The INCOSE UK Advisory Board (UKAB) Terms of Reference

This document sets out the operating practice for the INCOSE UK Advisory Board (UKAB). This version updates V3 dated 30 November 2005.

Scope

The INCOSE UK Advisory Board (UKAB) provides advice to INCOSE UK Chapter Board in matters related to Systems Engineering within the UK, its practice, dissemination, training, accreditation and advancement.

Responsibilities

The UKAB will advise INCOSE UK Chapter Board on:

  • Priority issues related to Systems Engineering in the UK.
  • The practice (and best practice) of Systems Engineering both in the UK and abroad.
  • Teaching and training of Systems Engineering.
  • Promotion of Systems Engineering within the UK.
  • INCOSE UK national and regional activities including national events, their content and organisation.
  • The development of Systems Engineering with the UK.
  • The relationships between INCOSE UK and other, related national and international bodies.

Views expressed by the UKAB do not necessarily reflect the policy of INCOSE UK Chapter Board.

UKAB members will encourage INCOSE membership and participation from members of their organisations.

Membership

The UKAB is comprised of representatives from subscribing organisations. Each organisation is responsible for the identification of its representative.

The subscribing organisations are approved by the INCOSE UK Chapter Board.

A representative from the INCOSE UK Chapter Board to provide liaison between both bodies is invited to attend ordinary UKAB meetings, (normally this will be the INCOSE UK President-Elect).

Others may attend the UKAB meeting by invitation from the UKAB Chair.

View expressed by members of the meeting do not necessarily reflect the policy of their sponsoring organisation.

Membership of UKAB implies no specific obligation.

Election of Chair and Secretary

The Chair of the UKAB will be elected by the UKAB members at first meeting after 31 July of each year.

The Secretary of the UKAB will be elected by the UKAB members at first meeting after 31 July of each year.

Neither office can be held for more than 2 years consecutively.

Management of Meetings

Meetings to be held at least than 3 times per year, the next meeting date and venue being agreed by consensus during the meeting.

In the absence of the Chair of the meeting the chair will designate, in advance, a deputy from UKAB members, or failing that, the members present will agree a Chair for the duration of the meeting.

Similarly in the absence of the Secretary, the Secretary will designate, in advance, a deputy from UKAB members, or failing that, the members present will agree a Secretary for the duration of the meeting.

Meeting agenda and Minutes

The agenda for each UKAB meeting will be agreed between the Chair and the Secretary, and circulated prior to the meeting. Any UKAB member can submit items for inclusion in the agenda.

The secretary will prepare the minutes of the meetings and circulate to:

  • UKAB members
  • INCOSE UK Chapter Board Members

Minutes will be approved at the subsequent meeting.

INCOSE UK Strategy meeting

At least one combined UKAB / INCOSE UK Chapter Board strategy meeting will be coordinated per year, to which all UKAB members will be invited.

Liaison between UKAB and INCOSE UK Chapter Board

The UKAB will formally submit recommendations to the INCOSE UK Chapter Board via the meeting report.

The UKAB will receive, discuss, and respond to requests made by the INCOSE UK Chapter Board

A representative from the INCOSE UK Chapter Board is invited to attend ordinary UKAB meetings, (normally this will be the INCOSE UK President-Elect).

The UKAB Chair will be invited to the INCOSE UK Chapter Board meetings.

Additional UKAB representatives may be invited to attend the INCOSE UK Chapter Board meetings, currently, the additional seats are offered at the following rate:

  • 1 to 19 UKAB members = Chair
  • 20 to 29 UKAB members = Chair plus one other
  • 30 to 39 UKAB members = Chair plus two others

The additional UKAB representatives to the INCOSE UK Chapter Board meetings will be decided during the UKAB meeting prior to the Chapter Board meetings.

Working Groups

Members of the UKAB may nominate staff from their organisations to join working groups set up by INCOSE UK. The UKAB can request reports from the Chairs of such working groups.

The UKAB may suggest topics for UK working groups to the INCOSE UK Chapter Board, for their consideration and approval.

In the event that the INCOSE UK Chapter Board do not support a suggested working group, then the UKAB may set up its own Working Groups as it deems appropriate. Such Working Groups will report to the UKAB. Membership of such Working Groups is not limited to members of the UKAB but must be agreed by the UKAB.

Attendance

In situations where a vote is required, then the meeting shall have a quorum if more than 50% of the members are present or in telephone contact.

Otherwise, such decisions are postponed to a later meeting, or an electronic voting action is put in place, if the decision is needed prior to the next meeting.