SROC Constitution

Name

The name of the organisation is the Student Records Officers’ Conference (SROC)

History and Context

SROC is a not-for profit organisation, and was formed in 1986, under the aegis of the then Conference of University Administrators (now AUA), and held its first meeting at the University of Exeter; it became an independent organisation in 1991, reporting to the then Committee of Vice-Chancellors and Principals (now UUK).

Since 2003 SROC has operated as one of the practitioner groups of the Academic Registrars’ Council, while retaining independent organisation and structures. The SROC Chair sits as part of the Executive Committee of the ARC.

Purpose

The purpose of SROC is to provide a forum for professionals working in the field of student data and records for

  • Promotion and sharing of best practice
  • Networking with colleagues across the sector in similar roles
  • Discussion of and contributing to national initiatives, policy and procedures within the field of student data
  • Developing and maintaining links with international colleagues and partners

SROC represents Student Records Officers, and the community of student data owners in UK Higher Education. It seeks to represent the views and best interests of this population through the consultative and advisory groups it is involved in. It does not have a fixed constituency or membership determined by subscription. All practitioners in the fields of interest and influence of SROC are welcome to attend a SROC event.

SROC is linked to the Academic Registrars’ Council (ARC). It works closely with HESA to disseminate information to, and to focus feedback from, the HE community working with the HESA student-related data streams.

It also has links with the Southern Association of College Registrars and Admissions Officers (SACRAO) in America and with the American Association of Collegiate Registrars and Admissions Officers (AACRAO).

Management of SROC

SROC is managed by its Committee.

The main aim of the Committee is to organise and run an annual conference of Student Records’ Officers from Higher Education Institutions around the United Kingdom.

It shall also have discretion to organise seminars and workshops regarding particular relevant topics on an ad hoc basis throughout the period between the annual conferences

The Committee

The Committee’s membership will be as follows:

Substantive/Standalone Roles (one person per role):

  • Chair
  • Deputy Chair (which may be incorporated with the Treasurer role)
  • Secretary
  • Treasurer
  • Corporate Liaison Officer
  • Breakout Session Co-ordinator
  • Web Master
  • Local Organiser for the forthcoming conference (tenure 1 year)
  • Local Organiser for the most recent conference (tenure 1 year)

Additional Roles

There are a number of areas where the Committee is increasing its activity and profile, which have created the need for a number of new roles in recent years. It is recognised that these roles may grow, increase in number and become standalone roles as above. These may be undertaken on an individual/shared basis, or alongside a substantive role, if necessary.

  • Social Media
  • Day session Co-ordinator
  • Liaison with partner organisations overseas

In addition, there will be co-opted members who will take responsibility for various aspects of the Committee’s work or for particular or one-off projects as necessary.

There should be representation from HEIs from all countries within the United Kingdom, and from a wide range of HEIs, both in terms of size and age.

There will normally be between 12 and 15 members of the Committee, depending on the number of co-options.

All Committee members will from time to time have the opportunity to represent SROC at meetings of policy groups, HE stakeholders, HESA and any other groups which request input.

Tenure and Eligibility

The Chair, Secretary and Treasurer will be elected from the Committee membership for a period of 3 years, and should be a suitably experienced member of the Committee. These posts are renewable.

All members of the committee are entitled to vote. For a vote to be quorate, there must be a minimum of either 50% of members voting including the Chair and Treasurer, or 5 individual members, to include the Chair or the Acting Chair. In the case of a split vote the existing Chair will hold the casting vote for the Secretary and Treasurer roles. The role of the Chair must be elected by the majority of the committee.

The Deputy Chair (or Treasurer if combined) will act up into the role of Chair if the post remains contested or if it suddenly becomes vacant.

Members relinquishing formal roles will normally remain on the committee in a supporting capacity.

Other members will remain on the committee, on a voluntary basis as long as they are willing to serve. As members leave, the vacancies will be filled from the volunteers from the pool of SROC delegates in the last 3 years, having regard to maintaining the correct breadth of representation.

Meetings

The Committee will meet a minimum of four times per year. Meetings will take place at the forthcoming conference venue.

All meetings will be fully minuted, and the confirmed minutes circulated, and published on the Committee’s shared space.

