Doc A – ACG Terms of Reference and Constitution – 18 March 2013
THE CONSTITUTION AND TERMS OF REFERENCE OF THE ALUMNI
CONSULTATIVE GROUP (ACG)
1. Background to the ACG
The ACG (formerly the Alumni Development Group - ADG) was established in
1993 at the same time as the Alumni Association. The purpose of the ACG is
to provide an external sounding board and advisory perspective on alumni
relations to the University principally through liaison with the Development and
Alumni Relations Office (DARO).
The ACG provides an important link between alumni and the statutory body of
Convocation. See Appendix A - operating context.
2. Mission Statement
The ACG aims to represent the interests of all Newcastle University alumni.
As alumni ambassadors, the members aim to act in an alumni liaison capacity
and provide valuable input on issues of strategic importance to the University.
The members also support DARO in ensuring key messages are
communicated outwards. The work of the group should strengthen the work of
DARO in support of the University’s engagement in the economic, social and
cultural development of the North East, and its strategic positioning as a civic
university, nationally and internationally.
3. Terms of Reference
The ACG comprises University alumni elected by their peers to:
3.1 Represent the interests of the alumni of the University.
3.2 Provide critical input into DARO’s Operational Plan for the further
development of alumni relations and engagement.
3.3 Support DARO in carrying out its operational responsibilities for
engagement with alumni regionally, nationally and internationally.
3.4 Provide a broad spectrum of views and feedback representing the diverse
interests and constituencies of alumni.
3.5 Raise the profile of the University amongst alumni through awareness
raising and advocacy, acting as ambassadors and developing relationships
through engagement with alumni.
3.6 Where appropriate, support the alumni relations work of the Students’
Union, and University bodies such as faculties and other societies.
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Doc A – ACG Terms of Reference and Constitution – 18 March 2013
4. Membership of the ACG
4.1 Elected Members:
Ten members elected by and from the alumni of the University.
4.2 Ex-officio members:
4.2.1 The Vice-Chancellor
4.2.2 The Deputy Vice-Chancellor or a Pro-Vice-Chancellor
4.2.3 The Registrar
4.2.4 The Academic Registrar
4.2.5 The Director of Development and Alumni Relations
4.2.6 The President of the Students’ Union
4.2.7 The Chair of Convocation
4.3 Secretary: The Alumni Relations Manager
4.4 The elected membership of the ACG constitutes those members with
voting rights.
4.5 The ex-officio members will be appointed to the ACG by virtue of their
professional role within the University. They will not be eligible to serve as
Chair or Deputy Chair of the ACG and do not have voting rights.
4.6 The Students’ Union member will be the President of the Students’ Union
or his/her nominee from amongst the full-time sabbatical officers. He/she will
not be eligible to serve as Chair or Deputy Chair of the ACG and will not have
voting rights.
4.7 The Alumni Relations Manager, acting as Secretary, will not be a full
member of the Group and will not have voting rights, although they will be
expected to attend meetings.
4.8 The number of elected alumni members of the ACG will always
outnumber the number of University staff members.
5. The election of the alumni members of the ACG
5.1 The ten elected members shall serve for a period of five years from the
date of the annual meeting of Convocation immediately following their
election, terminating on the date of the annual meeting of Convocation five
years later.
5.2 The elections for the ten candidates will be conducted electronically,
although paper froms will be made available on request. The electorate will be
all members of the alumni. Each elector will have a number of votes equal to
the number of vacancies (ten). An elector can only use one vote for a
candidate and may vote for up ten candidates. All votes will be equally
weighted and the candidates with the most votes will be declared elected at
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Convocation. The Registrar shall act as returning officer in supervising and
validating the administration and integrity of all the election process.
5.3 It is anticipated that a call for candidate nominations will be carried in the
monthly edition of AlumNews, via letter to the Chair of each alumni branch,
together with other communications media that seem appropriate.
5.4 Candidate information will be carried in the electronic newsletter
AlumNews prior to the date of the specified meeting of Convocation, together
with other communications media that seem appropriate.
5.5 Election results will be announced at and ratified by the annual meeting of
Convocation following the election.
5.6 In the event of a vacancy occurring in the elected membership, the ACG
shall appoint a member to fill the vacancy for the remaining term of office.
That member will be the person who received the highest number of votes of
the non-elected candidates and who is still willing to serve.
5.7 Retention of Experience: Any retiring elected member shall be eligible to
stand for re-election to serve for a further five years. There shall be no limit to
the number of periods of office held unless for the positions of Chair or deputy
Chair, for which other rules apply (see 6.5)
6. Election of Chair and Deputy Chair
6.1 Two of the ten elected alumni members will serve as Chair and Deputy
Chair of the ACG at any given time.
6.2 Nominations to serve as the Chair and Deputy Chair of the ACG will be
called for from the ten elected alumni representatives and the ACG shall
appoint its own Chair and Deputy Chair
6.3 Those standing for election should consider whether they would wish to
stand for the Chair or Deputy Chair positions.
6.4 The Chair and Deputy Chair shall serve for five years from the date of
their election to ACG terminating on the date of the annual meeting of
Convocation five years later.
6.5 The Chair and Deputy Chair shall serve in the same office for no more
than five consecutive years. A five year period shall elapse before either the
Chair or Deputy Chair shall be eligible to be appointed to the same office or
before the Chair may be appointed to the position of Deputy Chair. On
completing a term of office the Deputy Chair may seek appointment to Chair if
re-elected as a member of the ACG.
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7. Procedure
7.1 The Chair may on occasion invite others to attend meetings as expert
contributors or observers.
7.2 ACG meetings shall be held four times a year and members are required
to make every effort to attend. Substitutes are not allowed.
7.3 Papers for meetings shall be circulated 5 working days beforehand.
7.4 A quorum shall comprise no fewer than 5 elected members.
7.5 Where necessary elected members should declare any interests at the
start of meetings.
7.6 Decisions will be made on the basis of a majority vote amongst the
elected members present.
7.7 The ACG shall receive technical and administrative support from DARO
staff.
7.8 The Chair may establish task and finish groups for specific pieces of work
as required.
7.9 DARO will reimburse reasonable travel expenses for elected members
travelling to and from the four meetings within the United Kingdom.
International members will be expected to participate in the meetings via web
or telephone.
ACG
18th March 2013
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