10 All proposals for designations and redesignations of WHO collaborating centres (WHO CCs) are processed through the eCC electronic system, available to all WHO staff members in headquarters and regional offices.
Language of the proposals
20 Institutions may provide the required information for designation or redesignation and the relevant documentation in any of the official languages of the World Health Assembly (Arabic, Chinese, English, French, Russian or Spanish). However, before initiating the relevant procedures the responsible officer must provide a translation of the required documents into English for ease of processing by the officers and units involved. It is the English version that will be used for the procedures for designation and redesignation in eCC. If large amounts of information are received, the responsible officer is advised to contact the Global Focal Point for WHO CCs to decide which parts require translation.
Procedure for designation
30 Before initiating any procedure for designation or redesignation of a WHO CC, the responsible officer must ensure that the proposed institution is eligible for designation and that the criteria for designation are met (see section XV.5.2. paragraphs 20-50 and 90-110).
40 WHO CCs should be proposed for designation only if they meet a WHO programme need and contribute to WHO's strategic objectives. The responsible officer and director should clearly state in the proposal initiation form in eCC the links between the proposed institution and the strategic objectives of their programme. The expected contributions, and their importance to WHO, should also be explained. Furthermore, the responsible officer should provide a justification for proposing that an institution should become a WHO CC as opposed to another type of collaboration.
50 The responsible officer must make clear to the proposed institution that the submission of any proposal for designation does not imply that the proposal will be approved. Moreover, the responsible officer must explain that the procedure for designation depends on several steps of review including, among others, consultation with the national authorities concerned and approval by the Director-General.
60 The procedure for designation has to be initiated by the responsible officer using the eCC system available at https://who.lightning.force.com/lightning/page/home.
70 Irrespective of the origin of the proposal, all the concerned programme staff in WHO headquarters and the regional office concerned participate in assessing the capacity of the institution to carry out the functions required and its general suitability for designation. It is a good practice to discuss proposals with the technical counterpart before any formal initiation of the procedure in eCC is made.
80 The procedure for designation involves the following steps.
- The programme officer responsible for the programme in headquarters or the regional office (hereafter "responsible officer") initiates the procedure by completing a proposal initiation form.
- The proposal initiation form is cleared by the appropriate focal point for WHO CCs.
- The responsible officer and proposed institution complete the designation form.
- The responsible officer reviews the completed proposal before submitting it.
- The proposal is submitted to the Global Focal Point for WHO CCs (proposals originated in regional offices are first reviewed by the regional WHO CC focal point) for review.
- If cleared by the WHO CCs focal points, the proposal is reviewed by by the concerned FENSA Focal Point.
- Once reviewed by by the concerned FENSA Focal Point, the proposal is reviewed by the technical counterpart
- If the proposal is endorsed by the technical counterpart, the proposal is reviewed by the director of the responsible officer.
- If the proposal is endorsed by the director of the responsible officer, it is then submitted to the concerned assistant director-general or director of programme management responsible for the division or region where the proposals originated, as appropriate. If satisfied with all aspects of the proposal including the fulfillment of the criteria for redesignation, terms of reference and activities, the concerned assistant director-general or director of programme management will clear the proposal. To do their assessment, the concerned assistant director-general or director of programme management may decide to convene an internal committee prior to taking action.
- If endorsed by the concerned assistant director-general or director of programme management, the proposal is submitted to the Director-General's Office (DGO) for review.
- If endorsed by DGO, the proposal receives the provisional approval by of the Director-General and is sent to the concerned regional director to consult the national authorities of the country where the proposed WHO CC is located.
- If endorsed by the relevant national authorities, or the deadline indicated in the letter of consultation is reached without a response from the national authorities, the proposal is considered approved.
- The institution and the national authorities are notified of the decision by the regional director concerned.
90 For further detail about this procedure and the required formalities, please refer to the Intranet page of the WHO CCs or contact the concerned focal point for WHO CCs. Regional offices must use the model letters available on the Intranet page of the WHO CCs for the notifications.
Procedure for redesignation
100 Any procedure for redesignation must be initiated using the eCC system available at https://who.lightning.force.com/lightning/page/home .
110 The responsible officer is required to keep track of the expiry date of the WHO CC under his or her responsibility and take appropriate action in a timely manner. Bearing in mind section XV.5.5 paragraph 10, responsible officers should initiate any proposal for redesignation of a WHO CC between six and nine months prior to the expiry date. Reviewers should be allowed sufficient time to review proposals and provide feedback. Responsible officers are therefore encouraged to actively monitor its progress to ensure it is finalized on time.
115 A proposal for redesignation cannot be initiated less than one month prior to the expiry date of the WHO CC. Instead, if the conditions for designation are met, a new procedure of designation may be initiated.
120 WHO CCs should only be redesignated if they continue to meet a WHO programme need and contribute to WHO's strategic objectives. The responsible officer and his or her director should clearly state in the redesignation initiation in eCC what the links are between the proposed institution and the strategic objectives of their programme. The contribution of the proposed institutions, and their importance, to WHO should also be explained.
130 The responsible officer must make clear to the WHO CC that the submission of a proposal for redesignation does not imply that the proposal will be approved. Moreover, the responsible officer must explain that the procedure for redesignation depends on several steps of review, and it is ultimately a decision of the Director-General.
140 The procedure of redesignation involves the following steps:
- If the collaboration during the previous four years was successful and if warranted by WHO programme requirements, the programme concerned in headquarters or a regional office may initiate the procedure on the basis of a proposed plan of joint activities for the proposed renewal period.
- The responsible officer initiates the procedure by completing a proposal initiation form.
- The proposal initiation form is cleared by the appropriate focal point for WHO CCs.
- The responsible officer and proposed institution complete the redesignation form.
- The responsible officer reviews the completed proposal before submitting it.
- The proposal is submitted to the Global Focal Point for WHO CCs (proposals originated in regional offices are first reviewed by the regional WHO CC focal point) for review.
- If cleared by the WHO CCs focal points, the proposal is reviewed by the concerned FENSA Focal Point.
- Once reviewed by the concerned FENSA Focal Point, the proposal is reviewed by the technical counterpart.
- If the proposal is endorsed by the technical counterpart, the proposal is reviewed by the director of the responsible officer.
- If the proposal is endorsed by the director of the responsible officer, it is then submitted to the concerned assistant director-general or director of programme management responsible for the division or region where the proposals originated, as appropriate. If satisfied with all aspects of the proposal including the fulfillment of the criteria for redesignation, terms of reference and activities, the concerned assistant director-general or director of programme management will clear the proposal. To do their assessment, the concerned assistant director-general or director of programme management may decide to convene an internal committee prior to taking action.
- If endorsed by the concerned assistant director-general or director of programme management, the proposal is submitted to the relevant regional director for consideration and decision.
- If approved by the relevant regional director, the institution and the national authorities are notified of the decision by the regional director.
150 It is not necessary to make a new consultation with the national authorities on the occasion of the redesignation of an existing WHO CC. The relevant national authorities and the concerned head of WHO office should be informed of the redesignation.
160 For further detail about this process and the required formalities, please refer to the Intranet page of the WHO CCs or contact the focal point. Regional offices must use the model letters available on the Intranet page of the WHO CCs for the notifications.
