The HELOA Annual General Meeting (AGM) is a virtual meeting being held on Wednesday 27 January 2027, 09:30 – 12:30 via Zoom.
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Meeting Details
When is the next HELOA Annual General Meeting (AGM)?
Wednesday 27 January 2027, 09:30 – 12:30 via Zoom.
What is an AGM?
AGM stands for Annual General Meeting and it is the policy making body for HELOA. The Association has a legal requirement to hold an Annual General Meeting which gives members the opportunity to give a final stamp of approval for the work carried out by officers of the Association over the last 12 months and give approval, or not, to the proposals for the future running and development of the Association over the coming 12 months. By members using their vote they are directing the work of their Association.
Why is the AGM taking place online?
At the 2023 AGM, the membership voted to decouple AGM from the National Conference on a trial basis. The online 2024, 2025 and 2026 AGMs received positive feedback and so future AGMs are being held virtually.
How do I book onto AGM?
To book onto the AGM, please complete the HELOA AGM Form by Monday 18 January 2027.
This form can also be used to book onto the AGM Discussion Forum session being held online on Wednesday 20 January 2027, 12:30 – 13:30.
What happens during the AGM?
How can I find out more about the AGM?
Attendance
Do I have to attend AGM?
Members are encouraged to attend the AGM in order to represent the views of their institution. Members are invited to speak, ask questions and vote (primary contacts/ proxies) during the meeting and are encouraged to report back to institutions on the meeting and outcomes.
I am a Honorary member, can I attend the AGM?
Honorary members can attend at the discretion of the HELOA Chair. To request to attend, contact the Chair at chair@heloa.ac.uk. The AGM reports can be accessed on the website and the minutes will be shared with members following the AGM.
How do I book onto AGM?
To book onto the AGM, please complete the HELOA AGM Form by Monday 18 January 2027.
This form can also be used to book onto the AGM Discussion Forum session being held online on Wednesday 20 January 2027, 12:30 – 13:30.
I can’t attend the AGM, how should I inform HELOA?
To register your apologies for the AGM, please complete the HELOA AGM Form by Monday 18 January 2027.
If you are the primary contact for your institution, please complete this form to register your apologies and nominate a proxy.
What if my Primary Contact cannot attend AGM?
If the primary contact is unable to attend the AGM, the institution can nominate another member from their institution to vote on behalf of the institution. To nominate a proxy, primary contacts should complete the HELOA AGM Form by Monday 18 January 2027.
How many Primary Contacts need to attend for the AGM to go ahead?
In order to run the AGM, the Chair needs to determine if there are enough primary contacts present – this is called quoracy.
This is set at 1/3 of the number of primary contacts, and if there are not enough present, the AGM is unable to go ahead and conduct formal business. Ideally, more than a third of primary contacts would be present.
Voting
Can I vote at AGM?
Each institutional member of HELOA is entitled to a vote at the AGM. The primary contact, who represents the institution, will vote on behalf of all the institution’s members.
Check if your primary contact is attending the meeting and if they are unable to attend, you can request to be nominated as their proxy.
How do I vote at AGM?
Voting at the AGM will take place electronically via Mi-Voice, an online voting platform. Primary contacts and nominated proxies will receive an email from Mi-Voice on Tuesday 26 January 2027 with voting details and a single-use link to join the voting site which can be accessed through a browser.
It is the role of the primary contact or nominated proxy to canvas the views of their institutional HELOA members and vote accordingly during the AGM.
What if my Primary Contact cannot attend AGM?
If the primary contact is unable to attend the AGM, the institution can nominate another member from their institution to vote on behalf of the institution. To nominate a proxy, primary contacts should complete the HELOA AGM Form by Monday 18 January 2027.
I am the Primary Contact and I can’t attend the AGM, how should I inform HELOA?
If you are unable to attend the AGM, you may appoint a proxy to exercise your primary contact’s rights to attend, speak and vote. A proxy may be:
1. A HELOA institutional member – Any HELOA member from your institution, who is in a suitable position to canvas the wider opinion of the institutional members and can attend the meeting.
2. Group Chair – Where there is no proxy available at your institution, you may nominate your Group Chair as your proxy to vote on behalf of your institution. You can instruct them on how your institution would like to vote.
If you are unable to appoint a proxy you may:
Vote via Email – Where there is no proxy available at your institution, you may send your votes to office@heloa.ac.uk which will be added to the votes during the meeting. Please send these through by Monday 18 January 2027.
To register your apologies for the AGM and nominate a proxy, please complete the HELOA AGM Form by Monday 18 January 2027.
Is there anything I need to do to prepare for AGM?
Get involved in AGM
When is the next HELOA Annual General Meeting (AGM)?
Wednesday 27 January 2027, 09:30 – 12:30 via Zoom.
How do I book onto AGM?
To book onto the AGM, please complete the HELOA AGM Form by Monday 18 January 2027.
This form can also be used to book onto the AGM Discussion Forum session being held online on Wednesday 20 January 2027, 12:30 – 13:30.
How can I get involved during the AGM?
Is there anything I need to do to prepare for AGM?
How can I submit questions for the AGM?
Discuss any comments or questions with your Group Chair prior to AGM or send any directly to the office or a member of the Operational Group. Group meetings will have an AGM agenda item at their November/ December meetings. Please see below for a list of upcoming group meetings:
Can I vote at AGM?
Each institutional member of HELOA is entitled to a vote at the AGM. The primary contact, who represents the institution, will vote on behalf of all the institution’s members.
Check if your primary contact is attending the AGM and if they are unable to attend, you can request to be nominated as their proxy.
How can I find out more about the AGM?
How do I nominate a member for Honorary Membership?
If you wish to submit a nomination for Honorary Membership, please complete the HELOA Honorary Nomination Form, stating your reasons for the nomination by 5pm on Thursday 7 January 2027.
Nominations for Honorary membership should be for individuals who are no longer represented by institutional membership of the Association and are unlikely to be in the future, and therefore cannot be considered for HELOA membership, but have previously served to support the Association in achieving its aims and objectives.
I am a Honorary member, can I attend the AGM?
Honorary members can attend at the discretion of the HELOA Chair. To request to attend, contact the Chair at chair@heloa.ac.uk. The AGM reports can be accessed on the website and the minutes will be shared with members following the AGM.
Honorary Membership
I am a Honorary member, can I attend the AGM?
Honorary members can attend at the discretion of the HELOA Chair. To request to attend, contact the Chair at chair@heloa.ac.uk. The AGM reports can be accessed on the website and the minutes will be shared with members following the AGM.
Why should I nominate a member for Honorary membership?
Nominations for Honorary membership should be for individuals who are no longer represented by institutional membership of the Association and are unlikely to be in the future, and therefore cannot be considered for HELOA membership, but have previously served to support the Association in achieving its aims and objectives.
For further information on the benefits of Honorary membership, please see the membership pages of our website.
How do I nominate a member for Honorary Membership?
If you wish to submit a nomination for Honorary Membership, please complete the HELOA Honorary Nomination Form, stating your reasons for the nomination by 5pm on Thursday 7 January 2027.
Nominations for Honorary membership should be for individuals who are no longer represented by institutional membership of the Association and are unlikely to be in the future, and therefore cannot be considered for HELOA membership, but have previously served to support the Association in achieving its aims and objectives.