Calling notice

COMPANY NUMBER: 09349804
CHARITY NUMBER: 1161218

UNIVERSITIES AND COLLEGES INFORMATION SYSTEMS ASSOCIATION LIMITED (the “Company”) ANNUAL GENERAL MEETING

NOTICE is hereby given of the ninth Annual General Meeting (the 'Meeting') of the Company, and the 31st Annual General Meeting of the association, to be held at 12:00 noon on Thursday 13th June 2024 online via MS Teams for the following purposes:

1. To receive Chair’s welcome and apologies received

2. To consider and, if thought fit, approve the following resolutions, to be proposed as Ordinary Resolutions of the Company:

A. To approve the minutes of the 2023 Annual General Meeting of the Company held on 8th June 2023.

B. To receive and adopt the annual report of the Trustees and the accounts of the Company for the financial year ended 31 December 2023.

C. To reappoint Critchleys the auditors of the Company to hold office from the conclusion of this meeting until the conclusion of the next general meeting of the Company at which audited accounts are laid, and to authorise the directors to fix their remuneration.

D. To consider and, if thought fit, appoint the following honorary officers (each of whom has consented to act) to stand as honorary officers of the Company from the close of this meeting for a term of two years in accordance with its Articles of Association, or as otherwise specified in any future amendments made to the Articles which are approved by the members of the Company:

Sarah Cockrill, as Treasurer of the Company
Proposed by Dean Phillips, University of Aberdeen
Seconded by Nathalie Czechowski, University of South Wales
Matthew Flower, as Secretary of the Company
Proposed by Sarah Cockrill, Canterbury Christ Church University
Seconded by James Crooks, Durham University

E. To elect two Elected Member to serve on the Board of Trustees.

The nominees proposed for election to the role of Elected Trustee receiving the most votes from the members entitled to vote and attending, whether in person or by proxy, at this Annual General Meeting, shall be elected unless otherwise disqualified from standing by the Constitution or Articles of the Charity.

Nominations for the two positions (listed alphabetically by institution) are as follows:

Nominee	Member institution	Proposer	Seconder
Karen Bates	London Business School	Paul Butler, University of Greenwich	Vipin Ahlawat, Loughborough University
Nick Gilbert	London School of Economics and Political Science	Paul Butler,University of Greenwich	James Smith, Birkbeck University of London
Rupa Dey	Queen Mary University of London	Nick Leake, King’s College London	Andy Smith, University College London
Mark Johnston	University of Glasgow	James Smith, Birkbeck University of London	Karen Bates, London Business School
Nathalie Czechowski	University of South Wales	Rachael Johnson,Bath Spa University	Sarah Cockrill,Canterbury Christ Church University
Iain McCracken	University of Sussex	Jason Oliver, University of Sussex	Sarah Cockrill, Canterbury Christ Church University

F. In accordance with the Articles of Association of the Company: To accept the nominations of the Special Interest Group Committees and appoint the Chairs of the Special Interest Groups of the Charity as follows:

Group	Chair	Proposer	Seconder
Business Relationship Management Group (BRM)	Richard Manley, University of the West of England (Inaugural chair)	Matthew Flower, University of Wolverhampton	Karen Bates, London Business School
Business Technology Standard (BTS CoP)	John Butterworth, King’s College London	Nick Leake, King’s College London	Krish Pilicudale, University of Huddersfield
Corporate Information Systems (CISG)	James Smith, Birkbeck, University of London	Ian Maitland, Leeds Beckett University	Martin Rodenby, Nottingham Trent University
CISG sub-group Web Services Group (WSG)	Claire Gibbons, Leeds Trinity University (Inaugural Chair)	James Smith, Birkbeck University of London	Nick Gilbert, London School of Economics and Political Science
Digital Capabilities Group (DCG)	Annette Webb, York St John University	Samantha Clarkson, University of Hertfordshire	Alison Waters, Cranfield University
Digital Education Group (DEG)	Richard Goodman, Loughborough University	Farzana Latif, University of Leeds	Julie Voce, City, University of London
Digital Infrastructure Group (DIG)	Jim Florence, Robert Gordon University	David Graham, University of Edinburgh	Jim McKeee, Stirling University
Enterprise Architecture (EA)	Joint Chair Russell Boyatt, Warwick University	Rosie Coffey, University College Cork	Lex Wilkinson, Sheffield Hallam University
Enterprise Architecture (EA)	Joint Chair Rosie Coffey, University College Cork	Lex Wilkinson, Sheffield Hallam University	Russell Boyatt, Warwick University
Higher Education Information Directors Scotland HEIDS	Claire Taylor Edinburgh Napier University	Brian Henderson, University of Aberdeen	Kris Gretchell, Fife College
Higher Education Wales Information Technology HEWIT	Simone Barbaresi, Bangor University (Inaugural Chair)	Nathalie Czechowski, University of South Wales	Mark Johnston, University of Glasgow
Immigration Administration Community of Practice – (IA CoP)	Joint Chair Alex Lock, Anglia Ruskin University	Ross Porter, London Business School	Maria Wylie, University of Cambridge
	Joint Chair Ross Porter, London Business School	Alex Lock, Anglia Ruskin University	Bethan Ovens, London School of Economics
UCISA London Group	Trevor Baxter, King’s College London	Marion Roseburg, Birkbeck, University of London	Okan Kibsroglu, Imperial College London
UCISA Midlands Group	Alex Goffe, Keele University	Mathew Carter-Rix, University of Wolverhampton	Christopher McEvoy, Keele University
Procurement Group (PG)	Rob Moore, Leeds Beckett University	Mel Gomes, Royal Holloway	Mark Allinson, Edge Hill University
Project and Change Management Group (PCMG)	Simon Baker, Birmingham City University	Sally Jorjani, University of Stirling	Marguerite McEnery, University of Limerick
Security Group (SG)	Dave Thornley, Sheffield Hallam University	Pri Alagoda, Nottingham Trent University	Bruce Rodger, University of Strathclyde
Support Services Group (SSG)	Joint Chair Andy Scott, Durham University	Iain Cameron, University of Aberdeen	IEd Stout, Leeds Beckett University
Support Services Group (SSG)	Joint Chair Jo Mortimer. University of Reading	Ed Stout, Leeds Beckett University	Iain Cameron, University of Aberdeen
Sustainability Group (SG)	Henrik Brogger, University of Reading	Andrew Meikle, University of Lancaster	Michael Shaw, Southampton University
Women in Tech (WiT)	Christi Hopkinson, University of the West of England	Tatiana Hepplewhite, Leeds Beckett University	Katie Wilde, Aberdeen University
User Experience Community of Practice (UX CoP)	Joint Chair Emma Horrell, University of Edinburgh	Sonia Virdi University of Edinburgh	David Goddard, University College London
User Experience Community of Practice (UX CoP)	Joint Chair: Joseph Talbot, University of Oxford	Sonia Virdi, University of Edinburgh	David Goddard, University College London

