Draft (as at March 2009 work in progress)
COMMITTEE AND WORKING GROUP MANUAL & MEMBERSHIP 01 July 2008 to 30 June 2012
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Terms of Reference and Membership
Senate & Council Committees,
Joint Committees of Council & Senate,
The Institutional Forum and Working Groups
For the period 01 July 2008 to 30 June 2012
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RESPONSIBILTIES OF THE SERVICING OFFICER ______8 CHECKLIST FOR SERVICING OFFICERS ______9 INTRODUCTION ______11 NOTES FOR CHAIRS AND SERVICING OFFICERS______13 COMMITTEE CLUSTERS ______18 LIST OF CHAIRS AND SERVICING OFFICERS ______23 ACADEMIC FREEDOM COMMITTEE (AFC) ______28 ACADEMIC STAFF DEVELOPMENT SUB-COMMITTEE (ASDC) ______31 ACCREDITATION COMMITTEES OF FACULTIES ______34 UNDERGRADUATE EDUCATION COMMITTEE (UEC) - HUMANITIES______37 AD HOMINEM PROMOTION COMMITTEE: SCIENTIFIC AND TECHNICAL OFFICERS______42 ADMINISTRATIVE COMPUTING CO-ORDINATING COMMITTEE (ACCC)______44 ADMINISTRATIVE COMPUTING STRATEGY COMMITTEE (ACSC)______47 ADMISSIONS AND PROGRESSION COMMITTEE (A&PC) ______50 ALL AFRICA HOUSE MANAGEMENT COMMITTEE (AAHMC) ______54 ALUMNI/AE ASSOCIATION MANAGEMENT COMMITTEE ______56 APPOINTMENTS COMMITTEE OF COUNCIL______63 BAXTER THEATRE CENTRE BOARD ______65 BAXTER THEATRE CENTRE EXECUTIVE COMMITTEE______69 BOARD FOR GRADUATE STUDIES (BFGS) ______72 BOARD OF DIRECTORS OF THE STUDENT LOAN FUND COMPANY ______75 CLOUGH EASTERN RELIGIONS STUDY FELLOWSHIP COMMITTEE ______77 COMMITTEES OF INQUIRY (COI) ______80 COMMITTEE OF PROCEDURAL REVIEW ______81 COMMITTEES OF REVIEW: PROBATIONARY SERVICE ______83 THE INVESTIGATION: PRELIMINARY INVESTIGATING COMMITTEE (PIC) ______91 COMMITTEE OF INQUIRY (COI) ______94 COMMITTEES OF REVIEW: UNSATISFACTORY PERFORMANCE ______102 CONSULTATIVE FORUM ON ACADEMIC STAFF MATTERS (CFASM) ______108 COUNCIL______110 COUNCIL EXECUTIVE COMMITTEE (EXCO) ______120 COUNCIL’S TRANSFORMATION ADVISORY COMMITTEE ______123 COUNCIL REMUNERATION COMMITTEE ______125 COUNCIL’S STANDING REVIEW TRIBUNAL FOR STAFF DISCIPLINE______128 CREATIVE WORKS AWARD COMMITTEE______131 CENTRE FOR SOCIAL SCIENCE RESEARCH (CSSR) ADVISORY BOARD ______137
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DEVELOPMENT, COMMUNICATION, ALUMNI & MARKETING WORKING GROUP (DCAM) ______141 DEFERRED EXAMINATIONS COMMITTEE ______144 DISCIPLINARY AND APPEAL COMMITTEES: ADMINISTRATIVE AND SUPPORT STAFF ______148 DISTINGUISHED TEACHERS AWARD COMMITTEE (DTA) ______149 DOCTORAL DEGREES BOARD (DDB)______154 EDUCARE COMMITTEE______157 ELECTRON MICROSCOPE UNIT COMMITTEE ______160 EMPLOYEE RELATIONS MANAGEMENT COMMITTEE ______163 ENVIRONMENTAL MANAGEMENT WORKING GROUP ______166 PROJECT IMPLEMENTATION COMMITTEES, USER COMMITTEES AND DESIGN REVIEW GROUPS ______168 USER COMMITTEES ______168 PROJECT IMPLEMENTATION COMMITTEES ______169 DESIGN REVIEW GROUPS ______169 ETHICS IN RESEARCH COMMITTEE (EIR) ______171 EXAMINATIONS AND ASSESSMENT COMMITTEE (E&AC)______178 FACULTY EXAMINATION COMMITTEES (FEC)______181 FACULTY PROGRAMME COMMITTEES ______187 FACULTY PROMOTION AND REMUNERATION COMMITTEES ______190 FACULTY READMISSION REVIEW COMMITTEES (RRC)______203 FELLOWSHIPS COMMITTEE______210 FUNDRAISING PROJECTS COMMITTEE (FPC)______214 FURTHER EDUCATION AND TRAINING WORKING GROUP (FETWG) ______218 GENETICALLY MODIFIED ORGANISMS COMMITTEE ______220 SAFETY, HEALTH AND ENVIROMENT COMMITTEES (S.H.E)______222 HONORARY DEGREES COMMITTEE ______236 INFORMATION AND COMMUNICATION TECHNOLOGY USER GROUP (ICTUG)____ 241 GOVERNANCE OF THE INSTITUTE OF INFECTIOUS DISEASES AND MOLECULAR MEDICINE (IIDMM) ______244 INSTITUTE OF INFECTIOUS DISEASE AND MOLECULAR MEDICINE (IIDMM): IIDMM MEMBERSHIP CRITERIA ______249 INSTITUTE OF INFECTIOUS DISEASES AND MOLECULAR MEDICINE: RIGHTS AND OBLIGATIONS OF IIDMM MEMBERS: ______253 INTERNATIONAL SCIENTIFIC ADVISORY COMMITTEE FOR THE IIDMM: TERMS OF REFERENCE ______255 INSTITUTIONAL FORUM (IF) ______258 INTERNATIONALISATION MANAGEMENT ADVISORY GROUP (IMAG) ______266
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IRMA STERN MUSEUM COMMITTEE ______269 IZIKO MUSEUMS ADVISORY COMMITTEE ______271 JOINT CONSULTATIVE FORUM ON EMPLOYMENT EQUITY (JCFEE) ______276 JOINT INVESTMENT COMMITTEE (JIC)______279 LANGUAGE POLICY COMMITTEE (LPC) ______282 LIBRARY WORKING GROUP (LWG) ______286 MANAGEMENT SERVICES COMMITTEE (MSC) ______289 NAMING OF BUILDINGS COMMITTEE (NOBC) ______292 NOMINATIONS COMMITTEE ______297 ORIENTATION CO-ORDINATING COMMITTEE ______301 PHYSICAL PLANNING AND LANDSCAPE COMMITTEE (PPLC) ______303 PHYSICAL RISK CO-ORDINATING COMMITTEE ______306 PLANNING & BUDGETING WORKING GROUP (P&BWG) ______309 POSTGRADUATE STUDIES FUNDING COMMITTEE (PSFC) ______312 PRELIMINARY INVESTIGATING COMMITTEES (PIC) ______315 PROFESSIONAL APPOINTMENTS COMMITTEE FOR THE UNIVERSITY BUILDING AND DEVELOPMENT COMMITTEE ______316 PROFESSIONAL APPOINTMENTS COMMITTEE OF COUNCIL ______319 PUBLICATIONS AWARD COMMITTEE______321 QUALITY ASSURANCE WORKING GROUP (QAWG) ______326 RADIATION CONTROL COMMITTEE ______329 RESEARCH FELLOWS’ AWARD SUB-COMMITTEE ______331 RESIDENCES COMMITTEE ______334 RESIDENCES FORUM ______337 RISK MANAGEMENT COMMITTEE (RMC) ______343 PROCEDURES FOR THE APPOINTMENT OF THE VICE-CHANCELLOR ______347 PROCEDURES FOR THE APPOINTMENT OF DEPUTY VICE-CHANCELLORS _____ 351 PROCEDURES FOR RE-APPOINTMENT OF AN INCUMBENT DEPUTY VICE- CHANCELLOR ______354 PROCEDURES FOR RE-APPOINTMENT OF AN INCUMBENT VICE- CHANCELLOR ______356 PROCEDURES FOR THE APPOINTMENT OF NEW EXECUTIVE DIRECTORS______358 PROCEDURES FOR THE RE-APPOINTMENT OF INCUMBENT EXECUTIVE DIRECTORS ______360 SELECTION COMMITTEES : ACADEMIC ______361 POLICY AND PROCEDURES FOR APPOINTMENTS WITHOUT ADVERTISEMENT TO ACADEMIC POSTS______361 SELECTION COMMITTEES FOR ASSOCIATE PROFESSOR, SENIOR LECTURER, LECTURER ______363
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SELECTION COMMITTEE PROCESS FOR HONORARY PROFESSORS AND FOR HONORARY ASSOCIATE PROFESSORS ______369 SELECTION COMMITTEES FOR PROFESSORIAL POSTS ______372 SELECTION COMMITTEES FOR ADJUNCT PROFESSORS______378 SELECTION COMMITTEES FOR DEANS ______381 SELECTION COMMITTEES FOR PROFESSIONAL AND ADMINISTRATIVE SUPPORT SERVICES (PASS) STAFF IN PAYCLASSES 9 TO 13______390 POLICY AND PROCEDURES FOR APPOINTMENTS WITHOUT ADVERTISEMENT TO PROFESSIONAL, ADMINISTRATIVE & SUPPORT STAFF (PASS) POSTS ______395 SENATE______397 SENATE ACADEMIC PLANNING COMMITTEE (SAPC) ______404 SENATE ANIMAL ETHICS COMMITTEE (SAEC) ______408 SENATE EXECUTIVE COMMITTEE (SEC) ______423 SENATE READMISSION APPEAL COMMITTEE (RAC)______430 SPACE ALLOCATION COMMITTEE (SAC)______433 SPORTS COUNCIL ______436 STAFF DEVELOPMENT COMMITTEE (SDC) ______441 STUDENT SOCIETIES AND ORGANISATIONS COMMITTEE ______443 TIMETABLE COMMITTEE ______447 TRAFFIC APPEAL COURT ______450 THE TRANSFORMATION MANAGEMENT ADVISORY GROUP (TMAG) ______452 UCT FOUNDATION GOVERNORS COMMITTEE ______454 UCT FOUNDATION TRUSTEES______456 UCT PRESS EDITORIAL BOARD ______458 UNDERGRADUATE STUDIES FUNDING COMMITTEE (USFC) ______461 UNIVERSITY AUDIT COMMITTEE (UAC) ______465 UNIVERSITY BUILDING & DEVELOPMENT COMMITTEE (UB&DC) ______476 UNIVERSITY DEVELOPMENT COMMITTEE (UDC) ______479 UNIVERSITY EQUIPMENT COMMITTEE (UEC) ______482 UNIVERSITY FINANCE COMMITTEE (UFC) ______489 UNIVERSITY HUMAN RESOURCES COMMITTEE (UHRC) ______492 UNIVERSITY INFORMATION AND COMMUNICATION TECHNOLOGY COMMITTEE (UICTC) ______496 UNIVERSITY RESEARCH COMMITTEE (URC)______499 UNIVERSITY STRATEGY FORUM (USF) ______503 UNIVERSITY STUDENT AFFAIRS COMMITTEE (USAC)______506 UNIVERSITY STUDENT DISCIPLINE TRIBUNAL ______509 UNIVERSITY STUDENT DISCIPLINE TRIBUNAL OF APPEAL ______512
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VERA DAVIE STUDY AND RESEARCH BURSARY COMMITTEE______514 VISITING SCHOLARS FUND COMMITTEE ______517 WORKS OF ART COMMITTEE ______519
Page 7 of 521 RESPONSIBILITIES OF THE SERVICING OFFICER
RESPONSIBILTIES OF THE SERVICING OFFICER
Servicing officers at UCT range from payclass 5 to payclass 13. The following checklist is designed as a guide to assist those who perform the role of servicing officer in addition to other roles:
AGENDA
1. Have you called for items from members two weeks in advance of the meeting? 2. Has the agenda been distributed 7 days before the meeting? 3. Does the agenda state which items are for information, which are for decision, which are for ratification and which are for recommendation to other committees?
CHAIR’S NOTES 1. Have you prepared briefing notes for the chair? 2. Have you briefed the chair?
MINUTES 1. Has the minutes been distributed 7 days after the meeting? 2. Do the minutes indicate the context, debate and outcome or decision of each item? 3. Do the minutes indicate clearly what action is required and from whom the action is required?
VENUE 1. Has the venue been booked? 2. Has catering been arranged? 3. Has the equipment been booked, setup and tested? 4. Is the air-conditioner on? 5. Have documents been prepared for tabling?
ACTION 1. Have you communicated the required actions to those responsible for implementation?
TERMS OF REFERENCE & MEMBERSHIP 1. When last have you read your committee’s terms of reference? 2. Is your committees membership up-to-date? 3. Are there any vacancies on your committee? 4. Have you alerted the relevant body about the vacancy and invited a replacement? [see pages??] 5. Have you informed the Registrar’s Secretariat of changes in membership? [see pages] 6. Has the co-option of members been approved by the Nominations Committee? 7. Has proposed changes to your committee’s terms of reference been approved by Senate and/or Council? [see pages ??]
Page 8 of 521 CHECKLIST FOR THE SERVICING OFFICER
CHECKLIST FOR SERVICING OFFICERS
Extracted from “Good Practice Series No. 26”, The Association of University Administrators
First Steps: Briefing: • Know your committee’s brief and • Ascertain if briefing is required: usually membership. of value even for sinmple meetings and essential for long and wide- • Meet your Chair- a “getting to know ranging agenda you” meeting at this stage, to establish what he/she expects of you. • Is oral briefing enough? Drafting an agenda: • Are chair’s notes required? The meeting: (a) Consult as appropriate: • Arrive early to check seating, etc - Terms of reference • Take essential items as appropriate- - Minutes of previous meeting notebook, pen, file(s), any reference - Agenda for same meeting last year documents (eg. University Calendar), - pending file for committee business committee terms of reference and - Chair membership, chair’s notes, list of (a) Think about style – headings, action membership, attendance book, points or full agenda? calculator, background corresponence, (b) Arrange items in logical order. minute book or copy for signing, any (c) Is there any “reserved business”? papers for tabling etc. Practical arrangements: • Think whether other items might be needed, eg. paper for voting slips if a (a) date, time, place decision goes to a vote (b) book room Identifying those present: (c) tea/coffee? (a) Have places names for each member (d) date, time and place for briefing, if (b) If members do not know each other, appropriate open meeting with quick round of self- (e) fixed finish time? introductions Papers for circulation (c) Speakers might be asked to identify Agenda themselves (useful in a large meeting) Minutes – if not previously circulated (d) Attendance book or sheet passed Reports from Matters Arising round for signature Papers on specific issues – prepared (e) Draw a map of who is sitting where by your or sought from other people (if Taking notes: specific format/presentation required, (a) Do your homework first make this clear). (b) Thibnk about what really matters Can you save time at the meeting by, (c) Make sure you record any decisions for example, producing a paper in (d) If in doubt, ask advance summarizing action taken (e) If lost over jargon, acronyms etc ask since the last meeting? (f) Ask speaker for a copy of any pre- Circulation: written paper – and ask for permission Ensure that you have the correct to attach it to Minutes, if appropriate circulation list, correct forms of (g) DON’T PANIC!! address etc Draft Minutes: Any special invitations to be sent out? 4. Don’t delay! Do papers and envelopes need to be 5. Use the past tense throughout marked “Confidential”? Circulate several days before date of meeting
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6. What style is appropriate – Reports: verbatim, summary or action • Know you committee’s remit and Minutes? authority. 7. Annotate them with any queries for • Check whom to report to, and your Chair deadlines for doing so. 8. Amend them, taking Chair’s • Head your report with name of your comments into account, and sent committee and date of its meeting, and out as soon as possible name of committee it is reporting to. Standard items to be included: You may need to incorporate a • Classification (‘Confidential’; ‘Strictly reference or paper number for the Confidential’, etc) higher committee – check with the • File reference secretary. • Name of the committee • Don’t include list of those present etc. • ‘Minutes of the meeting held on [date] • Put name or initials and date at the at [time] in [location].’ foot of the report. • ‘Present:’ [a list of those present, Other follow-up action: annotated with ‘representing…’ or ‘as • Meet your Chair to confirm follow-up alternate for …’ as appropriate] action. • ‘In attendance:’ [you as committee • Make sure all papers are properly secretary, plus anyone who had been filed, and Minutes indexed if invited for that meeting only (eg to appropriate present a specific item)] • Mark on a spare set of Minutes who is • ‘Apologies for absence’ [a list of those doing what … members who told you they were • …and then make sure that it gets unable to attend this meeting] done! Numbering and layout: • Be consistent • Devise a numbering system (or follow the existing one) and stick to it. • Be consistent about headings and a hierarchy within them, eg 29 MAIN HEADING, 29.1 Sub-heading, 29.1.1 Sub-sub-heading. • Decide what to do about ‘action’ – initials in margin, phrase in bold at end of section, etc. • Include a header or footer on each page showing name of committee and a date of meeting.
Page 10 of 521 INTRODUCTION
INTRODUCTION
This Manual sets out the Terms of Reference and Constitutions of Governance and Management bodies, Committees and Working Groups.
Nomenclature:
The parent committee of each cluster is a University Committee (e.g. the University Research Committee, the University Audit Committee). The architecture relies on a distinction between committees and groups.
Project Groups are task groups, or natural work teams, formed around specific problems. They will be convened from any appropriate part of the University, to provide expert advice to, or to work through solutions for specific projects for, the formal, decision-making committee systems. They will have a finite life, and are by definition not provided for in this Manual.
Working Groups are similar to Project Groups in that they serve to add value to the formal decision-making committee system and in that they have no authority to make decisions in their own right; but are different from Project Groups in that they are formed to deal with generic issues, or sets of issues (rather than individual, specific and ad hoc issues), in that, as a consequence, they have an indefinite existence with stable membership (that develops a shared understanding and knowledge of a field of work) and in that they are set up by Senate and/or Council and/or the Institutional Forum. However, flexibility is important, and for this reason any Working Group may add to its membership, subject to approval by the Nominations Committee. As a consequence they are provided for in this Manual.
Management Advisory Groups are the third class of group. They are similar to Working Groups in that they deal with generic issues, or sets of issues, have an indefinite existence and stable membership; but are different in that they are primarily concerned with managerial co-ordination (thereby aiding lateral approaches to solving management problems), in that they are not constituted by Senate and/or Council and/or the Institutional Forum but are set up by the Vice-Chancellor, or individual Executive Officers, Deans, Executive Directors, or the Registrar. The reports of Project Groups will be in the public domain; the work of Working Groups will be, too; but the work of Management Advisory Groups will not be.
Please Note: 1. The Vice-Chancellor and Deputy Vice-Chancellors The Vice-Chancellor and Deputy Vice-Chancellors are ex officio members of all committees of Senate. The Vice-Chancellor is ex officio a member of all joint committees of Senate and Council. 2. Continued Committee Membership during a member's absence on leave The Nominations Committee is not debarred from nominating as members of Committees of Senate or of Joint Committees of Senate and Council persons who are on leave, if the Nominations Committee considers this to be in the interests of the University and if the persons concerned are available and willing to serve.
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A statutory or ex officio member of a Senate Committee may elect, without cost to the University, to attend a meeting or meetings of that committee during any period of leave. A statutory or ex officio member on leave continues to receive Agenda papers and Minutes.
A member of a Committee, other than a statutory or ex officio member, is not entitled to attend meetings of the committee during any period of leave granted to him or her. However, he/she may be invited to do so by the Vice-Chancellor if the Vice-Chancellor considers this to be in the interests of the University. The Nominations Committee will make proposals for leave replacements. 3. Co-option Co-option is possible in respect of all Senate and joint Senate and Council committees but in each case the Nominations Committee must be asked by the committee concerned to approve the proposed co-option, and where it does so approve it will recommend accordingly through the PC for approval by Senate. The period of co-option is usually to 30 June each year. 4. Committee Members The list of committee members includes members of Council and of the academic and administrative staff as well as members external to the University.
The list includes committees whose members are appointed by Council or Senate or Faculty Boards. It does not include the Faculty Boards or their standing sub-committees.
The list also includes student members appointed by the SRC. Individual student names are not included in this booklet in view of the fact that the term of office for students is generally one calendar year. The names are, however, obtainable from the relevant servicing officer 5. Terms of Office The terms of office for all Council and Senate appointed members run to 30 June 2005 except where otherwise stated.
Proposals to introduce a new Council with effect from 1 July 2004 are under consideration, and may result in consequential changes to the terms of office of members of committees. 6. Catergories of members: o Members are by definition full members, with full voting rights. o Assessor Members may speak, are expected to advise, but do not vote, nor do they count towards quorum requirements. o Co-opted Members have full rights, and count towards quorum requirements. o Alternate Members may attend even when the substantive member is present (but may only speak, vote or count towards quorum rules when the substantive member is absent).
Page 12 of 521 NOTES FOR CHAIRS AND SERVICING OFFICERS
NOTES FOR CHAIRS AND SERVICING OFFICERS
1. Opengovernance and the Intranet: Servicing officers are required to ensure that committee documents (i.e. Agendas, Minutes and Agenda attachments) for all open committees, are made available to the University community on the University’s intranet site at: https://intranet.uct.ac.za/opengovernance/committees.htm. Committees are closed when they affect individuals in their personal capacities and when confidentiality must be maintained to protect the interests of the University or any other party. Persons authorised to access the open governance intranet site are those members of the academic and support staff, and elected student leadership, who have valid user names and passwords for this purpose. Please contact Mrs D Wedel (extension 2110) in order to obtain access to the intranet site. 2. Committee Reporting: All committees are required to report on what they achieve against their objectives for a particular year and against the committee’s purpose as set out in the Terms of Reference, to the parent committee in the cluster. (See details on committee clusters on pages 8 to 11.) Those committees that are not in clusters report on their work to the Chair of Council and the Vice- Chancellor jointly. 3. Retention of Committee Records: Servicing officers are required to ensure that there is a full set of Agendas and signed Minutes at the end of every calendar year, and that where appropriate these are bound. These sets of the formal permanent record of each committee should include all documents, which have been tabled at meetings. The bound copies of documents for previous years, which are not referred to, are to be lodged with the Archivist, Mr Lionel Smidt. This is particularly important for Minutes of Faculty Boards, Faculty Examinations Committees and Readmission Review Committees. 4. Distribution of Committee Documents: The electronic distribution of Agenda papers and/or Minutes does not replace the need for paper distribution to members by the servicing officer. Assuming that all those who need a paper copy will print these at their own workstations is wrong, and leads to substantial needless expenditure. We recommend that an electronic (draft) version of Minutes be circulated to members within seven days of a meeting date, followed by a paper copy together with the Agenda papers for the next meeting. 5. Committee Membership Vacancies: In the event of committee membership vacancies, please: o SRC appointees: Inform the SRC Office (Mrs B Malone/ Ms T Nkani) o Senate appointees: Inform the Registrar’s Secretariat (Mr M Lund) o Council appointees: Inform the Registrar’s Secretariat (Mr M Lund)
Page 13 of 521 NOTES FOR CHAIRS AND SERVICING OFFICERS
o Committee appointees: Ask your committee to make the appointment when it next meets and inform the Registrar’s Secretariat so that the records can be updated accordingly. 6. Updating Membership and Terms of Reference Records: Servicing officers are responsible for providing the Head: Registrar’s Secretariat with updates and amendments to the information contained in this booklet. Details can be emailed to: Mr M Lund [email protected] (extension 4004). or Mrs Debbie Wedel: [email protected] (extension 2110) 7. Decision route for establishing amendments to Terms of Reference: Amendments to the Terms of Reference for any of the University Committees listed in this booklet must be approved as follows:
Committees of Council: Council Committees of Council & Senate: Senate & Council via PC Committees of Senate: Senate via PC Standing Committees of: Council Committees: Council Joint Council/Senate Committees: Senate & Council via PC Senate Committees: Senate via PC
8. Open Governance Policy The following are “Open” Committees
Academic Freedom Committee (AFC) Accreditation Committees of Faculties Administrative Computing Co-Ordinating Committee (ACCC) Admissions and progression committee (apc) AIDS Management Advisory Group (AMAG) All Africa House Management Committee (AAHMC) Alumni/Ae Association Management Committee Baxter Theatre Centre Board Baxter Theatre Centre Executive Committee Board for Graduate Studies (BFGS) Board of Directors of The Student Loan Fund Company Committee of Procedural Review Consultative Forum on Academic Staff Matters Educare Committee Electron Microscope Unit Committee Environmental Management Working Group
Page 14 of 521 NOTES FOR CHAIRS AND SERVICING OFFICERS
Ethics in Research Committee (EIR) Examinations and Assessment Committee Faculty Programme Committees Fundraising Projects Committee (FPC) Further Education and Training Working Group (FETWG) Health and Safety Committees Information and Communication Technology User Group Information Technology Working Group (ITWG) Institutional Forum Irma Stern Museum Committee Internationalisation Management Advisory Group (IMAG) Iziko Museums Advisory Committee Joint Consultative Forum on Employment Equity Language Policy Committee Library Working Group (LWG) Management Services Committee (MSC) Naming of Buildings Committee (NOBC) Nominations Committee Orientation Co-Ordinating Committee Physical Planning and Landscape Working Group (PPLWG) Physical Risk, Safety and Crime Prevention Co-Ordinating Committee Planning & Budgeting Working Group (P&BWG) Postgraduate Studies Funding Committee (PSFC) Quality Assurance Working Group (QAWG) Radiation Control Committee Residences Committee Residences Forum Risk Management Committee (RMC) Senate Academic Planning Committee (SAPC) Senate Animal Ethics Committee Senate Executive Committee (SEC) Skills Development Committee Space Allocation Committee (SAC) Sports Council Student Equity Working Group (SEWG) Student Societies and Organisations Committee The University Student Development and Services Committee (USDSC) Timetable Committee UCT Press Editorial Board Undergraduate Studies Funding Committee (USFC) University Equipment Committee
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University of Cape Town Retirement Fund Board of Trustees University Building & Development Committee (UB&DC) University Finance Committee (UFC) University Human Resources Committee (UHRC) University Information and Communication Technology Committee (UICTC) University Research Committee (URC) University Strategy Forum (USF) Works of Art Committee
The following are “Closed” Committees Appointments Committee of Council Clough Eastern Religions Study Fellowship Committee Committee of Inquiry (COI) Committees of Review: Probationary Service Committees of Review: Unsatisfactory Performance Council Council Appointments Committee Council Executive Committee (EXCO) Council Remuneration Committee Council’s Standing Review Tribunal for Staff Discipline Council’s Transformation Advisory Committee Deferred Examinations Committee Disciplinary and Appeal Committees: Administrative and Support Staff Distinguished Teachers Award Committee (DTA) Doctoral Degrees Board (DDB) Employee Relations Management Committee Faculty Examination Committees (FEC) Faculty Remuneration & Promotion Committees Fellowships Committee Honorary Degrees Committee Joint Investment Committee (JIC) Preliminary Investigating Committees (PIC) Procedures for Re-Appointment of Deans of Faculties Professional Appointments Committee for the University Building and Development Committee Professional Appointments Committee of Council Publications Award Committee Readmission Review Committees (RRC) Research Fellows’ Award Sub-Committee Selection Committees for Adjunct Professors Selection Committees for Associate Professor, Senior Lecturer, Lecturer and Assistant Lecturer Selection Committees for Deans
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Selection Committees for Honorary Professors and/or Honorary Associate Professors Selection Committees for Professional and Administrative Support Services (PASS) Staff in Payclasses 9 to 13 Selection Committees for Professorial Posts Senate The Investigation: Preliminary Investigating Committee (PIC) The Transformation Management Advisory Group (TMAG) Traffic Appeal Court UCT Foundation Governors Committee UCT Foundation Trustees University Audit Committee University Student Discipline Tribunal University Student Discipline Tribunal of Appeal Vera Davie Study and Research Bursary Committee Visiting Scholars Fund Committee 9. Rules Governing the Principal’s Circular The Principal’s Circular is intended to • remove from plenary Senate business which does not require discussion in full meeting; • ensure that Senate is informed of all their business and is given the opportunity to consider it; and • speed up decisions by Senate, and by Council.
Confirmation of and Objections to the Principal's Circular
Each issue of the Circular contains a notification that all recommendations published in it will be acted upon as definitively confirmed by Senate by a specified date, except those objected to in writing by a member of the Senate not later than noon on the specified date. Any such objection must be lodged with the Registrar by the stated time and must be accompanied by, or must be followed in time for inclusion in the circulated agenda for the next scheduled meeting of the Senate Executive Committee, a memorandum setting out in full the arguments of the objector to the merits of the recommendation. When an item after having incurred is put to SEC and the objection is not upheld and the item incurs a an objection for a second time, the objection must be supported by five members of Senate in addition to the original objector(s).
Page 17 of 521 COMMITTEE CLUSTERS
COMMITTEE CLUSTERS
The Committees and Working Groups are organised into the following clusters, allowing in turn the generation of a hierarchy, giving expression to the principle of accountability: ACADEMIC MANAGEMENT
Parent Committee: Senate Executive Committee
Committees in Cluster: (a) Academic Freedom Committee (AFC) (b) Accreditation Committees of Faculties (c) Admissions Committee (AC) (d) All Africa House Management Committee (AAHMC) (e) Board for Graduate Studies (BfGS) (f) Deferred Examinations Committee (g) Distinguished Teachers’ Award Committee (DTA) (h) Doctoral Degrees Board (DDB) (i) Examinations Committees of Faculties (j) Examinations and Assessment Committee (k) Faculty Boards (l) Fieldwork Committee (m) Honorary Degrees Committee (n) Language Policy Committee (LPC) (o) Naming of Buildings Committee (NOBC) (p) Nominations Committee (NOMCOM) (q) Postgraduate Studies Funding Committee (PSFC) (r) Programme Committees of Faculties (s) Readmission Review Committees of Faculties (RRC) (t) Senate (u) Senate Academic Planning Committee (SAPC) (v) Senate Executive Committee (SEC) (w) Timetable Committee (x) Undergraduate Studies Funding Committee (USFC)
Associated Working Groups: (i) Library Working Group (LWG) (ii) Quality Assurance Working Group (QAWG) (iii) Further Education And Training Working Group (FETWG)
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FACULTY ACADEMIC MANAGEMENT
Parent Committee: Faculty Board
Committees in Cluster: (a) Faculty Promotion and Remuneration (Merit) Committees (b) Faculty Dean’s Advisory Committee (DAC) (c) Faculty Examination Committee (FEC) (d) Faculty Accreditation Committee (e) Faculty Programme Committee
AUDIT AND RISK Parent Committee: University Audit Committee
Committees in Cluster: (a) Genetically Modified Organisms Committee (b) Health and Safety Committees (c) Physical Risk, Safety and Crime Prevention Co-Ordinating Committee (d) Radiation Control Committee (e) Risk Management Committee (f) University Audit Committee
HUMAN RESOURCES AND EMPLOYEE RELATIONS Parent Committee: University Human Resources Committee (UHRC) Committees in Cluster: (a) Committees of Inquiry (COI) (b) Committes of Review: Probationary Service (c) Committees of Review: Unsatisfactory Performance (d) Council Appointments Committee (e) Council Remuneration Committee (f) Council’s Standing Review Tribunal for Staff Discipline (g) Disciplinary and Appeal Committees: Administrative & Support Staff (h) Educare Committee (i) Employee Relations Management Committee (j) Faculty Merit Committees (k) Preliminary Investigating Committees (PIC) (l) Skills Development Committee
Page 19 of 521 COMMITTEE CLUSTERS
(m) Selection Committees: (i) Associate Professor, Senior Lecturer, Lecturer & Assistant Lecturer; (ii) Professorial Posts; (iii) Adjunct Professors; (iv) Deans; (v) Honorary Professors and/or Honorary Associate Professors; (vi) Professional and Support Services (Payclasses 9 to 12) (vii) University Human Resources Committee (UHRC)
Associated Working Groups: (i) Joint Consultative Forum on Employment Equity (ii) Consultative Forum on Academic Staff Matters INFORMATION AND COMMUNICATION TECHNOLOGY
Parent Committee: University Information & Communication Technology Committee (UICTC)
Committees in Cluster: • Administrative Computing Co-Ordinating Committee (ACCC) • University Information & Communication Technology Committee (UICTC)
Associated Working Groups: • Information & Communication Technology User Group (ICTUG)
PHYSICAL PLANNING
Parent Committee: University Building & Development Committee (UB&DC) Committees in Cluster: • Professional Appointments Committee for the UB&DC • Space Allocation Committee (SAC) • University Building & Development Committee (UB&DC) Associated Working Groups: • Environmental Management Working Group • Physical Planning and Landscape Working Group (PPLWG)
Page 20 of 521 COMMITTEE CLUSTERS
RESEARCH
Parent Committee: University Research Committee (URC) Committees in Cluster: • Clough Eastern Religions Study Fellowship Committee • Electron Microscope Unit Committee • Equipment Committee • Ethics in Research Committee (EIR) • Fellowships Committee • Irma Stern Museum Committee • Publications Award Committee • Research Fellows Award Committee • Senate Animal Ethics Committee • UCT/IZIKO Museums Advisory Committee • UCT Press Editorial Board • University Research Committee (URC) • Visiting Scholars Fund Committee (VSFC) • Vera Davie Study & Research Bursary Committee • Works of Art Committee
Associated Working Groups: • Information Technology Thrust Working Group (ITTWG) (RIP) • Quality Assurance Working Group (QAWG) • Library Working Group (LWG)
STRATEGY AND INSTITUTIONAL PLANNING
Parent Committee: University Strategy Forum (USF) and University Finance Committee (UFC)
Committees in Cluster: • Fundraising Projects Committee (FPC) • Joint Investment Committee (JIC) • Management Services Committee (MSC) • University Finance Committee (UFC) • University Strategy Forum (USF)
Page 21 of 521 COMMITTEE CLUSTERS
Associated Working Groups: • Planning & Budgeting Working Group (P&BWG)
STUDENT DEVELOPMENT AND SERVICES
Parent Committee: University Student Development and Services Committee
Committees in Cluster: • Orientation Co-Ordinating Committee • Residences Committee • Sports Council • Student Societies and Organisations Committee • University Student Development & Services Committee (USD&SC)
Associated Working Groups: • AIDS Management and Advisory Group • Residences Forum
COMMITTEES AND BOARDS NOT IN CLUSTERS • Alumni/ae Association Management Committee • Baxter Theatre Centre Board • Baxter Theatre Centre Executive Committee • Board of Directors Student Loan Fund • Board of Directors UCT Lung Institute - RIP • Committee of Procedural Review • GSB (Pty) Ltd Board of Directors -RIP • Institutional Forum • Professional Appointments Committee of Council • The University Student Discipline Tribunal of Appeal • UCT Foundation Governors Committee • UCT Foundation Trustees • UCT Retirement Fund
MANAGEMENT ADVISORY GROUPS • Internationalisation Management Advisory Group (IMAG) • Vice-Chancellor’s Management Advisory Group (VCMAG) • Transformation Management Advisory Group (TMAG) • AIDS Management Advisory Group (AMAG) • Operations Management Advisory Group (OPSMAG) • Planning Management Advisory Group (PMAG)
Page 22 of 521 LIST OF CHAIRS AND SERVICING OFFICERS
LIST OF CHAIRS AND SERVICING OFFICERS
LIST OF CHAIRS AND SERVICING OFFICERS
COMMITTEE CHAIR DEPUTY SERVICING OFFICER CHAIR Academic Freedom Prof A Nash Dr K Hughes Ms V Heard [email protected] Committee Accreditation Committees Deans or their Ms E Zincke
Undergraduate Education A/Prof R Mendelsohn Ms M Khan
All Africa House Prof T Nhlapo Mr K Raphoto Mr P Rezandt
Page 23 of 521 LIST OF CHAIRS AND SERVICING OFFICERS
Committees of Review: Ad hoc Mr J Cloete
Page 24 of 521 LIST OF CHAIRS AND SERVICING OFFICERS
Faculty Programme The Programme As decided by Nominee of the Programme Convenor Committees Convenor Committee Faculty Promotion and ad hoc Ms E Zincke
Fellowships Committee Dr M Price Prof DP Visser Ms V Heard
Page 25 of 521 LIST OF CHAIRS AND SERVICING OFFICERS
Naming of Buildings Dr L Platzky (TBC) Ms L Hart (TBC) Mr M Lund
Research Fellows Award Prof DP Visser Ms E Thomas
Page 26 of 521 LIST OF CHAIRS AND SERVICING OFFICERS
Timetable Committee A/Prof P Bourne A/Prof C Comrie Mr K Benjamin
Page 27 of 521 ACADEMIC FREEDOM COMMITTEE (AFC)
ACADEMIC FREEDOM COMMITTEE (AFC)
1. STATUS: Joint Committee of Senate and Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via PC 08/2003 dated 28 August 2003; Senate, via Special PC xx/2008 dated xx xxxx 2008 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To promote academic freedom, including university autonomy, within and outside UCT, and to take appropriate action when it is infringed.
4. COMPOSITION: The Vice-Chancellor (ex officio) or nominee Up to two Deputy Vice-Chancellors as the Vice-Chancellor nominates Two members of Council appointed by Council Three Professors appointed by Senate Two non-Professorial members of the academic staff nominated by the Academics Union Three students nominated by the SRC
5. CHAIR/DEPUTY CHAIR: Chair: A person nominated by the Vice-Chancellor Deputy: A member of the committee nominated by the committee
6. SPECIAL QUORUM RULES: Four members shall constitute a quorum.
7. TERMS OF OFFICE: Students: one calendar year (renewable) Others: four years from 1 July
Page 28 of 521 ACADEMIC FREEDOM COMMITTEE (AFC)
8. TERMS OF REFERENCE: 8.1 To advise Senate and Council on any aspect of academic freedom, including University autonomy; 8.2 To provide a forum in which the views of members of the University on matters of academic freedom, including University autonomy, can be discussed and more clearly focussed and, where appropriate, to submit those views to Senate and Council with or without comment in regard thereto; 8.3 To do anything else in regard to academic freedom, including University autonomy, as may be directed or previously approved by Senate or Council, or as the committee deems appropriate, to achieve its purpose; 8.4 To arrange the annual TB Davie Memorial Lecture; and 8.5 Where necessary, to ensure freedom of expression and association on University premises, to protect and promote academic freedom.
Note: The specific procedures for meetings held on University premises or premises under the aegis of the University can be found in University Handbook 3: General Rules and Policies.
9. PROCEDURES: 9.1 The Committee meets to discuss issues concerning academic freedom including University autonomy: 9.2 at the instance of Council or Senate; 9.3 if approved by the Chair, at the instance of any member of staff; 9.4 at the instance of the majority of members of the Committee itself; or 9.5 at the instance of the Chair of the Committee. 9.6 The Annual Report by the Committee to the Chair of SEC is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; and (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee Group has performed.
10. DELEGATED AUTHORITY: The committee may issue statements, in its name, on issues of academic freedom, including University autonomy, and/or may submit draft statements to Senate and/or Council to be issued in the name of Senate and/or Council.
11. This committee is serviced by the Registrar’s Secretariat.
Page 29 of 521 ACADEMIC FREEDOM COMMITTEE (AFC)
MEMBERSHIP: ACADEMIC FREEDOM COMMITTEE (AFC)
Status Joint Committee of Senate and Terms of Office Council Composition The Vice-Chancellor Dr M Price ex officio Up to two Deputy Vice-Chancellors as Prof DP Visser ex officio the Vice-Chancellor nominates Two members of Council appointed by Em Prof RE Kirsch (tbc) 01.07.2008 to 30.06.2012 Council Judge I Farlam (tbc) 01.07.2008 to 30.06.2012 Three professors appointed by Senate Prof D Benatar 01.07.2008 to 30.06.2012 Prof D Cornell 01.07.2008 to 30.06.2012 Prof WR Nasson 01.07.2008 to 30.06.2012 Two non professorial members of the Dr I Coovadia 01.07.2008 to 30.06.2012 academic staff nominated by the Dr K Hughes 01.07.2008 to 30.06.2012 Academics Union Three students nominated by the SRC Names provided by 01.01.2008 to 31.12.2008 Servicing Officer Chair A person nominated by the Prof A Nash 01.07.2008 to 30.06.2012 Vice-Chancellor Deputy Chair A member of the committee nominated Dr K Hughes 01.07.2008 to 30.06.2012 by the committee Terms of Office Four years from 1 July. Students: one student continuing for 2 calendar years; Two students retiring after one calendar year. Serviced by Registrar’s Secretariat Ms V Heard Servicing Email: [email protected] Phone: 650-5828 Officer Details
Page 30 of 521 ACADEMIC STAFF DEVELOPMENT SUB-COMMITTEE (ASDC)
ACADEMIC STAFF DEVELOPMENT SUB-COMMITTEE (ASDC)
1. STATUS: Sub Committee of joint Council and Senate Committee on Staff Development.
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES (a) Date of approval: Principal’s Circular xxxxxxxx (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE To develop, maintain, monitor and review progress in respect of implementation of academic staff development policy aligned with institutional strategic goals.
4. COMPOSITION The Deputy Vice-Chancellor with portfolio responsibility for ASD Dean: Higher Education Development Director: Research Office A Dean’s nominee from each faculty Head of Department: Higher & Adult Education Studies Development Unit (HAESDU, CHED) Manager: Learning Centre (HR) Assessor Members: Manager: Employment Equity Director: Institutional Planning Department (or nominee) HR Generalist
5. CHAIR/DEPUTY CHAIR Chair: Deputy Vice-Chancellor with portfolio responsibility for ASD, or nominee Deputy: A member of the committee elected by the members
6. SPECIAL QUORUM RULES 8 members shall constitute a quorum, with a least four representatives from the faculties present.
7. TERMS OF OFFICE Nominated members shall hold office for three years from 1 July
Page 31 of 521 ACADEMIC STAFF DEVELOPMENT SUB-COMMITTEE (ASDC)
8. TERMS OF REFERENCE The Committee is responsible for developing 8.1 policy that is aligned with institutional strategic goals, integrated with equity employment plans and strategies, remuneration principles and procedures, and career pathing initiatives 8.2 a framework to guide implementation of this policy. In addition, the Committee is responsible for: 8.3 monitoring and reviewing progress 8.4 reporting to its parent committee (the Staff Development Committee, itself a sub-committee of the UHRC which reports to Council) and to Senate via SEC
9. PROCEDURES The committee decides its own procedures. The annual report by the ASD Committee to the SD Committee and the Chair of SEC is the major formal vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY This central committee will have no appellate or review jurisdiction, and it will not consider individual cases, except as examples.
11. The committee is serviced by CHED
Page 32 of 521 ACADEMIC STAFF DEVELOPMENT SUB-COMMITTEE (ASDC)
MEMBERSHIP: ACADEMIC STAFF DEVELOPMENT SUB-COMMITTEE (ASDC)
Status Sub-Committee of joint Council Terms of Office and Senate Committee on Staff Development Composition The Deputy Vice-Chancellor Vacant with portfolio responsibility for ASD Dean: Higher Education A/Prof N Yeld (Acting Chair) Development Director: Research Office Dr M Sienaert 01.07.2008 to 30.06.2012 01.07.2008 to 30.06.2012 A Dean’s nominee from each Com: Ms S Goodman 01.07.2008 to 30.06.2012 faculty EBE: Vacant 01.07.2008 to 30.06.2012 Law: Prof ER Kalula 01.07.2008 to 30.06.2012 FHS: Prof S Kidson 01.07.2008 to 30.06.2012 Hum: A/Prof S Swartz 01.07.2008 to 30.06.2012 Sci: Prof J Sealy (on 01.07.2008 to 30.06.2012 sabbatical) Head of Department Dr J Jawitz 01.07.2008 to 30.06.2012
HESDU/CHED: Manager: Learning Centre (HR): Ms J Uphill 01.07.2008 to 30.06.2012 Assessor Members: Manager: EE: Vacant 01.07.2008 to 30.06.2012 Director: IPD, or nominee: Ms J Favish 01.07.2008 to 30.06.2012 HR Generalist: Ms C Tuomi 01.07.2008 to 30.06.2012 Coopted member A/Prof S Shay Chair A person nominated by the A/Prof N Yeld (Acting) 01.07.2008 to 30.06.2012 Vice-Chancellor Deputy Chair Terms of Office Four years from 1 July Serviced by CHED Ms K Erasmus Servicing Email: [email protected] Phone: 650-4237 Officer Details
Page 33 of 521 ACCREDITATION COMMITTEES OF FACULTIES
ACCREDITATION COMMITTEES OF FACULTIES
1. STATUS: Committees of Faculty Boards
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2008 dated xx xxxx 2008 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To consider, and from time to time review, all programme proposals and curricula, to ensure that these are academically coherent and challenging, having regard to quality assurance, and to ensure that appropriate mechanisms are in place to maintain and improve standards.
4. COMPOSITION: As decided by Faculty
5. CHAIR/DEPUTY CHAIR: As decided by Faculty
6. SPECIAL QUORUM RULES: As decided by Faculty
7. TERMS OF OFFICE: As decided by Faculty
8. TERMS OF REFERENCE: To screen all programme proposals, prior to consideration by the Faculty Board, and to make recommendations to the Faculty Board. To receive an annual report from the Dean on external examinations and the reports of external examiners; and where applicable, review reports on Faculty programmes by external bodies. To receive annual reports from Programme Convenors, and to report on these to the Faculty Board. To advise the Dean on applications by individual students to be allowed concessions to depart from programme-prescribed curricula. 8.5 To advise the Dean on proposals for short courses, including continuing professional education courses, to be offered under the auspices of the Faculty or a department within the Faculty.
Page 34 of 521 ACCREDITATION COMMITTEES OF FACULTIES
9. PROCEDURES: The Committee will meet as determined by the Faculty. The Annual Report by the Committee to the Chair of the Faculty Board is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: Nil
11. These committees will be serviced by Faculty Office Managers.
MEMBERSHIP: ACCREDITATION COMMITTEES OF FACULTIES
Status Committees of Faculty Boards Terms of Office Composition As decided by Faculty Chair/Deputy As decided by Faculty Chair Terms of Office As decided by Faculty Serviced by Faculty Office Managers
Page 35 of 521 ACCREDITATION COMMITTEES OF FACULTIES
ACCREDITATION COMMITTEE FOR ENGINEERING & THE BUILT ENVIRONMENT POSTGRADUATE PLANNING AND ADMINISTRATION COMMITTEE
Status Committee of Engineering & Built Environment Terms of Office Faculty Board Composition One representative from each department in the Faculty nominated by the HoD One representatives nominated by the Postgraduate Student Council Chair/Deputy The Deputy Dean, with second Deputy Dean as Deputy Chair Chair Terms of Office One year, renewable annually Serviced by Faculty Office Managers or nominee Ms G Valodia Servicing Officer Email: [email protected] Phone: 650 2698 details
ACCREDITATION COMMITTEE FOR ENGINEERING & THE BUILT ENVIRONMENT UNDERGRADUATE PLANNING & ADMINISTRATION COMMITTEE
Status Committee of Engineering & Built Environment Faculty Terms of Board Office Composition Programme Convenors (UG) optional for HoD to nominate only one if there is more than one in the Department ASPECT Co-Ordinator Representatives of the principal service departments teaching core courses, nominated by the HoD concerned One representative nominated by the EBE Student Council (EBESC) Chair/Deputy The Deputy Dean, with second Deputy Dean as Deputy Chair Chair Terms of Office One year, renewable annually Serviced by Faculty Office Managers or nominee Ms G Valodia Servicing Officer Email: [email protected] Phone: 650 2698 details
Page 36 of 521 ACCREDITATION COMMITTEES OF FACULTIES
UNDERGRADUATE EDUCATION COMMITTEE (UEC) - HUMANITIES
1. TERMS OF REFERENCE: The UEC is responsible for a wide range of functions and the terms of reference have accordingly been grouped in terms of these broad functions. The functions are not always discrete from each other.
2. ACCREDITATION • To establish criteria for the approval of undergraduate programmes, majors and courses in terms of requirements of the Strategic Planning Framework, the Academic Planning Framework and the South African Qualifications Authority; • To accredit and recommend to the Board the approval of undergraduate programmes, majors, courses and short courses which satisfy the agreed criteria (or to recommend to the Board the discontinuation of undergraduate programmes, majors or courses). • To consider pre-requisites for courses and to liaise with RATH in as far as these affect overall admission policy.
3. REVIEW AND QUALITY ASSURANCE • To encourage and assist undergraduate programme committees and departments in self-evaluation of their programmes and courses, and in identifying areas where changes and/or development are required; • To review and assess undergraduate programmes, majors and courses against their educational objectives and the approved criteria for programmes, majors and courses; • To make recommendations to undergraduate programme committees and heads of departments for the development and improvement of programmes, majors and courses; • To review and assess benchmarks related to quality assurance of undergraduate programmes, majors and courses and their implementation (RATH to review benchmarks for throughput and equity); • To receive annual reports from Programme Convenors (named programmes and general degrees), and to report on these to the Faculty Board; • To co-ordinate the ongoing professional development of academic staff on matters pertaining to assessment, teaching and learning; • To refer all matters relating to access and throughput to the Recruitment, Access and Throughput Committee.
