Standing Welsh Committee

Standing Welsh Committee: Terms of Reference
The Standing Welsh Committee has delegated authority from the Trustee Board.

Overall purpose
The Standing Welsh Committee provides advice and guidance to the Trustee Board on the issues concerning Clinical Radiologists and Clinical Oncologists specifically within Wales. It is also the means by which RCR can provide tailored support to its members in Wales.

1. The Committee has four overarching purposes:

1. To provide advice and guidance to the Trustee Board on issues concerning Clinical Radiologists and Clinical Oncologists specifically within Wales
2. To provide a means for the RCR to provide support to its members and the specialties in Wales
3. To give voice to RCR in Wales
4. To inform a four-nations’ view on College work

Terms of Reference
2. The Standing Welsh Committee has delegated authority from the Trustee Board on matters that fall within its terms of reference. It is tasked with:

1. Providing a forum for the two specialties to share information and discuss relevant issues from across the nation.
2. Advising on issues concerning the specialties, RCR members and the healthcare landscape more generally within Wales.
3. Disseminating information on behalf of RCR to the specialties and other stakeholders within the nation.
4. Providing insight into RCR work from the lens of Wales to help RCR develop its four-nation strategy.
5. Providing help and guidance as to how RCR could best achieve its priorities in Wales.
6. Convening RCR members from Wales and provide opportunities for RCR to support them and address issues.
7. Reporting to the Trustee Board on a regular basis, at least annually, to inform it of the Standing Welsh Committee’s work over the year, or to bring to trustees’ attention matters that require action.

Membership
3. The membership will consist of no more than 15 members, all of whom should be members or Fellows of the RCR, including:

1. The Chair
2. The Vice-Chair
3. Two ex-officio members:
   a. The RCR Vice-President, Clinical Radiology
   b. The RCR Vice-President, Clinical Oncology
4. Up to six appointed members, with a minimum of two from each Faculty
5. Two Resident doctors, one from each Faculty
6. Up to three co-opted members

4. The Chair and Vice-Chair will be appointed by the Vice-Presidents of the RCR. Usually, the Chair and Vice-chair will be from different Faculties. It is expected that the Chair of the Committee will alternate between Faculties.

5. It is usual that following the Vice-Chair’s term of office, they will become the Chair of the Committee. However, this is always subject to the agreement of the respective Faculty Officers of RCR.

6. The term of office of the Chair is three years. The term of office of the Vice-Chair is three years, with a second term of three years should they be appointed Chair following their service as Vice-Chair.

7. The Chair and Vice Chair are ex-officio members of their respective Faculty Board and the Council and are expected to attend two meetings annually of each Board. Should the Chair and Vice Chair be from the same Faculty then only one will be the ex-officio member of the Boards and a nominee from the other Faculty should be identified to join their respective Faculty Board and Council.

8. The Chair and Vice Chair are responsible for the appointment of the appointed members, in line with standard RCR appointment processes. This includes the appointment of Resident doctor members. Consideration must be given to the spread of geographical representation of the appointed members.

9. The Term of Office of appointed members will be three years and may exceptionally be extended by up to three years by mutual agreement of the respective member, the Chair and RCR Vice- Presidents.

10. Co-opted members may be invited to join the Committee to address under-representation or to fill particular gaps at any given time.

11. Up to three co-opted members may be appointed for a period of no more than three years by the agreement of the Committee. Co-opted members may exceptionally be reappointed for a further term of up to three years by mutual agreement of the respective member, the Chair and RCR Vice- Presidents.

12. In the absence of either of the RCR Vice-Presidents, another Officer may attend who will count towards the quorum.

Operation
13. The Standing Welsh Committee will meet as often as required in order to carry out its duties, usually at least three times a year.

14. The agenda for Standing Welsh Committee will be split into two parts:

1. formal reports and decision-making and,
2. informal reports from members.

15. The quorum for the first part of any meeting shall be one third of members plus one, to include at least one RCR Officer, the Chair or Vice Chair and at least one member from each Faculty. The quorum for the second part of the meeting shall be one third of the membership to include the Chair or Vice Chair.

16. Secretariat support for the Standing Welsh Committee shall be provided by RCR staff.

17. Meetings may be held in person or by virtual means and can be hybrid.

18. Members may be called upon to consider or determine matters electronically between meetings and are expected to contribute to such considerations or decisions as part of their duties

19. In line with RCR board and committee policy, members will not speak on or behalf of the College unless directly authorised to do so by one of the RCR Officers.

20. Members will abide by any stated or implied confidentiality that attaches to the work of the committee during or after any period of membership.

21. Members will comply with the provisions of the Data Protection Act 2018 as regards any personal data where it is made available to them as part of their work.

22. Members will complete a declaration of interests at the start of their term of office and will keep it updated throughout their tenure.

Approved by Trustee Board on: 07 July 2025, to be effective from 01 January 2026
Review date: January 2027