3.1 Prescription vs flexiblity

4.1 Branch and SIG constitutions

4.2 Branch and SIG AGMs and office bearers

4.3 Conducting an AGM by email

6.1 Managing day-to-day funds

6.2 Accounts

6.3 Income and funds in relation to the Executive

6.4 Financial Reporting

6.5 The Australian GST

8.1 Ongoing Area of Responsibility

8.2 Feedback opportunity

8.3 New Annual Projects

9.1 Contact your branch members

9.2 Promotional material

9.3 Branch website planning

10.1 Existing website details

10.2 Branch homepages

13.1 The HERDSA website, and access to the member’s section

13.2 The HERDSA office

Appendix 1 Instructions for branch convenors to use the database

Appendix 2 Starting a branch

Appendix 3 Executive member’s role

Branches provide a focus for HERDSA members within a geographical area: SIGs provide a focus for members concerned with a particular aspect of the activities of HERDSA.

They can promote inter-institutional co-operation, collegiality, networking and sharing of interests. Branches and SIGs offer a forum for sharing of initiatives, concerns and information. This extra dimension to an individual’s HERDSA membership can stimulate and encourage new and ongoing support for the Society.

By-law 4 b) states that only HERDSA members can be members of branches and SIGs:

Branch membership is automatic to all HERDSA members. HERDSA members residing within the geographical boundaries of an active branch will expect to receive notification of branch activities through any notices prepared by that branch and sent electronically. Branch convenors/secretaries are encouraged to use this facility, that is, to prepare and send email notices to those in their branch.

Email addresses are easily generated from the HERDSA database - instructions are in Appendix 1 of this manual.

SIG membership is open to members of HERDSA who are prepared to further the purposes of the Society with respect to the particular designated area of interest. Individuals nominate for SIG membership according to instructions found in the member’s section of the HERDSA website. SIG membership is usually an electronic registration on the SIG listserv.

The HERDSA Constitution and by-laws (published in the members’ section of the HERDSA website) address the following aspects of branch and SIG activities:

• Howmbership of a branch or SIG (discussed above)
• Relationship to the HERDSA Executive (discussed below)
• Establishing and dissolving a group (discussed below)
• Financial responsibility of branches and SIGs (discussed in section 6)

Otherwise, to ensure that groups have considerable flexibility in how they conduct their activities, the Constitution and by-laws give very little prescription concerning branches and interest groups.

Article 4 a)

In effect this means that the national Executive will discuss the composition of the Executive on a regular basis to ensure that all groups are represented as far as possible, and where possible will co-opt a member to fill a gap in representation.

In addition, the Executive will consider proposals from groups seeking representation on the Executive:

Article 4 c) of the Constitution gives the Executive the power to establish and dissolve HERDSA branches and SIGs.

In effect this means that the Executive will monitor and then report to the next AGM concerning new or dissolved branches. Information for members interested in starting a group is in Appendix 2, including details of financial assistance to new groups.

To ensure that groups have considerable flexibility in how they conduct their activities, the HERDSA Constitution and by-laws give very little prescription concerning the operation of branches and interest groups.

Branches may develop by-laws to the National constitution, or their own branch constitution, and some have done so, however, the Executive or Constitution do not require these. If a branch wishes to develop a constitution it is recommended that it be in keeping with the National Constitution.

Branch by-laws – the office has a copy of the Queensland by-laws which were adopted in 1998.

The process for SIGs is much less formal, and discussed below.

While not prescribed by the HERDSA Constitution, branches are expected to elect a president, secretary and treasurer, which is usually done at a branch’s annual general meeting by a show of hands or by other means as determined by the Branch.

In other cases, eg a vacancy occurs for the branch convenor/president, it is suggested that nominations be sought via an electronic mailout to all branch members -see 4.3 below and Appendix 1 for instructions – and initiated by another branch executive member. Voting (if necessary) can also be done electronically.

Since SIGs tend to have a convenor, who is generally someone with a particular interest in the area that the SIG focuses on, the process for SIGs is much less formal. This person will often be chosen by consensus within the group as the need arises.

Changes of branch office bearers should be reported to the HERDSA Office and the Branches and SIGS Co-ordinator, as they occur.

To avoid confusion between the Society’s office bearers and branch and interest group office bearers, the title of the branch or interest group should always be included in the officer bearer’s title: e.g. Treasurer, Queensland Branch, HERDSA Inc.

