Constitution

The Constitution of the Association of University Language Centres in the UK and Ireland (AULC)

Amended January 2014.

1. Name

The name ‘the Association of University Language Centres in the UK and Ireland’ is adopted and is referred to as AULC or the Association.

2. Address

The AULC address will be that of the Secretary.

3. Aims and objectives

The specific aims of AULC shall be:

a) to hold regular meetings of members to facilitate discussion, and exchange information, on the diverse activities of university language centres.

b) to facilitate contacts with university centres internationally and to promote university language centres both within and outside the university community.

c) to encourage and foster:

  • effective resource management and administration
  • good practice in language learning, teaching and advising
  • research into language learning and teaching methodologies
  • development and implementation of new technologies

d) to monitor emerging national and international language standards and develop appropriate quality assurance mechanisms.

These and other aims may be pursued by the creation of special interest groups.

The Association will be non-profit making and will levy a subscription on its members.

4. Membership

The Secretary will present applications for membership, whether Institutional or Individual, to the first meeting of the Executive Committee after their receipt. Acceptance or rejection shall be determined by a simple majority vote of the Executive Committee.

4.1 Institutional Memberships

Membership of AULC shall normally be open to any university language centre in Ireland or the United Kingdom subscribing to the aims of the Association.

Applications for membership must be made in writing to the Secretary by the head of a prospective member centre who will be required to provide a full description of the activities of that centre as part of the application.

Each Institutional Member shall have one vote. This may be cast at meetings by a delegated representative or by a nominated proxy.

4.2 Institutional Associate Memberships

Institutions which subscribe to the Aims and Objectives in (3) above may be accepted as Institutional Associate Members of AULC.
Applications for membership must be made in writing to the Secretary by the head of a prospective Institutional Associate Member who will be required to provide a full description of its activities as part of the application. Institutional Associate Members will be entitled to the normal benefits available to Institutional Members. Each Institutional Associate Member shall have one vote. This may be cast at meetings by a delegated representative or by a nominated proxy.

4.3 Individual Associate Memberships

Individuals who subscribe to the Aims and Objectives of the Association above may be accepted as Individual Associate Members of AULC. Prospective Individual Associate Members should apply in writing to the Secretary explaining the grounds for their applications. Individual Associate Members will be entitled to the normal benefits available to Institutional Members with the exception of voting rights and membership of CercleS.

4.4 Honorary Individual Associate Memberships

Honorary Individual Associate Memberships may be conferred for specific duration at the direction of the General Assembly; such members will have no voting rights.

Voting members (4.1 and 4.2) shall be de facto members of the Confédération européenne des centres de langues dans l’enseignement supérieur (CercleS) upon admission of the Association to member status within CercleS and payment of the appropriate subscriptions.

5. Cessation of membership

A delegated representative or other responsible person of the Institution, or an Individual Associate Member, may withdraw from membership by writing to the Secretary.

Membership will be deemed to have ceased if a due subscription remains unpaid six months after issue of the invoice.

Membership may be resumed on payment of current subscription due without the need for re-election.

Honorary Memberships expire as directed.

6. Structure

Ultimate responsibility for the Association is vested in a General Assembly. Responsibility for the day-to-day management of the Association is conferred upon elected Officers who collectively comprise an Executive Committee.

6.1 General Assembly

The General Assembly consists of all Institutional and Associate Members. The General Assembly shall meet at least once a year. A quorum consists of one quarter of the delegated representatives. The agenda for meetings of the General Assembly will be circulated by the Secretary at least one week in advance of the meeting. Extraordinary meetings of the Association may be called at a minimum of 21 days notice on the written request of one quarter of the delegated representatives or more than half of the Executive Committee. Such a meeting may deal only with the business for which it has been called.

The business of the General Assembly will be as follows:

  • Election of Officers
  • Chair Person’s report
  • Secretary’s report
  • Treasurer’s report
  • Special Interest Group reports
  • Discussion of and voting on motions
  • Subscriptions
  • Any Other Business

Voting shall be by a show of hands or, when circumstances merit, by written ballot, from delegated representatives or nominated proxies.

Election of Officers shall be by written ballot of all delegated representatives.

6.2 Executive Committee

Day-to-day management of the Association shall be vested in an Executive Committee elected from representatives by delegated representatives. The terms of office for post officers shall be 3 years, renewable for a further 3 years in the same post or as an other officer, subject to re-election.

There should be representation from both the UK and Ireland on the Executive Committee.

The membership of the Executive Committee should reflect the diverse activities of the representatives.

