How to Stand for Election to Council

The Vice-President is one of the more broadly defined Council offices. Vice-Presidents are normally long-serving members of Council who have previously held another officer role, and they provide independent advice and input across Council business, drawing on their experience and institutional knowledge.

There are two Vice-Presidents. Together, they support the President and may deputise for them when required. They attend Council meetings and the monthly President’s Action Group (PAG), and play an active role in the governance and operation of the Association. Their responsibilities include helping to run the mentor scheme, acting as organisational line managers for a subset of Council officers, and chairing the Ethics Committee, which oversees reported breaches of the Code of Conduct. Vice-Presidents are also expected to lead or participate in important subcommittees, particularly those making recommendations for the award of grants.

Skills, Experience and Attributes: The role is best suited to someone with substantial previous experience of the Palaeontological Association, normally gained through service on Council and in another officer role. The Vice-President should have a good understanding of the Association’s governance, activities, values and working practices, and be able to provide balanced, independent and constructive advice across a wide range of Council business.

The role requires sound judgement, discretion and the ability to handle sensitive matters appropriately, particularly in relation to professional standards, conduct issues and the work of the Ethics Committee. The Vice-President should be able to support the President, advise and mentor other Council officers, and contribute constructively to discussions where competing views or priorities need to be balanced.

Experience of committee work, grant review, mentoring, line management, governance, policy development or handling confidential matters would be valuable. The role would suit someone who is collegial, reliable and able to take a broad view of the Association’s interests, while helping to ensure that Council business is conducted fairly, effectively and in line with the Association’s values.

Required Commitment: The expected time commitment for the Vice-President is approximately 100 hours per year, equivalent to around 1 day per month on average, although the workload may vary depending on the timing of activities, policy or guidance work, events, consultations, and any issues requiring advice or support. This estimate does not include attendance at Council meetings, which should be considered an additional commitment

The Secretary is one of the senior members of Council and plays a central role in the effective governance and administration of the Association. The role requires close working with the President and Executive Officer, as well as with other officers including the Internet Officer and Newsletter Editor.

The Secretary is responsible for handling enquiries and communications from members and non-members where these are not dealt with by the Executive Officer, preparing agendas, and keeping minutes of Association meetings. They attend the monthly President’s Action Group (PAG) and help ensure that Council business is properly recorded, actioned and followed through. The Secretary also maintains and updates key written records, including rubrics for grants and awards, and drafts the annual Trustees’ Report.

The Secretary supports the Association’s grants, awards and governance processes by collating information, helping to establish relevant committees and votes, and administering votes for the election of new Council members and Trustees. Where Council agrees to major new initiatives, the Secretary may also draft supporting documentation, such as Constitutional changes, role descriptions, job descriptions and adverts.

As a senior Council member, the Secretary acts as the Executive Officer’s organisational line manager. Given the breadth and responsibility of the role, applicants should have previous experience of serving on Council, or equivalent experience in a similar role within another related organisation.

Skills, Experience and Attributes: The role is best suited to someone with strong organisational, administrative and communication skills, and experience of committee work, governance, record keeping or charity administration. The Secretary should be able to manage a varied workload, prepare clear agendas and minutes, maintain accurate records, and ensure that decisions and actions are properly documented.

The role requires good judgement, reliability, attention to detail and the ability to handle confidential or sensitive information appropriately. The Secretary should be comfortable working closely with the President, Executive Officer and other Council officers, and communicating clearly with members, non-members and external organisations on behalf of the Association.

Previous Council experience, or equivalent experience in another learned society, charity, professional body, academic organisation or related setting, would be valuable. Experience of drafting formal documents, supporting grant or award processes, administering elections or votes, and line managing staff would also be helpful. The role would suit someone who is collegiate, responsive and able to support the smooth and effective operation of the Association.

Expected Commitment: The expected time commitment for the Secretary is approximately 250 hours per year, equivalent to around 1–3 days per month on average, although the workload may vary depending on Council activities, events, grant deadlines, line management duties and new initiatives. This estimate does not include attendance at Council meetings, which should be considered an additional commitment.