Page 37 of 521 ACCREDITATION COMMITTEES OF FACULTIES
4. CURRICULUM DEVELOPMENT • To co-ordinate and assist in curriculum development and design; • To develop benchmarks for learning skills and ensure that the benchmarks are implemented at appropriate places within the curriculum; • To identify areas where new programmes need to be developed and assist in the planning of new programmes; • To advise the Dean on proposals for short courses, including continuing professional education courses, to be offered under the auspices of the Faculty or a department within the Faculty or Centre for Open Learning; • To consider proposals from programme committees with respect to general undergraduate, and qualification specific rules, and recommend these to the Board for approval.
5. TIMETABLE To approve the timetable and any changes, giving due consideration to the implications of such change to the curriculum as a whole, within the framework of the University Timetable Committee, and to deal with problems that may arise.
6. STUDENT LIAISON To interact with the Humanities Students’ Council on issues related to teaching and learning;
In all of the above, • To make recommendations to the Board where appropriate; • To liaise with GRAPRO to ensure coherence between undergraduate and postgraduate matters.
Page 38 of 521 ACCREDITATION COMMITTEES OF FACULTIES
MEMBERSHIP: UNDERGRADUATE EDUCATION COMMITTEE (UEC) - HUMANITIES
Status Committee of Humanities Faculty Terms of Office Board Composition The Dean, Deputy Deans Prof MP Ensor ex officio Prof JP Muller A/Prof S Swartz Prof D Wardle Director, Undergraduate Studies Mr DB MacLaughlin ex officio Faculty Manager: Academic Ms L Rautenbach ex officio Administration Maximum of 10 academic members A/Prof C Chandler 01.07.2007 to 30.06.2010 of the Faculty, appointed by the Dr J Grossman 01.07.2007 to 30.06.2010 Faculty Board Mr G Hyland 01.07.2007 to 30.06.2010 A/Prof F Larey 01.07.2007 to 30.06.2010 Mrs G Solomons 01.07.2007 to 30.06.2009 A/Prof A D Spiegel 01.07.2007 to 30.06.2010 Ms S Sturgeon 01.07.2007 to 30.06.2010 Prof N Worden 01.07.2007 to 30.06.2010 Student Development Officer Dr J Tiffin ex officio Convenors: Extended Degree Dr P Anderson ex officio Programmes Mr D Nunez HSC Chair or nominee Ms T Hlatshwayo Co-Opted CHED Representative A/Prof R Kapp Student Representative Mr J Hodgson Chair/Deputy Dean or nominee A/Prof R Mendelsohn 01.07.2007 to 30.06.2010 Chair Terms of Office Members appointee by the Faculty Board for four years from 1 July Serviced by Undergraduate Programmes Officer Ms K Khan Servicing Officer Email: Phone: 650-2690 details
Page 39 of 521 ACCREDITATION COMMITTEES OF FACULTIES
ACCREDITATION COMMITTEE: SCIENCE FACULTY
Status Committee of Senate with delegated Terms of Office authority from Council Composition The Deputy Dean: Academic A/Prof D Gammon ex officio Eight Faculty Board members (includes A/Prof V Coyne 01.07.2008 to 30.06.2012 the Deputy Dean and Chair) A/Prof M Cramer 01.07.2008 to 30.06.2012 Prof T Dunne 01.07.2008 to 30.06.2012 Dr S Hall 01.07.2008 to 30.06.2012 A/Prof J Hutton 01.07.2008 to 30.06.2012 A/Prof D Richardson 01.07.2008 to 30.06.2012 Dr A Schauerte 01.07.2008 to 30.06.2012 A representative of CHED A/Prof S Allie 01.07.2008 to 30.06.2012 Chair/Deputy The Dean’s nominee A/Prof D Gammon 01.07.2008 to 30.06.2012 Chair Terms of Office Four years from 1 July Serviced by Faculty Office Managers or nominee Ms K Wienand Servicing Officer Email: [email protected] Phone: 650 2714 details
Page 40 of 521 ACCREDITATION COMMITTEES OF FACULTIES
HEALTH SCIENCES FACULTY EDUCATION AND ACCREDITATION COMMITTEE
Status Committee of Faculty Board of Health Sciences Composition Ex officio: Dean A/Prof G Perez Deputy Deans Prof D Dent Prof M Jacobs Prof K Vaughan Heads of departments or their representatives Prof S Beningfield Prof M James Prof D Khan Prof S Kidson Prof R Kirsch Prof L London Prof J Mekwa Prof L Steyn Prof Z van der Spuy Prof J Volmink Dr D Wilson Portfolio Managers for postgraduate and undergraduate programmes and for student Professor J Seggie (UG Programmes) support Professor C Swanepoel (PG Programmes) Dr S Kalula (PG Student Support: Clinical) Dr D Hendricks (PG Student Support: Non-clinical) Dr C Sikakana (UG Student Support)
Ms N Hartman
Director of the Education Development Unit A/Professor V Burch (MBChB) Chairs of undergraduate programme committees A/Professor H Kathhard ( H & RS)
Chairs of Departmental (or School) Education To be appointed committees Representatives of Postgraduate Students’ To be appointed Association and Health Sciences Students’ Society (UG) Other expert/s appointed by the Committee As required Chair/Deputy Dean or nominee A/Prof G Perez Chair Deputy Chair elected by Committee TBC Term of office Ex officio members: indefinite Other members:four years, renewable. Serviced by Faculty Manager: Academic Administration or Ms V Naidoo , Manager: Undergraduate Student nominee Admininstration (nominee) Servicing Officer Email: [email protected] Phone: 406-6559 Details
Page 41 of 521 AD HOMINEM PROMOTION COMMITTEE: SCIENTIFIC AND TECHNICAL OFFICERS
AD HOMINEM PROMOTION COMMITTEE: SCIENTIFIC AND TECHNICAL OFFICERS
1. STATUS: University wide committee
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To evaluate applications / nominations for the promotion of S&T Officer staff and to make recommendations for promotion to the Dean of each Faculty
4. COMPOSITION: A Deputy Vice Chancellor nominated by the Vice Chancellor A Deputy Vice Chancellor nominated by the Deans 2 members of relevant faculties nominated by each Dean of the Faculty; (A Scientific or Technical Officer who is not a candidate for promotion) and one reserve (A Scientific or Technical Officer, or Academic) 2 members of staff who are not candidates for promotion nominated by the Scientific and Technical constituency, and one reserve.
5. CHAIR/DEPUTY CHAIR: Chair: The Deputy Vice Chancellor nominated by the Vice Chancellor Deputy: The committee shall nominate its own Deputy Chair
6. SPECIAL QUORUM RULES: All members or substitute members must be present.
7. TERMS OF OFFICE: Each year a new centralized Scientific and Technical Officers Committee (S&TOC) for promotions will be set up. The composition of the Committee will be contingent upon the fields of expertise necessary to make reasonable assessments of the candidates.
Page 42 of 521 AD HOMINEM PROMOTION COMMITTEE: SCIENTIFIC AND TECHNICAL OFFICERS
8. TERMS OF REFERENCE: The Committee receives applications for ad hominem promotions and is to: (a) consider these (b) recommend to the Dean of the Faculty the ad hominem promotion of the staff member
9. PROCEDURES: 9.1 The structure, function and powers of this committee, and any sub- committee, must be approved by the DVC with the portfolio for academic leadership and development. 9.2 The committee must consider all applications. 9.3 Accepted criteria must be used for the evaluation of S&TO candidates for promotion. 9.4 Recommendations for ad hominem promotions require a two-thirds majority vote in support. 9.5 Principles of fair assessment must be applied to all candidates being evaluated. 9.6 Informed recommendations for promotion must be made to the relevant Dean. 9.7 A confidential process of feedback to candidates must be established. 9.8 Confidentiality of all recommendations must be maintained until the candidates have been informed of the outcome by the Dean.
10. SERVICING OFFICER
This committee is serviced by the HR Advisor, or nominee.
Page 43 of 521 ADMINISTRATIVE COMPUTING CO-ORDINATING COMMITTEE (ACCC)
ADMINISTRATIVE COMPUTING CO-ORDINATING COMMITTEE (ACCC)
1. STATUS: A Vice-Chancellor’s Committee
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via Special PC xx/2008 dated xx xxxx 2008 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To coordinate the support and development of Administrative Computing Systems in order to ensure effectiveness and integrity and to propose administrative ICT strategy to the ED-ICT and to UICTC.
4. COMPOSITION: The Chair (appointed by the Vice-Chancellor) A representative of the Finance Department, nominated by the ED-Finance A representative of the HR Department, nominated by the ED-HR A representative of the Academic Administration, nominated by the Registrar The Manager of the Systems and Procedure Office in ICTS The Manager of Administrative Computing Systems in ICTS A representative of Technical Support Services in ICTS nominated by the ED- ICT A member of the Administrative ICT User Group, nominated by the Chair of the User Group
5. CHAIR: Appointed by the Vice-Chancellor on the recommendation of the Operations Management Advisory Group.
6. QUORUM: Four members constitute a quorum.
7. TERMS OF OFFICE: Not applicable.
Page 44 of 521 ADMINISTRATIVE COMPUTING CO-ORDINATING COMMITTEE (ACCC)
8. TERMS OF REFERENCE: 8.1 The primary role of the ACCC is to ensure the integrity of Administrative Computing Systems, development thereof, and thus to coordinate the activities of the systems groups within the Finance Department, the HR Department and the Academic Administration with the three sections of ICTS that are responsible for the support and development of Administrative Computing Systems (S&P Office, ACS, TSS). 8.2 Any development request, purchase proposal, or implementation proposal for administrative computing systems will be considered by the ACCC. 8.3 All SAP R/3 developments and customising will require ACCC approval, even in those cases where origination and execution are in a single PASS department. 8.4 ACCC will recommend standards for administrative computing to the ED-ICT. 8.5 The unrepresented PASS departments will work via those that are represented. 8.6 The ACCC has the power to co-opt additional members for the duration of specific implementation and/or development projects where this is appropriate.
9. PROCEDURES: The Annual Report by the ACCC to the Chair of the Operations Management Advisory Group is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the Chair of the Operations Management Advisory Group in a position to judge how well the Committee has performed.
10 Administrative support will be provided by the Systems and Procedures Office in ICTS.
Page 45 of 521 ADMINISTRATIVE COMPUTING CO-ORDINATING COMMITTEE (ACCC)
MEMBERSHIP: ADMINISTRATIVE COMPUTING CO-ORDINATING COMMITTEE (ACCC)
Status A Vice-Chancellor’s committee Members of the A representative of the Finance Department, nominated by Ms L Haddow committee the Executive Director, Finance
A representative of the HR Department, nominated by the Ms J du Toit Executive Director, HR
A representative of the Academic Administration, nominated Dr K van Heerden by the Registrar
The Manager of the Systems and Procedures Office in ICTS VACANCY The Manager of Administrative Computing Systems in ICTS Mr AR Brinckmann A representative of Technical Suppport Services in ICTS
nominated by the Executive Director, ICT Mr F Goldstein A member of the Administrative ICT User Group, nominated by the Chair of the User Group VACANCY Chair/Deputy Chair Appointed by the Vice-Chancellor on the recommendation of Prof CT O’Connor (Acting) the Operations Management Advisory Group Terms of office Not applicable Serviced by Systems & Procedures Office, ICTS Servicing Officer Email: Phone: 650- Details
Page 46 of 521 ADMINISTRATIVE COMPUTING STRATEGY COMMITTEE (ACSC)
ADMINISTRATIVE COMPUTING STRATEGY COMMITTEE (ACSC)
1. STATUS: Sub-committee of the Operations Management Advisory Group (OpsMAG)
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (c) Date of approval: 18 August 2006 (d) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To develop an integrated strategy for the provision of ICT facilities that directly support the administrative functions of the University and to advise on competing priorities in the implementation of such functionality relative to University goals
4. COMPOSITION:
A Deputy Vice-Chancellor, nominated by the Vice-Chancellor, with executive oversight of University Operations A Deputy Vice-Chancellor, nominated by the Vice-Chancellor, with executive oversight of Planning The Registrar ED: Information & Communication Technology ED: Finance ED: Human Resources ED: Properties & Services ED: Student Affairs ED: University Libraries ED: Communications & Marketing ED: Development & Alumni Affairs Chief Information Officer (in IPD) One of the Directors in Research & Innovation and Postgraduate Funding Office (chosen by them) Chair: Administrative Computing Coordinating Committee
5. CHAIR/DEPUTY CHAIR: Chair: A Deputy Vice-Chancellor, nominated by the Vice-Chancellor, with executive oversight of University Operations
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6. SPECIAL QUORUM RULES: Eight members shall constitute a quorum.
7. TERMS OF OFFICE: Not applicable
8. TERMS OF REFERENCE: 8.1 To advise UICTC, and through them the University Strategy Committee, on recommended strategic objectives for the use of ICT in the support of the University’s administrative functions and the mechanisms through which these objectives are to be pursued; 8.2 To provide a forum in which the executive managers responsible for the University’s administrative functions can consider ways in which ICT can enhance administrative service delivery and improve the performance of PASS departments in their support of the University; 8.3 To develop a medium-term business plan for administrative ICT functionality, including a properly scoped, prioritised and costed plan for the implementation of any new functionality required as well as the alignment of existing functionality to changed business requirements. 8.4 To prepare an annual recommendation, as part of the planning and budgeting process, on the provision of university-wide administrative ICT systems, thereby giving effect to the medium term business plan. .
9. PROCEDURES: Not applicable
12. DELEGATED AUTHORITY: Not applicable
11. ADMINISTRATIVE SUPPORT: Administrative support will be provided by the Executive Director: Information & Communication Technology
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MEMBERSHIP: ADMINISTRATIVE COMPUTING STRATEGY COMMITTEE (ACSC)
Status A sub-committee of the Operations Management Advisory Group (OpsMAG) Members of the A Deputy Vice-Chancellor, nominated by the Vice- committee Chancellor, with executive oversight of University Operations A Deputy Vice-Chancellor, nominated by the Vice- Chancellor, with executive oversight of Planning The Registrar ED: Information & Communication Technology Mr HT Amoore Mr S Janse van Rensburg ED: Finance Prof E Uliana ED: Human Resources Mr K Raphoto ED: Properties & Services Mr J Critien ED: Student Affairs Ms M Khan ED: University Libraries Ms J Rapp ED: Communications & Marketing Ms G Kruger ED: Development & Alumni Affairs Dr J McNamara Chief Information Officer (in IPD) Ms J Hendry One of the Directors in Research & Innovation and Postgraduate Funding Office (chosen by them) Chair: Administrative Computing Coordinating Committee Chair/Deputy Chair A Deputy Vice-Chancellor, nominated by the Vice- Prof CT O’Connor (Acting) Chancellor, with executive oversight of University Operations Terms of office Not applicable Serviced by The Executive Director: Information & Communication Technology Servicing Officer Email: [email protected] Phone: 650- Details
Page 49 of 521 ADMISSIONS AND PROGRESSION COMMITTEE (A&PC)
ADMISSIONS AND PROGRESSION COMMITTEE (A&PC)
1. STATUS: A Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: Date of approval: Senate, via PC1A/2001 dated 7 February 2001; PC03/2001, dated 22 March 2001; .PC 02/2005, dated 30 March 2005; Special Senate 19 July 2005; Senate, via PC 03/2006 dated 29 March 2006 General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To optimise all aspects of student enrolment retention and progression at UCT and produce annual and medium to longer term admissions plans and policies for approval under the Higher Education Act, to monitor student retention, throughput and graduation rates, and to report to Senate on trends and performance against agreed Faculty objectives.
4. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors (ex officio) Six members of the academic staff, one to be nominated from each Faculty by its Dean. In each case, the nominated person must be the Dean, or the person charged by the Dean to be responsible for its admissions policies and selection procedures. Three members of Senate appointed by Senate Dean of Higher Education Development or nominee Three students nominated by the Students’ Representative Council
Assessor Members: The Director of Institutional Planning The Director of Admissions The Director of Student Housing and Residence Life The Manager: Student Financial Aid The Director: IAPO The Registrar The Deputy Registrar: Academic Administration The Chief Information Officer: IPD Co-opted Members: Two members of the Student Equity Forum
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5. CHAIR/DEPUTY CHAIR: Chair: A Deputy Vice-Chancellor nominated by the Vice-Chancellor Deputy: A member chosen by the committee
6. SPECIAL QUORUM RULES: Five members, only one of whom may be an Executive Officer.
7. TERMS OF OFFICE Four years from 1 July (initially, two to retire after two years). Student representatives are appointed for one calendar year.
8. TERMS OF REFERENCE: (a) The Admissions and Progression Committee (A&PC) must investigate the whole range of issues to do with student enrolment. It must submit annually to the Senate Executive Committee (SEC) the admissions plan for the ensuing year and to the University Strategy Committee matters of new strategy. (b) The A&PC is responsible for providing high-level integration of admission questions related to academic places, (including second- choice, inter-faculty questions), student housing places and financial aid at undergraduate and postgraduate levels. (c) In fulfilling its mandate the Committee is responsible for undertaking regular scans of the environment, so that it has a clear view of supply- and-demand questions and trends and issues likely to affect student numbers. This includes monitoring enrolment patterns at other public and private higher education institutions. (d) The A&PC is responsible for monitoring student retention rates, rates of progression through courses of study, and graduation rates. The A&PC will monitor Faculty performance against agreed targets, and report accordingly to Senate via the SEC. (e) The Admissions Office is responsible for the operational management of student recruitment and operates within the policy framework set by Senate on the recommendation of the AC.
9. PROCEDURES: The AC meets six times per annum. 9.1 produces annual short-, medium- and longer-term admissions policy proposals for all UCT programmes in terms of numbers, educational background, geographic origin, etc: this includes measures to ensure the redress of past inequalities, to ensure a diverse and talented student body at both undergraduate and postgraduate levels, from all parts of the country; 9.2 monitors student progression and retention rates in the context of enrolment policy;
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9.3 works with residences and scholarships/financial aid offices to integrate academic and student housing admissions and financial assistance awards; 9.4 submits recommendations for a co-ordinated recruitment and admissions system (including student enrolment plan, review of financial assistance policy and student housing policy as they affect enrolment, etc.); 9.5 develops plans for postgraduate growth, recruitment and funding; 9.6 engages with faculties relating to student enrolment planning at faculty and programme levels (including reviews of past enrolment patterns and faculty/programme proposals for targets, in context of programme planning); 9.7 assists the Director of Planning in the “rolling” three-year UCT Plans; 9.8 the Annual Report by the Committee to the Chair of SEC is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: Nil
11. This committee is serviced by the Director of Institutional Planning or nominee.
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MEMBERSHIP: ADMISSIONS AND PROGRESSION COMMITTEE (A&PC)
Status A Committee of Senate Terms of Office Composition The Vice-Chancellor and The Deputy Dr M Price ex officio Vice-Chancellors Prof J Beall Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser Six members of academic staff one to Com: Prof J Simpson 01.07.2008 to 30.06.2012 be nominated from each Faculty by the EBE: Prof P Bowen 01.07.2008 to 30.06.2012 respective Faculty Dean. In each FHS: Prof J Seggie 01.07.2008 to 30.06.2012 case, the nominated person should either be the Deputy Dean or Chair of Hum: Prof R Mendelsohn 01.07.2008 to 30.06.2012 the Faculty’s Admissions Committee Law: Ms A Pope 01.07.2008 to 30.06.2012 responsible for admissions policies Sci: A/Prof D Gammon 01.07.2008 to 30.06.2012 and selection processes Three members of Senate appointed A/Prof T Minter 01.07.2008 to 30.06.2012 by Senate Prof N Worden 01.07.2008 to 30.06.2012 A/Prof N Yeld 01.07.2008 to 30.06.2012 Three students nominated by the Names provided by the One calendar year Students’ Representative Council servicing officer 01.01.2008 to 31.12.2008 Dean of CHED or nominee A/Prof N Yeld/ Dr A Cliff 01.07.2008 to 30.06.2012 Co-opted Two members of the Student Equity TBA 01.07.2008 to 30.06.2012 Members Forum Assessor The Director of Institutional Planning Ms J Favish 01.07.2008 to 30.06.2012 Members: The Director of Admissions Mr C Herman 01.07.2008 to 30.06.2012 The Director of Student Housing & Mr G Willis (Acting) 01.07.2008 to 30.06.2012 Residence Life The Manager: Student Financial Aid Ms T Salasa 01.07.2008 to 30.06.2012 The Registrar Mr HT Amoore 01.07.2008 to 30.06.2012 The Deputy Registrar: Academic Dr K van Heerden 01.07.2008 to 30.06.2012 Administration The Director: IAPO Dr L Kaunda 01.07.2008 to 30.06.2012 The Chief Information Officer: IPD Ms J Hendry 01.07.2008 to 30.06.2012 Chair A Deputy Vice-Chancellor nominated Prof C Soudien (Acting) to 31.12.2009 by the Vice-Chancellor Deputy Chair A member chosen by the committee A/Prof N Yeld Terms of Office Student representatives are appointed for one calendar year. Serviced by Director of Institutional Planning or Mr V Nobongoza nominee Servicing Officer Email: [email protected] Phone: 650-2614 Details
Page 53 of 521 ALL AFRICA HOUSE MANAGEMENT COMMITTEE (AAHMC)
ALL AFRICA HOUSE MANAGEMENT COMMITTEE (AAHMC)
1. STATUS: Committee of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Council, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2008 dated xx xxxx 2008 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To ensure that All Africa House provides: a welcoming venue for local and visiting academics; and hospitality to scholars from elsewhere in Africa as well as to those with a particular academic interest in the continent.
4. COMPOSITION: The Deputy Vice-Chancellor with responsibility for international relations Director, Centre for African Studies, or nominee Director, International Academic Programmes Office, or nominee Director, Student Housing, or nominee Executive Director: Finance, or nominee Warden of All Africa House One representative of the residents of All Africa House One representative of the users of All Africa House Up to two additional people co-opted annually by the Committee
5. CHAIR/DEPUTY CHAIR: Chair: The Deputy Vice-Chancellor responsible for international relations Deputy: A member of the Committee chosen by the Committee.
6. SPECIAL QUORUM RULES: Nil
7. TERMS OF OFFICE: Representatives and co-opted members: one calendar year, from 1 July
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8. TERMS OF REFERENCE: (a) To promote All Africa House in a way that promotes its objective, and to ensure its viability. (b) To determine policy for occupancy and the running of All Africa House, to exercise overall supervision of its activities, including appointment of staff, and to account for its financial position (c) To compile and submit an annual draft budget, including rates for accommodation, on the advice of the budget-holder, who will account quarterly to it and the Executive Director Finance for performance against the approved budget.
9. PROCEDURES: This committee is established in the Academic cluster. It makes an Annual Report to the Chair of the Senate Executive Committee on its work.
10. DELEGATED AUTHORITY: To fix accommodation rates, subject to UFC/Council approval of the budget.
11. The Committee is serviced by the Director of IAPO or nominee.
MEMBERSHIP: ALL AFRICA HOUSE MANAGEMENT COMMITTEE (AAHMC)
Status Committee of Council Terms of Office Composition The Deputy Vice-Chancellor with responsibility for Prof T Nhlapo ex officio international relations Director, Centre for African Studies, or nominee Ms L Jacobs 01.07.2008 to 30.06.2012 Director, International Academic Programmes 01.07.2008 to 30.06.2012 Office, or nominee Director, Student Housing, or nominee Mr G von Zeil 01.07.2008 to 30.06.2012 Executive Director of Finance, or nominee Ms Y Thomas 01.07.2008 to 30.06.2012 Warden of all Africa House Prof C Himonga 01.07.2008 to 30.06.2012 One representative of the residents of All Africa various 01.07.2008 to 30.06.2012 House One representative of the users of All Africa House Ms M Stevens 01.07.2008 to 30.06.2012 Co-option Up to two additional people co-opted annually by the TBA Committee Chair Deputy Vice-Chancellor responsible for international Prof T Nhlapo 01.07.2008 to 30.06.2012 relations or nominee Deputy chair A member of the Management Committee chosen Mr K Raphoto 01.07.2008 to 30.06.2012 by the Management Committee Terms of office Representatives & co-opted members: four year, from 1 July Serviced by Director of IAPO or nominee Mr P Rezandt Servicing Officer Email: [email protected] Phone: 650-4152 Details
Page 55 of 521 ALUMNI/AE ASSOCIATION MANAGEMENT COMMITTEE
ALUMNI/AE ASSOCIATION MANAGEMENT COMMITTEE
1. STATUS: Committee elected by the Alumni/ae Association in terms of its Constitution (see attached Appendix)
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Alumni/ae Association AGM 2001; Senate, via Special PC xx/2008 dated xx xxxx 2008 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To manage the affairs of the Alumni/ae Association
4. COMPOSITION: The President of Convocation The Vice-Chancellor The Registrar The six members of Council elected by Convocation Seven members chosen at the AGM.
5. CHAIR/DEPUTY CHAIR Chosen by the committee from the members
6. QUORUM RULES: Seven
7. TERMS OF OFFICE: Four years: elected members shall not be eligible for re-election after having served for four consecutive years but may after an interval of one year be re- elected for a further term of not more than four consecutive years, but not again thereafter. 8. TERMS OF REFERENCE: See Appendix. 9. PROCEDURES See Appendix 10. DELEGATED AUTHORITY See Appendix 11. The Alumni/ae Association Management Committee is serviced by the Department of Communication & Development
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APPENDIX TO THE TERMS OF REFERENCE OF THE ALUMNI/AE ASSOCIATION MANAGEMENT COMMITTEE
CONSTITUTION (as adopted, February 1996)
1. NAME: The name of the Association shall be University of Cape Town Alumni/Ae Association.
2. OBJECTS: The objects of the Association shall be, through the Branches of the Association; • to promote among its members support for the University of Cape Town (UCT); • to maintain close ties with UCT; • to act as a conduit for the views of its members to UCT and from UCT to its members; • to initiate, assist in and promote fundraising activities by or for UCT • to achieve the aforesaid objects by communication with its members through the medium of newsletters and similar publications, and by facilitating and assisting with reunions of its members and with the arranging of social functions and activities for its members or in any other manner that may be considered appropriate.
3. MEMBERSHIP AND HONORARY VICE PRESIDENTS: 3.1 The Honorary Vice-Presidents of the Executive Committee of Convocation, now living, shall be Honorary Vice-Presidents of the Association, and the Association, in general meeting, by resolution, on the recommendation of the Committee, may add to their number. 3.2 The members of the Association shall comprise the members of Convocation of UCT, as defined in law, and any persons, other than members of Convocation, who shall have completed at least one year of study at UCT.
4. MANAGEMENT: 4.1 The affairs of the Association shall be managed by a Committee which shall consist of: • the President of Convocation of UCT (ex officio) • the Vice-Chancellor of UCT (ex officio); • the Registrar of UCT (ex officio) • the six (6) members of the Council of UCT, elected by Convocation; • seven (7) additional members who shall be elected annually at the • Annual General Meeting of the Association. Any member so elected shall not be eligible for re-election after having served as such for three (3) consecutive years but may, after an interval of one year, be re-elected for a further term of not more than three (3) consecutive
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years, but not again thereafter. In the event of the death or resignation of any elected member, the Committee may co-opt any other member to fill such vacancy, who shall then serve until the next Annual General Meeting of the Association. • the Convenor or Chairperson of each branch of the Association or his/her duly appointed delegate may attend any meeting of the Committee. 4.2 The Committee shall, at its first meeting following the Annual General Meeting of the Association, choose from among its members a Chairperson and a Vice-Chairperson who shall act as such until the next Annual General Meeting. The Chairperson may, or may not, be the President of Convocation. 4.3 The Committee shall meet at least four (4) times a year 4.4 Seven (7) members shall form a quorum at each meeting. 4.5 The meetings of the Committee shall be presided over by the Chairperson, or in his or her absence, the Vice-Chairperson, or failing both of them, one of its members, elected from those present, for that meeting. 4.6 Minutes of all meetings of the Committee shall be kept. 4.7 The Association and the Committee shall at all times receive the assistance of the Alumni/ae Office and the Alumni/ae Officer of UCT who shall act as secretary to the Committee and be responsible for keeping the minutes of its meetings. 4.8 The Committee shall control all funds allocated to it by UCT or from any other source. 4.9 The Committee may, in its sole discretion, out of any funds under its control, financially assist any Branch requiring such assistance. 4.10 The Association shall not be liable for any debts or liabilities incurred by any Branch. 4.11 The Committee shall receive and consider all reports from Branches. 4.12 The Committee may suspend or dissolve any Branch should it be in breach of any of the terms of this Constitution, after having in writing required the said Branch to remedy such breach within twenty-one (21) days and such Branch having failed, without good cause, to do so. 5 EXECUTIVE COMMITTEE: 5.1 To conduct the day-to-day running of the affairs of the Association between meetings of the Committee there shall be an Executive Committee consisting of the Chairperson; Vice-Chairperson of the Association; one of the six members of the Council of UCT elected by Convocation, nominated by their number; one of the seven elected members of the Committee, nominated by their number; and the Alumni/ae Officer. 5.2 The Executive Committee shall meet whenever deemed necessary by the Chairperson.
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5.3 Any decisions of the Executive Committee shall be placed before, and be subject to confirmation by the Committee at its next following meeting. 6. ANNUAL GENERAL MEETINGS OF THE ASSOCIATION: 6.1 There shall be an Annual General Meeting held annually not later than the end of November in each year. it shall, whenever possible, be held on the same day as the Annual General Meeting of Convocation The Agenda of the Annual General Meeting shall include: • A report by the Chairperson of the Association; • Election of the seven (7) elected members of the Committee; • Consideration of motions submitted to the Annual General Meeting. • Any other competent business for an Annual General Meeting. 6.2 Notice of the Annual General Meeting shall be given by the Alumni/ae Officer to all Branches of the Association and by publication in the Press and in the internal media of UCT not less than one month before the date of the Annual General Meeting. 6.3 Notice of any motion for consideration at the Annual General Meeting shall be given in writing to the Alumni/ae Officer not less than twenty one (21) days before the date of the Annual General Meeting. The Alumni/ae Officer shall forthwith inform all Branches of the Association of the motion to be proposed. 6.4 A quorum at the Annual General meeting shall be twenty (20) members. 6.5 The Annual General Meeting shall be presided over by the Chairperson or, in his or her absence, the Vice- Chairperson or failing both of them a member of the Association elected by those present at the meeting. 6.6 Only members of the Association shall be entitled to vote at an Annual General Meeting.
7. SPECIAL GENERAL MEETING OF THE ASSOCIATION: A Special General meeting shall be called on the requisition therefore by not less than twenty (20) members or by any Branch of the Association or at the instance of the Executive Committee for the purpose of considering any motion of which notice has been given to the Alumni/ae officer. Such notice shall accompany the requisition for the meeting. The provisions of clauses 4.2 to 4.6 supra inclusive shall apply mutatis mutandis to all Special General Meetings.
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8. BRANCHES. 8.1 A Branch of the Association may be established in any town in the Republic of South Africa or (b) in any town or country outside the Republic of South Africa where there are at least twenty (20) members by, or on application by such members to, the Committee which shall, in consultation with the Alumni/ae Officer, appoint a Convener of such Branch who shall act as such until the election of a Chairperson of that Branch. 8.2 The functions of a Branch shall be to promote the objects of the Association by, in particular, arranging reunions of and social functions and activities for its members, either alone or in conjunction with other Branches. All Branches shall be assisted in carrying out their functions by the Alumn/lae Office and the Alumni/ae Officer. 8.3 The affairs of the Branch shall be managed by a Branch Committee consisting of a Chairperson, a Secretary and a Treasurer and two additional members who shall all be elected at the first meeting of the Branch in each calendar year and continue to act as such until the next such meeting. Any member of the Branch Committee shall not be eligible for re-election after having served as such for two (2) consecutive years, unless specially requested by the majority of members of the Branch to stand for re-election, save that no member shall serve for more than two consecutive terms of two years each. 8.4 The Branch Committee shall call at least two meetings in each calendar year of members of the Branch, which may be combined with any reunion or social function it may arrange. 8.5 The Branch Committee shall: • keep minutes of all its meetings and of meetings of members; • be empowered to collect subscriptions from members of the branch, the amount of which shall be determined by the Branch Committee; • be empowered to open and operate a bank or savings account in respect of which at least two members of the Branch Committee shall have signing powers; • keep records of all its financial transactions; • report annually to the Chairperson of the Executive Committee of the Association on its activities during the past year, which report shall include a full audited financial statement. Such report shall be furnished to the Chairperson not less than twenty-one (21) days before the date fixed for the Annual General meeting of the Association; • be empowered, having regard to the special requirements or circumstances of the Branch, to frame and promulgate rules for its members for the efficient running of the Branch. The annual report of the Branch shall include a copy of such rules as amended.
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• report to the Chairperson of the Association the views of Branch members, whenever requested by them to do so, on all matters pertaining to the affairs or activities of UCT and act as the channel of communication between its members and UCT and vice versa. 8.6 All the members of any Branch shall be liable jointly and severally for all debts and liabilities of the Branch. 8.7 Any Branch may be suspended or dissolved by the Committee of the Association as set out in Clause 4.11 above or be dissolved by a two- thirds majority of the members of that Branch at a Special Meeting convened for that purpose. 8.8 Should a Branch be dissolved the balance of any funds held by it shall be paid to UCT for such use as the Branch may decide or, failing such decision, to the Association. 9. LIAISON WITH CONVOCATION: The Chairperson of the Association shall act as a channel of communication and liaise regularly, but not less than once every three months, with the President of Convocation, particularly with a view to keeping the President informed of the activities of the Association and of the views of its members on all matters pertaining to UCT.
10. AMENDMENT OF CONSTITUTION: This Constitution shall be amended only by a two-thirds majority of those members present and entitled to vote at an Annual or Special General Meeting of the Association of which notice has been given of the proposed amendment.
11. DISSOLUTION OF ASSOCIATION: • The Association shall be dissolved should not less than two-thirds of the Branches call for such dissolution and not less than fifty (50) members, at a Special General Meeting of the Association called for that purpose, vote in favour of such dissolution. • In the event of such dissolution any funds held by the Association shall be paid to UCT for such use as the Association may decide or, failing such decision, as UCT may deem fit.
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MEMBERSHIP: ALUMNI/AE ASSOCIATION MANAGEMENT COMMITTEE
Status Committee elected by the Alumni/ae Terms of Office Association in terms of its constitution Composition The President of Convocation Em Prof SJ Saunders The Vice-Chancellor Dr M Price The Registrar Mr HT Amoore The six members of Council elected by Mr Justice IG Farlam 01.07.2008 to 30.06.2012 Convocation Mr JJ Gauntlett SC 01.07.2008 to 30.06.2012 EmProf J Terblanche 01.07.2008 to 30.06.2012 EmProf RE Kirsch 01.07.2008 to 30.06.2012 Mr G Bloch 01.07.2008 to 30.06.2012 Mr M Seligson SC 01.07.2008 to 30.06.2012 Seven members chosen at the AGM. Ms P Alexander TBA Mr N Lungu Mr M Mjebeza Mr T Motshepe A/Prof I Scott Mr C Serote Mr J September Chair/Deputy Chair Chosen by the committee from the members Em Prof SJ Saunders TBA Terms of Office Four years: elected members shall not be eligible for re-election after having served for four consecutive years but may after an interval of one year be re-elected for a further term of not more than four consecutive years, but not again thereafter. Serviced by Department of Communication & Mr M Mjebeza Development Servicing Officer Email: [email protected] Phone: 650 3741 Details 650 3730
Page 62 of 521 APPOINTMENTS COMMITTEE OF COUNCIL
APPOINTMENTS COMMITTEE OF COUNCIL
11. STATUS: Committee of Council 12. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: established Council February 2002, amended Council June 2005; Senate, via Special PC xx/2005 dated xx xxx 2005 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended form time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees 13. PURPOSE: The Appointments Committee of Council has the responsibility of making substantive appointments for five Council seats, for filling casual vacancies on the Council in the donor, convocation and appointments committee categories, and for recommending to Council lay people to fill vacancies on Council committees, where this is appropriate. In filling vacancies and making recommendations it is required by Statute to have regard to the historic under-representation of women, in particular black women, and black people in general on committees and the need to redress this. 14. COMPOSITION: The Chairperson of Council, or failing the Chairperson the Deputy Chairperson, or failing the Deputy Chairperson, a member of Council who is neither an employee nor a student, chosen by Council; The Chairperson of the Trustees of the University of Cape Town Foundation; A Trustee of the University of Cape Town Foundation who is neither an employee nor a student, chosen by the trustees; A person who is neither an employee nor a student, chosen by organised labour in NEDLAC; The Vice-Chancellor; A Dean, chosen by the Deans of faculties from their number; and The President of the SRC, provided that no member of the Appointments Committee may be a candidate for appointment to the Council by the Appointments Committee. 15. CHAIR/DEPUTY CHAIR Chair: Chair of Council 16. SPECIAL QUORUM RULES: Four members constitute a quorum, provided that at least two are neither staff nor students
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17. TERMS OF OFFICE: All members other than those whose membership is ex officio shall hold office for one calendar year. 18. TERMS OF REFERENCE: The Appointments Committee of Council has the responsibility of- (a) making substantive appointments for five Council seats; (b) filling casual vacancies on the Council in the donor, convocation and appointments committee categories; and (c) recommending to Council lay people to fill vacancies on Council committees, where this is appropriate. 19. DELEGATED AUTHORITY: The Appointments Committee of Council has authority to make substantive appointments to five Council seats and to fill casual vacancies on the Council in the donor, convocation and appointments committee categories. 20. The Appointments Committee of Council is serviced by the Registrar’s Secretariat.
MEMBERSHIP: APPOINTMENTS COMMITTEE OF COUNCIL
Status Terms of office Composition The Chairperson of Council, or failing the Archbishop N Ndungane ex officio Chairperson the Deputy Chairperson, or Mr T Mhlambiso failing the Deputy Chairperson, a member of Council who is neither an employee nor a student, chosen by Council The Chairperson of the Trustees of the Justtice CT Howie ex officio University of Cape Town Foundation A Trustee of the University of Cape Town Mr K Geeling 01.07.2008 to 30.06.2012 Foundation who is neither an employee nor a student, chosen by the Trustees A person who is neither an employee nor a Mr E Patel 01.07.2008 to 30.06.2012 student, chosen by organised labour in NEDLAC The Vice-Chancellor Dr M Price ex officio A Dean, chosen by the Deans of Faculties Prof M Jacobs 01.07.2008 to 30.06.2012 from their number The President of the SRC Name provided by the ex officio servicing officer Terms of Office Members of the Appointments Committee other than those whose membership is ex officio, is for one calendar year Serviced by Registrar's Secretariat Mr M Lund Servicing Officer Email: [email protected] Phone: 650-4004 Details
Page 64 of 521 BAXTER THEATRE CENTRE BOARD
BAXTER THEATRE CENTRE BOARD
1. STATUS: Committee of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Council, May 2002; Senate, via Special PC xx/2008 dated xx xxxx 2008 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: The mission of the Baxter Theatre Centre at the University of Cape Town is to present and host the best of South African performing arts; to reflect the cultures of all the people of South Africa on its stages, and in its foyers and galleries; to create a vibrant cultural center developing an interactive relationship with our local and university communities; and to strive to present cutting-edge and major works from South Africa and masterpieces from the international repertoire. The Board is appointed to help the University realise this mission.
4. COMPOSITION: The Director of the Baxter Theatre Centre ex officio The Vice-Chancellor ex officio The Vice-Chancellor’s nominee The Dean of the Faculty of Humanities Up to six others appointed by the Council, one of whom must be a student (it is envisaged that these six would bring a range of expertise to the Board, some of which would be related to the Baxter’s need to raise funds).
5. CHAIR/DEPUTY CHAIR: Chair: A person appointed by Council Deputy: A person appointed by Council
6. QUORUM RULES: 50% of the members plus one constitue a quorum.
7. TERMS OF OFFICE: The student appointed by the Council holds office for one calendar year.
The remaining appointed members hold office for three years concurrent with the life of the Council.
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8. TERMS OF REFERENCE 8.1 The Board must meet at least twice each year and has the following functions: (a) to approve the strategy of the Baxter Theatre Centre; (b) to consider and submit the operating and capital expenditure budget proposals to the University Finance Committee; (c) to receive regular reports from the Director (which would be high level reports, with a focus on the extent to which the Baxter is meeting its mission and the agreed strategy); (d) to have oversight of fundraising, with a specific mandate to raise endowment funding for the Baxter Theatre Centre; and (e) to contribute its expertise to the Baxter Theatre Centre. (i) The Board is guided in its work by the wishes of the late David Duncan Baxter who, in his will, expressed the hope that the University would build and equip a theatre worthy of Cape Town, and that this theatre would be made available for use by artists, both professional and amateur, so that the students at the University and the people of Cape Town and adjacent districts would have the benefit of the best available performances. (ii) The Board has: (a) a standing Executive Committee, the terms of reference of which are separately defined; (b) an artistic advisory panel, the terms of reference of which are separately defined.
9. THE EXECUTIVE COMMITTEE OF THE BAXTER THEATRE CENTRE: 9.1 COMPOSITION: the Chair of the Board, who also Chairs the Executive Committee; the Deputy Chair of the Board, who is also Deputy Chair of the Executive Committee; the Director of the Baxter Theatre Centre; the Dean of the Faculty of Humanities; the Vice-Chancellor’s nominee; and up to two other people appointed by the Board to be members of the Executive Committee. 9.2 The Executive Committee will meet quarterly or more often as may be needed and has the following functions: (a) to receive reports from the Director on the work of the Baxter Theatre Centre; (b) to ensure that strategic and operational plans are developed, and to monitor their implementation;
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(c) to receive regular reports on income and expenditure, and to monitor performance against budgets; (d) to approve expenditure, including capital expenditure, within the context of operating and capital budgets approved by the Council’ (e) to submit reports as and when necessary to the Board and/or to the University Council; (f) to exercise all powers delegated to it by the Council and to delegate to the Director any of these powers including powers to: • sign agreements of lease – for conferences, conventions, or productions – of the Theatre, the Concert Hall, the Sanlam Studio and the other public spaces; and • sign memoranda of agreement with artists for performances in the Theatre, Concert Hall, Sanlam Studio and elsewhere upon such terms and conditions as may be approved from time to time by the Executive Committee; and (g) to have general oversight of the affairs of the Baxter Theatre Centre. 9.3 While the Director is required to report to the Executive Committee, the Director is responsible for artistic decisions; the Executive Committee is not. The Director’s prerogative to take artistic decisions is subject to the powers and responsibilities of the Executive Committee to set and monitor budgets, including budgets for productions.
10. THE ARTISTIC ADVISORY PANEL: The Artistic Advisory Panel- (a) consists of between five and seven people appointed by the Chair of the Board, on the advice of the Director, for specified terms of office. (b) exists to be consulted by, and to advise, the Director on any artistic issue affecting the Baxter Theatre Centre which the Director wishes to put before the panel, or which the members of the panel wish to advise on; and (c) meets formally at least annually, and as and when the Director decides
11. PROCEDURES: The Chair of the Board must submit an Annual Report to the Council on the work of the Baxter Theatre Centre.
12. The Board and its committees are serviced by the Director of the Baxter Theatre Centre, or his/her nominee.
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MEMBERSHIP: BAXTER THEATRE CENTRE BOARD
Status Committee of Council Terms of Office Composition The Chair (appointed by Council) Mr D Strong 01.07.2008 to 30.06.2012 The Deputy Chair (appointed by Council) Mrs R Kadalie 01.07.2008 to 30.06.2012 Director of the Baxter Theatre Centre Mr M Manim ex officio The Vice-Chancellor Dr M Price ex officio The Vice-Chancellor’s nominee Mr HT Amoore 01.07.2008 to 30.06.2012 The Dean of the Faculty of Humanities Prof MP Ensor ex officio Up to six others appointed by the Mr G Bloch 01.07.2008 to 30.06.2012 University Council, one of whom must be Mr R Toefy 01.07.2008 to 30.06.2012 a student. (It is envisaged that these six would bring a range of expertise to the Dr RE van der Ross 01.07.2008 to 30.06.2012 Board, some of which would be related to Ms A Vosloo-Pienaar 01.07.2008 to 30.06.2012 the Baxter’s need to raise funds) Mr D Kramer 01.07.2008 to 30.06.2012 Mr H Biko 01.07.2008 to 30.06.2012 Mr D Sonnenberg 01.07.2008 to 30.06.2012 Student: TBA 01.07.2008 to 30.06.2012 Chair Apointed by Council Mr D Strong 01.07.2008 to 30.06.2012 Deputy Chair Appointed by Council Mrs R Kadalie 01.07.2008 to 30.06.2012 Terms of Office Four years from 1 July Serviced by The Director of the Baxter Theatre Ms L Louw Centre, or his/her nominee Servicing Email: [email protected] Phone: 680-3983 Officer Details
Page 68 of 521 BAXTER THEATRE CENTRE EXECUTIVE COMMITTEE
BAXTER THEATRE CENTRE EXECUTIVE COMMITTEE
1. STATUS: Committee of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2008 dated xx xxxx 2008 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: The Baxter Theatre Executive Committee is responsible for the strategic and operational plans, and for the operating and capital budgets of the Baxter Theatre Centre. This includes responsibility for ensuring that these plans are developed and revised, and for monitoring adherence to the approved plans and budgets.
4. COMPOSITION: The Chair of the Board, who also Chairs the Executive Committee The Deputy Chair of the Board, who is also Deputy Chair of the Executive Committee The Director of the Baxter Theatre Centre The Dean of the Faculty of Humanities The Vice-Chancellor’s nominee Up to two other people appointed by the Board to be members of the Executive Committee
5. CHAIR/DEPUTY CHAIR: Appointed by Council
6. SPECIAL QUORUM RULES: 50% of the members plus one constitue a quorum.
7. TERMS OF OFFICE: Three years from 1 July
8. TERMS OF REFERENCE: 1.1 To submit strategic and operational plans and proposed operating and capital budgets for the Baxter Theatre Centre;
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1.2 to ensure that these plans are developed and revised, and to monitor adherence to the approved plans, and budgets; 1.3 to submit not later that 15 March of each year, to the University’s Director of Finance for approval, the accounts for the previous year and revised detailed estimates of the income and expenditure for the current year; 1.4 to submit not later than 15 July each year, budget proposals, including capital expenditure proposals, for the Baxter Theatre Centre for the ensuing year. 1.5 To submit periodic actual vs budget reports to the Executive Director, Finance as and when required by the Executive Director, Finance; 1.6 The Director reports to Exco. The Director is responsible for artistic decisions, and Exco is not. This is subject to the fact that Exco is responsible for approving budgets, including budgets for productions. 1.7 To exercise all powers delegated to it by the Council, and may delegate to the Director any of these powers, including powers to: • sign agreements of lease – for conferences, conventions or productions – of the Theatre, the Concert Hall, the Sanlam Studio and the other public spaces; • sign memoranda of agreement with artists for performances in the Theatre, Concert Hall, Sanlam Studio and elsewhere upon such terms and conditions as may be approved from time to time by Exco. 1.8 to have general oversight of the affairs of the Baxter Theatre Centre.
9. PROCEDURES: The Chair of Exco shall report annually to the Board and to the Council on the work of the Baxter Theatre Centre, and may do so on any other matter from time to time.
10. This committee is serviced by the Director of the Baxter Theatre Centre, or nominee
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MEMBERSHIP: BAXTER THEATRE CENTRE EXECUTIVE COMMITTEE
Status Committee of Council Terms of Office Composition The Chair of the Baxter Board, who also Mr D Strong ex officio Chairs the Executive Committee The Deputy Chair of the Baxter Board, who is TBA ex officio also Deputy Chair of the Executive Committee The Director of the Baxter Theatre Centre Mr M Manim ex officio The Dean of the Faculty of Humanities Prof MP Ensor ex officio Up to two others from the Baxter Board or TBA from outside the Board The Vice-Chancellor’s nominee (as in the Mr HT Amoore 01.07.2008 to 30.06.2012 Board) Chair/Deputy Appointed by Council Mr D Strong 01.07.2008 to 30.06.2012 Chair 01.07.2008 to 30.06.2012 Terms of Office Four years from 1 July Serviced by The Director of the Baxter Theatre Centre, or Ms L Louw nominee Servicing Officer Email: [email protected] Phone: 680-3983 Details
Page 71 of 521 BOARD FOR GRADUATE STUDIES (BfGS)
BOARD FOR GRADUATE STUDIES (BfGS)
1. STATUS: Board of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: PC 02/2002 27 February 2002; PC04/2002 17 April 2002; Senate, via Special PC 09/2006 dated 27 September 2006 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To improve the co-ordination and to promote the quality of postgraduate studies at UCT, in order to enhance its ability to provide lasting benefits to enrolled and qualifying students, and to develop for the institution as a whole the more general character of a research-led University.
4. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellor with responsibility for research. The other Deputy Vice-Chancellors (ex officio) The Deans of the six faculties or their nominees who have responsibility for postgraduate matters. The Dean of CHED The Executive Director: DSA The Executive Director of Libraries The Executive Director of ICT The Chair of the University Research Committee (ex officio) The Chairperson of the Postgraduate Students’ Association
Assessor Members: The Registrar or nominee The Director of Institutional Planning The Director, Postgraduate Funding Office The Director, IAPO
5. CHAIR/DEPUTY CHAIR: Chair: The Deputy Vice-Chancellor responsible for Research. Deputy: Elected by the Board from its members.
