CRM Network HE Terms of Reference

1. Name and origins

The original name of the network is CRM Network UK. We will reflect any changes in membership with an appropriate change in name.

The network was founded in 2016 by (alphabetically by last name):
Rupert Frankum, University of Plymouth
Graham Hackney, University of Bath
Rhiannon Lassiter, Oxford Brookes University

2. Objectives

The objectives of the Network shall be:

(a) to enable communications relating to Customer Relationship Management (CRM) across, but not limited to, the Higher Education sector;
(b) to facilitate an annual conference under the above name to share knowledge and experience with opportunities for discussion;
(c) to identify network members to act as experts on CRM and related topics;
(d) to encourage supporting relationships between members and their institutions;
(e) to be a non-profit making organisation.

3. Membership

There is a single membership process which is free. To become a member people must sign up on the official form.

Membership is at an individual level, not an institutional one, and is defined by the following criteria:

  • Be a member of staff involved in CRM (marketing, admissions, technical, project management, recruitment, alumni, B2B, etc…)
  • Currently working for a Higher Education Institution in the UK* or someone who is currently on a career break from an institution with an option to return.
    (*as of 30/10/17 – we may review expanding this cohort)

Individuals will lose their membership immediately when they cease to be employed in a capacity covered by the above definition.

Note: Attendance at annual conference will be chargeable, and only open to members

4. Officers and Committee

All Committee members will be elected from across the Network with the exception of the Conference Officer. Any members wishing to stand for election will be nominated and seconded by different Network members. A maximum of one nominating member can work for the same institution as the nominee. There is no minimum.

Re-election is possible for the same position, but no member can hold a position for more than two, two year terms, be it consecutive or non-consecutive. Members can hold multiple positions spanning more than two, two year terms.

There is no minimum requirement for number of members involved in electing the officers. An election is decided by a single vote where the nominee receiving the most votes is declared the winner.

In the case of a tie for Chair, the membership will be asked to vote again and only those involved in the tie will be able to run.

In the case of a tie for all elected members not including the Chair, the Chair will hold a deliberative and a casting vote.

If no members are put forward for nomination of a position, this position will remain unfilled until such time as it can be filled and responsibilities of this role will be distributed to the other elected members.

A Committee member can resign at any time during their tenure, with the exception of the Conference Officer who can only resign if they leave their institution of employment. If this is the case the Conference Officer will find replacement resource, within their institution, to cover their role in conference organisation.

If a Committee member resigns, the Secretary (or the Vice-Chair in the case that the resignation is made by the Secretary) will convene an election where the result is announced not more than three calendar months from resignation.

(a) There shall be a Chair of the Network, who will be a member and who shall be elected by members by ballot, according to the procedure set out in the Terms of Reference.

The Chair shall hold office for two years, except where provided for in the Terms of Reference.

(b) There shall be other Positions of responsibility within the Network, who will be members and who shall be elected by ballot, according to the procedure set out in the Terms of Reference, these will be:

● Vice-Chair
● Secretary
● Communications Officer

These posts shall be held for two years, except where provided for in the Terms of Reference.

(c) There will also be an extra position which is not elected, but is allocated to a member of the host university of the annual conference

  • Conference Officer

This post shall be held for one year.

(d) The management of the Association shall be vested in a National Committee, which shall consist of:

  • Chair
  • Vice-Chair
  • Secretary
  • Communications Officer
  • Conference Officer

The Committee will have the responsibility of ensuring that the Network runs in an appropriate manner. The Committee may, from time to time, appoint additional roles to benefit the network. All those appointed will be network members.

5. The National Committee

Without in any way limiting the powers of the Committee as given by the Terms of Reference and by any decision of the Network as a whole, the Committee shall have the following powers and duties:

a) deliver a national conference for network members;
b) administer all ballots and election of posts;
c) to refuse any application for membership if it believes it is in the interests of the Association to do so;
d) strengthen the perception and the standing of the Network within both the HEI market in and wider CRM;
e) to monitor the accounts of the Association

For any decisions made by the Committee four member votes shall form a quorum. The Chair shall have a deliberative and a casting vote. The Chair can nominate the Vice-Chair to have this vote should they be absent.

The Committee shall meet (this can be electronic) at least three times per calendar year.

6. Network Bank Account

The Network shall hold a community bank account that will be used to cover operating expenses and transactions relating to the annual event.

Payment instructions shall be signed by any two signatories of the elected members of the Network committee, namely: Chair, Vice-Chair, Secretary, Communications Officer.

The Secretary shall be responsible for administration relating to the bank account, including but not exclusively:

  • Notifying the Bank, as and when necessary, with lists of all persons who are authorised to give instructions on behalf of the Network, namely elected members of the Network committee;
  • Maintaining a set of publishable accounts.

The Network accounts will be published on an annual basis.

Any surplus generated from the event shall be carried forward to the following year’s event and used to cover the Network operating expenses.

In the event that the Network dissolves, remaining members shall be invited to nominate a charity to which any surplus can be donated. Members will be asked to cast a single vote where the charity receiving the most votes will be donated the surplus. In the case of a tie, the membership will be asked to vote again and only the charities involved in the tie will be in the voting.

7. Annual General Meeting

a) In place of an annual general meeting, until such time the network deems it necessary to have one, any decision which requires a network vote will be administered individually.
b) The Committee will manage the process of deciding which recommendations go to network vote. These recommendations can come from any Network member.

8. Alterations to the Terms of Reference

Original agreement of the Terms of Reference require a simple majority. Subsequent alterations to the Terms of Reference must receive the assent of not less than two-thirds of Network members.

9. Standing Orders

As the Network develops there may be requirements to have Standing Orders included within the Terms of Reference.

10. Dissolution

If the Committee decides that it is desirable that the Network should be dissolved, it shall be put to a Network vote where a simple majority will be required.

Author: Rupert Frankum, University of Plymouth and Graham Hackney, University of Bath
Version: 2018.3
Status: To be agreed
Date: September 2018

Consultation: Network Members as of the end of August 2018