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The procedure covers preparation and distribution of the meeting agenda, including purpose, scope, workflow steps, roles and responsibilities, and required timelines before full board or special meetings. It specifies how submitted documents are collected and evaluated for agenda inclusion, how the chair approves the provisional agenda, how notices and approved agendas are communicated to members, and how attendance is confirmed to ensure quorum.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":51,"@type":70,"position":76},"https://docshare.wps.com/template/general/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/manilamed-ethics-review-committee-standard-operating-procedures-sop-no-4-conduct-of-meeting/240755/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/manilamed-ethics-review-committee-standard-operating-procedures-sop-no-4-conduct-of-meeting/240755.png","ImageObject",442,249,{"name":88,"@type":89},"Olivia Brown","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-09-26","2026-09-11",true,{"@type":98,"interactionType":99,"userInteractionCount":47},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"What does SOP No. 4 cover for the Ethics Review Committee meeting process?","Question",{"text":108,"@type":109},"It covers preparation and distribution of the meeting agenda, preparation for the meeting, conducting full board and special meetings, and preparation of meeting minutes.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"How is the meeting agenda prepared and what timeline applies?",{"text":113,"@type":109},"The staff collects relevant documents at least three weeks before the scheduled meeting, and drafts the agenda two weeks before the meeting under the Member Secretary’s supervision.",{"name":115,"@type":106,"acceptedAnswer":116},"How is quorum ensured before the meeting?",{"text":117,"@type":109},"The staff checks with ERC members about their ability to attend and confirms attendance to ensure quorum ahead of the scheduled board meeting.","https://schema.org",{"og:url":78,"og:type":120,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":122,"canonical":78},"index,follow",{"doc_id":124,"site_id":56},240755,1789165373,{"code":4,"msg":5,"data":127},{"doc_id":124,"user_id":128,"nickname":88,"user_avatar":129,"doc_module":9,"category_id":50,"category_name":51,"doc_title":59,"doc_description":61,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":47,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":45,"language":135,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":61,"update_tm":125,"read_time":139},16904993612988,"https://ap-avatar.wpscdn.com/davatar_a8503ba1806abce46bf441b54a3ca4cd","| | Doc No.\u003Cbr>MCM-ML-MMERC-01 | Prepared by:\u003Cbr>EULAINE S. ORTIZ\u003Cbr>MMERC Staff Secretary |  |\n| --- | --- | --- | --- |\n| MANUAL | Rev. No.\u003Cbr>04 |  | MARIA CLARISA L. PASCUAL, RN, MAN\u003Cbr>MMERC Member Secretary\u003Cbr>MARIA ESTHER ESTRELLADO, MD\u003Cbr>MMERC Members |\n| TITLE:\u003Cbr>MANILAMED ETHICS REVIEW COMMITTEE STANDARD OPERATING PROCEDURES | Page:\u003Cbr>127 of 184 | Reviewed by:\u003Cbr>VIRGINIA R. DE JESUS, M. D.\u003Cbr>MMERC Chair |  |\n| SECTION:\u003Cbr>SOP NO. 4\u003Cbr>CONDUCT OF MEETING | Effective Date\u003Cbr>June 30, 2024 |  | Approved by:\u003Cbr>VICENTE D. R. BERNARDO III, M. D.\u003Cbr>Medical Director |\n\n4. CONDUCT OF MEETING  \n4.1. Preparation and Distribution of Meeting Agenda 4.2. Preparation for the Meeting  \n4.3. Conduct of Full Board Meeting  \n4.4. Conduct of Special Meeting  \n4.5. Preparation of Meeting Minutes  \nNOTE: MMERC SOP is adopted from DOH, PHREB SOP 2020 and UPMREB SOP. MMERC SOP were reviewed by MMERC 2013-2024 Members. No part of this document may be reproduced in any form, without written authorization of the Management Representative.  \n\n| | Doc No.\u003Cbr>MCM-ML-MMERC-01 | Prepared by:\u003Cbr>EULAINE S. ORTIZ\u003Cbr>MMERC Staff Secretary |  |\n| --- | --- | --- | --- |\n| MANUAL | Rev. No.