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6. QUORUM RULES: Six members constitute a quorum, provided at least three Deans or their nominees are present.
7. TERMS OF OFFICE: Not applicable.
8. TERMS OF REFERENCE: 8.1 The Board is responsible for improving the coordination and supporting the work of the faculties in promoting and enhancing the quality and scope of postgraduate studies at the university; 8.2 The Board seeks to ensure that library and ICT services available for the use of postgraduates are as close to optimal as can be achieved, that academic development aspects are effectively attended to at this level, that the quality of extra-curricular opportunities is enhanced, and that cross-faculty planning for the delivery of postgraduate academic programmes is integrated and facilitated as far as is possible. 8.3 The Board addresses systemic issues of personal financial support and housing in the postgraduate system. 8.4 The Board liaises with the Doctoral Degrees Board in respect of matters of common concern. 8.5 The Board makes recommendations to Senate and to other appropriate University Committees and Working Groups, the acceptance and implementation of which may benefit postgraduate studies at UCT.
9. PROCEDURES: The Annual Report by the Board to the Chair of Senate Executive Committee is a vehicle for accounting for the work of the Board. Because of this, the Board must: (a) report on what is achieved relative to the agreed goals and the objectives of the Board and to its agreed purpose, and (b) hold itself accountable in that its report replaces the Senate Executive Committee in the position to judge how well the Board has performed.
10. DELEGATED AUTHORITY: None
11. This Board is serviced by the Registrar’s Secretariat.
Page 73 of 521 BOARD FOR GRADUATE STUDIES (BfGS)
MEMBERSHIP: BOARD FOR GRADUATE STUDIES (BfGS)
Status Committee of Senate Terms of Office Composition The Vice-Chancellor Dr M Price ex officio The Deputy Vice-Chancellors Prof J Beall ex officio Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser The Deans of the six faculties or Com: A/Prof R Chivaka 01.07.2008 to 30.06.2012 nominees responsibile for EBE: Prof J Tapson 01.07.2008 to 30.06.2012 Postgraduate matters Prof M Alexander (Alt) 01.07.2008 to 30.06.2012 FHS: Prof CL Vaughan 01.07.2008 to 30.06.2012 A/Prof J Greenberg (Alt) 01.07.2008 to 30.06.2012 Hum: Prof H Snyman 01.07.2008 to 30.06.2012 Prof J Muller (Alt) 01.07.2008 to 30.06.2012 Law Prof ER Kalula 01.07.2008 to 30.06.2012 Prof J Gibson 01.07.2008 to 30.06.2012 Sci: Prof A le Roex 01.07.2008 to 30.06.2012 The Dean of CHED A/Prof N Yeld ex officio The Executive Director: DSA Ms M Khan ex officio The Executive Director of Libraries Ms J Rapp ex officio The Executive Director of ICT Mr S Janse van Rensburg ex officio The Chair of the University Research Prof DP Visser ex officio Committee The Chairperson of the Postgraduate Ms J Scholefield ex officio Students’ Association Assessor The Registrar or nominee Mr HT Amoore ex officio Members The Director of Institutional Planning Ms J Favish ex officio The Director, Postgraduate Funding Ms L Vranas ex officio Office The Director, IAPO Dr L Kaunda 01.07.2008 to 30.06.2012 Chair The Deputy Vice-Chancellor Prof DP Visser 01.07.2008 to 30.06.2012 responsible for Research Deputy Chair Elected by the Board Vacant Terms of Office (Not applicable) Serviced by Registrar’s Secretariat Ms V Heard Servicing Email: [email protected] Phone: 650-5828 Officer Details
Page 74 of 521 BOARD OF DIRECTORS OF THE STUDENT LOAN FUND COMPANY
BOARD OF DIRECTORS OF THE STUDENT LOAN FUND COMPANY
1. STATUS: Board of Directors as provided for in the articles of the company.
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2008 dated xx xxxx 2008 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To direct the affairs of the Student Loan Fund, a body incorporated under S.21 of the Companies Act.
4. COMPOSITION: Members of the company: Not fewer than seven members of staff appointed by the Vice-Chancellor Directors of the Company: Not fewer than two members of staff nominated by the Vice-Chancellor
5. CHAIR/DEPUTY CHAIR: Elected by the Directors
6. SPECIAL QUORUM RULES: Not applicable
7. TERMS OF OFFICE: Four year, renewable
8. TERMS OF REFERENCE: 8.1 Fulfil its duties in terms of its articles and the Companies Act 8.2 To submit an Annual Report and audited financial statements to the Financial Aid Committee, the University Finance Committee and the Audit Committee
9. The Board of Directors of the Student Loan Fund Company is serviced by the Undergraduate Funding Office.
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MEMBERSHIP: BOARD OF DIRECTORS OF THE STUDENT LOAN FUND COMPANY
Status Board of Directors as provided for Terms of Office in the articles of the company. Members of the Not fewer than seven members of staff Prof T Nhlapo 01.07.2008 to 30.06.2012 company appointed by the Vice-Chancellor Ms M Khan 01.07.05 to 30.06.08 Ms T Salasa 01.07.05 to 30.06.08 Directors of the Not fewer than two members of staff Prof T Nhlapo 01.07.2008 to 30.06.2012 Company nominated by the Vice-Chancellor Ms M Khan 01.07.05 to 30.06.08 Chair/Deputy Chair Elected by the Directors Ms M Khan Terms of office Four years, renewable Serviced by Director, Undergraduate Funding Ms R Effendi Office Servicing Officer Email: [email protected] Phone: 650-5052 Details
Page 76 of 521 CLOUGH EASTERN RELGIONS STUDY FELLOWSHIP COMMITTEE
CLOUGH EASTERN RELIGIONS STUDY FELLOWSHIP COMMITTEE
1. STATUS: Committee of the University Research Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2008 dated xx xxxx 2008 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To award the Clough Eastern Religions Study Fellowships.
4. COMPOSITION: The Dean of Humanities, or nominee The Head of the Department of Religious Studies One member of the academic staff concerned with the teaching of Eastern Religions, appointed by the Head of the Department of Religious Studies Family Representative, of the E Clough estate
Assessor Member: Senior Trust Officer BOE
5. CHAIR/DEPUTY CHAIR: Elected by the Committee from those present at the meeting.
6. SPECIAL QUORUM RULES: Three members shall constitute a quorum.
7. TERMS OF OFFICE: Where applicable, four years from 1 July.
8. TERMS OF REFERENCE: The Committee’s task is to select a person for the award of the Clough Travelling Fellowship. The intention is that the Fellow should spend two months in India, Sri Lanka or some other eastern country to be exposed to the religious heritage of India and China, that is the traditions known in the West as Hinduism, Buddhism and Taoism. This could be achieved either by visiting a number of centres or by spending the entire two months in an ashram or similar situation.
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9. PROCEDURES: The Committee will select the Fellow according to the following criteria: 9.1 Broadly, a serious rather than earnest interest in the Eastern world-view. Such seriousness might be indicated by having studied this field in the Department of Religious Studies, but also by a less formal involvement over some period of time; and by having a fairly clear picture of how and where the time in the East would be spent. 9.2 While being mature enough to take full advantage of the opportunity, candidates should have the greater part of their lives before them: This might be waived in the case of someone whose job or intended job, or indeed personality was such that the Committee could expect this experience to benefit other people on his/her return. This latter expectation would be a third criterion but a secondary one to the potential benefit to be derived by the Fellow personally. 9.3 The annual report by the Committee to the Chair of the University Research Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: The committee has the power to make its selection of a successful candidate and to publish its decision in the Principal’s Circular for information. 11. This Committee is serviced by the Research & Innovation Department.
Page 78 of 521 CLOUGH EASTERN RELGIONS STUDY FELLOWSHIP COMMITTEE
MEMBERSHIP: CLOUGH EASTERN RELIGIONS STUDY FELLOWSHIP COMMITTEE
Status Committee of the University Research Terms of Office Committee Composition The Dean of Humanities, or nominee Prof MP Ensor 01.07.2008 to 30.06.2012 The Head of the Department of Religious Studies Prof C Wanamaker ex officio One member of the academic staff concerned with Dr S Shaik 01.07.2008 to 30.06.2012 the teaching of Eastern Religions, appointed by the Head of the Department of Religious Studies Family Representative, of the E Clough estate Mrs A Finsen ex officio Assessor Senior Trust Officer B.O.E. (Rep) Mr H Steyn 01.07.2008 to 30.06.2012 Member Chair Elected by the Committee from those present at Prof C Wanamaker 01.07.2008 to 30.06.2012 Deputy Chair the meeting Terms of Office Where applicable, four years from 1 July Serviced by Research & Innovation Department Ms E Thomas Servicing Officer Email: [email protected] Phone: 650-5204 Details
Page 79 of 521 COMMITTEES OF INQUIRY (COI)
COMMITTEES OF INQUIRY (COI)
1. STATUS: Committees of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Council, via PC1A/2001 dated 7 February 2001, Senate via Special PC xx/2008 dated xxxx (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: Committees of Inquiry (COI) are appointed to try charges made against members of the academic staff, where a Preliminary Investigating Committee has established that there is a prima facie case to be answered.
The details regulating Committees of Inquiry are set out in full in Section 2.7 of the Staff Manual, available on the web at:
http//web.uct.ac.za/depts/hrm/staffman / and then go to Section 2.7 (paragraph 5.3)
Page 80 of 521 COMMITTEE OF PROCEDURAL REVIEW
COMMITTEE OF PROCEDURAL REVIEW
1. STATUS: Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2008 dated xx xxxx 2008 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: The resolution of complaints by members of the academic staff of the University against those who hold leadership positions requiring the formally expressed confidence of the academic sector.
4. COMPOSITION: The Vice-Chancellor and two members of the Senate elected by Senate.
5. CHAIR: The Vice-Chancellor
6. QUORUM: Two
7. TERMS OF OFFICE: Four years from 1 July.
8. TERMS OF REFERENCE: Senate has resolved that this is to be a standing committee. 8.1 This committee considers allegation of unprocedural and uncollegial action by Executive Officers, the Director of the GSB, Faculty Deans or the Dean of HED 8.2 Its purpose is to resolve complaints against those who hold leadership positions requiring the formally expressed confidence of the academic sector: Faculty Deans (who appointments requires endorsements by two thirds of their Faculty Board), and the Deputy Vice-Chancellors (whose appointment requires endorsement by two thirds of Senate). 8.3 The scope of the committee is to review the interpretation of approved Senate policies and procedures by those with these management responsibilities. As such, it will contribute to open governance.
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8.4 It is important to note that this is not a disciplinary committee. Deans and Deputy Vice-Chancellors are, along with all other staff, subject to formal disciplinary procedures that are clearly defined. It is also important to note that jurisdiction of this committee is limited to the Senate sector. Complaints about the actions of Executive Directors and members of the University Support Staff are appropriately made to Deans, Deputy Vice-Chancellors holding appropriate portfolios, or the Vice-Chancellor. Alternatively, such issues can be raised as questions to Executive Officers at meetings of Faculty Boards and Senate.
9. PROCEDURES: The Committee will seek advice where this could best be given (from, for example the Dean of law, the registrar – as Secretary of Senate and Council – or from the Institutional Forum, as the body formally charged with ensuring co-operative governance). The Committee will have no power to act on its own behalf, but will be advisory to the Vice-Chancellor. The Committee must report all its findings to Senate by means of the Principal’s circular, except where the nature of the complaint may prejudice the rights of individuals concerned.
10. DELEGATED AUTHORITY: Nil
11. The Office of the Vice-Chancellor will provide administrative support to this committee.
MEMBERSHIP: COMMITTEE OF PROCEDURAL REVIEW
Status Committee of Senate Terms of Office Composition The Vice-Chancellor Dr M Price ex officio Two members of the Senate elected Prof DG Aschman 01.07.2008 to 30.06.2012 by Senate Prof J Bennett 01.07.2008 to 30.06.2012 Chair The Vice-Chancellor Dr M Price ex officio Terms of Office The members will be chosen ad hoc, to deal with particular complaints Serviced by The Office of the Vice-Chancellor Mr HT Amoore Servicing Email: [email protected] Phone: 650-2115 Officer Details
Page 82 of 521 COMMITTEES OF REVIEW: PROBATIONARY SERVICE
COMMITTEES OF REVIEW: PROBATIONARY SERVICE
1. STATUS: Joint Committee of Senate and Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2008 dated xx xxxx 2008 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To decide whether to confirm the appointment of a member of the academic staff appointed on probation.
4. COMPOSITION: The Vice-Chancellor (ex officio) A Deputy Vice-Chancellor appointed by the Vice-Chancellor (Chair); The Dean or a Deputy Dean of the Faculty concerned. If both the Dean and the Deputy Dean are unable to serve in terms of the rules or are otherwise unavailable, or if the Dean is the person under review, their place on the committee shall be taken by a professor, preferably from the same faculty, who shall be nominated by the Vice- Chancellor. A member of the academic staff who has been confirmed in his/her appointment, with a qualification in law, chosen by the Vice-Chancellor A person chosen by the Vice-Chancellor from the Senate panel of 12 One UCT staff member with relevant subject matter knowledge (i.e. same broad discipline) appointed by the Chair of the COR.
5. CHAIR: A Deputy Vice-Chancellor nominated by the Vice-Chancellor.
6. QUORUM: Three members shall constitute a quorum.
7. TERMS OF OFFICE: Not applicable.
8. TERMS OF REFERENCE: To decide whether to confirm the appointment of a member of the academic staff at the end of, or during, a period of probationary service.
Page 83 of 521 COMMITTEES OF REVIEW: PROBATIONARY SERVICE
9. PROCEDURES: 9.1 Every academic member of staff whose appointment is subject to review shall be informed in writing at the time he/she is offered appointment of the rules and procedures relating to probationary appointments. 9.2 Academic appointments are in the first instance for a period of not more than three years, and this period is regarded as probationary. 9.3 The presumption is that the appointment will be confirmed at the end of the probationary period, but confirmation may be withheld if, after procedures determined by Council and Senate have been followed, the staff member is found to be unsuitable. 9.4 If the appointment is confirmed, the appointment becomes permanent. 9.5 Previous full-time service at the University of Cape Town may be taken into account to satisfy part of the probationary service requirement, in terms of the following 9.5.1 The staff member must serve at least 12 moths of his/her probationary period. Accordingly, at most, 24 months’ full-time previous service may be taken into account toward the probationary period. 9.5.2 If previous full-time service at the University is to be recognised towards a probationary period, it must have been continuous and immediately prior to the probationary appointment. 9.5.3 The service must have been in a full-time post of the same kind and must have involved a similar range of duties. 9.6 If a member of the academic staff is appointed to a senior position while he/she is still serving the first probationary period, he/she will be required to complete the initial probationary period. At the end of this period the appointment to the senior position will be confirmed or otherwise. A member of the academic staff who has been confirmed in his/her appointment will not be required to serve a further probationary period on subsequent appointments, provided that the service is continuous at the University. 9.7 Members of the joint medical staff on CPA conditions of service who have served for a number of years and who are then appointed to posts on University conditions of service are eligible for exemption for up to two years of the probationary period. 9.8 The reporting officer is • In respect of any member of a department other than the head, the head of the department (even if he/she is also Dean of the faculty); • In respect of any member of an interfaculty unit, or other administrative division of the University forming part of a faculty, the Dean of the faculty; • in respect of the head of a department, or of an interfaculty unit, or other administrative division of the University forming part of a faculty, the Dean of the faculty;
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• in respect of the director of an interfaculty unit, or other administrative division of the University, not forming part of a faculty, the chair of the appropriate board or committee; • in respect of a Dean, a Deputy Vice-Chancellor. A reporting officer is not eligible to serve on a committee reviewing the appointment of the staff member reported on. 9.9 Channels for submission of reports. The reporting officer’s reports are made to the Vice-Chancellor via the Director: Human Resources, through the following channels: • if the reporting officer is the head of a department or other administrative division of the University, forming part of a faculty, through the Dean of the faculty, unless he himself/she herself is the Dean, in which case through the Deputy Dean; • if the reporting officer is a Dean, through the Deputy Dean, unless the Deputy Dean is the staff member reported on, in which case through a Deputy Vice- Chancellor; • if the reporting officer is a Deputy Vice-Chancellor, to the Vice-Chancellor. 9.10 Procedures 9.10.1 It is the responsibility of the Executive Director, Human Resources to initiate and co-ordinate the procedures set out below. 9.10.2 The reporting officer shall submit an interim report after the end of the staff member’s seventeenth month of service, and may submit other interim reports at other times. He/she shall submit a final report two months before the end of the staff member’s probationary period. 9.10.3 At any point following the interim probationary report, a Head of Department may make a case for early confirmation of an officer’s appointment. To become effective, the proposal must have the support of the Dean and the Deputy Vice-Chancellor responsible for staffing matters. The proposal must be based on achievements in teaching and research at UCT after the appointment of the officer concerned. 9.10.4 All reports shall be made on the prescribed form, which will be sent to the reporting officer by the Executive Director, Human Resources at the appropriate time, and shall include a clear recommendation and an appraisal of the staff member’s performance to date.
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Reporting officers are asked to pay particular attention to teaching ability, research interest and/or achievement, administrative inclination, opportunity and ability, professional activities (where appropriate), personality and relations with colleagues, and health, but may also apply other criteria which may be relevant to the exercise of the staff member's academic functions. 9.10.5 The staff member on probation shall, shortly before the interim or final report is to be submitted, be requested by the Executive Director, Human Resources to furnish the reporting officer with a full curriculum vitae and a report on his/her activities since his/her appointment. These documents shall be transmitted to the Vice-Chancellor via the Executive Director, Human Resources at the same time, and through the same channels, as the reporting officer’s interim or final report. 9.10.6 The reporting officer shall, on completion of any interim or final report, provide the staff member on probation with a copy for his/her own use and the staff member on probation shall sign the original report in the appointed space to acknowledge that he/she has perused it. The staff member on probation shall at the same time be informed that he/she may, should he/she so wish, respond in writing to the report and that he/she has the right to request the Committee of Review to meet to hear him/her. Any written response by the staff member on probation must be made within seven days of his/her receiving the report, and shall be attached to the report before it is submitted by the reporting officer to the officer referred to in paragraph 9.8. 9.10.7 The officer through whom a report is submitted in accordance with paragraph 9.8 above shall add his/her own comments before transmitting the report via the Executive Director: Human Resources to the Vice- Chancellor. A copy of the report, including these comments shall, upon its receipt by the Director: Human Resources are sent to the staff member on probation who shall acknowledge receipt thereof in writing. 9.11 Every report, whether interim or final, shall be perused by the Vice-Chancellor and such Executive Officers as are members of the Committee of Review. • In the case of a satisfactory interim report, the probationary period will continue; • In the case of a satisfactory final report the appointment will be confirmed, and the staff member should be so informed prior to the end of the probationary period; • In the case of an interim or final report in which some significant reservations have been expressed, the executive committee established in terms of paragraph 9.11 above, may, with the approval of the Dean and after consultation with the reporting officer, extend the period of probation or refer the report to the full Committee of Review. The extension of the period of probation in this way may be up to three years. Further extension would require the approval of the full Committee and of Council.
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• An unsatisfactory interim or final report will be referred to the full Committee of Review. 9.12 Any interim or final report not considered by the Vice-Chancellor and the other Executive Officer on the Executive Committee to be clearly satisfactory may be referred to the full Committee of Review and shall be so referred if the reporting officer or staff member on probation requests it. 9.13 In every case in which the Vice-Chancellor and executive officers decide that the Committee of Review is to meet, the staff member on probation shall at once be notified accordingly, advised that he/she may submit any written statement for the attention of the committee or arrange for others to submit written evidence (or both), and informed that he/she will, should he/she so wish, be given an opportunity to address the committee or to call witnesses (or both). At the same time the reporting officer shall be notified that the Committee of Review is to meet, and given an opportunity to nominate persons whom he/she may wish to give written or oral testimony for the consideration of the committee. 9.14 The evidence to be presented to the Committee of Review shall comprise the following • A full curriculum vitae and a report on the staff member’s activities since his/her appointment, both supplied by the staff member concerned. • All interim and final reports submitted by the reporting officer to date, together with any comments added in accordance with paragraph 9.10.5 above and any written responses received from the staff member on probation. • Any written evidence from persons nominated by the reporting officer, the staff member on probation, or the committee, who are willing to supply such evidence. • Oral evidence from any persons who may be requested to appear as witnesses by the staff member on probation or the reporting officer or the committee, and are willing to do so. • Any other information that may be required by the committee. • A medical report, if relevant and required by the committee, from a board comprising two medical practitioners, one nominated by the committee and the other by the staff member on probation. The University will accept responsibility for any costs incurred. 9.15 The hearing of evidence: • The Committee of Review shall have full discretion whether or not to invite the staff member on probation to be present when oral evidence is given. • If in the opinion of the Committee there is good reason, the committee may decide to hear any particular evidence without the staff member being present, but he/she shall in all cases be informed of the substance of such evidence, given an opportunity to address the committee, and permitted to call on not more than two other persons to speak on his/her behalf.
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9.16 The staff member on probation shall: • Be given copies of all documents before the committee, and • Be afforded reasonable time in which to respond to evidence given to the committee. 9.17 After considering the information placed before it, the committee shall make its decision, which may be: 9.17.1 Interim report • That the staff member’s appointment be terminated before expiry of the probationary period, or • That his/her probationary appointment be continued for the present , or • That his/her probationary period by extended for a further period. 9.17.2 Final report • That the staff member’s appointment be confirmed, or • That his/her appointment be not confirmed (thus lapsing on expiry of the probationary period), or • That the staff member’s appointment be terminated before expiry of the probationary period, or • That his/her probationary period be extended for a further specified period. 9.18 At any time after a decision has been taken in any particular case to call a meeting of the Committee of Review, the Vice-Chancellor may suspend the staff member from his/her duties with pay and rights. 9.19 The Committee of Review shall offer a staff member whose appointment it has decided to terminate or not to confirm, the opportunity to resign from his/her post. 9.20 The Committee of Review shall submit a report on any decision to terminate an appointment, or extend a period of probationary appointment, to Council’s Standing Review Tribunal for Staff Discipline, for review. 9.21 A member of staff whose appointment has been terminated, or whose period of probationary service has been extended, may appeal against the decision of the Committee of Review: Probationary Service to Council’s Standing Review Tribunal for Staff Discipline.
10. DELEGATED AUTHORITY: 10.1 The Vice-Chancellor or an Executive Officer nominated by the Vice-Chancellor is authorised to confirm the appointment of a staff member holding any academic post other than a Professor, provided that:
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• The Executive Committee (i.e. the Vice-Chancellor and the Deputy Vice- Chancellor nominated by the Vice-Chancellor) of the Committee of Review unanimously proposes confirmation. • The reports submitted by reviewing officers are clearly satisfactory. 10.2 The Vice-Chancellor is authorised to confirm the appointment of a Professor provided that: • The Executive Committee (i.e. the Vice-Chancellor and the Deputy Vice- Chancellor nominated by the Vice-Chancellor) of the Committee of Review unanimously proposes confirmation. • The reports submitted by reviewing officers are clearly satisfactory. 10.3 The Committee is authorised to confirm or otherwise in all other cases.
11. This committee is serviced by the Executive Director, Human Resources.
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MEMBERSHIP: COMMITTEES OF REVIEW: PROBATIONARY SERVICE
Status Joint Committee of Senate and Council Terms of Office The Committee The Vice-Chancellor Dr M Price ex officio of Review A Deputy Vice-Chancellor appointed by the Vice- ad hoc consists of five Chancellor persons made The Dean or a Deputy Dean of the Faculty ad hoc up as follows: concerned. If both the Dean and the Deputy Dean are unable to serve in terms of the rules or are otherwise unavailable, or if the Dean is the person under review, their place on the committee shall be taken by a professor, preferably from the same faculty, who shall be nominated by the Vice- Chancellor. A member of the academic staff who has been ad hoc confirmed in his/her appointment, with a qualification in law, chosen by the Vice-Chancellor; A person chosen by the Vice-Chancellor from the Prof M Alexander 01.07.2008 to 30.06.2012 Senate panel of 12 Prof E Bateman 01.07.2008 to 30.06.2012 Prof H Cheadle 01.07.2008 to 30.06.2012 Prof A Chinsamy-Turan 01.07.2008 to 30.06.2012 Prof T Dunne 01.07.2008 to 30.06.2012 Prof G Everingham 01.07.2008 to 30.06.2012 Prof JJ Fagan 01.07.2008 to 30.06.2012 Prof S Harrison 01.07.2008 to 30.06.2012 Prof M Jacobs 01.07.2008 to 30.06.2012 Prof B Mayosi 01.07.2008 to 30.06.2012 Prof WR Nasson 01.07.2008 to 30.06.2012 Prof H Phillips 01.07.2008 to 30.06.2012 Prof C Shearing 01.07.2008 to 30.06.2012 Prof C Soudien 01.07.2008 to 30.06.2012 Prof Z van der Spuy 01.07.2008 to 30.06.2012 Prof N Worden 01.07.2008 to 30.06.2012 Prof A Zingoni 01.07.2008 to 30.06.2012 One UCT staff member with relevant subject ad hoc matter knowledge (i.e. same broad discipline) appointed by the Chair of the COR. Chair A Deputy Vice-Chancellor, nominated by the Vice- ad hoc Chancellor Terms of Not applicable Office Serviced by The Executive Director, HR or nominee Mr J Cloete Servicing Email: [email protected] Phone: 650-4226 Officer Details
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THE INVESTIGATION: PRELIMINARY INVESTIGATING COMMITTEE (PIC)
1. DELEGATED AUTHORITY:
This committee is serviced by the Executive Director, Human Resources.
2. STATUS: Joint Committee of Senate and Council
3. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via Special PC xx/2008 dated xx xxxx 2008 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
4. PURPOSE: Formal action must not be taken without prima facie evidence of misconduct. Where the Vice Chancellor believes that there is an allegation of serious misconduct which requires formal investigation he/she must appoint a Preliminary Investigatory Committee (PIC) to consider the allegation. The function of a PIC is to determine whether there is prima facie evidence for a charge, and if there is, to formulate a charge. The PIC will not necessarily hear, or assess, the evidence. Having established a charge, the PIC or its nominee may negotiate a settlement of the matter with the staff member concerned if the staff member initiates such a process.
5. COMPOSITION A Deputy Vice-Chancellor appointed by the Vice Chancellor (Chair); The Head of Department or Dean or Head of a cognate department chosen by the Vice Chancellor; A member of the academic staff who has been confirmed in his/her appointment, with a qualification in law, chosen by the Vice Chancellor; and A person chosen by the staff member(s) concerned from the available members of the Senate panel of twelve. Note: A panel of twelve academic staff must be selected biennially by Senate to serve on PICs and COIs. One third of the panel must be of professorial rank, and two thirds of the panel must be below that rank. The composition of the panel should reflect racial and gender diversity.
6. QUORUM The quorum for a PIC is three members.
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7. THE PROCESS OF THE PIC The members of the PIC shall approach the inquiry with open and unbiased minds. A member of a PIC who believes that he/she will be unable to approach the inquiry with an open and unbiased mind shall recuse himself/herself.
The member of staff against whom the allegation has been made may challenge the impartiality of any member of the PIC. If, in the opinion of the Chair of the PIC, good cause is shown why any member, or members, of the PIC, including the Chair, should recuse himself/herself/themselves, the Chair shall rule that he/she/they shall recuse himself/herself/themselves.
The Vice Chancellor shall replace any member who recuses himself or herself at the start of proceedings.
The Vice Chancellor may replace a member who recuses himself or herself during the inquiry, but shall not be obliged to do so provided a quorum remains. Where a member is replaced during the inquiry the proceedings shall start afresh.
• The Vice Chancellor may appoint a person to present the case before the PIC. The Director, Human Resources may appoint a person to service the PIC.
• The Chair of the PIC shall keep or be responsible for ensuring that a brief written record is kept. • A member of staff may be represented at the PIC by another member of staff. • The staff member and his/her representative may be present throughout the hearing. • The staff member and his/her representative may question the witnesses, call other witnesses, question any documentary evidence, and submit documentary evidence.
• Where practicable, the evidence against the staff member shall be presented by persons who have first hand knowledge of the facts to which they testify.
• Upon request, and if the circumstances warrant this, the Chair of the PIC may give a witness permission to be accompanied by a support person (e.g. in a harassment case).
• The failure of the staff member without valid and sufficient reason to be present at the PIC, either personally or through a representative, shall not invalidate the proceedings. The Preliminary Investigation may then take place in the absence of the staff member and the record will reflect this.
8. TIME LIMITS
A PIC shall complete its enquiry and render its decision within one month of the date on which the Vice-Chancellor appointed it, provided that the Vice-Chancellor may extend this by up to one month where the PIC, with the agreement of the staff member, asks for an extension.
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9. ACTION The Preliminary Investigatory Committee shall: • dismiss the allegation; or • refer a case to the Vice Chancellor for consideration by a Committee of Inquiry (see paragraph 5.3), in which instance the PIC will formulate the charge(s); or • upon terms agreed to by the PIC and the staff member, terminate the staff member's appointment or take some other agreed action.
10. SUSPENSION If the Vice Chancellor has reason to believe that it would be in the interests of the University for the member of staff to be suspended immediately from some or all of his/her duties and not to enter any premises that may be under the control of the University, the Vice- Chancellor may, after having referred the allegation against the member of staff to the PIC, suspend him/her from some or all of his/her duties and may order him/her not to enter all or any premises under the control of the University until the PIC dismisses the allegation or determines the matter upon agreed terms, or until the COI makes known its decision or the Vice-Chancellor or the Council's standing tribunal lifts the order. A member who is suspended shall at all times be entitled to receive all salary and benefits to which he or she is entitled as a member of staff.
A member of staff who is suspended is entitled to:
• a hearing by the Vice-Chancellor within 72 hours of the suspension order being made; and • appeal against the suspension to Council's standing tribunal. • After hearing the staff member the Vice-Chancellor will have the discretion to confirm, vary or withdraw the suspension order. • When the Vice-Chancellor makes, confirms, or varies a suspension order, the staff member may appeal to Council's standing tribunal for a reconsideration of the order. • In the case of an appeal to the Council's standing tribunal, the Vice-Chancellor shall submit to the tribunal his/her reasons for believing that it was in the interests of the University to suspend the staff member. The Council's standing tribunal shall hear the appeal, and shall have the power to confirm, vary or withdraw the suspension order. • Unless substantial injustice would otherwise result, an appeal against an order shall be on the record, and any additional argument either party may choose to present.
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COMMITTEE OF INQUIRY (COI)
1. PRELIMINARIES Prior to a COI, the staff member shall be notified in advance, in writing, of the time and place of the hearing, and the substance of the allegation(s) against him/her. • Such notice period shall be sufficient to enable the staff member to prepare his/her case. • The staff member shall be informed that he/she has the right to be assisted or represented at the inquiry. Any form of representation is permitted at a COI at the staff member's expense. • If the representative of the staff member's choice is not available, and if sufficient notice of the inquiry has been given, the staff member is required to choose another representative. • A staff member who decides not to be represented, may at any stage change such a decision provided that this shall not unduly delay the process of the COI.
2. PURPOSE: A Committee of Inquiry (COI) has disciplinary powers over academic staff for serious misconduct or where disciplinary action taken at the faculty level has failed to correct misconduct.
3. COMPOSITION OF THE COMMITTEE OF INQUIRY The Committee of Inquiry consists of: The Vice-Chancellor or his/her nominee (the Chair); A member of the academic staff who has been confirmed in his/her appointment, with a qualification in law, chosen by the Vice-Chancellor; A person chosen by the Vice-Chancellor from the Senate panel of twelve; Note: A panel of twelve academic staff must be selected biennially by Senate to serve on PICs and COIs. One third of the panel must be of professorial rank, and two thirds of the panel must be below that rank. The composition of the panel should reflect racial and gender diversity.); 1. and, at the request of the Vice-Chancellor and/or the staff member, but appointed by the COI, one person with relevant expertise (eg a medico- legal expert.). 2. The members of the Committee of Inquiry shall approach the inquiry with open and unbiased minds. 3. No member of the PIC that referred a case to the Vice-Chancellor for consideration by a COI should be a member of the COI subequently chosen by the Vice-Chancellor. 4. Any member of the COI who believes that he/she will be unable to approach the inquiry with an open and unbiased mind, shall recuse himself/herself.
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5. The member of staff against whom the allegation has been made may challenge the impartiality of any member(s) of the COI. If, in the opinion of the Chair of the COI, good cause is shown why any member or members of the Committee, including the Chair, should recuse him/herself or themselves, the Chair shall rule that she/he or they shall recuse himself/herself/themselves.
6. Where a member of a COI recuses himself/herself at the start of proceedings, the Vice Chancellor shall replace the member.
7. The Vice Chancellor may replace a member who recuses himself or herself during the inquiry, but shall not be obliged to do so provided a quorum remains. Where a member is replaced during the inquiry the proceedings shall start afresh.
4. QUORUM The quorum for a COI is three members.
5. Committee of Inquiry: The Process The inquiry shall be divided into two parts: • Consideration of the evidence and whether the member of staff is guilty of misconduct as charged; and o Where it reaches a finding of guilty, the COI shall thereafter proceed to • Consideration of any aggravating and mitigating circumstances, and the sanction. 1. The Vice-Chancellor may appoint a person to present the case against the member of staff before the Committee of Inquiry. This may be the same person who has presented the case before the PIC. The Director, Human Resources may appoint a person to service the COI. 2. The Chair of the COI is responsible for keeping or ensuring that a record of the salient points is kept. However, if the staff member or any member of the COI wants the proceedings to be audio-taped, steps must be taken to do so. 3. The name of the staff member's representative must be recorded in the Inquiry Report. If a staff member does not wish to be represented, this must be recorded in the Inquiry Report. 4. The staff member and his/her representative may be present throughout the hearing. 5. The staff member and his/her representative may question the witnesses, call other witnesses, question any documentary evidence, and submit documentary evidence.
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6. Where practicable, the evidence against the staff member shall be presented by persons who have first hand knowledge of the facts to which they testify. 7. Upon request, and if the circumstances warrant this, the COI may give a witness permission to be accompanied by a support person (e.g. in a harassment case). 8. The failure of the staff member without valid and sufficient reason to be present at the COI, either personally or through a representative, shall not invalidate the proceedings. The COI may then take place in the absence of the staff member and the record will reflect this. 9. In considering the case, the COI shall hear and take account of all relevant evidence and argument and make a finding, on a balance of probabilities, on the allegation against the member of staff. 10. If the evidence does not support the allegation, the inquiry shall be closed and the staff member acquitted of the allegation. Where a finding of guilty is reached, the staff member shall be informed and the inquiry shall proceed to the stage of determining sanction. 11. The staff member and his/her representative shall be given the opportunity to lead evidence in mitigation. Evidence of aggravating circumstances may also be led at this stage. 12. The COI shall decide on the appropriate sanction at the end of the inquiry, and must inform the staff member and his/her representative of this in writing as soon as possible. 13. The Chair of the COI shall make a report of the proceedings. A copy of the report and tapes (if the inquiry was recorded and if so requested) shall be given to the staff member or his/her representative. Only if a transcript has been made of any portions of the tapes shall this be given to the member of staff; the member of staff will have no right to require a transcript of any tape or tapes which has or have not been transcribed.
6. POSSIBLE SANCTIONS:
The Committee of Inquiry shall decide on the sanction.
The sanction imposed depends on: • the seriousness of the misconduct; and • mitigating and/or aggravating circumstances. Formal disciplinary action may include one of the following: • reprimand/oral warning; • written warning; • final written warning; • dismissal with notice; or • summary dismissal.
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If the misconduct warrants dismissal and the COI decides upon dismissal but considers an alternative to dismissal acceptable, the COI may offer an alternative. If the offer is accepted by the staff member it shall apply. If the alternative is refused by the staff member, the dismissal shall stand. (Examples of such alternatives are: suspension without pay, demotion, transfer or any combination of these.)
If a staff member accepts an alternative to dismissal, he/she thereby waives his/her right to appeal.
7. APPEAL AGAINST A COI DECISION
A staff member has the right, either personally or through his/her representative, to appeal against any formal disciplinary finding or sanction.
7.1 An appeal against a sanction imposed by a COI may be made to Council's standing tribunal. Council shall appoint up to 4 people to be members of this tribunal for such periods as Council may decide. In dealing with appeals the quorum is two. 7.2 An appeal shall be lodged in writing within seven (7) days of the disciplinary finding and sanction being notified to the staff member in writing. 7.3 The bases for appealing against the finding and/or sanction must be stated in the notice of appeal. 7.4 No person involved in the original inquiry or investigation shall be a member of any committee hearing the appeal. 7.5 Unless substantial injustice would otherwise result, an appeal shall be heard on the basis of the record, and any additional argument which either party may choose to present. 7.6 Council's standing tribunal shall consider both procedural and substantive questions, and make a finding on: 7.6.1 the finding and the sanction, where the appeal is against both, or 7.6.2 sanction, where the appeal is against sanction only.
8. COUNCIL'S POWERS OF REVIEW 8.1 Notwithstanding anything contained in these rules, Council retains the power to review all cases in which a staff member is disciplined in terms of these procedures. 8.2 The review function is independent of any appellate function. 8.3 This review function shall be exercised on behalf of Council by a standing tribunal appointed by Council. 8.4 Council shall appoint up to four people to be members of this tribunal for such periods as Council decides. For review purposes the quorum of the tribunal is one.
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8.5 Where a staff member does not note an appeal within the time allowed for this, the Director, Human Resources shall submit the record to Council's standing tribunal for review. 8.6 Where a staff member notes an appeal, other than one to be heard by the Council's standing tribunal, and there is a finding against the staff member at the conclusion of the appeal, the Director, Human Resources shall submit the record to Council's standing tribunal for review. 8.7 The standing tribunal shall review the record, and if it finds that the proceedings were unfair, and giving reasons in each case, it may:
8.7.1 set aside the finding or findings in whole or in part; and/or
8.7.2 refer any point back to a Head of Department, a Dean, an Executive Officer, or a Committee of Inquiry; and/or
8.7.3 refer the matter back for fresh inquiry by a person appointed by the Dean (where the matter was decided by a Head of Department), or by the Vice- Chancellor (where the matter was decided by a Dean or an Executive Officer) or by a new Committee of Inquiry (no person who heard the matter at first or appeal stage, in a PIC, or a COI, to hear the fresh inquiry.)
Note: Misconduct is not the same as poor performance. For example, poor teaching and poor research will usually be instances of poor performance, and need to be addressed through different procedures. A separate procedure for addressing poor performance will be developed.
Appendix A
A staff member is required to maintain good conduct. Some requirements of good conduct are that he or she must:
• discharge departmental duties diligently; • abide by University rules; • conduct himself/herself with honesty and integrity; • not contravene the University's policies on sexual and/or racial harassment; • not bring to, or house or use on University property any firearm, dangerous weapon or mock weapon (without prior written permission from the Director, Human Resources); and • not knowingly disclose confidential information.*
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Note on confidential information: In general, university business is open. Privacy and confidence are, however, sometimes necessary and in such cases must be observed. The following are categories of business and information that are confidential and must be restricted on a need-to-know basis. This list is not exhaustive.
(i) Examination question papers;
(ii) Confidential referees reports; (iii) Business information where the University's financial interests depend upon this e.g. proposed property acquisition, or negotiating positions; (iv) Research results where a patent application has been made, or is to be made; (v) Donor information, when a donor requires anonymity; or (vi) Private information on individuals (e.g. staff medical reports), unless the individual has placed this in the public domain. Appendix B
Some explanatory notes on misconduct
The Appropriate Procedure
• Minor Misconduct
o Informal Action (HOD)
o Formal Action (Selected Faculty Authority)
• Serious Misconduct
o Formal Action (PCI and COI)
Minor misconduct may become serious misconduct if repeated, especially if corrective action fails (i.e. the staff member has already been warned, but he/she repeats the misconduct.)
Serious misconduct may result in a serious sanction such as dismissal even if there are no prior warnings.
A decision on the seriousness of any particular misconduct requires the exercise of judgement. The action cannot be isolated from the context and therefore one cannot specify in a procedure like this what sanction is appropriate for what misconduct.
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A Head of Department who is concerned about whether an allegation of misconduct should be considered "minor" or "serious" may contact his or her Dean, other Heads of Department or the IR Section of the Human Resource Management Department for advice and/or information on UCT precedent.
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MEMBERSHIP: COMMITTEES OF REVIEW: COMMITTEE OF INQUIRY (COI)
Status Joint committee of Senate and Council Terms of Office The COI The Vice-Chancellor Dr M Price ex officio consists of A Deputy Vice-Chancellor appointed by ad hoc five persons the Vice-Chancellor made up as The Dean or a Deputy Dean of the Faculty ad hoc follows concerned. If both the Dean and the Deputy Dean are unable to serve in terms of the rules or are otherwise unavailable, or if the Dean is the person under review, their place on the committee shall be taken by a professor, preferably from the same faculty, who shall be nominated by the Vice-Chancellor. A member of the academic staff who has ad hoc been confirmed in his/her appointment, with a qualification in law, chosen by the Vice-Chancellor; A person chosen by the Vice-Chancellor Part A from the Senate panel of 12 Prof M Braae 01.07.2008 to 30.06.2012 Prof TW Bennett 01.07.2008 to 30.06.2012 Prof J Farrant 01.07.2008 to 30.06.2012 A/Prof M Steyn 01.07.2008 to 30.06.2012 Prof A Tayob 01.07.2008 to 30.06.2012 Prof Z van der Spuy 01.07.2008 to 30.06.2012
Part B Prof S Burton 01.07.2008 to 30.06.2012 Prof H Bhorat 01.07.2008 to 30.06.2012 A/Prof J Day 01.07.2008 to 30.06.2012 A/Prof P Gobodo-Madikizela 01.07.2008 to 30.06.2012 A/Prof M Wormald 01.07.2008 to 30.06.2012 One UCT staff member with relevant ad hoc subject matter knowledge (i.e. same broad discipline) appointed by the Chair of the COR. Chair The Deputy Vice-Chancellor appointed by ad hoc the Vice-Chancellor Terms of Not applicable Office Serviced by The Executive Director: HR or nominee Mr J Cloete Servicing Email: [email protected] Phone: 650-4226 Officer Details
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COMMITTEES OF REVIEW: UNSATISFACTORY PERFORMANCE
1. STATUS: Joint committee of Senate and Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001, Senate via PC xx/2008, dated xxxxx (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To address unsatisfactory performance of academic staff at a central level.
4. COMPOSITION: The Vice-Chancellor (ex officio) A Deputy Vice-Chancellor appointed by the Vice-Chancellor The Dean or a Deputy Dean of the Faculty concerned. If both the Dean and the Deputy Dean are unable to serve in terms of the rules or are otherwise unavailable, or if the Dean is the person under review, their place on the committee shall be taken by a Professor, preferably from the same faculty, who shall be nominated by the Vice-Chancellor. A member of the academic staff who has been confirmed in his/her appointment, with a qualification in law, chosen by the Vice-Chancellor A person chosen by the Vice-Chancellor from the panel of 12 appointed for this purpose by Senate. One UCT staff member with relevant subject matter knowledge (i.e. same broad discipline) appointed by the Chair of the COR.
5. CHAIR: A Deputy Vice-Chancellor appointed by the Vice-Chancellor
6. QUORUM: Three members shall constitute a quorum.
7. TERMS OF OFFICE: Not applicable
8. TERMS OF REFERENCE: See paragraph 9
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9. PROCEDURES: 9.1 This needs to be read in conjunction with the Senate documents on “Performance Management Processes for Academic Staff” (Appendix A) and “Procedures for addressing under or unsatisfactory performance at faculty level” (Appendix B). 9.2 Introduction A Committee of Review (COR) is required to hear evidence of, and reach a finding on, alleged unsatisfactory performance of a staff member on academic conditions of service, and make a decision on action to be taken. There are three instances when a COR will be established: 9.2.1 A Faculty ad hoc Committee’s nomination and a Head of Department (HOD) refers to a COR the unsatisfactory performance of an academic staff member once the Procedure for Addressing Under- or Unsatisfactory Performance at the faculty level has been exhausted. 9.2.2 The Vice-Chancellor refers an unsatisfactory interim and/or final probationary report to a COR. 9.2.3 The Vice-Chancellor refers the unsatisfactory performance of a HOD)as Head, to a COR. (Note: a decision on the performance level and the action taken is in regard to the headship, not the academic employment contract). 9.3 Preliminaries (i) Prior to a COR, the staff member shall be notified in advance and in writing, of the time and place of the hearing, and the substance of the allegation(s). (ii) Such notice period shall be sufficient to enable the staff member to prepare. (iii) The staff member shall be informed that he/she has the right to be assisted or represented at the hearing by a UCT staff member of his/her choice. (iv) If the representative of the staff member’s choice is not available, and if sufficient notice of the hearing has been given, the staff member is required to choose another representative. (v) A staff member who decides not to be represented, may at any stage change such a decision, provided that this shall not unduly delay the process of the COR. 9.4 The members of the COR shall approach the review with open and unbiased minds.
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No member of the Faculty ad hoc Committee or staff member of the faculty who was involved in the processes laid out in the Procedure for Addressing Under or Unsatisfactory Performance at Faculty level for the specific case in point, may serve on the COR. The Reporting Officer, in the instance of a probationary case, may not serve on the COR. Any member of the COR who believes that he/she will be unable to approach the review with an open and unbiased mind, shall recuse him/herself. The member of staff against whom the allegation of unsatisfactory performance has been made may challenge the impartiality of any member(s) of the COR. If, in the opinion of the Chair of the COR, good cause is shown why any member or members of the Committee, including the Chair, should recuse him/herself or themselves, the Chair shall rule that he/she or they shall recuse himself/herself/themselves. Where a member of a COR recuses him/herself at the start of proceedings, the Vice-Chancellor shall replace the member. The Vice-Chancellor may replace a member who recuses him/herself during the inquiry, but shall not be obliged to do so provided a quorum remains. Where a member is replaced during the review the proceedings shall start afresh 9.5 The Vice-Chancellor may appoint a person to present the case against the member of staff before the COR. In the case of an unsatisfactory probationary report, this may be the Reporting Officer. 9.6 The Executive Director, Human Resources, may appoint a person to service the COR. 9.7 The review shall be divided into two parts: • consideration of the evidence and reaching a finding on whether the member of staff is performing unsatisfactorily; and where it reaches a finding that the staff member’s level of performance is unsatisfactory, the COR shall thereafter proceed to • consideration of any aggravating and mitigating circumstances, and reach a decision on action to be taken. 9.8 The Chair of the COR is responsible for keeping a record or ensuring that a record of the salient points is kept. However, if the staff member or any member of the COR wants the proceedings to be audiotaped, steps must be taken to do so. 9.9 The name of the staff member’s representative must be recorded in the COR Report. If a staff member does not wish to be represented, this must be recorded in the COR Report. 9.10 The staff member and his/her representative may be present throughout the hearing of evidence. 9.11 The staff member and his/her representative may question the witnesses, call other witnesses, question any documentary evidence, and submit documentary evidence.
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9.12 Where practical, the evidence against the staff member shall be presented by persons who have first-hand knowledge of the facts to which they testify. 9.13 The failure of the staff member, without valid and sufficient reason, to be present at the COR, either personally or through a representative, shall not invalidate the proceedings. The COR may then take place in the absence of the staff member and the record will reflect this. 9.14 If the evidence does not support the allegation, the COR shall be closed and the staff member acquitted of the allegation of unsatisfactory performance. Given such a finding in the case of a staff member on probation, the COR may also confirm the appointment of the staff member. 9.15 Where the COR finds that the staff member’s performance is unsatisfactory, he/she shall be informed and the COR shall proceed to the stage of determining the action to be taken. 9.16 The staff member and his/her representative shall be given the opportunity to lead evidence in mitigation. Evidence of aggravating circumstances may also be led at this stage. 9.17 The COR shall then decide on the appropriate action / sanction, and must inform the staff member and his/her representative of this decision in writing as soon as possible. 9.18 The Chair of the COR shall make a report on the proceedings. A copy of the report and tapes (if the inquiry was recorded and if so requested) shall be given to the staff member or his/her representative. Only if a transcript has been made of any portions of the tapes shall this be given to the member of staff; the member of staff will have no right to require a transcript of any tape or tapes, which has or have not been transcribed. 9.19 Possible Decisions on actions/sanctions In the case of a staff member on probation the COR may: • extend the probation period, or • terminate the employment contract, or • demote to a lower rank; and/or • reduce the staff member’s Cost of Employment. In the case of a staff member confirmed in his/her position, the COR may • continue with the performance improvement process for a defined period of time, • terminate the employment contract, or • demote to a lower rank, and/or • reduce the Cost of Employment.
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9.20 Appeal against a COR decision A staff member has the right, either personally or through his/her representative, to appeal against any formal finding or sanction of the COR. 9.21 An appeal against a sanction imposed by a COR may be made to Council’s standing tribunal. Council shall appoint up to four people to be members of this tribunal for such periods as Council may decide. In dealing with appeals the quorum is two. 9.22 An appeal must be lodged in writing within seven (7) days of the COR’s finding and sanction being notified to the staff member in writing. 9.23 The basis for appealing against the finding and/or sanction must be stated in the notice of appeal. 9.24 No person involved in the original performance assessments / reviews shall be a member of any committee hearing the appeal. 9.25 Unless substantial injustice would otherwise result, an appeal shall be heard on the basis of the record, and any additional argument, which either party may choose to present in writing. 9.26 Council’s standing tribunal shall consider both procedural and substantive questions, and make a finding on: • the finding and the sanction, where the appeal is against both, or • sanction, where the appeal is against the sanction only.
