Meetings and practice of the Committee

GACVS normally meets twice a year. The frequency of meetings may, however, be adjusted as necessary. Decisions or recommendations are, as a rule, taken by consensus and involve only members. Meetings are held in English. If required to facilitate access to critical scientific information, translation of documents and interpretation is provided.

GACVS may appoint working groups to follow up and liaise with the WHO Secretariat on specific topics. The reports of such working groups are subsequently submitted to the full Committee for consideration. The function of such working groups is time-limited. The need for such sub-working groups and GACVS members to serve on them are identified during GACVS meetings. Specific WHO staff are identified as lead staff to work with the chair of such working groups and to recruit additional experts as appropriate. Sub-working groups determine the most efficient manner for accomplishing their work.

In addition to attendance of meetings, GACVS participation is expected from all members throughout the year, including participation in sub-working groups, video and telephone conferences as well as interactions via email. In light of the dynamic nature of safety issues, the Committee can discuss/make recommendations between meetings. Review of documents may also be solicited.

GACVS works with the WHO's Secretariat to develop meeting agendas.

Members of the Committee are requested to serve as focal points for the preparation of specific sessions as well as to facilitate discussion at the meeting and summarize the main conclusions and recommendations.

GACVS members are not remunerated for their work on the Committee. Travel and per diem expenses relating to meeting participation is, however, paid, in accordance with WHO regulations.

GACVS members may be requested to participate as observers in other WHO EMP departmental or cross-departmental meetings.

GACVS reports to the Director of the WHO Department of Essential Medicines and Health Products (EMP). The GACVS chairperson debriefs the EMP Director or his designee(s) subsequent to each GACVS meeting.

Observers and ad hoc experts

UNICEF, the Secretariat of the Global Alliance for Vaccines and Immunization (GAVI), the Uppsala WHO Collaborating Centre on International Drug Monitoring, and WHO staff from various headquarters departments, plus regional staff are invited to attend GACVS meetings and deliberations as observers.

Additional ad hoc experts may be invited to meetings for specific sessions as appropriate to further contribute to specific agenda items. These experts are only permitted to attend the session for which their expertise and factual contribution is solicited.

To help facilitate the participation of ad hoc experts and minimize cost, participation is possible by teleconference.

The Chair of SAGE is invited as an observer to the GACVS meetings and vice-versa. A report from the GACVS is expected at each SAGE meeting and a report on the previous SAGE meeting and recommendations is made at each GACVS meeting.

Conclusions, recommendations and other communications

The conclusions and recommendations of GACVS meetings are published in English and French in the WHO Weekly Epidemiological Record, and posted on the GACVS website within two months of each GACVS meeting. Due to space and confidentiality constraints, more detailed confidential minutes of GACVS meetings are circulated to GACVS members and the WHO Secretariat.

To further facilitate communication and dissemination of GACVS conclusions, this website was created in June 2003. Web postings include statements, questions and answers, and links to reference documents. Reference documents are limited to material reviewed by the Committee. Such material is posted subsequent to approval by a panel of four Committee members including the Chair. This panel acts on behalf of the Committee as a whole. Efforts are made to post all new information in English and French.

The reports and associated material of the Committee form the basis for communication with countries and for the further communication efforts undertaken with partners. In 2002, the Committee defined criteria for good information practices for websites containing information on vaccine safety. Following this, and in an effort to facilitate the access of public health authorities, health professionals and the public to reliable information on vaccine safety, WHO initiated, in 2003, the Vaccine Safety Net Project. This involves certifying sites providing information on vaccine safety which meet the credibility and content criteria for good information practices defined by the Committee and improving links between the sites forming part of the network.

A tracking sheet of all GACVS recommendations and how they are addressed is kept updated by the WHO Secretariat and shared regularly with the Committee.