EUCAST SOP 7 0 Minutes 20140122

EUCAST controlled document EUCAST SOP 7.
0
Date of issue: 22 January 2014 Page 1 of 9
Standard Operating Procedure
Preparation and handling of EUCAST minutes
EUCAST SOP 7.0
22 January 2014

EUCAST controlled document EUCAST SOP 7.0
SOP Number (number:version): 7.0
Date of issue: 22 January 2014
Review interval: 2 years
Authorised by: EUCAST Steering Committee
Document amendment history

Issue date Version number

Foreword
The European Committee on Antimicrobial Susceptibility Testing (EUCAST) is
organised by the European Society of Clinical Microbiology and Infectious Diseases
(ESCMID), the European Centre for Disease Prevention and Control (ECDC), and
the national antimicrobial breakpoint committees in Europe, currently in France,
Norway, Sweden, The Netherlands and The United Kingdom. EUCAST was
established by ESCMID in 1997, was restructured in 2001-2002 and has been in
operation in its current form since 2002.
The current remit of EUCAST is to harmonise clinical breakpoints for existing drugs
in Europe, to determine clinical breakpoints for new drugs, to set epidemiological cut
off values, to revise breakpoints as required, to harmonise methodology for
antimicrobial susceptibility testing, to develop a website with MIC and zone diameter
distributions of antimicrobial agents for a wide range of organisms and to liaise with
European governmental agencies and European networks involved with
antimicrobial resistance and resistance surveillance.
Information on EUCAST, EUCAST breakpoints and all documents are freely
available on the EUCAST website at http://www.EUCAST.org.
Citation of EUCAST documents

The copyright of all documents and data published on the EUCAST website remains
with EUCAST. All are freely available for re-use if reference to the EUCAST website
is given and documents and data are not resold. Any secondary publication of the
data must be referenced with the declaration that "These data have (or this
document has) been produced in part under ECDC service contracts and made
available at no cost by EUCAST and can be accessed freely on the EUCAST
website www.eucast.org. EUCAST recommendations are frequently updated and the
latest versions are available at www.eucast.org."
EUCAST documents published on the EUCAST website should be cited in the

following way: European Committee on Antimicrobial Susceptibility Testing. Name
of document, EUCAST version number, year. Website address.
This SOP should be cited as: “Preparation and handling of EUCAST minutes.
European Committee on Antimicrobial Susceptibility Testing. EUCAST SOP 7.0,
2014. http://www.eucast.org.”

Abbreviations
EUCAST European Committee on Antimicrobial Susceptibility Testing
ESCMID European Society for Clinical Microbiology and Infectious Diseases

Contents
Section Page
Foreword 3
Citation of EUCAST documents 3
Abbreviations 4
Contents 5
1 Scope 6
2 Introduction 6
3 EUCAST Steering Committee minutes 6
4 EUCAST General Committee minutes 7
5 EUCAST Subcommittee minutes 8

1 Scope
1.1 This SOP describes how minutes of EUCAST meetings are prepared and
handled.
2 Introduction
2.1 Minutes are routinely produced for EUCAST Steering Committee meetings
and General Committee meetings.
2.2 Minutes will be prepared by subcommittees if they hold formal meetings.

Some subcommittees may be run by email correspondence only, in which
case no minutes will be prepared.
3 EUCAST Steering Committee minutes

3.1 Structure of minutes
The minutes include the following:
A title with the location and date of the meeting.
A list of attendance by Steering Committee members.
A list of apologies from Steering Committee members.
A list of any additional attendees including their affiliations and an indication of

which sections of the meeting they attended, if applicable.
The minutes are presented in the form of a table with columns for the minute
number, the detailed minute and assignment of actions.
Section 1 is always entitled “Chairman’s welcome” and includes details of any

member substitutions by breakpoint committees and any “visiting” members.
Section 2 is always amendments to and ratification of the minutes of the

previous meeting.
Section 3 is always matters arising from the minutes of the previous meeting.
Items included as specific agenda items are not dealt with as matters arising.
With the exception of the final section the remainder of the minutes relate to
specific agenda items.
The last section is always a list of future meetings.

