The ECRM meeting cycle and deadlines
The Education Committee Research Masters (ECRM) of the Erasmus MC meets every four weeks. If you wish to submit an item for consideration by the ECRM, please contact the secretariat as early as possible, but no later than four weeks before the next meeting date for items that are for consultation and eight weeks if the item is for approval (see below). The ECRM may lengthen this 8-week time period if – in order to provide appropriate advice/ approval - all of the required information has not been included in the documentation sent in the previous cycle. Please note that depending on the planned topics it may not always be possible to add your item to the first scheduled meeting.
The Higher Education and Research Act (WHW) make a distinction between items for information, the right to be consulted and the right of consent. The ECRM has different timelines depending on the request. For items that the ECRM has a right of consent, it will only be considered if it has been submitted for advice first. This means the item must be submitted at least twice for consideration. The table below provides a global outline of deadlines.
| Request type | Deadline submission item | Deadline submission documents |
|---|---|---|
| For consultation | At least four weeks prior to next meeting | No later than two weeks before the meeting where the item has been scheduled. |
| For approval (consent) | At least eight weeks before desired date for approval | No later than two weeks before the meeting where the item has been scheduled. |
| For information | No fixed deadline | No fixed deadline |
Deadline for receipt of request
The ECRM meeting cycle is necessary to enable adequate discussion and decision-making from ECRM members. There are therefore strict deadlines for submitting documents for ECRM-related advice. If requests are not submitted before the deadline, the request will be transferred to the following ECRM meeting cycle.
Submission of requests to the ECRM
The ECRM makes use of a standard cover sheet (named ‘ECRM Advice Request – Standard see attachment), which provides information regarding the person submitting the request, date of the request, the subject type, the type of decision to be made and a list of appendices supporting the request. This information will place the request in context and lead to a more professional and streamlined approach to information exchange between the ECRM and other parties. Documents submitted without the ‘ECRM Advice Request – Standard Request Form, or with incomplete information will not be considered by the ECRM. Documents can be submitted by emailing both educationcommitteeRM@erasmusmc.nl.
Revised versions of documents
If revised documents are submitted to the ECRM (for example the Teaching and Examination Regulations (TER)), then the ECRM will require at least the ‘ECRM Advice Request – Standard Request Form’ and a track-changes document with an explanation and interpretation of the changes made.
Response time ECRM
The ECRM provides a written response to all submitted requests from the faculty within 4 weeks of the first ECRM 4-weekly meeting in which the item has been discussed.
Response time Faculty
The ECRM considers it essential to maintain a dialogue with the faculty. Therefore, the ECRM requests a written response to its advice/consent within two months after sending advice.
Deviation from this procedure
In exceptional circumstances, the ECRM can decide to deviate from the procedure defined above, in which case the affected individual(s) seeking advice will be notified of this deviation. Requests from the faculty to deviate from this procedure must be substantiated and sent to the Chair of the ECRM for discussion among the ECRM members according to the existing procedure.
Summer break
In the month of June, the ECRM only deals with documents submitted for approval. The ECRM does not meet in July or August. Documents submitted for consultation in the months of June, July and August are dealt with in the first meeting cycle of the new academic year.