The following officers shall comprise the Executive Committee, which shall be the only body authorised to conduct the Association’s business:

  • Chair (who should come from an institution that is a Cercles member, because of representative role on the CercleS co-ordinating committee)
  • Vice-chair
  • Membership secretary and treasurer
  • Deputy secretary/treasurer
  • Webmaster (co-opted)
  • Irish members representative (co-opted)
  • Teaching/Learning Support SIG convenor (co-opted)
  • Conference organiser (co-opted for one year)
  • Immediate past chair
  • plus further co-opted members as needed (e.g. for projects)

The quorum for a meeting of the Executive Committee shall be 4.

If any Office falls vacant during a term, the remaining Officers shall co-opt a new representative to fill that vacancy; continuation in office of this appointee shall be subject to confirmation at the next regularly scheduled ordinary meeting of the General Assembly.

The Association shall be represented on the Co-ordinating Committee of CercleS in accordance with the statutes of Cercles.

Definitions

  • Member: provider of payment subscriptions
  • Representative: Staff employed by an Institutional Member
  • Delegated Representative: That representative of any Institution with more than one representative who is delegated to vote on issues on behalf of that Institution.
7. Finance

The financial year shall be the calendar year.

The amount for subscriptions will be set annually at a meeting of the General Assembly.

The accounts shall be audited at the end of the Treasurer’s term or as directed by the Executive Committee.

The capital shall be for the sole support of the Association and its administration. Its bank account(s) shall be in credit at all times.

8. Amendment of articles of the constitution

Amendments can only be made at a General or Special Meeting of the General Assembly, subject to 21 days’ notice being given of the proposed change of rule.

Amendments shall require a two-thirds majority of the delegated representatives attending a meeting of the General Assembly.

9. Dissolution

Should the Association disband, any surplus assets remaining after liabilities have been cleared shall be transferred to such charitable organisations as may be decided by the delegated representatives at a meeting of the General Assembly.

10. Standing orders

The Chair Person may limit any discussion at meetings. Those present shall speak only when recognised by the Chair.

The decision of the Chair Person shall be respected as final on ordinary business.

The Vice Chair shall deputise for the Chair Person when required.

The Secretary shall keep minutes and circulate them to all members and shall maintain an accurate current directory of the entire membership.

The Treasurer shall assist the Secretary in maintaining an accurate current directory of members who have paid their subscription.

Only the Executive Committee can authorise expenditure.

No member or representative shall purport to make a commitment on behalf of, or represent the views of, the Association without the authorisation of the Executive Committee.

View the constitution in its entirety

1. Name

The name: the Association of University Language Centres in the UK and Ireland is adopted and is referred to as AULC or the Association.

2. Address

The AULC address will be that of the Secretary.

3. Aims and objectives

The specific aims of AULC shall be:

a) to hold regular meetings of members to facilitate discussion, and exchange information, on the diverse activities of university language centres.

b) to facilitate contacts with university centres internationally and to promote university language centres both within and outside the university community.

c) to encourage and foster:

  • effective resource management and administration
  • good practice in language learning, teaching and advising
  • research into language learning and teaching methodologies
  • development and implementation of new technologies

d) to monitor emerging national and international language standards and develop appropriate quality assurance mechanisms.

These and other aims may be pursued by the creation of special interest groups.

The Association will be non-profit making and will levy a subscription on its members.

4. Membership

The Secretary will present applications for membership, whether Institutional or Individual, to the first meeting of the Executive Committee after their receipt. Acceptance or rejection shall be determined by a simple majority vote of the Executive Committee.

4.1 Institutional Memberships

Membership of AULC shall normally be open to any university language centre in Ireland or the United Kingdom subscribing to the aims of the Association.

Applications for membership must be made in writing to the Secretary by the head of a prospective member centre who will be required to provide a full description of the activities of that centre as part of the application.

Each Institutional Member shall have one vote. This may be cast at meetings by a delegated representative or by a nominated proxy.

4.2 Institutional Associate Memberships

Institutions which subscribe to the Aims and Objectives in (3) above may be accepted as Institutional Associate Members of AULC.
Applications for membership must be made in writing to the Secretary by the head of a prospective Institutional Associate Member who will be required to provide a full description of its activities as part of the application. Institutional Associate Members will be entitled to the normal benefits available to Institutional Members. Each Institutional Associate Member shall have one vote. This may be cast at meetings by a delegated representative or by a nominated proxy.

4.3 Individual Associate Memberships

Individuals who subscribe to the Aims and Objectives of the Association above may be accepted as Individual Associate Members of AULC. Prospective Individual Associate Members should apply in writing to the Secretary explaining the grounds for their applications. Individual Associate Members will be entitled to the normal benefits available to Institutional Members with the exception of voting rights and membership of CercleS.

