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Association of Child Psychologists in Private Practice (AChIPPP) Constitution

Date of constitution: March 2026

The Association of Child Psychologists in Private Practice (AChiPPP) is a Not for Profit organisation funded by membership fees and income from training and events. We are run by volunteers to benefit our members and operate as an unincorporated association. We have a constitution to help our group run smoothly and AChiPPP may change and adapt its focus and aims to meet the changing needs of our members over time. As an unincorporated association we are not registered with the Charity Commission or Companies House. We are a membership organisation with clear membership criteria. The principal office of AChiPPP is currently in Woking  England.

Aim

The Aim of AChiPPP is to encourage and promote the professional practice of child psychologists working in private practice by: 

  • Providing a professional network
  • Offering training and supervision opportunities to members
  • Encouraging sharing of information, resources and  expertise
  • Providing a way for members of the public and other professional groups to find our members who are working in particular areas of the country or who have particular expertise. 

Powers

AChiPPP has the power to spend AChiPPP funds to support the smooth running of AChiPPP, to  provide or subsidise training for members, to provide ad hoc admin support, to purchase software or hardware to help with the admin demands of running of AChiPPP, to develop and extend AChiPPP e.g. through improving the website, subscribing to social media posts to attract new members etc.

Finances

AChiPPP’s income comes from annual membership fees and any profit made from training, resources and events. Any equipment and resources purchased by AChiPPP are to be used solely to promote of the aims of AChiPPP.

Benefits to AChiPPP members

Members who contribute to the running of AChiPPP and achievement of its aims on a regular basis may receive free membership for the year in which they are contributing and if they have given considerable time to supporting AChiPPP, they may be offered free access to paid training run by AChiPPP. We rely on AChiPPP members to volunteer and support our work. Our members are not paid for their support or input but they may claim reasonable expenses and reimbursement (receipts are needed) if they attend events to represent or support AChiPPP at meetings and events.  

 

Members may not ‘sell’ or promote activities, resources or events through AChiPPP communications if doing so will benefit that member financially e.g. advertising an event that they will then receive money, goods or services for. 

 

A member may receive a benefit from AChiPPP provided that it is available generally to members who have contributed at a comparable level e.g. free membership for the year in recognition for the time they have given to AChiPPP activities.

Membership of AChiPPP

Admission of new members


Eligibility

Membership of AChiPPP is open to psychologists registered with HCPC who work in private practice with children and young people to age 25 for at least 30% of their working week. Applicants for membership should understand that AChiPPP is run by volunteers and be interested in working with AChiPPP to achieve its aims. Applicants must indicate their agreement to accept the professional standards expected of members. All members are full members. 

AChiPPP does not offer student or associate membership or group membership. 


Admission procedure

The AChiPPP Membership Secretary:

  1. Will require a completed and signed membership application form with confirmation of HCPC registration and if membership is approved, notify the applicant of the decision within 21 days.
  2. May refuse an application for membership, or seek further information if they believe the applicant does not meet the membership criteria. The Membership Secretary may also consult members of the Steering Group to consider it is in the best interests of AChiPPP to admit an applicant or not. Possible reasons for rejection may include, without limitation, if the applicant is known to have an outstanding complaint against them with HCPC, have had their HCPC registration removed, does not work in private practice for at least 30% of their working week or have been found to have behaved in a way that falls below the professional standards expected and therefore makes them unsuitable for membership of  AChiPPP.
  3. Shall, if they decide to refuse an application for membership, give the applicant their reasons for doing so, within 21 days of the decision being taken, and give the applicant the opportunity to appeal against the refusal.
  4. Will consider any appeal against the decision with at least 2 members of the Steering Group. May consider whether the applicant can attend a meeting to make their case, if the applicant requests a meeting. Such a meeting would include at least 2 members of the Steering Group, be chaired by the member of the Steering Group and may include the Membership Secretary. Following the meeting the Membership Secretary will inform the applicant of the decision within 21 days of the meeting. Any decision to confirm refusal of the appeal is final.

Membership fees

AChiPPP  requests that members to pay the annual membership fees by standing order to reduce the administration costs of renewal. However, if a member requests to pay by a different means the Membership Secretary will facilitate this arrangement, but stress that the responsibility to pay the membership renewal remains with the member. The membership fee will be reviewed annually by the Steering Group.


Membership Register

The Membership Secretary will keep a list of members, their contact details, their professional affiliations and the information they wish to show on the website directory search. The register should be kept up to date and any changes updated promptly on the website. 


Transfer of membership

Membership of the AChiPPP cannot be transferred to anyone else and no pro-rata refund of the membership fee will be made if the psychologist ceases to trade for any reason during their membership term.  


Duty of members

It is the duty of each member of AChiPPP to act in good faith and to further the purposes of AChiPPP. This may include sharing knowledge and skills with the membership, serving a term on the Steering Group, facilitating training or the work of the Special Interest groups, volunteering to help with the running of AChiPPP etc. 


