Terms of Reference Version 3, 02-04-2004 1. Aims and Objectives
The ENFSI DNA working group supports the aims and objectives of the European Network of Forensic Science Institutes (ENFSI) in the area of DNA casework analysis.
The ENFSI DNA working group will provide a forum for the validation, introduction and improvement of DNA analysis in casework. It will consider all aspects of DNA case analysis and case reporting.
Focusing on casework requirements the group will aim to:
- Collaborate with regard to the reporting and interpretation of DNA evidence and in particular :
*consider approaches to the court room presentation of evidence and make recommendations
*develop and improve the interpretation of DNA analyses
- Seek to develop uniform standards which members can conform to and achieve
- Exchange information and expertise
- Promote quality management systems and the development of professional standards
- Collaborate with research activities and in particular create pan-European population databases
- Support colleagues by providing education and training
- Assess the need for pan-European intelligence databases
The objectives of the ENFSI DNA working group will be:
- to bring together organisations actively pursuing forensic DNA analysis methods for the purpose of exchanging and disseminating information on forensic applications
- to discuss, share and compare forensic DNA analytical methods, protocols and research
- to establish quality assurance guidelines and quality controls for European forensic DNA analysis
- to co-operate with other national and international organisations in developing European standards for forensic DNA analyses
- to serve as a mechanism for the review and revision of European guidelines for forensic DNA analyses
- to establish core DNA markers for national and international criminal or intelligence DNA profile databases in Europe
- to disseminate to the European forensic DNA community ENFSI guidelines, forensic research results and any other work of benefit to the European forensic DNA community
The ENFSI DNA working group will endeavour to enhance the development of DNA world-wide. In doing so it will seek to take expertise from around the world and influence others to use best practice in the application of DNA forensic testing.
2. Membership
There are three types of membership: Member, Associate Member and Guest.
* Member
Membership of the ENFSI DNA WG is open to representatives from the ENFSI member-institutes which are active in the area of forensic DNA casework analysis. The director of the ENFSI institute will nominate one representative to apply for membership (one representative per institute). Members include those delegates who were founder members of the ENFSI DNA WG and those whose membership was accepted before 2003.
* Associate Member
Representatives from other (non-ENFSI) institutes which are active in the field of forensic DNA casework analysis can apply for associate membership (one representative per institute). Acceptance of Institute representatives as Associate Members, in accordance with the Aims and Objectives of the ENFSI DNA WG, will be decided by a simple majority vote amongst Members. Applications for Associate Membership shall be dealt with at the next ENFSI DNA Working Group Meeting, if received at least two months prior to that meeting. Associate Members do not have the right to vote on constitutional issues.
* Guest
Guests may be admitted to ENFSI DNA WG meetings at the discretion of the Chair and Steering Committee. Guests do not have voting rights.
3. Steering Committee The ENFSI DNA WG Steering Committee will consist of the current Chairman, secretary, Chairs of the subgroups and the member organising the previous, current and next meeting. The Chair of the ENFSI DNA WG is elected every three years by secret vote. The secretary is a volunteer or may be appointed by members.
The chairs of the subgroups are elected every two years. The Steering Committee has responsibility for the running and strategic management of the ENFSI DNA WG. The Chair, following discussion with both the Members of the Steering Committee and other ENFSI DNA WG Members, shall prepare the agenda for the Steering Committee Meeting. The agenda shall be distributed to all ENFSI DNA WG Steering Committee Members no later than one week prior to the Steering Committee Meeting. Specific agenda items proposed by ENFSI DNA WG Members must be submitted to the ENFSI DNA WG Chair at least two weeks prior to the Steering Committee Meeting. The Steering Committee shall nominate a ENFSI DNA WG representative for the ENFSI Quality and Competence Liaison Group.
Steering Committee meeting
A Steering Committee meeting will precede the meeting of the DNA working Group. The chair will call an extraordinary Steering Committee meeting if requested by either half of the Steering Committee members or two thirds of the Working Group members. The Steering Committee Meetings will cover all aspects of the work of the ENFSI DNA WG, including the management of specific projects. Standing items on the agenda will include:
- General ENFSI DNA WG items
- Progress against objectives
- Training and education
- Communication
- Funding
- Future meetings
The Steering Committee meetings are open to the Members of the Steering Committee and advisors invited by the Chair.
Voting procedure
In all issues and discussions a consensus of opinion from the Steering Committee will be sought without a vote wherever possible.
Minutes
Discussions/agreements from each Steering Committee Meeting will be reported at the ENFSI DNA WG meeting and recorded in the minutes of the ENFSI DNA WG meeting. A copy of the ENFSI DNA WG minutes will either be posted on the ENFSI DNA WG website and/or will be distributed to each ENFSI DNA WG Member within two months of the close of the Steering Committee Meeting. A copy of the minutes shall be sent to the ENFSI Board and Expert Working Group Committee.
4. Meetings The ENFSI DNA WG will meet at least once a year with the venue changing on a rotating basis within Europe with a different laboratory acting as host. The meetings should not exceed 2 days duration (not including travel time) and shall be financed by a registration fee or by sponsorship.
At each meeting, which is co-chaired by the Chairman and the representative from the host laboratory, after the general business has been concluded the group will divide into three sub-groups namely:
A. QA, QC, Sampling kits, Training, Teaching - to address all aspects of quality
B. Philosophy, Population Databases, New technology – to address issues such as population databases, interpretation, future strategies and policy.
C. Establishing a DNA database, Legislative and laboratory Issues - to address all those issues associated with the setting up of DNA Intelligence Databases.
ENFSI DNA Working Group MEETINGS
Format of the ENFSI DNA WG Meeting
All meetings will have an open session to which commercial companies and other invited guests may attend by invitation only. The open and closed sessions should be declared in advance and identified in the agenda.
Agenda for the ENFSI DNA WG Meeting
The ENFSI DNA WG Meeting will cover matters identified by ENFSI and the ENFSI DNA WG members, such as technical issues/protocols, casework, quality assurance, proficiency testing, best practice, training and education and communication. They will monitor the activities of similar bodies, such as SWGDAM-USA and communicate significant findings to the Members. All Members, Associate Members and Guests will be notified of the place, date and time of the ENFSI DNA WG Meeting at least three months in advance of the meeting. The Chair, in consultation with the members, shall prepare the agenda for the ENFSI DNA WG Meeting following discussion at the preceding Steering Committee Meeting. Specific agenda proposals must be submitted to the Chair at least one month prior to the ENFSI DNA WG Meeting. The agenda shall be distributed to all ENFSI DNA WG Members, Associate Members and Guests no later than two weeks prior to the ENFSI DNA WG Meeting.
Voting procedure
The following decisions must be ratified by a vote at an ENFSI DNA WG Meeting:
- Proposals on the adoption of new aims and objectives.
- Changes to the organisational structure of the Working Group.
- Election of the ENFSI DNA WG Chairman.
- Acceptance of new members.
Only ENFSI DNA WG Members have voting rights (one vote per institute). A simple majority shall decide all voting. Members not attending the ENFSI DNA WG Meeting may send a written vote. Voting issues will be notified to Members together with the agenda. Postal votes must be received by the Chairman prior to the ENFSI DNA WG Meeting.
Minutes
Minutes of each ENFSI DNA WG Meeting will be taken by the secretary aided by agreed participants. The minutes will be posted on the ENFSI DNA WG (restricted) website and/or will be distributed to each ENFSI DNA WG Member within two months of the Business Meeting. A copy of the minutes shall be sent to the ENFSI Board and Expert Standing Committee for Working Groups.
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