G. To receive the Treasurer’s Report for the financial year ended 31 December 2023, summary Budget for the current year ending 31 December 2024 and summary budget for financial year ending 31 December 2025.

H. To approve the increase in subscription fee by 5 % for 2025.

Explanatory Note:
The following table sets how each institution’s band is determined together with the current 2024 subscription fee. The fourth column of the table shows what the 2025 subscriptions will be if the resolution is approved.

Band Type	Size as reported to HESA	2024 Subscriptions with no uplift (ex VAT)	2025 Subscriptions with 5% uplift (ex VAT)
Band 1	Small and specialist institutions	£868.00	£912.00
Band 2	Less than 10,000 students reported to HESA in 22/23 year	£2,169.00	£2,277.00
Band 3	10,001 to 20,000 students reported to HESA in 22/23 year	£3,037.00	£3189.00
Band 4	20,001 to 30,000 students reported to HESA in 22/23 year	£3,470.00	£3,644.00
Band 5	More than 30,001 students reported to HESA in *22/23 year*	£3,967.00	£4,165.00

3. To consider any other business.

4. To receive Chair's closing remarks

By order of the board

sig

Matthew Flower, Director
Registered office: c/o Critchleys LLP, Beaver House, 23-38 Hythe Bridge Street, Oxford, Oxfordshire, OX1 2EP

Notes:

1. A member of the Company is entitled to appoint another person as his proxy to exercise all or any of his rights to attend and to speak and vote at the meeting.

2. A form of proxy is available. To be effective, the proxy form or other instrument appointing a proxy must be completed and signed and delivered to the registered office of the Company or delivered by electronic communication as specified below not later than 48 hours before the time for holding the meeting. Any power of attorney or any other authority under which the instrument appointing a proxy is signed (or a duly certified copy of such power or authority) must be included.

3. Where the member is not an individual person, a statement by the person submitting the proxy form of their authority to appoint a proxy must also be included.

4. Appointing a proxy does not preclude a member from attending and voting at the meeting in person.

5. To deliver an appointment of a proxy by electronic communication, scan the duly signed instrument appointing a proxy and any supporting documents in a .pdf, .jpg or .tiff format (so that the documents are legible and the signature is clearly visible) and send to the email address for delivery of proxies specified below. Any document or information relating to proxies for the meeting or otherwise relating to proceedings at the meeting may be sent by email to that address (but not to any other address or number for electronic communications mentioned in this document or any document accompanying it) provided that it is received no less than 24 hours before the meeting, but any electronic address or number provided in this notice or in any related document (including the proxy form) may not be used to communicate with the Company for any purposes other than as expressly stated.

6. If you do not give your proxy an indication of how to vote on any resolution, your proxy will vote or abstain from voting at his discretion. Your proxy will vote (or abstain from voting) as he thinks fit in relation to any other matter which is put before the meeting or any adjournment thereof.

7. Any appointment under a proxy notice may be revoked by delivering a notice to the Charity by the member who gave the proxy notice to the email below or by hand at the meeting. Such notice will only be effective if received by the Charity prior to the start of the meeting.

Email address for the delivery of proxy forms: admin@ucisa.ac.uk