Executive Committee and Supporting Roles - Responsibilities and Terms of Engagement

Introduction

1. The Academic Registrars Council (ARC) Constitution provides for the establishment of an executive committee, comprising members in various categories.

2. This document sets out the details of the role of ARC executive committee members and the deputy chairs of practitioner groups who support them and are regarded as ‘executive members in waiting’.  The role description comprises two elements: those that are generic and apply to all members, and those that are specific to individual roles.

3. The ARC Executive consists of:

  • the Chair of ARC
  • the Deputy Chair of ARC
  • the Chairs of Practitioner Groups
  • a number of co-opted roles representing areas of specific responsibility which are not associated with a practitioner group.

4. Chairs and Deputy Chairs of Practitioner Groups and co-opted members of ARC Excecutive  must be Academic Registrars / equivalent and be the first named contacts for institutions which are currently subscribing to ARC.

5. The Executive is responsible for agreeing additional co-opted roles (other than chairing practitioner groups) which are required to manage ARC business efficiently and to co-opt suitable colleagues as members of the Executive. The same expectations of attendance and participation apply (mutatis mutandis) as to chairs of practitioner groups.

6. The Executive will review the schedule of roles and periods of office of members annually to ensure that the normal durations are served as far as possible but consistent with ensuring a managed process of transition within the Executive as a whole.

Core role description

7. ARC Executive members and deputy chairs of practitioner groups are expected to fulfil the following in order to undertake their role:

[a] Act in the interests of ARC as a whole rather than as representatives of any particular constituency.
[b] Attend the annual ARC conference
[c] Attend at least two meetings of ARC Council
[d] Contribute to the work of ARC as directed by the Chair and Executive Committee.

In addition, ARC Executive members are expected to attend all meetings of the executive committee; where full attendance is not possible, attend at least two meetings per year.

8. The typical duration of membership of the executive is three years irrespective of the role undertaken. After three years the membership of an individual member of the executive committee is reviewed by Chair, Deputy Chair and Business Secretary with the final decision taken by the executive committee.  In reviewing a member’s tenure as a member of the executive committee, consideration will be given to the overall level of participation by the individual and the need to balance experience with the benefit of introducing ‘new blood’ to the executive.

9. The typical duration of the role of the deputy chair of a practitioner group is up to three years, at the end of which he/she is expected to take over as chair of the group for a further three years and become a member of the ARC Executive. Members of the Executive  will not normally return to take up a new position until at least three years have elapsed since they last served. 

Role specific responsibilities

10. In addition to the above ARC executive members are expected take responsibility for specific aspects of ARC business according to their role as follows:

[a] Chair of ARC is expected to:
• Provide leadership to ARC
• Take oversight of all ARC activities
• Chair meetings of the executive committee and ARC Council
• Be a point of authority and contact on matters relevant to academic registrars
• Be a signatory for the ARC account

[b] Deputy Chair of ARC is expected to:
• Provide support to the Chair
• Undertake the duties of the Chair in his/her absence
• Take lead responsibility for overseeing ARC’s financial position and finances in general
• Be a signatory for the ARC account
• Work with the chairs of practitioner groups to discuss the appointment of the deputy chair with a view to succession planning. 

[c] Business and Communications Secretary is expected to:
• Provide support to the Chair and Deputy Chair
• Assist with the organisation of the conference, Council and committee meetings
• Take an overview of the membership, being the point of contact for new membership applications

[d] Practitioner Group Chairs are expected to: 

• Lead their practitioner group, organising meetings and events as applicable
• Attend all meetings of the practitioner group; where full attendance is not possible, attendance at a minimum of two-thirds of meetings
• Attend ARC Conference
• Be a point of authority for their practitioner group
• Ensure that the executive committee and ARC Council are kept informed of the work of their practitioner group, as required
• Direct the duties of the secretary and deputy chair of the practitioner group
• Develop the deputy chair as a successor in order that he/she may rotate into a chair’s role in due course

[e] Co-opted members of the Executive

Co-opted members of the Executive who have an area of responsibility other than  the chairing of a practitioner group are expected to:

• Attend ARC Conference
• Be a point of authority for their area of responsibility and progress activity which will promote the area for ARC members
• Ensure that the executive committee and ARC Council are kept informed of their work, as required

[f] Deputy Practitioner Group Chairs are expected to:

• Assist the chair in the organisation of the practitioner group and its meetings/events
• Attend all meetings of the practitioner group; where full attendance is not possible, attendance at a minimum of two-thirds of meetings
• Attend ARC conference
• Deputise for the chair in his/her absence
• Prepare to rotate into a chair’s role at the appropriate point

[f] Practitioner group secretaries are expected to:
• Assist in the organisation of the practitioner group and its meetings/events
• Take an overview of the membership of their practitioner group
• Attend all meetings of the practitioner group
• If possible, attend ARC conference
 

Removal of an executive committee member

6. The ARC executive committee may decide to remove an executive committee member from their role if they fail to perform the above duties.

ARC Business Secretary
March 2015. Updated May 2017.

 






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