What do Year Group Reps do?

The Year-Group Representative (YGR) Scheme is designed to foster closer links between Clare and its members. YGRs will liase with the College and its members and, in so doing, help to build a feeling of participation and mutual interest.

The primary role of a YGR is to serve on the Alumni Council (which will meet at least once a year) to evaluate the College’s alumni services and to seek and represent the views of their College contemporaries. In their representative role, YGRs will also be asked from time to time to provide feedback on other aspects of the College’s plans, with guidance from the Development Office.

YGRs are asked to gather news of their contemporaries’ careers, achievements, family events and other items of interest on a regular basis (at least once a year). Information gathered should be fed back to the Development Office at Clare on a timely basis for publication on the website and/or in other College publications. It is vitally important when gathering information that YGRs make it clear that such information may be published on the alumni website. The law stipulates that express permission must be obtained to publish any personal information on the internet.

E-mail [development@clare.cam.ac.uk] is likely to be the most efficient means of contact. If e-mail is not possible, the College will reimburse postage costs.

The Development Office will provide YGRs on request with the names, addresses and e-mail addresses (where they are known) of their College contemporaries. The Development Office will provide the information as a data file in a format acceptable to the YGR, as a printed list, or as address labels. The Development Office is happy to send out emails on behalf of YGRs.

On receipt of alumni contact information, a YGR will become subject to the terms of the Data Protection Act 1998. YGRs must therefore agree to keep the information secure, and not pass it on to any third party.

 

Appointment and Reappointment

There will ordinarily be just one YGR for each year of matriculation, but two or more may be permitted in special circumstances.

All YGRs are appointed for a fixed term, normally for a period of up to three years ending on 30 September in the final year.

An incumbent YGR may be re-appointed for a further term, following the procedure for the appointment of new YGRs (see 5 below). An incumbent YGR may retire at any time.

When a vacancy becomes apparent, the Development Office will make a call for nominations to all members of that matriculation year. This will be by email or post as appropriate, specifying a deadline of four weeks from the date of posting. If the incumbent YGR is willing to serve a further term, this will be mentioned in the call for nominations. The Development Office will check witih each nominee in turn whether they are willing or not to be elected, informing them of the name(s) of any other nominee. 

If there is only one nominee resulting, then that person is duly elected YGR. Otherwise a ballot is held (by email and post as appropriate) among all members of the matriculation year. Again, there will be a deadline of four weeks from the date of posting for the receipt of valid votes.

The nominee who gains a simple majority of the votes cast will be duly elected. Negotiations will be held in the case of a tie

If you would like to contact your Year Group Representative please contact the Development Office and we will pass their details on to you.

 


Current Year Group Reps: 
Use the search box below to find the YGR for your matriculation year group.