Document Control Sheet. BCS, The Chartered Institute for IT. BCS Health Executive. Terms of Reference

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1 Document Control Sheet BCS, The Chartered Institute for IT BCS Health Executive Terms of Reference Responsible Body Membership Board Version v3.0 Prepared by Date Approved [Membership Board] 28 February 2013 Date Issued 28 February 2013 Justin Whatling, Chair of BCS Health Executive Note: The control copy will be kept by the Registrar. Summary Of Revisions Made Version Date Created based on drafts between Matthew Swindells and Chris Mayes 1.0 May 2010 Added timetable 1.3 March 2011 Approved by Membership Board September Reference to Society amended to Institute October Chair approved by Membership Board and not Nominations Committee and ratified by Trustee Board October 2012 Section 5 updated as per approval of Health Executive paper BCSHealth January 2013 Membership Vote eligibility clarified in section January SG Chairs included as non voting members January 2013 Final changes from Chair and Secretary February 2013 Foot note 1 BCS Health defined February 2013

2 Remove named organisations from section February 2013 Health Executive version 2.8 approved by Membership Board on 28 February 2014 in supporting paper MB App1. Health Executive ToR v Item February 2013 TERMS OF REFERENCE 1. BCS Health Executive 1.1 Status The BCS Health Executive reports to the Institute's Membership Board. 2. Purpose 2.1 The principal aims of the BCS Health Executive are to: Provide support and services to the BCS Health 1 Membership Improve the use of information and technology for health and social care professionals Increase the standing and influence of informaticians within health and social care in the UK Represent the informatics profession in working with government, industry, and other bodies to improve the use of informatics Contribute to the wider operations of the BCS Contribute to raising public awareness and confidence in Health Informatics. 3. Key Responsibilities 3.1 In support of its purpose the BCS Health Executive will: Manage the operations and finance of BCS Health Executive Advise the Membership Board on the operations and finance of the BCS Health Groups Ensure that BCS Health fulfills its objectives Run an Annual Conference for BCS Health 1 BCS Health is defined as a collective of individuals who have expressed an interest in Health Informatics through selecting BCS Health via the list of Specialist Group Memberships and/or are a member of a BCS Health Specialist Group.

3 3.1.5 Ensure that the aspirations and needs of BCS Health are supported Set BCS Health Policy under the oversight of PPAB where appropriate Work to increase the membership and influence of BCS Health Ensure that the resources of BCS Health Executive are used wisely Oversee and support the work of the Vice Chairs according to the terms of reference of the individual committees Build a relationship with government and influential bodies in health to propagate a progressive approach to the use of informatics Manage and oversee relations with partner organisations Provide support from the BCS in providing representatives for organisations where the BCS is the UK Representative organisation where the primary topic of interest is around health informatics Build relationships with industry to help support a thriving health informatics industry Work with academia to support the development of leading Health Informatics thinking within the UK Build key links with other public service bodies. 4. Strategic Planning and Management 4.1 The BCS Health Executive will set, communicate, and review BCS Health's strategic direction 5. Constitution and Membership 5.1 Membership of the BCS Health Executive Voting Membership Chair Secretary Treasurer Vice Chair, Associate & Partner Organisations Vice Chair, Events Vice Chair, Publications Vice Chair, Professionalism Vice Chair, Strategy & Policy

4 Vice Chair, Members Committee Non-Voting Membership Health Specialist Group Chairs 5.2 Voting Members of the BCS Health Executive can serve up to a three year term of office, with a maximum of two consecutive terms In order to maintain continuity of the Executive the following rules apply: Wherever possible only one, and at most two, of the following Members will change in any given year: Chair, Secretary, Treasurer Wherever possible only one, and at most two, of the following Members will change in any given year: VC Strategy & Policy, VC Professionalism, VC Members Committee VC Events and VC Publications will operate shadow arrangements prior to full handover to a new Member The Chair can alter the term for interim Members replacing a resignation, in order to enable new substantive appointments to better comply with the above rules 5.4 The Chair s appointment will be recommended by a Membership Vote 2 and approved by Membership Board. 5.5 The Vice Chair Events and Vice Chair Publications will be nominated by outgoing Vice Chairs, or other Members of the Executive, and approved by the Executive. 5.6 All other Members of the BCS Health Executive will be recommended by a Membership Vote and approved by the BCS Health Executive. 2 BCS Professional Members who are part of BCS (as described in footnote 1) are eligible to take part in a membership vote.

5 5.7 In the event of a resignation, the Chair will appoint a suitable replacement to complete the Term of Office. If this is less than 6 months before elections are due to be held, then this will not be counted as a Term of Office. 5.8 The quorum shall be one quarter of the total membership of the Executive, rounded up to the nearest whole number. 5.9 The Executive may co-opt other, non-voting, members as they see fit All Members must commit reasonable time and effort to the work of the BCS Health Executive and make reasonable efforts to attend Meetings. When intending to be unavoidably absent, each Member may appoint a deputy, or may nominate another Member of the Executive (a Proxy) to attend Executive Meetings with full decision making authority in their absence. If a member fails to attend three consecutive Meetings, the Board/Committee may terminate his or her membership of the Board/Committee, unless the non attendance was owing to illness or other reasonable cause In the event of a tied vote, the Chair shall have an additional casting vote. 6. Committees, Expert Panels and Working Groups that report to the BCS Health Executive. 6.1 Committees may be created by the Chair, Treasurer, Secretary, or Vice Chairs, with the agreement of the Executive. These will either be Standing Committees whose membership is predominately comprised of BCS Members or Working Groups formed for a discrete purpose. 7. Approval and Review 7.1 These Terms of Reference shall be approved by the Membership Board. The Executive will review them on an annual basis, usually at the Executive Meeting immediately preceding the AGM, for approval by the Membership Board after the AGM. END

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