The Newsletter Editor forms the core of the Newsletter Team with the Deputy Newsletter Editor and Executive Officer. The Newsletter Editor is chiefly responsible for producing the Association’s Palaeontology Newsletter. This is an ISSN-identified publication published three times a year. The Editor has editorial oversight of the Newsletter, including soliciting contributions from Council members and external correspondents, ensuring these are produced to schedule, copyediting and proofreading submissions, and checking typeset proofs. The Editor works closely with the Deputy Newsletter Editor and Executive Officer throughout the production process.

Together with the Deputy Newsletter Editor and Early Career Researcher Officer, the Newsletter Editor also contributes to the monthly Association Newsflash for members and other interested parties. This includes links to news articles, Association actions and other items of interest, with content solicited from across Council. The Deputy Newsletter Editor normally takes the lead on organising and editing the Newsflash, with support from the Newsletter Editor.

Skills, Experience and Attributes: The role is well suited to someone who is organised, reliable and able to manage regular publication deadlines. The Newsletter Editor should have an interest in editorial work and be comfortable coordinating contributions from Council members, Association officers and external correspondents. Strong written communication skills, attention to detail, and the ability to copyedit and proofread submissions carefully are important.

Experience of editing, publishing, science communication, layout, proofreading, managing contributors, or producing newsletters, magazines, websites or similar publications would be valuable, but all specific processes can be learnt in post. The role would suit someone who can balance accuracy, clarity and readability, while maintaining the Newsletter’s role as a professional but accessible publication for the Association’s membership.

The Newsletter Editor should be comfortable working collaboratively with the Deputy Newsletter Editor and Executive Officer, and able to plan ahead so that contributions, proofs and publication deadlines are managed effectively. They should also be willing to help identify suitable content for both the Newsletter and the monthly Association Newsflash, and to support clear, timely communication with the membership.

Expected required: Workload varies significantly across the year, with peaks around Newsletter publication deadlines and lower activity at other times. The role averages around one day per month, or approximately 100 hours per year.

The Deputy Newsletter Editor forms the core of the Newsletter Team with the Newsletter Editor and Executive Officer. The Deputy Newsletter Editor supports the Newsletter Editor in producing the Association’s Palaeontology Newsletter, and takes chief responsibility for the Reviews section. This includes commissioning reviews of recently published books and other relevant media, such as films, TV programmes, blogs, YouTube series, podcasts, computer games, educational resources and software packages.

The role involves maintaining contact with publishers, identifying new titles, requesting review copies, preparing lists of available titles, arranging for copies to be sent to reviewers, and managing review submissions. The Deputy Newsletter Editor may also commission additional content, such as interviews or correspondent pieces, and assists the Newsletter Editor in planning and editing each issue.

Together with the Newsletter Editor and Early Career Researcher Officer, the Deputy Newsletter Editor also helps produce the monthly Association Newsflash for members and other interested parties. The Deputy Newsletter Editor takes the lead on organising and editing the Newsflash, checking image permissions, and passing the final version to the Executive Officer for distribution.

Skills, Experience and Attributes: The role is well suited to someone who is organised, reliable and interested in editorial work, publishing, science communication or the wider palaeontological literature. As this is a deputy role, the Deputy Newsletter Editor should be comfortable supporting the Newsletter Editor while taking responsibility for defined areas of work.

Good written communication skills, attention to detail, and the ability to manage correspondence with contributors, reviewers, publishers and Council members are important. Experience of editing, proofreading, writing, publishing, reviewing books or media, managing contributors, or producing newsletters, magazines, websites or similar communications would be valuable, but all specific processes can be learnt in post. The role would suit someone who is proactive, responsive and able to work collaboratively as part of the Newsletter Team.

