RULES OF PROCEDURE - RESTRICTED AREA

RESTRICTED AREA- Rules of procedure (Extract)

Complete Rules of Procedure

1	Objectives and main features of EUROSHNET
1.1	EUROSHNET is a network intended for occupational health and safety experts of European OSH institutions involved in standardization, testing, certification and/or applied research. It is an informal network without legal status. The function of EUROSHNET is first and foremost to facilitate contact between European OSH experts and thereby to promote the discussion of issues of common interest. The work of the network is supported by a Steering Committee.
1.2	The operation of the network relies mainly on an English language communication platform at www.euroshnet.eu. The EUROSHNET internet platform is divided into an information area, a public area and a restricted-access area. Other means of communication are also used as and when necessary (e.g. meetings, publications).
1.3	The information area, accessible to everyone, contains general information on the network and gives an overview of the topics discussed in EUROSHNET.
1.5	The restricted-access area contains a database of experts, discussion fora, internal documents and an internal information area. Access to the restricted-access area is reserved exclusively for representatives of OSH institutions in EEA countries who are active in European standardization, testing, certification and/or applied research. The eligibility of applicants is decided by the Steering Committee according to defined admission criteria document), with the assistance of Contact Points designated in each EEA country.
2	Participants in the restricted-access area of EUROSHNET
2.1	When logging in for the first time after having received their access data (user name and personal password) for the password-protected area of EUROSHNET, the participants are required to enter detailed information concerning their fields of expertise in the database of experts. They may then use the database, and gain access to all discussion fora and to documents not available to the general public. They will be informed of any news in the discussion fora of their choice by way of an automatic e-mail system.
2.2	The participants undertake not to divulge their access data (user name and personal password) to third parties and to treat in confidence any personal data (see Directive 95/46/EC of the European Parliament and of the Council of 24 October 1995 on the protection of individuals with regard to the processing of personal data and on the free movement of such data) obtained from EUROSHNET sections closed to the general public. The participants are not permitted to copy any data of these sections and to publish it elsewhere; this does not apply to publicly available documents.
2.3	EUROSHNET participants may express their opinions on any forum and any subject online.
2.4	The responsibility for the content of messages posted in the fora remains with their authors. The views expressed in EUROSHNET are personal opinions only and do not necessarily reflect the official opinion of the organisation an expert works for.
2.5	Attacks on the reputation of persons, companies or organisations are prohibited, as are defamatory messages of any kind. Offensive or discriminating comments are not permitted and will be deleted.
2.6	New fora can be set up at participants' initiative for the discussion of any questions of interest, following approval by the Steering Committee.
2.7	The fora are set up as and when they are required. They are not permanent fixtures, but are available for as long as the experts consider each forum necessary. The decision to close a forum is taken by the Steering Committee on the basis of the coordinator's recommendation.
2.8	The uploading of documents under copyright or confidential documents (i.e. standards, draft standards) is only permitted with the consent of the copyright holder. Copyright and confidence rules shall be complied with.
2.9	EUROSHNET participants consent to the electronic storage of their personal data in the database of experts (restricted-access area of the system) and to the accessibility of their data to other OSH experts registered in the restricted-access area for joint work within the framework of EUROSHNET. Participants consent to the electronic storage of their personal data and their forum contributions even after termination of their participation in EUROSHNET.
3	Forum coordinators
3.1	Each discussion forum in EUROSHNET is assigned to a coordinator nominated by the Steering Committee. The coordinator can be supported by an associate coordinator (co-coordinator).
3.2	Each coordinator is in charge of the supervision of his/her forum. Forum discussion The coordinator stimulates the discussion and puts forward new information in order to keep the discussion going. makes sure that new developments/information in the field covered by the forum is introduced in the forum discussion is responsible for the insertion and maintenance of basic documents regularly looks for possible defamatory messages and deletes them informs external experts about ongoing and planned forum activities in order to attract more experts to the system. Forum management The coordinator enters an initial text to initiate a discussion in his/her forum and uploads any necessary documents before the forum is activated if necessary recommends the closing of a forum to the Steering Committee after consultation of the involved experts if they consider that the forum is no longer necessary if necessary creates/closes subfora dealing with specific aspects of the forum topic informs the Steering Committee about the creation of a subforum nominates coordinators for the subfora. The overall responsibility will remain with the coordinator of the forum informs the Steering Committee about significant discussion results in the fora and subfora Others The coordinator may suggest conferences, seminars, etc. to the Steering Committee The coordinators meet regularly in order to coordinate their activities.
4	Steering Committee
4.1	Composition
	The work of the network is supported by a Steering Committee comprising higher representatives of European OSH institutions. New members representing a European OSH institution may be admitted to the Steering Committee if proposed by a member of the Steering Committee. The admission of new members requires the unanimous approval of the Steering Committe
4.2	Tasks and responsibilities
	The tasks and responsibilities of the Steering Committee are as follows: to formally and publicly represent EUROSHNET to decide on activities to promote EUROSHNET to take strategic decisions on appropriate means for exerting influence on European/international standardization, testing, certification and applied research, in particular through cooperation between different countries to establish general strategies and to support the work programme to decide on specific EUROSHNET activities to decide on the admission to membership of applicants belonging to institutions which are not yet represented in EUROSHNET to approve the contents of the information area of the EUROSHNET website to decide on the establishment of new discussion fora and nominate a coordinator for each discussion forum to decide on the transformation of a subforum into a forum, where necessary to decide on the closing of a discussion forum on the basis of the coordinator's recommendation to adopt positions in order to give support to the views expressed by OSH experts in the discussion fora of EUROSHNET to examine financial aspects to initiate a consortium intended to apply for funds.
4.3	Secretariat
	No permanent secretariat is set up. The functions of a secretariat are performed by a Working Group (see section 2 below) comprising members of the institutions represented in the Steering Committee.
4.4	Frequency of meetings
	The Steering Committee meets once a year or at the request of its members.
4.5	Chair
	The chair of the Steering Committee alternates every year between the institutions represented in the Steering Committee of EUROSHNET
5	Working Group
5.1	The tasks and responsibilities of the Working Group are as follows: Maintaining the EUROSHNET website and managing the registrations Supporting the EUROSHNET forum coordinators Preparing the meetings of the Steering Committee and implementing the decisions of such meetings. Reporting to the Steering Committee Ensuring that decisions can be taken by the Steering Committee between meetings
5.2	The Working Group meets as often as necessary.
	Annex: Admission criteria (restricted area)
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