram) 2. Administrative and Scientific Responsibility for the work of the proposed Centre: (Please also indicate briefly if available information on the Links with other National Health Activities, National Research Councils and Professional Associations, as well as links with overseas institutions also) 3. Establishment of National and International Advisory Board: (If any, the composition, frequency of meeting, and Terms of Reference)
This section should include information on:
4. List of Senior Staff of the WHO Collaborating Centre with indication of their expertise: (use separate sheet(s) depending upon the number of staff involved in the who ccs activities) 5. Facilities available (e.g. laboratories, training facilities, documentation centre etc. ) Page 18
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PART II – TERMS OF REFERENCE AND WORK PLAN The work plan may need to be closely discussed with the institution concerned and the WR, both in technical as well as financial terms for its successful implementation. Besides technical inputs, financial inputs may be required for those activities/ products are of specific interest to WHO, such as a commissioned research. The proposed work plan can be presented as a short executive summary. It should include information on the following: (1) The terms of reference of the WHO collaborating centre: (a list of concrete activities with specific actions to be carried out during the period of designation, specifying the person responsible, the expected outcome and the deadline). (2) Links with the objectives of the WHO programme budget in the technical areas concerned; the counterpart in WHO technical programme, (3) Criteria and time frame for reporting on the implementation of the work plan and , while the TOR set up the broad framework for collaboration, the work plan, which must be in line with the TORs, define the work agenda for the period for which the centre is being designated. It should include specific, time bound, concrete and operational activities that can be monitored during the implementation phase and evaluated at the end of the designation period. (4) The format below is recommended for preparation of work plan. List of Activities 1. Activity 1 2. Activity 2. 3. Activity 3 4. … 5. … Note:The symbol is used to indicate in which year(s) the corresponding activity is expected to be carried out.
1 Year 4
2 Year 4
3 Year 4
4 Year 4 4
4
4
(5) English will be language of correspondence. Page 19
Managerial Guidelines for Designation and Redesignation of WHO CCs
PART III - DESCRIPTION OF THE ACTIVITIES (1) For each main activity included in the work plan, there will be an annexure providing more detailed information. The level of details will depend on the nature of the activity. For all activities the following is required: (You may use separate sheets if needed). • the name, scope and objectives of the activity; corresponding activities in the WHO technical programme(s) concerned; • relevant targets and planned contribution to the WHO programme budgets expected results at national, regional and/or global level; • name of the person responsible for the activity; • administrative structure for implementing the activity; • duration of the activity (with a deadline), and • nature and level of resources committed by the centre and by WHO. (2) Depending on the nature of the activity (training-course, information, services, etc.), and if specific funding is provided by WHO, the following information may be useful: • financial provisions (Please indicate whether the funding agencies or donors have any financial or commercial interest, also specify whether institutions are serving only the elite population or services are extended to poor and vulnerable free of charge) • faculty or staffing • research objectives • educational objectives • course contents • target group(s) • materials and methods • deadline and expected outcome of the activity • dissemination of the results • evaluation of the outcome
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Annex 2
PRELIMINARY EVALUATION CHECKLIST FOR DESIGNATING WHO COLLABORATING CENTRES
To be used by WHO Representatives and SEARO Technical Units
Department of Evidence and Information for Policy World Health Organization Regional Office for South East Asia New Delhi, India
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PRELIMINARY EVALUATION CHECKLIST (To be filled in by WHO technical staff, i.e. WHO country representative in coordination with the regional office and/or headquarters) Please use this checklist to assess the attached proposal for designation as a WHO Collaborating Centre. This standardized form has been designed to facilitate the preliminary evaluation process. It must be used in all cases, regardless of the technical and geographical area of activity of the institution under consideration. Kindly specify the technical area and title proposed for collaboration with the institution. Fill in the form and return it to the technical programme from which the proposal originated. If you determine that this institution is eligible for designation, please consult with your counterpart in the regional office and/or at headquarters regarding the development of provisional terms of reference and a work plan for the next period of collaboration. Once in agreement on specific recommendations, please inform RPC (at headquarters, and its equivalent in the regional office). WHO Collaborating Centres play a strategic role in helping WHO to implement its mandated activities and programme priorities. They are also essential partners in WHO’s strategy for building up institutional capacity in countries and regions and strengthening resources in information, research, training, services and advice. When evaluating institutions proposed for designation as collaborating centres, particular attention should be given to criteria such as their relevance to WHO’s work and objectives, and their technical and institutional standing and sustainability. High standards of competence and integrity must always be maintained.
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1.
CENTRE ‘S IDENTIFICATION (1) Full name of the institution: ……………….. (2) Exact name of the department/ unit/ section / laboratory, etc. which will act as the WHO collaborating centre; ……………………………………………………………………………… ……………………………………………………………………………… ……………………………………………………………………………… Address : ……………………………………………………………………………… ……………………………………………………………………………… ……………………………………………………………………………… Telephone:………………………………………… Fax : ………………………………………………. Email: …………………………………………….. Website:…………………………………………… (3) 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.) ……………………………………………………………………………… ……………………………………………………………………………… ……………………………………………………………………………… ……………… (4) Name of designation of the Head of the WHO collaborating centre (i.e. the person with overall responsibility for carrying out the work plan). ……………………………………………………………………………… ……………………………………………………………………………… ………………………………………………………………………………
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Managerial Guidelines for Designation and Redesignation of WHO CCs
2.
