Policy paper

Terms of reference

Updated 21 July 2021

The United Kingdom Surveillance Forum (UKSF) is the key forum for coordination and oversight of animal health surveillance activities across the Administrations of the United Kingdom (UK) [England, Wales, Scotland, and Northern Ireland]. It provides a structure and direction to develop a single view of the UK’s animal health status, the evidence to assure this and our approach to the identification of new and emerging threats. The UKSF aims to facilitate better co-ordination through cross-government working, joint initiatives and campaigns, and enable greater sharing of information and best practice.

1. Objectives

The objectives of the UKSF are to:

1. Develop a UK strategic approach, including setting priorities, for animal health surveillance^{[footnote 1]} and horizon scanning for new and emerging threats in the UK and worldwide.
2. Provide a forum for discussion and agreement on recommendations and options for delivery in accordance with the UKSF’s outcomes and priorities, recognising that delivery is devolved.
3. Identify risks to a coordinated UK approach to surveillance, and opportunities for collaboration and joint projects across Administrations.
4. Challenge collectively the current ways of working, consider the potential for future partnerships with industry, new technology and data sources.
5. Ensure external, impartial and independent expertise is integrated in discussions on animal health surveillance to promote innovation and constructive challenge.

2. Scope

Surveillance Activities

The UKSF will consider all aspects of surveillance and related activities to the extent that it aims to take a ‘bird’s eye view’ of animal health surveillance throughout the UK.

Species

The UKSF will consider all kept and wild animals (including livestock, equines, pollinators, aquatic/marine and companion animals). However, UKSF members may determine priority species which may change from time to time.

Geography

The UKSF will cover surveillance activities across the whole of the UK. It will include all activities that contribute to the UK’s animal health status, as well as those that aim to detect threats from overseas (i.e. horizon scanning and international disease monitoring). The UKSF may also periodically review the surveillance activities of any Crown Dependency or Overseas Territory (in consultation with them).

3. Membership

The membership of the UKSF will consist of the chief veterinary officer (CVO) for each UK Administration, their deputies (DCVO) and key surveillance and trade policy leads.

The UKSF members will be responsible for liaising with policy leads within their administration who are responsible for any species or threats not within their immediate policy responsibility and for representing their views at UKSF meetings.

Administrations should ensure at least one representative from their administration is present at each UKSF meeting. When a UKSF member is unable to attend a UKSF meeting a representative with an appropriate degree of delegated authority may attend in their place.

Only UKSF members or representatives with an appropriate degree of delegated authority to contribute to discussions and make recommendations in the absence of the main UKSF member are entitled to be present at its meetings and to be recognised for recommendation-making purposes.

A list of UKSF members is included in Annex A.

In addition, the UKSF extends a standing invitation to the CVOs and surveillance policy leads from the Crown Dependencies (the Bailiwick of Jersey, the Bailiwick of Guernsey and the Isle of Man) to attend UKSF meetings as observers.

Depending on the subject, external speakers and experts may be invited to participate in UKSF meetings as observers. These may include delivery bodies, stakeholders and representatives from other government departments and agencies.

The membership of the UKSF will be reviewed at least annually to ensure representation remains relevant and appropriate.

4. Outcomes

The UKSF will develop and maintain:

• a concise strategic narrative setting out the UK’s approach to monitoring and surveillance of animal health; and animal-related risks to health in wider society

• clear direction and priorities for all animal health surveillance and monitoring activities

5. Decision making

The principles of decision making in the UKSF are:

1. The UKSF is a strategic oversight group. Whilst it will agree priorities and strategic direction it does not replace existing devolved or reserved decision making bodies or structures;

2. Decisions relating to the surveillance activities in specific Administrations may be discussed but not made by the UKSF. The UKSF may make recommendations that can contribute to individual Administration’s decision making process.

