AAHEP - Association for Animals, Horticultural & Equine Practitioners

Introduction

The Accredited Practitioner Register Governing Board ("Governing Board") is the principal governing body of the Accredited Practitioner Register ("Register"). Its primary function is to oversee the Register and its registrants, ensuring that the Register operates in line with the expectations and requirements of the Professional Standards Authority (PSA). Its core responsibilities are defined in the Functions of the Governing Board section below.

Membership

The Advisory Board shall comprise two designated members of AAHEP and a minimum of five members, including the Chair. Lay members may include registrants of the Register and representative service users.

Appointments and Terms

The Chair is elected by a majority of the Governing Board. Initial lay members are appointed by the Chair with support from the Executive Committee. Lay members are selected based on relevant experience, skills, and background in:

• Equine Assisted Services
• Equine Facilitated Services
• Animal Assisted Services
• Horticultural Therapy
• Mental health, Wellbeing, Counselling, Psychotherapy, Occupational Therapy

Members serve a term of two years, renewable for one additional two-year term. Members may resign but shall remain until a replacement is found where possible. Removal mid-term requires a clear majority vote, including the Chair. Other staff or advisors may attend meetings at the Chair's discretion.

Meetings

The Governing Board meets at least quarterly. Agenda and papers must be circulated 48 hours in advance. Quorum is three members. Meetings are held virtually via approved conferencing tools unless otherwise specified. A written record of each meeting is confirmed and maintained.

Authority and Governance

The Governing Board acts as the principal governing body for all strategic and operational decisions. It directs strategic, regulatory, financial, and operational matters. The Register operates under policies and procedures to safeguard service users.

Complaints handling is delegated to the Professional Conduct Review Committee (PCRC). Other activities may be delegated to subcommittees or responsible bodies, with Board ratification as required.

Decision Making

The Governing Board makes decisions on a majority vote basis. When votes are tied, the Chair's decision serves as the casting vote. All decisions are formally recorded in meeting minutes to ensure transparency and accountability.

Functions of the Governing Board

The Governing Board's functions include:

• Setting entry, renewal, and maintenance standards for registration
• Ensuring compliance with PSA requirements
• Reviewing and approving or rejecting membership applications
• Maintaining equivalent standards of entry across all applicants
• Overseeing quality assurance and audits of Register processes
• Defining and monitoring renewal requirements, including CPD and supervision
• Keeping the Register aligned with current regulatory requirements
• Acting on decisions or sanctions from the PCRC
• Updating and maintaining the Register's Risk Register
• Reviewing safeguarding issues and capturing them in risk assessments
• Reviewing and updating the Code of Professional Practice and compliance declarations
• Ensuring fair and equal treatment under the Equality Act (2010)
• Maintaining and reviewing the Standards of Education and Training
• Assessing non-Athena qualifications for equivalence
• Promoting the benefits of Equine Assisted Services, Animal Assisted Services, and Horticultural Therapy to public health and care services
• Developing a public engagement and awareness strategy to maintain public confidence

Conflicts of Interest

Members are expected to act in the best interest of the Register at all times. Any member with a personal, professional, or financial conflict relating to a matter under discussion must declare it. In complaint or investigation matters, conflicted members may provide factual input but must recuse themselves from deliberations and final votes. The Register maintains a formal Conflicts Register to ensure transparency and integrity.

Confidentiality and Data Protection

All members must maintain the confidentiality of any sensitive or personal information. Handling of data follows the Athena Herd Foundation Data Protection Policy. Members involved in complaint-related investigations must recuse themselves from final decisions. A conflicts register is maintained and all members act in line with the Conflicts of Interest Policy.

General Accounting Policy

Accounting is subcontracted to Ian S. Anderson, Chartered Accountant & Registered Auditor, Chartam House, 16 College Avenue, Maidenhead, SL6 6AX. Accounting reports are submitted to each Advisory Board meeting.

Amendments

The Terms of Reference are living governance documents that may be updated to reflect changes in regulatory requirements or PSA guidance, updates to best practice in Equine Facilitated Interactions, and adjustments to operational or strategic needs of the Register.

Any proposed amendment must be submitted in writing for review by the Advisory Board, receive the majority approval of all Board members including the Chair, and be recorded in the official minutes and published as part of the Register's governance record.