Orientation for ISPE
China Volunteers
Orientation
Contents
 Society Basics: Who We Are and What We Do
 Volunteers & Staff
 Volunteers and Staff Project Managers roles
 Three Primary Responsibilities of SPMs Project Managers
 Relationship between chairs and SPMs
 Recruiting Volunteers
 Channels
 Procedure
 Expectation
 Benefits
 Dismissal
 Volunteer committee member
 Committee activities
 Responsibilities
 Code of Conduct
 Others: orientation, succession planning
 ISPE China Staff Team
Society Basics:
Getting to Know ISPE
• Founded in 1980
• Not-for-profit, non-lobbying global
professional society
• 22,000 individual Members from more
than 90 countries
• Technical Professionals in
Manufacturing and Drug Development
Sectors of Pharmaceutical Industry
• Provides technological knowledge,
education, and guidance documents
• Provides forums for exchange among
industry, suppliers, academia, and
regulators
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Who Are ISPE’s
Members?
Global pharmaceutical professionals
who work in every aspect of the
pharmaceutical industry
How Does ISPE Assist
its Members?
ISPE provides:
• Access to regulatory and industry news, information and resources
• Practical application education and training
• Skills and knowledge for the future
• Global and local networking opportunities
Society Basics:
ISPE’s Role
• Connecting People
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Chapters, Affiliates, COPs, Conferences,
Training, ISPEAK, Newsletters
• Collecting, creating, and communicating knowledge
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Baseline Guides, Good Practice Guides,
Pharmaceutical Engineering Magazine,
Webinars, etc.
• Building a better world
 ILF, Partnerships with groups such as ICH,
PIC/S, Student Chapters
Society Basics:
ISPE Staff and
Volunteers
• Staff
50+ full time staff North America
5 China
• Volunteers
2000+
Society Basics:
What ISPE Volunteers can do
• Speakers
• Pharmaceutical Engineering Authors and Reviewers
• Technical Document Translation Reviewers
• Committees, Councils, and Task Teams
• Communities of Practice
• Affiliate/Chapter Activities
• Ad Hoc Volunteer Opportunities
• Technical Articles Contribution
Society Basics:
ISPE China Structure
ISPE China Organizational Chart
Volunteers and
ISPE Staff Roles
VOLUNTEERS are
responsible for “who”
and “what” aspects of
Society programs.
ISPE Staff Project
Managers are responsible
for “where,” “when,” and
“how”
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Volunteers are the strategic leaders of the Society
SPMs are the operational leaders of the Society
Three Primary
Responsibilities of
Staff Project Managers
Administration
Strategic Support
Coordination of an annual
schedule of face-to-face meeting
sessions and teleconferences
Ensures that committee has
annual business goals in place
Assisting with the compilation
and distribution of agendas,
meeting minutes, and ancillary
meeting documents
Communicates with committee
leaders of any difficulties to
accomplish annual goals
Committee registrations
Alerts committee members
about other ISPE collaborative
opportunities
Monitoring changes to committee
members contact information
Tracking of action items and due
dates
Ensures committee projects are
aligned with ISPE’s mission and
vision
Process Improvement
Support
Continuously analyze existing
operating procedures to
recommend and implement
more effective processes
Assists committee leaders to
recruit, retain, and evaluate
committee members’
contributions and effectiveness
Relationship
between Chairs
and ISPE SPMs
• Identify Annual Projects
• Develop Teams for the completion of the
Annual Project
• Supervise and evaluate projects
• Identify crossover projects with other
committees
• Develop meeting agendas
• Facilitate Committee Meetings and
Teleconferences
Strategic
(Chair)
• Document and track Annual Projects
• Coordinate all annual projects to the
Committees
• Generate evaluated reports on a project
• Coordinate and schedule training session
for new Committee members
• Provide update on ISPE activities and other
committee projects
• Schedule Committee meetings, distribute
agenda and minutes
Tactical (SPMs)
Recruiting Volunteers:
Channels
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Volunteer profiles received daily from Web site (see next page)
Referrals/recommendations from existing Volunteers
Customize messages to different Volunteer groups (young
professionals, Retirees, and those with extensive experience)
Recruiting Volunteers:
Procedure
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SPMs complete volunteer position description and submit it to volunteer services
Volunteer Service works with website staff to post the position description to website and reviews
submitted profiles
Volunteer Service verifies membership status and sends potential matches to SPMs for review
SPMs forward and consult with Chairs to determine if there is a potential match for prospective
volunteer
If a volunteer match is made, SPMs notify volunteer service and volunteer service to responds to
potential volunteer
Once prospective volunteer confirms interest, volunteer service sends welcome letter,
confidentiality agreement, general information on ISPE volunteer, etc.
