The Annual Meeting Scientific Program Committee shall consist of three components:
- Executive Program Committee (Exec PC)
- Program Planning Committee (PPC)
- Abstract Reviewers
EXECUTIVE PROGRAM COMMITTEE
Composition
The Exec PC shall be chaired by the Scientific Program Chair, and shall also include the current President, the Immediate Past Program Chair, the Incoming Scientific Program Chair and the staff member in charge of Scientific Program Planning. The Scientific Program Chair for a given year’s Annual Meeting shall be nominated by the incoming President-Elect, subject to input from the Education Oversight Committee, be approved by the Board, and shall serve as Scientific Program Chair during the nominating President’s term of office.
Responsibilities
- Serve as advisors to the Scientific Program Chair and provide guidance regarding executive decision-making between meetings of the Program Committee
- Assist in evaluating and resolving issues that arise that cannot be resolved by staff
- Solicit and review published, expert, and learner feedback regarding educational needs and identify practice gaps and educational needs to be addressed
- Develop learning objectives for the Annual Meeting that are tied to the identified practice gaps and educational needs
- Make every effort to include both new and experienced members on the PPC and among the abstract reviewers, and to ensure specialty, gender, geographic, and generational diversity among each group.
- Evaluate and prioritize applications for joint symposia with other organizations at the ISHLT Annual Meeting and make recommendations for such to the Board
- Assist staff in evaluating the effectiveness of the format, structure, and content development process of the Annual Meeting Scientific Program
- Liaise with and be responsive to the Chair of the Education Oversight Committee with respect to the Board’s strategic objectives, harmonization with other ISHLT educational activities and input from and participation by the Society’s various stakeholders.
Time Commitment
The Exec PC shall meet bi-weekly throughout the year, as needed, via conference calls and face-to-face for the symposium planning and abstract selection processes.
SCIENTIFIC PROGRAM CHAIR
Responsibilities
- Lead the Exec PC conference calls and meetings
- Lead the PPC face to face meetings and conference calls
- Appoint members to serve on the PPC and to serve as abstract reviewers
- Provide initiative, leadership, and guidance to the Exec PC and PPC members to accomplish their responsibilities as outlined in this document
- Communicate with assigned staff, the President and Chair of the Education Oversight Committee as needed regarding issues that require Board intervention / guidance
- Develop the PPC reports required by the Board and deliver them to staff by the assigned deadlines
- Provide feedback on / content for communications regarding the scientific content of the meeting
- Provide a report to the membership at the Annual Meeting regarding the scientific program and its development process
Eligibility Criteria / Qualifications / Skill Set
- Leadership, organizational skills, and responsiveness commensurate with chairing a Committee
- Understanding of and experience with the policies and procedures regarding the Annual Meeting Scientific Program Committee and the scientific program development process
- Exemplary service on prior PPCs
- Understanding of and experience with the development of medical educational programs
- Willingness and ability to assume responsibility for communicating with committee members, staff, the Board, and others in a timely proactive fashion (same day or 24-hour response time desired)
- Willingness and ability to assume responsibility for explaining and enforcing adherence to policies and procedures by Committee members and those interested in submitting abstracts and symposia
- Willingness and ability to assume responsibility for motivating committee members to deliver on their responsibilities in a timely manner
- Willingness and ability to resolve conflicts and find solutions to problems
Key Interactions/Communications
- President
- Immediate Past Program Chair
- Incoming Program Chair
- Assigned staff members
- Chair, Education Oversight Committee
- Program Committee members
- Abstract reviewers
- Interdisciplinary Network Steering Committee members
- ISHLT Members
Time Commitment
In addition to the time required for the Exec PC functions:
- An average of 3 hours per week to communicate with staff via email and phone throughout the year
- An average of 2 hours per week to communicate with Committee and other members regarding the Annual Meeting Scientific Program
- Significant time during the week before and following the symposium planning meeting and the abstract selection meeting to prepare and to tie up loose ends
Compensation Provided
In addition to that provided as a member of the PPC, travel and hotel costs associated with attendance at the Annual Meeting will be paid for by ISHLT.
