The following protocols apply to meetings of the QSN Executive Committee:
| 1. | Members of the Executive Committee (EC) are elected for a period of three years. |
| 2. | Post holders (Chair and Deputy Chair) are proposed by the Executive to an Annual General Meeting of the Network. Post holders are elected for a term of three years; this supersedes their previous term of office. They may be re-elected for a further term of three years. |
| 3. | The AUA provides Financial Support to QSN via the AUA head of Finance as the QSN Financial Officer. The Financial Officer is responsive rather than active; the primary responsibility is to monitor the bank account and oversee the QSN Management Accounts. The Financial Officer supports the Chair and the wider Executive by overseeing the account, but has no decision-making role. |
| 4. | Members will attend (EC) meetings when possible. The Committee accepts that it will not be possible for members to attend every meeting. Increasingly many ECs utilise video conference technology. |
| 5. | The Chair of the meeting shall be responsible for ensuring that actions are recorded. |
| 6. | Quorum for an EC meeting shall be 6 members. In the event that fewer than 6 members attend, operational matters may be agreed, but matters relating to finance or wider strategy will be subject to ratification by the full Executive, which will normally be conducted by email urgently after the meeting. |
| 7. | Decisions which have been made by the EC will not normally be revisited by subsequent meetings (unless other circumstances change). Members who are unable to attend a meeting are invited:
i) to send any comments to the Chair in advance, so that these may be taken into account at the meeting; ii) to review and raise as a matter of urgency any particular concerns they may have about decisions which have been taken. |
| 8. | Members of the Executive Committee may forfeit their position on the committee if they fail to attend three consecutive meetings per subscription year. |
| 9. | Institutions will bear the expenses of Executive members in attending EC meetings, but the Committee will keep this under review, and may agree specific arrangements at its discretion. |