SPMs coordinate with volunteer services to provide orientation and training to new volunteers
SPMs contact new volunteer to invite to the committee/task team meeting or teleconference
If a match is not made, SPMs notify volunteer services so volunteer services can look for other
opportunities relevant to interests and areas of expertise
Alternatively, SPMs contact volunteer services if they are in need of ad hoc volunteers
If an open position has not been filled 3months after the Call for Volunteers a specific message will
be sent out seeking Volunteers for unfilled open position
Recruiting Volunteers:
Expectations
Volunteer Expectations:
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Actively participate in meetings
Read materials and come prepared to each meeting
Listen to people and ideas
Become knowledgeable of the Society’s policies and procedures
Complete assignment on time
Respond to communications in a timely manner
Develop a good relationship with staff
Respect confidentiality
Fully support all decisions of the Board and Committee
Always act in the best interest of ISPE
Recruiting Volunteers:
Benefits
To become ISPE volunteer, you are eligible to take
advantage on:
 Communication and networking with industrial people
 To get to know ISPE cutting-edge knowledge by means of helping ISPE to translate
and review technical publication
 To get circulated by ISPE website, e-Newsletter, Weibo, etc.
 To take part in forum as well as other event with ISPE identity
 Management skills
 Member of year
Recruiting Volunteers:
Dismissal of a Volunteer
•
Volunteers who do not adhere to the rules and procedures of the organization
or who fail to satisfactorily perform their volunteer assignment are subject to
dismissal.
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No Volunteer will be terminated until the Volunteer has had an opportunity to
discuss the reasons for possible dismissal with [leaders].
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Possible grounds for dismissal may include, but are not limited to, the
following:
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gross misconduct or insubordination, being under the influence of alcohol or drugs
during non-social events
theft of property or misuse of organizational equipment or materials
abuse or mistreatment of other Volunteers or staff
failure to abide by organizational policies and procedures
failure to meet physical or mental standards of performance
failure to satisfactorily perform assigned duties
Volunteer Committee Member:
Committee Activities
Face-to-Face Meetings – takes place at ISPE
China annual conference
ISPE developed other alternatives to hold
committee meetings with minimum travel
requirement.
Teleconference/Virtual Meetings – schedule for
this meeting is determined by committee
members
Committee Initiatives
Volunteer Committee Member:
Responsibilities
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Help identify work streams and work products that will be of benefit to ISPE and
to the industry in general
Facilitate committees, interaction with fellow volunteers, identify and select
resources, assign tasks, and manage individuals and their contributions to
advance the objectives of the Society as outlined in the Strategic Plan and the
Business Plan
Evaluate Committee performance and take corrective actions
Prepare for and actively participate in committee meetings and the completion of
your Volunteer assignment
Read materials and come prepared to each meeting
Become knowledgeable about the Society’s policies and procedures by
participating in Volunteer orientation
Complete assignments on time and notify ISPE staff members when delays are
inevitable
Respond to written and verbal communication in a timely manner
Volunteer Committee Member:
Code of Conduct
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Serve as positive representative of ISPE and your committee by conducting yourself
in an informed, appropriate, and professional manner
Acknowledge and respect other Volunteers and ISPE Staff members’ contributions,
talents, efforts, and dignity
Commit to developing a strong working relationship with your ISPE staff project
manager (or any staff members you interact with) and treat with dignity and respect
Be courteous and respectful of the opinions of others
Participate in open and honest communications and discussions in a responsible and
respectful way
Present suggestions, ideas, opinions, and disagreement in a positive and productive
manner
Treat as strictly confidential all personal discussions with ISPE staff and other
Volunteers, all written correspondence and documents (including emails, business
plans, meeting minutes, etc.) and all discussions taking place in committee meetings
and conference calls
Be willing and able to put ISPE first and commit to not engaging in inappropriate
commercialism or self-promotion
Volunteer Committee Member:
Orientation
• SPMs are responsible for volunteer orientation
• Provides general information about ISPE, the roles and
responsibilities of being an ISPE Volunteer, and information
about the specific Volunteer position
• Customized orientation materials available for different
Volunteer groups (Chairs/Co-Chairs, objectives, business plan,
etc.)
Volunteer Committee Member:
Succession Planning
• SPMs participate in annual committee evaluation with the Board.
• SPMs communicate with Chairs/Co-Chairs about:
• Chairs/Co-Chairs for upcoming year
• Potential candidates for future Chair/Co-Chair positions
• Composition of the committee (number of active
members, areas of industry represented, geographic
balance, recruiting new committee members)
• SPMs work with Volunteer Services to recruit new committee
members
ISPE China Office Staff
Jackie Liu --- ISPE China Affiliate Relations Manager
Staff Project Manager to Board of Directors/Executive Council/Conference
committee
Email: jliu@ispe.org
Tel: 021-23123513
Melody Hu --- ISPE China Event Executive
Training Committee/Chemical Drug Product and Process Committee/Clinical Supply
Committee
Email: chinaevent@ispe.org
Tel: 021-21323641
Helen Jiang --- ISPE China Membership Service Executive
Student & Young Professionals Committee/Regulatory and Compliance
Committee/Membership Development Committee/ Manufacturing & Engineering
Committee
ISPE Membership Applications, Guidance book purchasing & other inquiries
Email: hjiang@ispe.org
Tel: 021-23123640
ISPE China Office Staff
Other Supporting Staff:
Vivi Gu --- ISPE China Marketing&Communication Coordinator
Biological Drug Product and Process Committee
Email: china@ispe.org
Tel: 021-23123517
Amanda Yang --- ISPE China Sales Executive
Email: china@ispe.org
Tel: 021-23123518
Thanks for Your
Support of ISPE
Please contact china@ispe.org should you have any questions.