Expected Commitment: Workload varies across the year, with peaks around Newsletter publication deadlines and lower activity at other times. The role averages around one day per month, or approximately 100 hours per year. The bulk of organisational responsibility sits with the Newsletter Editor, although workload may be shared by agreement, and the two editors are expected to work closely together to manage publication.

Together, the President, Treasurer, Publicity Officer, Outreach Officer and Education Officer form the Public Engagement Group (PEG), which has responsibility for the Association’s outreach, education and public engagement activities. PEG members work closely together, and their roles often overlap, particularly in relation to communications, engagement activities, educational content and work with external partners.

Current PEG activities include supporting the Association’s public-facing work, responding to relevant enquiries, contributing to the Engagement Grants process, and promoting palaeontology, outreach and education on behalf of the Association. PEG also supports the Association’s presence at events such as the Lyme Regis Fossil Festival and the Yorkshire Fossil Festival, although the Education Officer would not normally be expected to organise this presence unless they choose to provide support or educational content. PEG also works with the Diversity Group to help ensure that public engagement activities are inclusive, accessible and aligned with the Association’s wider values.

Within PEG, the Education Officer leads on the Association’s educational activities. Recently, this has focused on creating and delivering palaeontological content for key stage-level students, and developing educational resources for schools and teachers. This may include resources linked to fossil festivals, schools’ days, classroom use, online provision, or public educational outputs such as video or YouTube series. The Education Officer may also maintain links with relevant educational organisations, including ESTA, and contribute to Association subcommittees or working groups where their educational expertise would be useful.

Skills, Experience and Attributes: The role is well suited to someone with experience or strong interest in palaeontological education, science communication, outreach, teaching, learning resource development, or work with schools and young people. The Education Officer should be able to communicate palaeontological ideas clearly and accurately for non-specialist audiences, and to translate current knowledge into accessible and engaging resources.

Experience of developing educational materials or working with schools, museums, festivals, learned societies, public engagement programmes or similar organisations would be valuable. The Education Officer should be organised, reliable and able to lead educational projects where appropriate, while also contributing constructively to wider PEG activities. They should have an interest in making palaeontology education inclusive, accessible and relevant to a broad range of learners and audiences.

Expected Commitment: The expected time commitment for the Education Officer is approximately 100 hours per year, equivalent to around one day per month on average, although the workload may vary depending on the timing of festivals, educational projects, PEG activities and grant-related work. This estimate does not include attendance at Council meetings, which should be considered an additional commitment.

The Diversity Officer leads the Diversity Group in developing strategies to support and promote equality, diversity and inclusion within the Palaeontological Association and the wider palaeontological community. The role includes identifying issues and barriers that may affect under-represented groups, and working with the Diversity Group and Council to develop practical, evidence-informed ways to address them.

The Diversity Officer works closely with other Council officers and groups, including the Public Engagement Group (PEG), to help promote palaeontology as a diverse, inclusive and welcoming scientific community. This may include advising on inclusive practice in outreach, education, events, communications, awards and other Association activities.

The Diversity Officer also plays an important role in promoting the Association’s Code of Conduct and supporting efforts to ensure that it is understood and upheld at Association-sponsored events. Where appropriate, they may contribute to the development or review of policies, guidance and procedures relating to equality, diversity, inclusion and professional behaviour.

The Diversity Officer may also volunteer to sit on one or more Association subcommittees responsible for reviewing grants and awards.

Skills, Experience and Attributes: Given the importance and sensitivity of this role, applicants should ideally have previous experience of working on equality, diversity and inclusion matters, preferably within a learned society, professional body, academic institution, museum, charity, or similar organization. The role requires someone able to take a broad, balanced and constructive view of diversity issues, work collaboratively with Council and members of the community, and help develop approaches that are proportionate, inclusive and aligned with the Association’s charitable aims.

Expected Commitment: The expected time commitment for the Diversity Officer is approximately 100 hours per year, equivalent to around 1 day per month on average, although the workload may vary depending on the timing of Diversity Group activities, policy or guidance work, events, consultations, and any issues requiring advice or support. This estimate does not include attendance at Council meetings, which should be considered an additional commitment.