The term of branch office bearers would normally be the same as for the Executive (two years, with no more than three consecutive period in office). Branches should look to the issue of succession, that is who will carry core responsibilities once the current group has run its term. Succession is probably best handled through a staged transfer of responsibilities.

Since branch convenors can now email all members in their branch, any branch business including nominations for office bearers of a branch, and voting for the same, can be done electronically. The details of how to email your branch members are in Appendix 1.

The branch president would usually act as Returning Officer, and roughly follow the Constitutional prescription for nomination and election the HERDSA National Executive, Article 4i):

HERDSA is an incorporated body, thus it is a legal entity that can trade, etc, and the members of HERDSA and the HERDSA Executive are covered by "limited liability" laws. Because the limited liability offered by incorporation only covers cases where correct procedure has been followed, HERDSA also has public liability insurance to cover accidents and other misdemeanours. HERDSA has taken out this insurance in Australia and New Zealand, and is investigating the need to take out insurance in Hong Kong where a branch of HERDSA exists also.

Branches will usually have financial considerations. Special Interest Groups operate in such a way as to not incur financial considerations. Hence while the HERDSA Constitution addresses both branches and SIGs in areas of financial responsibility, this section is currently only pertinent to branches.

Branches have considerable autonomy in how they manage their funds on a day-to-day basis. However, any funds must be managed by the branch treasurer in accordance with the Constitution, in particular the following articles and by-laws:

To manage branch or interest group finances, an account should be opened with a financial institution in the name of HERDSA Inc X Branch. The following by-law and article relate to banking.

HERDSA Inc assists groups working towards establishing a new branch by making a $500 seeding grant available. This would be for the purpose of publicity, refreshments, and so on involved in working to establish a branch. As soon as you are reasonably sure of the viability of the new branch at least in the short term you should seek recognition and a seeding grant from the Executive. To apply for a grant write to the National Executive, via the BIGs co-ordinator:

• outlining the formation of the branch

• giving names of office bearers or those people who are doing the initial organising
• requesting the $500.

The seeding grant should be deposited in an account as described above.

The Constitution provides for the return of funds to branches and SIGs:

For example, if a branch were responsible for convening a conference, a portion of the profits would be returned to the branch for furthering the aims of HERDSA locally.

Branches and SIGs may decide to charge a fee for attendance at such activities as seminars, workshops and conferences to cover the costs involved and to accumulate some reserves, which may allow a larger project to be undertaken. Similarly, revenue can be generated through the sales of state conference proceedings. Should a branch or SIG wish to mount an activity requiring a small financial outlay and not have adequate reserves to do so, the matter should be discussed with the Treasurer, who may recommend to the Executive that a loan be made available for the venture on the production of a budget from the branch or SIG.

By-law 4 e) describes what must happen to funds if a branch or SIG closes:

In relation to reporting, by-law 4 d) states that:

A simple financial report for the period 1 June to 31 May indicating expenditure and income, as well as assets, is required by the Treasurer and should be included in the branch or SIG report submitted through the Branches and SIGs Co-ordinator to the mid-year meeting of the Executive. This report is due, together with other aspects of branches’ and SIGs’ annual reports on the business day closest to 15 June of each year. This is to allow the inclusion of these reports in the agenda of the July meeting of the Executive.

The introduction of the Goods and Services Tax (GST) by the Australian Taxation Office (ATO) necessitated a review of the financial status of Australian branches. The outcomes of this review would also apply to any SIGs within Australia.

As small units forming part of a larger ‘business entity’ (HERDSA Inc.) with separate geographical locations and activities as well as separate bank accounts, branches have status as ‘units’ under the new tax system, which allows them maximum financial autonomy and minimum reporting.

Current branches have registered for an Australian Business Number (ABN). This:

• must be quoted on all invoices
• avoids branches taxed at the highest rate for goods and services (48.5%)
• facilitates financial transactions with other organisation, which expect invoices to provide an ABN.

A list of each branches’ ABN is kept in the HERDSA Office, as well as being retained by branch treasurers (currently ACT- Di Adams; Qld – Carol Bowie; SA – Jan Orrell; Vic – Peter Webb; WA – Geoff Cooper). Any new branch or SIG within Australia would need to register as a HERDSA unit and obtain an ABN. The HERDSA Office can provide assistance with the application.

Because the annual turnover of branches is well below the ATO threshold of $100,000, branches were not required to register for the GST. Not registering for the GST has the advantages of branch treasurers not having to:

• add GST to the cost of any goods and services they provide,
• remit GST to the ATO
• fill in quarterly financial statements (Business Activity Statement or BAS).

