Background
The procedures outlined below reflect recent clarifications of the statutory provisions for the appointment of Members of the Corporation and aim to ensure openness, whilst retaining necessary flexibility.

1) Members (general category)
Note: The Corporation has the final decision on the appointment of Members in this category, provided that they are eligible within the terms of the Instrument of Government.

Procedure
a) The Search Committee will determine what professional skills, personal qualities or other requirements are sought in the appointment. In doing so, the Committee will aim to ensure that a broad range of relevant skills, knowledge and experience is represented on the Board. It will bear in mind the need to maintain contacts with the local business community and a membership that is balanced in terms of gender, age and ethnicity.

b) The Committee will decide the means by which appropriate candidates will be identified, such as an approach to local employers or other organisations. The Committee may wish to consider whether advertising is appropriate and if so, the medium to be used.

c) When candidates have been identified, the Clerk will provide them with basic information about the college and an outline of the duties and responsibilities of Board Members (Appendix B). The Clerk will also confirm their eligibility for appointment under the provisions of the Instrument of Government.

d) The Clerk will obtain curriculum vitae or other relevant information from the candidate(s), which will be used to draw up a shortlist, if necessary. Short-listing will be undertaken, either by the Committee, or by a panel comprising the Chair of the Search Committee, Principal and at least one other Search Committee Member.

e) Candidate(s) will have the opportunity to visit the college, to meet the Principal and Clerk. The Chair of the Search Committee and either the Chair or Vice-Chair of the Board will undertake interviews. Alternatively, the candidate may be interviewed by the Search Committee, if this is practicable.

f) The Search Committee will consider the candidates’ curriculum vitae and the reports from the interview panel before making a selection (if necessary) and a recommendation to the Board.

2) For Elected Staff Members
Note: A recommendation from the Search Committee is not required before the Board appoints elected Staff Members. The Board may reject candidates for Staff Membership only in the following limited circumstances:-

• if they are ineligible for office on any of the grounds specified in paragraph 8 of the Instrument of Government
• if they have been removed from office as a Member of a Further Education [A course at Entry level, Level 1, Level 2 or Level 3. Includes pre-university and vocational qualifications, full-time and part-time for all ages.] Corporation in the previous ten years
• if their appointment would contravene rules made by the Corporation on the number of consecutive terms which any Member can serve.

a) Shortly before the expiry of the term of office of an elected staff Member, the vacancy will be advertised in the College and nominations invited from the full-time [Full-time courses consist of 12-16 hours study per week. International students on full-time courses must study a minimum of 15 hours per week.] and part-time staff employed by the College in the relevant categories (business support or teaching staff).

b) The advertisement will give details of nomination requirements, the closing date for nominations, the date of the election, and contact details for the Clerk, who will provide any information requested by potential nominees. The advertisement should appear at least eight working days in advance of the closing date for nominations and any election will be held at least eight working days after the closing date.

c) Nominations must be made, in writing and supported by the signatures of ten full-time [Full-time courses consist of 12-16 hours study per week. International students on full-time courses must study a minimum of 15 hours per week.] or part-time staff of the relevant category, to the Clerk. If only one nomination is received, that nominee will be deemed elected. If two or more nominations are received, staff will be notified of the names of the nominees, together with the arrangements for the election. The result will be published in the staff bulletin.

d) Subject to eligibility, the elected candidate will be appointed at the next available Board meeting.

3) For Elected Student Members
Note: A recommendation from the Search Committee is not required before the Board appoints Student Members. However, Student Members must, at the time of election, be enrolled as full-time [Full-time courses consist of 12-16 hours study per week. International students on full-time courses must study a minimum of 15 hours per week.] or part-time students at the College, and must comply with all other eligibility criteria specified in the Note to Section 2 above.

a) Subject to eligibility requirements, arrangements for the nomination and election of Student Members will be managed by the Student Union, with the advice and guidance of the Clerk and of the College’s Student Support staff. The arrangements must ensure that:-

• all full-time [Full-time courses consist of 12-16 hours study per week. International students on full-time courses must study a minimum of 15 hours per week.] and part-time students are entitled, and have a reasonable opportunity, to vote
• advertising for nominations, and the publication of election arrangements, ensure that all students have reasonable access to the information.

4) Formal Appointment Process
Note on terms of office
It is for the Board to determine the duration of Members’ appointment, subject to a maximum term of four years. The standard period of appointment applied by the West Thames’ Board has been four years, for all except the Student Member. It may, in future, wish to consider the length of each appointment on its merits. For example, a first appointment might be for a “probationary” period of less than four years, or appointments of local authority nominees might reflect the timing of local elections.

a) When the Board has approved the appointment, the Chair or the Clerk will write formally to the new Member, confirming the appointment and specifying:

• the category of membership
• the start of the term of office
• the length of the appointment
• the circumstances disqualifying a person from membership

b) Members will be provided with the following documents:-

• a pro forma statement for signature, accepting the appointment, and agreeing to comply with the requirements of the Instrument and Articles of Government and the Code of Conduct.
• a Register of Interests pro forma for completion and return
• the instrument and articles of government
• the standing orders
• the code of conduct
• details of committee structure and memberships
• any current training materials and governance reference manuals.