10. DELEGATED AUTHORITY: The Committee has delegated authority to act in respect of the above.
11. This committee is serviced by the Executive Director, Human Resources or nominee.
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MEMBERSHIP: COMMITTEES OF REVIEW: UNSATISFACTORY PERFORMANCE
Status Joint committee of Senate and Council Terms of Office The Committee The Vice-Chancellor Dr M Price ex officio of Review A Deputy Vice-Chancellor appointed by the ad hoc consists of five Vice-Chancellor persons made The Dean or a Deputy Dean of the Faculty ad hoc up as follows concerned. If both the Dean and the Deputy Dean are unable to serve in terms of the rules or are otherwise unavailable, or if the Dean is the person under review, their place on the committee shall be taken by a professor, preferably from the same faculty, who shall be nominated by the Vice-Chancellor. A member of the academic staff who has been ad hoc confirmed in his/her appointment, with a qualification in law, chosen by the Vice- Chancellor; A person chosen by the Prof M Alexander 01.07.2008 to 30.06.2012 Vice-Chancellor from the Senate panel of 12 Prof H Cheadle 01.07.2008 to 30.06.2012 Prof A Chinsamy-Turan 01.07.2008 to 30.06.2012 Prof G Everingham 01.07.2008 to 30.06.2012 Prof S Harrison 01.07.2008 to 30.06.2012 Prof W Nasson 01.07.2008 to 30.06.2012 Prof C Shearing 01.07.2008 to 30.06.2012 Prof J Thomson 01.07.2008 to 30.06.2012 Prof N Worden 01.07.2008 to 30.06.2012 One UCT staff member with relevant subject ad hoc matter knowledge (i.e. same broad discipline) appointed by the Chair of the COR. Chair The Deputy Vice-Chancellor appointed by the ad hoc Vice-Chancellor Terms of Not applicable Office Serviced by The Executive Director: HR or nominee Mr J Cloete Servicing Email: [email protected] Phone: 650-4226 Officer Details
Page 107 of 521 CONSULTATIVE FORUM ON ACADEMIC STAFF MATTERS (CFASM)
CONSULTATIVE FORUM ON ACADEMIC STAFF MATTERS (CFASM)
1. STATUS: Working Group
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001, Senate via PC 10/2003, dated 29 October 2003, Senate via PC xx/2008, dated xxx 2008 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To serve as a Forum in which representatives of management, of Senate and of the Academics Union can debate matters affecting the working conditions of academic staff, including, but not limited to, matters relating to remuneration and staff benefits.
4. COMPOSITION: A Deputy Vice-Chancellor nominated by the Vice-Chancellor The Academics Union Executive The Executive Director, Human Resources The Employee Relations Manager The HR Manager: Faculties The Deans’ Representative
5. CHAIR/DEPUTY CHAIR: Chair: A member of the Forum chosen in rotation by the Forum.
6. Special Quorum Rules: Six members shall constitute a quorum.
7. TERMS OF OFFICE: Four years from 1 July (for those chosen by Senate)
8. TERMS OF REFERENCE: 8.1 To allow for consultation on annual salary reviews and terms of employment; 8.2 To hold regular consultative meetings; and 8.3 To hold wider, more inclusive debates on conditions of service, the terms “conditions of service” to be widely interpreted.
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9. PROCEDURES: The Annual Report by the Forum to the Chair of the UHRC is a vehicle for accounting for the work of the Forum. Because of this the Forum must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Forum and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Forum has performed.
10. DELEGATED AUTHORITY: Nil
11. This committee is serviced by the Executive Director: Human Resources
MEMBERSHIP: CONSULTATIVE FORUM ON ACADEMIC STAFF MATTERS (CFASM)
Status Working Group Terms of Office Composition The Deputy Vice-Chancellor nominated by Prof T Nhlapo ex officio the Vice-Chancellor The Academics Union Executive Dr G Fincham ex officio Mr S Muradzikwa Dr K Marcus Dr D Mashao Dr B Weiss Mr C Abdulla Mrs R De Gama Dr K Hughes The Executive Director, Human Resources Mr K Raphoto ex officio The Employee Relations Manager Mr J Cloete ex officio The HR Manager: Faculties VACANT ex officio The Deans’ Representative Prof MP Ensor 01.07.05 to 30.06.08 Chair A member of the working group chosen by Prof T Nhlapo Deputy Chair the working group at its first meeting each year. Terms of Office Four years from 1 July (for those chosen by Senate) Serviced by The Executive Director: HR or nominee Mr J Cloete Servicing Officer Email: [email protected] Phone: 650 4226 Details
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COUNCIL
(As published under Government Notice 1199 of 20 September 2002, and as amended by Government Notice 259 of 26 February 2004 and by Government Notice 476 of 20 May 2005)
1. FUNCTIONS OF COUNCIL 1.1 The Council governs the University in terms of the Act and this Statute. 1.2 Without derogating from the generality of subparagraph (1), the Council– (i) must administer all property of the University; (ii) appoints all staff of the University, but, in the case of academic staff of the University, it may do so only after consultation with the Senate; (iii) must, subject to the policy determined by the Minister, with the concurrence of the Senate, determine the language policy of the University; (iv) must, after consultation with the SRC, establish a structure to advise on the policy for student support services within the University; (v) must, after consultation with the senate, determine the admissions policy of the University; (vi) must consult the Institutional Forum as required by the Act; (vii) may make, rescind or amend a Statute in terms of the Act. 1.3 The Council may – (i) establish Committees of the Council; (ii) appoint persons who are and persons who are not members of the Council as members of such Committees; and (iii) terminate the membership of any person it has appointed to any Committee. 1.4 The Council may delegate or assign any of its powers and functions to– (i) a Committee of the Council; (ii) a member of the Council; or (iii) any officer of the University; except those powers and functions specified in subparagraph (5).
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1.5 The Council may not delegate or assign any of the following powers and functions – (i) the appointment of the vice-chancellor or of any deputy vice- chancellor; (ii) the approval of the annual operating and capital expenditure budgets; (iii) the adoption of the annual financial statements and annual report; (iv) the determination of the fees to be paid by students; (v) the making or approval of the Statute; (vi) the approval of a loan or an overdraft; (vii) the decision to embark on the construction of a permanent building or other immovable infrastructural development; (viii) the purchase of immovable property, or entering into a long- term lease of immovable property; or (ix) the establishment or disestablishment of faculties or departments. 1.6 The Council remains responsible for the exercise and performance of any function delegated or assigned in terms of subparagraph (4). 2. COMPOSITION OF COUNCIL 2.1 The Council consists of – (a) the Vice-Chancellor; (b) the Deputy Vice-Chancellors; (c) three members of the senate Elected by the Senate; (d) one member of the academic staff elected by the academic staff; (e) one member of the professional, administrative, support and service staff elected by the professional, administrative, support and service staff; (f) two students elected by the SRC, one of whom must be a postgraduate student; (g) three persons appointed by the Minister; (h) one person appointed by the Premier of the Western Cape; (i) one person appointed by the City Council of Cape Town; (j) six persons elected by the convocation;
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(k) two persons elected by donors; and (l) five persons appointed by the appointments committee. 2.2 At least 60 per cent of the members of the Council must be people who are not staff or students. 2.3 No staff other than staff appointed in an honorary capacity, and no student may be elected or hold an appointment under subparagraphs (1)(g) to (1)(l). 2.4 A person elected, or appointed under subparagraphs (1)(g) to (1)(m) who becomes a student or a staff member, other than a staff member appointed in an honorary capacity, forthwith ceases to be a member of the Council. (Amended paragraph 13 substituted February 2004) 3. ELECTION OF MEMBERS OF COUNCIL The manner in which members of the Council are elected is as determined by the Rules. 4. TERM OF OFFICE OF COUNCIL MEMBERS 4.1 The Vice-Chancellor and Deputy Vice-Chancellors remain members of the Council for as long as they occupy their posts. 4.2 The term of office of the students elected by the SRC is two calendar years, as determined by the Rules. 4.3 The term of office of the remaining members is four years, from 1 July to 30 June four years later, as determined by the Rules, and the term of office of any member elected or appointed after the start of the four- year term of office is for the balance of that four-year term of office. (Amended paragraph 15 substituted February 2004) 5. TERMINATION OF MEMBERSHIP AND FILLING OF VACANCIES 5.1 A member of the council vacates his or her position on the council if he or she– • resigns; • dies; • is absent from three consecutive ordinary meetings of the council without leave; • is, or becomes, insolvent; • is declared to be of unsound mind by a court of the Republic;
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• is removed from an office of trust by a court of the Republic, or is convicted of an offence and sentenced to a term of imprisonment without the option of a fine by a court of the Republic; or • is otherwise disqualified in terms of the Rules. 5.2 In the event of a vacancy through death or otherwise, the registrar must forthwith notify the authority or body that appointed or elected the member, requesting the authority or body to appoint or elect a successor. (5.2A) Notwithstanding the provisions of (2) above, any vacancy in the Council in respect of a member who held office in terms of paragraph 13(1)(j), 13(1(k) or 13(1)(m) must be filled for the balance of that member’s term of office by the appointments committee. (added February 2004) 5.3 The successor holds office for the unexpired term of office of the predecessor. 5.4 If 75 per cent or more of the members of the council resign at a meeting of the council, it is deemed that the council has resigned. 5.5 If the council resigns as contemplated in subparagraph (4), a new council must be constituted in terms of paragraphs 13 and 14. 6. OFFICE-BEARERS OF COUNCIL 6.1 The council must elect a chairperson and a deputy chairperson from among the members of the council who are neither staff nor students. 6.2 The term of office of the chairperson and of the deputy chairperson is three years, which runs concurrently with the term of office of the members who serve a three-year term, until the start of the meeting of the council elected to serve for the following three-year term. 6.3 The registrar is the secretary of the council. 6.4 The registrar must invite the council to elect a chairperson and a deputy chairperson at the first meeting of the new council. (a) A retiring office-bearer is eligible for re-election, if he or she is still a member of the council. (b) If a vacancy occurs in the office of chairperson or deputy chairperson within the term of office, the registrar must invite the council at its next ordinary meeting to fill the vacancy for the unexpired period of the term of office. (c) The chairperson presides at all meetings of the council at which he or she is present.
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(d) The deputy chairperson presides at meetings of the council in the absence of the chairperson. (e) If both the chairperson and the deputy chairperson are absent, the council elects a chairperson for the meeting concerned from those members present who are neither staff nor students. COUNCIL MEETINGS 7. ORDINARY MEETINGS The ordinary meetings of the council must be held when and where the council decides, and at least six ordinary meetings must be held each year. 8. SPECIAL MEETINGS 8.1 Special meetings must be held - (a) when called by the chairperson; and (b) when a written request, for a special meeting, stating the object of the meeting, is received by the registrar from at least five members of the council. 8.2 At least three days notice must be given of a special meeting, unless, in the opinion of the chairperson, there is an emergency that warrants a shorter period of notice. 8.3 No matters other than those for which the meeting has been called may be dealt with at a special meeting.
9. QUORUM AND PROCEDURE AT COUNCIL MEETINGS 9.1 The quorum at an ordinary meeting of the council is 13. 9.2 The quorum at a special meeting of the Council is half of the total membership of the Council. 9.3 The registrar must issue a written notice to each member of the Council at least three days before each ordinary meeting of the council setting out the place, date and time of the meeting, and the agenda for the meeting, but the council may, if the chairperson so rules, or a majority of the total membership of the council agrees, consider any urgent matter of which notice has not yet been given. 9.4 At each ordinary meeting the Council must - 9.4.1 confirm the minutes of the last ordinary meeting, and the minutes of any special meeting held since then, with or without amendment, the minutes to be taken as read if copies have been sent to members prior to the meeting; and 9.4.2 deal with the business of which notice has been given and any other business which a majority of the total membership of the council agrees to consider.
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9.5 The Council decides its own rules of debate but - (i) every motion, and every amendment proposed must be seconded and must, if the chairperson requires this, be in writing and a motion or amendment that is not seconded falls away; (ii) except where the Act or this Statute requires a different procedure, each question must be decided by the majority of votes of the members present and voting, and unless the meeting decides otherwise voting must be by show of hands; (iii) the chairperson has a deliberative vote on each question and also has a casting vote in the case of an equality in the number of votes; (iv) the number of members voting for and the number of members voting against any proposal must be entered in the minutes; (v) where any member asks for this, his or her vote for or against a proposal must be entered in the minutes; (vi) a motion to make, amend or rescind this Statute may not be considered unless due notice has been given as specified in subparagraph (3); (vii) a motion to rescind a resolution of the council within 12 months after it was passed requires - (i) a majority of two thirds of the members present and voting or failing that; (ii) a simple majority of the members present and voting at two consecutive ordinary meetings of the council; and (iii) the ruling of the chairperson on any question of order or procedure is binding unless immediately challenged by a member, in which case the chairperson must submit his or her ruling without discussion to the meeting, which decision is final and binding.
10. FINANCIAL AND OTHER INTERESTS OF COUNCIL MEMBERS 10.1 Any member of the council or a committee of the council who has a direct or indirect financial or personal interest in any matter to be discussed at a meeting must, before or during such meeting, declare such interest, and comply with such other rules and policies as the council may adopt. fter such declaration such member of the Council or a committee of the Council must excuse himself or herself from the meeting and any subsequent meeting at which the matter is to be discussed, and is not entitled to receive papers relating to the matter.
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APPENDIX TO THE COUNCIL’S TERMS OF REFERENCE
Approved at Council: 3 October 2007
UNIVERSITY OF CAPE TOWN
THE ROLE OF COUNCIL IN APPOINTMENTS 1. The Council has agreed the following, clarifying and defining its roles in relation to senior appointments. 2. Council has noted three principles that must guide Council in defining this role. 2.1. Council should not act as a rubber-stamp for decisions which have been made by other bodies. If Council is to make a decision with regard to a matter, it needs to apply its mind properly, and to have available the information which is necessary in order to make the decision. 2.2. Council is not a selection committee. It is not Council’s function to repeat the task which has been undertaken by a selection committee, and Council is not in fact in a position to do so. Council should give due recognition to the work which has been done by a selection committee. 2.3. The role of Council in appointments is not identical with regard to all positions. Council’s role is necessarily more active and engaged where the person concerned reports directly to it. HEADS OF DEPARTMENT 3. For headships 3.1. The papers put before Council must include a short (half-page summary) curriculum vitae of the proposed head of department, together with a short note indicating the process that was followed in arriving at the proposal was arrived at, and what support it has. Council’s task is to satisfy itself that the person concerned is a suitable person for the position of head of department. It is not Council’s function to consider whether there are other candidates who might be more suitable. 3.2. In addition to the short curriculum vitae any member of Council is entitled to call for a copy of the curriculum vitae.
DEANS
4. Deans play a pivotal role in leading and managing the academic functions of the university; Council does not have the primary role in this area. Section 28(1) of the Higher Education Act provides that the Senate is accountable to the Council for “the academic and research functions” of the university. However, deans also play a major role in the overall management of the university; here Council does have the primary role. 5. Council must be represented on any selection committee for the appointment of a dean. 6. The VC or a DVC should propose to Council the appointment of a dean. The proposal must be accompanied by a curriculum vitae of the candidate, a report on the process that was followed in arriving at the proposal was arrived at, and what support it has.
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7. The task of Council is to decide whether the person recommended by the selection committee and the Faculty Board (by a two-thirds majority) is a suitable person for appointment as dean. It is not the task of Council to re- examine the selection process to attempt to determine whether the selection committee chose the best of the candidates who were available. 8. Members of Council will have access on a confidential basis to the papers of the selection committee, in order to obtain more information as to the candidates for the position and to enable them to raise any issues which may concern them.
DEPUTY VICE-CHANCELLORS
9. A deputy vice-chancellor (DVC) is a member of Council. A DVC is in the first instance accountable to the Vice-Chancellor (VC), but has a dual accountability to Council as an executive officer. The consequence of this is that Council has a heightened responsibility with regard to the appointment. 10. Council must be represented on the selection committee for the appointment of a DVC. 11. The existing procedure requires that a candidate for DVC be approved by a vote of two-thirds of the members present at a meeting of the Senate. 12. The VC should make a proposal to Council for the appointment of a DVC. The proposal must be accompanied by the curriculum vitae of the candidate, a report on the process that was followed in arriving at the proposal was arrived at, and what support it has. The oral presentation at Council should include the VC’s own assessment of whether the candidate should be appointed, and of the candidate’s strengths and weaknesses. 13. Members of Council will have access, on a confidential basis, to the papers of the selection committee. 14. While Council is not a selection committee, and should not seek to act as such, it is appropriate for members of Council to ask who the other leading candidates were, and why the nominated candidate was preferred to the other candidates.
VICE-CHANCELLOR
15. The VC is the chief executive officer of the university, a member of Council, and directly accountable to Council. This gives Council a major responsibility in the selection of the VC. 16. There must be significant representation of the external members of Council on the selection committee. 17. The existing procedures require the support of two-thirds of Senate for a proposal for the appointment of VC, and deal with the procedure to be followed where that two-thirds support is not obtained. 18. Members of Council must be provided with the curriculum vitae of each of the short-listed candidates, a report on the process that was followed in arriving at the proposal was arrived at, and what support it has. Council should also be given a report on the consultations with members of the various sectors of the university.
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19. The oral proposal at the meeting of Council should indicate why the selection committee recommended the proposed candidate, and why it recommended that candidate in preference to the other short-listed candidates. Members of Council will be entitled to raise questions as to why the proposed candidate was preferred above the other finally short-listed candidates, or above any candidate who was not finally short-listed. 20. Members of Council will have access to all of the papers of the selection committee, on a confidential basis. 21. Council must accept that it is not possible for it to repeat the work of the selection committee. The selection committee is composed in a manner determined by Council. It devotes extensive time to undertaking its work. It is not possible for Council to conduct extensive and repeated interviews with the candidates, and have intensive discussions of the kind which take place in the selection committee. Council should therefore give due weight to the considered opinion of the selection committee. 22. If Council is not willing to support the proposal which has been made by the selection committee, it ought to refer the matter back to the selection committee for further consideration, indicating clearly the reasons why it has done so.
October 2007
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MEMBERSHIP: COUNCIL
Status Terms of office Composition The Vice-Chancellor Dr M Price ex officio The Deputy Vice-Chancellors Prof J Beall ex officio Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser Three Members of the Senate, elected by Prof DG Aschman 01.07.2008 to 30.06.2012 the Senate A/Prof M Jeebhay 01.07.2008 to 30.06.2012 Prof ER Kalula 01.07.2008 to 30.06.2012 One Member of the academic staff Prof CL Vaughan 01.07.2008 to 30.06.2012 elected by the academic staff One members of the professional, Mr G Gabriels 01.07.2008 to 30.06.2012 administrative, support and service staff elected by these staff (PASS) Two students elected by the SRC, one of Mr T Madinginye 01.01.2008 to 31.12.2008 whom must be a postgraduate student Mr P Hlahane 01.07.2008 to 31.12.2009 Three persons appointed by the Minister Ms V Doo 01.07.2008 to 30.06.2012 of Education The Most Rev N Ndungane 01.07.2008 to 30.06.2012 Mr J Samuel 01.07.2008 to 30.06.2012 One person appointed by the Premier of Dr AW Barday 01.07.2008 to 30.06.2012 the Western Cape One person appointed by the City Councillor O Kinahan 01.07.2008 to 30.06.2012 Council of Cape Town Six persons elected by the Convocation Mr G Bloch 01.07.2008 to 30.06.2012 Mr Justice IG Farlam 01.07.2008 to 30.06.2012 Mr JJ Gauntlett SC 01.07.2008 to 30.06.2012 Em Prof RE Kirsch 01.07.2008 to 30.06.2012 Mr M Seligson SC 01.07.2008 to 30.06.2012 Em Prof J Terblanche 01.07.2008 to 30.06.2012 Two persons elected by the Donors Mr Justice CT Howie 01.07.2008 to 30.06.2012 Mr T Mhlambiso 01.07.2008 to 30.06.2012 Five persons appointed by the Ms D Budlender 01.07.2008 to 30.06.2012 Appointments Committee Ms P Buthelezi 01.07.2008 to 30.06.2012 Mr E Patel 01.07.2008 to 30.06.2012 Mr TD Petersen 01.07.2008 to 30.06.2012 01.07.2008 to 30.06.2012 Ms P Vinjevold Chair A Chair is elected by Council The Most Rev N Ndungane 01.07.2008 to 30.06.2012 Deputy Chair A Deputy Chair is elected by Council Mr T Mhlambiso 01.07.2008 to 30.06.2012 Terms of Office The Vice-Chancellor and Deputy Vice- Chancellors: For as long as they occupy their posts Students appointed by the SRC: two calendar years Remaining members: Four years from 1 July to 30 June. Serviced by Registrar's Secretariat Mr M Lund Servicing Officer Email: [email protected] Phone: 650-4004 Details
Page 119 of 521 COUNCIL EXECUTIVE COMMITTEE (EXCO)
COUNCIL EXECUTIVE COMMITTEE (EXCO)
1. STATUS: Committee of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Council 4 August 2004; Senate, via PC xx/2008, dated xx xxxx 2008 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended form time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: The committee’s purpose is to attend to: (a) process issues and preliminary decisions or matters that in the judgement of the chair are not yet ripe for plenary Council consideration; (b) matters referred to it by the Chair and the Vice-Chancellor; (c) such other matters as Council from time to time may determine; and (d) routine reports on the basis that any Council member may ask for any report to be referred to full Council, and that EXCO will refer any matter that is not routine to full Council.
4. COMPOSITION: The Chair of Council (or in his or her absence, the Deputy Chair of Council); The Vice-Chancellor (or the Acting Vice-Chancellor); A Council member who is a member of Senate; A Council member who is a student; Three other external Council members chosen by Council, one of whom must be the Chair of the University Finance Committee.
5. CHAIR/DEPUTY CHAIR: Chair: The Chair of Council Deputy: The Deputy Chair of Council
6. SPECIAL QUORUM RULES: Four members constitute a quorum.
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7. RIGHT OF ATTENDANCE: All members of Council have the right to receive EXCO agendas and minutes at the time these are sent to EXCO members, to attend meetings of the EXCO and to participate in debate but unless they are members of EXCO they do not have the right to exercise a vote.
8. TERMS OF OFFICE: The student member shall hold office for a calendar year. All other members shall hold office for four years from 1 July.
9. TERMS OF REFERENCE: The Committee’s business will fall into one of the following categories and will be labelled accordingly: (a) for approval by EXCO (e.g. minutes of EXCO) (b) for noting by EXCO (c) for decision by EXCO under delegated authority (d) for decision by EXCO on grounds of urgency (e) for a recommendation to plenary Council (f) for a recommendation to Council via Circular (g) for ratification of action taken by the Chair on behalf of EXCO
10. PROCEDURES: (a) EXCO must report its proposals and decisions in writing to all Council members within one week (by email or otherwise); (b) any Council member dissatisfied with any EXCO proposal may propose in writing (by notice to the Chair through the Registrar) within one week of the receipt of the report that the proposal be referred to the next ordinary meeting of the Council; (c) in the absence of any such objection, EXCO’s proposals reported to members shall be deemed approved by the Council one week after having been reported to Council.
11. DELEGATED AUTHORITY: EXCO has delegated authority for matters, which plenary Council has delegated to it.
12. The Registrar is secretary to EXCO and is serviced by the Registrar’s Secretariat
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MEMBERSHIP: COUNCIL EXECUTIVE COMMITTEE (EXCO)
Status Committee of Council Terms of Office Composition The Chair of Council (or in his/her absence, Archbishop N Ndungane 01.07.2008 to 30.06.2012 the Deputy Chair of Council) The Vice-Chancellor or Acting Vice- Dr M Price Chancellor A Council member who is a member of Prof ER Kalula 30.06.07 to 30.06.08 Senate A Council member who is a student 01.07.05 to 30.06.06 Three other external Council members Mr JJ Gauntlett SC 30.06.07 to 30.06.08 chosen by Council, one of whom must be Mr T Mhlambiso to 30.06.08 the chair of the University Finance Mr T Petersen to 30.06.07 Committee. Chair The Chair of Council Archbishop N Ndungane 01.07.2008 to 30.06.2012 Deputy Chair The Deputy Chair of Council Mr T Mhlambiso 01.07.2008 to 30.06.2012 Terms of Office The student member shall hold office for a calendar year. All other members shall hold office for four years from 1 July Serviced by The Registrar’s Secretariat Mr M Lund Servicing Officer Email: [email protected] Phone: 650 -4004 Details
Page 122 of 521 COUNCIL’S TRANSFORMATION ADVISORY COMMITTEE
COUNCIL’S TRANSFORMATION ADVISORY COMMITTEE
1. STATUS: Committee of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Council, 4 August 2004, Senate, via PC08 2004 dated 25 August 2004 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To advise Council, the Vice-Chancellor, and the Deputy Vice-Chancellor responsible, on transformation issues.
4. COMPOSITION: The Vice-Chancellor A Deputy Vice-Chancellor Four members appointed by Council Transformation Manager (in attendance)
5. CHAIR/DEPUTY CHAIR: Appointed by Council.
6. SPECIAL QUORUM RULES: Four members constitute a quorum.
7. TERMS OF OFFICE: Four years, from 1 July.
8. TERMS OF REFERENCE: To advise Council, the Vice-Chancellor and the Deputy Vice-Chancellor on: 8.1 the transformation strategy and priorities of the University; 8.2 policies and procedures related to transformation; 8.3 the implementation of the above
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9. PROCEDURES: 9.1 the Committee is to meet quarterly 9.2 meetings will be an hour and a half in duration.
10. DELEGATED AUTHORITY: Not applicable.
11. This committee is serviced by the Transformation Office.
MEMBERSHIP: COUNCIL’S TRANSFORMATION ADVISORY COMMITTEE
Status Committee of Council Terms of Office Composition The Vice-Chancellor or a Deputy Vice- ad hoc ex officio Chancellor Four members appointed by Council Ms V Doo 01.07.2008 to 30.06.2012 Em.Prof R Kirsch 01.07.2008 to 30.06.2012 Justice CT Howie 01.07.2008 to 30.06.2012 Mr G Bloch 01.07.2008 to 30.06.2012 Chair Appointed by Council VACANT Deputy Chair Terms of Office Four years, from 1 July Serviced by The Transformation Office Vacant Servicing Email: Phone: 650 - Officer Details
Page 124 of 521 COUNCIL REMUNERATION COMMITTEE (RemCom)
COUNCIL REMUNERATION COMMITTEE
1. STATUS: Committee of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via PC8/2006 dated 30 August 2006; Council November 2007; Council March 2009 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE:
The Remuneration Committee is a committee of Council and is responsible for determining and reviewing the salaries, terms and conditions (and, where appropriate, severance payments) of Executive staff of the University.
4. COMPOSITION: The Chair of Council The Deputy Chair of Council The Chair of the University Finance Committee The Chair of the University Audit Committee Another member of Council where one person holds two or more of the portfolios above The Executive Director: Finance The Vice-Chancellor (who becomes an assessor member when the committee acts as a senior salaries committee) Assessor Members: The Vice Principal The Executive Director Human Resources
5. CHAIR/DEPUTY CHAIR: Chair: The Chair of Council Deputy: The Deputy Chair of Council
6. SPECIAL QUORUM RULES: Four members shall constitute a quorum (this does not include the assessor members).
7. TERMS OF OFFICE: Not applicable
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8. TERMS OF REFERENCE: 8.1 Remuneration philosophy, policy and practices.
8.1.1 To determine and agree with Council the University's policy and structure (including salary ranges) for remuneration of Executive Staff (Vice Chancellor, Deputy Vice Chancellor, Deans, Executive Directors and the Registrar) and other senior staff (in Peromnes levels 4 and 5);
8.1.2 In determining such policy, take into account all factors which it deems necessary. The objective of such policy will be to ensure that Executive staff are eligible for appropriate incentives to encourage enhanced performance and are, in a fair and responsible manner, rewarded for their individual contributions to the success of the University; 8.1.3 To review the ongoing appropriateness and relevance of the remuneration policy; 8.1.4 To approve the design of, and determine targets for, any performance related pay schemes and approve the total annual payments made under such schemes; and 8.1.5 To determine and approve conditions of service of Executive Staff outside of standard conditions of service. 8.2. Annual remuneration decisions 8.2.1 To decide on a mandate(s) for consultation or negotiation with staff bodies on the annual staff budget increase taking into consideration predicted market moves, inflation factors, salary survey information and other relevant information; 8.2.2 To decide on the remuneration packages of individual Executive Staff (including salaries, bonuses, benefits in kind) taking into consideration factors such as salaries paid by comparable organisations, job responsibilities, and performance; and
8.2.3 To receive a report from the Vice-Chancellor on such decisions taken under delegated authority in respect of other Senior Staff (Peromnes 4 and 5).
8.3. Severance packages
8.3.1 To approve, in consultation with the Vice Chancellor, severance packages for all staff otherwise in accordance with standard formula; and
8.3.2 To receive reports on severance packages of all staff in accordance with the standard formula.
8.4 Delegated authorities
8.4.1 To approve any additional remuneration from a third-party source by Executive Staff.
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8.4.2 To approve all job gradings of Executive level jobs (Peromnes level 1 to 3).
8.4. Reporting
8.4.1 To report its decisions to Council on an annual basis and reports the remuneration of Executive Staff in the University’s annual financial statements; and
8.4.1 To report on its activities to the Council as Council may require from time to time.
9. This committee is serviced by the Executive Director Human Resources.
MEMBERSHIP: COUNCIL REMUNERATION COMMITTEE
Status Committee of Council Terms of Office Composition The Chair of Council Archbishop N Ndungane ex officio The Chair of the UFC Mr TD Petersen ex officio The Deputy Chair of Council Mr T Mhlanmbiso ex officio The Chair of the Audit Committee Mr M Thompson ex officio Another member of Council where one person holds two or more of the portfolios above The Vice-Chancellor (who becomes an assessor Dr M Price ex officio member when the committee acts as a senior salaries committee) Assessor The Vice-Principal ex officio Members The Executive Director, Human Resources Mr K Raphoto The Executive Director, Finance Prof E Uliana
Co-option Council member Mr R Rosenthal ex officio Chair The Chair of Council Archbishop N Ndungane ex officio Deputy Chair The Deputy Chair of Council Mr T Mhlanmbiso ex officio Terms of Office Not applicable Serviced by The Executive Director HR or nominee Ms J du Toit Servicing Officer Email: [email protected] Phone: 650 5685 Details
Page 127 of 521 COUNCIL’S STANDING REVIEW TRIBUNAL FOR STAFF DISCIPLINE
COUNCIL’S STANDING REVIEW TRIBUNAL FOR STAFF DISCIPLINE
1. STATUS: Committee of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To provide for appeals, for review of disciplinary action against staff so that justice is done and seen to be done.
4. COMPOSITION: Up to four members of Council chosen by Council.
5. CHAIR/DEPUTY CHAIR: Chair & Deputy: A member of Council chosen by Council
6. SPECIAL QUORUM RULES: Two members shall constitute a quorum.
7. TERMS OF OFFICE: Three years from 1 July.
8. TERMS OF REFERENCE: To consider and decide appeals by members of the academic staff against decisions of committees of review or committees of inquiry.
To review all reports of a disciplinary action against members of the academic staff, and decisions of committees of review to terminate a staff member’s employment, either as a result of poor performance or at the end of or during a probationary appointment, or to extend a period of probationary appointment. (In its review capacity the Tribunal will have the authority to set aside a decision and to refer the matter back to the Committee of Inquiry or Review.)
9. PROCEDURES: 9.1 The Tribunal determines its own procedures. 9.2 The Tribunal must keep a record of its deliberations. 9.3 The Chair of the Tribunal submits a report annually in November to the Chair of the University Human Resource Review Committee.
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9.4 The review function is independent of any appellate function 9.5 For review purposes the quorum of the Tribunal is one. 9.6 Where a staff member does not note an appeal within the time allowed for this, the HR Director shall submit the record to the Council’s Standing Tribunal for review. 9.7 Where a staff member notes an appeal, other than one to be heard by the Council’s standing Tribunal, and there is a finding against the staff member at the conclusion of the appeal, the Executive Director, Human Resources shall submit the record to Council’s Standing Tribunal for review. 9.8 The Standing Tribunal shall review the record, and if it finds that the proceedings were unfair, and giving reasons in each case, it may: (a) set aside the finding or findings in whole or in part; and/or (b) refer any point back to a Head of Department, a Dean, an Executive Officer, or a Committee of Inquiry, a Committee of Review; and/or (c) refer the matter back for fresh inquiry by a person appointed by the Dean (where the matter was decided by a Head of Department), or by the Vice-Chancellor (where the matter was decided by a Dean or an Executive Officer) or by a new Committee of Review or Inquiry (no person who heard the matter at first or appeal stage, in a Preliminary Investigating Committee, or a Committee of Inquiry, to hear the fresh inquiry).
10. DELEGATED AUTHORITY: The Tribunal has delegated authority from Council. (a) to confirm, vary, or set aside the decision of a Committee of Inquiry or Review, after appeal; and (b) to set aside and refer back to the committee responsible a decision by a Committee of Review or Inquiry, on review. The Annual Report by the Tribunal to the Chair of the UHRRC is a vehicle for accounting for the work of the Tribunal. Because of this the Tribunal must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Tribunal and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Tribunal has performed.
11. This committee is serviced by the Executive Director, Human Resources or his/her nominee.
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MEMBERSHIP: COUNCIL’S STANDING REVIEW TRIBUNAL FOR STAFF DISCIPLINE
Status Committee of Council Terms of Office Composition Up to four members of Council Mr G Bloch 01.07.08 to 30.06.2012 chosen by Council Ms V Doo 01.07.08 to 30.06.2012 Judge CT Howie 01.07.08 to 30.06.2012 Vacant 01.07.08 to 30.06.2012 Alternate - (A) Chair A member of Council chosen by EmProf PI Folb 01.07.2008 to 30.06.2012 Council Deputy Chair A member of Council chosen by Ms R Kadalie 01.07.2008 to 30.06.2012 Council Terms of Office Four years from 1 July Serviced by The Executive Director, Human Mr J Cloete Resources or his/her nominee Servicing Officer Email: Phone: 650-4226 Details [email protected]
Page 130 of 521 CREATIVE WORKS AWARD COMMITTEE
CREATIVE WORKS AWARD COMMITTEE
1. STATUS: Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PCXXXX dated XXX; Senate, via PCXXXX dated XXX. (b) General Rules and Guidelines for Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To reward the production of outstanding and/or influential creative works (art works, performances, productions, compositions, architectural design) by staff members of the University, and thereby to encourage creativity and scholarship.
4. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors (ex officio) Three members external to the UCT community and three from Senate who have demonstrated esteem as experts in areas of creative work as practiced at UCT, appointed by Senate.
5. CHAIR/DEPUTY CHAIR: Elected by the Committee from among its own members
6. SPECIAL QUORUM RULES: Four members of the Committee, excluding Executive Officers shall constitute a quorum.
7. TERMS OF OFFICE: Four years from 2007, with four Senate appointees initially retiring after two years and thereafter two appointees retiring each year. Retiring appointees are eligible to serve for one further term of three years.
8. TERMS OF REFERENCE: 8.1 To select the recipient(s) of the annual UCT Creative Works Award against the following definition:
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The University of Cape Town Creative Works Award seeks to give recognition to creative works produced by staff members of the University within the last five years, which are outstanding in their own terms. The award may be made to jointly-produced creative works. However, in the case of jointly-produced works where non-UCT persons are involved, the UCT person should have made the most significant contribution to the work. Evidence of this must be supplied with the nomination. Most of the work should have been done during the producer(s) employ at UCT. No restriction is placed on the medium in which the creative work is produced. 8.2 To recommend from time to time to Senate such changes to its terms of reference or procedures as it believes will assist the Committee in meeting its purpose.
9. PROCEDURES: 9.1 Creative Works Award 9.1.1 In September each year the Committee will call for nominations and set a closing date. 9.1.2 Nominators must be members of the University and may nominate themselves. Each nomination must be seconded, but need not be endorsed by the producer(s) of the creative work. 9.1.3 Unsuccessful previous nominations may be re-nominated. 9.1.4 In the second week of February nominees will be notified; they have the option to withdraw. Nominees will be required to submit a copy of, or supporting portfolio for, the creative work as appropriate, as well as reviews or information regarding public response to the work, to assist the Committee members in their assessment. Where feasible and necessary, a visit to the site of the artwork will be arranged by the Research Office. Committee members may not communicate with nominators or nominees. 9.1.5 During March the Committee will meet to establish and verify the list of creative works, and will undertake a preliminary evaluating process leading to the drawing up of a short list, at this or a subsequent meeting. 9.1.6 The Committee may then appoint one or more reviewers for each creative work on the short list. Reviewers will act in confidence and may not communicate with either nominees or nominators. Their names are not released to nominees or nominators but remain privy to the Committee. They will be required to undertake formally to provide an appraisal of the creative work for submission to a later meeting of the Committee. 9.1.7 The Committee will hold its final meeting of the cycle in May, at which it will consider the reports of the reviewers and make its Award. The Committee may decide to make no award if in its view none of the nominations meets the required standard.
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9.1.8 Successful nominees and nominators, the Registrar and the Department of Communication & Marketing will be notified immediately of the Award. The Registrar will arrange for formal recording of the award in the Principal’s Circular. The Research Office will arrange preparation of the monetary award. 9.1.9 The nominator, in consultation with the Chair of the Committee, will be requested to draw up a citation suitable for the June Graduation Ceremony. 9.1.10 The Research Administration and/or the Department of Communication & Marketing will liaise with the successfully nominated producer(s) of the creative work and the media in order to ensure that adequate publicity is given to the creative work’s receipt of the award. 9.1.11 The award bears the date of the year in which it is awarded. 9.2 To request and manage a suitable budget each year, to support the awards process for the following year. 9.3 The annual report by the Committee to the Chair of the University Research Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: The Committee manages the approved budget for its activities and makes the Creative Works Award. 11. This committee is serviced by the Department of Research & Innovation.
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CREATIVE WORKS AWARD COMMITTEE
POLICY GUIDELINES
1. DEFINITION • The University of Cape Town Creative Works Award seeks to give recognition to major creative works (art works, performances, productions, compositions, architectural designs) produced by staff members of the University within the last five years, which are outstanding in their own terms. The award may be made to jointly-produced creative works. However, in the case of jointly-produced works where non-UCT persons are involved, the UCT person should have made the most significant contribution to the work. Evidence of this must be supplied with the nomination. Most of the work should have been done during the producer of the work’s employ at UCT. No restriction is placed on medium in which the creative work is produced. • The Award bears the date of the year in which it is awarded. • The Award carries a purse of R25000. • The Award is presented at the June Graduation ceremony.
2. PROCEDURES • The Creative Works Award Committee makes the Award. Its decision is final.
3. NOMINATIONS • In September every year, nominations are invited from the University community through a circular posted on the UCT website. • Nominators must be members of the University and may nominate themselves. Each nomination must be seconded. Nominations need not be endorsed by the producer(s) who are nominated. Closing Date: Second week of February. • Nominations have to be made every year. Creative works previously nominated (except winners) may be re-nominated. The committee will not consider past nominations unless they are duly renewed.
4. SELECTION • The first meeting of the Committee will take place in March. Copies of, or portfolios on, the description of the creative work and relevant reviews will be handed out to the Committee members for assessment. Where feasible and necessary, a visit to the site of the artwork will be arranged by the Research Office. Committee members may not communicate with nominators or nominees.
5. SHORT LIST AND REVIEWERS • At the second meeting, members will report back and the Committee will draw up a short list of approximately 3 works.
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• If necessary, the Committee may appoint one or more than one reviewer for each short-listed creative work. Reviewers may be internal or external, and are to act in confidence. They may not contact nominators or nominees. Reviews are done in writing according to the Guidelines for Reviewers (below).AWARD • Before the end of May, at its final meeting, the Committee will make the Award. The Committee may decide to withhold the Award.
6. PUBLICATION • The winner and her/his nominator as well as the Registrar will be notified immediately. The Department of Communication & Marketing will be notified for a Monday Paper article. • The nominator will be requested to draw up a citation suitable for reading at the June Graduation.
7. GUIDELINES FOR REVIEWERS • The above procedures will be brought to the attention of the reviewers. • Reviewers are acting in confidence. Their names are not to be released to nominees and reviews remain privy to the Committee. • Appointment as a Reviewer for the Creative Works Award does not carry any remuneration. Appointment as a Reviewer for the Creative Works Award, being a formal appointment in the service of the Committee, may be cited in curriculum vitae. • Reviewers are asked to submit an appraisal indicating the reasons whether or not the creative work submitted is outstanding on its own terms. • The decisive factor should be that the winning creative work demonstrates excellence by setting new standards: (a) within in its own field; (b) within the genre or practice it aims at emulating and (c) in relation to its implied or actual audience. • It should follow that the winning creative work be a credit to the University, but this consideration should not impinge due process of appraisal, for instance in the case of controversial works. • Reviewers may rely on available journal or peer reviews such as those submitted to the Committee, to sustain their own critique, but they must be able to conclude unequivocally as to whether the creative work has achieved the aims set above.
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MEMBERSHIP: CREATIVE WORKS AWARD COMMITTEE
Status Committee of Senate Terms of Office Composition The Vice-Chancellor Dr M Price ex officio The Deputy Vice-Chancellors Prof J Beall ex officio Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser Three members external to the UCT Prof PJ Klatzow 01.07.2008 to 30.06.2012 community, who have demonstrated Pro I Low 01.07.2008 to 30.06.2012 esteem as experts in areas of creative work Prof P Skotnes 01.07.2008 to 30.06.2012 as practiced at UCT, appointed by Senate, 3 Senate Members Chair/ Elected by the Committee from among its TBA Deputy Chair own members Terms of Office Four years from July, with four Senate appointees initially retiring after two years and thereafter two appointees retiring each year. Retiring appointees are eligible to serve for one further term of three years. Serviced by The Department of Research & Innovation Vacant Servicing Officer Email: [email protected] Phone: Details
Page 136 of 521 CENTRE FOR SOCIAL SCIENCE RESEARCH (CSSR) ADVISORY BOARD
CENTRE FOR SOCIAL SCIENCE RESEARCH (CSSR) ADVISORY BOARD
1. STATUS Working Group constituted by the Vice-Chancellor
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC 01/2008 dated 30 January 2008 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: The CSSR Advisory Board is responsible for advising on the strategic direction of the CSSR as presented by the Director. More specifically, the functions of the CSSR Advisory Board will be to: • advise on overall objectives; • discuss and support the strategic plan; • discuss and resolve matters of policy; • monitor, evaluate and comment on performance of the CSSR; • assist in the promotion of, and lobbying for support for the CSSR to facilitate achievement of objectives; • advise the CSSR on resource requirements; • After tabling of the annual financial statements, advise on financing. In fulfilling their advisory role, CSSR Advisory Board members will be expected to observe policies and principles of good corporate governance and to cooperate in efforts to apply these.
4. COMPOSITION: The CSSR Advisory Board comprises the following ex officio members: Chairperson: Dean of Humanities (Professor Paula Ensor) Deputy Dean, Humanities (Research) (Professor Joe Muller) CSSR Director (Professor Robert Mattes) CSSR Unit Heads (Professors Nicoli Nattrass and Jeremy Seekings) In addition: By invitation of the Chair: Departmental representatives from the Departments of Political Studies, Sociology, Economics and Psychology By invitation of the Chair: Two non-CSSR Research Unit representatives
The departmental representatives and the non-CSSR research unit representatives will be invited to become members of the Board by the Chairperson after consultation with all ex officio members of the Board.
Page 137 of 521 CENTRE FOR SOCIAL SCIENCE RESEARCH (CSSR) ADVISORY BOARD
9. PROCEDURES: Operating mechanisms of the Advisory Board • A member of the Board, excluding the ex officio members, shall be appointed for a period of three years, but shall be eligible for reappointment. The ex officio members will serve while in office. • A Board member can nominate an alternate to represent him/her at meetings if not able to attend. • A Board member effectively vacates his/her position if s/he either: o resigns; o is absent from 3 (three) consecutive Board meetings without reasonable cause, or; o if the Chairperson terminates his/her office on reasonable grounds. • Meetings of the Board shall be held locally at least once a year at such time as the Board may determine. • The Chairperson may at any time convene a special meeting of the Board which shall be held at such time as s/he may direct. • The quorum for a meeting of the Board shall be a simple majority of its members. • Subject to the approval of the Chairperson, any person may attend and partake in a meeting of the Board, but may not vote. • The CSSR will be responsible for providing secretarial support to enable the Board to perform its function.
Page 138 of 521 CENTRE FOR SOCIAL SCIENCE RESEARCH (CSSR) ADVISORY BOARD
MEMBERSHIP: CENTRE FOR SOCIAL SCIENCE RESEARCH (CSSR) ADVISORY BOARD
Status Advisory Board Terms of Office Composition Chairperson: Dean of Humanities Prof MP Ensor ex officio Deputy Dean, Humanities Prof J Muller ex officio (Research) CSSR Director Prof R Mattes ex officio CSSR Unit Heads Prof N Nattrass ex officio Prof J Seekings By invitation Departmental representatives from the Departments of- • Political Studies, Pol: Prof R Schrire 01.07.2008 to 30.06.2012 • Sociology, Soc: A/Prof D Cooper 01.07.2008 to 30.06.2012 • Economics Eco: A/Prof M Wittenberg 01.07.2008 to 30.06.2012 • Psychology Psy: Dr F Boonzaier 01.07.2008 to 30.06.2012 Two non-CSSR Research Unit Dr I Woolad 01.07.2008 to 30.06.2012 representatives A/Prof E van der Spuy 01.07.2008 to 30.06.2012 The departmental representatives and the non-CSSR research unit representatives will be invited to become members of the Board by the Chairperson after consultation with all ex officio members of the Board. Chair Dean of Humanities Prof MP Ensor Serviced by Ms E Downes Servicing Officer Email: [email protected] Phone: 650-4655 Details
Page 139 of 521 CSSR ADVISORY BOARD 140
Organogram
Dean
Advisory Board
Director Directorate
ASRU DARU SSU
Page 140 of 521 DEVELOPMENT, COMMUNICATION, ALUMNI & MARKETING WORKING GROUP (DCAM)
DEVELOPMENT, COMMUNICATION, ALUMNI & MARKETING WORKING GROUP (DCAM)
2. STATUS Working Group constituted by the Vice-Chancellor
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (c) Date of approval: Senate, via Special PC 03/2006 dated 29 March 2006 (d) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
4. PURPOSE: To ensure co-ordination and the sharing of information between; (i) The Communications and Marketing Department (ii) The Development and Alumni Department (iii) The Faculties, the GSB and CHED (iv) Pass Departments and (v) The Office of the Vice Chancellor (vi) on communication, marketing, fundraising and alumni/ae matters.
4. COMPOSITION: Executive Director: Development & Alumni Department Executive Director: Communication & Marketing Department A nominee of each Faculty Dean, the Dean of HED and the Director of the GSB, One nominee from Student Affairs and one nominee from Student Recruitment Up to two nominees each of the Executive Directors of CMD and of DAD
5. CHAIR/DEPUTY CHAIR: Executive Directors of Communication & Marketing and of Development and Alumni by rotation.
6. SPECIAL QUORUM RULES: No special quorum rules. Frequency of meetings: usually monthly, with a minimum of eight meetings per annum
7. TERMS OF OFFICE: Members appointed annually by Deans, Director of Department of Student Affairs and Executive Director of Communications & Marketing and Executive Director of Development and Alumni
Page 141 of 521 DEVELOPMENT, COMMUNICATION, ALUMNI & MARKETING WORKING GROUP (DCAM)
8. TERMS OF REFERENCE: To ensure co-ordination and sharing of information with respect to- • communication including websites and other C&M publications, ; • marketing; • University events • All development and fundraising activities • All Alumni/ae activities • Communication to staff and to students
9. PROCEDURES: The DCAM Working Group will meet monthly. Prior to each meeting each sector will submit a short report on their recent activities and planned activities for the forthcoming period.
The Chair of DCAM will report to each meeting of the University Development Committee (UDC) on the activities of the DCAM Working Group.
10. DELEGATED AUTHORITY: Not applicable
11. Administrative support will be provided by the Communications and Marketing Department
Page 142 of 521 DEVELOPMENT, COMMUNICATION, ALUMNI & MARKETING WORKING GROUP (DCAM)
MEMBERSHIP: DEVELOPMENT, COMMUNICATION, ALUMNI & MARKETING WORKING GROUP (DCAM)
Status A Working Group constituted by the Terms of Vice-Chancellor Office Composition Executive Director: Development & Dr J McNamara Alumni Executive Director: Communication & Ms G Kruger Marketing A nominee of each Faculty Dean, the Dean of HED and the Director of the GSB One nominee from Student Affairs and one nominee from Student Recruitment Up to two nominees each of the Executive Directors of CMD and of DAD Chair Executive Directors of Communication & Marketing and of Development and Alumni by rotation Terms of Office Members appointed annually by Deans, Director of Department of Student Affairs and Executive Director of Communications & Marketing and Executive Director of Development and Alumni Serviced by Development and Alumni Dept. and Ms R Muir Communications and Marketing Mr C Lyons Department by rotation Servicing Officer Email: [email protected] Phone: 650-4146 Details [email protected] 650 3739
Page 143 of 521 DEFERRED EXAMINATIONS COMMITTEE
DEFERRED EXAMINATIONS COMMITTEE
1. STATUS: A committee of Senate.
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (e) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 (f) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To award deferred examinations and extra time in examinations, on their merits, in terms of Senate policy.
4. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors (ex officio) Three members of the academic staff appointed by Senate, normally to include a medical practitioner and a lawyer. An educational psychologist nominated by Senate, for applications on grounds of learning or physical disabilities The Executive Director: DSA
5. CHAIR/DEPUTY CHAIR: Chair & Deputy: A member of the Committee chosen by the Committee
6. SPECIAL QUORUM RULES: The quorum is one member, except in the cases of paragraph 9.3. or 9.8 below, when it is four members.
7. TERMS OF OFFICE: Four years from 1 July, to retire in rotation to achieve continuity.
8. TERMS OF REFERENCE: The Committee acts on behalf of Senate in deciding on applications for the award of deferred examinations or of extra time in examinations (for students with disabilities). The Committee reviews the policy and rules and may make proposals to Senate for these.
Page 144 of 521 DEFERRED EXAMINATIONS COMMITTEE
9. PROCEDURES: The policy on deferred examinations, and the rules are decided by Senate. 9.1 Late applications: The Registrar shall refuse any application for a deferred examination that is late in terms of the rules 9.2 Deferred examinations: The grant of a deferred examination is at the discretion of Senate. A student who applies for a deferred examination must do so in terms of Rule G25, and his/her application must be considered in terms of Rule G25 by the Committee. 9.3 Deferred examinations for student leaders: The Committee, sitting with the Executive Officer responsible for Student Affairs present, may grant a deferred examination to a student leader, in special circumstances, where the student has been involved in official bona fide work in a student leadership position.
In considering such applications the Committee must satisfy itself that the student's contribution has been substantial. Senate envisages that a few students, perhaps no more than two or three each year, will be allowed such a deferment of examinations. 9.4 Deferred supplementary examinations: The grant of any deferred supplementary examination must be in terms of Senate's policy on this question. 9.5 The Committee may consult: The Committee may consult the Head of the Department and/or the dean of the faculty on the academic performance of any applicant. 9.6 Objections on religious grounds: In considering an application for a deferred examination on the basis that the student concerned objects on religious grounds to attending an examination on the day specified in the examination timetable, the Committee: • must seek to establish the bona fides of the applicant; and • may consult the Head of the Department of Religious Studies or his/her nominee. 9.7 Applications on the grounds of political conviction or conscience: In the case of applications on the grounds of political conviction or political conscience, the Committee must decide: • whether exceptional circumstances exist as contemplated in Rule G26; and • on the merits of the individual's case. The requirement that the applicant must have a DP applies in this case, as in others.
Page 145 of 521 DEFERRED EXAMINATIONS COMMITTEE
9.8 Deferred examinations for students suspended in terms of the Rules on Disciplinary Jurisdiction and Procedures: The Committee may consult with the Presiding Officer of any Court, which dealt with the student before reaching a decision to grant a deferment to a student who has been suspended. 9.9 Appeals against decisions of the Committee: A student who is refused a deferment by the Committee may apply to the Vice-Chancellor (or his/her nominee in term of the rules providing for appeals against decisions on concessions or other academic matters). 9.10 The annual report by the Committee to the Chair of the Examinations and Assessment Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: The committee has delegated authority to act on behalf of Senate.
11. This committee will be serviced by the Deputy Registrar, or nominee.
Page 146 of 521 DEFERRED EXAMINATIONS COMMITTEE
MEMBERSHIP: DEFERRED EXAMINATIONS COMMITTEE
Status A committee of Senate Term of Office The Vice-Chancellor and Deputy Vice- Dr M Price ex officio Chancellors Prof J Beall Prof T Nhlapo Prof C Soudien (Acting) Prof DP Visser Composition Three members of the academic staff Ms J Hardman 01.07.2008 to 30.06.2012 appointed by Senate, normally to Mr SA Nakhjavani 01.07.2008 to 30.06.2012 include a medical practitioner and a Ms G Solomons 01.07.2008 to 30.06.2012 lawyer An Educational Psychologist Ms J Hardman 01.07.2008 to 30.06.2012 nominated by Senate, for applications on grounds of learning or physical disabilities The Executive Director: DSA or Ms E Goliath 01.07.2008 to 30.06.2012 nominee Chair A member of the committee chosen by Ms G Solomons 01.07.2008 to 30.06.2012 the committee Deputy Chair A member of the committee chosen by Ms J Hardman 01.07.2008 to 30.06.2012 the committee Terms of Office Four years from 1 July, to retire in rotation to achieve continuity Serviced by Deputy Registrar, or nominee Ms SM Rich Servicing Email: [email protected] Phone: 650-2118 Officer Details
Page 147 of 521 DISCIPLINARY AND APPEAL COMMITTEES: ADMINISTRATIVE AND SUPPORT STAFF
DISCIPLINARY AND APPEAL COMMITTEES: ADMINISTRATIVE AND SUPPORT STAFF
1. STATUS: Disciplinary body
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To deal with alleged breaches of discipline by members of the administrative and support staff. The details of these are set out in the Staff Manual.
These will generally be the result of negotiations with staff trade unions. The procedures negotiated between the UCT Employees Union (formerly the UCT Staff Association) and those procedures negotiated with NEHAWU are set out in the Staff Manual. The UCT Employees Union procedures do not apply to staff outside the bargaining units (staff excluded from the bargaining units, plus professional administrative and support staff in payclasses 13 and 14).
Page 148 of 521 DISTINGUISHED TEACHERS AWARD COMMITTEE (DTA)
DISTINGUISHED TEACHERS AWARD COMMITTEE (DTA)
1. STATUS: A Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via PC 08/2000 dated 23 August 2000; Senate, via PC 10/2002 dated 23 October 2002 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To select recipients of the Distinguished Teacher Award.
4. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors (ex officio) Five members of the academic staff appointed by Senate (who should preferably be former recipients of the award). If a member is on study and research leave for either semester a leave replacement is appointed. Five students appointed by the SRC: three to be from Faculty Student Councils, and two from the Students’ Representative Council
5. CHAIR/DEPUTY CHAIR: Chair: An Executive Officer nominated by the Vice-Chancellor Deputy: A member of the Committee chosen by the Committee.
6. SPECIAL QUORUM RULES: The quorum is seven, not including any executive officer present of whom at least two must be staff appointed by Senate and at least two must be students appointed by the SRC.
7. TERMS OF OFFICE: Senate appointees: four years from 1 January, with members retiring in rotation. Student members: two years, with members retiring in rotation.
Page 149 of 521 DISTINGUISHED TEACHERS AWARD COMMITTEE (DTA)
8. TERMS OF REFERENCE: The Committee chooses and reports to Senate the recipients of the Distinguished Teacher Award. This is made annually in recognition of a continued record of excellence in teaching at all levels. The number of awards to be made annually is decided by Senate. Senate has decided that not more than four awards may be made in any one year in a three-tier award system: • A “Vice-Chancellor’s Teaching Medal” to be awarded, from time to time and at the discretion of the DTA Committee, to one of the four recipients of the DTA who clearly stood out above the other nominees as an exceptional teacher. • A maximum of four Distinguished Teacher Awards be awarded annually. • “Certificates of Merit” be awarded at the discretion of the DTA Committee, to outstanding unsuccessful nominees. The number of Certificates of Merit would vary from year to year.
9. PROCEDURES: 9.1 All members of the staff who teach students are eligible for the award. However, the Committee must be particularly mindful of the need to reward outstanding 'junior' academic staff (PC 8/90). 9.2 The Committee must look for intellectual vigour and communication skills in the interpretation and presentation of subject matter, and for a clear indication that the nominee has a favourable and lasting influence in educating students. The teacher's human quality and concern for and sensitivity to the needs of students are obvious criteria. Evidence of successful innovation in teaching may also be taken into consideration, but excellence in teaching does not necessarily require innovation. 9.3 The Committee encourages each faculty merit committee to nominate the best teachers in the faculty for the Award. The Committee in turn must bring to the attention of the relevant dean those outstanding teachers whose candidacies have been unsuccessful, with a view to consideration for other forms of reward (PC 10/90). 9.4 The Committee may receive nominations from students or members of the academic staff or both. Nominations must consist of a detailed statement making the case for the award. Where possible, evidence of excellence in teaching over a number of years should be included as well as some detail about the nominee's approach to teaching; for example whether the teacher's strengths lie in lecturing to large classes, in laboratory instruction, in less formal teaching activities outside the classroom, in some innovative teaching technique, and so on. 9.5 Every nominee will be asked if he/she is willing to be considered for an award.
Page 150 of 521 DISTINGUISHED TEACHERS AWARD COMMITTEE (DTA)
9.6 If a candidate accepts: 9.6.1 he/she will be invited to submit a concise statement of approximately two pages on his/her teaching philosophy, values and objectives, and methods of achieving them; 9.6.2 the course co-ordinator(s) and the Head of Department will be asked to provide representative student surveys of all courses the candidate teaches. Where possible such surveys must include information, which allows a comparison of the teaching of the candidate with that of other lecturers teaching the same course (where more than one person teaches a course) or/and with other lecturers in the same department (where the candidate is the only person teaching the course). In cases when a candidate is nominated on the grounds of teaching dissertation and thesis students, the above will apply mutatis mutandis. 9.6.3 the course co-ordinator(s) and the Head of Department will be asked to provide a synthesis of the results of student surveys of the candidate's teaching relative to that of other lecturers. This synthesis must cover all courses taught by the candidate, including postgraduate courses and students but excluding extramural courses. Syntheses may be done in a way that does not identify other lecturers who are not candidates. 9.6.4 the Head of Department will be asked to give his/her own comments on the candidate's teaching relative to the performances of other lecturers in the department. 9.6.5 the Dean will be asked to give his/her own comments on the candidate's teaching, but will not be asked to rate candidates in his/her faculty. 9.7 The submission of representative student evaluations of a lecturer's teaching is obligatory. The Committee must encourage Heads of departments to make use of methods of evaluation that allow a comparison of the teaching of nominees with that of other lecturers teaching the same course or - if the nominee is the only person teaching the course - with other lecturers in the same department. 9.8 For a name to be selected a simple majority of students present and voting and separately, a simple majority of staff present and voting, is necessary. 9.9 The Distinguished Teacher Award may be given once only to a particular person. 9.10 A citation recognising each recipient of the award will be published at the appropriate graduation ceremony. The names of recipients will be published in the University Handbooks. A purse will accompany each award; the amount will be decided from time to time.
Page 151 of 521 DISTINGUISHED TEACHERS AWARD COMMITTEE (DTA)
9.11 The Committee may invite those unsuccessful candidates whom it considers to be at the appropriate level of a distinguished teacher to remain on the list for two years after the year of nomination. Any nominee whom the Committee does not consider as being at the appropriate level of a distinguished teacher at this stage will be withdrawn for the following two years. After that, if the person is nominated, his/her nomination will be considered without prejudice. 9.12 The Annual Report by the Committee to the Chair of the Senate Executive Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: The Committee has delegated authority to make the awards. Results are reported to Senate and Council via the Principal’s Circular.
11. This committee is serviced by the Registrar’s Secretariat
Page 152 of 521 DISTINGUISHED TEACHERS AWARD COMMITTEE (DTA)
MEMBERSHIP: DISTINGUISHED TEACHERS AWARD COMMITTEE
Status A Committee of Senate Terms of Office Composition The Vice-Chancellor Dr M Price ex officio The Deputy Vice-Chancellors Prof J Beall ex officio Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser Five members of the academic staff A/Prof B Davidowitz 01.07.2008 to 30.06.2012 appointed by Senate (who should Prof A Mall 01.07.2008 to 30.06.2012 preferably be former recipients of the A/Prof R Mendelsohn* 01.07.2008 to 30.06.2012 award): if a member is on study and research leave for either semester a Dr S Oldfield 01.07.2008 to 30.06.2012 leave replacement is appointed. Mr M Paleker 01.07.2008 to 30.06.2012 Five students appointed by the SRC: One calendar year three to be from Faculty Student Councils, and two from the Students’ Representative Council Chair A person nominated by the Vice- Prof T Nhlapo 01.07.2008 to 30.06.2012 Chancellor Deputy Chair A member of the Committee chosen by the Committee Terms of Office Senate appointees: four years from 1 January, with members retiring in rotation. Student members: two years, with members retiring in rotation. Serviced by The Registrar’s Secretariat Mrs D Wedel Servicing Officer Email: [email protected] Phone: 650-2110 Details Leave *A/Prof R Mendelsohn (S & R leave in Dr Z Erasmus 01.07.2009 to 31.12.2009 Replacement 2009)
Page 153 of 521 DOCTORAL DEGREES BOARD (DDB)
DOCTORAL DEGREES BOARD (DDB)
1. STATUS: Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; PC02/2002 dated 27 February 2002; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules and Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principle’s Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To regulate the administration, examining and award of all supervised doctoral degrees (other than the MD degree) and the degree of Doctor of Laws by published work; and to do this for other senior doctorates where it and the faculty agree.
4. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors (ex officio) The Deans of Faculties or nominees The Dean of Higher Education Development, or nominee
5. CHAIR/DEPUTY CHAIR: Elected by the Committee for a three year term of office from its members.
6. SPECIAL QUORUM RULES: Four members shall constitute a quorum.
7. TERMS OF OFFICE: Four years from 1 July.
8. TERMS OF REFERENCE: 8.1 The Board is responsible for all supervised doctoral degrees, applying the PhD procedures mutatis mutandis to all supervised (other than the MD degree) doctoral degrees and the degree of Doctor of Laws by published work. 8.2 In administering supervised doctoral degrees, it applies the PhD procedures mutatis mutandis to all supervised doctoral degrees; and 8.2.1 decides on all recommendations for candidature for supervised doctoral degrees; 8.2.2 appoints examiners for candidates for supervised doctoral degrees
Page 154 of 521 DOCTORAL DEGREES BOARD (DDB)
8.2.3 considers the reports of assessors and examiners on candidates for supervised doctoral degrees, and decides the result of each examination; 8.2.3 decides recommendations from Boards of Faculties that candidates who have been registered for no less than one year as PhD students at any university or equivalent institution recognised by the Senate for the purpose, be exempted from any period up to one year of the time of registration required for the PhD degree (Rules GP2 and GP3). 8.3. In administering the degree of Doctor of Laws by published work, it applies the PhD procedures set out in paragraph 9. (All other unsupervised doctoral degrees are administered by the faculties who are required to include the Chair and/or Deputy Chair of the Doctoral Degrees Board at consideration of their award.) 8.4. The Board is responsible for devising, and submitting to Senate for Senate’s approval, PhD procedures. 8.5. The Board liaises with the Board for Graduate Studies in respect of matters of common concern.
9. PROCEDURES: The annual report by the Committee to the Chair of the Senate Executive Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: The Doctoral Degrees Board has delegated authority to: admit, or not, students as PhD candidates; re-admit, or not, PhD candidates; appoint examiners; decide the result of examinations recognise, or not, period of attendance at UCT or elsewhere for the purpose of PhD registration.
11. This committee is serviced by the Registrar’s Secretariat.
Page 155 of 521 DOCTORAL DEGREES BOARD (DDB)
MEMBERSHIP: DOCTORAL DEGREES BOARD
Status Committee of Senate Terms of Office Composition The Vice-Chancellor Dr M Price ex officio The Deputy Vice-Chancellors Prof J Beall ex officio Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser The Deans of Faculties or nominees COM: A/Prof N Viegi 01.07.2008 to 30.06.2012 EBE: Prof G Nurick 01.07.2008 to 30.06.2012 HUM: Prof HJ Snyman 01.07.2008 to 30.06.2012 LAW: Prof TW Bennett 01.07.2008 to 30.06.2012 FHS: Prof CL Vaughan 01.07.2008 to 30.06.2012 SCI: Prof K Driver 01.07.2008 to 30.06.2012 The Dean of Higher Education A/Prof N Yeld 01.07.2008 to 30.06.2012 Development, or nominee Chair Elected by the Committee for a four Prof DP Visser 01.07.2008 to 30.06.2012 Deputy Chair year term of office Prof HJ Snyman 01.07.2008 to 30.06.2012 Terms of Office Four years from 1 July Serviced by the Registrar’s Secretariat Ms A Rooks Servicing Email: [email protected] Phone: 650-2202 Officer Details
Page 156 of 521 EDUCARE COMMITTEE
EDUCARE COMMITTEE
1. STATUS: Committee of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To ensure that the Educare Centre fulfils its objective of ensuring that staff and student parents of pre-school children are able to play full roles as staff, or students, secure that their children are being well cared for:
4. COMPOSITION: The Vice-Chancellor’s nominee One member of the staff nominated by Senate The Educare Co-ordinator ex officio One member of the Educare parent body chosen by the parents One member of the Educare staff chosen by the staff One person nominated by the Academics Union One person nominated by NEHAWU One person nominated by the UCT Employees Union One person nominated by the SRC The Executive Director: Properties and Services or nominee
5. CHAIR/DEPUTY CHAIR: Chair & Deputy: The Vice-Chancellor’s nominee
6. SPECIAL QUORUM RULES Seven members shall constitute a quorum.
7. TERMS OF OFFICE: Staff: four years from 1 July Students: one calendar year
Page 157 of 521 EDUCARE COMMITTEE
8. TERMS OF REFERENCE: The Committee is to meet twice annually. 8.1 to receive an annual report on the operation of the Centre, and make appropriate policy recommendations to Council; 8.2 to give continuous attention to the reasonable provision that the University, as an employer and as an educational institution is or should be making for the pre-school and after-school care of the children of its staff and students; 8.3 to establish a Management Committee and determine its constitution; 8.4 after receiving proposals from the Management Committee, submit a draft budget for the ensuing year; 8.5 establish structures for liaison between the Centre’s staff, its Management Committee and parents; 8.6 through the work of parents and staff, encourage the Centre to work towards making it self-sufficient, including fundraising.
9. PROCEDURES: The Annual Report by the Committee to the Chair of the University Human Resources Review Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
10. This committee is serviced by the Properties and Services Department
Page 158 of 521 EDUCARE COMMITTEE
MEMBERSHIP: EDUCARE COMMITTEE
Status Committee of Council Terms of Office Composition The Vice-Chancellor’s nominee Ms van der Schuren 01.07.05 to 30.06.08 One member of the staff nominated by Senate Dr C Moloney 01.07.05 to 30.06.08 The Educare Co-ordinator Ms M Petersen-Sanders ex officio One member of the Educare staff chosen by Ms B Neer 01.07.02 to 30.06.05 the staff One current Educare parent elected by the Ms M van der Schuren 01.07.05 to 30.06.08 parents One person nominated by the Academics Ms J Whittal 01.07.2008 to 30.06.2012 Union One person nominated by NEHAWU Mr L Malukazi 01.07.02 to 30.06.05 One person nominated by the UCT Ms Y Fazel-Ellahi 01.07.02 to 30.06.05 Employees Union One person nominated by the SRC Name provided by One calendar year servicing officer The Executive Director Properties and Mr D Metcalf 01.07.02 to 30.06.05 Services or nominee Chair The Vice-Chancellor’s nominee Ms van der Schuren 01.07.05 to 30.06.08 Deputy Chair The Vice-Chancellor’s nominee Terms of Office Staff: three years from 1 July Students: one calendar year Serviced by The Executive Director: Properties and Ms M Petersen Services or nominee Servicing Officer Email: marilyn.petersen- Phone: 650-3522 Details [email protected]
Page 159 of 521 ELECTRON MICROSCOPE UNIT COMMITTEE
ELECTRON MICROSCOPE UNIT COMMITTEE
1. STATUS: Committee of the Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To advise the Director of the Electron Microscope Unit (EMU), the Equipment Committee (EC) and the University Research Committee (URC), and through them, Senate, on electron microscopy at UCT.
4. COMPOSITION: The Chair of the University Research Committee, or nominee The Dean of Science, or nominee The Dean of Engineering and the Built Environment or nominee The Dean of Health Sciences, or nominee The Chair of the Equipment Committee, or nominee The Director of the EMU One member of the academic staff of user departments from each of the Faculties of Engineering and the Built Environment, Health Sciences and Science, nominated by the Dean after consultation with user departments in his/her faculty.
5. CHAIR/DEPUTY CHAIR: Chair: The Chair of the University Research Committee, or a nominee; Deputy: A nominee of the Chair of the URC
6. QUORUM: Five members constitute a quorum.
7. TERMS OF OFFICE: Four years from 1 July.
Page 160 of 521 ELECTRON MICROSCOPE UNIT COMMITTEE
8. TERMS OF REFERENCE: (a) To advise the EC and through it the URC on provision of electron microscopy services to the University’s teaching and research community; (b) to receive, and report to the EC and URC on the annual report, strategic plan, and operational plan of the Director of the Electron Microscope Unit (EMU).
9. PROCEDURES:
(a) The EMU is a University facility run by a Director. From 2005 onwards, the EMU will fall into the grants category on the UCT budget and may also make application for granting of capital expenditure, in competition with the rest of the UCT community. The grant base year will be the operational continuing budget for 2005, adjusted for PASS salaries which may be impacted by the remuneration reviews by HR. Post the 2005 year the grant will increase by the target expense rate set by the University Finance Committee, the Director of Finance and the DVC Planning and Budgeting as part of the budget process each year. The EMU will continue to be serviced and assisted by the Science faculty. For administrative convenience only, the financial administration of the EMU is handled by the Science Faculty Office. The EMU will produce an annual budget for its internal management processes and for the EMU committee. The annual budget report must be lodged with the Manager: Financial Information Management and the DVC Research. Failure to do so could result in the withholding of the grant for the subsequent years. (b) The EMU Committee (EMUC) is established in the Research Cluster. The Chair of the EMUC submits a consolidated annual report to the Chair of the URC These reports are the vehicles for accounting for the work of the EC and EMUC respectively and for this reason these reports must indicate what the EMU and the EMUC have achieved relative to agreed goals and place the URC chair in a position to judge how well the EMUC has performed. (c) The Dean of the Science Faculty acts as the line manager for the Director of the EMU.
10. This committee is serviced by the Research & Innovation Department.
Page 161 of 521 ELECTRON MICROSCOPE UNIT COMMITTEE
MEMBERSHIP: ELECTRON MICROSCOPE UNIT COMMITTEE
Status Committee of Senate Terms of office Composition The Chair of the University Research Prof DP Visser ex officio Committee, or nominee The Dean of Science, or nominee Prof K Driver ex officio The Dean of Engineering and the Built Prof C Lang ex officio Environment, or nominee The Dean of Health Sciences, or nominee Prof S Kidson ex officio The Chair of the University Equipment Prof RB Tait ex officio Committee, or nominee The Director of the EMU A/Prof BT Sewell ex officio One member of the academic staff of user EBE: A/Prof M Claeys 01.07.2008 to 30.06.2012 departments; from each of the Faculties of FHS: Dr D Lang 01.07.2008 to 30.06.2012 Engineering and the Built Environment, Health Sciences and Science, nominated Sci: Prof E Rybicki 01.07.2008 to 30.06.2012 by the Dean after consultation with user departments in his/her faculty. The Director of the Core Equipment Facility Prof A le Roex 01.07.2008 to 30.06.2012
Chair The Chair of the University Research Prof DP Visser Committee, or a nominee; Deputy Chair A nominee of the Chair of the URC Prof RB Tait 01.07.2008 to 30.06.2012 Terms of Office Four years from 1 July Serviced by Research & Innovation Department Ms C Windvogel Servicing Officer Email: [email protected] Phone: 650-5110 Details
Page 162 of 521 EMPLOYEE RELATIONS MANAGEMENT COMMITTEE
EMPLOYEE RELATIONS MANAGEMENT COMMITTEE
1. STATUS: Sub-committee of the University Human Resources Committee (UHRC)
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: The Employee Relations Management Committee (ERMC) exists to advise the Vice-Chancellor on good employee relations policy, and to advise the HR Director on employee relations questions delegated to him/her, and to act in specified employee relations questions.
4. COMPOSITION: The Vice-Chancellor’s nominee The Executive Director Human Resources The Executive Director: Finance or nominee The Executive Director: Properties and Services The Executive Director: University Libraries, or nominee A Dean chosen by the Senate Executive Committee The Dean of Law or nominee The Registrar The Director of Student Housing The Employee Relations Manager HR Manager: Faculties HR Manager: PASS
5. CHAIR/DEPUTY CHAIR: The Vice-Chancellor’s nominee
6. SPECIAL QUORUM RULES: Four members shall constitute a quorum.
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7. TERMS OF OFFICE: The Dean holds office for a calendar year.
8. TERMS OF REFERENCE: 8.1 To recommend employment relations policy to the Vice-Chancellor, including mandates for negotiations on disputes and on procedural and substantive matters. 8.2 To provide the approved mandate(s) to management teams in disputes and in negotiations with staff bodies on procedural and substantive issues, and to act as a reference group to the management team(s) in such matters. 8.3 To implement approved procedures relating to retrenchments. 8.4 To manage Employee Relations disputes, and the University brief in labour litigation.
9. PROCEDURES: The Chair of the ERMC shall submit a written report on the work of the committee to the Chair of the University Human Resource Review Committee (UHRC) annually in November.
10. DELEGATED AUTHORITY: The Annual Report by the Committee to the Chair of the UHRC is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed.
11. This committee is serviced by the Executive Director HR, or nominee.
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MEMBERSHIP: EMPLOYEE RELATIONS MANAGEMENT COMMITTEE
Status Sub-committee of the UHRC Terms of Office Composition The Vice-Chancellor’s nominee Prof T Nhlapo ex officio The Executive Director HR Mr K Raphoto ex officio A Dean chosen by the Senate Executive TBA Committee The Dean of Law or nominee Prof ER Kalula to 30.06.08 The Registrar Mr HT Amoore ex officio The Employee Relations Manager Mr J Cloete ex officio The Executive Director of Properties and Mr J Critien ex officio Services The Executive Director: University Libraries, or Ms J Rapp ex officio nominee The Executive Director, Finance or nominee Mr PF Grant ex officio The Director of Student Housing & Residence TBC ex officio Life Chair/Deputy The Vice-Chancellor’s nominee Prof T Nhlapo Chair Terms of Office The Dean holds office for a calendar year Serviced by The Executive Director HR, or nominee Mr J Cloete Servicing Officer Email: [email protected] Phone: 650-4226 Details
Page 165 of 521 ENVIRONMENTAL MANAGEMENT WORKING GROUP
ENVIRONMENTAL MANAGEMENT WORKING GROUP
1. STATUS: Working Group in the UB&DC Cluster
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC 04/2006 dated 26 April 2006 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To ensure environmentally sustainable and responsible management of the campuses.
4. COMPOSITION: The Executive Director: Properties & Services The Director,Physical Planning Unit The horticulturalist Two members of the academic staff chosen by Senate A nominee of the Head of Environmental & Geographical Science with expertise in environmental management
5. CHAIR/DEPUTY CHAIR: The Executive Director: Properties & Services shall chair the working group. In his/her absence the working group must choose a chair from its members.
6. QUORUM:
7. QUORUM: Four members constitute a quorum.
8. TERMS OF OFFICE: Not applicable
9. TERMS OF REFERENCE: To advise the PPLC • on landscaping and planting, in order to ensure a high quality environment, where indigenous plant material dominates, and where substantial water- saving is achieved;
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• on water policy; • on energy policy; • on waste management; and • on environmental management generally.
10. PROCEDURES:
11. PROCEDURES: The Working Group is to meet quarterly, and over the course of each year must review all areas of the campus in rotation. The EMWG will report quarterly to the Physical Planning and Landscape Sub-Committee.
12. DELEGATED AUTHORITY: Not applicable.
13. Administrative support will be provided by Properties & Services Department.
MEMBERSHIP: ENVIRONMENTAL MANAGEMENT WORKING GROUP
Status Working Group in the UB&DC Cluster Terms of Office Composition The Executive Director: Properties & Services Mr J Critien ex officio The Head, Physical Planning Unit Mr GP de Wet ex officio The horticulturalist Ms N le Cordier ex officio Two members of the staff chosen by Senate Dr H-A Rother 01.07.2008 to 30.06.2012 xx S Patterson 01.07.2008 to 30.06.2012 A nominee of the Head of Environmental & Prof R Fuggle Geographical Science with expertise in environmental management Chair/Deputy The Executive Director: Properties & Services Mr J Critien Chair Terms of Office Not applicable Serviced by Properties & Services Department Mr J Critien Servicing Officer Email: [email protected] Phone: 650-4135 Details
Page 167 of 521 PROJECT IMPLEMENTATION COMMITTEES, USER COMMITTEES AND DESIGN REVIEW GROUPS
PROJECT IMPLEMENTATION COMMITTEES, USER COMMITTEES AND DESIGN REVIEW GROUPS
For all projects • over R2 million the UB&DC must appoint a User Committee • over R5 million the UB&DC must decide whether to appoint a Project Implementation Committee (i.e. the appointment of a PIC is optional at the discretion of the UB&DC); • over R5 million the UB&DC must appoint a Design review Committee In general the UB&DC will appoint a PIC • where the realisation of the project depends upon major fundraising ; and/or • where the project is especially complex. USER COMMITTEES
(a) COMPOSITION Chair: The Executive Director; Properties & Services or a member of UB&DC appointed by the UB&DC who may be a Deputy Vice-Chancellor Standing Members: Director Physical Planning Unit Director, Disability Unit, or nominee Project Manager Architect for project Members Specific to Project: Representative of the users appointed by the UB&DC
(b) ROLE • To propose the brief for the project and ensure that to the extent possible this meets user requirements • to be consulted on variations to the brief; • to be consulted on the design for the project
(c) REPORTING • The User Committee will report direct to the UB&DC except in the cases where the UB&DC has appointed a PIC, in which cases the User Committee concerned will report to the PIC.
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PROJECT IMPLEMENTATION COMMITTEES
COMPOSITION:
• A Chair appointed by the Chair of the UB&DC in consultation with the Vice-Chancellor’s nominee; • The Dean(s) of the Faculty or Faculties concerned or their nominees • The ED P&S • The ED Development and Alumni Affairs • Such other members as the UB&DC may appoint.
(b) ROLE: • To oversee and co-ordinate all aspects of the project; • To pay particular attention to ensuring that the needs of users are met; • To pay particular attention to ensuring that the scope of the project plans are within the budget approved by the Council; • Where fundraising is involved, to ensure effective communication with those doing the fund raising
(c) REPORTING • The Project Manager reports to the PIC and through it to the UB&DC; • The user committee concerned reports via the PIC to the UB&DC; • The Design review Group concerned consults the PIC but reports to the UB&DC; • The PIC may be required to submit financial reports and fundraising reports to the UFC • The PIC reports to the UB&DC and is advisory to it
DESIGN REVIEW GROUPS
(a) COMPOSITION: • A member of the UB&DC with design expertise to act as convener; • Up to four other people, drawn from inside and/or outside UCT with design expertise; • The Director: Physical Planning unit (b) ROLE • To liaise with the professional team on all aspects of the design of the project; • To advise the UB&DC on all aspects of the proposed design of the project.
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(c) REPORTING • The Design Review Group must liaise with the user committee for the project and will report to the UB&DC, and where there is one consult with the PIC.
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ETHICS IN RESEARCH COMMITTEE (EIR)
1. STATUS: Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via PC 07/2005 dated 27 July 2005; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To ensure the highest ethical standards in research, and to protect human subjects in social and scientific research.
4. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors (ex officio) The Deans of Faculties and CHED, or the Chair of the Faculty’s Standing Committee on Research Ethics nominated by the Dean Three members of the academic staff appointed by Senate An external (non-UCT) lay member appointed by Senate The Chair of the Senate Animal Ethics Committee or nominee Members co-opted, ad hoc, for specific enquiries by the Committee.
5. CHAIR/DEPUTY CHAIR: Members of the committee chosen by the committee.
6. QUORUM: Five members constitute a quorum.
7. TERMS OF OFFICE: Four years from 1 July.
8. TERMS OF REFERENCE: 8.1 to frame a code of ethics for research involving human subjects and to review this periodically, for Univesity Research Council consideration and Senate approval (See Appendix);
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8.2 to take steps to ensure the highest ethical standards in research by members of the University; 8.3 to monitor the work of faculty bodies charged with ensuring high ethical standards in research in their faculties; 8.4 to consider requests from individuals or bodies, inside and outside the University, who wish to conduct any form of research involving or among staff or students where this request is not appropriately considered by a faculty-level committee, or where the relevant faculty- level committee has declined to consider it.
9. PROCEDURES: 9.1. The Committee must ensure that the University of Cape Town Code for Research Involving Human Subjects is complemented by further specialist codes for particular disciplines. (It is envisaged that in some faculties, for example in the Faculty of Humanities, more than one specialist code might be applied, as there are specific accepted codes for disciplines such as Anthropology and Psychology. In other faculties, a single code could be applied). 9.2 Research proposals within faculties should be approved by the faculty-level committee. 9.3 The Faculty-level Committees have the primary responsibility for ensuring that human subjects used in social research in their faculties are protected adequately by the application of the appropriate code of ethics to every project involving human subjects in a particular faculty. 9.4 In order to do so, the Faculty-level Committees should, in the first instance, consider what code or codes are appropriate to the research conducted in their faculties. Copies of such codes must be lodged with the secretary of the Senate Ethics in Research Committee. Changes, which may be made to these codes, should also be reported to the Senate Committee. 9.5 The Faculty Committees report annually on: (a) the code or codes of ethics applied in their particular faculties; (b) the steps taken to inform researchers of their contents; (c) the procedures adopted by the faculty to ensure that all projects are evaluated to ensure that they meet the code or codes of ethics adopted by the faculty; and (d) Statistics on the number of projects considered, approved and rejected. 9.6 'Hard cases', i.e. instances where there is disagreement within a faculty committee, or where a researcher is unhappy with the decision of a faculty committee, or where the faculty committee is of the view that an important issue of principle is raised, should still be referred to the Senate Committee. 9.7 The Senate Committee retains the overall responsibility for the protection of human subjects in social research. It may intervene mao moot, in specific cases when it elected to do so.
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9.8 Ethical acceptability of questionnaire’s that are poor in design or language: Such questionnaires should not be accepted, and if external to UCT, should not be corrected by UCT but returned to the would-be- researcher. 9.9 In considering an application the Committee shall inter alia satisfy itself that: 9.9.1 the object of the inquiry is desirable; 9.9.2 the inquiry is designed so as to promise attainment of that object; 9.9.3 the facilities desired can be provided without prejudice to staff or students or the other responsibilities of the University; 9.9.4 there is no apparent legal objection to the nature or the method of research; 9.9.5 the operations involved in and any publication resulting from the research are the responsibility of a person or body acceptable to the University. 9.10 The annual report by the Committee to the Chair of University Research Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: The Committee has power to act on behalf of Senate in granting or refusing permission to an applicant to proceed with a programme of research. The Committee may in appropriate circumstances refer proposal to Senate by way of either the Senate Executive Committee or the Principal’s Circular.
11. This committee is serviced by the Registrar’s Secretariat.
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APPENDIX TO THE TERMS OF REFERENCE OF THE ETHICS IN RESEARCH COMMITTEE
UNIVERSITY OF CAPE TOWN CODE FOR RESEARCH INVOLVING HUMAN SUBJECTS
The University of Cape Town encourages and supports research in a wide range of human sciences. In the exercise of this task it strives for a just distribution and a responsible utilisation of resources and of the benefits of its research in the interests of South African society and the human condition as a whole. This means that the University of Cape Town sets itself the aim of doing research: (i) With scholarly integrity and excellence (ii) With social sensitivity and responsibility (iii) With respect for the dignity and self-esteem of the individual and for basic human rights (iv) With reference to clearly specified standards of conduct and procedures ensuring proper accountability In the pursuit of this ideal, UCT subscribes to the interdependent principles of scholarly responsibility, integrity and honesty, of human dignity and of academic freedom and openness. In the context of research, these principles are relevant in the relationships of the researcher to: (i) The research community and its ethos (ii) Research subjects (iii) Society as a whole (iv) The sponsors of research Researchers and the Research Community
1. Research should always be carried out in a thoroughly scholarly and responsible manner. Researchers must recognise their responsibility for: (i) The design, methodology and execution of their research; (ii) Planning it in such a way that the findings have a high degree of validity; (iii) Reporting their findings, and their limitations, so that these may be subject to peer review and publicly available, and (iv) Pointing, where relevant, to the possibility of alternative interpretations.
2. The right of fellow researchers to research from a variety of paradigms, and to use a range of methods and techniques should be respected. 3. In the communication of their findings, researchers should adhere to the principles of honesty, clarity, comprehensiveness, accountability and openness to public scrutiny. 4. The authority of professional codes relating to specific disciplines should be recognised and honoured. 5. Researchers must not misuse their positions as researchers for personal gain.
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Researchers and participants (research subjects) in the Research process 1. In the planning of research, researchers should consider the ethical acceptability and the foreseeable consequences of their research. 2. If conflict arises between the interests of researchers and those of research subjects, the principle holds that the interests of the research subject take precedence. 3. Participation in research requires informed, uncoerced, consent of participants. Researchers should inform participants, in language they can understand, of the aims and implications of the research project and of any other considerations which might reasonably be expected to influence their willingness to participate. 4. Researchers should respect the right of individuals to refuse to participate in research and to withdraw their participation without prejudice to them at any stage. 5. Researchers must protect participants against foreseeable physical, psychological or social harm or suffering which might be experienced in the course of the research. Researchers should be especially sensitive in their protection of the rights and interests of more vulnerable participants, such as children and the aged. When there is risk of harm, discussion of this with participants or their guardians must precede the research and be included in the informed consent procedure. No research should be undertaken on such vulnerable subjects if the required information can be obtained by other means. 6. Information obtained in the course of research, which may reveal the identity of a participant is confidential unless the participant agrees to its release.
Researchers and society as a whole.
The University is committed to conducting research which will contribute to health and quality of life and which strives to serve humanity and South African society as a whole rather than any sectional interests.
The University of Cape Town recognises society's right of timely access to research findings and to open debate on their implications.
Researchers and the sponsors of research.
Research, which is undertaken on behalf of sponsors, is subject to the usual conventions of contract research. Remuneration arrangements for subjects and researchers should be outlined in the contract. Conflicts of interest should be avoided, and all researchers should be asked to declare any potential conflicts of interest. Interference on the part of sponsors, which may jeopardise the integrity of the research, is not acceptable.
Information, which reveals the identity of individual participants in the research, will not be supplied to the sponsors other than with the permission of individual research subjects.
In its dealings with the sponsors of research, UCT is committed to upholding the principle that findings should be made responsibly and freely available to the public within a specified and limited timeframe.
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UCT is committed to upholding this code, but recognises that as research is a human endeavour it is also dependent on discretionary decisions for which individual researchers must accept ethical and scholarly responsibility. The scholarly and ethical standards of researchers are central to the research endeavour and efforts to sustain and develop these are integral components of research at the University of Cape Town. This code and the more detailed versions available within Medicine* and other disciplines aim to be more educative than coercive; but minimal procedural standards must also be set.
Ethical reasoning requires thought, insight and sensitivity. As with scholarly work, peer review is important. In the case of ethics, peer review includes the larger intellectual community, society at large, and research subjects. Seeking ethical approval should be seen as an opportunity for informed ethical reflection and discussion with ethical peers.
In this spirit approval will be required in terms of the principles of this Code of Research, as supplemented by specific disciplinary codes, for; (i) all research projects undertaken by staff and students of the University involving the participation of human subjects; (ii) all research projects undertaken by staff and students of the University being likely to have significant social consequences; (iii) all research projects by researchers external to the University involving the members of the University as subjects, from the Faculty committees charged with responsibility for research ethics and reporting to the Code of Ethics for Researchers Committee.
*See Medical Research Guidelines on Ethics for Medical Research (SA Medical Research Council, 1993)
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MEMBERSHIP: ETHICS IN RESEARCH COMMITTEE
Status Committee of Senate Terms of Office Composition The Vice-Chancellor Dr M Price ex officio The Deputy Vice-Chancellors Prof J Beall ex officio Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser The Deans of Faculties and CHED or the COM: A/Prof J Bagraim 01.07.2008 to 30.06.2012 Chair of the Faculty’s Standing EBE: A/Prof J Caset 01.07.2008 to 30.06.2012 Committee on Research Ethics HSF: Dr M Blockman 01.07.2008 to 30.06.2012 HUM: Prof J Cochrane 01.07.2008 to 30.06.2012 LAW: Ms A Pope 01.07.2008 to 30.06.2012 SCI: Prof ME Meadows 01.07.2008 to 30.06.2012 CHED: Dr A Cliff 01.07.2008 to 30.06.2012 Three members of the academic staff Prof D Benatar 01.07.2008 to 30.06.2012 appointed by Senate Prof TT Dunne 01.07.2008 to 30.06.2012 Prof J Seekings 01.07.2008 to 30.06.2012 An external (non-UCT) lay member Mr P Hoffman 01.07.2008 to 30.06.2012 appointed by Senate The Chair of the Senate Animal Ethics A/Prof J Bagraim 01.07.2008 to 30.06.2012 Committee or nominee Members co-opted, ad hoc, for specific ad hoc enquiries by the Committee. Chair Members of the committee chosen by the Prof T Dunne 01.07.2008 to 30.06.2012 Deputy Chair committee Ms A Pope 01.07.2008 to 30.06.2012 Terms of Office Four years from 1 July Serviced by The Registrar’s Secretariat Ms V Heard Servicing Officer Email: [email protected] Phone: 650-5828 Details
Page 177 of 521 EXAMINATIONS AND ASSESSMENT COMMITTEE (E&AC)
EXAMINATIONS AND ASSESSMENT COMMITTEE (E&AC)
1. STATUS: Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To develop, monitor and review all aspects of examinations, assessment and quality assurance policies and instruments, together with other matters bearing on standards and quality, in order to raise and maintain standards.
4. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors (ex officio) The Dean of Higher Education Development The Deans of Faculties, or nominees Three members of the academic staff appointed by Senate Two students who are members of Programme Committees in different Faculties nominated by the Students’ Representative Council The Chair of the Timetable Committee or nominee
Assessor Members: Director of Institutional Planning or nominee The Registrar
5. CHAIR/DEPUTY CHAIR: Chair & Deputy Chair: A member of the Committee chosen by the Committee
6. SPECIAL QUORUM RULES: Not applicable.
7. TERMS OF OFFICE: Members appointed by Senate: four years from 1 July; members to retire in rotation but be eligible for reappointment (initially two members to retire after two years). Student members: one year from 1 July, but eligible for re-election.
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8. TERMS OF REFERENCE: 8.1 to formulate policy proposals for consideration by Senate on any appropriate aspect of examinations and academic assessment including but not limited to: the role and function of examiners (internal and external); integrated assessment (as stipulated by the National Qualifications Framework), internal examining; the balance between formal examinations and in-course assessment); external examining; supplementary and deferred examinations; measures to counter dishonesty and plagiarism. 8.2 to ensure that UCT’s assessment practices are aligned with national policy as stipulated by the South African Qualifications Authority. 8.3 to act (under delegated authority) to ensure appropriate administrative measures are set up to adjust the rates of pay for examiners and invigilators, set the procedures for finalising results and ensure examination security. Such decisions are to be reported in the Principal’s Circular for information.
9. PROCEDURES: In performing its work the Committee must: 9.1 liaise with the Timetable Committee because of the interdependence between examinations and the timetable; 9.2 review all aspects of examinations and assessment; 9.3 work closely with the Quality Assurance Working Group; The annual report by the Committee to the Chair of the Senate Executive Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: To determine honoraria for examiners within budget.
11. This committee is serviced by the Deputy Registrar, or nominee.
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MEMBERSHIP: EXAMINATIONS AND ASSESSMENT COMMITTEE (E&AC)
Status Committee of Senate Terms of Office Composition The Vice-Chancellor Dr M Price ex officio The Deputy Vice-Chancellors Prof J Beall ex officio Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser The Dean of Higher Education Development A/Prof N Yeld 01.07.05 to 30.06.08 The Deans of Faculties, or nominees Com: A/Prof T Minter 01.07.2008 to 30.06.2012 01.07.2008 to 30.06.2012 EBE: Prof M Alexander 01.07.2008 to 30.06.2012 FHS: Prof G Louw 01.07.2008 to 30.06.2012 Hum: Prof N Worden 01.07.2008 to 30.06.2012 Law: Prof J Schwikkard 01.07.2008 to 30.06.2012 01.07.2008 to 30.06.2012 Sci: Prof S Bourne Three members of the academic staff Dr B Reed 01.07.2008 to 30.06.2012 appointed by Senate A/Prof S Shay 01.07.2008 to 30.06.2012 A/Prof N Yeld 01.07.2008 to 30.06.2012 Two students who are members of Names provided by the servicing One year renewable Programme Committees in different Faculties officer nominated by the Students’ Representative Council The Chair of the Timetable Committee or A/Prof P Bourne ex officio nominee : Assessor members: Director of Institutional Planning or nominee Ms J Favish Registrar, or nominee Mr HT Amoore/ Dr K van Heerden Chair A member of the Committee chosen by the Prof J Beall Committee Deputy Chair A member of the Committee chosen by the A/Prof N Yeld Committee Terms of Office Members appointed by Senate: four years from 1 July; members to retire in rotation but be eligible for reappointment (initially two members to retire after two years). Student members: one year from 1 July, but eligible for re-election. Serviced by The Deputy Registrar, or nominee Mr K Benjamin Servicing Officer Email: [email protected] Phone: 650-4508 Details
Page 180 of 521 FACULTY EXAMINATION COMMITTEES (FEC)
FACULTY EXAMINATION COMMITTEES (FEC)
1. STATUS: Compulsory Committee for all Faculties. Each FEC is a committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To decide results of examinations, to decide who qualifies for degrees, diplomas and certificates offered by the Faculty, and to determine the progression status of each student.
4. COMPOSITION: As decided by Senate in each case
5. CHAIR: As decided by Senate in each case
6. SPECIAL QUORUM RULES: As decided by Senate in each case
7. TERMS OF OFFICE: As decided by Senate in each case
8. TERMS OF REFERENCE: 8.1 To consider the reports of examiners, together with the recommendations of Heads of Departments and Programme Convenors, and to decide the results of students in each course. 8.2 To determine who qualifies for degrees, diplomas and certificates, according to the rules laid down by Senate. 8.3 To make recommendations to Senate via the Senate Executive Committee for cases not covered by the rules. 8.4 To decide the award of class medals and special prizes, having considered the recommendations of Heads of Departments and Programme Convenors. 8.5 To decide the award of supplementary examinations, having considered the recommendations of the examiners and Heads of Departments.
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8.6 To decide on the progression status of all students, including whether to refuse readmission to a student who fails to satisfy the minimum requirements for readmission laid down by Council with the approval of Senate, having considered the recommendations of the examiners, Heads of Departments and Programme Convenors, and to allow a student who has failed to satisfy such conditions to continue on such conditions as it may prescribe.
9. PROCEDURES: The Faculty Examination Committee (FEC) meets on scheduled dates in November/December, after the January/February Supplementary and Deferred Examinations, and after the June examinations. The Annual Report by the Committee to the Chair of the Faculty Board is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: 11. The FEC has authority from: (a) Senate to decide results, determine qualifiers, award Supplementary Examinations, award class medals and special prizes, and determine progression statuses. (b) Senate and Council to refuse readmission to a student who has not met the minimum readmission requirements. The FEC has authority to determine a result contrary to the recommendation of the department but that it may not do this without- (a) proper consultation with the department concerned (at a minimum requiring that the department be heard on the question); and (b) good cause having been shown
12. This committee is serviced by the Faculty Office Manager concerned.
NOTE: In Law the Faculty Board is the FEC for the Faculty.
