Council Handbook 6th Edition | 2024

Professional commitment means to demonstrate a high level of professionalism and loyalty to IEA and to its mandates and purpose.

2. Council

2.1. Council Terms of Reference
2.2. The Executive Committee Terms of Reference
2.3. The Nominating Committee Terms of Reference
2.4. The Congress Committee Terms of Reference
2.5. Role description – President
2.6. Role description – Past President
2.7. Role description – President-Elect
2.8. Role description – Secretary
2.9. Role description – Treasurer
2.10. Role description – Regional Councilors
2.11. Role description – Early Career Epidemiologist Council member
2.12. Role description – other Council members
2.13. Role description – Management Services Provider

4. World Congress of Epidemiology 

4.1. Introduction
4.2. Structure of the Congress
4.3. Process for selection of host and requirements for bidders
4.4. Commercial support
4.5. Special IEA Awards and prizes
4.5.1. The Robert Cruikshank Memorial Lecture
4.5.2. The Richard Doll Prize in Epidemiology
4.5.3. The Dame Valerie Beral Fellowships
4.6. Travel bursaries
4.7. Expectations of Councilors

5. Regional Conferences

6. International Journal of Epidemiology 

7. Other publications

8. Liaison with the World Health Organization and related organizations

9. General policies 

10. Templates 

Introduction

1.1 Introduction to the International Epidemiology Association

The Association’s mission is to promote the highest quality epidemiological practice and its use to solve public health and related problems throughout the world. All Association activities and decisions will be undertaken according to the principles of universality, decentralization, and volunteerism.

The aims of the Association are to:
• Facilitate communication among those engaged in research and teaching of epidemiology throughout the world; and 
• To support the development and use of epidemiological methods in all appropriate fields of health including but not limited to social, community and preventive medicine and health services administration. 

The Association was first established in 1954 under the name The International Corresponding Club. The first activity was The Bulletin, starting in 1955, and this was quickly followed by the first meeting in London in 1956. Regional meetings have been held since 1968 and these contributed to the foundation of many national epidemiological associations. The success of the Association’s international approach is shown by the fact that, by 1971, the Association already had members in 54 countries. In 1966 the Association was recognized by the World Health Organization as a Non-Governmental Organization. A list of past meetings can be found on the history page.

In 1967 the Association was registered as a corporation in Maryland in order to have the benefits associated with non-profit status, such as tax relief. 

In 1971 the decision was made to launch a journal, the International Journal of Epidemiology (the Journal), and Oxford University Press (OUP) was contracted as publisher. It was first published in 1972 with Dr. Walter Holland as editor and appeared quarterly in its early years. It has grown over time and now publishes six issues per year. As of 2022, its Impact Factor of 7.7 ranks it highly among journals in the Public, Environmental and Occupational Health category. The Journal provides most of the Association’s income, but roughly half of this is invested in the running of the Journal’s editorial office. The contract with OUP is normally renegotiated every five years. 

The Association owns the World Congress of Epidemiology (the Congress), which generally occurs every three years. The Congress is held in a different region each time, in liaison with a regional or local association and the if multiple bids are received the location is elected by members in accordance with the Bylaws.  A fuller history of the Association is available online.

1.2 Documents: Articles of Incorporation, Constitution, Bylaws, and Handbook
The official Articles of Incorporation establish the Association as a legal entity, registered in the US State of Maryland. The Association is therefore subject to the laws and regulations of the US and Maryland. The Articles of Incorporation are supplemented by the Constitution, which lays out the operating principles of the Association. The Constitution can only be amended by vote of the members. The Bylaws, which can be amended by Council, describe the specific rules governing the Association and its operation. These two documents were last updated in 2018. 

This Handbook provides practical guidance to the Executive Committee and Councilors and documents the policies and practices of the Association. The Handbook can be changed as necessary to update practices and policies. No practice or policy may conflict with the Constitution or the Bylaws.

1.3 Governance of the Association
The Association is governed by an elected council that consists of the officers – the President, President-Elect, Immediate Past President, Secretary, and Treasurer – and 8-12 members, including one member from each of the regions (known as Regional Councilors) and as of 2021, an Early-Career Epidemiologist. The Council is elected at each triennial Congress and generally serves for three years. It meets at each Congress and once in between Congresses. The day-to-day management of the Association is the responsibility of the Executive Committee, comprised of the officers, who may also invite others to participate. The Executive Committee is supported by the Association Management Provider, currently FirstPoint Management Resources Inc., based in Raleigh, North Carolina, USA.  A list of past Council members is available online.

2. Council and Committees

2.1 Council terms of reference
Remit
The remit of Council is: 

• To ensure that the Association fulfils its mission, aims and objectives as set out in clause 2 of the Constitution. 
• To ensure that the Association operates according to its Articles of Incorporation, Constitution and Bylaws.
  
• To ensure that the Association operates according to good financial practice and in accordance with all relevant laws and regulations. (See IEA Financial Policy.)
• To determine the Association’s strategic plans, operational plans and policies and to oversee their implementation and analyze outcomes.
• To set responsible budgets and to monitor progress against budgets.
• To ensure that the Association’s activities reflect the principles of integrity, impartiality and respect, and that all aspects of diversity are considered in the operation of the Association.
  
• To appoint and manage any third-party suppliers.

Composition
Elected members of Council are comprised of:

• The President, President-Elect, Immediate Past President, Secretary and Treasurer (the Officers)
• One Regional Councilor from each region
• An Early-Career Epidemiologist
• Optionally, up to 4 other members who may be selected to serve specific functions as deemed necessary.

Terms of office
All terms of office run from the end of one World Congress of Epidemiology (Congress) to the end of the next, usually held every three years. Councilors may not serve more than three consecutive terms unless elected as an officer, in which case they may serve a total of not more than six terms, unless elected as President-Elect. The President-Elect serves one term, followed by one term as President and one term as Immediate Past President, without further election. Full details are in clause 6 of the Constitution.