Invoices prepared by branches should contain

• the words ‘tax invoice’
• the branch’s ABN.

Under no circumstances should 10% GST be added to prices.

While the decision to register branches as non-GST units was made in consultation with branch treasurers to simplify financial management, there is a slight disadvantage in that branches cannot claim back from the ATO ‘input tax credits’ (i.e. the GST they have been charged) for goods and services purchased. If a branch (or SIG) anticipate that in a particular financial year they will be doing a significant amount of purchasing (e.g. for a conference) and feel that they extra paperwork is in their financial interest, they can change their financial status for that financial year. The Treasurer or the HERDSA Office should be contacted if GST registration is required.

Any queries relating to payments and purchases should be directed to the HERDSA Office or the Treasurer.

Branches and interest groups are required to report regularly on their activities to their members and to the Executive. Currently the requirement is for a report of activities to be submitted annually to a meeting of the Executive. These reports should be forwarded to the Executive following the Branch AGM but no later than 15 June each year – you will be contacted by an Executive member to remind you that this is due.

The report will normally include:

• A list of committee members and office-bearers
• A brief account of the branch or Interest Group AGM
• An account of activities organised and run by the branch or interest group since the last report
• An indication of the size of membership
• The name and e-mail address of the person who writes the report
• A financial report if the branch or SIG has a bank account.

In addition, you will be asked approximately three times a year to provide an update of your activities for HERDSA News.

One member of the HERDSA National Executive is responsible for the ongoing liaison with and support for Branches and SIGs. Branch and SIG convenors will be contacted on a few occasions through the year, and are welcome to initiate contact at any time. Details of the current person are in the members section of the website where all Executive members are listed.

The position description is appendix 3.

Angela and Simon, could you add this section, asking branches and sigs to contribute, based on what you are writing for the next News.

The HERDSA office provides 24 hour access to the National database so you can generate your own e-mails to all branch members, or produce labels for mail-outs - the branch convenor or secretary must obtain a username and password from the office.

The Office provides HERDSA brochures, list of HERDSA publications, often in the form of a pack which contains other relevant material. Please contact the office (details in section 12) to arrange for material to be sent to you (at no cost).

(see section 11 below).

Currently the HERDSA website has a section for ‘Branches and SIGs’ which lists each group and a contact person. Where a branch has a homepage, that is linked from there. Each SIG has some information also linked from there, including details on how to join the SIG.

Please let the Office staff know if there are any changes that should be made to any of that information.

Branches are encouraged to establish a homepage of their own, to inform members of:

• planned activities/calendar of forthcoming events
• summary of previous activities – do not need to be dated, but to give the range of topics covered
• the key contacts/branch executive

Seek core support and involvement from a number of locations, for example branches may wish, as a deliberate strategy, to seek committee membership from all of the higher education institutions in their geographic area.

Activities might include visiting speakers, workshops, seminars, debates, forums, and locally sponsored conferences. Encourage/invite award winners (eg recipients of excellence in teaching awards) and other local key individuals to attend meetings.

Non-members attending such functions should pay a suitable fee.

The HERDSA Newsletter serves as a venue for you to pass on your successful ideas, and to learn of other branch initiatives which worked well.

Continue to keep the HERDSA name prominent – while careful of not generating ‘junk mail’, you might be able to widely distribute emails about local activities. Examples of introductory paragraphs:

"HERDSA is a professional body for teachers and researchers in higher education. It is concerned to support quality teaching practice and to encourage the professional development of teachers. In pursuing ways to enhance teaching and learning practice in Australian universities, the HERDSA X branch is….

"HERDSA brings together from a broad cross-section of disciplines and areas of interest and expertise, people who share a commitment to improving the quality of teaching and student learning in higher education. You can benefit from HERDSA’s local activities…

HERDSA = Higher Education Research and Development Society of Australasia Inc.

Currently all SIGS have a listserv, and the only method of HERDSA members registering SIG membership is to subscribe to the list. The convenor of the SIG/listserv manager is responsible for:

• Some electronic activity from one year to the next

• Deleting list members who have moved on and not unsubscribed from the listserv (the listserv manager receives the "bounced" emails)

• Correspond with SIG members about a SIG meeting at the annual HERDSA conference.

Areas of concern to be addressed are:

• Subscription to some lists does not require an individual to state their name and some email addresses do not make it clear who is the subscriber.