EVALUATION CHECKLIST (1) Scientific and Technical Standing Please indicate your comments and score each section on a scale of 0-5, with 5 as the highest score: Comments Score – Standards of research (national/regional/global) – Recognition of training courses (national/ regional/ global) – Adequacy of facilities – (labs/equipment) – Publications – Qualifications of the – Director and Professional staff – Scientific activities at global level Note : 0 = insufficient ; 1 = poor; 2 = fair; 3 = good; 4 = very good; 5 = excellent
(2) Institution’s Stability Please provide information and comments on the items below and, where possible and applicable, assess stability by scoring on a scale of 0-5: Information Number of years in operation Funding: (i) type of funding national/ international /public/ private (ii) prospective stability (iii) Have the Sources of funding any commercial interest in the institution: (iv) Are services provided by the Institution free of cost or on payment/ billing? Faculty/ Professional staff: (i) size (ii) prospective stability – Contributions to national health programmes – Collaboration with national institutions – Support staff: (iii) overall number (iv) stability
Comments
Score
Note :
0 = insufficient ; 1 = poor; 2 = fair; 3 = good; 4 = very good;
5 = excellent Page 25
Managerial Guidelines for Designation and Redesignation of WHO CCs
3.
INSTITUTION’S POTENTIAL COLLABORATION WITH WHO In the space below, please give your opinion of the institutions capability for potential collaboration with WHO. Comments • Previous contribution to WHO activities • Contributions to international programmes • Collaboration with international institutions • Activities at global level managed by the institution itself • International fellowship programmes • Capacity to collaborate: (i) over an extended period of time (ii) on more than one specific task • Other criteria Note : 0 = insufficient ; 1 = poor; 2 = fair; 3 = good; 4 = very good; 5 = excellent
Score
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Annex 3
WORLD HEALTH ORGANIZATION
REGIONAL OFFICE FOR SOUTH-EAST ASIA
ANNUAL REPORT OF
WHO COLLABORATING CENTRE FOR -------------------------------------------(Title of WHO CC)
(Year and Month of Submission of the Report)
Note: This document is prepared based on the guidance stipulated in "WHO Collaborating Centres, General Information" (Document – SEA-RES-116).
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ANNUAL REPORT OF WHO COLLABORATING CENTRE WHO collaborating centres must submit Annual Reports 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 centres performance as well as information on WHO’s input and the use the Organisation has made of this collaboration. Final evaluation of the quality and outcome of collaboration takes place at the end of each four-year period of designation. Before redesignation may be considered, a new 4-year work plan and revised (if necessary) terms of reference must be jointly developed by the centre and WHO’s responsible technical officer, and submitted for consideration and approval through the regular screening process.
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Managerial Guidelines for Designation and Redesignation of WHO CCs
ANNUAL REPORT (YEAR/2000.….) 1. 2. 3. 4. 5. Title of the centre: Annual Report (year): Address: Head of the centre: Terms of reference of the centre: (a) ...... (b) ....... (c) …… …… 6. Implementation of the work plan (for each main activity use a separate sheet). 6.1 Work performed in relation to the terms of reference: • Name of the Activity : • How the activity was implemented • Publications and other outcomes • evaluation (e.g. evaluation of a course by the participants) • difficulties (if any) 6.2 Recommendations, where applicable, for: • further implementation of the activity • revision of the terms of reference • preparation of the terms of reference of the next designation period (4 years) • related activities (e.g., follow-up and monitoring) 6.3 Collaboration between the centre and WHO: • visits by WHO staff (HQ and/or Regional Office) to the centre Page 30
Managerial Guidelines for Designation and Redesignation of WHO CCs
• visits by the centre staff to WHO (HQ and/or Regional Office) • use of the centre staff by WHO • support provided by centre staff for courses cosponsored or organized by WHO (HQ and/or Regional Office) • WHO financial support to the centre through contractual or Technical Services Agreement , • other type of support provided by WHO • any other collaborative activities • any difficulties encountered in the collaboration • suggestions for increased and improved collaboration with WHO. 6.4 Collaboration with other WHO collaborating centres: • name(s) of the other WHO collaborating centre(s) with which the centre has collaborated • name of the network of collaborating centres to which the centre belongs • nature of the collaboration • outcome of the collaboration • suggestions for increased and improved collaboration with other WHO collaborating centres 7. Evaluation • evaluation (strengths and weaknesses) of the implementation of the activities included in the terms of reference • impact on the centre’s activities of its designation as a WHO collaborating centre • impact of the activities undertaken by the centre, as a WHO collaborating centre, on health development and capacity-building at the country level • relevance of the centre’s research activity to WHO’s programme (in relation to which objective and expected result in the programme budget) • type of input and support provided to the centre by the WHO technical programme
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