Guidelines for the collaboration between the European Epilepsy Academy and corporate partners

Preamble

The European Epilepsy Academy (EUREPA) is the European agency of the International League Against Epilepsy (ILAE) for education in epilepsy and for transnational European epilepsy research. The Academy is closely linked to the ILAE Commission on European Affairs and the European Advisory Council . The Commission, Council and Academy together form the triangular structure of the ILAE in Europe.
The constitutional aim of EUREPA is "´to improve education and further training of all people in Europe involved with epilepsy ... and in need of upgrading their qualifications´ The Academy is to draw up and develop a decentralised system to organise training and further education´ It can take on research activities." The programmes are developed by the Executive Board with the assistance of the General Assembly and the Scientific Advisory Board.
The CORPORATE PARTNERS Committee groups the pharmaceutical industry and other companies committed to supporting the activities of EUREPA. It ensures the communication between the industry and EUREPA and provides the opportunity to achieve objectives of mutual interest.

1. General Objective

This document describes the guidelines that determine the framework of collaboration between the European Epilepsy Academy, hereafter called "EUREPA", and the industry, hereafter called the "CORPORATE PARTNERS". They apply to all activities organised by EUREPA and supported by the CORPORATE PARTNERS financially and/or logistically, as well as all activities organised by the CORPORATE PARTNERS and approved by EUREPA.

2. Relationship to the "Guidelines for industry support of IBE/ILAE-sponsored educational activities"

The CORPORATE PARTNERS subscribe to the "Guidelines for Industry Support of ILAE/IBE- sponsored educational activities", if and when they relate to activities similar to those described therein. However, the CORPORATE PARTNERS recommend and EUREPA accepts the following addition to those Guidelines:
Guideline number 1 - General responsibilities of the academic sponsor
Addition: " While EUREPA is ultimately responsible for the content, quality and scientific integrity of all its activities, including those sponsored by the CORPORATE PARTNERS, the latter are responsible for the activities they organise, also if approved by EUREPA ."

3. Membership of Corporate Partners

The CORPORATE PARTNERS´ membership can be based on personal membership or corporate membership. It will be confirmed in writing to EUREPA. CORPORATE PARTNERS will commit to membership for renewable periods of two years.
Membership to the CORPORATE PARTNERS is linked to an annual financial contribution to EUREPA at one of the two following levels for the period they want to remain CORPORATE PARTNERS:

´Full´ membership: 13,000 EURO annual contribution
´Associate´ membership: 6,500 EURO annual contribution

CORPORATE PARTNERS will decide on the level of their membership every two years. They may at that time change the level of membership or decide to leave the partnership. Each CORPORATE PARTNER will inform EUREPA in writing of its decision by October 1st at the latest. The amount of the contribution related to the levels of membership can be changed every two years, but not later than October 1st, in mutual agreement between EUREPA and the CORPORATE PARTNERS.
Should a CORPORATE PARTNER offer an annual membership contribution exceeding 10,000 EURO to EUREPA, the other CORPORATE PARTNERS will be informed hereof by EUREPA.

4. Representation of CORPORATE PARTNERS

CORPORATE PARTNERS will meet twice a year, preferably in connection with a major epilepsy meeting in Europe or a major EUREPA activity. Among its members, the CORPORATE PARTNERS will elect a chairperson and a secretary for a term of two years. The chair and the secretary will always be employees of different companies. Within this term, the chair and/or secretary may be invited as representatives of the CORPORATE PARTNERS to the meetings of the Scientific Advisory Board of EUREPA, and to those parts of the Executive Board agendas where the strategies and educational programmes are discussed. Following those meetings the chair and/or secretary will provide a report of activities to the CORPORATE PARTNERS.

5. Sponsorship by CORPORATE PARTNERS

CORPORATE PARTNERS can in addition to their annual contribution financially support activities organised by EUREPA, or organise activities themselves and seek approval from EUREPA . A CORPORATE PARTNER can sponsor delegates to EUREPA-organised activities, whether they are supported by that CORPORATE PARTNER or not. EUREPA can submit to the CORPORATE PARTNERS names of delegates who need sponsorship, while CORPORATE PARTNERS can also propose names of delegates they want to sponsor. A CORPORATE PARTNER can sponsor as many activities of EUREPA as it wants.
Twice a year, EUREPA will provide the CORPORATE PARTNERS with a list of educational activities for which EUREPA seeks financial support. CORPORATE PARTNERS will inform the Office Manager of EUREPA of their interest in support one or more of these activities. EUREPA will inform the CORPORATE PARTNERS when a specific activity is sufficiently sponsored.
A CORPORATE PARTNER sponsoring a EUREPA-organised activity will be acknowledged in one or more of the ways described in the ILAE/IBE Guidelines mentioned under Guideline number 2.

