Administrative divisions

Governance Unit

Roles and responsibilities of positions associated with the Academic Board and its standing committees

Approved by the Academic Board on 21 June 2007.

The following information defines the roles and responsibilities of:

  • the Chair of the Academic Board
  • the Deputy Chair of the Academic Board
  • chairs and deputy chairs of committees of the Academic Board
  • members of the Academic Board
  • members of committees of the Academic Board
  • executive officers of committees of the Academic Board.

The aim of detailing the respective roles and responsibilities associated with the Academic Board and its committees is to:

  • ensure appropriate accountability and responsibility
  • ensure a common understanding of the responsibilities associated with each of these positions
  • document the linkages between various positions
  • ensure that staff seeking election/appointment to various positions understand the requirements of the positions.

The role and responsibilities of executive officers have been included in this report for completeness and to illustrate the linkages between those positions and the chairs of committees.

 

Roles and responsibilities of the Chair of the Academic Board

The Chair of the Academic Board is the most senior elected academic within the University. The roles of the Chair include acting as the formal point of contact between the academic community and the University Executive and increasing the engagement of the academic community in the work of the Academic Board and its influence on the University as a whole.

The Chair of the Academic Board has the following responsibilities to:

  • Chair meetings of the Academic Board and the Academic Board Steering Committee
  • ensure that the Academic Board fulfils its responsibilities to Council and that it fulfils its established functions and the obligations set out in its schedule of business
  • lead the work of the Academic Board and its committees
  • develop an effective, responsive and influential Academic Board
  • actively promote the Academic Board as a collegial, representative body that encourages open exchanges of ideas and views on matters of academic importance
  • set and manage the business, activities and operations of the Academic Board and its committee structure (on advice from the Academic Board Steering Committee)
  • keep informed of the activities and issues affecting the academic organisation of the University
  • ensure, through regular meetings, that the Deputy Chair and committee chairs are kept informed of major academic issues and the way in which the Board will address these
  • promote the work of the Academic Board to the wider University community
  • represent and promote the views of the Academic Board at Council, Planning and Resources Committee and Senior Executive meetings
  • develop the annual program for Academic Forums
  • develop and implement succession plans for officers of the Board and committee chair positions
  • represent the Academic Board on appointment committees for senior academic and other senior staff of the University
  • represent the Academic Board at graduations and at other University functions as appropriate
  • approve the agenda and minutes of the Academic Board prior to publication.

 

Role and responsibilities of the Deputy Chair of the Academic Board

The role of the Deputy Chair of the Academic Board is to support the Chair of the Academic Board across the entire portfolio of his or her responsibilities.

The Deputy Chair of the Academic Board has the following responsibilities to:

  • carry out on behalf of the Chair, or assist the Chair to carry out, such functions as the Chair may determine
  • act in the position of the Chair of the Academic Board in the absence of that person
  • keep informed of the activities and issues affecting the academic organisation of the University
  • assist the Chair to promote the work of the Academic Board to the wider University community
  • actively support and enhance the work of the Academic Board
  • provide leadership to ensure that an appropriate focus and alignment with the work of the Board is maintained by committees of the Board
  • meet regularly with the Chair of the Academic Board and chairs of committees
  • actively promote the Academic Board as a collegial, representative body that encourages open exchanges of ideas and views on matters of academic importance.

 

Role of Chairs of Standing Committees

The role of each committee chair is to ensure that the committee’s work contributes appropriately to the functioning of the Academic Board:
Committee chairs have the following responsibilities to:

  • chair the meetings of the committee
  • develop a clear understanding of the role of the committee and the way in which it contributes to the Academic Board fulfilling its responsibilities
  • provide leadership to the committee
  • ensure that the committee fulfils its responsibilities to the Academic Board and its obligations under the committee’s terms of reference and schedule of business
  • set and manage the business, activities and operations of the committee and any subcommittee structure (on advice from the Chair and Deputy Chair of the Academic Board)
  • actively promote the committee as a collegial body that encourages open exchanges of ideas and views on matters of academic importance
  • attend regular meetings with the Chair and Deputy Chair of the Academic Board to discuss the work of the Board, major academic issues and the way in which the Board will address these
  • promote the work of the committee to the wider University community
  • work closely with the assigned committee executive officer to ensure that the committee receives appropriate information and guidance
  • work closely with the assigned committee executive officer in the development and review of the academic policies within its assigned portfolio
  • approve the agenda and minutes of the committee prior to publication and to approve the committee’s report to the Academic Board.

 

Role and responsibilities of Deputy Chairs of Standing Committees

The Deputy Chair of the Academic Board Standing Committee has the following responsibilities to:

  • carry out on behalf of the Chair, or assist the chair to carry out, such functions as the Chair may determine
  • act in the position of the Chair of the Academic Board in the absence of that person.

 

Role of members of the Academic Board

The role of members of the Academic Board is to contribute positively to the work and effectiveness of the Board.

Members of the Academic Board have the following responsibilities to:

  • understand the role and responsibilities of the Academic Board and the way in which it contributes to the maintenance and monitoring of standards in teaching and research and governance of the University
  • prepare for and attend meetings of the Academic Board and contribute actively to scheduled discussions and debates
  • contribute positively to the functioning of the Academic Board through membership of standing and ad hoc committees of the Board and membership of such selection panels as may be required from time to time
  • act in the best interests of the University and not as a representative of any constituent group which may have elected or appointed the member
  • promote the work of the Academic Board to the wider community and to communicate decisions and outcomes of Academic Board meetings
  • maintain the confidentiality of information marked ‘confidential’ obtained through membership of the Academic Board.

 

Role of members of standing committees of the Academic Board

The role of members of committees is to contribute positively to the work and effectiveness of the committee.

Members of committees of the Academic Board have the following responsibilities to:

  • understand clearly the role and responsibilities of the committee and the way in which it contributes to the work of the Academic Board
  • be familiar with the policies within the committee’s portfolio
  • prepare for and attend meetings of the committee and contribute actively to scheduled discussions and debates
  • undertake tasks assigned by the committee chair
  • act in the best interests of the University and not as a representative of any constituent group
  • promote the work of the Academic Board to the wider community and to communicate decisions and outcomes of committee meetings.

 

Role of committee executive officers

The role of committee executive officers is to provide high level secretariat support to committees to enable them to fulfil their responsibilities.

Committee executive officers have the following responsibilities:

  • to understand the role of the committee, its fit within the Academic Board committee structure and the contribution of the committee to the overall work of the Academic Board
  • to assist the chair of the committee to manage the work assigned to the committee so that it meets its annual obligations under its terms of reference and by completing other work assigned to it by the Academic Board
  • to manage the operational aspects of the committee’s work
  • under the guidance of the chair, research and prepare papers to inform the work of the committee
  • to ensure that the committee has the documents it needs to make timely and informed decisions
  • to understand the University legislation and policies relevant to the committee’s responsibilities
  • to promulgate decisions of the Academic Board and its committees to the wider University community
  • to assist the committee chair in ensuring a shared understanding by members of the role and responsibilities of the committee
  • under the guidance of the committee chair, develop and review academic policy within the committee’s assigned portfolio
  • to draft agendas, minutes, follow up correspondence and reports to the Academic Board for approval by the chair of the committee.

 

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19th July 2012