3. Where agreement of priorities or activities that affect the whole of the UK are required, they will be agreed by unanimous consensus of the CVOs for each Administration and where appropriate recommendations made and escalated for discussion, and endorsement of any decisions required, at an Animal Disease Policy Group (ADPG) meeting.

When considering issues and making recommendations, consideration by the UKSF will be given to the following criteria:

1. Legal constraints;
2. Trade implications (positive and negative);
3. Sustainability of operational response (including cost); and
4. Ministerial prioritisation (for the UK as a whole plus each Administration).

6. Conduct of Meetings

The UKSF Secretariat will prepare a draft agenda, having regard to previous items raised, and in consultation with the other members of the UKSF.

Agenda items may be submitted by any member of the UKSF to the UKSF Secretariat no less than ten working days before each meeting and will be accepted at the discretion of the UKSF Secretariat.

Supporting papers for agenda items must be forwarded to the UKSF Secretariat not less than five working days before the meeting.

The meeting agenda, details of open actions and supporting papers will be forwarded by the UKSF Secretariat to each UKSF member, and to observers where relevant, not less than five working days before the meeting.

The UKSF may invite non-members to attend its meetings, as observers, as it considers necessary and as coordinated by the UKSF Secretariat.

An action and recommendation log will be kept and maintained by the UKSF Secretariat.

Draft minutes and details of open actions will be circulated by the UKSF Secretariat to UKSF members, and to observers where relevant, within 10 working days of the meeting.

7. Chair

The UK CVO will chair meetings. Any CVO or DCVO, as nominated by the UK CVO, may deputise as chair in the event of the UK CVO unavailability.

8. Frequency of meeting

The UKSF will meet at least once every two months and as required. The UKSF Secretariat will schedule any additional meetings.

Outside of scheduled meetings, by agreement issues may be considered and recommendations agreed through a written procedure.

9. Notice of Meetings

Unless otherwise agreed, notice of each meeting confirming the venue, time, and date will be agreed in advance and at a minimum at the preceding meeting, and details circulated once agreed and at a minimum with the minutes of the preceding meeting.

10. Approval, review and variation of Terms of Reference

The UKSF terms of reference will be reviewed, updated as required and approved by UKSF members at least annually.

With the exception of updates to the current office holder’s listed in Annex A which may be made by the UKSF Secretariat as required and do not require review and approval by UKSF members.

Annex A – Membership of the UK Surveillance Forum (UKSF)

UK and England (Defra)

Chief Veterinary Officer (CVO) (UK) - Christine Middlemiss

Deputy Chief Veterinary Officer (DCVO) and Policy lead UK Trade - Richard Irvine

Policy lead – Exotic Disease Control and Surveillance - Gordon Hickman

Policy lead and Secretariat - Lara Harrup

Scotland (Scottish Government)

Policy director / Chief Veterinary Officer (CVO) (Scotland) - Sheila Voas

Deputy Chief Veterinary Officer (DCVO) (Scotland) - Jesus Gallego

Policy lead - Nick Ambrose

Wales (Welsh Government)

Policy director / Chief Veterinary Officer (CVO) (Wales) - Christianne Glossop

Deputy Chief Veterinary Officer (DCVO) (Wales) and Policy Lead - Gavin Watkins

Policy lead - Gosia Siwonia

Northern Ireland (DAERA)

Chief Veterinary Officer (CVO) (Northern Ireland) Policy director - Robert Huey

Deputy Chief Veterinary Officer (DCVO) (Northern Ireland) - Perpetua McNamee

Policy lead - Jim Blee

Policy lead - Steven Lucas

Operational lead - Anastasia Georgaki

1. Surveillance is defined as “The systematic, continuous or repeated, measurement, collection, collation, analysis, interpretation and timely dissemination of animal health and welfare related data from defined populations. These data are then used to describe health hazard occurrence and to contribute to the planning, implementation, and evaluation of risk mitigation actions” (Adapted from the OIE Terrestrial Animal Health Code Glossary). ↩