MEMBERSHIP: FACULTY EXAMINATION COMMITTEES
Status Compulsory Committee for all Faculties: Senate Terms Committees of Office Composition As decided by Senate in each case Chair As decided by Senate in each case Terms of Office As decided by Senate in each case Serviced by Faculty Manager concerned Note: In Law the Faculty Board is the FEC for the Faculty
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MEMBERSHIP: FACULTY EXAMINATIONS COMMITTEE: ENGINEERING & THE BUILT ENVIRONMENT
Status Senate Committee Terms of Office Composition The Deans, Deputy Deans ex officio, excluding the RRC Prof FW Petersen ex officio Chair Prof MG Alexander Prof PA Bowen Prof C Lang Heads of Departments and two Programme Convenors, A/Prof K Cattell elected by the Programme Convenors, the ASPECT Co- Prof CT Gaunt ordinator, Chair of the Transformation Committee Prof JCQ Fletcher Prof L le Grange Prof RB Tait Prof A Zingoni Dr HT Pearce Dr BI Reed Dr J Smit Dr M Vanderschuren Chair The Dean or nominee Prof FW Petersen Deputy Chair A Deputy Dean Terms of Office Programme Convenors: 1 year renewable Serviced by Faculty Manager (Academic Administration) Ms G Valodia Servicing Email: [email protected] Phone: 650-4216 Officer details
MEMBERSHIP: HEALTH SCIENCES FACULTY EXAMINATION BOARD
Status Senate Committees Terms of Office Composition The Dean A/Prof G Perez ex officio
Representatives of Faculty Year 1 MBChB Representative Examination Committees: Year 3 MBChB Representative Year 4 MBChB Representative Year 5 MBChB Representative Year 6 MBChB Representative Year 1 – 3 H & RS Representative Year 4 H & RS Representative
Portfolio Managers: Undergraduate and Postgraduate Prof J Seggie Programmes and Student Support Prof C Swanepoel Dr C Sikakana Dr D Hendricks Dr S Kalula Chair Dean or nominee AProf G Perez Terms of Office Indefinite Serviced by Faculty Office Manager or nominee Ms V Naidoo : Manager Undergraduate Student Administration (Nominee) Servicing Officer Email: [email protected] Phone: 406-6559 Details
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MEMBERSHIP: FACULTY EXAMINATIONS COMMITTEE: HUMANTIES (POSTGRADUATE)
Status Senate Committee Terms of Office Composition The Dean A/Prof R Mendelsohn ex officio Deputy Deans A/Prof S Swartz Prof D Wardle Heads of Department in the Faculty Refer to Faculty Office Programme Convenors Refer to Faculty Office Introductory Course Convenors Refer to Faculty Office Heads of Depts or their nominees from departments external Refer to Faculty Office to the Faculty, which offer courses to students registered in the Faculty Chair The Dean or nominee Prof JP Muller Deputy Chair A member of the Committee chosen by the Committee Terms of Office Members appointed by the Faculty Board for four years from 1 July Serviced by Graduate Programmes Officer Ms A Wegerhoff Servicing Email: [email protected] Phone: 650-4414 Officer details
MEMBERSHIP: FACULTY EXAMINATIONS COMMITTEE: HUMANITIES UNDERGRADUATE DANCE, MUSIC AND EDUCATION
Status Committee of Senate Terms of Office Composition The Dean Prof C Soudien ex officio Deputy Deans A/Prof R Mendelsohn Prof J Muller A/Prof S Swartz Prof D Wardle The Head of Department or nominee: (a) Dance A/Prof F Larey (Acting) (b) Education A/Prof R Laugksch (c) Music Prof P Klatzow The Programme Convenor or nominee: (a) Dance A/Prof F Larey (b) Education Mr N Davies (c) Music Prof P Klatzow CHED representative, nominated by the Dean of HED Dr S Ismail Chair The Dean or nominee Prof C Soudien Deputy Chair A member of the Committee chosen by the Committee Terms of Office Members appointed by the Faculty Board for three years from 1 July Serviced by Faculty Manager, or nominee Mrs L Collins Servicing Officer Email: Phone: 650 2715 details
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MEMBERSHIP: FACULTY EXAMINATIONS COMMITTEES HUMANITIES: BA, BSOCSC AND SADEP PROGRAMMES
Status Committee of Senate Terms of Office Composition The Dean Prof MP Ensor ex officio Deputy Deans A/Prof R Mendelsohn Prof J Muller A/Prof S Swartz A/Prof D Wardle The Head of Department or nominee of each Refer to Faculty Office department in the Faculty (excluding Dance, Music and Education) The Head of Department or nominee of each Refer to Faculty Office department not of the Faculty but which offers courses taken by Humanities students All Programme Convenors or nominees (excluding A/Prof M Fleishman Dance, Music and Education) A/Prof LG Marx A/Prof S Inggs Prof J Maree A/Prof A Nash Mr D Nunez/Dr P Anderson Ms S Sturgeon CHED representative, nominated by the Dean of HED Ms A Bangeni Introductory Course Convenor, or nominee Ms N Winward-Cross Chair The Dean or nominee Prof MP Ensor Deputy Chair A member of the Committee chosen by the Committee Terms of Office Members appointed by the Faculty Board for four years from 1 July Serviced by Faculty Manager, or nominee Ms L Rautenbach Servicing Email: [email protected] Phone: 650 2690 Officer details
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MEMBERSHIP: FACULTY EXAMINATIONS COMMITTEES: SCIENCE
Status Committee of Senate Terms of Office Composition The Dean Prof K Driver ex officio Deputy Deans Prof AP le Roex A/Prof DW Gammon The Head of Department or nominee of each Refer Faculty Committee Department in the Faculty Handbook All Programme Convenors or nominees Refer Faculty Committee Handbook Student Advisers Refer Faculty Committee Handbook Heads of Departments or their nominees from Prof SH Kidson departments external to the Faculty, which offer courses to students registered in the Faculty Chair The Dean or nominee Prof K Driver Serviced by Faculty Office Manager Ms K Wienand Servicing Email: [email protected] Phone: 650 2714 Officer details
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FACULTY PROGRAMME COMMITTEES
1. STATUS: Committee of Faculty Boards
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To promote the development of the programme for which it is responsible, ensuring that its design and delivery meet the agreed objectives of the programme and that these objectives are appropriate.
4. COMPOSITION: As decided by the Faculty Board within the following framework: (a) the Dean, or nominee (b) the Programme Convenor (c) at least one Course convenor of a 300, or higher level, course that has a primary relation to the programme (d) the Dean of Higher Education Development, or nominee (e) up to six persons (usually Course Convenors) actually teaching courses that have a primary relation to the programme, who should, where possible, be senior professors in the discipline(s) (f) at least two students who are class representatives from courses having a primary relation to the programme (g) others, as determined by the Faculty.
NOTE: Student members recuse themselves when the Committee considers examination results
5. CHAIR/DEPUTY CHAIR: Chair: The Programme Convenor Deputy: As decided by the committee
6. SPECIAL QUORUM RULES: Nil
7. TERMS OF OFFICE: As decided by the Faculty.
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8. TERMS OF REFERENCE: 8.1 To assist the Programme Convenor, and to advise the Programme Convenor on programme management, above the level of courses; 8.2 To be responsible for the continuing development and design of the programme; 8.3 To ensure that the design and delivery of the programme meet the agreed objectives of the programme; and that these objectives remain appropriate; 8.4 To ensure that disciplinary and/or programmatic “majors” incorporated in the curriculum are appropriately defined to meet entrance requirements of relevant postgraduate programmes, or professional requirements. 8.5 To provide a formal channel for interaction with students in the programme. 8.6. To review the performance of students in the programme ahead of each Faculty Examinations Committee (FEC), and to make recommendations to the FEC on individual students, in consultation with the departments concerned; the Programme Committee must do this as regularly as possible, so that Programme Convenors are better informed of the progress of students, and will have become aware of any personal or other circumstances which might have affected performance. 8.7 To design and develop assessment policies and instruments for the programme, which comply with the requirements for qualifications laid down by South African Qualifications Authority (SAQA), and ensure that the objectives of the programme are met. 8.8 To provide, where possible, to the FEC and/or the Faculty Readmission Review Committees (RRC), evidence on an individual student who has not met minimum readmission requirements, including: evidence submitted in support of any previous appeal(s) where this is appropriate; information on the student’s financial aid and financial standing; information on student coursework; and comments from academic staff directly involved in teaching the student.
9. PROCEDURES: The Programme Committee meets as required to review the programme on a continuing basis, but at least once in the second quarter and once in the final quarter of each year. The annual report by the Committee to the Chair of the Faculty Board is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
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10. DELEGATED AUTHORITY: Nil
11. Each programme committee is serviced by the nominee of the Programme Convenor.
MEMBERSHIP: PROGRAMME COMMITTEES OF FACULTIES
Status Committee of Faculty Boards Terms of Office Composition As the Dean, or nominee decided by the the Programme Convenor Faculty Board at least one Course convenor of a 300, or higher level, course within the that has a primary relation to the programme following The Dean of Higher Education Development, or nominee framework Up to six persons (usually Course Convenors) actually teaching courses that have a primary relation to the programme, who should, where possible, be senior professors in the discipline(s) At least two students who are class representatives from courses having a primary relation to the programme Others, as determined by the Faculty. Chair The Programme Convenor Deputy Chair As decided by the committee Terms of Office As decided by the Faculty Serviced by The nominee of the Programme Convenor
MEMBERSHIP: GRADUATE PROGRAMMES COMMITTEE (GRAPRO)
Status Committee of Humanities Faculty Board Terms of Office Composition The Dean Prof MP Ensor ex officio Maximum 7 Faculty Board members appointed by A/Prof M Botha Faculty Board (including one from Performing and Prof O Crankshaw Creative Arts) A/Prof A Herbst A/Prof R Laugksch Prof J Louw A/Prof R Mendelsohn Prof D Schalkwyk GSH Director’s nominee Prof J Muller Faculty Manager: Academic Administration Ms L Rautenbach ex officio Co-opted Representatives from Arts, Dance, Education, Fine Art, Music and Social Science are co-opted as needed Assessor Prof A du Toit Member Chair/Deputy Chair: Director of Graduate Studies Prof H Snyman ex officio Chair Terms of Office Members appointed by the Faculty Board for four years from 1 July Serviced by Graduate Programmes’ Officer Ms A Wegerhoff Servicing Officer Email: [email protected] Phone: 650 4414 details
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FACULTY PROMOTION AND REMUNERATION COMMITTEES
5. STATUS: Committee of the Faculty
6. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (c) Date of approval: Senate, via PC1A/2001 dated 7 February 2001 (d) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
7. PURPOSE: To give effect to, and make decisions arising from, the policy on performance management (see Appendix), including the ad hominem promotion of staff in the Faculty.
8. COMPOSITION: Dean A Deputy Vice-Chancellor nominated by the Vice-Chancellor Two deans, from other faculties, nominated by the Vice-Chancellor Other members as determined by the Faculty Board One or two Council members, appointed by Council
5. CHAIR/DEPUTY CHAIR: Chair: The Dean Deputy: as decided by the Faculty Board
6. SPECIAL QUORUM RULES: As decided by the Faculty Board
7. TERMS OF OFFICE: Not applicable
8. TERMS OF REFERENCE: The Committee receives performance reports on the academic staff in the faculty and is to: (a) consider these (b) where it finds meritorious performance, may decide • To reward this by a merit award; and/or • To make research grant to enable the person to continue his/her research; and/or
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• To make a recommendation to the Vice-Chancellor for the ad hominem promotion of the staff member (c) deal with special categories, where the faculty has these (i.e. special augmentations, pre-clinical salaries in the Faculty of Health Sciences, etc.)
9. PROCEDURES: 9.1 The committee may lay down, within the existing rules, the procedures to be followed. Cognisance should be taken of “referee fatigue” e.g. external referees may be required for ad hominem promotion applications only; and only require HOD assessments for accelerated cost of employment (COE) movement and/or merit award applications. 9.2 The structure, function and powers of this committee and any sub- committee must be approved by the Faculty Board. 9.3 No applications may be suppressed by sub-committees i.e. the final committee must consider all applications. 9.4 Recommendations for ad hominem promotions require a two-thirds majority vote. However, if two out of the Deputy Vice-Chancellor and the two cognate Deans oppose a recommendation, it fails, even if it receives two-thirds support from the Faculty Committee as a whole. 9.5 The Committee must decide its own procedure on how decisions on merit awards are to be made. 9.6 Recommendations to the Vice-Chancellor on ad hominem promotions must: • Contain copies of the candidate’s curriculum vitae and the names and addressed of the referees consulted and • In the case of a promotion to the rank of a professor contain the Committee’s assessment that it is satisfied s to the international standing of the candidate’s scholarship. 9.7 The Faculty Merit Committee must arrange for feedback to be given to successful and unsuccessful candidates and the relevant Heads of Departments (HODs). An unsuccessful candidate should be given information on why his/her application was not successful. 9.8 The committee must submit a report to the UHRC on: (a) the criteria adopted by the Faculty (b) the application of these criteria by the committee (c) successful candidates for promotion (d) unsuccessful candidates for promotion (e) merit awards, accelerated movement, and research awards made as a result of the performance management exercise.
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10. DELEGATED AUTHORITY: Delegated authority to make merit awards and research awards.
11. This committee is serviced by the Faculty Office Manger, or nominee.
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APPENDIX TO THE TERMS OF REFERENCE FOR FACULTY MERIT COMMITTEES
Performance Management Processes for Academic Staff (Excluding Clinical staff)
The performance management system for Academic staff at UCT consists of 3 separate but related processes. i) Performance Planning, Performance Reviews and Staff Development; ii) Performance Assessments; and iii) Performance based Rewards
The "output" of each process is the "input" for the next process
(i) (ii) (iii)
Review of Performance Performance-based workload, and Assessment by rewards review of HOD, confirmed in performance (i.e. some cases by: quantity and • Promotion quality review) • Dean or
• Merit Awards
Plan for next year • Faculty • COE Increases Committee Development OR Issues Action to address under-or unsatisfactory performance
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The detail of these processes given below refers to academic staff other than HOD”s and Deans. However, the performance of these staff is also reviewed and assessed in line with the general principles outlined in this document. HOD's are assessed by the Dean and Deans are assessed by the Deputy Vice Chancellor. Performance based pay also applies. HOD’s are included in the faculty system described in this document. Cost of employment (COE) increases for Deans are considered by the Council subcommittee on Senior Staff Salaries. 1. Performance Planning, Performance Reviews and Staff Development UCT seeks to provide academic staff with optimal opportunities for professional development and career advancement. To this end, opportunities are afforded annually to each member of the academic staff for planning and reviewing his/her performance with his/her Head of Department (HOD) and for discussing development issues. Note: In this process the term "review" is used to describe a general feedback session (a two-way exchange between staff member and HOD) of workload and work performance; whereas a "performance assessment" results in a performance category for a staff member. The latter is covered in paragraph 2. 1.1 Each staff member should plan and review his/her activities with the Head of Department. It is recommended that this be an annual meeting where the staff member has not reached his/her career level (good performer at Senior Lecturer level). For others, meetings may be annual or every 2 or 3 years. In large departments Sectional Heads may carry out these reviews. The timing for this is usually mid year or early in the second half of the year, for the following calendar year. The plan and review should take place in the context of a staff member's portfolio. The contents of portfolios are Faculty-specific, within common guidelines. Portfolios should cover all work, including extension and private work as well as teaching, research and departmental and University contributions. Portfolios are intended to be updated on an annual basis, and not recreated each year. 1.2 The Head of Department should consider the work portfolio or other departmentally agreed forms of documentation for the current year and the plan for the following year and review with the staff member how this work load compares to departmental norms making reference (once available) to the Generic Job Description. An HOD should make every effort to ensure equity in the workload of the staff. Such equity in workload is considered to be the very foundation for a fair assessment of the quality of that work. 1.3 The discussion with the Head of Department should cover teaching, research and administrative / management / leadership work (at Departmental, Faculty and University level), extension work (including involvement in external committees and councils in government, the professions, NGO’s, commerce and industry), and any other activities involving creative work appropriate to the University. 1.4 The development needs of staff should be addressed. Areas of particular strength should be identified and recognised; similarly areas of weakness or low output should also be identified. Where appropriate, plans for improvement and/or development should be discussed and recorded.
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1.5 Plans for the following year should be discussed and recorded, so that expectations are clear both to the staff member and the Head of Department. In this context, career development opportunities and needs should be considered with, for example, strategies for preparation for ad hominem promotion set out and understood. 1.6 A staff member wishing to apply for promotion or any merit-based reward may use the above annual planning and review meeting or another meeting (timing June/July/August) as the opportunity for a performance assessment. He/she should draw to the attention of the Head of Department any special features or areas of strength and merit, which should be taken into account for assessment (see para 2).
A template is available for recording the outcomes of the above discussion. (HR form number HR050 on the M:Drive). Faculties or departments may also introduce their own templates to facilitate record keeping. A template is also available for performance assessments (HR form number HR051 on the M: Drive) The two forms may be used together.
Note: To access these forms from MS Word, change to the m: drive, then select sub-directories SAP, then forms, then select document HR050 and HR051. 2. Performance Assessment An assessment differs from the above review in that the HOD is required to make a recommendation on which of the 4 broad performance categories the staff member falls within. These categories are described in paragraph 2.3. 2.1 Notes on the Process The timing for performance assessment is mid-year (June/July/August).
The Deans and / or HOD’s may write to staff requesting applications for the recognition of high achievement, and the related rewards of ad homen promotion, merit award and / or accelerated movement in the COE scale.
However, irrespective of what applications are received for the recognition of high achievement, HOD's must assess all staff for COE reasons. There are various options in this regard. The HOD could indicate to each staff member up front how he/she would categorise a staff member's performance; or he/she may first call for staff to assess themselves. In either case the HOD must indicate which of the 4 performance categories he/she believes the staff member falls within (see 2.3). This must be done for all academic ranks, including professors in the department. Whichever method is followed, it is not considered necessary for a HOD to have a full formal assessment interview with every staff member every year.
Assessment interviews and reports are necessary when:
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• The HOD wishes to recommend someone as a high achiever • The HOD assesses someone as an under- or unsatisfactory performer, and/or • The HOD assess a staff member as a good performer, but the staff member contests this and wishes to apply to the Faculty Merit Committee for recognition as a high achiever.
Note: Anything recorded by an HOD about an academic member of staff's performance which, is to be used by the HOD or the Faculty Merit Committee for the assessment of the staff member must be discussed by the HOD and the staff member.
A staff member who believes he/she is a high achiever should use the rating system (see 2.2) and/or an updated portfolio and request an interview with the HOD. The HOD has the option to call in another person from the faculty to assist in the assessment interview if he/she wishes (e.g. an HOD who is not a full professor may wish to call in a Professor when the assessment of a Professor is being conducted.) Note that an HOD (the assessor) may also wish to consult with other colleagues before an assessment interview. Likewise the Dean may wish to consult with members of a department before assessing an HOD."
Where an HOD assesses a staff member as a high achiever, the HOD will send a report and recommendation to the Faculty Merit Committee (the committee that used to be called the Faulty Ad Hominem and Merit Award Committee). Note: Recommendations for ad hominem promotion to full Professor level are required to be supported by the Dean in the first instance in some faculties.
Irrespective of whether or not an HOD rates a staff member as a high achiever, a staff member rated lower by his/her HOD may apply to the Faculty Merit Committee and the HOD's assessment is then required. Hence interviews must be granted where staff request it (e.g. where the HOD and staff member differ in their perception of the performance). The Faculty Merit Committee will then decide on the staff member's performance level (this is the final decision level, so that there is the equivalent of an appeal process where the HOD and staff member disagree on the performance assessment).
Interviews must also take place where the HOD would rate a staff member as an under performer or an unsatisfactory performer. For under and unsatisfactory performance a report must be submitted to the Dean and the Procedure for Addressing Under or Unsatisfactory Performance must be followed. 2.2 The Rating System Each Faculty has a framework for a rating system against which staff are ranked. These rating systems consist of a list of attributes in the areas of teaching, research and University contributions (including administration, professional contributions and extension work) by which levels of performance and achievement can be recognised.
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The list of attributes has been adapted by each Faculty to be appropriate to serve its particular needs. The rating system attempts to provide an objective set of criteria against which candidates are ranked and scored. However, the scores provide a guideline only, and judgement needs to be exercised in addition to the list of attributes. (The different Faculty rating systems are available in the Dean’s office of each Faculty.)
The time frame for an assessment is different to that for a review. A review is normally annual, but an assessment includes the assessment of the full portfolio with particular emphasis on the most recent work. The concept of "fading memory" should be applied such that more recent work is given higher weighting than other work. It is acknowledged that the "cycle" for academic work is probably 3 or even 5 years. 2.3 Performance Categories There are 4 broad categories of performance: • High Achievement (further subdivided, see 2.3.1 below) • Good, fully competent performance • Under- performance • Unsatisfactory performance
These performance categories are always relative to that expected for the rank of the staff member. However at the levels of Assistant Lecturer and Lecturer, it should be noted that academic staff are expected to progress in time to at least the level of Senior Lecturer. Hence good performance for a young academic at Assistant Lecturer level, may in later years be seen as under- performance if academic progress is not achieved. 2.3.1 High Achievement There are various levels of high achievement or merit, and it is the responsibility of the Faculty Merit Committee to decide on these, having due regard to the portfolio of the staff member, the HOD's assessment and other referee reports (where called for).
Ad hominem Promotion - such a high level of consistent achievement that promotion to a higher rank is justified. The new rank is the rank of "best fit" for the individual's performance level.
Meritorious performance within one's current rank - High Achievement relative to others in the rank and high relative to what is considered good, competent achievement for the rank. Recognition for special efforts that do not contribute to promotion may be taken into account here.
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Within this group 3 levels of merit may be distinguished and these link to the 3 possible levels of merit awards (see paragraph 3). However, the Faculty committee may decide to distinguish between these three possible levels of high achievement or simply have one category (in which case, for example, all high achievers in the rank would receive the same merit award.)
It is important to recognise that merit recognition within one's current rank may be made for different reasons and that these should be communicated to the candidate. Thus merit recognition may signify that:
• The candidate has made substantial progress towards being promoted to a more senior rank. In this case the candidate is judged to have demonstrated some, but not enough, of the qualities and achievements necessary for promotion to a higher rank. In this case a candidate will be told what he/she needs to strengthen his/her case for promotion. • The candidate may be judged to deserve recognition (and reward) within the rank they presently hold for high achievement relative to the norm. In these cases, a merit award carries no implication either way about the suitability of the candidate for promotion as an academic or in the area of management. • The candidate may be judged to be doing work of exceptional value to the University, which is deemed to warrant additional recognition (and reward) but not promotion. This category is particularly important in the case of academics who contribute to an exceptional degree to the well being of the University in areas other than research and teaching such as administration, university management or public service. Here a candidate should understand that their merit award is in recognition (and appreciation) of work which may not lead to academic promotion. The candidate may well be engaging in this work at the expense of work which will make them promotable to a higher academic rank though it may contribute substantially to their promotabilty in the area of management. 2.3.2 Good Performance The University needs good, fully competent academics to achieve its' goal of being a World Class African University. The majority of staff are likely to fall into this category. 2.3.3 Under-Performance “Under-performance" is performance, which is below the desired standard for the staff member's rank. Under-performance, which is not corrected once identified may become Unsatisfactory Performance in due course. The Procedure for Addressing Under- and Unsatisfactory Performance must be followed. (Staff Manual Section 2.5.2)
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2.3.4 Unsatisfactory Performance "Unsatisfactory performance" means performance below the level acceptable for continued employment in the staff member's rank, or in some instances, in any academic post. The Procedure for Addressing Under- and Unsatisfactory Performance must be followed. 3. Performance Based Rewards and other COE implications of assessments Rewards may take the form of: • ad hominem promotion; or • accelerated movement through the Cost of Employment (COE) range; and/or • merit awards or research grants. 3.1 Ad Hominem Promotion Promotion is one possible outcome of an assessment of high achievement (see also paragraph 4). For Ad Hominem promotion, the highest level of achievement, the reward will normally be more significant than the highest merit award i.e. a move to an appropriate position in the COE range of the new rank. 3.2 Merit Awards 3.2.1 High Achievers on COE scale maxima With reference to paragraph 2.3.1, merit awards may be of three levels (M1, M2, M3) corresponding to awards of 3,5%, 7% or 10,5%. These are non-pensionable awards that run for 3 years.
Under normal circumstances it would not be expected that somebody who has recently been promoted or who has been awarded a merit award in the last 2 years would apply for a further merit award during the course of the 3 year merit award. However, at the end of the second year a recipient of a merit award may apply again for a merit award. Notwithstanding the above, recipients of awards may apply before this provided they can show in their portfolio new achievements that have been made since the last application. These new achievements must be highlighted in the application. 3.2.2 High Achievers below COE scale maxima For those who are not yet on COE scale maxima but who are recognised as high achievers, every effort will be made to accelerate such staff through the COE range to maxima. If somebody is considered a high achiever who is close to maximum already, he/she could be taken to scale maximum and in addition could be awarded one or two merit awards. 3.3 Staff may apply for research grants as part of this exercise. Research grants may be given to active researchers.
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3.4 COE Implications for Good Performance 3.4.1 Good Performers on scale Maxima Good performers on scale maxima will receive the scale movement each year. It is the University's goal to keep this level at a competitive level for the rank relevant to the market for similar levels of responsibility. 3.4.2 Good Performers not on scale Maxima Good performers who are not on scale maxima will receive the increase equivalent to the relevant rank's scale movement each year, plus a further percentage to be determined each year, i.e. a staff member will progress towards maximum over a period of a few years. 3.5 COE implications for Under- and Unsatisfactory Performance 3.5.1 Under- performance The Dean has the discretion to withhold a COE increase or give a smaller than standard increase. 3.5.2 Unsatisfactory Performance No increases in COE will be given and the employment contract may be terminated in due course should performance not improve. 4. Eligibility for Ad hominem Promotion 4.1 University Conditions of Service If a staff member is on University conditions of service, he/she must have been confirmed in his/her appointment before applying for promotion. Should a staff member on probation be clearly performing very well, at any point, a Head of Department may make a case for early confirmation of appointment. This must have the support of the Dean and the Deputy Vice Chancellor responsible for Human Resources. The proposal must be based on achievements in teaching and research at UCT after the appointment of the person concerned. 4.2 Joint Staff on PAWC or State Conditions of Service If a person is on the conditions of service of a health authority, on a joint medical establishment, he/she must • be on the permanent staff if a South African citizen • be held against a permanent post if not a South African citizen.
Annual cycle of reviews, performance assessments and committees for performance management of academic staff
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Is Annual Review Performance Performance Assessment Assessment Interview Review Essential? performance and HOD workloads, (Essential for under or unsatisfactory Communicates performers, high achievers and those Strengths and with all staff contesting good performer status. Not development essential where good status is not needs. Set contested.) objectives and plan next year
Performance Assessment Interview
Unsatisfactory Under High Good Performance Performance Achiever Individual may still Nominated for ad apply for ad hom/merit awards Forwarded to Dean Forwarded to Dean and/or accelerated hom/merit/accelerated for action for action movement up the scale movement in range
Faculty Dean Merit Agrees Committee ?
Cost of Cost of Employment Employment -promotable: ad hom Scale movement for Dean counsels Ad Hoc promotion to appropriate those at maximum, or HOD and staff Faculty rank (placed on scale movement up members Committee appropriate COE level in the range for those new rank) below range - meritorious scale maximum. movement plus merit award, or merit award with acceleration, or acceleration up the scale (position) Cost of - not high achiever: COE Employment as for good performer. At Dean’s discretion
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MEMBERSHIP: FACULTY MERIT COMMITTEE
Status Committee of the Faculty Terms of Office Composition Dean ad hoc A Deputy Vice-Chancellor nominated by the Vice- ad hoc Chancellor Two deans, from other faculties, nominated by the ad hoc Vice-Chancellor Other members as determined by the Faculty Board ad hoc One or two council members, appointed by Council ad hoc Chair The Dean ad hoc Deputy Chair As decided by the Faculty Board Terms of Office Not applicable Serviced by The Faculty Office Manager, or nominee
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FACULTY READMISSION REVIEW COMMITTEES (RRC)
1. STATUS: Committee of Senate, with authority delegated by Council.
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To consider and decide appeals from students who have been refused readmission by a Faculty Examinations Committee or a Faculty Board.
4. COMPOSITION: The Dean or nominee A member of the staff of the Centre for Higher Education Development (CHED) nominated by the Dean of HED The Executive Director: DSA, or nominee A member of the academic staff of the Faculty nominated by the Faculty’s Student Council A member of academic staff not of the Faculty, nominated by Senate Three members of the academic staff of the Faculty who are not Programme Convenors, appointed by the Faculty Board
5. CHAIR/DEPUTY CHAIR: Chair: The Dean or nominee Deputy: The Dean’s nominee
6. SPECIAL QUORUM RULES: Nil
7. TERMS OF OFFICE: Four years from 1 July.
8. TERMS OF REFERENCE: 8.1 The Higher Education Act, 1997 (section 37) provides that the Council may with the approval of Senate, “determine the minimum requirements for admission to study” and “refuse readmission to a student who fails to satisfy such minimum requirements for admission”.
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8.2 The Faculty Readmission Review Committee considers appeals against refusals to readmit students, within the following policy guidelines laid down by Senate and Council: 8.2.1 Each programme must have uniform minimum readmission requirements for all students; 8.2.2 Minimum readmission requirements may make no distinction for prior educational disadvantage; 8.2.3 Faculty Boards, Faculty Examinations Committees and the Readmission Review Committee may consider prior disadvantage when examining reasons for poor academic performance before making a decision to refuse readmission to a candidate who has failed to meet the minimum readmission requirements, or allowing an appeal; 8.3 The Committee considers and deals with appeals from students who are refused readmission by the Faculty Examinations Committee or Faculty Board (i.e. any student with the readmission status code REN or SUP), on the basis that each student coded REN or SUP has the right to appeal to the Readmission Review Committee for the faculty to which he or she seeks admission or readmission (i.e. if the student wished to be readmitted to the same faculty his/her appeal is directed to the Readmission Review Committee for his/her faculty; if the student wished to transfer to another faculty, the appeal will be directed to the Readmission Review Committee for that faculty); 8.4 No member of a Faculty Examinations Committee or Faculty Board may be a member of the Readmission Review Committee hearing an appeal against its decision; 8.5 The Readmission Review Committee for the Faculty must assess disadvantage on objective grounds on the information available to it, and may take this into account when making decisions;
9. PROCEDURES: 9.1 A student must submit his or her appeal to the Student Records Office who will collate any departmental course forms, (signed by the course convenor or person nominated by the convenor but not a secretary), academic and matriculation records and appeal documents and forward these to the Readmission Review Committee for the Faculty 9.2 The Readmission Review Committee for each Faculty must submit a report, including a statistical report, on the decisions of the FEC to refuse readmission, on the appeals lodged and how it has dealt with these, after each examination cycle, to the Executive Director: DSA, whose responsibility it will be to review policy, to review the application of the policy, and to report to the Senate Executive Committee on the readmissions process in each cycle. The report should cover issues of student advice, curriculum approval and teaching. 9.3 The following progress codes are to be used by the Faculty Board or Faculty Readmission Review Committees when readmitting students:
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CON may continue in the programme (readmit without further process, whether requirements met or not). REP repeat (permitted to continue in the same programme with conditions, which must be met, which may include follow-up consultations with DSA). RET transfer (used for students permitted to transfer to a different programme in another faculty with or without conditions) REF transfer (used for students permitted to transfer (by a Faculty Examinations Committee or a Faculty RRC) to a different programme in that faculty with or without conditions. REN readmission refused (used by Faculty Board, FEC or RRC) (If a student in this category is subsequently readmitted, the progress code changes to: RET if transferred to another programme or faculty with or without conditions; or REP if conditions are attached; or CON if allowed to continue) SUP progress depends on the outcome of supplementary/deferred examinations. (This is an interim code).
Note: REP, RET, and REF are only used in cases where repeat or transfer is allowed when published readmission criteria for the programme have not been met. A student in good standing has the CON status even where he or she elects to, and is allowed to, transfer to another programme or another faculty. 9.4 Deans are responsible for ensuring that complete records are kept for students and that staff in departments in their faculties provide the Readmission Review Committees) with the necessary information. 9.5 The RRC should where possible consider: the evidence submitted in support of any previous appeal(s) where this is appropriate; information on the student’s financial aid and financial standing; information on student coursework; and comments from academic staff directly involved in teaching the student; as provided by the Faculty office or the Programme Committee. 9.6 The RCC may stipulate that any student it allows to be readmitted be required to report for counselling by the Student Development and Services Department. 9.7 The annual report by the Committee to the Chair of the Faculty Board is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
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10. DELEGATED AUTHORITY: The Readmission Review Committee acts in terms of authority delegated by Council and Senate. There is no appeal against decisions of the Readmission Review Committee. A student may, however, ask the Vice-Chancellor, or the Vice-Chancellor’s nominee, to review the decision of a Readmission Review Committee. The Vice-Chancellor, or nominee, may after reviewing a case, decide to refer it back to the RRC for fresh, or further consideration.
12. This committee is serviced by the Faculty Office Manager or nominee.
MEMBERSHIP: FACULTY READMISSION REVIEW COMMITTEE: COMMERCE
Status Committee of Senate with delegated authority Terms of Office from Council Composition The Dean or nominee Mr J Rousseau 01.07.2008 to 30.06.2012 A member of the staff of the Centre for Higher Mr T Carr 01.07.2008 to 30.06.2012 Education Development (CHED) nominated by the Dean of CHED The Executive Director: DSA, or nominee where Ms R Exner 01.07.2008 to 30.06.2012 necessary A member of the academic staff of the Faculty Mr R Kruger 01.07.2008 to 30.06.2012 nominated by the Faculty’s Student Council A member of academic staff not of the Faculty, Mr K Stielau 01.07.2008 to 30.06.2012 nominated by Senate Three members of the academic staff of the Dr B Conradie 01.07.2008 to 30.06.2012 Faculty who are not Programme Convenors, Mr G Modack 01.07.2008 to 30.06.2012 appointed by the Faculty Board Mr M Pollock 01.07.2008 to 30.06.2012 Ms T Grant 01.07.2008 to 30.06.2012 Chair The Dean or nominee Mr J Rousseau 01.07.2008 to 30.06.2012 Deputy Chair The Dean’s nominee Terms of Office Four years from 1 July Serviced by The Faculty Office Manager or nominee Ms P Johnson Servicing Officer Email: [email protected] Phone: 650-4370 detail
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MEMBERSHIP: FACULTY READMISSION REVIEW COMMITTEE: EBE
Status Committee of Senate with delegated Terms of Office authority from Council Composition The Dean or nominee TBC 01.07.2008 to 30.06.2012 A member of the staff of the Centre for A/Prof S Allie 01.07.2008 to 30.06.2012 Higher Education Development nominated by the Dean of CHED The Executive Director: DSA, or nominee Dr K Gough 01.07.2008 to 30.06.2012 where necessary A member of the academic staff of the Boikhutso Ramahobo 01.07.2008 to 30.06.2012 Faculty nominated by the Faculty’s Student Council A member of academic staff not of the Sci: Mr A Rynhoud 01.07.2008 to 30.06.2012 Faculty, nominated by Senate Three members of the academic staff of the Prof DM Fraser 01.07.2008 to 30.06.2012 Faculty who are not Programme Ms L Kotta 01.07.2008 to 30.06.2012 Convenors, appointed by the Faculty Board Dr D Root 01.07.2008 to 30.06.2012 Chair The Dean or nominee Prof BJ Downing 01.07.2008 to 30.06.2012 Deputy Chair The Dean’s nominee Prof M Alexander (Alt) 01.07.2008 to 30.06.2012 Terms of Office Three years from 1 July Serviced by The Faculty Office Manager or nominee Ms G Valodia Servicing Officer Email: [email protected] Phone: 650-2698 details
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MEMBERSHIP: FACULTY READMISSION REVIEW COMMITTEE: HEALTH SCIENCES
Status Committee of Senate with delegated authority Terms of Office from Council Composition The Dean or nominee TBC 01.07.05 to 30.06.08 A member of the staff of the Centre for Higher Ms C Hutchings 01.07.2008 to 30.06.2012 Education Development (CHED) nominated by the Dean of CHED The Executive Director: DSA, or nominee where Dr I McIntosh 01.07.2008 to 30.06.2012 necessary A member of the academic staff of the Faculty Prof B Mayosi 01.07.2008 to 30.06.2012 nominated by the Faculty’s Student Council A member of academic staff not of the Faculty, Hum: Prof H Phillips 01.07.2008 to 30.06.2012 nominated by Senate Three members of the academic staff of the Prof A Mall 01.07.2008 to 30.06.2012 Faculty who are not Programme Convenors, Dr S Duma 01.07.2008 to 30.06.2012 appointed by the Faculty Board A/Prof A Morris 01.07.2008 to 30.06.2012 Chair The Dean or nominee Prof J Seggie 01.07.2008 to 30.06.2012 Deputy Chair The Dean’s nominee Prof A Mall 01.07.2008 to 30.06.2012 Terms of Office Four years from 1 July Serviced by The Faculty Office Manager or nominee Ms B Klingenberg Servicing Officer Email: [email protected] Phone: 406 6650 details
MEMBERSHIP: FACULTY READMISSION REVIEW COMMITTEE: HUMANITIES
Status Committee of Senate with delegated authority Terms of Office from Council Composition The Dean or nominee Ms F Langerman 01.07.2008 to 30.06.2012 A member of the staff of the Centre for Higher Mr M Arend 01.07.2008 to 30.06.2012 Education Development (CHED) nominated by the Dean of CHED The Executive Director: DSA, or nominee where Dr S van der Berg 01.07.2008 to 30.06.2012 necessary A member of the academic staff of the Faculty A/Prof A Mager 01.07.2008 to 30.06.2012 nominated by the Faculty’s Student Council A member of academic staff not of the Faculty, TBC 01.07.2007 to 30.06.2010 nominated by Senate Three members of the academic staff of the Faculty A/Prof M Adhikari 01.07.2008 to 30.06.2012 who are not Programme Convenors, appointed by the Ms A Africa 01.07.2008 to 30.06.2012 Faculty Board (on sabbatical 2008) Ms M Simons 01.07.2008 to 30.06.2012 Chair The Dean or nominee Ms F Langerman 01.07.2007 to 30.06.2010 Deputy Chair The Dean’s nominee Terms of Office Four years from 1 July Serviced by The Undergraduate Administrative Assistant Mrs Z Mdwara Servicing Officer Email: [email protected] Phone: 650-2760 details
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MEMBERSHIP: FACULTY READMISSION REVIEW COMMITTEE: LAW
Status Committee of Senate with delegated authority Terms of Office from Council Composition The Dean or nominee 01.07.05 to 30.06.08 A member of the staff of the Centre for Higher Dr S Shay Education Development (CHED) nominated by the Dean of CHED The Executive Director: DSA, or nominee where Ms P Ningiza 01.07.05 to 30.06.08 necessary A member of the academic staff of the Faculty Prof C Murray nominated by the Faculty’s Student Council A member of academic staff not of the Faculty, Hum: Dr H Jacklin 01.07.05 to 30.06.08 nominated by Senate Three members of the academic staff of the Prof G van Bueren 01.07.05 to 30.06.08 Faculty who are not Programme Convenors, Prof S Burman 01.07.05 to 30.06.08 appointed by the Faculty Board Mr R van Voore 01.07.05 to 30.06.08 Chair The Dean or nominee A/Prof F du Bois 01.07.05 to 30.06.08 Deputy Chair The Dean’s nominee Vacant Terms of Office Four years from 1 July Serviced by The Faculty Office Manager or nominee Ms R Gherasim Servicing Officer email: [email protected] Phone: 650-3087 detail
MEMBERSHIP: FACULTY READMISSION REVIEW COMMITTEE: SCIENCE
Status Committee of Senate with delegated Terms of Office authority from Council Composition The Dean or nominee A/Prof D Gammon 01.07.2008 to 30.06.2012 A member of the staff of the Centre for A/Prof B Davidowitz 01.07.2008 to 30.06.2012 Higher Education Development (CHED) nominated by the Dean of CHED The Executive Director: DSA, or nominee Dr C Landon ex officio where necessary A member of the academic staff of the Dr I Ansorge 01.07.2008 to 30.06.2012 Faculty nominated by the Faculty’s Student Council A member of academic staff not of the TBA 01.07.2008 to 30.06.2012 Faculty, nominated by Senate Three members of the academic staff of the Dr S Chimphango 01.07.2008 to 30.06.2012 Faculty who are not Programme A/Prof R Fearick 01.07.2008 to 30.06.2012 Convenors, appointed by the Faculty Board Dr J Murugan 01.07.2008 to 30.06.2012 Chair/Deputy The Dean or nominee/The Dean’s nominee Dr H Suleman 01.07.2008 to 30.06.2012 Chair Terms of Office Four years from 1 July Serviced by Schools Recruitment and Liaison Officer Ms S Smith Servicing Officer Email: [email protected] Phone: 650-2712 details
Page 209 of 521 FELLOWSHIPS COMMITTEE
FELLOWSHIPS COMMITTEE
1. STATUS: Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; via PC 09/2003 dated 23 September 2003; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To recognise academic staff for distinguished scholarship and research, through their election to Fellowships.
4. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors (ex officio) All Fellows
5. CHAIR/DEPUTY CHAIR: An Executive Officer nominated by the Vice-Chancellor
6. SPECIAL QUORUM RULES: Half the membership, excluding those Executive Officers who are not themselves Fellows and those fellows on study and research leave.
7. TERMS OF OFFICE: Not applicable.
8. TERMS OF REFERENCE: 8.1 To select Fellows subject to the following conditions: 8.1.1 a Fellowship is conferred during the lifetime of a fellow; 8.1.1.1 Fellow: any Fellow before retirement and without a break in service has the right to be called a Fellow of the University of Cape Town, and a right to be a member of the Fellowships Committee;
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8.1.1.2 Life Fellow: any person who has been a Fellow and leaves the service of the University, through retirement, has the righ to be called Life Fellow of the University of Cape Town; 8.1.1.3 Sometime Fellow: any person who has been a Fellow and who leaves the service of the University, other than through retirement, has the right to be called Sometime Fellow of the University of Cape Town. Should such a Fellow return to a permanent academic post at the University he or she should automatically become a Life Fellow. 8.2 In considering the conferment of a Fellowship, all research or other original work standing to the credit of the nominee shall be considered, publications (or their equivalent) being regarded as the main evidence of original distinguished academic work. Among such publications should preferably be a major work. Public presentation of work in the performing arts may be regarded as equivalent to research and publication. There should also be evidence of international and not only local recognition of a candidate’s work, where the field of activity of the officer makes this a reasonable requirement; 8.4 The conferment of a Fellowship is entirely independent of promotion or other change in an officer’s conditions of service; the award is accompanied by a certificate. 8.5 Fellowships are held in an honorary capacity; and 8.6 A Fellowship may not be awarded within five years of the nominee’s appointment.
9. PROCEDURES: 9.1 Members of Senate will be invited to nominate outstanding scholars for consideration by the Fellowships Committee. In addition, those who are eligible will be given the opportunity to apply without nomination. 9.2 A nomination (or application) should be accompanied by a curriculum vitae, details (and copies) of publications, reviews of publications (or cited references) and other evidence of distinction. 9.3 The nominee, or the nominator, shall submit the names of three referees whom the committee may consult. 9.4 Referees should be persons of standing (preferably of international stature where the field of activity of the officer makes this a reasonable requirement) in the discipline in which the candidate is working. 9.5 A nominator (who is not a Fellow) and an applicant, must provide the name of a person, not necessarily a Fellow to perform the role of an orator at the meeting(s) of the committee to present the case for the candidate.
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9.6 A candidate who has applied (or been nominated) in any year and whose candidature has been unsuccessful, shall not be eligible to re-apply (or to be re-nominated) until a period of three years has elapsed. 9.7 Should a member of Senate nominate a person who is not eligible the Registrar shall acknowledge the nomination, inform the nominator that the person is not eligible and why this is so. 9.8 The proceedings of the Fellowships Committee are confidential to its members. 9.9 The award of Fellowships shall appear as an item on the programme for the appropriate Graduation Ceremony in December and shall be announced at the ceremony; the programme for the ceremony shall contain a citation setting out the grounds for the award of the Fellowship(s). 9.10 A list of all Fellows, Sometime Fellows and Life Fellows is published in the handbook listing the University authorities and staff. 9.11 The Annual Report by the Committee to the Chair of the University Research Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: The Committee has power to act on behalf of Senate and Council in granting the award within the approved conditions and procedures set by Senate.
11. This committee is serviced by the Registrar’s Secretariat.
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MEMBERSHIP: FELLOWSHIPS COMMITTEE
Status Committee of Senate Terms of Office Composition The Vice-Chancellor Dr M Price ex officio The Deputy Vice-Chancellors Prof J Beall ex officio Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser All Fellows other than those on leave See UCT Handbook 2 Chair The Vice-Chancellor Dr M Price Deputy Chair An Executive Officer nominated by the Vice- Prof DP Visser 01.07.2008 to 30.06.2012 Chancellor Terms of Office Not applicable. Serviced by The Registrar’s Secretariat Ms V Heard Servicing Officer Email: [email protected] Phone: 650-5828 Details
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FUNDRAISING PROJECTS COMMITTEE (FPC)
1. STATUS: Sub-committee of the University Strategy Forum (USF)
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; PC 04/2002 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To ensure that all fundraising activity is planned and co-ordinated in line with strategy adopted by the University Strategy Forum (USF), Senate and Council and that the fundraising activities of the Executive Officers and the Department of Communication & Development follow an agreed plan, and agreed priorities, in line with this strategy.
4. COMPOSITION: The Vice-Chancellor One or more Deputy Vice-Chancellors nominated by the Vice-Chancellor The Executive Director of Finance The Executive Director of Communication & Development The Director of Institutional Planning
5. CHAIR/DEPUTY CHAIR Chair: The Vice-Chancellor Deputy: A Deputy Vice-Chancellor
6. SPECIAL QUORUM RULES: Four members shall constitute a quorum
7. TERMS OF OFFICE: Not applicable
8. TERMS OF REFERENCE: 8.1 To rate proposals for fundraising’ 8.2 To give or withhold prospect clearance; 8.3 To maintain: (a) lists of rated projects; (b) for each rated project, details of the project, the project leader, the reporting requirements, and the project progress 8.4 To advise the Vice-Chancellor on fundraising priorities.
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9. PROCEDURES: Senate and Council have decided that all fundraising must be undertaken in development mode; that all fundraising for projects of R100 000 or more must follow a defined process, and that no one may initiate contact with a person with a view to asking for a donation without prospect clearance from the Development Office of the Department of Communication & Development. The following procedures provide for this: 9.1 Development Fundraising is to be undertaken in the context of, and with a view, to developing lasting relationships, and where possible partnerships, with donors. 9.2 Project Approval and Project Rating All proposals costing R100 000 or more must be considered by the USC, which will rate them. The USC will not consider a project until it has the necessary support (i.e., Faculty Board approval for a proposal in a faculty, or parent committee approval for a project not in a faculty). Projects submitted by the USC will be given the following ratings: (a) High fundraising priority, with the understanding that UCT will fund the project out of GOB funds, even if the funds are not raised externally. This would require Council approval. (b) High fundraising priority, with the understanding that the project cannot go forward unless funds are raised externally. The Development Office would drive the fundraising for these projects in liaison with the Project Leader. (c) Approved in principle only. No GOB funds will be committed and the project cannot go ahead. The project may only be implemented if a motivated donor is available. The Project Leader is responsible for driving the fundraising for such a project in consultation with the Development Office. The Development Office will not make a major effort to fundraise for the project but it will be placed on the fundraising screen pending identification of an appropriate donor. The Development Office will provide guidance on prospect identification, proposal and budget development, and approaching prospective donors. The Development Office will inform the project leader or Faculty Dean should an appropriate donor be identified in the course of its work. (d) No fundraising should be undertaken by the Project Leader or the Development Office. The university will not accept funding even if an interested donor is found. (e) This rating deems a project to have potential, but requires further planning, development and a resubmission to the FPC.
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The FPC functions as a management committee, planning, prioritising (within each USC-rated category) and organising the fundraising for rated projects, and advising the Vice-Chancellor and the Development Office in the Communication and Development Department on their fundraising work.
9.3 Prospect Clearance Contact with (possible) donors may not be initiated without prospect clearance, because the University has decided on a development approach to fundraising, and to give priority to agreed priorities. Prospect clearance may be obtained: (a) For projects of less than R100 000, by email or telephone from the Executive Director: Communication & Development or his/her nominee. (b) For projects of more than R100 000 in writing from the Committee.
For projects of more than R100 000 the FPC will require the Project Leader to submit the draft of written proposals to prospective donors.
It will be a condition of any prospect clearance that the person given clearance to make contact with a donor makes a written report on the contact to the Development Office; and that all donor funds received by channelled through the Development Office. The Development Office will ensure that: a. a receipt and S.18 Income Tax voucher are issued; b. the University thanks the donor; c. any conditions the donor specifies (e.g. reporting) are met.
10. PROCEDURES FOR FUNDRAISING INVOLVING NAMING RIGHTS The Committee must follow the following procedure before negotiating naming rights with a donor or potential donor. The aim is to give the Vice- Chancellor and those who help him/her in fundraising, maximum room to maoeuvre, at the same time keeping intact the perogative of the Council to establish names, and being sensitive to imperatives of transformation.
10.1 As part of the planning for any building project for which the Department of Communication & Development and the Naming of Building Committee (NOBC) must meet to consider what aspects of the space may potentially be nameable for donors and symbolic purposes. 10.2 Approval of the naming plan will be by the NOBC and Council. The practical effect is to fundraise for capital projects once a naming plan is secured. 10.3 The Fundraising Projects Committee will bring to the NOBC a naming plan which outlines:
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• New spaces with the potential for names; • That space which may be available for ‘transformational’ naming; • That space which the Vice-Chancellor wishes to be able to offer in recognition of a donation in the course of negotiations with donors. 10.4 Where deviations from the naming plan become necessary as the project develops, they will be considered by the NOBC, and Council. 10.5 When authorising the Vice-Chancellor to negotiate names with donors, the Council reserves the right to reject names which are insensitive or otherwise inappropriate.
11. REPORTING The Annual Report by the Committee to the Chair of the University Strategy Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed.
12. DELEGATED AUTHORITY The Committee has delegated authority to approve projects for fundraising, to appoint Project Leaders for projects, and to determine fundraising priorities, in line with approved strategy.
