RCT Management Board Terms of Reference

1         Purpose 

The Management Board is responsible for and will oversee the management of the Register of Clinical Technologists.

2        Functions 

2.1       The Management Board is responsible for and will ensure that RCT data, including the Register, is managed in a suitable manner which takes account of all legal and ethical issues which may prevail at the time.

2.2       The Management Board is responsible for establishing a RCT Assessors’ Group from within the Management Board.  The Group will be responsible for assessing and approving applications to join the Register of Clinical Technologists. Membership of the Group is restricted to RCT Registrants.

2.3       From time to time, the Management Board is responsible for reviewing and updating the criteria for membership of the RCT including the entry criteria, the application form, application guidance notes, assessment criteria, other relevant documentation and the levels of the Registrant fees.

2.4       The Management Board will ensure that an appropriate disciplinary procedure and code of professional conduct is in place and circulated to all Registrants of the RCT. The Management Board will also ensure that there is a Professional Conduct Committee in place which acts appropriately to handle allegations of breaches of the code of professional conduct made against Registrants.

2.5       The Management Board will actively promote registration with the RCT.

2.6       The Management Board will actively promote the RCT and the desirability of statutory regulation, to Government, Government agencies and non-Governmental bodies, including the Department of Health, the Health and Care Professions Council, the Academy for Healthcare Science, the NHS, independent healthcare organisations, educational establishments, the medical device industry, other professional bodies and the registers of other professional colleagues.

3       Frequency and conduct of meetings

3.1       The RCT Management Board usually meets 3 times a year in February, June and October.

3.2       A quorum is five members of the Management Board which must include the Registrar or the Assistant Registrar.

3.3       The Registrar will chair all meetings of the Management Board. In the absence of the Registrar the Assistant Registrar shall Registrar the Management Board.

3.4       The Registrar shall ensure formal minutes are made of the meeting.

4       Communications, decision making and records

4.1       An electronic or paper copy of the agenda and agreed minutes and key papers for each meeting shall be:

  • sent to all committee members
  • sent to Institute’s secretariat for archiving
  • placed on the committee’s section of the Institute’s website (when available)

4.2       During a committee meeting the Registrar opens a discussion and will seek to achieve a unanimous agreement on each action / decision. If consensus cannot be reached then decisions may be made by a “show of hands” using a simple majority decision, subject to a quorum being present. The Registrar has the casting vote if there is a tie.

4.3       When electronic communications and decision-making are required prior to the next committee meeting:

a.     The discussion / decision will usually be initiated by the Registrar sending an electronic communication (eg Email) simultaneously to all committee members. The message may initially seek advice. All discussion responses should be sent “reply all”.

b.    When the Chair judges it to be appropriate (eg a consensus view appears to be emerging) a specific proposal will be circulated electronically to all committee members requesting a vote (agree/disagree/abstain) and a deadline for responses will be set (usually a minimum of 3 working days after the request). All decision responses will be sent to the Chair only. The Chair has the casting vote if there is a tie. The deadline for decision may be extended if less than the quorum has responded. The resulting decision will be formally noted at the next committee meeting.

c.    The electronic discussion / voting may be run by another person, on behalf of the Chair, however the Chair remains responsible for ensuring that the decision-making process is transparent, robust and accessible by all committee members.

4.4      The Secretary shall ensure that:

a.     All the committee’s website communications to the general public and members are informative and accurate and are prepared and approved in accordance with relevant IPEM and RCT policies.

b.    The content of the committee’s web-pages are updated in line with the editorial policy and regularly reviewed for accuracy (at least every six months).

4.5      The Chair shall ensure that a brief report of the committee’s activities is provided annually (usually in February) to the External Relations Manager in the National Office, and the Chair of the Committee in 5.1, for inclusion in IPEM’s Annual Review.

4.6      The Chair will make the committee aware of issues relating to Data Protection to ensure that the committee complies with the IPEM Data Protection Policy.

·         Any queries relating to Data Protection will be referred by the Chair of the committee to the Data Protection Officer.

5       Reporting arrangements   

The RCT Management Board reports directly to Professional and Standards Council.

6       Membership

The Management Board shall consist of –

  • The RCT Registrar
  • The RCT Assistant Registrar
  • Two IPEM members as designated by Professional and Standards Council
  • Named representatives of any other professional organisation participating in the management of the RCT under the terms of a Memorandum of Understanding. Each partner organisation shall have an equal number of seats on the Management Board as IPEM members.
  • Two representatives elected from the RCT Registrant body.
  • At least two lay members who are not registrants, and not health care professionals.
  1. The Registrar and Assistant Registrar must be Full/Corporate Members of one of the partner professional bodies.
  2. The Management Board will elect, from amongst its membership, the Registrar and the Assistant Registrar. Following such election the vacancy created in the Management Board shall be filled by another from the successful candidate’s professional body or the RCT registrant body.
  3. The tenure of the Registrar and Assistant Registrar shall be three years. Both may stand for re-election.  If they are not re-elected they will be required to stand down from the Management Board following the end of the meeting in which the election was held.
  4. The tenure of the named external professional body representatives will be at the discretion of the individual professional bodies.
  5. The tenure of the Registrant Representatives shall be three years. Both may stand for re-election. There will be an open election amongst Registrants for the two Registrant Representative places.  If either or both elect to stand for re-election and are not re-elected they will be required to stand down from the Management Board immediately following the election.
  6. The tenure of the lay representatives shall be three years, renewable for one additional term of three years.
  7. The Management Board will appoint a Secretary.
  8. Each member of the Management Board (including the Chair) will have one vote. In the event of a tied vote the Chair will have the casting vote.
  9. From time to time others may be invited to attend meetings of the Management Board as invited observers or to provide information. These may include: representatives of the partner professional bodies or the Registrant body.  Such attendees shall have no voting rights.
  10. All members of the Management Board who are RCT Registrants must be fully paid up members of the RCT. Any Management Board member who fails to pay the required RCT Registrant fee on time will be excluded from membership of the Management Board until the said fee is paid.
  11. All members of the Management Board who are professional body representatives or required to be professional body members must be fully paid up members of that professional body. Any Management Board member who fails to pay the required professional body fee on time will be excluded from membership of the Management Board until the said fee is paid.
  12. If the conduct of a member of the Management Board comes under investigation by the Disciplinary Management Board of the RCT, one of the partner professional bodies or their employer, they are required to stand down from the RCT Management Board, without prejudice, until the investigation has been successfully concluded.

7       Sub-committees and working parties

7.1       The RCT Management Board may set up working parties for a limited period to assist in fulfilling its role, subject to Professional and Standards Council approval. The Management Board will provide the terms of reference for such working parties, ensure appropriate resources and review their output.

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