4.4 Honorary Individual Associate Memberships

Honorary Individual Associate Memberships may be conferred for specific duration at the direction of the General Assembly; such members will have no voting rights.

Voting members (4.1 and 4.2) shall be de facto members of the Confédération européenne des centres de langues dans l’enseignement supérieur (CercleS) upon admission of the Association to member status within CercleS and payment of the appropriate subscriptions.

5. Cessation of membership

A delegated representative or other responsible person of the Institution, or an Individual Associate Member, may withdraw from membership by writing to the Secretary.

Membership will be deemed to have ceased if a due subscription remains unpaid six months after issue of the invoice.

Membership may be resumed on payment of current subscription due without the need for re-election.

Honorary Memberships expire as directed.

6. Structure

Ultimate responsibility for the Association is vested in a General Assembly. Responsibility for the day-to-day management of the Association is conferred upon elected Officers who collectively comprise an Executive Committee.

6.1 General Assembly

The General Assembly consists of all Institutional and Associate Members. The General Assembly shall meet at least once a year. A quorum consists of one quarter of the delegated representatives. The agenda for meetings of the General Assembly will be circulated by the Secretary at least one week in advance of the meeting. Extraordinary meetings of the Association may be called at a minimum of 21 days notice on the written request of one quarter of the delegated representatives or more than half of the Executive Committee. Such a meeting may deal only with the business for which it has been called.

The business of the General Assembly will be as follows:

  • Election of Officers
  • Chair Person’s report
  • Secretary’s report
  • Treasurer’s report
  • Special Interest Group reports
  • Discussion of and voting on motions
  • Subscriptions
  • Any Other Business

Voting shall be by a show of hands or, when circumstances merit, by written ballot, from delegated representatives or nominated proxies.

Election of Officers shall be by written ballot of all delegated representatives.

6.2 Executive Committee

Day-to-day management of the Association shall be vested in an Executive Committee elected from representatives by delegated representatives. The terms of office for post officers shall be 3 years, renewable for a further 3 years in the same post or as an other officer, subject to re-election.

There should be representation from both the UK and Ireland on the Executive Committee.

The membership of the Executive Committee should reflect the diverse activities of the representatives.

The following officers shall comprise the Executive Committee, which shall be the only body authorised to conduct the Association’s business:

  • Chair (who should come from an institution that is a Cercles member, because of representative role on the CercleS co-ordinating committee)
  • Vice-chair
  • Membership secretary and treasurer
  • Deputy secretary/treasurer
  • Webmaster (co-opted)
  • Irish members representative (co-opted)
  • Teaching/Learning Support SIG convenor (co-opted)
  • Conference organiser (co-opted for one year)
  • Immediate past chair
  • plus further co-opted members as needed (e.g. for projects)

The quorum for a meeting of the Executive Committee shall be 4.

If any Office falls vacant during a term, the remaining Officers shall co-opt a new representative to fill that vacancy; continuation in office of this appointee shall be subject to confirmation at the next regularly scheduled ordinary meeting of the General Assembly.

The Association shall be represented on the Co-ordinating Committee of CercleS in accordance with the statutes of Cercles.

Definitions

  • Member: provider of payment subscriptions
  • Representative: Staff employed by an Institutional Member
  • Delegated Representative: That representative of any Institution with more than one representative who is delegated to vote on issues on behalf of that Institution.

7. Finance

The financial year shall be the calendar year.

The amount for subscriptions will be set annually at a meeting of the General Assembly.

The accounts shall be audited at the end of the Treasurer’s term or as directed by the Executive Committee.

The capital shall be for the sole support of the Association and its administration. Its bank account(s) shall be in credit at all times.

8. Amendment of articles of the constitution

Amendments can only be made at a General or Special Meeting of the General Assembly, subject to 21 days’ notice being given of the proposed change of rule.

Amendments shall require a two-thirds majority of the delegated representatives attending a meeting of the General Assembly.

9. Dissolution

Should the Association disband, any surplus assets remaining after liabilities have been cleared shall be transferred to such charitable organisations as may be decided by the delegated representatives at a meeting of the General Assembly.

10. Standing orders

The Chair Person may limit any discussion at meetings. Those present shall speak only when recognised by the Chair.

The decision of the Chair Person shall be respected as final on ordinary business.

The Vice Chair shall deputise for the Chair Person when required.

The Secretary shall keep minutes and circulate them to all members and shall maintain an accurate current directory of the entire membership.

The Treasurer shall assist the Secretary in maintaining an accurate current directory of members who have paid their subscription.

Only the Executive Committee can authorise expenditure.

No member or representative shall purport to make a commitment on behalf of, or represent the views of, the Association without the authorisation of the Executive Committee.