The Avocational Officer represents and supports the interests of avocational palaeontologists within the Palaeontological Association and the wider palaeontological community. The role recognizes the important contribution made by those who engage with palaeontology outside formal academic, museum or professional employment, including independent researchers, collectors, preparators, local society members and other non-professional specialists.

The Avocational Officer works with Council to help ensure that the Association is welcoming and accessible to avocational members, and that their perspectives are considered in relevant discussions, activities and policy development. This may include identifying barriers to participation, promoting constructive links between avocational and professional palaeontologists, and encouraging good practice in areas such as collecting, curation, recording, publication, collaboration and engagement with local communities.

The role includes liaising with relevant Council officers and groups, including the Public Engagement Group, Diversity Group, Meetings Coordinator and Newsletter Editor, where appropriate. The Avocational Officer may contribute to initiatives that support knowledge exchange, training, mentoring, public engagement and communication between avocational palaeontologists and the wider Association membership.

The Avocational Officer may also volunteer to sit on one or more Association subcommittees responsible for reviewing grants and awards.

Skills, Experience and Attributes: The Avocational Officer should be part of the avocational palaeontological community, and have a good understanding of the opportunities and challenges faced by non-professional contributors to the discipline. The role requires someone able to take a broad, balanced and constructive view, support collaboration across different parts of the palaeontological community, and promote inclusive, ethical and responsible participation in palaeontology.

Expected Commitment: The expected time commitment for the Avocational Officer is expected to be approximately 100 hours per year, equivalent to around 1 day per month on average, although the workload may vary depending on the timing of Council activities, events, consultations, community engagement, and any initiatives developed to support avocational members. This estimate does not include attendance at Council meetings, which should be considered an additional commitment

Ordinary Members play an important role in the governance and strategic development of the Palaeontological Association. Although the role does not carry a formal portfolio, Ordinary Members are full members of Council and are expected to contribute actively to Council discussions, decision making and future planning.

The role provides an opportunity to bring a broad perspective to Council, drawing on the individual’s experience, expertise and understanding of the palaeontological community. Ordinary Members may contribute to discussions on Association policy, activities, grants, meetings, publications, public engagement, professional standards, and wider matters affecting the discipline. They are encouraged to act as thoughtful and constructive contributors, helping Council to make informed, balanced and inclusive decisions.

Ordinary Members are often invited to participate in subcommittees, working groups or short-term tasks that support the work of the Association. This may include reviewing and making recommendations on grant applications, contributing to awards or nominations processes, supporting policy development, assisting with specific projects, or providing additional capacity where Council requires it. The precise nature of this work may vary from year to year depending on the needs of the Association.

Skills, Experience and Attributes: The role is well suited to individuals who wish to contribute to the Association’s work at a strategic level, who can engage constructively with a range of views, and who are willing to take on tasks that support the effective running of the Association. Previous experience of committee work, grant review, professional societies, outreach, teaching, research, collections, publishing, or other relevant areas may be helpful, but the key requirement is a willingness to contribute actively and collegially to Council business.

Expected Commitment: The expected time commitment for an Ordinary Member is approximately 100 hours per year, equivalent to around 1 day per month on average, although the workload may vary depending on the timing of Council activities, subcommittee work and specific tasks. This estimate does not include attendance at Council meetings, which should be considered an additional commitment.

• Candidate's full name, email address, and Assoication Membership number (if known)
• The postion(s) the candidate wishes to stand for.
• A short written statements from the candidate covering:  1) Motivation & role fit; 2) Relevant experience & skills; 3) Contribution & priorities; 4) Engagement & representation. These statements will be published in the Newsletter and circulated to the membership before the AGM.
• Candidate's two nominators' full names, e-mail address, and (if known) their Assoication Membership mumbers.  
• A completed declarations: 1) agreement to stand; 2) Professional Standards and Behaviour Self-Declaration.