UCL Astrea Network - Terms of Reference

Astrea is a network for women in Professional Services roles at UCL.

It's open to all women (inclusive of cisgender women, trans women and non-binary people who are comfortable in a female centred community), whether you're at the early stages of your career, or are already well established. If you want to learn from others or share your own experiences so that others can learn from you, we'd love you to join us. 

Vision  

• A network for women, operated by women, which creates a sense of shared ownership. 
• Self-sustaining and independent network. 
• Aligned to UCL’s strategy to embed Astrea into the fabric of the institution. 
• Authentic in practising and sharing our mission to: 
• Enable women to develop, learn from each other and support themselves and each other; 
• Connect women across UCL to share their experiences and talk about issues of common concern; 
• Improve policy and practice to achieve greater gender equality at UCL with an intersectional lens; 
• Enable our members to realise their potential within UCL by providing professional development opportunities and ensuring they are aware of the relevant resources and policies that could support them. 

Key outputs  

• Advocating for changes in UCL policy and practice around gender equality through working with other staff networks and engaging with and feeding back to UCL leadership. 
• Organising and hosting a range of inclusive events to help our members learn new skills, hear inspiring career stories and build connections with women at all levels across UCL. 
• Communicating policy updates, skills tips and stories from our network through our quarterly newsletter, Microsoft Teams and social media channels, which are managed in accordance with UCL Social Media Guide. 

Structure of Astrea 

Members of the wider Astrea Community 

Anyone who identifies as a woman and is a member of professional services can become a member of the Astrea network. Vacancies for the Committee will be advertised to the Astrea Membership.  

Astrea Committee 

The Astrea Committee acts as the organising body for the Astrea Network. The Committee meets a minimum of five times a year, a quorum of 50% attendance is recommended per meeting. It is made up entirely of volunteers with an indicative service period of up to 36 months per role to open up opportunities for other members and Astrea community, which usually happens by natural flow. There is no specified number of role holders for committee roles; all applications are considered upon merit and agreed by the Chair/Co-Chairs and/or the committee. 

The Committee is made up of: 

Chair / Co-Chairs 

• Chair committee meetings 
• Identify strategic priorities for Astrea 
• Act as the public face of Astrea  
• Act as an ambassador for Astrea  
• Attend at least 50% of meetings annually 
• Promote Astrea activity within own department and networks 

Deputy Chair / Co-Chairs 

• Contribute to strategic priorities for Astrea 
• Deputise for Chairs 
• Support committee meetings: maintain agenda; write minutes; book rooms 
• Act as an ambassador for Astrea  
• Attend at least 50% of meetings annually 
• Promote Astrea activity within own department and networks 

Budget Lead / Co-Leads 

• Collaboration – collaborate with the Astrea committee in the regular monitoring of financials and forecasting.  
• Oversee process documentation and knowledge management for financial administration and reporting.  
• Monitor spending of Astrea budget, wherever possible look for opportunities to optimize value-for-money.  
• Ensure all invoices relating to Astrea are paid in a timely manner.   
• Lead on applying for additional funding where needed.   

Bicentennial Lead Co-ordinator 

• Develop and maintain a strong communication channel with the UCL Bicentennial Team. 
• Communicate with the Astrea Committee possible opportunities for the Astrea Network during the bicentennial activities for their agreement. 
• Where required, create a Working Group of Astrea members to support Astrea involvement in the bicentennial activities. 
• Work with the Communications sub-group and the Events sub-group to ensure activities are communicated to the wider network. 
• Seek opportunities to ensure that women in Professional Services are given prominent exposure during the bicentennial events. 

Committee Sub-Groups 

Committee sub-groups focus on specific areas of Astrea network’s outputs and should meet as and when required – and at least once in advance of each committee meeting. One person from each sub-group is nominated Sub-Group Lead and takes responsibility for ensuring that sub-group meetings are arranged as required to fulfil the role of the sub-group. The Sub-Group Lead will also ensure that a report is written for each Committee meeting and that someone is nominated to report back at each Committee meeting.  

Communications Sub-Group 

• Manage website and social media  
• Manage newsletter 
• Promote events through UCL channels and Astrea mailing list 
• Manage mailing list and monitor shared inbox account, being the main point of contact for members 
• Plan, analyse and report on member surveys 
• Act as an ambassador for Astrea  
• Attend at least 50% of meetings annually 
• Promote Astrea activity within own department and networks 

Events Sub-Group 

• Programme a minimum of six events / year for members, with support from committee 
• Ensure programme is fresh, appealing and relevant to women of all grades and role types 
• Ensure speakers are diverse (in identity and role type); scan for new ideas and possible speakers  
• Manage bookings and event delivery on the day 
• Liaise with communications to promote events 
• Act as an ambassador for Astrea  
• Attend at least 50% of meetings annually  
• Promote Astrea activity within own department and networks 

Policy Sub-Group 

• Monitor policy developments and best practice in UCL, HE and other sectors 
• Liaise with EDI and HR regarding relevant contacts and committees  
• Inform Astrea members of policies which could help them achieve greater fulfilment in the workplace. 
• Write regular Did you Know? Policy of the Month feature for newsletter to inform members about UCL’s HR policies  
• Act as an ambassador for Astrea  
• Attend at least 50% of meetings annually 
• Promote Astrea activity within own department and networks 

Inclusion Sub-Group  

• Work with comms and events teams to diversify Astrea’s membership and speakers, and promote relevant opportunities like Inclusive Advocates or BMentor to Astrea members 
• Create strong links with UCL’s EDI team and other relevant staff networks (Enable, PACT, Out@UCL and Friends of Out; Race Matters, Male Allies, UCL Women in STEM academics, etc) 
• Plan and deliver at least one joint event a year with other networks 
• With policy team, monitor sector developments about intersectional working, hybrid working models and decolonising Higher Education  
• Act as an ambassador for Astrea  
• Attend at least 50% of meetings annually  
• Promote Astrea activity within own department and networks 
• Promote accessibility and digital accessibility across the group and the University