Reporting
Council reports to the members through the President.

Meetings
Councilors attend an in-person Council meeting after the close of the Congress at which they are elected (“incoming Council meeting”), at least one further meeting between Congresses, and one Council meeting before the start of the Congress at which their term ends (“outgoing Council meeting”).  Additional meetings may be held in person, by telephone or by other means.

2.2 Executive Committee terms of reference
Remit
The Executive Committee’s remit, as in Bylaw 4, is to keep the Association’s business moving between Council meetings and to take such decisions as may be made within current policy and strategy without undermining the authority of Council. The Executive Committee has the authority to commit to up to $10,000 of unbudgeted expenditure based on a simple majority vote of those present (whether in person or by other means). Sums above this require a vote of the full Council.

Composition
The Executive Committee is a subset of Council and comprises the officers and any other guests they may decide to invite (but who shall not have a vote). 

Terms of office
The officers’ membership in this committee is co-terminus with their role as officers. Invited participants’ terms of office are as decided by the Executive Committee.

Reporting
The Executive Committee reports to Council through the President.

Meetings
The Executive Committee usually meets in person at least once per year in the years when there is not a Congress, and approximately monthly by telephone or by other means. Additional meetings may be held in person, by telephone or by other means. Quorum exists when three of the five members are present.

2.3 Nominating Committee terms of reference
Remit
The remit of the Nominating Committee is:

• To oversee nominations for Council members in accordance with the Constitution, clauses 6.7-6.10.
• To nominate members for Council.
• To seek additional nominations from members.
• To seek to obtain at least two nominations for each vacancy, and to ensure that there is an equitable balance of region, gender and career stage.

Composition
The Nominating Committee shall comprise:

• The Immediate Past President, who shall be the chair. Should the Immediate Past President be unable or unwilling to carry out this duty, the President shall chair the Nominating Committee.
• One former member of Council.
• One paid-up Association member who has never been a Council member.
  
• One other member appointed by the President and Immediate Past President.

Terms of office
The Nominating Committee shall be convened and disbanded at the appropriate times as decided by Council.

Reporting
The Nominating Committee reports to Council through its chair.

Meetings
The Nominating Committee shall meet as often as it deems necessary, in person or by any other means, provided all members can attend.

2.4 Congress Committee terms of reference
Remit
The remit of the Congress Committee is:

• To organize the Association’s Congress in association with the host organization, as stated in Bylaw 5.6.
• To ensure that the Congress comprises science of the highest academic standard.
• To ensure that speakers represent an equitable balance of geographical location, gender and subject.
• To ensure that the Congress operates within the budget approved by Council.
• To report back to Council on an agreed schedule.
  

Composition
The Congress Committee shall comprise:

• At least one member of the Executive Committee, designated by Council.
• The local organizing committee (LOC)
  

Terms of office
The Congress Committee shall be convened and disbanded at the appropriate times as decided by Council.

Reporting
The Congress Committee reports to Council through its chair, chosen by the Committee. 

Meetings
The Congress Committee shall meet as often as it deems necessary, in person or by any other means, provided all members can participate.

2.5 Role description – President
The President provides strategic and operational leadership, acting as the representative of the Association’s membership, and is responsible to the membership for the effective and successful running of the Association. The main responsibilities of the President are to:

• Maintain an overview of the Association’s strategy and activities.
• Provide leadership to the Council by guiding the development of the Association.
• Chair Council, Executive Committee, and General Business Meetings.
• Represent the Association to the World Health Organization and other relevant international organizations or initiatives, either directly or via a representative appointed by Council.
• Work with the editor-in-chief of the Journal to ensure that the Journal’s policies are consistent with the aims and policies of the Association, and to lead negotiations and discussions with the publisher.
• Work with the local organizers to ensure all plans and budgets are in place for the next Congress and that elections take place for any relevant future Congresses.
• Ensure that all committees and individuals are carrying out their planned activities in accordance with the Constitution, Bylaws and policies.
• Maintain communication with Regional Councilors to stimulate and support the spirit of volunteerism among members, including attending Regional Conferences where appropriate.
• Prepare the agenda for the meetings of the Council, Executive Committee and Business meetings in collaboration with the Secretary.
• In liaison with the Immediate Past President, nominate one member of the Nominating Committee for the next President-Elect.
• Ensure that any ballots are carried out in accordance with the Constitution and Bylaws.
  Provide a briefing to the next President.
• Ensure that joint members are welcomed, and that outreach takes place via correspondence with the presidents of affiliated organizations, and potential affiliates.
• Provide the Executive Committee with an action plan within three months of appointment, and by December 1 of each year thereafter. The plan should describe proposed activities to be performed on behalf of the Association, including a detailed budget, generally totaling no more than $5,000 per year for administrative office expenses, and travel, and to support regional activities. Administrative office expenses are expected not to exceed $1,000 per year per IEA’s Financial Accountability Policy. Additional funds may be granted upon approval of a proposal by the Executive Committee or the full Council, depending upon the amount requested. All relevant receipts and invoices are needed for reimbursements. An annual report of activities is expected.

Major milestones - President

1) Incoming Congress
a) Attend the meeting of the outgoing Council, normally held before the start of the Congress (Council meetings usually last 1.5 days);
b) Attend the General Business Meeting; give a speech on plans for term of office;
c) Give the closing speech of Congress if requested;
d) Chair the meeting of the incoming Council, normally held after the close of the Congress.
2) Ensure that dates are arranged for Council and Executive Committee meetings during term of office.
3) Ensure that agendas and papers are prepared for meetings.
4) Ensure arrangements are in place for the next Congress and the one after that.
5) Ensure that an annual report is received for the Journal.
6) Ensure ballots are carried out for the next President and Council.
7) Outgoing Congress
a) Chair the meeting of the outgoing Council, normally held before the start of the Congress;
b) Chair the General Business Meeting, then hand over the Presidency to the President-Elect;
c) If requested, give a speech at the gala dinner;
d) Attend the meeting of the incoming Council after the close of the Congress;
e) Write letters of thanks to outgoing Council and Congress organizers.
8) Write to new Honorary Members to advise them of their approval by Council.