PROGRAM CHAIR ELECT
Responsibilities
- Participating in bi-weekly Exec PC conference calls
- Supporting the Program Chair in his/her responsibilities
Key Interactions/Communications
- Program Chair
- President
- Immediate Past Program Chair
- Assigned staff members
- Chair, Education Oversight Committee
- Program Committee members
- Abstract reviewers
- Interdisciplinary Network Steering Committee members
- ISHLT Members
Time Commitment
None in addition to the time required for the Exec PC and PPC functions
Compensation Provided
None in addition to the compensation provided to the PPC members
PAST PROGRAM CHAIR
Responsibilities
- Participating in bi-weekly Program Committee conference calls
- Supporting the Program Chair in his/her activities
Key Interactions/Communications
- Program Chair
- Incoming Program Chair
- President
- Assigned staff members
- Chair, Education Oversight Committee
- Program Committee members
- Abstract reviewers
- Interdisciplinary Network Steering Committee members
- ISHLT Members
Time Commitment
None in addition to the time required for the Executive Program Committee and PPC functions
Compensation Provided
None in addition to the compensation provided to the PPC members
PROGRAM PLANNING COMMITTEE (PPC)
Composition
- The Program Planning Committee (PPC) shall consist of the Exec PC members and sufficient additional members necessary to ensure that every eligible Interdisciplinary Network and Professional Community has adequate representation on the PPC.
- The PPC members shall be appointed by the Scientific Program Chair, in consultation with the Exec PC and in accordance with the below process.
- The final committee composition is subject to the approval of the Education Oversight Committee.
- The Chair of the Education Oversight Committee shall serve in an advisory role to the Executive Program Committee. He/she will attend the symposium planning meeting in person, attend the abstract planning meeting via conference call, attend Exec PC conference calls as requested, and be copied on all Exec PC and PPC communications.
- All Committee terms are for one year.
Eligibility Criteria / Qualifications / Skill Set
- PPC members must be members of ISHLT at the time of appointment and through the date of the meeting.
- PPC members must have served as an abstract reviewer in the past.
- Interdisciplinary Content Development Team leads must have served on the PPC within the past 4 years, ideally as one of the members attending the Symposium Planning meeting in person.
- Interdisciplinary Network Steering Committee members should not serve on the PPC unless other qualified individuals are not available.
- Members of the Education Oversight Committee may not serve on the PPC.
- Other than the Exec PC members, no member of the PPC may serve more than two years consecutively in the group that travels to the Symposium Planning meeting . A break of one year minimum is required between any set of two-year terms.
- Willingness and ability to meet inflexible deadlines
- Willingness and ability to respond promptly (within 24 hours) and by the deadline to all assigned tasks
- Willingness and ability to block off time required time for PPC-related work, calls, and travel
- Excellent collaboration and communication skills
Appointment Process
- Each Interdisciplinary Network Steering Committee shall nominate up to two individuals from each of their participating Professional Communities to be considered for appointment to the PPC.
- A given Professional Community must have an elected representative on an Interdisciplinary Network Steering Committee in order to have a nominee from the Interdisciplinary Network to the PPC.
- The PPC members shall be appointed by the Scientific Program Chair in sufficient number to ensure that every Interdisciplinary Network and Professional Community has adequate representation on the PPC, inclusive of the Exec PC members. These individuals shall be selected from among those nominated by the Interdisciplinary Network Steering Committee and from among other qualified individuals identified by the Program Chair and/or other Exec PC members, with the goal of achieving an appropriate mix of experience, and representation across geographies, genders, generations, and specialties.
- Each PPC member shall be assigned to one of the following Interdisciplinary Content Development Teams:
- Advanced Heart Failure and Transplantation
- Advanced Lung Failure and Transplantation
- Mechanical Circulatory Support
- Pulmonary Vascular Disease
- The Program Chair will appoint one member to serve as the Team Leader for each of the above Interdisciplinary Content Development Teams.
- Interdisciplinary Content Development Team Leaders must have served on the PPC within the past 4 years, ideally as one of the members attending the Symposium Planning meeting in person.
- All PPC members will participate in the symposium development and selection process and in the abstract scoring and selection process, although not all will attend the Symposium Planning meeting or the Abstract Selection conference call.
- In addition to the Exec PC members and the Chair of the Education Oversight Committee, a maximum of 22 PPC members shall be selected to attend the Symposium Planning Committee meeting in person. These 22 individuals shall be selected to ensure that all Interdisciplinary Networks and Professional Communities are adequately represented at the Symposium Planning and Abstract Selection meetings.
