The Women in
STEM
Network
Professional connection across disciplines, regions and career stages
These Terms of Reference explain the purpose, composition, responsibilities and working arrangements of the Advisory Board supporting Mums in Science Limited, trading as The Women in STEM Network.
The Advisory Board provides independent advice, professional expertise, constructive challenge and strategic guidance to support the development of The Women in STEM Network.
It is an advisory body. It is not the statutory board of Mums in Science Limited and does not hold legal or executive authority over the company.
Mums in Science Limited owns and operates The Women in STEM Network and trades under that name.
Dr Shara Cohen is the Founder and sole Director of Mums in Science Limited. She retains ultimate legal, statutory, financial and governance responsibility for the company and The Women in STEM Network.
Appointment to the Advisory Board does not make an individual:
Advisory Board members have no authority to make binding decisions on behalf of Mums in Science Limited unless the Director provides specific written authority for a defined matter.
These Terms of Reference should be read alongside:
The Advisory Board exists to strengthen the organisation through independent advice, professional knowledge and diverse perspectives.
Its role is to:
The Advisory Board may make recommendations to the Director. These recommendations are not binding.
The Advisory Board reports to and advises the Director.
The Director may:
The Director remains responsible for all final legal, financial, governance and strategic decisions.
The Advisory Board does not supervise, appoint or remove the Director.
The Chief Executive Officer manages the day-to-day operations of The Women in STEM Network under authority delegated by the Director.
The Chief Executive Officer may:
The Advisory Board may offer advice to the Chief Executive Officer but does not manage or direct the Chief Executive Officer.
The Chief Executive Officer remains accountable to the Director.
Advisory Board members do not have authority to direct staff, contractors, Regional Directors, Local Hub Leads, volunteers or ambassadors.
Any request involving operational work should normally be directed through the Director or Chief Executive Officer.
An Advisory Board member may work directly with a staff member, contractor or volunteer where:
Advisory Board members should not create additional work for staff or volunteers without prior agreement.
The Advisory Board should bring together individuals with a range of relevant skills, backgrounds, disciplines, regions and career experiences.
Membership may include people with experience in:
Appointments are made by the Director.
The number of Advisory Board members may change according to the needs and development of the organisation.
Prospective members may be identified by the Director, Chief Executive Officer, existing Advisory Board members or other trusted individuals.
Before appointment, a prospective member should receive information about:
An appointment becomes effective when it has been confirmed by the Director.
Each appointment should be recorded in writing.
The duration of an appointment will be stated in the member’s appointment letter or Advisory Board Member Framework.
An appointment may be renewed by agreement between the member and the Director.
Appointment to the Advisory Board does not create a permanent position or an entitlement to continued membership.
The Director may chair Advisory Board meetings or appoint an Advisory Board Chair.
The Chair is responsible for:
Serving as Chair does not give an Advisory Board member executive or legal authority over Mums in Science Limited.
The Director may change the Chairing arrangements at any time.
Advisory Board members are expected to:
Unless specifically authorised in writing, Advisory Board members may not:
Any authority beyond the normal advisory role must be granted in accordance with the Delegation of Authority Policy.
The Advisory Board will meet as required to provide useful and timely advice.
Meetings may take place:
Meeting frequency may vary according to organisational needs. The Director may call additional meetings when advice is required on a particular matter.
Members should receive reasonable notice of meetings wherever possible.
The meeting agenda will normally be agreed by the Director and the Chair, where a separate Chair has been appointed.
Members may suggest matters for consideration.
Meeting papers should be distributed sufficiently in advance where practical. Members are expected to review relevant information before the meeting.
Sensitive information should be clearly identified and handled appropriately.
Members should make reasonable efforts to attend meetings and notify the Chair or Director when they are unable to attend.
Where a member is repeatedly unable to participate, the Director may discuss whether continued membership remains appropriate.
The Director may invite guests, staff, contractors, professional advisers or other contributors to attend all or part of a meeting.
Guests do not become Advisory Board members by attending.
The Advisory Board does not make corporate decisions on behalf of Mums in Science Limited.
Members should seek to develop recommendations through constructive discussion and general agreement.
Where different views remain, those views may be recorded and presented to the Director.
A formal vote is not normally required because the Advisory Board’s role is advisory. If a vote is used to understand the balance of opinion, the outcome remains a recommendation rather than a binding decision.
The Director will decide whether and how a recommendation is adopted.
A written record should be kept of significant Advisory Board meetings.
The record should normally include:
Meeting records should not suggest that the Advisory Board made a binding corporate decision.
Records will be stored securely and shared only with appropriate individuals.
Advisory Board members must comply with the Conflicts of Interest Policy.
Members must declare any actual, potential or perceived conflict as soon as reasonably possible.
Depending on the circumstances, a member may be asked to:
Having a conflict does not automatically prevent someone from serving on the Advisory Board. It must, however, be declared and managed appropriately.
Advisory Board members may receive confidential, commercially sensitive or personal information.
Members must:
Confidential information must not be used for personal, professional or commercial advantage.
Legal obligations requiring disclosure will take precedence where applicable.
Personal information must be handled in accordance with applicable data protection requirements and organisational policies.
Advisory Board members must not:
Any suspected loss, misuse or unauthorised disclosure of information must be reported promptly.
Advisory Board members may state that they serve on the Advisory Board once their appointment has been confirmed.
They must not imply that they:
Media enquiries and requests for official comment should be referred to the Director or an authorised spokesperson.
Members must obtain approval before using the organisation’s name, logo or other branding in a publication, event, promotional activity or commercial context.
Advisory Board members may support the organisation by identifying opportunities and making introductions.
They may introduce potential:
An introduction does not authorise the member to negotiate or agree terms.
Any partnership, sponsorship, funding or commercial arrangement must be approved through the organisation’s established authority and contracting processes.
Advisory Board membership is normally voluntary and unpaid unless a separate written arrangement has been agreed.
Reasonable expenses may be reimbursed where:
Appointment to the Advisory Board does not create an employment relationship.
Materials provided by Mums in Science Limited remain the property of the company or the relevant rights holder.
Materials created specifically for the organisation by an Advisory Board member should be handled according to any written agreement relating to that work.
Members must not copy, publish, license, sell or commercially exploit organisational materials without permission.
Advisory Board members are expected to contribute to a respectful, inclusive and professional environment.
Members must not engage in:
Different professional opinions and constructive challenge are welcomed. They should be expressed respectfully.
Advisory Board members must report any safeguarding concern that becomes known through their role.
Members must not attempt to investigate a safeguarding allegation independently unless they have been formally authorised and are professionally qualified to do so.
Immediate concerns should be referred to the Director or the designated safeguarding contact.
An Advisory Board member may resign by notifying the Director in writing.
Where possible, reasonable notice should be given to support an orderly handover.
On leaving the Advisory Board, the member must:
The Director may end or suspend an Advisory Board appointment where:
The Director may take immediate action where necessary to protect people, information, legal compliance or the organisation’s reputation.
Ending an Advisory Board appointment does not require a finding of legal wrongdoing.
The Director may periodically review:
Members may be invited to provide feedback as part of the review.
These Terms of Reference may be amended by the Director to reflect organisational development, changes in structure or emerging governance needs.
Advisory Board members will be informed of material changes.
These Advisory Board Terms of Reference were approved by Mums in Science Limited, trading as The Women in STEM Network, in October 2026.
Approved by: Dr Shara Cohen
Position: Founder and sole Director
Last updated October 2026