2.6 Role description – Immediate Past President
The Immediate Past President has two main roles. The first is to brief the incoming President and to be a repository of ‘historical’ knowledge of what has taken place during the preceding years. The second is to be an independent leader of the search for the next President-Elect and Council members. The main responsibilities of the immediate Past President are to:

• Chair the Nominating Committee in accordance with the Constitution, section 6.
• Attend meetings of Council and Executive Committee.
• Constitute the jury to select the Richard Doll Award winner and Valerie Beral Fellowship recipients.
• Stand in for the President if neither the President nor the President-Elect is available.
• Deal with any complaint against a member of Council. If there is a complaint against the Immediate Past President, this should be referred to the President-Elect.
• Provide the Executive Committee with an action plan within three months of appointment, and by December 1 of each year thereafter. The plan should describe proposed activities to be performed on behalf of the Association, including a detailed budget, generally totaling no more than $5,000 per year for administrative office expenses, and travel, and to support regional activities. Administrative expenses are expected not to exceed $1,000 per year per IEA’s Financial Accountability Policy. Additional funds may be granted upon approval of a proposal by the Executive Committee or the full Council, depending upon the amount requested. All relevant receipts and invoices are needed for reimbursements. An annual report is expected.

2.7 Role description – President-Elect
The President-Elect’s responsibilities are to:

• Stand in for the President if the President is unavailable.
• Attend meetings of Council and Executive Committee.
• Work with the President on relevant projects.
• Provide a briefing to the next President-Elect.
  

2.8 Role description – Secretary
The Secretary is responsible for ensuring good management of the Association’s operations, working in liaison with the Association’s supplier of association management services. The main responsibilities are to:

• Oversee the operation of membership, including:
  • Ensuring the correct member application processes are carried out, and reviewing new member applications;
    
  • Ensuring a suitable membership database is used and is correctly maintained;
  • Ensuring reminders are sent for dues and that dues are collected and correctly accounted for;
  • Ensuring that the correct data are transmitted between the Association and the Journal publisher;
  • Maintaining communication with Regional Councilors about issues such as new applications from people who have registered directly with the Secretary, and regional administrative problems.

• Manage the selection process for the next Congress, including:
  • Seeking proposals for the hosting of the World Congress of Epidemiology consistent with the current guidelines for local hosts;
  • Managing the process with potential Congress hosts to present and discuss their proposals at the first Council meeting, just prior to the preceding Congress; and 
  • Managing the presentation of proposals before a vote by the membership at the relevant Business Meeting, in accordance with section 7 of the Bylaws.
  • Ensure that the agenda and papers for the Council and Executive Committee meetings are prepared and distributed in a timely manner.
  • Ensure that the minutes of all the General Business, Council and Executive meetings are prepared and distributed in a timely manner.
  • Ensure that the Association’s Newsletter is produced and disseminated (by email, post or other method as appropriate) and posted on the website; including liaising with the President over content.
  • Co-ordinate the preparation of the Triennial Report.
  • Manage the logistics of the elections of Council members in liaison with the association management company.
  • Attend meetings of the Council and Executive Committee.
  • Keep the President informed of secretarial activities.
  • Provide a briefing to the next Secretary.
  • Provide the Executive Committee with an action plan within three months of appointment, and by December 1 of each year thereafter. The plan should describe proposed activities to be performed on behalf of the Association, including a detailed budget, generally totaling no more than $5,000 per year for administrative office expenses, and travel, and to support regional activities. Administrative expenses are expected not to exceed $1,000 per year per IEA’s Financial Accountability Policy. Additional funds may be granted upon approval of a proposal by the Executive Committee or the full Council, depending upon the amount requested. All relevant receipts and invoices are needed for reimbursements. An annual report is expected.

2.9 Role description – Treasurer
The Treasurer is responsible for the financial wellbeing of the Association, working closely with the association management provider. This includes setting and monitoring financial strategy, management, and monitoring of outcomes. The main responsibilities are to:

• Monitor the budget for the current year in concert with the spending plan for the triennium, revising as appropriate, and develop a triennial spending plan for the following triennium for approval by the Council.
• Ensure that annual budgets and accounts are prepared, approved by Council and filed as appropriate.
• Ensure that the Council’s financial policies are being followed.
• Prepare regular financial reports, with commentary, for the Council and the Executive Committee. Financial reports should be circulated in advance of meetings.
• Advise the Council and/or Executive Committee on the affordability of unplanned expenditures. The final decision on such expenditures is to be taken by simple majority vote of the Executive Committee members present (whether in person or by other means) up to $10,000. A vote of the full Council is required for funds exceeding that amount.
• Monitor investments and seek professional advice as appropriate.
• Ensure income and expenditure transactions are processed efficiently and accurately.
• Advise the Executive Committee on the affordability of Regional Councilor financial plans.
• Provide a briefing to the next Treasurer.
• Provide the Executive Committee with an action plan within three months of appointment, and by December 1 of each year thereafter. The plan should describe proposed activities to be performed on behalf of the Association, including a detailed budget, generally totaling no more than $5,000 per year for administrative office expenses, and travel, and to support regional activities. Administrative expenses are expected not to exceed $1,000 per year. Per IEA’s Financial Accountability Policy. Additional funds may be granted upon approval of a proposal by the Executive Committee or the full Council, depending upon the amount requested. All relevant receipts and invoices are needed for reimbursements. An annual report is expected.