3.2 Preparation of unratified minutes

As soon as possible after each meeting minutes will be drafted by the
Scientific Secretary. Drafts will be sent to the Chairman and Clinical Data
Coordinator for review and input.
Unratified minutes are then sent to the Steering Committee members with a
request to inform the Scientific Secretary of possible errors and modifications.
Approximately one week before the following Steering Committee meeting the
unratified draft is corrected with any changes proposed by Steering
Committee members and the revised version sent to the Steering Committee.
3.3 Ratification of minutes

At the following Steering Committee meeting the committee members are
asked if the minutes are a correct record of the meeting and if there are any
typographical errors.
The minutes are ratified subject to any corrections. Corrections other than
typographical errors are noted in the minutes of the meeting at which they are
ratified. Typographical errors are corrected without a specific note.
3.4 Availability of ratified minutes

Ratified minutes are held by the Scientific Secretary and are available to all
members of the Steering Committee. Full minutes are not available outside
the Steering Committee as they include items related to development of
breakpoints for new agents and these are covered by confidentiality
agreements with relevant companies, as required by the EUCAST-EMA SOP
for breakpoint setting.
3.5 Availability of minutes with confidential items removed

A version of the minutes is prepared with confidential items removed and the
confidential items referred to only as “new agent”, with “agent” replaced by the
antimicrobial group to which the agent belongs.
This modified version is sent to ESCMID for filing and to any visiting
members.
3.6 Summary of Steering Committee minutes

A summary of the minutes is posted on the EUCAST website after the
minutes have been ratified.
4 EUCAST General Committee minutes


A list of attendance including General Committee members and other

attendees signing the attendance register.
A list of apologies from General Committee members.
Minutes always include the approval of the minutes of the previous meeting,
matters arising from the minutes of the previous meeting, details of EUCAST
committees, ECCMID activities, future activities, any other business and the
date of the next meeting.
Items included as specific agenda items are not dealt with as matters arising.
The remainder of the minutes relate to specific agenda items.
4.2 Preparation of unratified minutes

As soon as possible after each meeting minutes will be drafted by the
Scientific Secretary. Drafts will be sent to the Chairman and Clinical Data
Coordinator for review and input.
Unratified minutes are then posted on the EUCAST website.

At the following General Committee meeting the attendees are asked if the
minutes are a correct record of the meeting and if there are any typographical
errors.

Ratified minutes are held by the Scientific Secretary and are posted on the
EUCAST website.
4 EUCAST Subcommittee minutes

4.1 Subcommittee minutes
Minutes will be produced if subcommittees hold formal meetings. There will
be no minutes from subcommittees that operate by email only.


A list of attendance by subcommittee members.
A list of apologies from subcommittee members.
Minutes always include approval of the minutes of the previous meeting,

matters arising from the minutes of the previous meeting, any other business
and the date of the next meeting.
The remainder of the minutes relate to specific agenda items.
The last section is always the next meeting.

At the following subcommittee meeting the committee members are asked if
the minutes are a correct record of the meeting and if there are any
typographical errors.

The Antifungal Susceptibility Testing Subcommittee is a standing
subcommittee and ratified minutes are posted on the EUCAST website.
Ratified minutes of other subcommittees are held by the Scientific Secretary

and are available on request.

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EUCAST controlled document EUCAST SOP 7.

Standard Operating Procedure

Preparation and handling of EUCAST minutes

EUCAST SOP 7.0

Preparation and handling of EUCAST minutes

SOP Number (number:version): 7.0

Date of issue: 22 January 2014

Review interval: 2 years

Authorised by: EUCAST Steering Committee

Document amendment history

Preparation and handling of EUCAST minutes

Citation of EUCAST documents

EUCAST documents published on the EUCAST website should be cited in the

Preparation and handling of EUCAST minutes

Preparation and handling of EUCAST minutes

Preparation and handling of EUCAST minutes

2.2 Minutes will be prepared by subcommittees if they hold formal meetings.

3 EUCAST Steering Committee minutes

A list of attendance by Steering Committee members.

A list of apologies from Steering Committee members.

A list of any additional attendees including their affiliations and an indication of

Section 1 is always entitled “Chairman’s welcome” and includes details of any

Section 2 is always amendments to and ratification of the minutes of the

The last section is always a list of future meetings.

Preparation and handling of EUCAST minutes

3.2 Preparation of unratified minutes

3.3 Ratification of minutes

3.4 Availability of ratified minutes

3.5 Availability of minutes with confidential items removed

3.6 Summary of Steering Committee minutes

4 EUCAST General Committee minutes

Preparation and handling of EUCAST minutes

A list of attendance including General Committee members and other

A list of apologies from General Committee members.

The remainder of the minutes relate to specific agenda items.

4.2 Preparation of unratified minutes

Unratified minutes are then posted on the EUCAST website.

4.3 Ratification of minutes

4.4 Availability of ratified minutes

4 EUCAST Subcommittee minutes

4.2 Structure of minutes

Preparation and handling of EUCAST minutes

A list of attendance by subcommittee members.

A list of apologies from subcommittee members.

Minutes always include approval of the minutes of the previous meeting,

The remainder of the minutes relate to specific agenda items.

The last section is always the next meeting.

4.3 Ratification of minutes

4.4 Availability of ratified minutes

Ratified minutes of other subcommittees are held by the Scientific Secretary

Preparation and handling of EUCAST minutes

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