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16. Conflict of Interests (COI) / Declaration of Interest (DOI) policy 

16.1 Definitions
Conflict of Interest (COI): A conflict of interest is a conflict between the private interests and the official responsibilities to ESHRE of a person in a position of trust and responsibility.
Conflict of Commitment (COC): When there is difficulty in balancing responsibility to ESHRE with external activities, which can result in conflict with regard to allocation of time and energy.


16.2 Why do we need to disclose COI?
In order to achieve the highest standards of ethics and integrity with the aim to protect the Society and its members from potential harm; this is in keeping with principles of good governance and includes accountability, honesty and leadership prevailing over private interest.


16.3 Who needs to submit a Declaration of Interest (DOI)?

  • Executive Committee members, including the ex officio members
  • Paramedical Board members
  • All other Committee members
  • Special Interest Group Coordinators and Deputies
  • Working Group Coordinators
  • Consortia Chairs and Steering Committee members
  • Editors-in-Chief, Deputy Editors and Associate Editors


16.4 List of potential COI

  • (Un)paid consultancy (in the fields relevant to the activities of the Society)
  • Editorship in field-related international journals
  • Employment by a commercial (pharma) company in the fields relevant to the activities of the Society
  • Financial (personal) reimbursement (travel/hotel expenses)
  • Grants/grants pending from commercial (pharma) companies
  • National or international political mandates
  • Officer or Board member of other societies, organisations or journals in related fields of interest
  • Participation in sponsored trials (personal or institutional)
  • Patents (planned, pending or issued)
  • Payment for lectures
  • Payment for manuscript preparation
  • Royalties (in the fields relevant to the activities of the Society)
  • Stock/stock options or other ownership interests (in the fields relevant to the activities of the Society)
  • Other (in the fields relevant to the activities of the Society)
  • This list also applies to spouses/partners + DOI disclosure has to be renewed every year.

 

A DOI should be submitted at the time of appointment of an officer and later on any changes should be notified to the Chair/Executive Committee. All the relevant officers will be reminded on an annual basis to declare potential interests.


16.5 DOI Review Committee
A Review Committee is established whose task consists in reviewing the declaration of interests that appear to be “problematic”. In such cases the Review Committee will be asked for advice. In the end, the Executive Committee decides whether the declared interest(s) constitute(s) a real problem or not.

The Review Committee should include 5 ESHRE members to be appointed by the Executive Committee. The Review Committee members’ mandate will last for 2 years + 2 years. Half of the Review Committee should be renewed after 2 years .

The role of the Committee is to review the forms each time there is doubt about a possible COI. The Review Committee has an advisory role to the Executive Committee who will take the final decision in any COI.