2.10 Role description – Regional Councilors
Regional Councilors have four major roles as representatives of the Association in their region. They report to Council on the needs and aspirations of the members in their regions, they guide and supervise the activities of the Association locally, they ensure good communication with the Association, and they are responsible for recruiting and retaining members in their region. Regional Councilors can be regarded as a task force of senior members who promote epidemiology and the Association throughout the world and in collaboration with other organizations whose objectives are aligned with those of Council. 

The main responsibilities are to:

• Recruit new members to the Association
  Essential:
  a) Review current Association membership within the region, encourage new members to join and existing members to renew their membership, and solicit and verify the accuracy of joint membership applications;  
  b) Attract early-career epidemiologists into the Association
  
  Optional:
  a) Assemble an informal database of established and younger expert epidemiologists in their country and region listing their skills, training and interests and possible availability for various activities. These individuals could be proposed for participation in various workshops, seminars and expert groups, or to act as consultants when a request is received from a national or international organization;
  b) Conduct and annually update a full census of all national epidemiological (or related) associations in their region and contact these associations with a view of establishing joint membership schemes and promoting joint activities;
  c) Give priority to attracting applicants from countries with few existing members, and/or where the number of current members is small relative to the country’s population.
  
  
• Organize and conduct regional meetings 
  Essential:
  a) Organize a scientific meeting within their region, or failing that, a workshop or seminar, at least once every three years. The meetings may be in collaboration with local epidemiological associations;
  b) Coordinate with the local WHO representatives to ensure attendance and engagement with regional events;
  c) Inform the Secretary of future activities in their region in which members may wish to take part or be aware for inclusion in the Association’s web page and newsletters;
  d) Assist in obtaining funds for the work of the Association to promote regional and international activities. Regional Councilors should also identify sources for funds that would enable younger epidemiologists to attend the Association’s meetings, particularly the World Congress of Epidemiology.
  
  
• Engage in the following Council activities 
  Essential
  a) Attend Council meetings;
  b) Provide the Executive Committee with an action plan within three months of appointment, and by December 1 of each year thereafter. The plan should describe proposed activities to be performed on behalf of the Association, including a detailed budget, generally totaling no more than $5,000 per year for administrative office expenses, and travel, and to support regional activities.  Administrative expenses are expected not exceed $1,000 per year per IEA’s Financial Accountability Policy. Additional funds may be granted upon approval of a proposal by the Executive Committee or the full Council, depending upon the amount requested. All relevant receipts and invoices are needed for reimbursements. An annual report is expected;
  c) Actively seek bids from the region for hosting forthcoming World Congress of Epidemiology meetings when it will be held in their Region.  
  d) Identify training possibilities
  
  Optional
  a) Promote co-operation between national societies within the region, and international societies and organizations with headquarters or regional offices within the region, particularly for training, education and application in epidemiology.
  b) Provide a briefing to the next Regional Councillor.
  2.11 Role description – Early-Career Epidemiologist Council member
  • To represent the interests of Early-Career Epidemiologists (ECEs).
  • To liaise with ECE representatives in other regions to ensure an understanding of their needs.
  • To advise Council of ECE needs.
  • To formulate proposals for ECE activities.

2.11 Role description - Early-Career Epidemiologist Council member

• To represent the interests of Early-Career Epidemiologists (ECEs).
• To liaise with ECE representatives in other regions to ensure an understanding of their needs.
• To advise Council of ECE needs.
• To formulate proposals for ECE activities.

2.12 Role description – other Council members
Role descriptions will be developed depending on the rationale for recruiting the additional Council members.

2.13 Role description – Management services provider
The Association may contract management services from a commercial vendor to support its activities. The management provider will interact with the Executive Committee, other Councilors and members on a regular basis, and provides contracted services such as the following to the Association:

• Ensure that the Association complies with its policies, Generally Accepted Accounting Practices and all applicable local and national laws
• Maintain a searchable repository of all governance documents, policies, and contracts
• Alert the Executive Council no less than two months in advance of the expiry date of contracts and provide relevant materials to support renewal decisions
• Maintain a functional and accurate database of members; process member applications and renewals; provide regular membership reports to the Regional Councilors indicating, at a minimum, payment of dues and lapsed memberships. These reports will be provided as allowed by local laws governing the protection of personal data.
• Maintain means of communication between the Association and the regions. These may include electronic newsletters, email, and one or more websites
• Provide logistical support for seeking applications to host World Congresses, elections to Council and the Executive Committee, and other items as needed
• Maintain financial records and issue payments as directed by the Executive Committee; interact with the Association’s bank; develop annual budgets and triennial spending plans and monitor them for the Association; facilitate the filing of necessary taxes and financial audits or reviews as required
• Provide operational reports to the Executive Committee according to an agreed-on schedule 
• Facilitate meetings of the Executive Committee and Council.

As of 2024, these services are provided by First Point Management Resources, Inc., located in Raleigh, North Carolina, USA. The Executive Director managing the IEA account is Laura Nakoneczny (lnakoneczny@FirstPointResources.com).

3. Membership

3.1 Membership categories and processes
Membership in the Association is open to any individual who subscribes to the principles and aims of the Association, without regard to race, religion, sex, political affiliation or place of origin. Membership cannot be transferred from one person to another.

Categories of membership include:

• Ordinary - individuals engaged in research, teaching or practice of epidemiology;
• Joint - individuals who would be eligible for ordinary membership and who are already members of an allied organization;
• Senior - individuals who have retired from full-time employment;
• Early-Career Epidemiologists (ECEs) - individuals currently enrolled in a graduate or postgraduate course of study in a subject relevant to the field of epidemiology, or who have worked in the field of epidemiology for not more than 10 years. 
• Honorary - Individuals selected in recognition of their contribution to the science, or the cause, of epidemiology, or to the Association.
  

