Delegation Of Authority Policy

Purpose

This policy explains how authority is assigned and exercised within Mums in Science Limited, trading as The Women in STEM Network.

It establishes clear responsibilities, approval requirements and limitations so that decisions are made by the appropriate people and remain subject to proper oversight.

Delegating authority allows the Chief Executive Officer, staff, contractors, Regional Directors, Local Hub Leads and volunteers to carry out agreed responsibilities efficiently. Delegation does not transfer ownership, corporate control or the legal and statutory responsibilities of the sole Director.

Legal and Organisational Status

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.

The organisation may appoint a Chief Executive Officer, members of an Advisory Board, staff, contractors, Regional Directors, Local Hub Leads, volunteers and ambassadors to support its work.

These appointments do not make those individuals directors of Mums in Science Limited and do not transfer the Director’s legal or statutory responsibilities to them.

No individual may bind Mums in Science Limited or The Women in STEM Network unless Dr Shara Cohen has expressly delegated the relevant authority in writing.

Who This Policy Applies To

This policy applies to:

The Founder and sole Director
The Chief Executive Officer
Advisory Board members
Employees and other members of staff
Contractors and consultants
Regional Directors
Local Hub Leads
Programme and project leads
Volunteers and ambassadors
Committee and working group members
Anyone authorised to act on behalf of Mums in Science Limited or The Women in STEM Network

Organisational Structure

The governance and operational structure consists of:

Founder and sole Director: Dr Shara Cohen
Advisory Board: Provides independent advice and strategic guidance to the Director
Chief Executive Officer: Manages day-to-day operations under authority delegated by the Director
Staff and contractors: Perform defined professional and operational responsibilities
Regional Directors: Coordinate activities and relationships within assigned geographical regions
Local Hub Leads: Coordinate individual Local Hubs within the regional structure
Volunteers and ambassadors: Support approved programmes, events, communications and community activities

The Advisory Board advises the Director but does not form part of the operational reporting line unless an individual Advisory Board member is separately appointed to an operational role.

The normal operational reporting structure is:

Sole Director → Chief Executive Officer → Regional Directors, staff and contractors → Local Hub Leads and volunteers

Reporting arrangements may be adapted where appropriate, but any change must be authorised by the Director or the Chief Executive Officer acting within delegated authority.

Meaning of Delegated Authority

Delegated authority is permission given to an individual to perform a particular responsibility or make a defined category of decisions.

A delegation may relate to:

A role
A project or programme
An approved budget
A particular transaction
A defined geographical area
A specific period
A specific decision or activity

Delegation does not:

Transfer ownership of the organisation
Make the recipient a statutory director
Transfer the Director’s legal responsibilities
Provide unlimited decision-making authority
Allow the recipient to act outside the agreed scope
Allow authority to be passed to another person without permission

Principles of Delegation

All delegated authority must be:

Clearly defined
Granted by someone who has authority to delegate
Appropriate to the individual’s role, skills and experience
Limited to an agreed responsibility, activity, budget or period
Exercised in accordance with organisational policies and values
Properly documented where the matter is significant
Subject to oversight and review
Withdrawn or amended when circumstances change

Authority must not be assumed because someone holds a particular title or regularly performs a particular activity.

Where authority has not been expressly delegated, approval must be obtained before a decision or commitment is made.

Authority of the Founder and Sole Director

Dr Shara Cohen is the Founder and sole Director of Mums in Science Limited.

The Director retains ultimate authority and accountability for:

The legal and statutory responsibilities of Mums in Science Limited
The governance and strategic direction of the organisation
The ownership and operation of The Women in STEM Network
Compliance with company law and other applicable requirements
Statutory filings and annual accounts
Financial oversight and organisational solvency
Significant contracts and legal commitments
Employment and senior appointments
Organisational policies
Risk management
Safeguarding oversight
Data protection oversight
The protection of the organisation’s name, brand and reputation

The Director may delegate defined operational responsibilities but remains ultimately accountable for the company’s governance and legal obligations.

Matters Reserved for the Director

The following matters are reserved for the Director unless a particular action has been expressly delegated in writing:

Approving or changing organisational strategy
Approving annual plans and budgets
Changing the legal or ownership structure of Mums in Science Limited
Issuing or transferring shares
Securing investment
Borrowing money or providing financial guarantees
Opening, closing or changing bank accounts
Approving banking arrangements and authorised users
Approving statutory filings and annual accounts
Appointing accountants, solicitors and other professional advisers
Employing or dismissing the Chief Executive Officer
Appointing or removing Advisory Board members
Approving organisational governance documents and policies
Approving significant contracts
Starting, defending or settling legal proceedings
Approving significant expenditure outside an agreed budget
Approving payments or commitments of £5,000 or more
Approving new areas of business or major programmes
Approving mergers, acquisitions, disposals or closure
Approving the sale or licensing of significant intellectual property
Making final decisions on serious safeguarding, legal or reputational matters

The Director may seek advice from the Advisory Board, the Chief Executive Officer or professional advisers before making a reserved decision.