\u003Cbr>04 |  | MARIA CLARISA L. PASCUAL, RN, MAN\u003Cbr>MMERC Member Secretary\u003Cbr>MARIA ESTHER ESTRELLADO, MD\u003Cbr>MMERC Members |\n| TITLE:\u003Cbr>MANILAMED ETHICS REVIEW COMMITTEE STANDARD OPERATING PROCEDURES | Page:\u003Cbr>128 of 184 | Reviewed by:\u003Cbr>VIRGINIA R. DE JESUS, M. D.\u003Cbr>MMERC Chair |  |\n| SECTION:\u003Cbr>SOP NO. 4\u003Cbr>CONDUCT OF MEETING | Effective Date\u003Cbr>June 30, 2024 |  | Approved by:\u003Cbr>VICENTE D. R. BERNARDO III, M. D.\u003Cbr>Medical Director |\n\n4.1 Preparation and Distribution of Meeting Agenda  \n4.1.1 Purpose  \nTo describe the procedures for the preparation and distribution of the ERC meeting agenda  \n4.1.2 Scope  \nThis SOP provides instructions related to the preparation of the ERC meeting agenda and to inform ERC members and other interested individuals about the items for discussion during a full board meeting.  \n4.1.3 Process/Workflow  \n\n| STEP | ACTIVITY | RESPONSIBILITY | TIMELINE |\n| --- | --- | --- | --- |\n| 1 | Preparation of the Meeting Agenda | Staff & MemberSecretary | 2 weeks before the scheduled meeting |\n| 2 | Approval of the provisional agenda by the Chair | Chair | 1 day |\n| 3 | Distribution of the notice of meeting and agenda to ERC members and interested parties | Staff | 1 week before the scheduled ERC meeting |\n| 4 | Checking with members if they can attend the meeting to ensure quorum | Staff | 1 week before the scheduled ERC meeting |\n| 5 | Filing of the notice of meeting and agenda | Staff | 1 day |\n\nNOTE: MMERC SOP is adopted from DOH, PHREB SOP 2020 and UPMREB SOP. MMERC SOP were reviewed by MMERC 2013-2024 Members. No part of this document may be reproduced in any form, without written authorization of the Management Representative.  \n\n| | Doc No.\u003Cbr>MCM-ML-MMERC-01 | Prepared by:\u003Cbr>EULAINE S. ORTIZ\u003Cbr>MMERC Staff Secretary |  |\n| --- | --- | --- | --- |\n| MANUAL | Rev. No.\u003Cbr>04 |  | MARIA CLARISA L. PASCUAL, RN, MAN\u003Cbr>MMERC Member Secretary\u003Cbr>MARIA ESTHER ESTRELLADO, MD\u003Cbr>MMERC Members |\n| TITLE:\u003Cbr>MANILAMED ETHICS REVIEW COMMITTEE STANDARD OPERATING PROCEDURES | Page:\u003Cbr>129 of 184 | Reviewed by:\u003Cbr>VIRGINIA R. DE JESUS, M. D.\u003Cbr>MMERC Chair |  |\n| SECTION:\u003Cbr>SOP NO. 4\u003Cbr>CONDUCT OF MEETING | Effective Date\u003Cbr>June 30, 2024 |  | Approved by:\u003Cbr>VICENTE D. R. BERNARDO III, M. D.\u003Cbr>Medical Director |\n\n4.1.3.1 Detailed Instructions  \nStep 1. Preparation of the Meeting Agenda  \na. ) The staff collects all documents submitted to the ERC up to at least 3 weeks  \nbefore the scheduled meeting date and determines which can be included in the agenda of the meeting.  \nb. ) The staff under the supervision of the Member Secretary prepares the draft agenda two (2) weeks before the scheduled meeting, using the Meeting Agenda  \nTemplate. The agenda includes the following:  \n􀁸 Call to Order  \n􀁸 Declaration of Quorum  \n􀁸 Approval of the Provision","cbCaib1e77U2ldeu","https://ap.wps.com/l/cbCaib1e77U2ldeu","pdf",877484,"English","# 4. Conduct of Meeting\n## 4.1 Preparation and Distribution of Meeting Agenda\n## 4.2 Preparation for the Meeting\n## 4.3 Conduct of Full Board Meeting\n## 4.4 Conduct of Special Meeting\n## 4.5 Preparation of Meeting Minutes","[{\"question\":\"What does SOP No. 4 cover for the Ethics Review Committee meeting process?\",\"answer\":\"It covers preparation and distribution of the meeting agenda, preparation for the meeting, conducting full board and special meetings, and preparation of meeting minutes.\"},{\"question\":\"How is the meeting agenda prepared and what timeline applies?\",\"answer\":\"The staff collects relevant documents at least three weeks before the scheduled meeting, and drafts the agenda two weeks before the meeting under the Member Secretary’s supervision.\"},{\"question\":\"How is quorum ensured before the meeting?\",\"answer\":\"The staff checks with ERC members about their ability to attend and confirms attendance to ensure quorum ahead of the scheduled board meeting.\"}]","MANILAMED ETHICS REVIEW COMMITTEE STANDARD OPERATING PROCEDURES - SOP NO. 4 - Conduct of Meeting | PDF",7]