Membership fees for all categories (other than Honorary, which is free) are set by Council. Except for Early-Career Epidemiologists who have one 6-year term and Joint members who must renew annually, the available terms of membership are one year, three years or life. The application and renewal process for memberships, including payment, is conducted online via the IEA website.  All Association business, including the payment of dues is conducted in USD.

In recognition of various economic conditions around the world, the Association provides discounted membership to those individuals working in low-to-middle income countries as recognized by the World Bank. These countries are examined on an annual basis and are subject to change. Staff will work with Regional Councilors to devise options for dues payments in those countries where the ability to pay membership dues in USD is lacking, or where it is not possible to transfer money out of the country.   

Benefits of membership, such as website access and discounted registration fees for the Association’s meetings, cease immediately when dues payments are in arrears. Access and subscriptions to the Journal cease after three months of non-payment of membership fees. Councilors and members of the Executive Committee are always expected to maintain good financial standing in the Association and will not be eligible to serve in their offices if they fall in arrears for more than three months, unless special arrangements have been made via the President or Executive Committee. Once lapsed, membership for any individual can be reinstated by paying outstanding dues owed. Regional Councilors are provided monthly reports on both paid and lapsed members each month and are expected to follow up with individuals who are about to renew, or who are late in their renewals, to encourage payment and participation in the Association.

3.2. Associations approved for Joint Membership
The Association works with many national/regional epidemiology organizations to provide Joint Memberships. Both the President and Regional Councilors work to engage allied associations in the work of the Association. A list of allied associations that the Association recognizes for Joint Memberships can be found here. The Association policy on Joint Memberships is available online.

3.3 Election to Honorary Membership
Council considers proposals for Honorary Membership triennially during the incoming Council meetings that precede Congress. Honorary Members are those persons who are elected as a mark of esteem for their contribution to science, the cause of epidemiology or the Association. Past presidents of the Association and Richard Doll Prize recipients are also eligible to be proposed for Honorary membership. A list of Honorary Members can be found here.

A person may be proposed for Honorary Membership by a member of Council up until two months before the opening date of the next Congress by completing this form and emailing it to the current Association Secretary. Proposals must be kept confidential.

Because of the nature of Honorary membership, Council is more likely to be persuaded by those proposals which offer specific evidence of the candidate’s eminence and exceptional services. It is essential that full CVs and a list of publications are included with any proposals.

4.World Congress of Epidemiology

4.1 Introduction
The World Congress of Epidemiology (the Congress) is generally held every three years and marks the beginning and end of Council terms, along with the start and completion of the Association’s triennial spending plan. The relevant Bylaws governing the Congress are found here. Between 800-1200 delegates involved in research and teaching epidemiology attend this scientific program. A list of past Congress locations can be found online.

4.2 Structure of the Congress
The World Congress of Epidemiology is owned by the Association and is an IEA-branded event that is planned, organized and managed by the Congress Committee, which is comprised of the Local Organizing Committee (LOC) and one member of the Executive Committee. In addition, one member of the Executive Committee must serve on the Congress Committee’s Scientific Committee. Speaking roles for Council members should be provided where appropriate.

The Association provides local organizers an organizing loan (currently USD $100,000) that is expected to be repaid within 6 months of the close of Congress. In exchange for this, the Association licenses its name and the term “World Congress of Epidemiology” for use by organizers to promote the event.

The relationship between the Association and Congress organizers is governed by a contract that sets out general requirements. These agreements may vary and are tailored to meet the needs of both the Association and local organizers.  Planning materials employed by previous local organizers can be found online.

4.3 Process for selection of a host and requirements for bidders
Beginning in 2027, the location of the Congress will rotate among the seven Association regions, alphabetically by region name: Africa; Latin America/Caribbean; Europe; Western Pacific; Middle East/North Africa; North America; and Southeast Asia. 

It is the responsibility of each region to secure proposal(s) for the year they will host the Congress. If no proposals are received from the region whose turn it is, or if the submitted proposals are deemed unsuitable for hosting a Congress by the Executive Committee, the next region scheduled to host the Congress will be invited to submit proposals. The Executive Committee will review all proposals and may ask bidders for clarifications or additional information. 

Once the Executive Committee has determined a final list of suitable proposals, members are invited to vote for their preference should a region submit bids from multiple locations. Only the name of the selected location will be announced publicly once members have voted. No other information related to the decision will be shared.

In 2018, a spreadsheet style decision-matrix was created to enable members to quickly evaluate and compare proposals from different locations should there be more than one bid from a region.

The Congress program shall consist of scientific poster and podium presentations, and may include plenary sessions, symposia and/or workshops. Members of the Executive Council should be invited to participate in the scientific program, e.g., by delivering talks or chairing sessions, as appropriate. Segments of the program shall be set aside for the delivery of the Association’s awards, described below. Local organizers may additionally identify local awards and prizes and may choose to set aside further segments of the program for their delivery.

To ensure the smooth operation of the Congress, the Association arranges a site visit with the local organizers approximately one year before the Congress begins. This site visit is paid for by the Association, and typically no more than 3 members of the Executive Committee attend.

4.4 Commercial support 
Commercial support for the Congress may be obtained from any ethical organization with prior approval from the Executive Committee. However, sponsors shall not influence, or seek to influence, the scientific content of the program, nor shall they be involved in the selection of speakers. Sponsorship should not be sought from organizations which promote partisan ideas unrelated to epidemiology, such as political, religious or sectarian organizations. 

4.5 Special IEA Awards and Prizes
4.5.1 The Robert Cruickshank Memorial Lecture
Since 1984 (2002 excepted), a special lecture has been given at each Congress to honor the memory of Professor Robert Cruickshank, first chairman of the Association, for his role in the founding of the Association. Organizers of the Congress should ensure that this lecture is prominently featured in the program.