Role of the Advisory Board

The Advisory Board provides independent advice, professional experience, perspective and strategic guidance to the Director.

The Advisory Board may:

Review strategic proposals
Advise on opportunities and risks
Provide professional and sector expertise
Support the development of partnerships
Offer constructive challenge
Review information about organisational activities and impact
Make recommendations to the Director
Support the mission and reputation of the Network

The Advisory Board is advisory. It does not hold executive authority and its recommendations are not binding on the Director.

Advisory Board members do not have legal responsibility for Mums in Science Limited merely because of their Advisory Board appointment.

Unless separately authorised in writing, the Advisory Board and its individual members may not:

Bind Mums in Science Limited contractually
Commit the organisation to expenditure
Direct the Chief Executive Officer, staff, contractors or volunteers
Employ or dismiss staff
Approve operational budgets
Enter into partnerships or sponsorship agreements
Make public statements on behalf of the organisation
Give legal, financial or regulatory assurances
Present themselves as directors of Mums in Science Limited
Exercise the statutory powers of the Director

Any additional authority given to an Advisory Board member must be recorded separately and must state the purpose, scope and duration of that authority.

Authority of the Chief Executive Officer

The Chief Executive Officer is responsible for managing the day-to-day operations of The Women in STEM Network under authority delegated by the Director.

The Chief Executive Officer may be authorised to:

Implement the strategy approved by the Director
Develop and manage operational plans
Manage staff, contractors and volunteers
Coordinate Regional Directors and Local Hub Leads
Oversee programmes, events and membership services
Manage approved budgets
Approve routine expenditure within agreed limits
Monitor organisational performance
Develop operational procedures
Maintain organisational records
Manage routine relationships with partners and suppliers
Report performance, risks and operational matters to the Director
Escalate significant decisions to the Director

The Chief Executive Officer is accountable to the Director.

The Chief Executive Officer does not automatically have authority to:

Exercise the statutory powers of a company director
Change the ownership or legal structure of Mums in Science Limited
Approve borrowing, investment or share transactions
Sign contracts unless specifically authorised
Approve expenditure outside an agreed budget
Approve payments or commitments of £5,000 or more
Appoint or remove Advisory Board members
Adopt or amend governance policies
Make significant legal or corporate decisions
Transfer delegated authority without permission

The Director may amend or withdraw the Chief Executive Officer’s delegated authority at any time.

Authority of Staff and Contractors

Staff and contractors may make decisions that are reasonably necessary to perform their agreed duties, provided that those decisions:

Fall within their job description, contract or written remit
Remain within an approved plan and budget
Comply with organisational policies
Do not create an unauthorised legal or financial commitment
Do not expose the organisation to significant risk
Are referred to the appropriate person when they exceed the individual’s authority

Staff and contractors must obtain approval before changing the scope, cost or purpose of an agreed project.

No employee, contractor or consultant may sign a contract on behalf of Mums in Science Limited unless the Director has expressly authorised them to do so in writing.

Authority of Regional Directors

Regional Directors coordinate the development and activities of The Women in STEM Network within assigned geographical regions.

“Regional Director” is an operational title within the Network. It does not mean that the individual is a statutory director of Mums in Science Limited.

Regional Directors do not have legal responsibility for Mums in Science Limited by virtue of their title. They may not bind Mums in Science Limited or The Women in STEM Network unless specific authority has been provided in writing.

Regional Directors may be authorised to:

Coordinate approved regional programmes and activities
Support Local Hub Leads
Develop relationships within their region
Recommend potential partners, speakers and contributors
Support regional volunteers and ambassadors
Gather and report regional information
Promote approved Network activities
Organise approved events
Monitor regional activity and report to the Chief Executive Officer
Make routine operational decisions within an agreed remit

Regional Directors must obtain approval before:

Entering into a contract or formal agreement
Committing the organisation to expenditure
Requesting or accepting sponsorship
Establishing a formal partnership
Recruiting paid staff or contractors
Launching a new service or membership offer
Collecting money in the organisation’s name
Making public statements on sensitive matters
Using the organisation’s intellectual property outside approved activity
Transferring responsibilities to another person

Regional Directors normally report to the Chief Executive Officer or another person designated by the Director.

