Accreditation and Designation User Manual - OECI
Accreditation and Designation User Manual - OECI
Accreditation and Designation User Manual - OECI
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3.1.3.1 <strong>OECI</strong> <strong>Accreditation</strong> <strong>and</strong> <strong>Designation</strong> Board Chair<br />
The <strong>OECI</strong> A&D Chair is leading the activities of the <strong>OECI</strong> <strong>Accreditation</strong> <strong>and</strong> <strong>Designation</strong> group, chairing the <strong>OECI</strong><br />
<strong>Accreditation</strong> <strong>Designation</strong> Board <strong>and</strong> representing the group in the <strong>OECI</strong> Board. The chair is a co-opted member<br />
of the <strong>OECI</strong> board.<br />
− Assessing quarterly income/expenditure compared to provisional budget,<br />
− Reporting the financial status quarterly to the members of the A&D Board <strong>and</strong> Executive Manager,<br />
− Checking <strong>and</strong> validating invoices <strong>and</strong> reimbursement claims with a signature before payment according to the<br />
following general rules: Doc 32: <strong>OECI</strong> A&D Travel policy,<br />
• In case of prolonged absence or holiday of the A&D Chair, the signature will be delegated to the A&D<br />
Secretary. The A&D chair will check <strong>and</strong> countersign the documents afterwards,<br />
− Providing overview of income/expenditure to the <strong>OECI</strong> Board Executive Secretary every 6 months,<br />
− Providing the <strong>OECI</strong> Board Executive Secretary with the original invoices with attached the bank payment receipts<br />
once a year or whenever requested,<br />
• In case of travel by flight also the boarding passes must be added,<br />
− Proposing <strong>and</strong> reporting annual budget to the <strong>OECI</strong> Board <strong>and</strong> <strong>OECI</strong> A&D Board.<br />
3.1.4 <strong>OECI</strong> <strong>Accreditation</strong> <strong>and</strong> <strong>Designation</strong> Management Unit<br />
The A&D Management Unit consists of:<br />
− <strong>OECI</strong> Executive Manager<br />
− <strong>OECI</strong> A&D Coordinator<br />
− <strong>OECI</strong> A&D Secretary<br />
Subcontractor Compusense for designation, administration <strong>and</strong> technical support of the self-assessment e-tool.<br />
3.1.4.1 <strong>OECI</strong> Executive Manager<br />
General tasks<br />
− Daily management of the A&D Programme,<br />
− Providing a quarterly report for the <strong>OECI</strong> A&D Board chair: new applications, visited institutes, achieved<br />
accreditation etc,<br />
− Supervising the <strong>OECI</strong> <strong>Accreditation</strong> <strong>and</strong> <strong>Designation</strong> Coordinator,<br />
Financial tasks:<br />
− Sending invoices to the institutes <strong>and</strong> controlling the payments of the institutes,<br />
− Providing to the A&D Chair <strong>and</strong> A&D Secretary a copy of invoices sent to the institutes.<br />
Specific tasks <strong>and</strong> responsibilities of the Executive Manager are described in Doc 43.<br />
3.1.4.2 <strong>OECI</strong> <strong>Accreditation</strong> <strong>and</strong> <strong>Designation</strong> Coordinator<br />
The <strong>OECI</strong> A&D Coordinator is supervised by the Executive Manager.<br />
General tasks<br />
− Contact person for all parties involved in A&D Programme,<br />
− Collecting, structuring <strong>and</strong> making accessible the relevant information <strong>and</strong> documentation (internal <strong>and</strong> external)<br />
on the website <strong>and</strong> e-tool,<br />
− Monitoring the ongoing processes <strong>and</strong> outcomes with regard to the A&D procedures,<br />
− Identifying improvements in the procedures, organisation, e-tool <strong>and</strong> st<strong>and</strong>ards.<br />
Specific tasks<br />
Coaching <strong>and</strong> advising cancer institutes in all steps of the A&D programme:<br />
− Processing application <strong>and</strong> designation screening,<br />
− Preparation of explanatory visit,<br />
− Supervision during self-assesment,<br />
− Preparation of the peer review with the cancer institute,<br />
− Supervision in follow-up of the peer review outcomes.<br />
Organizing <strong>and</strong> performing the peer review:<br />
− Composing the audit team together with the Executive Manager,<br />
− Providing the audit team with documents for preparing the peer review,<br />
Owner: <strong>OECI</strong> Organisation of European Cancer Institutes<br />
Status: Revised - 24 th January 2011 - A&D Working Group<br />
Approved by: <strong>OECI</strong> <strong>Accreditation</strong> <strong>and</strong> <strong>Designation</strong> Board<br />
Chapter 3 People <strong>and</strong> parties involved in the A&D programme<br />
Page 3 of 8<br />
Version 16 February 2011