The Association provides a plaque, Congress registration fees, and reimbursement of travel fees to the recipient.

4.5.2 The Richard Doll Prize in Epidemiology
The Association established the Richard Doll Prize in Epidemiology in 2007. A list of past prize winners can be found online in the History section.

The prize is given to an epidemiologist of the highest scientific standard. The recipient will be honored for scientific achievements that have advanced the understanding of the determinants of a disease of importance for health in populations through a body of research that may involve a series of studies, rather than a single publication. 

The prize is presented at each Congress, with the equivalent of $5,000 in the local currency of the recipient and a plaque produced by the Association. The prize winner will be given the opportunity to address the participants of the Congress in a 30-minute plenary session on a topic of his or her own choice during the first or second day of Congress. Travel and accommodation will be paid by the Association. The winner will be introduced by the President. Additional information on the Richard Doll Prize can be found in section 9 of the Bylaws.

Nominations and selection
Nominating persons, agencies or organizations should fill in the Richard Doll Prize nomination form and forward it along with the CV of the candidate and a supporting statement to the President. The nomination should be kept confidential.

The prize winner will be selected by a committee of four jury members – the Immediate Past President, President-Elect and two members of Council - chaired by the Association President as follows:

1.  One or two weeks before the vote a telephone conference of the jury members will take place, chaired by the President, to discuss whether any of the candidates should be excluded from the vote because of inadequate documentation, evident non-pertinence of the qualifications, or because these are patently insufficient. Decisions to exclude candidates require the unanimity of all five jury members. No discussion on the candidates admitted to the vote takes place, being incumbent to each member of the jury to examine the documentation and form his/her own judgement. All proceedings are carried under a strict rule of confidentiality.
2. Conflict of interest. Jurors may not nominate candidates to the prize and remain on the jury. If a juror does nominate someone, the juror must be replaced as a member of the jury.
3. Rules of voting. Only expressed votes are counted (not abstainers); after the first round of voting, any candidates with no votes will be excluded; in each subsequent round, the candidate with the lowest number of votes will be excluded; in the first four rounds, a total of at least three votes is required for a candidate to be the winner; if a total of at least three votes is not reached in the first four rounds a simple majority of the votes expressed is required for the fifth round of the vote, and if it becomes necessary, in a sixth round; if no decision is reached after six rounds then the prize is not assigned and a new call for nominations will be made.
4. The names of the candidates are kept strictly confidential all throughout the process and at the end only the name of the winner is made public.

4.5.3. Dame Valerie Beral Fellowship Awards
The Association established the Dame Valerie Beral Fellowships in 2022 to honor the memory of IEA Past President, Dame Valerie Beral (2014-2017) and her lifelong advocacy and support of women pursuing careers in epidemiology.

The Fellowships enable three female epidemiologists to travel to the World Congress of Epidemiology. Two of the recipients are IEA Early-Career Epidemiology members from low-middle income countries and the third is an IEA Early- Career Epidemiologist member from a high-income country. 

Applicants are judged on the following criteria:
• IEA Membership
• Merit 
• Evidence of service to IEA or willingness to serve IEA 

Fellowship recipients are awarded World Congress of Epidemiology registration fees, travel expenses and housing expenses by the Association. Recipients are acknowledged by the President at each Congress.

Nominations and selection
Applicants should fill in the Valerie Beral Fellowship Application and forward it along with a CV and a supporting statement from a regular IEA member (not another ECE member) to IEA Headquarters. 

Fellowship winners will be selected by a committee of four jury members – the Immediate Past President, President-Elect and two members of Council - chaired by the Association President as follows:

1. One or two weeks before the vote a telephone conference of the jury members will take place, chaired by the President, to discuss whether any of the candidates should be excluded from the vote because of inadequate documentation, evident non-pertinence of the qualifications, or because these are patently insufficient. No discussion on the candidates admitted to the vote takes place, being incumbent to each member of the jury to examine the documentation and form his/her own judgement. All proceedings are carried under a strict rule of confidentiality.
2. Conflict of interest. Jurors may not nominate candidates to the prize and remain on the jury. If a juror does nominate someone, the juror must be replaced as a member of the jury.
3. Rules of voting. Only expressed votes are counted (not abstainers); after the first round of voting, any candidates with no votes will be excluded; in each subsequent round, the candidate with the lowest number of votes will be excluded; in the first four rounds, a total of at least three votes is required for a candidate to be the winner; if a total of at least three votes is not reached in the first four rounds a simple majority of the votes expressed is required for the fifth round of the vote, and if it becomes necessary, in a sixth round; if no decision is reached after six rounds then the prize is not assigned and a new call for nominations will be made. 
4. The names of the candidates are kept strictly confidential all throughout the process and at the end only the name of the winner is made public.

4.6 Travel bursaries
The Association provides Congress bursaries to early-career epidemiologists working or living in low income countries identified by the World Bank. The bursaries may be used for registration fees, accommodation and/or travel (at the lowest economy fare), but they might not cover the full expenses of traveling to and attending the Congress.

A selection committee to identify candidates for travel bursaries will be appointed by Council.  Other than in exceptional circumstances, bursary recipients should be members of the Association who are active in practice, teaching or research. 
Successful bursary applicants are expected to submit an abstract to be considered for a possible poster or podium talk at the Congress, but acceptance of the abstract is not guaranteed. 

4.7 Expectations of Councilors
All councilors (both incoming and outgoing) are expected to attend and participate in the Congress. Expenses will be reimbursed, with proper documentation, provided the councilor stays for the full duration of the Congress and participates in activities, including, as appropriate, the outgoing and incoming Council meetings.