Responsibilities
- Understand and comply with all conflict of interest (COI) processes and policies and adhere to all COI resolution requirements
- Understand all ISHLT policies and procedures relevant to the development of the annual meeting scientific program
- Come prepared and participate actively in all conference calls and meetings
- Provide content expertise, but seek to create the best overall program rather than advocating for specific content area
- Ensure that the Annual Meeting Symposia and other invited content address the identified practice gaps and educational needs of the members and the established learning objectives
- Review and evaluate symposium proposals
- Select, refine, develop as needed, and schedule the final symposia and other invited content for the Annual Meeting
- Review submitted abstracts and select those which describe the optimal scientific content for presentation at Annual Meeting
- Ensure that the presentations to be developed from the chosen abstracts will address the identified practice gaps and educational needs of the members and the established learning objectives
- Develop and schedule scientific session content based on the selected abstracts
- Select finalists and/or recipients for the various ISHLT abstract awards
- PPC Team Leaders:
- Lead assigned interdisciplinary team’s efforts to assemble symposium content and speakers for presentation to the PPC
- Communicate effectively with the Exec PC, staff, committee members, and other Team Leaders
- Ensure that all deadlines are met and that all required information is provided to the Program Chair and staff
- Professional Community Representatives:
- The members of the PPC from each Professional Community shall meet once via conference call prior to the Symposium Planning Committee meeting and once via conference call prior to the Abstract Selection Committee meeting to review and assess the scientific content relevant to the interests of their Professional Community and provide feedback to the Exec PC regarding any concerns.
Key Interactions
- Exec PC members
- Assigned staff members
- Program Committee members
- Interdisciplinary Network Steering Committee members
- Members of their Professional Community
Time Commitment
- Two 1-hour meetings at the prior year’s Annual Meeting
- A period of 12 weeks during June, July, and August when approximately 5 hours per week can be committed to PPC responsibilities and conference calls
- One 2-day face to face weekend Symposium Planning meeting, usually in July. The Exec PC, the Chair of the Education Oversight Committee, and 22 PPC members will participate in person; the remainder will participation via teleconference as needed.
- Approximately 5 hours in September/October to assist in the nomination and selection of abstract reviewers
- A period of 4 weeks, usually in November/December, during which a total of 10-20 hours can be committed to PPC responsibilities and conference calls.
- The Exec PC will attend the Abstract Selection meeting, usually in December. The Chair of the Education Oversight Committee and 22 PPC members will participate via conference call.
- A commitment to attend the Annual Meeting being planned is required for appointment to the PPC.
Compensation Provided
- PPC members receive complimentary registration to the Annual Meeting for the year they serve on the PPC
- Expenses for travel related to attendance at the Symposium Planning meeting and Abstract Selection meeting will be reimbursed by ISHLT in accordance with the travel policy. Excluding the Exec Program Committee, no more than 2 PPC members traveling to the July Symposium Planning meeting may fly business class at ISHLT’s expense.
- Expenses for long distance calls required to conduct PPC business will be reimbursed by ISHLT
ABSTRACT REVIEWERS
Eligibility Criteria / Qualifications / Skill Set
- Abstract reviewers must be members of ISHLT at the time of appointment and through the date of the meeting
- Secure and uninterrupted email and internet access with response times not exceeding 48 hours, particularly during the grading period
- The ability and willingness to block sufficient time during October/November to review and score abstracts via ISHLT’s online scoring system
Responsibilities
- Understand and comply with all conflict of interest (COI) processes and policies and adhere to all COI resolution requirements
- Understand and comply with all ISHLT policies, procedures, and applications relevant to the development of the annual meeting scientific program
- Review and score all assigned abstracts by the stated deadline
Time Commitment
Sufficient time required to review and score up to 75 abstracts during a 2-week period, usually in October/November.
Compensation Provided
This volunteer role does not include any material compensation. However, the volunteering of one’s time in this capacity is greatly appreciated by the members and leadership of ISHLT. Additionally, participation as an abstract reviewer qualifies one for consideration in other ISHLT volunteer leadership positions.
WHAT SUCCESS LOOKS LIKE
- A well-functioning Annual Meeting Scientific Program Committee, with the needs and interests of all ISHLT constituencies taken into account in the planning process and balanced appropriately in the final scientific program
- Scientific content that meets the educational needs and learning objectives of the Society members and attendees
- A Scientific Program that emphasizes the interdisciplinarity of the Society and delivers content that serves the interests of the interdisciplinary team
- Scientific content that generates positive feedback from the Society members and attendees