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ACODE Information for members

All you ever wanted to know about ACODE

Site: Australasian Council on Open, Distance and e-Learning
Course: ACODE General Information
Book: ACODE Information for members
Printed by: Guest user
Date: Wednesday, 22 November 2017, 12:53 AM

Welcome

Welcome to the Australasian Council on Open, distance and e-learning, ACODE.

As an organisation of Australasian universities, ACODE's mission is to enhance policy and practice in open, distance and e-learning in Australasian higher education by:

  • disseminating and sharing knowledge and expertise;
  • supporting professional development and providing networking opportunities;
  • investigating, developing and evaluating new approaches;
  • advising and influencing key bodies in higher education; and
  • promoting best practice.

ACODE’s objective of enhancing policy and practice in open, distance and e-learning in Australasian universities and its associated activities will be progressed utilizing a range of strategies including:

  • contribution by members of the ACODE Executive.
  • working parties
  • (special) interest groups and/ or
  • consultancies.

Representation and entitlements

Each institutional member is represented by a nominee, normally the institution’s staff member primarily responsible for managing open, distance, and e-learning. In addition, each institutional member shall be invited to nominate a suitable alternate.

Each institutional member is entitled to:

  • send one representative free of charge to regular ACODE workshops and business meetings;
  • to receive all ACODE communications with members of ACODE. This is usually in the form of email  via the ACODE News Forum or the ACODE email list;
  • have access to all ACODE resources which are posted to the secure section of the ACODE communications hub.

Each institutional member is entitled to one vote in any ACODE business, including at business meetings and for ACODE elections.

ACODE Communications

The ACODE website houses general information about ACODE, including the Strategic Plan, the current Membership, the current Executive, projects and current activities.

The ACODE website also provides links to major ACODE publications, such as the ACODE Benchmarks.

The ACODE website provides opportunities for representatives to interact through news and forums and special interest groups. ACODE business information is available in sections relating to business meeting minutes, workshop programs and resources, current projects, institutional profiles, and Executive minutes.

ACODE Activities

See ACODE Workshops.

ACODE hosts three major activities per year- each a two day event including a full day workshop on a topic of interest, a business and networking dinner and a business and networking meeting. 

Member institutions are entitled to send one representative to each of these events as part of their membership. Representatives are responsible for their own travel, accommodation and morning and evening meal costs (except for the Business Dinner). 

ACODE also hosts the biannual Learning Technologies Leadership Institute, the ACODE Institute.

Attendance at meetings

WORKSHOPS

Who can attend the regular ACODE workshops?

The specified nominee or alternate from a fully financial member institution may attend the regular scheduled ACODE workshops at no cost.

Members who hold ‘affiliate’ status membership are invited to nominate one suitable representative to attend each workshop and will be charged the agreed affiliate rate.

Is the host Institution able to send additional participants to the workshop?

If numbers allow, the host institution may be invited to nominate additional members of staff to attend the workshop. Additional participants from the host institution will be charged at cost recovery rates for the day.

Are ‘other’ member institutions able to send additional participants to the workshop?

Additional participants from member institutions other than the host institution do not normally attend workshops. Any request to do so must be made to the Executive Officer well ahead of time. Participation will be determined by the Executive Officer on a case by case basis, dependant on numbers. Attendance at the workshops by additional participants from ‘other’ member institutions will be charged at cost recovery.

Can the Vice-Chancellor or Senior Manager of the host institution, giving the welcome attend the workshop for the whole day?

The Vice-Chancellor or Senior Manager of the host institution is invited to attend the workshop – no charge is associated with this.

What happens if a nominee or alternate from a financial ACODE member institution fails to register before the registration deadline?

Participation will be determined by the Executive Officer on a case by case basis, dependant on registration numbers.

BUSINESS DINNER

Who can attend the Business Dinner?

Either the specified nominee or alternate from a fully financial member institution may attend the business dinners associated with nominated workshops at no cost.

Is the host Institution able to send additional participants to the Business Dinner?

Additional participants would not normally attend the Business Dinner, however, should numbers allow, this may be possible and would be charged at actual catering costs. Members wishing to do so must advise the Executive Officer well ahead of time. Participation will be determined by the Executive Officer on a case by case basis, dependant on numbers.

