Rules and Procedures of the 2005–2010 Council of Experts

12. Stakeholder Forums and Project Teams

12.01 Formation

Stakeholder Forums and Project Teams may be formed by the CoE Chairperson in accordance with Chapter III, Section 9 of the Bylaws. The CoE Chairperson shall appoint the members of all Stakeholder Forums and Project Teams and shall have the right to remove any member at any time.

12.02 Membership and Representation

Stakeholder Forum and Project Team members serve as representatives of a particular interest, group and/or company and not as representatives of USP. Members of the Board of Trustees, Council of Experts, Expert Committees and ad hoc Advisory Panels may participate in Stakeholder Forum and Project Team discussions, but only as representatives of USP.

12.03 Role

Stakeholder Forum and Project Team deliberations are advisory and are not binding in any way on the Council of Experts, its Expert Committees, or USP staff.

12.04 Responsibility

When attending a meeting, Stakeholder Forum and Project Team members' travel and accommodation arrangements and costs are the responsibility of the individual Stakeholder Forum or Project Team member, unless otherwise indicated by USP.

12.05 Stakeholder Forums

(a) Purpose. Stakeholder Forums shall be formed to enable an exchange of information and perspectives between USP and the affected public, with the ultimate goal of improving USP standards and information.

(b) Formation. The decision to form a Stakeholder Forum will be made by the CoE Chairperson, with input from the Council of Experts. When establishing a Stakeholder Forum, the CoE Chairperson shall develop a specific charge for the Stakeholder Forum, including goals and expected outcomes. Stakeholder Forums will continue until dissolved by the CoE Chairperson.

(c) Membership. Membership of Stakeholder Forums will consist of organizations that may be affected by USP actions and who, in turn, might affect USP activities. Member organizations may be drawn from the USP Convention membership and elsewhere depending on the topic being considered. Each member organization may appoint up to six representatives to attend a Stakeholder Forum meeting.

(d) Chair. The Stakeholder Forum members, with the advice and consent of the CoE Chairperson, will select the chairperson(s) of such Stakeholder Forum. Subsequent rotation of chairperson(s) of a Stakeholder Forum is at the Stakeholder Forum's discretion. The chairperson(s) of a Stakeholder Forum leadership shall work with USP staff to create agendas for each meeting. The Stakeholder Forum may elect to create a planning committee to manage that activity. The chairperson(s) will preside over the Stakeholder Forum meetings.

(e) Meetings. Stakeholder Forum meeting dates and times will be posted on the USP Web site and are open to attendance by other interested individuals who may attend as observers. Meeting notes will be prepared by USP staff, endorsed by the Stakeholder Forum chairperson, and distributed and posted on the USP Web site. Recommended action items will be considered by USP after each Stakeholder Forum. Those accepted by USP will be tracked and progress reported at each Stakeholder Forum meeting.

(f) Reports. Summary reports of a Stakeholder Forum will be prepared periodically as agreed upon by the Stakeholder Forum and USP.

12.06 Project Teams

(a) Purpose. Project Teams will be formed to enable stakeholders with a specific technical or scientific expertise to provide information, perspectives, advice, and assistance to the Council of Experts, its Expert Committees, and USP staff on a particular topic or set of topics, with the goal of improving USP standards and information. Project Teams will function under a particular Stakeholder Forum and generally will be advisory to a particular Expert Committee.

(b) Formation. Project Teams generally shall be formed to address a specific compendial topic. The formation of a Project Team may be recommended by the members of a Stakeholder Forum or by the CoE Chairperson. When forming a Project Team, the CoE Chairperson shall develop a specific charge for the Project Team, including goals and expected outcomes, with input from the related Stakeholder Forum. Project Teams will continue until completion of their charge or until dissolved by the Chairperson.

(c) Membership. Members of Project Teams shall be appointed by the CoE Chairperson, based on recommendations from the related Stakeholder Forum, based on their scientific or technical expertise. The membership shall be primarily organization-based, reflecting the composition of the related Stakeholder Forum. The CoE Chairperson shall determine the appropriate number and type of representatives on the Project Team, with input from the Stakeholder Forum.

(d) Chair. Each Project Team shall elect a chairperson. Subsequent rotation of chairpersons of a Project Team is at the Project Team's discretion. The chairperson shall preside over the Project Team's meeting(s).

(e) Meetings. Upon formation of a Project Team, an initial kick-off meeting shall be held with the Project Team and appropriate USP staff and Council of Experts or Expert Committee members. Subsequent meetings of the Project Team will occur as determined necessary by the Project Team, and may be face-to-face or via teleconference or webcast. USP staff and Council of Experts or Expert Committee members shall attend such subsequent meetings only as reasonably necessary, upon request of the Project Team.

(f) Reports. Project Teams shall report progress to the appropriate Stakeholder Forum. The Project Team, on its conclusion, shall prepare a final report with conclusions and recommendations based on its findings. The final report together with any written response will be posted on USP's Web site. The relevant Expert Committee, with the assistance of USP staff, will respond to the issues, in writing, as appropriate and necessary.