Roles of the Committee Officers:

Chair

  • Chairs committee meetings
  • Provides leadership and guidance to the committee
  • Represents SROC on external committees
  • Represents SROC on the ARC Executive
  • Responsible along with the Treasurer and Secretary for the maintenance and appropriate use of SROC funds and accounts
  • With the Treasurer and Secretary and other committee members is part of the conference committee sub group
  • Provides guidance and clarification to conference local organisers
  • Ensures the co-ordination of plenary speakers
  • Organises the committee to undertake specific tasks
  • Works with Plenary speakers in conjunction with other committee members and local organisers

Treasurer

  • Ensures maintenance and appropriate use of SROC funds and account
  • Responsible for the collection of all fees into the main bank account
  • Answers payment queries
  • Places the insurance policies to ensure cover in event of cancellation of ‘enforced numbers reduction’
  • Prepares accounts for independent verification
  • Agrees the budget and predicts costs/surplus as accurately as possible
  • Controls access to the SROC accounts and ensure all security precautions are maintained
  • Pays bills for the conference as agreed, keeping the local organiser aware of payments made
  • Pays other items of expenditure as they arise
  • Pays committee expense claims
  • Monitors and pays bursary expense claims
  • Represents SROC on external committees and deputises along with the secretary for the Chair where appropriate

Secretary

  • Responsible for setting up committee meetings including preparation of agenda, papers and accurate production of minutes.
  • Manages the archiving of all committee materials
  • Responsible along with Treasurer and Chair for the maintenance and appropriate use of the SROC funds and accounts.
  • With the Chair and Treasurer and other committee members is part of the conference committee sub group.
  • Supports committee business through administration of additional SROC work such as bursaries.
  • Ensures that the constitution is adhered to
  • Represents SROC on external committees and deputise along with the treasurer for the Chair where appropriate

Corporate Liaison Officer

  • Responsible for identifying and agreeing Exhibitors for the conference
  • Agrees Exhibitor terms with the committee
  • In conjunction with the Treasurer issues invoices to Exhibitors and liaises regarding non-payment
  • Obtains sponsorship from sponsors and liaises with the local organiser to ensure appropriate logos supplied etc
  • Determines the exhibition layout and agrees this with local organiser
  • Provides support at conference to exhibitors, working with local organiser/conference office
  • Provides web information to website organiser in sufficient time for opening of bookings

Webmaster

  • Runs SROC website
  • Takes information from local organiser and workshop organiser and publishes on the website
  • Provides on-line booking service which includes auto confirmation of booking e-mail and invoice production
  • Liaises with website developers
  • Supports local organiser and treasurer with any queries relating to use of the booking system
  • Maintains website links and content
  • Organises post-conference delegate survey and provides feedback to Committee members

Local organiser

  • Works alongside the committee to deliver the conference, with particular regard to
  • making it fit within the local environment
  • Takes the lead on delegate accommodation booking and allocation
  • Allocates delegates to break out sessions
  • Co-ordinates set up of all local facilities
  • Arranges all conference meals and events
  • Organises transport arrangements including parking
  • Co-ordinates pre conference delegate information
  • Provides delegate packs, including SROC mementos
  • Arranges signage and guides/ambassadors
  • Works within the budget agreed by the committee, liaising with the Treasurer to
  • provide regular updates on costs and ensuring agreement on any costs/variations with Treasurer
  • Provides information to the webmaster in sufficient time for the opening of bookings
  • Answers delegate queries with the support of Chair/Treasurer

Break-out session co-ordinator

  • Organises with the committee the break-out sessions for the forthcoming conference
  • Communicates and liaises with the session presenters
  • Obtains the session briefs in advance of the conference bookings opening
  • Provides information to the Webmaster in sufficient time for the opening of bookings
  • Obtains copies of the session presentation to provide to website post conference

Social Media Co-ordinator

  • Takes the lead on establishing and maintaining SROC’s profile on all relevant Social
  • Media

Day Session Co-ordinator

  • Works with the committee to deliver ad hoc day sessions for SROC delegates
  • Liaises with day session venues, suppliers
  • Arranges all logistics and in conjunction with the Treasurer, all payments

Finance

SROC is entirely not-for-profit.

All monies generated by conference fees will be used solely for the purposes of the organisation as defined in this constitution.

Accounts

A current account and an appropriate deposit account will be maintained. Signatories to the account will be

  • The Chair
  • The Treasurer
  • The Secretary

The Treasurer will be responsible to the Committee for

  • Keeping up to date and accurate accounts of all financial transactions, and making these available to the Committee at their meetings as appropriate.
  • Preparing an annual final budget statement after the close of each conference.

The accounts should be reviewed by a professional accountant annually in order to ensure that transactions are being properly recorded and maintained and that the balance of monies is accurately represented in the annual budget statement.