CCEAM Policies

CCEAM Conference Policy

Purpose

CCEAM Conferences support professional development in educational leadership and promote the aims of the Commonwealth.

Their purpose is to disseminate knowledge about practice, research and role preparation. The committee aims to increase the participation in conferences and to increase the relevance of conferences to members and associations.

Guidelines

  1. The Conference Committee of CCEAM is a standing committee of the CCEAM Board with its Chair on the CCEAM Executive.
  2. The committee manages the CCEAM Conference Programme. The committee recommends future conferences to the CCEAM Board, supports the conference committee planning the next conference and fosters CCEAM representation/presentation at the Commonwealth Conference of Education Ministers and at major educational conferences.
  3. CCEAM will conduct a conference every two years. Conferences may be held in Commonwealth and non-Commonwealth venues. Regardless, the CCEAM Board will meet at the biennial conference.
  4. Representation at Commonwealth Conference of Education Ministers will be given priority on the alternate years between CCEAM Conferences. The delegate/s attending CCEM should be as close to the venue as possible.
  5. Each CCEAM Conference will be managed by a local committee, that should include a CCEAM Board Member. The committee will liaise through the Chair of the CCEAM Board Conference Sub-committee.
Procedures
  1. Membership
    Committee membership will consist of: a CCEAM Board Member elected as the committee chairman, the chairs of the previous six conferences, and the CCEAM President, ex-officio. The Chairman may second other members, ex-officio, as required. In the event of a position falling vacant the Executive will identify a suitable replacement. At the conclusion of each conference, the person with the longest tenure is replaced by the next conference chair.
  2. Committee tasks
    1. Call for proposals for future conferences.
    2. Review proposals and rank them in order of preference. The top ranked proposal is recommended to the Board. (Identification of the preferred proposals will be based on one vote per committee member with the Chairman having a casting vote.) Where the Conference Committee is unable to distinguish between the two most suitable proposals it may request a Board decision.
    3. Negotiate a Memorandum of Understanding between the successful conference committee and the CCEAM Board for ratification by the Board.
    4. Arrange for the successful committee to provide the Board with a general presentation on the venue and programme four years in advance of their conference, then a detailed briefing two years in advance of their conference.
    5. Co-ordinate the participation of CCEAM Representatives in CCEM and other major educational conferences
  3. Planning schedule
    1. Year 1 Call for and review of proposals five years in advance.
      Conference Committee ranking of proposals and recommendation to Board
    2. Year 2 Board endorsement and successful proposals outline presentation.
    3. Year 4 Negotiation of MOU
      Detailed conference briefing to Board
    4. Year 6 Conduct conference.
  4. Proposal Outline
    Proposals will include:
    1. name of the principal organisers, including titles, organisational affiliation and addresses;
    2. name of sponsoring organisation (ordinarily a university or a national educational organisation);
    3. name of the Dean or CEO of the sponsoring organisation and an indication that the organisation knows about the proposal and is prepared to lend at least moral support, if not more;
    4. proposed location of the conference and tentative dates;
    5. the theme or themes of the conference;
    6. rough flow chart of the process by which the conference will be developed and carried out including individuals and organisations involved;
    7. a general statement about the anticipated costs of the conference, including fees for participants and including any sources of support other than fees of participants. (It is recognized that this information would be tentative and subject to modification);
    8. if possible an outline programme should be presented, indicating the length, the mix of keynote and major speakers, types of sessions, visitation to educational organisations and social events, and
    9. a brief statement of marketing plans should be provided, i.e. number and kinds of mailings, newsletters, brochures, Call for Papers, Programme etc.
    10. an outline budget including percentage of registration to be returned to CCEAM.


Travel Policy

Purpose

CCEAM, according to the stated purposes within its Constitution, functions at a Commonwealth and at an international level. To meet its aims of assisting in the formation and growth of national associations and the organisation and support of regional and international conferences, Executive and Board members need to engage in national and international travel.

This Policy ensures that funding is available for the President, the Vice Presidents and for Board members to respond to national and international requests that advance the aims of CCEAM.

Process

The Annual Budget will include a specific allocation of funding for Travel. If the allocated Travel Fund is exceeded in any one financial year, approval for additional funding for travel must have the consent of the Executive.

Guidlines

  1. The priority for the allocation of travel funds shall be:
    1. Promotion of current CCEAM activities
    2. Board attendance at the CCEAM biennial conference
    3. Representation at CHOGM, CCEM and AERA
    4. Representation at affiliate conferences
    2. Board members of affiliates in arrears will not be eligible for funding
  2. Half the Travel Fund is assigned for the President's travel on CCEAM affairs. This fund is to be used at the discretion of the President provided that the Executive Committee is informed before the event and that a full report on the trip is circulated to the Board. The President may transfer part of this fund to a member of the Board who is required to travel and to represent the President.
  3. The President will be expected during the term of office to promote the goals of CCEAM and to visit affiliates, attend affiliate conferences and meet with The Commonwealth Foundation and other funding organisations or attend other conferences which are deemed by the President to be important to CCEAM.
  4. The remaining half of the fund is to be used at the discretion of the Executive and will be available for the President if additional funding is required and deemed of merit, or for the Vice Presidents or other Board members to represent CCEAM or to deputise for the President.
  5. Air travel under this Policy shall be at economy class at the best discount rates available and by the most direct routing, unless approved otherwise by the Executive. Reimbursement will require the lodgement with the business manager of the used air ticket stubs, the boarding pass for each sector of the travel and the travel agent's receipted invoice for the flight.
  6. Board members on official business may claim reimbursement for all or part of airfares and other necessary forms of transport, visas and airport/travel taxes and insurance, accommodation, meals, registration and hospitality, provided receipts and documentation on expenses are lodged with the business manager.