Can ‘other’ member institutions send additional participants to the Business Dinner?

Additional participants from ‘other’ member institutions do not normally attend the business dinner. Any request to do so must be made to the Executive Officer well ahead of time. Participation will be determined by the Executive Officer on a case by case basis, dependant on numbers. Any additional participants will be charged actual catering costs incurred at the venue.

Can the Vice-Chancellor or Senior Manager of the host institution attend the Business Dinner?

The Vice-Chancellor or Senior Manager of the host institution is invited to the Business Dinner by the ACODE Chair, as a guest of ACODE.

Can members bring accompanying guests to the Business Dinner?

Members are normally able to bring an accompanying guest to the Business Dinner, and will be charged actual catering costs. Members wishing to do so, must advise the Executive Officer well ahead of time. Participation will be determined by the Executive Officer dependant on numbers.

BUSINESS MEETINGS/AGM

Who can attend ACODE Business Meetings/AGMs?

Only the specified nominee or alternate from a fully financial member institution may attend Business Meetings/AGM. Fully financial members have voting rights at ACODE Business Meetings/AGM.

Affiliate members are invited to nominate a representative to attend each meeting and participate in discussions at the discretion of the Chair. Affiliate member institutions do not have voting rights.

The Chair may invite any person to attend any ACODE meeting under such conditions and circumstances as determined by the Chair. Invited guests do not have voting rights.

Are member institutions able to nominate another representative to attend the Business Meetings/AGM if the usual nominee or alternate are unavailable?

Yes. Member institutions are able to nominate a substitute representative to attend ACODE meetings should the usual nominee or alternate not be available.

Does the Vice-Chancellor or Senior Manager of the host institution attend the Business Meeting/AGM?

This is not normal practice; however an invitation may be extended at the discretion of the Chair.

Links and Resources

Associated Organisations

CAUL (Council of Australian University Librarians) and CAUDIT (Council of Australian University Directors of Information Technology).

A Memorandum of Understanding (MoU) between CAUL, CAUDIT and ACODE was signed in 2003. ACODE also has a close working relationship with EDUCAUSE, exemplified by permission to use the EDUCAUSE name in relation to professional development activities – EDUCAUSE Institute and biennial EDUCAUSE Australasia Conference. The relationship includes access to information held in the EDUCAUSE Core Data Study for those members who contribute to the Study.

ACODE is negotiating MoUs with ascilite, CADAD, the Open and Distance Learning Association of Australia (ODLAA), and the Distance Education Association of New Zealand (DEANZ).

See: About usInstitutional members and representatives

Affiliated Organisations

TAFE NSW/OTEN, Education Services Australia (formerly Education.au), TAFE Queensland, Open Universities Australia (OUA), Sydney College of Divinity and the College of Law in Sydney.

See: Affiliate Institutions

Also:

ACODE Executive

The Executive organises the affairs of ACODE, including arranging meetings; developing and reviewing strategic directions; preparing and overseeing the budget; monitoring working parties; representing and acting for ACODE between meetings, canvassing the opinions of members between meetings and implementing the ACODE Communications strategy. The Executive comprises the following 5 office bearers:

  • President
  • Vice-President
  • Treasurer
  • Executive Member x 2

Members of Executive are expected to actively contribute to Executive meetings and the business activities of ACODE. It is anticipated that Executive members take responsibility for organizing and running one workshop per year, represent the Executive on, and contribute to, working parties.

The ACODE Executive will meet regularly via online meeting or teleconference and will also meet face to face several times a year. The expenses associated with these meetings will be met by ACODE, except where face to face meetings are held in conjunction with other organised events at which most Executive members would normally be present. As far as possible Executive meetings will be held to minimize additional travel on the part of members. It may not be possible for all Executive members to attend all Executive meetings.

Expectations of Executive members

Workshops and Business Meetings

Members of the Executive will accept responsibility for organizing workshops in response to identified needs or current issues; contributing to formal responses as necessary and in a timely manner; developing discussion papers and contributing to ACODE activities.

See: ACODE Workshop Guidelines.

