​​​Expert group meetings

• Online meetings: Chairs are encouraged to set up and run online meetings themselves using their own institutional platforms and their own institutional IT support. If this is not ​possible, ICES Secretariat will set up an online connection.
• Hybrid meetings: For meetings held outside ICES Secretariat, we encourage that the onlin​​​​e component of the meeting is also organised by the local host institute, as IT support for the meeting is easier to manage on-site from the host institute. To the extent possible all meetings should offer online attendance.

Slide deck for expert group meetings

• This slide deck is for exp​​ert group chairs to use at the opening of their groups' meetings.  It outlines how members of ICES community are encouraged to work together and it covers ICES Code of Ethics and Professional Conduct, and Conflict of Interest.
• If all members of your group have seen the full set of slides in previous meetings, please show slides 2, 7 and 9 as a minimum, when you open your meeting.

Code of Ethics and Professional Conduct

• The Code of Ethics and Professional Conduct outlines ICES principles, guidelines, and practices for key areas of organizational activity. It details ICES core values, good scientific practice, conflict of interest, conflict resolution and environmental responsibility. It applies to anyone partaking in any ICES activity—including staff, members, and participants. Meeting chairs are expected to set the tone for inclusive collaboration. The chair should be especially alert to any bias or discrimination exhibited against others and act to prevent it.

WGCHAIRS Forum

• The WGCHAIRS Forum provides a way for expert group chairs to interact, as well as news on activities and materials to support your work. Alerts have been pre-set for all WG Chairs, which means that you will receive an email notification, when new posts or comments are made. 
  

​Expert group reporting and administration

• The approved Terms of Reference (ToR) for expert groups will be uploaded to the relevant SharePoint folder for each group.
• Expert group meeting dates. Group's meeting dates must be planned well in advance of the meeting, especially for expert groups planning to meet January to March.
• Membership. Chairs will receive the membership lists for their expert groups.
• For working groups that are classified as predominantly contributing to the provision of advice, members are primarily appointed by national delegates. Chairs can invite experts in consultation with the national Delegates of the expert's country. Nominations of experts from outside ICES member countries or from international organizations must be agreed with the Secretariat.
• Expert group webpage: Chairs should keep their exp​ert group's webpage​ up to date with relevant information about the group. Chairs are encouraged to send an illustration of the group's subject matter to their ICES officer and to write or revise the summary text based on the guidance in the Guidelines for ICES Groups (Section 3.1.2).
• The Guidelines for ICES Groups provides essential information for all chairs and explains how expert groups operate and interact with other parts of ICES. Please refer to the Guidelines frequently, as most operational details for chairing an expert group are provided in this document.
• Recommendations from groups for the attention of other groups in ICES can be submitted online via the ICES Recommendations Database. Each expert group can submit up to five recommendations (please read Guidelines for ICES Groups Section 3.8 before submitting your recommendations).
• Annual groups should submit a new draft resolution for the coming year as well as draft resolutions for workshops proposed by the group. Ideally these draft resolutions should be submitted at the same time as the Scientific Report.

ICES Scientific Report series

• The most recent ICES Scientific Reports template​ must be used for drafting the report of EG meetings. Reports submitted on other old/last year's templates will not be accepted. Please read the guidance on reporting in the Guidelines for ICES Groups (Section 3.7) and inside the template before drafting the report, to ensure executive summaries and other material are in the correct format. Once chairs submit the report to ICES officer, it will be checked, formatted, and published in ICES ​library ​with a DOI.