The status of branches
Branches are part of the national charity. They do not have any separate legal status. The trustees of the national charity are responsible for the charity as a whole, including its branches. The trustee board is comprised of representatives from each region or nation of the UK, and branches within each region should keep in touch with their regional representatives, as well as with the central office.
Each branch ideally has three named officers: chair, secretary and treasurer.
Branches can determine roles in their own ways and it is possible for committee members to take on more than one role.
Generally the responsibility of the branch officers will be:
- Chair - Chair local committee meetings and branch events.
- Secretary - Keep minutes of decisions taken and a record of branch activities; Book speakers and venues. Publicise events. Send the branch programme to central office. Some branches have split these responsibilities into different roles, for example meetings secretary, events secretary and publicity secretary.
- Treasurer - Keep accounts and oversee other finance procedures in line with Early Education guidance.
Period of office
Generally a period of office should not exceed three years. While it is often hard to find new volunteers, succession planning is important to the long term success of the branch, and newer recruits can be mentored by more experienced peers. It is advisable to stagger changes of officers so that they will not all change in the same year. For a new branch, it may be worthwhile to have a consistent team for a time to establish the branch.
Planning a branch programme
The branch committee are responsible for planning the programme of events to suit the needs of their members and local early years community. Where possible, try to take into account the pattern of national and regional Early Education events.
You must send a copy of your event programme, including regional conferences and joint meetings, to central office as early as possible so that we can advertise these via the website, and send information to members and other contacts. This helps to demonstrate the range of Early Education activities to government, other organisations and grant awarding bodies.
Early Education is accountable for events at national and branch level. It is therefore important that Early Education has information about them. All branch events are covered by Early Education’s public liability insurance.
Most branches hold events in the late afternoon or early evening, or on Saturday mornings, depending on the preferences of local members.
Many branches hold events at local schools and settings which demonstrate good or outstanding practice and provide an opportunity for those attending the event to tour the setting. The host setting does not usually charge, but it is customary to offer some token of thanks. Some branches have arrangements with a local organisation such as a college or university, which may offer room space for free, or in exchange for free attendance by students. In some cases, especially for Saturday morning conferences, it may be necessary to pay for a venue.
You may have your own ideas and contacts for speakers, but a particular benefit of being an Early Education branch is having access to our Associates and Vice Presidents. Contact central office if you would like us to approach any of our contacts. Associates are freelance consultants who carry out training and consultancy through Early Education. They are experts in the field early childhood education who share our values and support our aims. Associates will normally charge a fee and/or expenses to speak, but will often charge a reduced rate to local branches. Vice Presidents are honorary patrons of the organisation who are eminent figures in the sector. They have no formal duties but support us in ad hoc ways, which might occasionally include speaking at branch events, and we are happy to discuss any possible invitations with branches.
Information abour branch events, including a copy of the flyer (if applicable) must be sent to head office so that we can publicise them via:
- the Early Education website - each branch has its own page on the website, and all branch events notified to central office are automatically listed both on the branch webpage and on the central events listing, and the branch events listing.
- our e-news listings
- the main Early Education Twitter, Facebook and LinkedIn accounts
- direct emails to all contacts signed up for updates from your branch - this can include non-members as well as members
Branches may also choose to set up their own social media accounts, but should notify central office of the details so that we can actively help cross-promote your posts. We can also provide advice with setting up social media accounts. Any social media accounts linked to an Early Education branch must comply with the organisation's social media policy.
Early Education’s legal name (British Association for Early Childhood Education) and its Registered Charity numbers and Companies House number should be displayed on all branch flyers, programmes and printed papers:
British Association for Early Childhood Education (Early Education)
Charity registered in England and Wales No. 313082
Charity registered in Scotland No. SC039472
Company limited by guarantee no. 395548
Branch Annual General Meeting
It is not a legal requirement, but each branch may wish to hold a branch AGM in the interests of transparency and for ease of conducting business such as the election of officers and committee, approval of accounts, etc. Any AGMs should be held in April or early May. Branch accounts and reports of activity must reach central office in time to be included in the annual report and accounts. Central office will write to you in plenty of time to achieve this deadline.
Any mailing lists held by local branches are subject to data protection legislation, and the responsibility for compliance lies ultimately with the national organisation. It is for this reason that local branches are asked not to hold their own mailing lists, but to channel all communications to members via central office.
Lists of non-member contacts interested in attending meetings, eg those who have attended past meetings or local authority contacts, can be added to the database on request, and will then be included in mailings relating to branch activities.
Accessing lists of branch members and contacts online
Authorised branch officers now have access to lists of branch contacts online, showing names, organisation and current membership status for individuals and organisations on the branch contact lists held by Early Education. If you have the appropriate permissions, you can access the lists using the following instructions:
- Log in to your account on the Early Education website - these reports can only be accessed by logged in authorised branch officers
- Click on the following link or cut and paste it into your browser: https://www.early-education.org.uk/reports/branch_officer/
- Click on the button marked 'List Members'. You will then have a screen with a list of drop down boxes.
- Select your branch from the first drop down box
- You can then filter by membership status (member, non-member or all); and also whether you want to see only contacts for whom you are the main branch, or also those who have a different main branch, but additionally want to receive information about yours.
- Once you have selected your preferred filters using the dropdown boxes, click on the Search button at the bottom right to see the resulting list.
The list will show on screen. You can also choose to export it as an Excel file or PDF document. These lists will not give you access to contact data. They can be used to check whether attendees at meetings are members or not in order to determine what entry fee they should pay for branch events.
Note: Having generated this list you may see an option in the very bottom right hand corner to email these contacts directly. Do not use this functionality without first contacting the office for instructions.
Getting ready for General Data Protection Regulation (GDPR)
As you may know, on 25 May 2018 new regulations on data protection come into force. We will be reviewing current processes to make sure Early Education, including the branches, comply with this and we hope the new online functionality will help as it means all lists can be held and managed centrally, while being used locally, to comply fully with the new requirements. We will be in touch with branches in due course about any necessary changes.