Costs eligible for reimbursement to councilors include:

• Economy air travel expenses to the airport nearest the Congress, along with ground transportation to the hotel, and
  
• Meals required during travel, or not provided as part of the Congress program. These expenses should be reflective of local pricing as approved and communicated by the Executive Committee prior to travel.

The Congress Committee is responsible for providing:

• Congress registrations to Councilors, and 
• Accommodations from the day of arrival (normally no more than one day prior to the day of the first scheduled meeting) until and including the last day of a councilor’s official IEA engagements. Those councilors exiting Council depart on the last day of the Congress. For the rest, including new Council members, the last day of Congress will be the first day of the second Council meeting which usually takes place during the afternoon of the last day of Congress and continues the following day. 

Councilors may choose to reduce the demands on the Association budget by not seeking reimbursement.

5. Regional conferences

5.1. Introduction
Regional Conferences promote education and networking in epidemiology. They foster collaboration within a country/region, and with the WHO regional office, and can provide an opportunity to recruit new members. These events can be organized by the Regional Councilor, or other able and credible local contact persons. 

Regional conferences can be held as stand-alone IEA events or can be held in conjunction with other relevant meetings in the region. A list of guidelines for regional Conferences can be found online.

5.2. Required approvals
Approval for regional Conferences featuring the Association’s name or receiving funding (loans or grants) from the Association must be obtained in advance from the Executive Committee. As an organization of volunteers, IEA has traditionally not paid speaker honorariums and will continue to decline those requests. A sample application and budget template are available here.  

To receive funding, the application must be approved and signed by both the Regional Councilor and the Association President or another member of the Executive Committee. The application must be received at least three months prior to the commencement of the Conference and the signed agreement will be shared with the Association management provider and filed on the Council area of the Association’s website. Councilors are responsible for filing final reports and all receipts within 3 months of the completion of a funded event. A template for that can be found in the linked resources files.

5.3. Presenters
To ensure that the maximum number of members benefit from the use of the Association’s name or investment, any presentations, slides and programs from regional events should be shared with the Association’s management services provider to allow for posting on the members-only area of the Association’s website. Sample speaker permission forms and other guidelines regarding the sharing of these materials are available online to assist regional Councilors in meeting these requirements.

5.4. Funding 
It is assumed that most regional Conferences will be self-supporting via registration fees and sponsorship support. Although triennial spending plans may “earmark” funds for regional events, these funds should not be considered a guarantee of financial support from the Association. Anticipated Conference funding requests should be noted in Councilors’ annual report for inclusion in the appropriate annual budget.

IEA financial support for regional Conferences is primarily reserved for low-income regions, however, the Association may opt to assist regions via grants or loans based on the Treasurer’s recommendation after review of an application and budget. Although Conferences in high income regions will typically not receive financial support by the Association, the meetings will be supported in other ways such as plenary lectures by Council members or provision of workshops. 

The Association will not accept responsibility for any financial losses incurred by regional Conferences or accept any liability for acts occurring during such events. Local organizers should consider the purchase of event and liability insurance to protect themselves and the region from any claims. Any surplus from a regional event reverts to the local organizers. The Treasurer may exceptionally consider covering some of a loss, on receiving written justification and a detailed financial account comparing budgeted and actual income and expenditure, but that is not guaranteed.

If there is a profit, the organizers may wish to consider passing some of the profit to the Association, for which precedents exist. These profits may also be retained to support bursaries for future IEA meetings in the region, to be held by the treasurer of the Regional Group or by the association management company. 

5.5 Commercial support for conferences
Commercial support for Conferences may be obtained from any ethical organization. However, sponsors shall not influence, or seek to influence, the scientific content of the program nor shall they be involved in the selection of speakers. Sponsorship should not be sought from organizations which: 

• Continue to produce or market products scientifically established as harmful to human health.  
• Promote partisan ideas unrelated to epidemiology, such as political, religious or sectarian organizations.

5.6 Registration fees
The policy of lower registration fees for Association members should be followed for any meeting or Conference supported by the Association, as this boosts membership in the respective region. The Association Management Company is happy to assist Regional Councilors in determining who is eligible for these membership discounts should there be questions.

5.7 Reimbursement of Executive Committee members and Councilors 
Reimbursement for attendance at a regional Conference by the Councilor for the region will be provided by the organizers of those meetings.  

Although participation in a regional Conference by a member of the Executive Committee is not required, if one Executive Committee member is invited and can arrange to attend, the Association will reimburse expenses for this member. The Executive Committee member invited should be the one who has the lowest travel costs. If the Conference organizers wish to invite other members of Council, they will be responsible for their travel, board and lodging. 

If a Council meeting is held immediately before or after a regional Conference, the Association will reimburse Councilors for the following expenses with appropriate documentation (e.g. receipts):

• Economy air travel to the airport closest to the meeting and ground transportation to the location;
• Lodging;
• Meals required during travel, or not provided as part of the program. These expenses should be reflective of local pricing as approved and communicated by the Executive Committee prior to travel.

Attendance at the regional Conference itself will be supported by the Association at the discretion of the Executive Committee.

6. International Journal of Epidemiology

6.1 General description
The International Journal of Epidemiology (the Journal) is the official journal of the Association. Its remit is to encourage communication among those engaged in the research, teaching, and application of epidemiology of both communicable and non-communicable disease, including research into health services and medical care. It also publishes papers describing new epidemiological and statistical methods for the analysis of data used by those who practice social and preventive medicine. In doing this, it is hoped that the Journal can inform policy on healthcare and public health worldwide.

The Journal is published six times per year by Oxford University Press (OUP; the Publisher), on behalf of the Association. The contract is reviewed every five years. Beginning in 2024, the Journal moved to online-only publication and is available to members.