Termination of membership

Membership of AChiPPP comes to an end if:

  1. the member dies or the member sends a notice of resignation to the Membership Secretary or any sum of money is owed by the member to AChiPPP which is not paid in full within 2 months of its falling due, despite reminders that payment is due. Exceptional circumstances will be considered by the Membership Secretary and at least one member of the Steering Group e.g. if membership renewal is requested to be suspended due to serious illness or injury. 
  2. the Steering Group and the Membership Secretary decide that it is in the best interests of AChiPPP that the member in question should be removed from membership either temporarily or permanently.   Before the AChiPPP Steering Group and Membership Secretary take any decision to remove someone from membership they must:
  1. inform the member of the reasons why it is proposed to remove them from membership;
  2. give the member at least 21 clear days’ notice in which to make representations to AChiPPP as to why they should not be removed from membership;
  3. discuss the matter at a meeting with at last 2 members of the Steering Group and the Membership Secretary, to consider whether or not the member should be removed from membership;
  4. consider at that meeting any representations which the member makes as to why the member should not be removed and/or allow the member to make those representations in person at that meeting, if the Steering Group consider this would be appropriate and the member has requested this.
  5. if the meeting decides to confirm the removal of the member, give the member their reasons for doing so, within 21 days of the decision being taken.

Members’ views 

Members views will be routinely sought via email (JISCMAIL), WhatsApp and remote meetings, using polls to confirm preferences as needed. Key decisions should be made in the most efficient manner if it is not possible to determine the will of the membership through the routine communications. A membership meeting, remote or in person may be needed in addition to the usual communication between the Steering Group and membership. Decisions will be reflected in changes to the constitution as appropriate. 


General meetings of members

Members meet remotely on a regular basis for training and discussion sessions, through the Special Interest groups and continue informal communication through JISCMAIL and WhatsApp. If needed, a general meeting will invite all members to discuss key issues such as a decision to wind up AChiPPP.  

Meetings may also be held to discuss discrete issues and if 10% of the current membership request such a meeting, the Steering Group should ensure that a meeting is promptly arranged giving at least 21 days notice of the meeting date and time, stating the reason the meeting is being called. The majority of meetings will be held remotely unless linked to specific event such as a training or conference day. 

Annual General Meetings will generally be associated with a training session or event to increase attendance. During the AGM we will consider the current financial position, membership fees, and deal with other business such as attracting new members, topics for training, seeking volunteers for the Steering Group, specialist interest groups, lunchtime seminar series etc. 


Chairing of Annual General Meetings

The Life President, or a member of the Steering Group shall, if present at the General Meeting and willing to act, preside as Chair of the Meeting and seek a volunteer from the members present at the Meeting to take the minutes of the meeting. After the Meeting the minutes will be made available to all members.   


Voting and Quorum at general meetings

If voting on an issue is to take place, the quorum for General Meetings shall be 10% of members. If a quorum is not present within 15 minutes of the starting time specified in the notice of the Meeting, or members leave during the Meeting, so there are less than quorum present when the voting is to take place, the Meeting should discuss issues but no significant binding decisions should be taken and the voting should be postponed until more members are available. If needed, the Meeting can be adjourned and a further date and time set or an alternative method of gaining members views be sought, such as polling their views remotely.   


AChiPPP members – functions and duties 

The Steering Group, should consist of at least 2 members who volunteer their time to oversee the running of AChiPPP with the intention of supporting the smooth running of AChiPPP and making decisions to benefit members and further the aims of AChiPPP.  The Steering Group members can continue to volunteer or step down as needed after a term of 2 years. Whenever possible the retiring member should give notice at least 4 months before stepping down to allow for a replacement to be found and a handover to take place at the bimonthly meetings. 

Members may be asked to volunteer for the Steering Group but if no one comes forward or additional members are needed, the existing members of the Steering Group are empowered to approach members directly to invite them to join the Steering Group.  


Life President

Terri Hall as a Founder of AChiPPP gave generously of her time and support. When she stepped down from the Steering Group, AChiPPP members decided that in recognition of her support, Terri should be made Life President. This role allows her to continue as a member whilst incurring no membership fees and gives her free access or reduced fees to paid sessions. The role of Life President is set out in a separate document. 


Representatives 

Members may represent the interests and views of AChiPPP at meetings and activities with other professional groups. Often this can be time consuming and by way of thanks they are given free membership for the year in which they are representing AChiPPP. Those members who give considerable and repeated time to support AChiPPP at meetings to represent the interests of members may have repeated free membership whilst they are representing AChiPPP and also be considered for free or reduced cost training sessions, at the discretion of the Steering Group. 

Reasonable expenses (on production of receipts) are refunded by AChiPPP to enable members to attend face to face meetings without incurring the costs themselves. Refunds will be provided within 21 days of the receipts being submitted.  