Working parties

ACODE Executive may commission working parties to research, investigate and/or scope projects in areas of identified need. The work of such working parties will be endorsed by ACODE, membership will be by invitation from Executive. One member of Executive will be a member but not necessarily chair the working party. The Executive will provide the working party with clear terms of reference and accountabilities. Executive may provide financial or other support for working parties. It is expected that all working parties will produce a formal written report which will be available to members of ACODE via the hub and/or website. Working parties may also be requested to develop an ACODE workshop on the topic.

Special Interest Groups

ACODE will support the formation of special interest groups. These may be initiated by members of the Executive or ACODE nominees or alternates. The ACODE hub and email will support communication and reports may be recorded on the ACODE hub and/or website. Opportunities may be made available during ACODE workshops for special interest groups to meet. The management of such groups is the responsibility of the individual who initiates the group.

ACODE Executive may contract individuals or companies to conduct research, investigate issues, develop issues/discussion papers. These will be made available via the ACODE hub or website.

ACODE communications strategy

The ACODE Executive supports the ACODE communications strategy by encouraging members to use ACODE communication channels to canvas issues, debate topics and share information.

Where the ACODE membership is used to collect information it is expected that a summary of responses will be made available to members via the ACODE hub or website.

Annual Reports to Vice-Chancellors

In conjunction with the Executive, the President will write an ACODE Annual Report that will be distributed to Vice-Chancellors and appropriate Deputy and Pro Vice-Chancellors of financial member institutions (and other institutions as desired). The Annual Report will also be sent and/or emailed to ACODE nominee and alternate representatives. The President may initiate this early in the year for completion and distribution around the end of the first quarter of the year, or at any other time, at the President’s discretion.

Executive meetings and commitments

The ACODE Executive meets regularly throughout the year to manage the affairs of ACODE. These meetings include one or two face to face meetings and virtual meetings using either teleconferencing or online conferencing. ACODE meets the expenses of these meetings.

An Executive meeting is usually be held in association with the regular ACODE workshop and business meetings. ACODE does not meet the expenses of members of Executive in attending the three normal business meeting/workshop sessions.

See: Executive Travel and Accommodation.

See: ACODE Constitution

Joint CAUL CAUDIT and ACODE Meetings

There are joint meeting of CCA Executives (CAUL, CAUDIT and ACODE) each year. These meetings serve to share information, review progress on joint activities, and identify projects and other activities of mutual benefit.

Attendance at these meetings by all members of the Executive is highly desirable.

Where these meetings do not align with a regular ACODE meeting or conference that would be attended by ACODE Executive members, ACODE will meet reasonable costs associated with Executive members’ attendance. See Executive Travel and Accommodation.

Each association has a turn hosting the joint meeting. The meetings are generally half day as the other Executive Committees hold their individual meetings as well. The following is required when ACODE hosts the event:

  • Liaise with CAUL and CAUDIT Executive Officers re date and time (a.m. or p.m.)
  • Organise venue – often at Customs House in Brisbane
  • Organise catering – through Customs House/venue
  • Call for agenda items, checking any Business Arising from previous Minutes
  • Liaise with the President on ACODE items for the Agenda
  • Liaise on the order of Agenda items as the ACODE President will Chair the meeting
  • Pay invoice for Customs House/venue and raise invoices to charge CAUL and CAUDIT 1/3 each for the cost.

Executive Travel and Accommodation

ACODE will meet reasonable costs associated with Executive members’ attendance at meetings which are separate to planned business meetings. Where possible ACODE will book and pay for all airfares and accommodation associated with Executive business. ACODE will not normally pay for meeting costs associated with regular Workshops and Business meetings, phone calls, drinks or other sundries.

ACODE will pay:

  • Economy class airfare by the most direct route from the member’s home location to the venue of the meeting; Frequent Flyer and other loyalty program member numbers can be noted on flight bookings;
  • Hotel accommodation (room only; hotel to be suggested by ACODE);
  • Reasonable meal costs where these are not provided as part of the meeting.  Receipts must be provided.
  • Other travel costs incurred in attending the meeting eg airport transfers, parking (on production of receipt).