Authority of Local Hub Leads

Local Hub Leads coordinate individual Local Hubs within the regional structure of The Women in STEM Network.

Local Hub Leads do not have legal responsibility for Mums in Science Limited and may not bind the company or the Network.

Local Hub Leads may be authorised to:

Coordinate approved Local Hub activities
Welcome and support local members
Organise approved meetings and events
Communicate approved information
Support local volunteers
Identify local opportunities
Recommend speakers, venues and potential partners
Gather feedback from members
Report Local Hub activity to the relevant Regional Director
Promote the mission and approved activities of the Network

Local Hub Leads must obtain approval before:

Spending or committing organisational funds
Signing an agreement
Entering into a partnership
Seeking or accepting sponsorship
Collecting membership fees or donations
Making promises on behalf of the organisation
Creating a new service or programme
Making a public statement on behalf of the wider Network
Collecting personal information through an unapproved system
Using the organisation’s branding for an unauthorised purpose

Local Hub Leads normally report to the relevant Regional Director. Where no Regional Director has been appointed, they report to the Chief Executive Officer or another designated person.

Authority of Volunteers and Ambassadors

Volunteers and ambassadors support the organisation’s programmes, events, communications, outreach and community activities.

Volunteers and ambassadors do not have legal responsibility for Mums in Science Limited and have no authority to bind the company or the Network.

They may undertake activities expressly agreed with the Chief Executive Officer, a Regional Director, a Local Hub Lead or another authorised person.

Approved activities may include:

Supporting events and programmes
Promoting approved activities
Welcoming and assisting members
Contributing approved content
Supporting community engagement
Sharing authorised information and resources
Representing the Network at an agreed event
Gathering feedback
Assisting with administrative activities

Volunteers and ambassadors may not:

Enter into contracts or agreements
Commit or spend organisational funds without written approval
Make promises on behalf of the organisation
Create partnerships or sponsorship arrangements
Collect money without approval
Use the organisation’s branding for a personal or unauthorised purpose
Collect or store personal data through unapproved systems
Speak on behalf of the organisation on legal, financial, political, safeguarding or reputational matters
Present themselves as employees or directors
Transfer their responsibilities to another person without approval

Programme and Project Authority

A programme or project lead may be given responsibility for an approved area of work.

Within their written remit, they may:

Coordinate agreed activities
Allocate approved tasks
Manage delivery schedules
Communicate with participants and approved partners
Monitor progress
Make routine operational decisions
Approve activity within an authorised budget
Report progress and risks

Programme and project leads may not:

Change the fundamental purpose of a programme
Exceed an approved budget
Enter into a contract
Recruit paid staff or contractors without approval
Commit the organisation to a partnership or sponsorship arrangement
Make public statements on sensitive matters
Pass their authority to another person without permission

Partnerships and Sponsorships

Staff, contractors, Advisory Board members, Regional Directors, Local Hub Leads and volunteers may identify opportunities and make introductions.

A person with an approved partnerships remit may hold preliminary discussions and develop proposals.

Only the Director, or a person specifically authorised by the Director in writing, may:

Approve a formal partnership
Approve a sponsorship arrangement
Agree financial or commercial terms
Sign a memorandum of understanding
Sign a contract or letter of agreement
Grant exclusivity
Approve the external use of the organisation’s name or logo
Commit the organisation to deliver services, benefits or resources

Preliminary discussions must not be presented as final approval.

Financial Authority

All income and expenditure must be handled through approved systems and recorded appropriately.

The Director retains authority for:

Approving organisational budgets
Approving changes to budgets
Authorising bank accounts and banking arrangements
Approving borrowing or credit
Signing financial agreements
Appointing financial service providers
Approving expenditure outside an agreed budget
Approving payments or financial commitments of £5,000 or more
Approving unusual, sensitive or high-risk expenditure

The Chief Executive Officer, staff or contractors may approve routine expenditure only where:

Written authority has been provided
The expenditure is within an approved budget
The expenditure supports an approved organisational purpose
The amount falls within the individual’s authorised limit
Appropriate evidence is retained
The transaction does not benefit the approver personally
The expenditure does not create an unauthorised ongoing commitment

No person may approve their own salary, fee, expenses, payment or reimbursement.

Payments must not be divided into smaller amounts to avoid an approval threshold.