Members who make significant contributions e.g. in facilitating and running Special Interest groups or taking on additional roles in AChiPPP will be considered on a case by case basis with respect to free membership and/or training. 


Potential expansion of AChiPPP and the need for additional members to share the work load 

It is hoped that AChiPPP’s membership will increase steadily and that at some point in the future it will be necessary to appoint other members to take on specific roles such as Treasurer, Secretary, Social Media Lead etc. The development of these roles and the request for volunteers to fill them will be raised by the Steering Group and if no volunteers come forward, members of the Steering Group may directly approach members.  Any person wishing to volunteer will be considered by the Steering Group and when decisions are made the members will be advised of these decisions within 14 days of the Steering Group meeting to consider matters. 

The Admin support for AChiPPP will run the Directory Search Help Centre to put parents and professionals in touch with psychologists who have capacity to take on work at that time initially. The time commitment and cost of the admin support is to be monitored by the Steering Group so it does not become an unacceptable drain on AChiPPP funds.  Alternatives will be considered if necessary. 


Information and support for new members 

When a new member joins AChiPPP they will be welcomed by the Membership Secretary and invited to join the New Members WhatsApp group to support and help them until they become more familiar with the way AChiPPP runs. They can ask questions or seek help using the New Members WhatsApp group without this being circulated to the whole membership. The New Members will be prompted to move on from the New Members group at the end of their first year of membership to avoid the New Members group becoming too large. A member of the Steering Group will help to support the new members by being a member of this WhatsApp Group. 


Minutes

The Steering Group will keep minutes of meetings and add into those minutes any decisions taken between the biannual meetings. The minutes will be available for all members in the secure members area of the website. 

The Special Interest groups will keep their own minutes as appropriate. Each Special Interest group is asked to provide an update for the Steering Group prior to the Steering Group meetings, with notes added to the Steering Group minutes as needed. The Special Interest groups may also post their minutes or information in the members only area if they choose to do so. 


Accounting and accounting records

As a not for profit organisation HMRC have advised that accounts do not need to be submitted to them. This will need to be kept under regular review e.g. if the revenue or savings of AChiPPP were to increase significantly. 

The Membership Secretary runs the AChiPPP accounting package (XERO) which is then made available to CCI Accountants as needed to consider the accounts and advise if the situation may change with respect to submitting accounts to HMRC. 

The Membership Secretary is asked to update the Steering Group regarding any concerns and to prepare an annual accounts summary to be shared at the Annual General Meeting as appropriate. From time to time the Steering Group may also ask specific questions with respect to the accounts e.g. whether training sessions have made a profit or loss etc. The Steering Group will consider the summary of expenditure for non-routine items at each bimonthly meeting. 


Conflicts of interest and conflicts of loyalty

AChiPPP members should:

  1. Declare the nature and extent of any interest, direct or indirect, which they have in a proposed transaction or arrangement with another party which would put them in conflict with the aims of AChiPPP. 
  1. Absent themself from any discussions or activities in which it is possible that a conflict of interest will arise between their membership of AChiPPP and any personal or professional interest (including but not limited to any financial interest) that is in conflict with AChiPPP’s aims.

Liability of members to contribute to the assets of AChiPPP if it is wound up

If AChiPPP is wound up, its members have no liability to contribute to its assets and no personal responsibility for settling its debts and liabilities. If a surplus of funds remains after all bills and invoices have been settled, the membership and/or Steering Group should decide how to distribute the funds e.g. to refund each member, to donate to charity, to fund an event which will benefit the remaining members etc. Any decision to wind up, dissolve or amalgamate AChiPPP with any other group should first be considered by the Steering Group and then by seeking views from the whole membership.


GDPR 

AChiPPP is registered with ICO and complies with the UK’s GDPR regulations regarding the use of personal data of members and those who contact AChiPPP via the website. AChiPPP only collects and uses personal data as follows: 

  • To serve AChiPPP’s legitimate interests 
  • Because we have the explicit consent from the person whose data it is 
  • To fulfil an information or help request from the person whose data it is

AChiPPP does not share data with anyone else and we only store the data as long as it is needed i.e. once a query or request for help has been resolved, the data is deleted after 3 months, This allows time for further queries or help to be resolved without the information gathering having to be repeated unnecessarily. 


Privacy Notice 

When AChiPPP collects data we will make it clear why we need the data, what we will use it for and direct the person to our Privacy Notice. When AChiPPP requests explicit consent, this consent will be stored safely and the Privacy Notice will tell you how you can withdraw your consent or ask us to amend or delete it.


Amendment of the Constitution

The Steering Group will consider the constitution as needed to reflect changes in AChiPPP’s operation and policies on an annual basis or when significant change needed to be reflected by a change in the constitution. Such changes will have been discussed and communicated to the membership to gain their views as appropriate.