The Journal is run by the editor-in-chief (the Editor), who is appointed by Council, subject to a written agreement. The editor appoints any co-editor, the deputy and assistant editors, subject to agreement by Council; and appoints the editorial board, considering a balance as regards gender, geographical location and subject. The editorial board comprises around 50 epidemiologists from around the world. Deputy editors are responsible for initial triage of the more than 1300 papers submitted to the Journal each year; along with the editorial board members, they also take responsibility for papers in their subject area, sending papers for peer review and making subsequent recommendations to the editor-in-chief. 

The Journal’s policies are set by Council considering the advice of the editor. However, the editor, working with the deputy editors, assistant editors and editorial board, has sole authority and responsibility for the content of the Journal in order to ensure full editorial independence.

The editorial office is funded by the Association and the budget is set by Council upon review and approval of a proposal submitted by the editor. The editor has the freedom to manage the use of the budget once awarded.

The term of office for the editor is three years, and a maximum of three terms may be served.

6.2 Appointment of the Editor
The text below comprises a recommended process, but Council is at liberty to amend it as they see fit.

One year before the termination of the term of appointment, or earlier in the case of resignation of the editor of the Journal, the President establishes a search committee for the editor’s replacement.

The Search Committee is composed of the Executive Committee and a maximum of two other members of the Association. The outgoing editor may not be a member of the Committee, but the Committee may seek advice from the outgoing editor.

An announcement is given of the vacant post on the Association’s website and in selected journals, inviting applications for the position of editor. Members of the Search Committee may solicit candidates through personal contacts.

Candidates should include in their application a description of:

1. professional career and status at national and international level;
2. experience editing a journal of epidemiology or public health;
3. experience in international collaborations;
4. support available to undertake the editorial work;
5. personal time available to carry the editorial work;
6. plan for operations within budget allocated.

Each member of the Search Committee scores each of these six items on a scale of 1 (lowest) to 5 (highest). The average and range of the scores on each item are used as a guide to assess the merit each candidate in respect to that item. No formal combination of the six item scores is performed and the overall ranking of the candidates is obtained through discussion within the Search Committee. Candidates judged unsuitable are not ranked.

The name of the preferred candidate is submitted to Council for approval of the official appointment.

Not later than six months before the expected starting date of the new editor, the Executive Committee should open an explorative negotiation with the first ranked candidate to agree on the conditions of appointment; should these reveal insurmountable problems, negotiations shall be opened with the second ranked candidate.

6.3 Role description of the Editor
The Editor is responsible for the academic success of the Journal and for ensuring it maintains the highest possible academic quality, represents the full breadth of the discipline, and, as far as possible, that authors, editors and reviewers represent an equitable balance of gender, geographical location and subject area. The main responsibilities are:

• To manage the content of the Journal in a manner that meets the aims stated above.
• To appoint any co-editor, deputy editors or assistant editors, subject to approval by Council.
• To appoint the editorial board with a view to achieving the diversity stated above.
• To manage the peer review process in liaison with the publisher to achieve both quality and timely publication.
• To manage the peer review office within budget.
• To maintain an overview of the subject of epidemiology to ensure that the Journal develops appropriately as the discipline changes.
• To obtain and assess a qualitative and quantitative annual report from the publisher.
• To report annually to Council.
• To attend meetings of the Executive Committee and Council as requested.

7. Other publications

7.1 Dictionary of Epidemiology
Council proposed the creation of a Dictionary of Epidemiology in 1980. The Dictionary is published for the Association by Oxford University Press. The Association owns the copyright and appoints the editor. The sixth edition was published in 2014, and work on the seventh edition was initiated in 2023.

7.2 Publications sponsored by the Association
The Association has sponsored many publications over the years. Decisions about supporting publications are made by Council. 

8. Liaison with the World Health Organization and related organizations

8.1.  Relationship with WHO
The International Epidemiological Association has the status of a Non-Governmental Organization (NGO) in official relation with the World Health Organization. Liaison with WHO is implemented at central level through an IEA representative designated by Council as liaison officer and at regional level through the Regional Councilors. The Association’s Council provides guidance on the level of resources and personal time of officers to be allocated to liaison activities.

8.1.1.  Central level (Geneva headquarters) 

• The Association is invited to send an observer to the sessions of the WHO Executive Board, taking place every year in January, and to the session of the World Health Assembly in May. 
• The Association may be invited to send representation to special meetings of interest for epidemiologists, e.g. on the assessment and control of the worldwide tobacco epidemic.
• Links are kept with the WHO Officer in charge of the relations with the Association, to examine opportunities for collaborative initiatives between the Association and WHO, such as epidemiology courses or joint publications.
• WHO representatives, often at the highest levels, are invited to the Association’s Congress.
• A report of activity is periodically requested of the Association, describing those initiatives which are of relevance to WHO as well as all collaborative work and participation of the Association’s representatives in WHO activities and of WHO representatives in the Association’s initiatives. These reports are the basis for WHO to evaluate whether the status of NGO in official relation with WHO is worth maintaining.

8.1.2 Regional level 

• The Association is invited to send an observer to attend the Regional Committee sessions that take place every year in each of the six WHO Regions of the world. WHO policies for the countries of the Region are discussed and approved in the Committees.
• The Association may be invited to special regional meetings or to collaborate in the organization of courses.
• WHO representatives, often at the highest levels, are regularly invited to the Association’s regional conferences.
• Relationships like those with the Regional Offices are established with the International Agency for Research on Cancer, a specialized WHO research agency located in Lyon, France.

8.2. Other NGO relationships
Several NGOs based in Geneva have on one side close working relationships with WHO, and on the other side, develop initiatives which may be of direct interest to the Association. Relationships may be developed with such organizations, such as the Council for International Organizations of Medical Sciences (CIOMS), which is responsible for issuing international ethical guidelines for epidemiological studies and recognized by WHO as a key reference.