6. Approval by EUREPA of activities organised by CORPORATE PARTNERS

The following procedure will be followed by CORPORATE PARTNERS who want to have an educational activity approved by EUREPA:

The CORPORATE PARTNER submits a one-page summary, in a standard format, describing the nature of the activity, its purpose and its audience, to the Office Manager of EUREPA for review. The reason why approval of EUREPA is sought should be clearly stated.
EUREPA assigns two members of its Executive Board to evaluate the CORPORATE PARTNER´S proposal. The Office Manager of EUREPA informs the CORPORATE PARTNER of the decision within 8 weeks after submission. Within this period of 8 weeks, EUREPA can ask for more detailed information from the CORPORATE PARTNER who submitted the proposal. If the answer is negative, EUREPA will provide the CORPORATE PARTNER with the reasons for refusal.
Approved activities can carry the seal ´Approved by EUREPA´ as a quality label on any written or electronic materials related to the activity. At the time of approval by EUREPA of an activity organised by a CORPORATE PARTNER, EUREPA will also decide on the number of credit points assigned to the activity (see Guideline number 7). The CORPORATE PARTNER can advertise the credit points assigned to its activity in the same way it recognises the approval by EUREPA.
The general guidelines of ILAE/IBE apply as to how the CORPORATE PARTNER can advertise the approval by EUREPA of its activity.

There is no limitation to the number of activities for which a CORPORATE PARTNER can seek approval from EUREPA. The Executive Board of EUREPA will keep a list of all industry-organised activities which are approved by EUREPA. This list will be distributed on a regular basis to all CORPORATE PARTNERS. The list of activities will also be included in the web site of EUREPA.

7. EUREPA certification in epileptology for educational activities organised by CORPORATE PARTNERS

Continuous medical education in epileptology is a major objective of EUREPA. To this purpose, credit points can be assigned to educational activities. These credits will be the basis for EUREPA Certification in Epileptology. Educational activities organised or sponsored by one or more CORPORATE PARTNERS which fulfil the standards and requirements of EUREPA are included in this system of accreditation, as described under Guideline number 6 (C).

8. Acknowledgement of the CORPORATE PARTNERS by EUREPA

EUREPA will acknowledge the financial support of its CORPORATE PARTNERS on all general written communications to members or potential members.
The CORPORATE PARTNERS will also be acknowledged on the internet web site of EUREPA, in the same way as on written materials. An electronic link to the homepage of the internet web sites of CORPORATE PARTNERS will be foreseen, provided that these web sites do not contain product advertising and/or that product information is only accessible to professional caregivers, and comply with German regulations. These can be either corporate web sites and/or web sites related to Epilepsy. The definition of the terms ´product information´ and ´product advertising´ is as defined by German regulatory laws.
Conversely, CORPORATE PARTNERS that have a web site related to neurology in general or epilepsy in particular will have the opportunity to set up a link to the internet web site of EUREPA, should EUREPA so wish, to increase traffic to EUREPA´s web site.
Only CORPORATE PARTNERS with ´Full´ membership (see Guideline number 3) can submit materials and activities to EUREPA for approval and accreditation. EUREPA will also distinguish between ´Full´ and ´Associate´ members wherever it lists the names of its CORPORATE PARTNERS (either in printed of electronic media).

9. Changes and updates

These guidelines are a living document. They will be updated and changed in mutual agreement between the CORPORATE PARTNERS and EUREPA, after proposal of one or both parties. Proposals for changes should be submitted either to the chair of the Executive Board of EUREPA, or the chair of the CORPORATE PARTNERS. The proposal will be discussed at the first subsequent joint meeting of EUREPA and the Corporate Partners. In principle, they will convene twice a year to discuss activities, sponsorships and general topics related to their collaboration, but may decide to meet less or more frequently, depending on the need or issues to be discussed.