Regional Directors, Local Hub Leads, volunteers and ambassadors may not spend or commit organisational funds unless written authority has been provided.

Contracts and Legal Commitments

Unless expressly authorised in writing, only the Director may sign a contract or legal agreement on behalf of Mums in Science Limited.

This includes:

Supplier contracts
Sponsorship agreements
Partnership agreements
Consultancy agreements
Employment contracts
Venue agreements
Grant agreements
Data-sharing agreements
Confidentiality agreements
Intellectual property licences
Memoranda of understanding
Software subscriptions that create ongoing commitments
Letters that create a legal or financial obligation

An electronic signature, email acceptance or verbal commitment may create an obligation. No person should indicate acceptance or agreement unless they have the necessary authority.

Communications and Representation

Only an authorised spokesperson may make official statements on behalf of Mums in Science Limited or The Women in STEM Network.

Staff, contractors and volunteers may communicate factual, approved information as part of their roles.

Approval must be obtained before addressing:

Legal disputes
Financial performance
Safeguarding incidents
Complaints or investigations
Political or controversial matters
Organisational crises
Significant partnerships or funding arrangements
Matters likely to affect the organisation’s reputation

Personal opinions must not be presented as the position of the organisation.

Data, Systems and Confidential Information

Access to information and systems must be limited to what is necessary for an individual’s role.

Authority to access information does not provide authority to:

Share it with another person
Download it to an unapproved device
Use it for another purpose
Retain it after the role has ended
Give access to another individual
Publish or disclose confidential information

System access may be amended or withdrawn at any time.

Conflicts of Interest

Anyone exercising delegated authority must comply with the Conflicts of Interest Policy.

A person must not make, approve or influence a decision where they have an actual, potential or perceived conflict unless the conflict has been declared and an appropriate management arrangement has been agreed.

No person may approve a payment, contract, appointment or benefit involving themselves, a close relative, a close personal associate or an organisation in which they have a relevant interest.

Sub-delegation

Delegated authority may not be passed to another person unless:

Sub-delegation has been expressly permitted
The person granting the original authority has approved it
The scope and duration are recorded
The recipient is suitably competent
Appropriate oversight remains in place

Delegating a task does not remove responsibility for monitoring its completion.

Recording Decisions

Significant delegated decisions should be recorded.

The record should normally identify:

The decision made
The person who made or approved it
The authority under which it was made
The date
Relevant financial information
Any declared conflict of interest
Any conditions or limitations
Supporting documents where appropriate

Records must be retained in accordance with the organisation’s information-management requirements.

Escalation

A matter must be referred to the Director where:

The person is uncertain about their authority
The decision falls outside an agreed remit
Expenditure exceeds an approved limit
A legal or contractual obligation may arise
There is a significant financial, safeguarding, regulatory or reputational risk
A conflict of interest cannot be managed
The matter is sensitive, unusual or likely to attract public attention
Existing policies do not provide sufficient guidance

Operational matters may first be referred to the Chief Executive Officer where they fall within the Chief Executive Officer’s remit.

Where there is uncertainty, no commitment should be made until approval has been obtained.

Urgent Decisions

Where urgent action is necessary to protect people, information, assets or the reputation of the organisation, an authorised person may take reasonable temporary action within their professional competence.

The Director and Chief Executive Officer must be informed as soon as possible, as appropriate. The action, reasons and outcome must be recorded.

Urgency does not permit a person to enter into a substantial contract, make significant expenditure or exceed their legal authority without approval.

Monitoring and Review of Delegated Authority

Delegated authority may be reviewed, amended, suspended or withdrawn at any time.

The Director or Chief Executive Officer, acting within their own authority, may review:

Whether the delegation remains necessary
Whether it is being exercised appropriately
Whether decisions are properly recorded
Whether financial limits remain suitable
Whether additional supervision or training is needed
Whether organisational changes require responsibilities to be reassigned

Delegated authority ends when the relevant role, project, appointment or agreed period ends unless it is formally renewed.

Breaches of This Policy

Acting outside delegated authority may place Mums in Science Limited and The Women in STEM Network at legal, financial or reputational risk.

A breach may result in:

Withdrawal of delegated authority
Increased supervision
Removal from a project or decision
Disciplinary or contractual action
Suspension or termination of a voluntary appointment
Review or reversal of an unauthorised decision
Recovery action where financial loss has occurred
Referral for legal or regulatory advice where necessary

Any response will be proportionate to the circumstances and handled through an appropriate process.

Policy Approval

This Delegation of Authority Policy was 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

Delegation of Authority Policy