• SIG lists are not modified, and so any message sent to them goes out without being scrutinized. This can lead to some ‘junk mail’.

The HERDSA Executive has over the past few years asked conference convenors to allocate time in the program of the annual HERDSA conference for SIGs to meet. SIG convenors are then asked to correspond with their SIG to organise an efficient and effective use of the time. Also, some strands of SIG areas of interest are allowed at the conference.

Password: your HERDSA membership number for the password.

Your number can be found on the mailing labels for HERDSA News, otherwise contact the Office for your number.

The Office maintains the HERDSA website and so any feedback about the site is welcomed – please email coral.watson@herdsa.org.au

Located in a wing of the Cook Primary School. We rent space from a larger, like-minded organisation, Adult Learning Australia. There are two part-time staff, and the office is attended between 9am and 3pm each day.

Ph 02 6253 4242

Fax 02 6253 4246

Website www.herdsa.org.au

Mail to:

PO Box 516

Jamison ACT 2614

Branch convenors and/or secretaries should take advantage of the address list of all branch members available from the HERDSA Office to:

• print off the list of your members
• send an email message to branch members
• prepare sticky labels for a mailout to branch members

This is secure information, and branch membership can only be accessed by the convenor and secretary; username and password are allocated by the HERDSA office staff. Please contact the Office staff if you have any difficulties in the process, since this feedback is essential to improving the service.

www.herdsa.org.au

You may of course have your own additional list of key people to receive HERDSA notices, eg DVC, etc.

You may wish to establish the group on an interim basis for six months, to test the interest and resolve of potential members and organisers. Activities might include visiting speakers, workshops, seminars, and locally sponsored conferences. Non-members attending such functions should pay a suitable fee.

To address the broad aims of the Society it is probably best to have active involvement of at least some higher education teachers, researchers and staff developers in the group.

You should also seek core support and involvement from a number of locations, for example branches may wish, as a deliberate strategy, to seek committee membership from all of the higher education institutions in their geographic area.

Article 4 c) of the Constitution gives the Executive the power to establish and dissolve HERDSA branches and SIGs.

In effect this means that the Executive will monitor and then report to the next AGM concerning new or dissolved branches.

The Executive will also give financial assistance to new groups. HERDSA Inc assists groups working towards establishing a new branch by making a $500 seeding grant available. This would be for the purpose of publicity, refreshments, and so on involved in working to establish a branch. As soon as you are reasonably sure of the viability of the new branch at least in the short term you should seek recognition and a seeding grant from the Executive. To apply for a grant write to the National Executive, via the BIGs co-ordinator:

• outlining the formation of the branch

• giving names of office bearers or those people who are doing the initial organising
• requesting the $500.

The seeding grant should be deposited in an account; an account should be opened with a financial institution in the name of HERDSA Inc X Branch. The following by-law and article relate to banking.

While not prescribed by the HERDSA Constitution, branches are expected to elect a president, secretary and treasurer, which is usually done at a branch’s annual general meeting by a show of hands or by other means as determined by the Branch.

Since SIGs tend to have a convenor, who is generally someone with a particular interest in the area that the SIG focuses on, the process for SIGs is much less formal. This person will often be chosen by consensus within the group as the need arises.

Changes of branch office bearers should be reported to the HERDSA Office and the Branches and SIGS Co-ordinator, as they occur.

To avoid confusion between the Society’s office bearers and branch and interest group office bearers, the title of the branch or interest group should always be included in the officer bearer’s title: eg. Treasurer, Queensland Branch, HERDSA Inc.

Once the branch is operational, the term of branch office bearers would normally be the same as for the Executive (two years, with no more than three consecutive period in office). Branches should look to the issue of succession, that is who will carry core responsibilities once the current group has run its term. Succession is probably best handled through a staged transfer of responsibilities.

• to facilitate and make recommendations regarding the development of the Society’s branches and interest groups;
• to make recommendations regarding the constitution and informal relationships between the Society and its branches and interest groups;
• to develop, maintain and use effective lines of communication (especially electronic) between the Society, its branches and interest groups and other related societies and associations.
• ensure that changes and proposals which might affect branches and interest groups and their relationships with the Society are discussed appropriately;
• provide a report to each Executive meeting;
• collect branch and interest group reports prior to the Executive meetings and present them as a consolidated document;
• ensure that the Guidelines for Branches and SIGs is maintained, updated and distributed.