13. This committee is serviced by the Executive Director of Communication & Development or his/her nominee.
MEMBERSHIP: FUNDRAISING PROJECTS COMMITTEE (FPC)
Status Sub-committee of the USC Terms of Office Composition The Vice-Chancellor Dr M Price ex officio One or more Deputy Vice-Chancellors nominated by tbc ex officio the Vice-Chancellor The Executive Director: Finance Prof E Uliana ex officio The Executive Director: Communication & Ms G Kruger ex officio Development The Director of Institutional Planning Ms J Favish ex officio Chair The Vice-Chancellor, or nominee Dr M Price Deputy Chair A Deputy Vice-Chancellor tbc Serviced by The Executive Director of Communication & Ms G Kruger Development or his/her nominee Servicing Officer Email: [email protected] Phone: 650-3732 Details
Page 217 of 521 FURTHER EDUCATION AND TRAINING WORKING GROUP (FETWG)
FURTHER EDUCATION AND TRAINING WORKING GROUP (FETWG)
1. STATUS: A Working Group of the Senate Executive Committee (SEC)
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of Approval: Senate, via PC 11/2004 dated 24 November 2004; Senate, via PC xx/2005 dated xx xxxx 2005 (b) General Rules and Guidelines for Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal’s Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To prepare academics and appropriate administrative support staff for the introduction of the new Further Education and Training Certificate;
To collaborate with the WCED, the FET colleges and other higher education institutions in the regard to the roll-out of the new FET and to support preparatory activities where possible.
4. COMPOSITION: The Dean of CHED The Deputy Dean of Science The Deputy Dean of Commerce The Head, School of Education The Director, Schools Development Unit The Registrar The Director, Institutional Planning The Director, Admissions Office Co-option co-opted as and when necessary
5. CHAIR AND DEPUTY CHAIR The Dean of CHED
6. TERMS OF REFERENCE: Internal to UCT 6.1 Prepare academics for the introduction of the Further Education and Training Certificate (FETC)
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6.2 To support Teacher/Educator Preparation by drawing on the resources of academic staff across UCT from various disciplines and the School of Education 6.3 To examine the feasibility of assisting with the design and implementation of Educator development programmes for staff from FET colleges External to UCT 6.4 To facilitate engagement between UCT, other regional Higher Education Institutions (HEI’s) and the Western Cape Education Department (WCED) about the proposed entrance requirements for HEI’s including subject requirements, and the use of supplementary tests 6.5 To develop a systemic approach to career education in the schools involving HEIs and the WCED, and the promotion of careers where there are critical shortages or major imbalances in terms of race and gender profiles of current student cohorts in the Western Cape 6.6 To assist with the monitoring or evaluation of FETC preparatory activities
MEMBERSHIP: FURTHER EDUCATION AND TRAINING WORKING GROUP (FETWG)
Status Working Group of SEC Terms of Office Composition The Dean of CHED A/Prof N Yeld, Chair The Deputy Dean of Science A/Prof D Gammon The Deputy Dean of Commerce A/Prof T Minter The Head, School of Education Prof C Soudien The Director, Schools Development Unit Dr L Abel The Registrar Mr HT Amoore The Director, Institutional Planning Ms J Favish The Head, Admissions Office Mr C Herman Co-Option Members to be co-opted as and when necessary Chair The Dean of CHED A/Prof N Yeld Serviced by CHED SO not appt yet Servicing Officer Email: Phone: 650 Details
Page 219 of 521 GENETICALLY MODIFIED ORGANISMS COMMITTEE
GENETICALLY MODIFIED ORGANISMS COMMITTEE
1. STATUS: A sub-committee of the Physical Risk, Safety and Crime Prevention Co-ordinating Committee.
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of Approval: This is a statutory committee. (b) General Rules and Guidelines for Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal’s Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To regulate the use of Genetically Modified Organisms (GMO) and ensure safety and legislative compliance. Compliance in particular with the Genetically Modified Organisms Act, Act 15 of 1997.
4. COMPOSITION: The Vice-Chancellor’s nominee The Safety, Health and Environmental Manager Environmental Risk Officer The Occupational Health Nurse Two people appointed for their expertise in GMO matters GMO Protection Officers nominated by the HOD of each of the following departments: Biosafety Officers nominated by the Line Management of departments in the Science and Health Science Faculties working with Genetically Modified Organisms (GMO’s)
5. CHAIR/DEPUTY CHAIR: Chair: The Vice-Chancellor’s nominee Deputy Chair: The Committee elects a Deputy Chair from its members
6. SPECIAL QUORUM RULES: Half the membership
7. TERMS OF OFFICE: Four years from 1 July. As a general rule a member would not serve longer than two terms of three years.
8. TERMS OF REFERENCE: To register all workplaces using genetically modified organisms with the Department of Agriculture annually, ensure the highest standards of safety and to manage any incident. To report after each meeting to the Physical Risk, Safety and Crime Prevention Co-ordinating Committee.
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9. PROCEDURES: The Committee must meet at least once a year. 9.1 The Annual Report by the Committee to the Chair of the Physical Risk, Safety and Crime Prevention Co-ordinating Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed.
10. This committee is serviced by the Health and Safety Manager or nominee.
MEMBERSHIP: GENETICALLY MODIFIED ORGANISMS COMMITTEE
Status Sub-committee of the Physical Risk, Safety and Terms of Crime Prevention Co-ordinating Committee Office Composition The Vice-Chancellor’s nominee Mr J Critien ex officio The Safety, Health and Environment Manager Mr M Langley ex officio The Occupational Health Nurse Ms S Key ex officio The Biosafety Officer for the University of Cape Town Mr B Roden ex officio Two people appointed for their expertise in GMO Prof J Thompson ex officio matters TBA Biosafety Officers nominated by the Line Management of departments in the Science and Health Science Faculties working with Genetically Modified Organisms (GMO’s) Chair The Vice-Chancellor’s nominee Mr J Critien ex officio Deputy Chair A member of the Committee chosen by the Committee Serviced by The Health and Safety Manager or nominee Mr B Roden Servicing Officer Email: [email protected] Phone: 650-3487 Details
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SAFETY, HEALTH AND ENVIROMENT COMMITTEES (S.H.E)
1. STATUS: These are committees established in terms of the Occupational Health and Safety Act. They are mandatory. In the UCT context they operate as full committees reporting to the Physical Risk, Safety and Crime Prevention Co-ordinating Committee.
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Council, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To ensure safety of staff, students and third parties on all campuses at all times, having particular regard to safety at work, and to give effect to the Health and Safety Policy statement. (See Appendix.)
4. COMPOSITION: The following are ex officio members of each S, H & E Committee: The UCT SHE Manager The UCT Occupational Health Nurse The UCT SHE Officer The Maintenance Manager’s nominee responsible for the area The cleaning contractor’s nominee responsible for the area The CPS (Campus Protection Services) Manager’s nominee responsible for the area Hiddingh Campus SHE Committee: Chair: nominee of Dean of Humanities Plus: one representative from each of • Drama • Fine Art • Centre for Conflict Resolution • Film and New Media • Hiddingh Library • School of Legal Practice
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Plus: the ex officio members Plus: one student nominated by the Humanities Faculty Students Council Graduate School of Business Campus SHE Committee: Chair: nominee of the Director of GSB Plus: one representative from each of; Protea Hotels The maintenance service provider The security service provider Plus: the ex officio members Plus: one representative of the MBA and AIM students UCT Libraries SHE Committee: Chair: nominee of Executive Director of University Libraries Plus: one representative from each branch library Plus: the ex officio members Student Housing SHE Committee: Chair: nominee of Director of Student Housing Plus: one representative from each residence, nominated by Director of Student Housing Plus: Catering Manager Plus: the Manager responsible for staff housing (this SHE Committee covers UCT provided staff housing units) Plus: the Manager responsible for Vac accommodation Plus: 2 students nominated by the Head Students Committee Plus: the ex officio members Faculty SHE Committees (5): (for each of Science, Humanities, Engineering and the Built Environment, Health Sciences and Commerce) Chair: nominee of the Dean of the Faculty Plus: 1 representative from each department in the faculty on that Campus Plus: 2 students nominated by the faculty Student Council concerned Plus: the ex officio members Kramer Building SHE Committee: Chair: nominee of the Dean of Law
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Plus: a representative of each o Department in the Faculty of Law o Admissions Office o Archives o Fees Office o UCT Libraries o Deputy Registrar Office Plus: the ex officio members Upper Campus (non-faculty buildings) SHE Committee: Chair: Executive Director of P & S or nominee Plus: one representative from each of o Dean of Students o Dean of CHED o Co-ordinator of Educare Centre o Director, Sport and Recreation o Manager, UCT Club o Representative from catering contractors o The Traffic Manager o Grounds and Gardens contractor Plus: the ex officio representatives Lower and Middle Campus (non residence buildings) SHE Committee: Chair: Executive Director: Properties & Services or nominee One representative each from • Bremner Building • College of Music • School of Dance • Cambria • Welgelegen • La Grotto • Old Admin Building • The Cottage • Baxter Theatre
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• The Shell Court • IAPO Plus: the ex officio members The Health and Safety Manager The Occupational Health Nurse The Fire /First Aid Officer The Maintenance Manager’s nominee responsible for the area The cleaning contractor’s nominee responsible for the area The CPS Manager’s nominee responsible for the area
Hiddingh Campus H & S Committee: Chair: nominee of Dean of Humanities Plus: one representative from each of Drama Fine Art Centre for Conflict Resolution Film and New Media Hiddingh Library Plus: the ex officio members Plus: one student nominated by the Humanities Faculty Students Council
Breakwater Campus H & S Committee: Chair: nominee of the Director of GSB Plus: one representative from each of Protea Hotels The maintenance service provider The security service provider Plus: the ex officio members Plus: one representative of the MBA and AIM students
UCT Libraries H & S Committee: Chair: nominee of Executive Director of University Libraries Plus: one representative from each branch library Plus: the ex officio members
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Student Housing H & S committee: Chair: nominee of Director of Student Housing Plus: one representative from each residence, nominated by Director of Student Housing Plus: Catering Manager Plus: the Manager responsible for staff housing (this H & S Committee covers all UCT provided staff housing units) Plus: 2 students nominated by the Head Students Committee Plus: the ex officio members
Faculty H & S Committees (5): (for each of Science, Humanities (Upper Campus), Engineering and the Built Environment, Health Sciences and Commerce) Chair: nominee of the Dean of the Faculty Plus: 1 representative from each department in the Faculty on that campus Plus: 2 students nominated by the Faculty Student Council Concerned Plus: the ex officio members
Kramer Building H & S Committee: Chair: nominee of the Dean of Law Plus: a representative of each Department in the Faculty of Law Admissions Office Archives IAPO UCT Libraries Deputy Registrar Plus: the ex officio members
Upper campus (non-faculty buildings) H & S Committee: Chair: Executive Director of P & S or nominee
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Plus: one representative from each of Executive Director: DSA Dean of HED Co-ordinator of Educare Centre Director, Sport and Recreation Manager, UCT Club Manager, Students Union and Leslie Building catering contractors The Traffic Manager Plus: the ex officio representatives
Lower and Middle Campus (non residence buildings) and Properties and Services, Shell Court and contractors H & S committee: Chair: Executive Director: Properties & Services or nominee Plus: one representative each from Bremner Building College of Music Department of Dance Protem campus Cambria Welgelegen La Grotta Old Admin Building Research & Innovation Department Campus Security The Cottage Baxter Theatre Centre Eco Garden Services The Shell Court commercial tenants The Groote Schuur commercial tenants The Staff Housing tenants Plus: the ex officio members
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5. TERMS OF REFERENCE Each committee shall: • make recommendations to the Physical Risk Co-ordinating Committee regarding any matter affecting the safety, health environment of persons on the campuses of the University of Cape Town alternatively advise on the necessary action required from line management. • make recommendations to the SHE Committees on matters relating to fire prevention, fire safety, Occupational Health, emergency planning and disaster matters in their environments. • receive written reports from SHE Representatives on each and every incident/ accident in the department for which the SHE representatives is responsible; and discuss and decide on necessary action from the relevant line management. • receive quarterly written reports from each SHE representative including written reports on SHE inspections carried out. • perform such other function as may be prescribed by law.
6. PROCEDURES FOR THE APPOINTMENT OF SHE REPRESENTATIVE The OHS Act requires the University to appoint SHE Representative for every 20 employees. The University environment is however unique in that there are more students than staff in environments, that is why the risks and the overall population is considered when SHE representatives are appointed. Discussions have taken place with staff representative bodies to be able to do this as required in section 6 of the General Administrative Regulations under the Occupational Health and Safety Act: 1993. The agreement was as follows: (1) That Safety, Health and Environmental Representatives could be appointed in all areas because of the low percentage of staff in area compared to capacity of student usage of area. e.g. Labs and Workshops. (2) Staff can either be nominated by employees to serve as Safety, Health and Environmental Representatives or staff members can be nominated by line managers to serve as Safety, Health and Environmental Representatives. If everybody is in agreement then the Safety, Health and Environmental Representatives must be appointed in writing by the employer. If there us any objections from any employee about the person that has been appointed then the matter will be referred to the Safety, Health and Environment Manager, who will in consultation with the staff bodies facilitate the process. (3) Safety, Health and Environment Representatives will remain in office for a period of three years. The Safety, Health and Environmental Representative’s appointment will terminate on his or her resignation from the University. An employee also has the right to resign from serving as a Safety, Health and Environmental Representative. If a Safety, Health and Environmental Representative have resigned, left the Institution or department, then the line manager for the area has a responsibility to make sure that a new person is appointed as per point 2.
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• FUNCTIONS OF SAFETY, HEALTH AND ENVIROMENTAL REPRESENTATIVES A Safety, Health and Environmental Representative shall perform the following functions in respect of the workplace or section of the workplace for which he/ she has designated, namely (The appointment must be done in writing) (1) Review the effectiveness of health, safety and environmental measures; (2) Identify potential hazards and potential major incidents at the workplace; (3) In collaboration with Head of Department concerned, examine the causes of incidents at the workplace; (4) Investigate complaints by any staff relating to that staff's health or safety at workplace; (5) Make representations to the Head of Department or a Health and Safety committee in matters arising form paragraphs (a), (b), (c), or (d) or where such representations are unsuccessful, to the Health and Safety Manager. (6) Make representations on general matters affecting the health and safety of the staff at the workplace; (7) Inspect the workplace, including any article, substance, plant, machinery or health and safety equipment at that workplace with a view to the health and safety of staff and students at least once every three months prior to the quarterly Health and Safety committee meeting. The Head of Department or 16(2) may be present during the inspection; The Safety, Health and Environmental Representative will make a report on his inspection form and present it to the 16(2) responsible person. The 16(2) responsible person must make sure that the appointed Health and Safety representative has access to email.
The Safety, Health and Environment Representative shall hand in a report signed by the 16(2) responsible person to the Health and Safety committee.
Minutes of these meetings shall be distributed to the 16(2) responsible persons falling within the jurisdiction of the SHE Committee.
The Safety, Health and Environment Representative has the authority to suspend any unsafe act or condition that will cause harm or ill health to person on the Universities premises.
The Safety, Health and Environment Representative will keep copies of all: o Inspection reports. o Incidents reports. o Safety correspondence. o Committee meeting minutes. A file shall be provided by the Head of the Department.
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The Line Management shall provide the facilities and the time and the UCT SHE department shall provide all SHE related training that a representative may reasonably required.
The Line Management shall inform the representative of any incident/accident immediately it is reported in order that the representative may carry out an investigation. The Line Management shall assist in obtaining written statements from witnesses if necessary and ensure that the correct reporting and recording documentation is completed.
A representative shall not incur and civil liability by reason of the fact only that he/she failed to do anything which he/she may do or is required to do in terms of the Act.
The representative shall perform his/her duties during normal working hours and shall be allowed reasonable time off to attend to such duties. • APPOINTMENT OF FIRST AIDERS A First Aider is appointed by the line management in consultation with the SHE representatives of the building or department. The First Aider is responsible to the SHE representative who coordinates the SHE procedures for an area or building. Only persons who have the necessary qualification may be appointed as First Aiders. • APPOINTMENT OF EVACUATION MARSHALS An Evacuation marshal is appointed by the line management in consultation with the SHE representatives of the building or department. This will be done where the SHE Committee considers it necessary for the representative(s) to have assistance in fire evacuation procedures. The Evacuation Marshal is responsible to the representative who coordinates the evacuation drills and fire procedures. • CONTRACTORS WORKING ON ANY OF THE UNIVERSITY OF CAPE TOWN CAMPUSES In terms of Section 37 of the Occupational Health and Safety Act of 1993, the University of Cape Town has a responsibility for the Health and Safety of any person working or visiting any of the University of Cape Town campuses. The University will in future stipulate in all contracts and tender documents that the contractor shall comply with the Occupational Health and Safety Act, section 37. All contractors will be registered contractors who have workers compensation coverage. Any line management of contractors will have the responsibility of checking on the legal compliance of their contractors. The University’s SHE Manager and his/her nominee will remind line management of their responsibilities as well as enforcing compliance. Any SHE representative seeing an unsafe act or condition involving a contractor is required to report this to the University SHE Manager immediately.
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An Annual Report by each Committee to the Chair of the Physical Risk Coordinating committee and SHE Manager is a vehicle for accounting for the work of the Committee. Because of this the committee must; report on what it has achieved relative to the agreed goals and objectives of the committee and to its purpose. • SAFETY, HEALTH AND ENVIRONMENT POLICY OF INTENT FOR THE UNIVERSITY OF CAPE TOWN The University of Cape Town is dedicated to maintain a Safe and Health Environment for all its staff, students, visitors and contactors on all its campuses by putting measures in place to mitigate all the identified risks in the teaching and research environment.
The University of Cape Town subscribes to a Safety, Health and Environment management standard based on the OHSAS18001 Occupational Health and Safety standard. The University of Cape Town will as is reasonably practical strive to comply with all the requirements of the Occupational Health and Safety Act No 85 of 1993 and any other Safety, Health and Environmental legislation that is applicable to its environment.
The established Safety, Health and Environment structures at the University of Cape Town is committed to promoting and communicating best Safety, Health and Environment practices to all its staff and students, contractors and interested parties through its various Safety, Health and Environment structures. It also commits to implement the Safety, Health and Environment practices in all its teaching, research environments. Identify, eliminate or control any unsafe act or condition by making everybody aware of their individual responsibility in practicing Safety, Health and Environment principles to minimise risks.
The Management of the University of Cape Town commits itself to measure its Safety, Health and Environment practices annually against set objectives and to rectify and control any deviations identified in a set period and will continually strive for improvement.
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APPENDIX TO THE TERMS OF REFERENCE OF THE SAFETY, HEALTH AND ENVIRONMENT COMMITTEES (S.H.E)
UNIVERSITY OF CAPE TOWN HEALTH & SAFETY POLICY
The University of Cape Town has a moral and legal obligation to safeguard and protect its students, staff and visitors against injury, diseases as well as risks to health and safety within the University.
The Occupational Health and Safety Act places the legal onus for Occupational Health & Safety upon myself as Vice-Chancellor of the University of Cape Town.
In turn this is now formally delegated in terms of Section 16.2 of the Act to Deputy Vice- Chancellors, Deans, Executive Directors, Heads of Departments, support staff and student bodies who are charged with compliance and required to ensure that all legal duties are effectively discharged.
The University, therefore, aims to:
• provide and maintain a safe work environment by implementing structures and programmes to ensure that hazards to health and safety are identified in a systematic manner and timeously actioned; • provide the fire prevention and safety training to all staff and students; • comply with the requirements of the Occupational Health & Safety Act of 1993; • to take a proactive stance on environment matters; • ensure that contractors undertake their duties in a safe and responsible manner.
To ensure the above, the University requires management at all academic and non- academic levels to accept responsibility for this, and to ensure full legal compliance in their areas of responsibility as a condition of employment. The University requires all staff and students to adhere to all safe work standards and procedures and to: 1. identify, eliminate or control all unsafe acts and conditions; 2. operate and use equipment and vehicles in such a way that their safety and that of others is ensured; 3. maintain and use safety equipment where prescribed or where necessary, adhere to all legal requirements and all other regulations relating to safety. Professor NS Ndebele Vice-Chancellor
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MEMBERSHIP: SAFETY, HEALTH AND ENVIRONMENT COMMITTEES (S.H.E)
Status These are committees established in terms of the Names of committee members Occupational Health and Safety Act of 1993. They are mandatory. The the UCT context they operate as sub-committees to the Physical Risk Coordinating Committee. Ex officio members of Safety, Health and Environment Manager Mr M Langley each SHE Committee The Occupational Health Nurse Mrs S key Safety, Health and Environment Mr B Platen The Environmental Risk Officer Mr B Roden The Maintenance Manager for: • Residences Mr J Peters • Upper campus Mr P Byne • Other Campuses Mr F Nel The cleaning contractor representatives for: • All Campuses Supercare • Residences Metro The CPS (Campus Protection Services) Manager’s Mr A Sambaba Hiddingh Campus Chairperson: Prof S Inngs SHE Committee Members : Representative from ; • Drama • Fine Art • Centre for Conflict • Resolution • Film and New Media • Hiddingh Library • School of Legal Practice exofficio members Student representatives G.S.B Campus Chairperson: Ms J Booth SHE Committee Members: Representative from ; • Protea Hotels • The maintenance service provider • The security service provider exofficio members Student representatives UCT Libraries Chairperson: Ms D Hurter SHE Committee Members: Representatives from each branch library exofficio members Student Housing Chairperson: Mr G von Zeil SHE Committee Members: • One representative from each residence. • The Catering Manager • The Manager responsible for staff housing • The Manager responsible for Vac accommodation exofficio members Student representatives Commerce Faculty Chairperson: Mr. Colin Smith SHE Committee Members: Representatives from departments in the faculty. exofficio members Student representatives
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EBE Faculty Chairperson: Prof N Armatage SHE Committee Members: Dean Prof F Petersen Space Committee Chair A/Prof R del Mistro (Civil Engineering) Civil Engineering SO’s - Prof A Zingoni (HOD) & Mr E von Guerard (alt Mr N Hassen), Mr E Witbooi H&S Reps - Mr C Nicholas (alt Mr H Mafungwa) Architecture, Planning & Geomatics SO – Prof V Watson (1st Semester), Prof L le Grange (2nd Semester) (HOD) H&S Reps - Mr J Coetzee, Mr D Matthee, Dr F Saidi Chemical Engineering SO – A/Prof D Deglon (alt Prof S Harrison) H&S Reps – Ms H Divey, Mr E Matthews (alt Ms F Pocock), Ms D De Jager Con Econ & Man SO - Prof P Cattell (HOD) H&S Rep - Mr M Massyn (Deputy Chair) SO – Mr A Wozniak Electrical Engineering H&S Reps – Mr M Nkewu & Mr P Daniels SO – Prof RB Tait (alt A/Prof C Von Mechanical Engineering Klemperer), Mr H Emrich H&S Rep – Ms S Batho Ms S Key Occupational Health Nurse Mr M Langley, Mr J Critien Properties & Services Mr B Platen Health & Safety Mr P Byne Maintenance
exofficio members Student representatives Humanities Faculty Chairperson: Dr J Akokpari SHE Committee Members:
African Gender Institute Ms W Daniels Centre for African Studies Ms L Diedricks Dance Mr C van Graan Drama Mr D Galloway School of Education Mr C Kleinsmith English Language and Literature Ms F Steffenson Centre for Film and Media Studies Mr P Ndlela Michaelis School of Fine Art Ms A Steer Historical Studies Mrs I van Schalkwyk School of Languages and Literatures Mrs N Kafaar SACM Mr P Sedres Philosophy Ms C Gilbert Political Studies Mr J Akokpari Psychology Mr F Bokhorst Religious Studies Ms U Smith Social Anthropology Ms C Petersen Social Development Mr T Gxubane Sociology Ms N Maseti
Representatives from departments in the faculty. exofficio members Student representatives
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Law Faculty Chairperson: Mr C Rademeyer SHE Committee Members: Representatives from departments in the faculty: Representatives from; • Admissions Office • Archives • Fees Office • UCT Libraries • Deputy Registrar Office exofficio members Student representatives Science Faculty Chairperson: Prof E Rybicki SHE Committee Members: Representatives from departments in the faculty. exofficio members Student representatives H/ Science Faculty Chairperson: Prof L Kellaway SHE Committee Members: Representative from each department in the faculty. exofficio members Student representatives Upper Campus Chairperson: Mr B Jansen SHE Committee Members: Representatives from: • ED of Students Affairs • Dean of CHED • Co-ordinator of Educare Centre • Director, Sport and Recreation • Manager, UCT Club • Representative from catering vendors • The Traffic Manager • Grounds and Gardens contractor exofficio members Lower Campus Chairperson: Mr J Critien SHE Committee Members: Representatives from: • The Bremner Building • The College of Music • The School of Dance • Cambria Building • Welgelegen Building • La Grotto Building • The Old Admin Building • The Cottage • The Baxter Theatre • Shell Court Building • IAPO • Media House (2 Rhodes ave) • Princess Christian Home exofficio members Email: [email protected] 650 3552
Page 235 of 521 HONORARY DEGREES COMMITTEE
HONORARY DEGREES COMMITTEE
1. STATUS: Joint Committee of Senate and Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, and Council via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To consider, and give guidance to Senate and Council on, nominations for Honorary Degrees.
4. COMPOSITION: The Chair of Council The Deputy Chair of Council The Vice-Chancellor A Deputy Vice-Chancellor nominated by the Vice-Chancellor Two members of Council chosen by Council The Deans of Faculties, and the Dean of CHED, or alternates The President of the Students’ Representative Council or alternate
5. CHAIR/DEPUTY CHAIR: The Chair: The Chair of Council The Deputy: The Deputy Chair of Council
6. SPECIAL QUORUM RULES: Nine members shall constitute a quorum
7. TERMS OF OFFICE: Where applicable, for four years from 1 July.
8. TERMS OF REFERENCE: To screen all nominations for honorary degrees, interviewing nominators as it thinks fit, and to make recommendations to: • Senate on the names put forward for the Senate/Council route; • Council on the names put forward by Senate for the Senate/Council route; and • Council on the nominations put forward for the Council route.
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9. PROCEDURES: 9.1 The procedures below give detailed expression to the principles laid down in the Act and the Institutional Statute. 9.2 Members of Council who are members of the Committee are not restricted from making nominations 9.3 Where a Dean has made a nomination his or her place will be taken by the Deputy Dean or a nominee who has not made a nomination 9.4 Alternates may attend in place of their principals when the latter are unable to be present at a meeting. They may vote and are counted towards the quorum. They do not attend in other circumstances. 9.5 Nominations from members of Senate and from members of Council are called for each year in August, with a closing date of 30 September. The Committee must meet soon after this date. 9.6 The Committee must consider each nomination. Where possible it should interview the nominator. 9.7 The Committee must decide whether or not to support each nomination. Where it decides not to do so it must give the nominator the opportunity of withdrawing the nomination 9.8 The Committee must then poll Senate by secret ballot on those nominations submitted by the Senate/Council route. Members of Council and of Senate are eligible to make nominations by this route, which must be on grounds of scholarship. In support of its recommendations the Committee must submit to Senate: • the name of each nominee • a draft citation setting out the merits of the nominee • the committee’s recommendation in respect of the nominee, and • a ballot paper Nominations which secure an absolute majority of Senate, as defined in the Statute, are carried forward to the Council ballot. The nominators of unsuccessful nominations must be informed of this at this stage 9.10 After the Senate ballot, the Committee must poll Council by secret ballot, submitting to Council those nominations submitted by members of Council via the Council route (other than those that may have been withdrawn) and those nominations which have been successful in the Senate ballot. The Committee must submit to Council • the name of each nominee • a draft citation in a form which sets out the merits of the nominee • the Committee’s recommendation in respect of the nominee, and • a ballot paper 9.11 Those nominees who achieve the required majority of Council are then invited to accept the award. Where they do, the honorary degree will be conferred at the next suitable graduation ceremony.
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9.12 The annual report by the Committee to the Chair of the Senate Executive Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee/ must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: Nil
11. This committee is serviced by the Deputy Registrar.
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FLOWCHART SHOWING PROCEDURES FOR HONORARY DEGREES:
SENATE/COUNCIL ROUTE COUNCIL ROUTE
Member of Council submits proposal on Member of Senate or of Council submits to Registrar by specified date, based on proposal based on academic scholarship to any grounds Registrar by specified date
All proposals are considered by the Honorary Degrees Committee, which may interview nominators
Honorary Degrees Committee polls Senate on Senate-route nominees
The Vice-Chancellor reports the names of successful candidates to Senate.
The Honorary Degrees Committee polls Council on successful Senate-route, and all Council route, nominees.
The Vice Chancellor reports the names of successful candidates to members of Council, and invites these candidates to accept the degrees proposed.
Honorary degrees conferred at the appropriate ceremony
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MEMBERSHIP: HONORARY DEGREES COMMITTEE
Status Joint Committee of Senate and Council Terms of Office Composition The Chair of Council Archbishop N Ndungane ex officio The Deputy Chair of Council Mr T Mhlanmbiso ex officio The Vice-Chancellor Dr M Price ex officio A Deputy Vice-Chancellor nominated by the Prof DP Visser ex officio Vice-Chancellor Two members of Council chosen by Em.Prof J Terblanche 01.07.2008 to 30.06.2012 Council Em.Prof R Kirsch 01.07.2008 to 30.06.20.12 The Deans of Faculties, and the Dean of COM: ex officio CHED or alternates EBE: Prof B Downing 01.07.2008 to 30.06.2012 FHS: Prof D Dent 01.07.2008 to 30.06.2012 01.07.2008 to 30.06.2012 HUM: Prof H Snyman ex officio LAW: Prof HM Corder ex officio SCI: Prof BD Reddy ex officio CHED: A/Prof N Yeld The President of the Students’ Servicing officer to provide name ex officio Representative Council or alternate Chair The Chair of Council Archbishop N Ndungane 01.07.2008 to 30.06.2012 Deputy Chair The Deputy Chair of Council Mr T Mhlanmbiso 01.07.2008 to 30.06.2012 Terms of Office Where applicable, for three years from 1 July Serviced by The Deputy Registrar Mr K Benjamin Servicing Email: [email protected] Phone: 650-2201 Officer Details
Page 240 of 521 INFORMATION AND COMMUNICATION TECHNOLOGY USER GROUP (ICTUG)
INFORMATION AND COMMUNICATION TECHNOLOGY USER GROUP (ICTUG)
1. STATUS: Working Group
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001, dated 7 February 2001; Senate, via PC 06/2003, dated 18 June 2003; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To be a representative user group with responsibility for defining ICTS demand, advising the Executive Director, Information & Communication Technology, with a key role in regulating supply and demand for ICT services.
4. COMPOSITION: The Executive Director: Information & Communication Technology (ED-ICTS) The Dean, or nominee, of each Faculty and of CHED The Director of the GSB or nominee The Executive Director of University Libraries or nominee The Registrar or nominee Three managers in ICTS nominated by the Executive Director, Information & Communication Technology The Chair of ICTS Committees in the Faculties, CHED, UCT Libraries and PASS departments
5. CHAIR/DEPUTY CHAIR: The Executive Director, Information & Communication Technology
6. QUORUM: Five members shall constitute a quorum.
7. TERMS OF OFFICE: Not applicable.
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8. TERMS OF REFERENCE: Information & Communication Technology User Group (ICTUG) is to be a users’ committee of all users of ICTS services
8.1 The ICTUG is to be the important instrument through which the ED-ICTS would carry out his/her role of representing the “demand side” with regard to ICTS support services. 8.2 ICTUG is the forum where service level agreements for services in the ICTS area would be debated and approved prior to formal adoption through the Management Services Committee. 8.3 ICTUG is the forum where the price structure of internal ICT services is to be negotiated and agreed between the demand and supply sides; this being closely linked to the negotiations on service levels. 8.4 ICTUG will monitor proposals for ICTS General Operating Budget allocations across the University. 8.5 ICTUG is the forum where standards and policies governing the deployment and use of ICTS would be debated and where the ED-ICTS would have a forum to take advice and generate support and compliance from the demand and supply sides. Where agreement cannot be reached with respect to standards and policies the issue(s) would be referred to the University Information & Communication Technology Committee (UICTC) as arbiter.
9. PROCEDURES: The Annual Report by the Working Group to the Chair of the UICTC is a vehicle for accounting for the work of the Working Group. Because of this the Working Group must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Working Group and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Working Group has performed.
10. Administrative support will be provided by the office of the Executive Director, Information and Communication Technology.
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MEMBERSHIP: INFORMATION AND COMMUNICATION TECHNOLOGY USER GROUP (ICTUG)
Status Working Group Terms of Office The Executive Director: ICT Dr F Goldstein (Acting) ex officio The Dean, or nominee, of each Faculty and COM: Ms A Stander 01.07.05 to 30.06.08 of CHED EBE: Prof M Inggs 01.07.05 to 30.06.08 HSF: Dr E Lee-Pan 01.07.05 to 30.06.08 HUM: A/Prof D Wardle 01.07.05 to 30.06.08 LAW: Ms J Erasmus 01.07.05 to 30.06.08 SCI: Prof KJ MacGregor 01.07.05 to 30.06.08 CHED: Dr D Ng’Ambi 01.07.05 to 30.06.08 The Director of the GSB or nominee Mr L Stringer ex officio The Executive Director of University Libraries ex officio or nominee Mr G Hoy 01.07.05 to 30.06.08 The Registrar or nominee ex officio Three managers in ICTS nominated by the VACANCIES ED-ICT Chair/Deputy The Executive Director, ICT Dr F Goldstein (Acting) Chair Terms of Office Not applicable Serviced by Executive Director, Information and Dr F Goldstein (Acting) Communication Technology Servicing Officer Email: [email protected] Phone: 650-4079 Details
Page 243 of 521 GOVERNANCE OF THE INSTITUTE OF INFECTIOUS DISEASES AND MOLECULAR MEDICINE (IIDMM)
GOVERNANCE OF THE INSTITUTE OF INFECTIOUS DISEASES AND MOLECULAR MEDICINE (IIDMM)
Draft 3
1. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES (a) Date of approval: Senate, via PC 01/2007 dated 30 April 2007
2. PREAMBLE 2.1 The Institute of Infectious Disease and Molecular Medicine (IIDMM) is a research institute, accredited by Senate on the advice of the University Research Committee located organisationally in the Faculty of Health Sciences, and housed in purpose-built facilities on the campus of the Faculty of Health Sciences 2.2 The IIDMM is intended to become a Southern African centre of research excellence, focusing on the major diseases that afflict the Southern African region. These include HIV/AIDS and TB and non-communicable diseases, as well as prevalent cancers and genetic disorders. The IIDMM aims to create a modern, consolidated and vibrant environment of shared laboratories, facilities and expertise. 2.3 The IIDMM’s strategy is the focused application of its members’ scientific and research skills within a multi-disciplinary environment extending from basic enabling technologies to clinical studies and public health approaches, in order to address the massive burden of infectious disease. 2.4 The IIDMM is a membership body. Each member, who must also be a member of an established academic department at UCT (in any faculty), is elected for a fixed period of IIDMM membership by the Governing Board on the advice of the Director and the Membership Committee. This period will not exceed five years. Membership may be renewed for successive periods where the member meets the membership criteria set out in Appendix I. Typically, but not invariably, the members will lead or form research groups which will in turn be accredited by the University Research Committee as recognised research groups within the IIDMM. The bodies established to govern, accredit and manage the IIDMM are the joint Council-and-Senate University Research Committee and – (a) The Governing Board, appointed by the URC in consultation with the Dean of the Faculty of Health Sciences, is advisory to • to the Dean and the Director in regard to the IIDMM’s operations and budget; and • to the URC for the IIDMM’s research strategy and accreditation. (b) The International Scientific Advisory Committee (ISAC), appointed by the Governing Board. is responsible for advising the Governing Board and the Director on research strategy and scientific matters. Its terms of reference are set out in appendix IV. (c) The Membership Committee: appointed by the Governing Board is responsible for advising the Governing Board on membership of the IIDMM.
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(d) The Management Committee: appointed by the Dean after consultation with the Director is responsible for assisting the Director in the day-to-day operation of the IIDMM. (e) The Director: appointed by the University Council on the advice of Senate (via a selection committee) is responsible to the Dean for the work of the IIDMM.
3. RULES REGULATING THE GOVERNANCE OF THE IIDMM (i) Structure of the IIDMM The Institute consists of – (a) a Director and the Director’s office’s staff; and (b) elected members, usually organised in URC-accredited research groups.
Every member (including the Director) must have a current academic appointment in a UCT academic department. This appointment may be permanent or for a fixed term, and may be honorary; and it may be on the UCT staff establishment, the UCT/NHLS joint staff establishment, or the UCT/PGWC joint staff establishment; and it may be on the UCT, the NHLS, the PGWC, or a third party’s payroll.
Every member must have an IIDMM performance agreement setting out the duties for which he/she is accountable to his/her head of department and the duties for which he is accountable to the IIDMM director, where applicable via his/her research group’s head; these performance agreements must be approved by the member’s head of department after consultation with the member, the research group leader and the Director of the IIDMM. Promotion, salary determination, and HR issues are the prerogative of the member’s department and/or faculty. (ii) Membership The Governing Board elects people to IIDMM membership on the advice of the Membership Committee and the existing members. The Membership Committee must satisfy itself that candidates meet the criteria for membership set out in Appendix I; the key criteria are: excellence in research as evidenced by publication; success in training postgraduate students; and evidence of ability to secure significant research funding. Membership is for a fixed period, and is subject to periodic review. The Governing Board may terminate a person’s membership for good cause. A person ceases to be a member if he/she ceases to be a member of the UCT staff, or if he/she resigns it.
The membership of the IIDMM at 1 January 2007 is set out in Appendix II.
The rights of members are set out in Appendix III.
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(iii) Research Groups Members of the IIDMM individually or collectively may, and are encouraged to, seek University accreditation as research groups. A member seeking such accreditation must do so after consultation with the Director, and via the Governing Board and the URC. Alternatively, members may on invitation join existing University-accredited research groups located within the IIDMM. The URC appoints the head of any research group so accredited, after consultation with the Director. Alternatively, a new member may, if the Governing Board and the URC agree, locate his/her existing University accredited research group in the IIDMM. (iv) The Governing Board (a) Composition The composition of the Governing Board is determined by the URC in consultation with the Dean of the Faculty of Health Sciences. The URC and the Dean have determined that the Governing Board consists of – A Deputy Vice-Chancellor nominated by the Vice-Chancellor The Chair of the URC, or nominee; A member of the URC appointed by the URC; The Dean of the Faculty of Health Sciences; The Dean of the Faculty of Science The Director of the IIDMM Two members of the IIDMM, elected by the members, for periods of three years. (b) Chair and Deputy Chair Chair: the Chair of the URC or nominee Deputy Chair: the nominee of the Dean of the Faculty of Health Sciences (c) Terms of reference The Governing Board must • advise the Dean on the work of the IIDMM and its budget; • advise the URC on strategy for the IIDMM; • advise the Director on the direction and leadership of the IIDMM; • seek the advice of its Scientific Advisory Board; • elect members on the advice of the Membership Committee and terminate membership on good cause shown (d) Quorum Four members of the Governing Board constitute a quorum. (e) Meetings The Governing Board must meet annually and more frequently in if the Director or the Chair require this.
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(v) The International Scientific Advisory Committee The Governing Board must appoint a scientific advisory committee, and to do so must secure the active participation of suitable experts. The International Scientific Advisory Board must (a) review the work undertaken in the IIDMM at least annually; by receiving and interrogating reports from the Director (b) advise the Director, and via him the Governing Board on the work of the IIDMM.
The size and composition and terms of reference of ISAC will be as determined by the Governing Board from time to time. The terms of reference are set out at appendix IV. (vi) The Membership Committee The Governing Board must appoint a Membership Committee, consisting of the Director and at least two others, whose responsibility it is to scrutinise candidates and make proposals to the Governing Board for election and re- election of members, and for the termination of membership. (vii) The Management Committee The Dean, in consultation with the Director, must appoint a Management Committee for the IIDMM, to assist the Director in the day-to-day operation of the IIDMM. The Management Committee must include the Director, up to four members of the IIDMM, and the Dean’s nominee. The Management Committee must meet regularly and will be chaired by the Director. (viii) The Director The Director is appointed by the University Council on the advice of a duly constituted selection committee. He or she will be members of an established academic department, or will be made an honorary member of the appropriate department. The Director • is responsible to the Dean of the Faculty for the work of the IIDMM; • is responsible to the Dean for the financial management of the IIDMM: this requires the Director to submit annual budgets to the Dean, and to report quarterly on performance against budgets to the Dean; • must report on the scientific activities pf the IIDMM to the Scientific Advisory Board and seeks its advice; and • must account to the Governing Board for the work of the Institute, and must keep the Governing Board informed on the financial position of the IIDMM. Members of the Institute are accountable (where relevant via the heads of their research groups) to the Director for • the work they do in the Institute; • the activities of their and other staff in the Institute; and • the activities of their students in the Institute.
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(ix) Amendments These arrangements and rules are subject to change by Senate and Council. Appendix I Membership criteria Appendix II Membership of the IIDMM as at 1 January 2007 Appendix III Rights of members of the IIDMM Appendix IV Terms of reference of the ISAC
SEC, 6 December 2006
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INSTITUTE OF INFECTIOUS DISEASE AND MOLECULAR MEDICINE (IIDMM): IIDMM MEMBERSHIP CRITERIA
Appendix I
1. RATIONALE Many Research Institutes the world over organise themselves as “flat structures” on the “Membership principle” where each (full) Member is the head or leader of a research group working autonomously (but highly collaboratively) side-by-side with other research groups. Any such group must seek formal recognition as a research group by applying to the University research Committee.
For such research institutes to be successful, the Members must be effective leaders who combine • creativity and skill in designing and proposing research programmes that will draw funding; • ability to attract and inspire co-workers and postgraduate students; • strength of character in executing research projects and seeing them though to peer-reviewed publication, or graduation (in the case of post-graduate students); and • intellectual eminence recognised nationally and internationally.
The sizes of research groups headed by Members are variable, and groups may grow or shrink during a term of appointment. This means that space allocations need to be flexible: research institutes characteristically do not consist of areas of “owned space”, but mechanisms exist continuously to match space allocation to needs. Sharing of space is often the rule, as is the shared use of facilities and services.
Competition for full Membership status in research institutes is usually vigorous, and this is healthy provided it does not impair the intense co-operation and collaboration that is the main advantage of an Institute in the first place. The reputation of an Institute as a whole is largely built on the reputation of its Members for continued excellence.
Succession planning in a research institute is a key element of its sustainable reputation as a place of excellence. Most research institutes have mechanisms for the early identification of promising younger scientists in the otherwise flat organisational structure of the full Membership. Having a Category of “Associate Membership” is one of these mechanisms.
An additional form of flexibility is that made possible by bringing collaborating (senior level) staff from within the institution into the formal structure in “Affiliate mode”, and collaborating scientists from other institutions in “Adjunct mode”.
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2. THE ISSUE OF CONSOLIDATION: The IIDMM was established with a foundation (full) Membership drawn from 7 university departments from 2 faculties; of these. About two thirds were accommodated in the IIDMM complex ;others continued to work elsewhere in Faculty space and others in Science faculty space. Members should work in and be accommodated in the IIDMM but in some cases this will not be possible and in others this will not be necessary; however where Members are not accommodated in the IIDMM complex provided they must commit to do their research under the umbrella of the Institute, and to work collaboratively with Institute Members; this is to be symbolised by using their IIDMM as their first, primary address on all publications and conference presentations.
3. THE IIDMM’S MEMBERSHIP SYSTEM The IIDMM’s Membership system is constituted as follows: (i) Membership, (full membership), researchers fully committed to do their research in the IIDMM, preferably accommodated in the IIDMM complex, who fulfil certain criteria for 5-year terms, renewable; (ii) Associate Membership, for up-and-coming UCT researchers fully committed to do their research in the IIDMM, who fulfil certain criteria, for 3-year terms, renewable; (iii) Adjunct Membership, for researchers employed by other institutions (i.e. not UCT staff) who collaborate with IIDMM Members to the extent that some of their own staff and / or postgraduate students actually work within the Institute; for 3 year terms, renewable; and (iv) Affiliate Membership, for researchers based at UCT elsewhere than in the IIDMM complex, who seek supplementary membership of the IIDMM because they collaborate actively with IIDMM Members, for 3-year terms, renewable.
4. CRITERIA FOR CATEGORIES OF MEMBERSHIP (a) Membership (full membership) (i) Currently active researcher holding a UCT appointment (may be UCT; or joint UCT/ PGWC; or joint UCT/NHLS; and may be permanent, fixed term or honorary)). (ii) An independent investigator with at least two multi-year research grants awarded during the last 5 years, and a sustainable forward plan for further funding and major activity of a group. (iii) At least 15 peer-reviewed original publications in ISI-listed journals; 10 of them must have been published during the last 5-years as first or last (responsible) author, and have a cumulative impact factor of at least 40. (iv) “Fit” with Institute’s general focus and current activity areas. (v) Positive recommendation from 3 internationally recognised referees. (vi) Willingness to cite IIDMM as primary address on all publications.
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(b) Associate Membership (i) Currently active researcher holding a UCT appointment (can be joint staff of PGWC or NHLS) (ii) Holder of a grant(s) (as P.I), execution of which takes up at least 50% of research time. (iii) At least 5 peer-reviewed, original publications in ISI-listed journals, all published in the last 5 years, as first author, with a cumulative impact factor of at least 20. (iv) “Fit” with Institute’s general focus and current activity areas (v) Positive recommendation from 2 internationally recognised referees. (vi) Willingness to cite IIDMM as primary address on all publications. (vii) Acceptance of “association” with an existing Member who is willing to “host” the Associate Member. (c) Adjunct Membership (i) All criteria as for (full) Membership, but not employed by UCT. (ii) Willing to cite IIDMM as supplementary address on all publications involving work partly or wholly done in the UCT Institute.
5. CONTINUATION OF MEMBERSHIP The criteria for new Membership are not the same as the criteria for continuation of membership (existing Members seeking renewal are not the same as those for candidates for new Membership).
The criteria for continued Membership are tougher; they are based d generally on the member’s record in his/her term of Membership (including reports on this period of 3 referees), and specifically on criteria, applicably only to the 5-year term, that use agreed quantitative parameters: (i) Original peer-reviewed publications: The points awarded are the Impact Factor of each journal in which an article has been published, times 6 for first or last (corresponding) authorship, or times 3 for any other authorship. (ii) Citation classics – :10 points per item (iii) PhD supervision per year – 5 points; PhD qualification – 40 points (iv) MSc supervision per year – 2 points. MSc qualification – 10 points (v) Post-doctoral Fellow supervision per year – 2 points (vi) Honours programmes: project supervision per year – 2 points; module co- ordinator 2 points; programme convener 10 points. (vii) Research grants awarded: 10 points for each R100 000, up to a maximum of 50 points. (viii) Book chapters – 5 to 30 points (depending on motivation for values claimed which are higher than the default award of 5 points)
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(ix) Editing books – 10 points (x) Author of monograph – 20-50 points (depending on motivation for values claimed which are higher than the default award of 20 points) (xi) Conference (main) organiser: 10 points; Workshop (main) organiser: 5 points; invited plenary speaker at international conference : 10 points (xii) Membership of Editorial Board of ISI -listed journal – 10 points. (xiii) Referee of articles for ISI-listed journals: 3 points per article. Overall: at least 150 points are required for automatic renewal of Membership; others to be considered by the Membership Committee on the basis of the record, referees’ reports, and an open presentation (see below).
6. PROCESSES FOR ELECTION AS A MEMBER (i) Proposals for new IIDMM Members in all categories must be made by the candidate himself/herself, or by an existing (full) Member. (ii) Proposals will be considered by the Membership Committee, after the candidate has given an open presentation at the Institute in which the research plans for a term of appointment will be described in the light of relevant background in the field concerned, and recent work already done. (iii) Recommendations will them be made via the existing (full) Membership to the Governing Board, and a two-thirds majority of the Membership in-favour will be necessary for appointments in all categories. (iv) In the case of renewals, processes for considering proposals must begin not less than 9 months prior to the completion of the term concerned.
TERMINATION OF MEMBERSHIP and GENERAL PROVISIONS REGARDING MEMBERSHIP Membership in any category terminates (a) if not renewed at the end of the term; (b) in the case of a (full) Member if he or she ceases to hold a substantive appointment in a UCT academic department; (c) if the member (in any other category) ceases to be a member of the staff of the University (full, associate or affiliate members) or of the other institution by virtue of which he or he was a member (adjunct members);
(d) on the decision of the Governing Board for good cause shown and after due process; or (e) on resignation fom the Institute. Every (full) Member, every Associate Member, and every Adjunct Member of the Institute must enter into a performance agreement setting out how he/she will carry out his or obligations to his or her department, and how he or she will carry out his or her research activities, which must be approved by the his or head of department (or institution in the case of adjunct members) and the Director or in the case of a member of a group who is not the head of the group . the head of the research group concerned. Performance agreements must be renewed annually.
