Policy – Appointment to Committees

Purpose

ACIPC ensures that a standard approach is adopted for the appointment of ACIPC membership (general members and executive representatives) to all committees. The arrangements have been developed to attract the best available ACIPC member for committee positions.

Background

ACIPC has been established as a company that functions using a combination of remunerated positions (contractors, and some designated committee positions) as well as a voluntary service capacity.

Scope

This policy is limited to appointments to internal and external committees made within the scope and activity of ACIPC related functions.

The exceptions are:
This policy does not apply to membership of committees (personal or business) that are held independently of ACIPC operations. In this case; ACIPC members do have a personal responsibility to consider and manage the potential for conflicts of interest.

Objectives

This policy will provide a framework of advice for the:

  • Appointment of ACIPC members to represent ACIPC on committees
  • Conduct of membership when representing ACIPC

The provision of specific procedures and expectations in relation to:

  • ACIPC Member, and ACIPC Executive responsibility
  • Reporting back to ACIPC

Definitions

Appointee: The individual appointed either:

to a position on an internal college organisational committee;
OR
appointed to represent The College on an external committee.

College or The College: Australasian College for Infection Prevention and Control (ACIPC).

Committees: Includes all groups where the function of a committee is undertaken. This is where a body of persons are delegated to consider, investigate, take action on, or report on some matter. The term may include, but is not limited to working parties, focus and action groups. Committee is used generically in this document to include all internal and external committees, forums and partnerships.

EC: Executive Council.

Executive Management Team (EMT): President, Past President and President Elect (supported by operations manager and secretariat)

External organizations: Includes all groups and organisation arising or located outside of the College. This may include, but is not limited to: local, state, national, and statutory groups.

Selection Panel: Panel appointed by the EMT to review the applicants using the selection criteria. The selection panel is responsible for recommending suitably
qualified applicant/s to the EC for consideration.

Legal and Policy Framework

Not applicable.

Policy Statement

ACIPC is committed to ensuring that fair and effective procedures and processes are implemented when appointing representatives to committees. A standard approach shall be used when appointing representatives:

  • to internal ACIPC committees; and
  • to represent the College on external industry committees.

The processes in this document have been developed to attract the best available representatives to committee positions.

Representatives on committees may be required to sign a confidentiality or code of conduct clause in their letter of appointment to committees. This will be at the discretion of individual committees.

Internal ACIPC Committees:
The EC will authorise appointments to internal committees. Appointments to internal committees will be made with reference to the Terms of Reference for the Committee.

External Organisations, Committees and Partnerships:

Background: ACIPC is regularly invited to appoint representatives to external groups. All requests for ACIPC representation on external committees shall be made in writing to the ACIPC President. The requests generally received via (but are not limited to) invitation from a statutory body, invitation from professional contacts, or ACIPC involvement with related organisations.

ACIPC may ask the requesting organisation for additional information including (but not
limited to):

  • Expectations of the external organisation regarding the role of the College; and the college representative.
  • Committee Terms of Reference or scope.
  • Any allowances (or costs) associated with attending meetings (e.g. travel and accommodation).
  • Terms of appointment.
  • Anticipated time period of the involvement (include commencement and time commitment required).
  • Confidentiality or conflict of interest clauses.

Nomination for External Committees: The EC will nominate and authorise members to represent the College on external committees on a case by case basis. Noting that the external organization may retain final decision to accept; or decline the nominated person.

The EC will:

  • Monitor the performance of the representative during the period of representation on the external committee.
  • Include a report from the external committee as a Standing Agenda item at EC meetings. The appointee to external committees is required to provide a report using the reporting template (on the College website) to the EC within 10 business days of the committee meeting being held.
  • Remuneration: the terms of appointment will identify terms for remuneration (if applicable); and identify claimable expenses (if applicable).

Recruitment and Selection Procedure

Responsibility for the recruitment and selection may be devolved by the EC to the EMT, a subcommittee, or a selection panel. At conclusion of the selection process the EMT, subcommittee, or selection panel will recommend the suitable applicant/s to the EC for appointment.

Advertising positions: Where possible (noting requests for external committees occasionally have very limited time lines) the college will advertise opportunities to members via Infexion Connexion, e-bulletin, the college website.

Pre – Appointment Activities

  • The committee Appointment Checklist (Appendix A) shall be used.
  • The ACIPC President (or committee chair for internal committees) shall appoint a Selection Panel to undertake the selection procedures.
  • Selection panel for external committees – the Selection panel shall comprise the President and at least 2 (two) Executive members and/or members from college standing committees.

Appointment activities – The selection panel shall undertake the following steps:

  • Read and familiarise themselves with the requirements for the position.
  • Document the key selection criteria on the Selection Panel table (Appendix B).
  • Positions shall be advertised using the Advertising Template (Appendix C) and placed on the College website, Infexion connexion and newsletter inserts as appropriate to the position.

Application procedures for all applicants: All applicants are required to submit a written application which includes:

  • Performance against the selection criteria
  • A current CV
  • Referees where requested in the position criteria
  • Applications must be received by the closing date. Any applications received after the closing date shall not be accepted.
  • All applications shall receive written notice of receipt by email or letter using the template (Appendix D1 and D2).

Selection process

After the closing date all applications will be reviewed using the selection criteria for the position (using the template in appendix B).

  • All application information shall be treated confidentially.
  • Interviews may be conducted in person or using virtual meeting processes. Appendix E provides tips for effective telephone interviewing if required.
  • Each panel member will independently evaluate the applicant against the selection criteria using a numerical score from 1 (does not meet the criteria) to 5 (fully meets the criteria). The results will be collated for each applicant and used to inform the decision making of the selection panel.
  • Reference check. The selection panel will appoint a member to conduct a verbal reference check using the template (Appendix F).
  • Following completion of the selection process, the selection panel will recommend suitably qualified applicant/s to the EC for appointment.

Failed recruitment

If the recruitment process fails to attract qualified applicants then the EC may, at its own discretion, invite a suitably qualified member for appointment to the position.

Appointment procedure

  • The EC will make the final decision regarding appointment.
  • Successful Applicants: The College President will contact the successful applicant via telephone to offer the position. In addition; a letter of appointment will be sent to the successful applicant. Appendix G provides an appointment letter template. Once the appointment is accepted, the appointee is expected to review and commit to the committee TOR and expectations.
  • Unsuccessful applicants will be notified in writing. Appendix H offers an unsuccessful Applicant template.
  • Announcement will be made to the membership using website and electronic communication platforms.

Disputes and Termination

  • The decision EC shall be final.
  • ACIPC may terminate any appointment to represent the college at its own discretion.

 PDF – APPENDIX LIST

Relevant Documents and References

Code of Ethics and Conduct
Dispute Resolution-Rules & Operational Guideline
Confidentiality Policy
Remuneration and Reimbursement of Expenses Policy

References:
National Library of Australia: http://www.nla.gov.au/
Policy Bank: http://www.ourcommunity.com.au/boards/boards_article.jsp?articleId=1453