9 January 2007
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INSTITUTE OF INFECTIOUS DISEASES AND MOLECULAR MEDICINE: RIGHTS AND OBLIGATIONS OF IIDMM MEMBERS:
App II
1. RIGHTS OF FULL MEMBERS o Entitled to attend all members’ meetings and to vote o Entitled to laboratory and office space if available, o Access to all shared facilities and resources o Access to administrative support pending availability of resources o Access to all IIDMM educational activities – incl. meetings, seminars, lectures o Access to all IIDMM social activities
2. OTHERS MEMBERSHIP CATEGORIES o Entitled to attend all members meetings o Access to laboratory and office space if available, o Access to all shared facilities and resources o Administrative support pending availability of resources o Access to all IIDMM educational activities – incl. meetings, seminars, lectures o Access to all IIDMM social activities
3. OBLIGATIONS OF ALL MEMBERS o Cite IIDMM as primary address (secondary address if not a full member) o Contribute to the functioning of IIDMM – serve on committees o Review proposals for the IIDMM Departmental Research Committee o Participate in seminar program o Contribute to annual report o Support post-graduate training o Contribute to the financial sustainability of the IIDMM o Submit to periodic peer review of activities
4. MEMBERSHIP REVIEW PROCESS o Unless otherwise specified each member’s membership is reviewed every 5 years, with a mid-term evaluation in the 3rd year of a membership cycle. o All founder members underwent review in the second half of 2005 approximately 3 years after establishment of IIDMM. o All other members will be reviewed at least 3 year after joining. o The Membership Committee coordinates the review process. The Director is responsible for managing the review process.
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o A member who does not meet the mid-term review criteria will be told and encouraged to improve performance o If, at the end of the 5 year period, performance (still) does not review criteria ( i.e. the criteria for continued membership) then membership will be down-graded or ended and access to space and other resources will be reduced, or ended.
8 January 2007
Page 254 of 521 INTERNATIONAL SCIENTIFIC ADVISORY COMMITTEE FOR THE IIDMM: TERMS OF REFERENCE
INTERNATIONAL SCIENTIFIC ADVISORY COMMITTEE FOR THE IIDMM: TERMS OF REFERENCE
Appendix IV
1. MANDATE Advisory to the Governing Board and the Director the International Scientific Advisory Committee (ISAC) provides independent commentary to help implement and advance the IIDMM research programme.
The responsibilities include: (i) Providing independent advice to strengthen ongoing IIDMM research projects, particularly with regard to (a) the importance of the research projects and relevance to the IIDMM’s mandate (b) the originality of the science involved, and overlap with other work, including particularly work outside of South Africa (c) the quality of the research in relation to international standards (d) the progress of research activities (monitoring and evaluation) (ii) Identifying potential new research projects of relevance to the IIDMM and in line with its research mandate (iii) Reviewing scientific materials produced in the IIDMM (iv) Supporting the process of grantsmanship within the IIDMM (v) Providing an annual report to the University (vi) Supporting fund raising activities (vii) Assisting with international networking (viii) Mentoring of emerging researchers
2. MEMBERSHIP • The ISAC shall not exceed 12 members to be appointed by the Governing Board in consultation with the Director and the membership to assure a balanced international representation among pre-eminent scientists reflecting the full breadth of the IIDMM’s areas of activities. • Members will be appointed for a three year term – renewable at the discretion of the Governing Board- it being the intention that at least one third of the board will be re-appointed at the end of each three year term to allow for continuity. • Vacancies will be filled for the remainder of the three year term. • Retired scientists will not as a rule be appointed to the ISAC • Members will at all times conduct themselves in an ethical manner. Conflicts of interest, particularly in relation to overlap of research, must be declared • The Chairperson will be chosen by the Director of the IIDMM
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3. ADMINISTRATIVE PROVISIONS • Meetings will be held annually • Quorum will consist of at least 6 members • Members will not be remunerated • Secretarial support will be provided by the Director’s office
January 2007
MEMBERSHIP: THE INSTITUTE OF INFECTIOUS DISEASES AND MOLECULAR MEDICINE (IIDMM)
FULL MEMBERS CONTACT NUMBER E-MAIL ADDRESS Dr Linda Gail Bekker 650 6959 / 082 266 2876 [email protected] Prof Dave Beatty 658 5318 [email protected] Prof Jonathan Blackburn 406 6071 / 6126 [email protected] Prof Frank Brombacher 406 6616/ 4013/ 6424 [email protected]; [email protected] A/Prof Gordon Brown 406 6684 [email protected] Prof Kelly Chibale 650 2553 [email protected] Prof Lynn Denny 404 6045 / 406 6012 [email protected] Dr Colleen Flanagan 406 6263 [email protected] A/Prof Willem Hanekom 406 6080 [email protected] Dr Heinrich Hoppe 406 6498 [email protected] Prof Greg Hussey 406 6738/ 6098 / 082 886 3191 [email protected] A/Prof Arieh Katz 406 6268 [email protected] Prof Susan Kidson 650 6461 [email protected] A/Prof David McIntosh 406 6187 [email protected] A/Prof Peter Meissner 406 6206 [email protected] Prof Iqbal Parker 406 6335/ 6259 [email protected] Prof Raj Ramesar 406 6297 [email protected] Prof Ed Rybicki 650 3265 [email protected] A/Prof Cathal Seoighe 406 6837 / 082 375 8289 [email protected] A/Prof Trevor Sewell 650 2817 [email protected] Prof Lafras Steyn 406 6363 [email protected] A/Prof Ed Sturrock 406 6312 [email protected] Prof Anna-Lise Williamson 406 6124 [email protected] A/Prof Carolyn Williamson 406 6683 [email protected] A/Prof Robert Wilkinson 406 6084 [email protected] Prof Robin Wood 650 6806 [email protected] / [email protected]
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AFFILIATE MEMBERS Dr Andrew Boulle 406 6715 / 083 564 463 [email protected] Dr David Coetzee 406 6711 / 082 451 269 [email protected] A/Prof Brian Eley 658 5321 [email protected] Prof Gary Maartens 406 6286 / fax 448 1989 [email protected] Prof Bongani Mayosi 406 6200 / fax 448 6815 [email protected] Dr Landon Myer 406 6661 [email protected] Prof Lyn Wilson 406 6684 [email protected] A/Prof Heather Zar 658 5350 [email protected] ASSOCIATE MEMBERS Prof Gay Elisha 406 6378 [email protected] A/Prof Jacquie Greenberg 406 6299 [email protected] Dr Muazzam Jacobs 406 6078 [email protected] Dr Stephen Lawn 650 6957 [email protected] Dr Andreas Lopata 406 6033 / 406 6076 [email protected] Dr Darren Martin 406 6366 [email protected] Dr Jo-Ann Passmore 406 6089 [email protected] Prof Enid Shephard 406 6082 [email protected] Dr Katalin Wilkinson 406-6389 [email protected] ADJUNCT MEMBERS Dr Clive Gray 011 386 6372/fax 0113866310 [email protected] Dr Beate Kampmann +44 2075943915 [email protected] Dr David Lewis 011 489 9491/fax 011489 9492 [email protected]
6/5/2009 3:43 PM
Page 257 of 521 INSTITUTIONAL FORUM (IF)
INSTITUTIONAL FORUM (IF)
(As published under Government Notice 1199 of 20 September 2002, and as amended by Government Notice 259 of 26 February 2004 and by Government Notice 476 of 20 May 2005)
1. FUNCTIONS OF INSTITUTIONAL FORUM
The institutional forum must advise the council on issues affecting the University as required by the Act. 2. COMPOSITION OF INSTITUTIONAL FORUM The institutional forum consists of – 3. members and alternate members elected or appointed by the council, the senate and the vice-chancellor in the manner determined by the Rules; 4. members and alternate members elected by the recognised staff bodies in the manner determined by the Rules; and 5. members and alternate members elected by the SRC in the manner determined by the Rules. The council must strive to provide fair and equitable opportunities to all members of the institutional forum to prepare for, and participate in, meetings of the institutional forum. 6. ELECTION OF MEMBERS OF INSTITUTIONAL FORUM The manner in which the members of the institutional forum are elected is determined by the Rules. 7. TERM OF OFFICE OF MEMBERS OF INSTITUTIONAL FORUM 7.1 The term of office of the members elected by the SRC is one calendar year. 7.2 The term of office of the members elected by the recognised staff bodies is four years. 7.3 The term of office of the members appointed by the vice-chancellor is for such periods as the vice-chancellor decides. 7.4 The term of office of the other members is four years co-incident with the three-year terms of office of members of the council and of the senate serving four-year terms of office. 8. OFFICE-BEARERS OF INSTITUTIONAL FORUM 8.1 The institutional forum must elect three co-chairpersons, one from the members elected or appointed by the council, the senate and the vice- chancellor, one from the members elected by recognised staff bodies, and one from the members elected by the SRC. 8.2 The co-chairpersons preside at meetings in rotation. 8.3 In the absence of the co-chairperson scheduled to preside, the next co- chairperson in the order of rotation presides. 8.4 In the absence of all co-chairpersons, a member elected by those present presides.
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8.5 The co-chairpersons hold office for such term of office as the institutional forum decides. 8.6 A person ceases to be a co-chairperson if he or she ceases to be a member of the institutional forum or resigns from the office of co-chairperson. 8.7 If a vacancy occurs in any office of co-chairperson, the institutional forum must fill the vacancy from the group from which the existing co-chairperson was elected, for the unexpired period of his or her term of office. 9. QUORUM AND PROCEDURE AT MEETINGS OF INSTITUTIONAL FORUM 9.1 The quorum at meeting of the institutional forum is 18 members, including at least four members, or alternate members, appointed in terms of each of– paragraph 30(1)(a); paragraph 30(1)(b); paragraph 30(1)(c). 9.2 An alternate member may attend any meeting of the institutional forum but may only participate in the deliberations of, and any voting in, the institutional forum if the substantive member to whom he or she is an alternate is absent. 9.3 The institutional forum determines its own procedures subject to the following - 1. ordinary meetings must be held when and where the institutional forum decides, but there must be at least two ordinary meetings of the institutional forum each year; 2. special meetings must be held – a. when called by the three co-chairpersons; or b. when a written request for a special meeting, stating the object of the meeting, is received by the registrar from at least six members of the institutional forum. 9.4 The ruling of the chairperson on any question of order or procedure is binding unless immediately challenged by a member, in which case the chairperson must submit his or her ruling without discussion to the meeting which decision is final and binding.
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Higher Education Act (Act No. 101. 1997) Section 31: The Institutional Forum Section 31: The Institutional Forum (i) The institutional forum of a public higher education institution must – (a) Advise the council on issues affecting the institution, including – • The implementation of this Act and the national policy on higher education, • Race and gender equity policies, • The selection of candidates for senior management positions, • Codes of conduct, mediation and dispute resolution procedures, • The fostering of an institutional culture which promotes tolerance and respect for fundamental human rights and creates an appropriate environment for teaching, research and learning, and, (b) Perform such functions as determined by Council. (ii) The institutional forum of a public higher education institution must consist of representatives of – • The management, as determined by the institutional statute or an Act of the Parliament, • The council, • The senate, • The academic employees, • The employees other than the academic employees, • The students, and • Any other category determined by the institutional statute. (iii) The number of persons contemplated in subsection (2) and the manner in which they are appointed or elected, as the case may be, are determined by the institutional statute or an Act of Parliament.
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APPENDIX TO THE INSTITUTIONAL FORUM TERMS OF REFERENCE
UNIVERSITY OF CAPE TOWN
RULES FOR ELECTIONS AND APPOINTMENTS TO THE INSTITUTIONAL FORUM
(a) Members and alternate members elected by the council and by the senate, and appointed by the vice-chancellor a. The Council must elect from its number three members, and one general alternate member, the senate must elect from its number three members, and one general alternate member, and the vice-chancellor must appoint two executive officers and two Deans to be members, of the institutional forum. b. A person elected (i) by the Council ceases to be a member or alternate member of the Institutional Forum if he or she resigns from the Institutional Forum or ceases to be a member of the Council; and (ii) by the Senate ceases to be a member or alternate member of the Institutional Forum if he or she resigns from the Institutional Forum or ceases to be a member of the Senate. c. The members and alternate members elected by the Council or the Senate serve a three-year term of office where – (i) the terms of office are for the periods 1 July 1999 to 30 June 2002 and subsequent three-year periods; and (ii) members elected after the start of any three-year term serve for the balance of that three-year term. d. The members appointed by the Vice-Chancellor serve such terms of offices the Vice-Chancellor decides. e. If a vacancy occurs during the term of office, the Council or the Senate or the Vice-Chancellor, as the case may be, must fill the vacancy for the unexpired period of the term of office. (b) Members elected by recognised staff bodies a. The staff bodies must choose ten members of staff to be members, and may appoint up to ten members of staff to be alternate members of the Institutional Forum, as follows. b. If there are three, or less than three, staff bodies each having fifteen per cent or more of the total permanent and full-time staff of the University as members at the start of the period of office any such staff body must appoint two members and one alternate member. c. If there are more than three staff bodies each of which has fifteen per cent or more of the total permanent and full-time staff of the University as members at the start of the period of office – (i) any staff body having twenty percent or more must appoint two members and one alternate member; and
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(ii) any staff body which has ten per cent or more (but fewer than twenty per cent) of the total permanent and full-time staff of the University as members at the start of the period of office must appoint one member and one alternate member. d. The remainder, if any, of the ten places must be filled in the following way: (i) if there are as many or fewer remaining staff bodies as there are remaining places, each of these staff bodies must elect one member; (ii) if there are more remaining staff bodies than there are remaining places, these staff bodies must fill these places by agreement among themselves, and where they fail to agree each staff body must nominate one candidate, and the places must be filled by drawing by lot as many names from those nominated as there are remaining places; and (iii) if there are fewer remaining staff bodies than there are remaining places, the place or places left after each staff body has made an appointment must be filled by the staff bodies with the largest membership, in order, appointing one additional member. e. A staff body may count for the purposes of this section only those members who belong to no other staff body, plus those who belong to other staff bodies but for this purpose choose this one as the body to represent them. f. A person appointed under this subsection ceases to be a member, or alternate member, of the institutional forum – (i) if he or she resigns from the institutional forum; or (ii) if having been elected by the staff, or appointed by the Vice- Chancellor, he or she ceases to be a member of staff; or (iii) if the staff body that appointed him or her ceases to be a recognised staff body; or (iv) for any period during which he or she is suspended from the University. g. The term of office of the members appointed by staff bodies is for two years where – (i) the terms of office are for the periods 1 July 1999 to 30 June 2001 and subsequent two-year periods; and (ii) members appointed after the start of any two-year term serve for the balance of the two-year term. h. If a vacancy occurs during the term of office, the staff body or bodies concerned must fill the vacancy for the unexpired period of the term of office.
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(c) Members elected by the Students’ Representative Council
a. The Students’ Representative Council must elect ten students, and may elect up to ten specific or general alternate members, to be members and alternate members of the institutional forum.
At least three of the ten members must be postgraduate students and at least one of the alternate members must be a postgraduate student.
b. A person chosen under this section ceases to be a member of the institutional forum –
(i) if he or she resigns from the institutional forum; or
(ii) if he or she ceases to be a student; or
(iii) for any period during which he or she is suspended from the University.
c. The term of office of members appointed by the students’ representative council is one calendar year. e. If a vacancy occurs during the term of office, the students’ representative council must fill the vacancy for the unexpired period of the term of office.
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MEMBERSHIP: INSTITUTIONAL FORUM (IF)
Status Committee of Council Terms of Office
Composition Ten members and alternate members Council elected or appointed by the Council (3), Mr G Bloch 01.07.2008 to 30.06.2012 the Senate (3) and the Vice-Chancellor Ms V Doo 01.07.2008 to 30.06.2012 (4) in the manner determined by the Mr J Samuel 01.07.2008 to 30.06.2012 Rules. Mr Justice I Farlam (Alt) 01.07.2008 to 30.06.2012 Vice-Chancellor Prof C Soudien (Acting) (Co- to 31.12.2009 Chair) 01.07.2008 to 30.06.2012 Prof DP Visser 01.07.2008 to 30.06.2012 Prof MP Ensor (VC) 01.07.2008 to 30.06.2012 Prof M Ayogu (VC) Senate 01.07.2008 to 30.06.2012 Prof CL Vaughan 01.07.2008 to 30.06.2012 A/Prof D Gammon 01.07.2008 to 30.06.2012 A/Prof AM Perez 01.07.2008 to 30.06.2012 A/Prof D Chirwa (Alt) Ten members and alternate members Academics Union elected by the recognised staff bodies in Mr C Abdulla 01.07.2008 to 30.06.2012 a manner determined by the Rules. Mr S Godfrey 01.07.2008 to 30.06.2012 A/Prof B Weiss 01.07.2008 to 30.06.2012 Vacant (Alt) Vacant (Alt) Full-time Medical Staff Association Dr M Sonderup 01.07.2008 to 30.06.2012 (Alt) 01.07.2008 to 30.06.2012
NEHAWU 01.07.2008 to 30.06.2012 Dr J Grossman (Co-Chair) 01.07.2008 to 30.06.2012 Mr S Abrahams 01.07.2008 to 30.06.2012 Mr J Mowers (Alt) 01.07.2008 to 30.06.2012 A/Prof A Frank (Alt)
NUSAS 01.07.2008 to 30.06.2012 Mr P Ngobeni 01.07.2008 to 30.06.2012 MsJ Favish (Alt)
Employees Union 01.07.2008 to 30.06.2012 Vacant Ms A Plos 01.07.2008 to 30.06.2012
Vacant 01.07.2008 to 30.06.2012 Ms Y Fazel-Ellahi (Alt) Ten members and alternate members Names provided by the servicing One calendar year elected by the SRC in the manner officer determined by the Rules
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Chair / Deputy The IF elects three co-chairpersons, one Prof C Soudien (Acting) (Co- Chair from the members elected/appointed by Chair) Council, Senate and the Vice-Chancellor; Vacanti (EU) one from the members elected by Mr M Kweyama (Student rep) recognized staff bodies; and one from the members elected by the SRC. Terms of Office • For students: one calendar year • For staff reps: four years • Members appointed by the Vice- Chancellor: For such periods as the Vice-Chancellor decides • Other members: four years co- incident with the four-year terms of office of members of the council and of the Senate serving four-year terms of office Serviced by The Transformation Manager Vacant Senate Committees’ Officer Ms V Heard Servicing Email: [email protected] Phone: 650-5828 Officer Details
Page 265 of 521 INTERNATIONALISATION MANAGEMENT ADVISORY GROUP (IMAG)
INTERNATIONALISATION MANAGEMENT ADVISORY GROUP (IMAG)
1. STATUS: Advisory to the DVC responsible for International Relations
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC 08 2006 dated 30 August 2006 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To advise, and be a policy reference group for, the DVC on internationalisation at UCT
4. COMPOSITION: The Deputy Vice-Chancellor The Director, IAPO IAPO Managers nominated by the Director of IAPO Deans of Faculty, CHED & GSB or Nominees Executive Director: Communication & Marketing Executive Directore: Student Affairs Director: Research Director: Institutional Planning Up to 5 members appointed by Senate
5. CHAIR/DEPUTY CHAIR: The DVC will chair the committee. The deputy chair will be elected by the committee.
6. SPECIAL QUORUM RULES: Eight members will form a quorum.
7. TERMS OF OFFICE: Four years from 1 July
8. TERMS OF REFERENCE: To keep under review the internationalisation policy. To bring to the attention of the DVC (and IAPO) issues concerning internationalisation at UCT that require debate To debate and recommend policy on a variety of issues on internationalisation (e.g. impact of internationalisation on the curriculum)
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To advise the DVC (and IAPO) on a range of actions to be taken pertaining to internationalisation To receive an annual report from the Director of IAPO and to consider it To advise on the funding of Internationalisation at UCT.
9. PROCEDURES: The Management Advisory Group will meet quarterly. The minutes of the MAG will be the vehicle by which it will account for its work. The MAG will report on what it has achieved relative to the objectives set out at the commencement of its work. It will hold itself accountable for its achievements and failures.
10. DELEGATED AUTHORITY: The DVC in conjunction with the Director: IAPO, retain authority to make operational decisions. The DVC, in his capacity as chair, may refer certain matters to the Office of the Vice Chancellor and/or Senate.
11. All administrative support will be provided by IAPO. The committee will be serviced by a staff member appointed by IAPO. Agenda and minutes will be posted on the campus intranet.
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INTERNATIONALISATION MANAGEMENT ADVISORY GROUP (IMAG)
Status Composition Current incumbents Chair The Deputy Vice Chancellor Prof J Beall 01.07.2008 to 30.06.2012 Composition The Director, IAPO Dr L Kaunda 01.07.2008 to 30.06.2012 Deans of Faculty, CHED & Prof M Ayogu 01.07.2008 to 30.06.2012 GSB or nominees Prof MP Ensor 01.07.2008 to 30.06.2012 Prof K Driver 01.07.2008 to 30.06.2012 Prof P Schwikkard 01.07.2008 to 30.06.2012 Prof F Petersen 01.07.2008 to 30.06.2012 Prof M Jacobs 01.07.2008 to 30.06.2012 A/Prof T Ryan (Acting) to 30.06.2009 A/Prof N Yeld 01.07.2008 to 30.06.2012 ED: Communication & Ms G Kruger 01.07.2008 to 30.06.2012 Marketing ED: Dept of Student Affairs Ms M Khan 01.07.2008 to 30.06.2012 Director: Research Dr M Sienaert 01.07.2008 to 30.06.2012 Director: Institutional Planning Ms J Favish 01.07.2008 to 30.06.2012 Up to 5 members appointed by Prof A Chinsamy-Turan 01.07.2008 to 30.06.2012 Senate Prof R Knutsen 01.07.2008 to 30.06.2012 Prof J Fagan 01.07.2008 to 30.06.2012 A/Prof H Garuba 01.07.2008 to 30.06.2012 Prof C Himonga 01.07.2008 to 30.06.2012 Assessor IAPO Managers nominated by Mr R Canning 01.07.2008 to 30.06.2012 members the Director of IAPO Ms L Hoffenberg 01.07.2008 to 30.06.2012 Ms N Warner 01.07.2008 to 30.06.2012 Ms C Thomas 01.07.2008 to 30.06.2012 Ms C Ojwang 01.07.2008 to 30.06.2012 Terms of Office Four years from 1 July 2006 Serviced by IAPO Staff Member Ms C Thomas Servicing Officer Email: [email protected] Phone: 650-2822/3740 Details
Page 268 of 521 IRMA STERN MUSEUM COMMITTEE
IRMA STERN MUSEUM COMMITTEE
1. STATUS: Council Committee
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To ensure proper administration of the Irma Stern Museum, to ensure that the University meets its obligation in terms of the agreement between the Trustees of the Irma Stern Trust and UCT, and to promote the Museum.
4. COMPOSITION: Two people appointed by the Council, at least one of whom must be a Council member. Two people appointed by the Trustees of the Irma Stern Trust The Vice Chancellor, or a nominee The Director of the Irma Stern Museum
5. CHAIR: Council shall appoint a member of Council to Chair the committee from the members appointed by Council.
6. QUORUM: Three members, including at least one appointee of the Trust.
7. TERMS OF OFFICE: Three years, from 1 July.
8. TERMS OF REFERENCE: 8.1 To administer the Museum, and determine Museum policy 8.2 To review the budget for the Museum and advise the relevant University committees on the budget. 8.3 To promote the Museum, in particular in the University
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9. PROCEDURES: This committee is established in the Research Cluster. The annual report by the Committee to the Chair of the University Research Committee is a vehicle for accounting for the work of the Working Group. Because of this the Working Group must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Working Group and to its agreed purposes; (b) hold itself accountable in what its report places the parent committee chair in the position to judge how well the Working Group has performed.
10. DELEGATED AUTHORITY: Nil
11. The Committee is serviced by the Curator of the Irma Stern Museum.
MEMBERSHIP: IRMA STERN MUSEUM COMMITTEE
Status Council Committee Term of Office Composition Two people appointed by the Council, at least Councillor O Kinahan 01.07.2008 to 30.06.2012 one of whom must be a Council member. Mr M Seligson SC 01.07.2008 to 30.06.2012 Two people appointed by the Trustees of the Mr M Bosazza Irma Stern Trust. Mr D Cloete-Hopkins The Vice-Chancellor, or a nominee Mr JWR Critien to 30.06.08 The Director of the Irma Stern Museum. Mr CH Peter ex officio Chair Council shall appoint a member of Council to Councillor O Kinahan 01.07.2008 to 30.06.2012 chair the committee from the members Mr M Seligson SC 01.07.2008 to 30.06.2012 appointed by Council. Terms of Office Four years, from 1 July Serviced by The Trust Officer, Irma Stern Trust, c/o B.O.E. Ms M Naylor Servicing Officer Email: [email protected] Phone: 416 6281 Details Fax: 416 9959
Page 270 of 521 IZIKO MUSEUMS ADVISORY COMMITTEE
IZIKO MUSEUMS ADVISORY COMMITTEE
(extracted from the Co-Operative Agreement 19.03.03)
1. STATUS: Joint Committee between UCT and Iziko Museums of Cape Town established in terms of a Memorandum of Agreement.
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To promote research interaction between UCT and the Iziko Museums of Cape Town.
4. COMPOSITION: A Deputy Vice-Chancellor nominated by the Vice-Chancellor Four members of the academic staff of UCT nominated by the University Research Committee (URC) The CEO of the Iziko Museums of Cape Town Four members of the staff of the Iziko Museums
5. CHAIR/DEPUTY CHAIR: The Chair alternates between the Deputy Vice-Chancellor and the CEO of the Iziko Museums.
6. SPECIAL QUORUM RULES: Nil.
7. TERMS OF OFFICE: URC nominees: Four years from 1 July Museum nominees: As decided by the Museum Director.
8. OBJECT OF THE CO-OPERATION: The object of the co-operation is for each of the parties to be afforded access to the education and research facilities of the other in the arts, culture and scientific fields of study and to exchange knowledge and provide assistance in and to undertake joint activities where appropriate in these fields of study. 9. CONTROLLING BODY: 9.1 The co-operation shall be subject to the control of a body, which is hereby established, which shall comprise:
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9.1.1 the person holding office for the time being as the Deputy-Vice Chancellor (Research) of the University; and 9.1.2 the person holding office for the time being as the CEO of Iziko. 9.2 The controlling body will be responsible for exercising control over all aspects of the co-operation to which end it shall meet at such times and places and shall conduct its meetings in accordance with such procedures as it shall from time to time prescribe. 9.3 The controlling body shall be entitled to delegate any of its decision-making and/or supervisory functions to any University Department Head and to any Iziko Collections Division Director and to any combination of such Department Heads and such Division Director and to any other person or body of persons as it may, in each instance, determine, or to any other person or body of persons as it may deem appropriate and, in all cases, subject to such conditions and in accordance with such procedures and for such periods as it may likewise deem appropriate. 9.4 The controlling body shall receive and consider any recommendations made to it by the Advisory Committee constituted under clause 10. 10. ADVISORY COMMITTEE: 10.1 There shall be, and there is hereby established, an Advisory Committee which shall comprise: 10.1.1 no more than five members of the University staff and five members of the Iziko staff referred to in clauses 10.2 and 10.3; and 10.1.2 as its co-chairpersons, a Deputy Vice-Chancellor of the University and the CEO of Iziko, or their designated deputies. 10.2 The University staff referred to in clause 10.1.1 shall be such staff as shall from time to time be nominated by the controlling body which shall be entitled to remove any person holding office as its nominee and to replace such person with another nominee. 10.3 The Iziko staff referred to in clause 10.1.2 shall be such staff as shall from time to time be nominated by the controlling body which shall be entitled to remove any person holding office as its nominee and to replace such person with another nominee. 10.4 The University Deputy Vice-Chancellor referred to in clause 8.5.2 shall be such person as shall from time to time be nominated by the Vice- Chancellor of the University, who shall be entitled to remove any person so nominated and to replace such person with another nominee. 10.5 The object of the Advisory Committee shall be to co-ordinate the joint co-operation activities of the University and Iziko and to make recommendations to the controlling body with regard to any aspects of the affiliation including any interpretation of this agreement. a. The Advisory Committee shall meet at such times and places and shall conduct its meetings in accordance with such procedures, as it shall from time to time prescribe. 11. STAFF PARTICIPANTS IN THE CO-OPERATION:
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The University and Iziko staff who shall be authorised to participate in the co- operation affiliation process will be: 11.1 academic staff of the University; and 11.2 professional staff of Iziko; respectively participating for the time being in appropriately related University departments and Iziko divisions and who shall have been approved by the controlling body, provided that each of the University and Iziko may withdraw any of its staff members for participation in the co-operation process and, subject to the aforementioned approval, may appoint any other of its staff members respectively referred to in clauses 11.1 and 11.2 to participate in the co-operation process, either to fill a vacancy or as an additional appointment. 12. ACHIEVEMENT OF THE OBJECT OF THE CO-OPERATION: 12.1 The object of the co-operation stated in clause 8 shall be sought to be achieved in the following manner: access to the Iziko Libraries; access to the Iziko Collections, subject to the current curatorial policies in place; facilities for the storage and care of objects and materials possessed by, or under the control or custodianship of the University and relevant to the objectives of the co-operation and subject to the Iziko policies regarding the accessioning of objects and materials; the opportunity to submit papers for publication in the Annals of the South African Museum; that will be subject to editorial policy and peer review; participation in planned joint research and teaching projects; such other privileges in relation to Iziko and on such terms and conditions as the controlling body with the concurrence of the Council of Iziko may from time to time and in its discretion, approve. 12.2 During the currency of this Co-operative Agreement the University will afford Iziko associates, for so long as they so remain Iziko staff, the benefits of: access to sources of finance to the extent approved by the University Research Committee, for the funding of projects jointly planned with the University; access to University libraries; the opportunity to apply to become members as honorary staff of any University Faculty; the opportunity to apply on an annual basis for a reduction in tuition fees at the University; access to parking on University property on the same terms and conditions as apply to University staff; and
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such other privileges in relation to the University and on such terms and conditions as the controlling body with the concurrence of the Council of the University may from time to time and in its discretion, approve. (a) The day to day exercise of the benefits referred to in clauses 9.1 and 9.2 shall be effected in accordance with such procedures and guidelines as shall be prescribed from time to time by the controlling body pursuant to its controlling status provided for in clause 9. (b) University staff may, with the approval of the Iziko Division Director concerned, also have the benefit of access to appropriate Iziko facilities to conduct their research, and Iziko staff will with the approval of the University Department Head concerned also have the benefit of access to appropriate University Department facilities each case the extent of access and the period for which it may be exercised will be as determined by the University Department Head or Iziko Division Director concerned, as the case may be. University and Iziko staff enjoying access pursuant to this clause will be regarded as regular members of the division or department concerned, as the case may be, including, by way of example only, invitation to attend staff meetings of the department or division concerned. (c) Iziko staff may, free of charge to the University contribute to Unviersity teaching programmes for up to an aggregate of five lecture/seminar contact hours per annum. Teaching contributions beyond this level will be considered upon request to the CEP of Iziko. The CEO of Iziko will approve such requests provided that such time will not detract from the staff member’s obligations to Iziko. Iziko staff participating in teaching programmes as herein provided for may also be appointed by the University as a joint supervisor of University students undertaking post graduate study in an appropriate field of study. (d) Joint teaching or research appointments between the University and Iziko may be negotiated but such appointments will be exceptional and will need to be specially negotiated in each instance. (e) The specific provisions of clauses 9.1 to 9.6 are not intended to be, nor are they, exhaustive of all the instances of collaboration between the parties for the purpose of the achievement of the object of the co- operation and the parties will accordingly be entitled from time to time to engage upon such further collaborative cts as may be appropriate and as may be approved by the controlling body and by their respective Councils, in so far as this may be required by the institution concerned. (f) The parties expressly record that they do not intend this agreement to confer, and they agree that this agreement shall not confer, on any third party, including any University staff member and any iziko staff member, any enforceable right to any benefit provided for herein.
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9. PROCEDURES: The Committee is to meet twice annually. The Committee will be administered in UCT’s cluster of research committees. The Deputy Vice-Chancellor with responsibility for Research will report annually to the University Research Committee on the work of this committee, in order for the URC to evaluate its achievements in relation to its object.
10. The Research & Innovation Department provides administrative support to this committee.
MEMBERSHIP: IZIKO MUSEUMS ADVISORY COMMITTEE
Status Joint Committee between UCT and SA Term of Office Museum established in terms of a memorandum of agreement Composition The Deputy Vice-Chancellor, with Prof DP Visser ex officio responsibility for Research Four members of the academic staff of UCT Prof A Chinsamy-Turan 01.07.2008 to 30.06.2012 nominated by the University Research A/Prof A Morris 01.07.2008 to 30.06.2012 Committee AProf G Perez 01.07.2008 to 30.06.2012 Prof JE Parkington 01.07.2008 to 30.06.2012 The Chief Executive Officer of the Iziko Prof HC Bredekamp Museums of Cape Town Four members of the staff of the Iziko Dr P Davison Museums of Cape Town Ms M Martin Ms L Meltzer Dr H Robertson Chair/Deputy The Chair alternates between the Deputy Prof DP Visser Chair Vice-Chancellor and the Director of the Iziko Museums of Cape Town Prof HC Bredekamp Terms of Office URC nominees: Four years from 1 July Museum nominees: as decided by the Museum Director. Serviced by Research & Innovation Department Mr T Layman Servicing Officer Email: [email protected] Phone: 650-2432 Details
Page 275 of 521 JOINT CONSULTATIVE FORUM ON EMPLOYMENT EQUITY (JCFEE)
JOINT CONSULTATIVE FORUM ON EMPLOYMENT EQUITY (JCFEE)
1. STATUS: Working Group
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; PC 07 2004 dated 28 July 2004; Senate, via Special PC xx/2005 dated xx xxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To serve as a forum for management and staff bodies, and student representatives to consult on how the University achieves full employment equity.
4. COMPOSITION: Representatives of: 4.1 Academics Union [3] 4.2 National Education Health and Allied Workers Union (NEHAWU) [2] 4.3 UCT Employees Union [3] 4.4 Black Staff Association [2] 4.5 Disability Unit [1] 4.6 Equity Co-ordinator per Faculty [6] 4.7 Equity Co-ordinator GSB [1] 4.8 Equity Co-ordinator CHED [1] 4.9 Equity Co-ordinator per PASS Department [12] 4.10 Deputy Vice-Chancellor nominated by the Vice-Chancellor [1] 4.11 Transformation Manager [1] 4.12 Employment Equity Manager [1] 4.13 Skills Development Facilitator [1]
5. CHAIR: Meetings of the Forum will be Chaired by a nominee of the participating staff bodies and on a rotational basis.
6. SPECIAL QUORUM RULES: There is no quorum.
7. TERMS OF OFFICE: Not applicable.
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8. TERMS OF REFERENCE: 8.1 To provide a vehicle for Management, staff bodies and student representatives to consult on ♦ how to promote employment equity having regard to the University’s goals of equity and excellence, and in compliance with the Employment Equity Act and related legislation; ♦ the identification of any barriers impeding the achievement of employment equity; ♦ the content of the University’s successive Employment Equity Plans including appropriate targets for achieving a staff profile that better reflects the diverse society that UCT seeks to serve and is in particular more representative of it with respect to black people, women and people with disabilities; ♦ the implementation of UCT’s Employment Equity Plan, the monitoring of the effectiveness of its employment equity policies and strategies, and the progress being made towards achieving the employment equity targets of the Faculties, Support Departments and University as a whole; ♦ the content of such reports on employment equity as the University will be required to submit to Government. 8.2 To provide an opportunity for UCT staff to work with University Management through their representative bodies to contribute to promoting employment equity.
9. PROCEDURES: 9.1 Full Forum The full Forum will meet regularly at least four times per year and more frequently if required. A meeting of the full Forum will be held when at least 2 participating parties request a meeting. 9.2 Working Groups Working Groups will themselves decide when to meet. Working groups will not necessarily exist permanently and additional working groups may be formed as required. 9.3 Working Groups report to the full Forum. Recommendations of the working groups will become JCFEE recommendations only once considered and adopted by the full Forum.
10. DELEGATED AUTHORITY: Nil
11. This committee is serviced by the Executive Director, Human Resources.
Page 277 of 521 JOINT CONSULTATIVE FORUM ON EMPLOYMENT EQUITY (JCFEE)
MEMBERSHIP: JOINT CONSULTATIVE FORUM ON EMPLOYMENT EQUITY
Status Working Group Terms of Office Composition Representatives of: Academics Union [3] Mr R Arendse 01.07.2008 to 30.06.2012 Ms J McMillan 01.07.2008 to 30.06.2012 Dr B Weiss 01.07.2008 to 30.06.2012 tbc (Alt) 01.07.2008 to 30.06.2012 National Education Health and Allied Workers Union (NEHAWU) [2] UCT Employees Union [3] Disability Unit [1] ex officio Equity Co-ordinator per Faculty [6] Equity Co-ordinator GSB [1] Equity Co-ordinator CHED [1] Equity Co-ordinator per PASS Dept [12] Deputy Vice-Chancellor nominated by Dr M Price and/or the Vice-Chancellor [1] Prof T Nhlapho Transformation Manager [1] Employment Equity Manager [1] Dr S Surtee Skills Development Facilitator [1] Chair Meetings of the Forum will be chaired by various a nominee of the participating staff bodies on a rotational basis. Terms of Office Not applicable Serviced by The Executive Director, HR or nominee Ms C Wyngaard Servicing Officer Email: [email protected] Phone: 650 3588 Details
Page 278 of 521 LANGUAGE POLICY COMMITTEE (LPC)
JOINT INVESTMENT COMMITTEE (JIC)
1. STATUS: Committee of Council, and committee of the Trustees of the UCT Foundation.
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To ensure that the Council and the Trustees get the best possible investment advice.
4. COMPOSITION: The Chair of the UCT Foundation The Chair of the University Council The Vice-Chancellor The Chair of the University Finance Committee Such additional members as the Trustees in consultation with the Council may appoint for such terms as they decide.
5. CHAIR/DEPUTY CHAIR: The Trustees of the UCT Foundation in consultation with the Council shall choose a member of the Committee to be Chair of the Committee for such times of office as they decide.
6. QUORUM: Half the members
7. TERMS OF OFFICE: As decided in terms of 4
8. TERMS OF REFERENCE: 8.1 To manage the investment of the University's funds according to objectives determined by Council from time to time;
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8.2 To manage the investment of the Foundation's funds according to objectives determined by Trustees from time to time; 8.3 To determine treasury rules for the investment by UCT's Finance Department of cash; 8.4 To advise the Council on income distribution policy, in respect of invested University funds. 8.5 To advise the Trustees on income distribution policy, in respect of invested Foundation funds. 8.6 To advise the Trustees and the Council on the appointment of investment managers. 8.7 To report quarterly to the Trustees and the Council.
9. PROCEDURES: The Annual Report by the Committee to the Chair of Council is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed. 10. DELEGATED AUTHORITY: The JIC has delegated authority to give direction to the investment managers consistent with objectives set by Council or the Trustees as the case may be.
11. The JIC is serviced by the Finance Department.
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MEMBERSHIP: JOINT INVESTMENT COMMITTEE (JIC)
Status Committee of Council, and committee of the Terms of Office Trustees of the UCT Foundation Composition The Chair of the UCT Foundation. Mr J McKenzie ex officio The Chair of the University Council. Archbishop N Ndungane ex officio The Vice-Chancellor. Dr M Price ex officio The Chair of the University Finance Committee. Mr TD Petersen ex officio Such additional members as the Trustees in Mr NRO Brown consultation with the Council may appoint for such Mr DE Cleland terms as they decide. Mr G Griffin Mr S Pather TBA Chair/Deputy The Trustees of the UCT Foundation shall choose Mr S Pather Chair a member of the Committee to be Chair of the Committee for such times of office as they decide. Terms of Office As decided by the Trustees. Serviced by Finance Department Mr PFB Grant Servicing Officer Email: [email protected] Phone: 650-2109 Details
Page 281 of 521 LANGUAGE POLICY COMMITTEE (LPC)
LANGUAGE POLICY COMMITTEE (LPC)
1. STATUS: A Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC xx/2005 dated xx xx 2005 (b) General Rules and Guidelines for Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal’s Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees.
3. PURPOSE: To optimise all aspects of language development related to multilingualism at UCT, and to consider annual and medium to longer term plans and policies in this area for approval by Senate; To promote informed decisions about the shape, form and focus of programmes and activities designed to promote and achieve a multilingual environment at UCT.
4. COMPOSITION A Deputy Vice-Chancellor nominated by the Vice-Chancellor The Dean of Higher Education Development (ex officio) The Dean of Humanities (ex officio) The Deans of Faculties, or nominees (ex officio) The Coordinator: Language Development Group (CHED), or nominee The Co-ordinator: Multilingualism Education Project The Chair, Academics Union, or nominee The Chair, Employees Union or nominee The Director of the School of Languages and Literatures, or nominee A representative from PRAESA. A representative from CALLSSA Two student representatives, nominated by the Students’ Representative Council
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Assessor Members: The Registrar or nominee The Director, Institutional Planning Department (ex Officio) The Skills Development Facilitator, HR The Transformation Officer
5. CHAIR/DEPUTY CHAIR Chair: Nominated by the Vice-Chancellor Deputy: A member chosen by the Committee
6. TERMS OF REFERENCE (a) To establish the Multilingualism Education Project, based on the Language Plan accepted by Senate and Council in November and December 2003; (b) To formulate policy proposals on the provision of Xhosa and/or Afrikaans courses for English first language speakers for consideration by Senate; (c) To monitor and the promote the provision of language support for students for whom English is a second language; (d) To monitor the provision of appropriate assessment measures for students for whom English is a second language via the Examinations and Assessment Committee; (e) To ensure that UCT’s academic policies and practices in relation to the provision of staff and student courses (relevant in terms of the aims of the Language Plan) are aligned with national policy as appropriate and relevant (e.g. as spelled out in the Skills Development Act, HEQC criteria and the Language Policy for Higher Education); (f) To act as an advisory group to monitor and promote implementation of policies and plans on creating multilingual awareness and a multilingual environment; (g) To provide informed decisions about the shape, form and focus of specific strategies which arise from these policies; (h) To monitor and review the implementation of policies and plans which directly and indirectly impact on the development of a multilingual programmes and a multilingual environment.
7. SPECIAL QUORUM RULES: Five members shall constitute a quorum.
8. TERMS OF OFFICE: Senate appoints members for four years from 1 July (initially, two to retire after two years).
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9. PROCEDURES: In performing its work the Committee must meet at least quarterly to: (a) Ensure that the budget is appropriately resourced and allocated; (b) Adjust the time frame of the Language Plan accepted by Senate; (c) Set targets annually, based on the Language Plan accepted by Senate; (d) Work closely with the co-ordinator of the Multilingualism Education Project to ensure appropriate consultation, development and monitoring of proposals; (e) Produce an annual report which outlines progress and stumbling blocks to implementation of the Language Plan. 10. This Committee is serviced by the Co-ordinator, ADP
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MEMBERSHIP: LANGUAGE POLICY COMMITTEE
Status Working Group Terms of Office Composition A Deputy Vice-Chancellor nominated by the TBA ex officio Vice-Chancellor The Dean of Higher Education Development A/Prof N Yeld ex officio The Dean of Humanities Prof MP Ensor ex officio The Deans of Faculties, or nominees EBE: Prof E van Steen 01.07.05 to 30.06.08 Hum: Prof J Hambidge 01.07.2008 to 30.06.2012 Law: Prof F du Bois 01.07.2008 to 30.06.2012 Sci: Prof T Dunne 01.07.2008 to 30.06.2012 Com: Ms T Grant 01.07.2008 to 30.06.2012 FHS: Prof D Hellenberg The Employee Relations Manager Mr J Cloete ex officio The Co-ordinator: Language Development A/Prof R Kapp 01.07.2008 to 30.06.2012 Group (CHED), or nominee The Co-ordinator: Multilingualism Education A/Prof M Madiba ex officio Project The Chair, Academics Union, or nominee Dr M Paxton 01.07.2008 to 30.06.2012 The Chair, Employees Union or nominee Ms A Plos 01.07.2008 to 30.06.2012 The Director of the School of Languages and Dr A Nyamende 01.07.2008 to 30.06.2012 Literatures, or nominee A representative from PRAESA Ms X Guzula 01.07.05 to 30.06.08 Ms N Mahobe-Nkenge (Alt) A representative from CALLSSA TBC 01.07.05 to 30.06.08 Two student representatives, nominated by the Ms T Christians Students’ Representative Council Mr T Moalusi Assessor Members: The Registrar or nominee Mr HT Amoore 01.07.2008 to 30.06.2012 The Director, Institutional Planning Department Ms J Favish 01.07.2008 to 30.06.2012 (ex Officio)
The Skills Development Facilitator Ms S Ansorges 01.07.2008 to 30.06.2012 The Transformation Officer Vacant Chair A member nominated by the A/Prof N Yeld 01.07.2008 to 30.06.2012 Vice-Chancellor Deputy Chair A member of the Committee chosen by the TBC 01.07.2008 to 30.06.2012 Committee Terms of Office Four years from 1 July Serviced by The Co-ordinator: Multilingualism Education A/Prof M Madiba Project Servicing Officer Email: [email protected] Phone: 650-5359 Details
Page 285 of 521 LIBRARY WORKING GROUP (LWG)
LIBRARY WORKING GROUP (LWG)
1. STATUS: Working Group
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: The Library Working Group is a Working Group accountable to Senate for advising it on library strategy, as a body that advises, and is consulted by the Executive Director of University Libraries, and as a forum where the professional staff of the Library and the academic community can debate policy and direction, explore potentially contentious issues, and find solutions to problems affecting the academic community (staff and students).
4. COMPOSITION A Deputy Vice Chancellor, nominated by the Vice-Chancellor Three members of the academic staff, appointed by Senate The Chairs of the Library Committees (or equivalent structures) of each Faculty, the Graduate School of Business, and of CHED The Executive Director of Libraries The Executive Director of Information and Communication Technology The Director of the Centre for Information Literacy Studies Two students nominated by the SRC The Chair of the Senate Academic Planning Committee, or nominee
Note: The Executive Director of Libraries may bring any Library staff to attend and to contribute at any meeting of the working group.
5. CHAIR/DEPUTY CHAIR: Senate chooses the Chair and Deputy Chair, not necessarily from the members of the committee.
6. SPECIAL QUORUM RULES: Eight members, not counting executive officers, constitute a quorum.
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7. TERMS OF OFFICE: Senate appointees: four years from 1 July. Student members: two calendar years, one member retiring each year
8. TERMS OF REFERENCE: 8.1 To advise Senate on the state of the library. 8.2 To advise the Executive Director of Libraries on policy, resource allocation and any other matters deemed appropriate by the Executive Director of Libraries or the Committee. 8.3 To assist the Executive Director of Libraries in promoting and disseminating library policy across the campus, and in helping to provide staff and students with information about the library. 8.4 To assist the Executive Director of Libraries with motivations for library budget. 8.5 To appoint a Collections Development Sub-Group, to advise the Executive Director of Libraries on control of collection development.
9. PROCEDURES: 9.1 The Working Group operates in a context where: the Executive Director of University Libraries decides, and is accountable and responsible for, the budget and for collection development policy, and the internal allocation of the library budget. 9.2 The Working Group does not deal with operational matters, unless there are embedded in them issues of principle affecting the UCT academic community generally. 9.3 Through its Collections Development Sub-Group, which consists of the Executive Director of Libraries (Chair), staff of the Library nominated by the Executive Director, and three members of the Library Working Group, appointed by the Library Working Group, together with any members it wishes to co-opt, the committee advises on collection development, acting as a sounding board for more technical elements of library policy, particularly elements related to budgets and resource allocation, meeting as and when requested by the Executive Director of Libraries. 9.4 The annual report by the Working Groups to the Chair of the Senate Executive Committee is a vehicle for accounting for its work. Because of this it must: (a) report on what it has achieved RELATIVE TO its agreed goals and objectives and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Working Group has performed
10. DELEGATED AUTHORITY: Nil
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11. This Working Group is serviced by the Registrar’s Secretariat
MEMBERSHIP: LIBRARY WORKING GROUP
Status Working Group Terms of Office A Deputy Vice-Chancellor, nominated Prof DP Visser ex officio by the Vice-Chancellor Three members of the academic staff, A/Prof K de Jager 01.07.2008 to 30.06.2012 appointed by Senate Prof D Foster 01.07.2008 to 30.06.2012 Prof H Phillips 01.07.2008 to 30.06.2012 Ms E Scott 01.07.2008 to 30.06.2012 The Chairs of the Library Committees Com: Ms J Shev 01.07.2008 to 30.06.2012 (or equivalent structures) of each EBE: Prof RD Knutsen 01.07.2008 to 30.06.2012 faculty, the Graduate School of Mr T Cloete (Alt) 01.01.2008 to 31.12.2008 Business, and of CHED FHS: Prof J Fagan 01.07.2008 to 30.06.2012 Law: Dr AJ Barnard-Naudé 01.07.2008 to 31.12.2008 Hum: A/Prof C Chandler 01.07.2008 to 30.06.2012 Sci: A/Prof S Reid 01.07.2008 to 30.06.2012 CHED: Mr T Carr 01.07.2008 to 30.06.2012 The Executive Director of Libraries Ms J Rapp ex officio The Executive Director of Information Mr S Janse van Rensburg ex officio and Communication Technology The Director of the Centre for A/Prof M Nassimbeni ex officio Information Literacy Studies Two students nominated by the SRC Names provided by the servicing One calendar year officer The Chair of the Senate Academic Prof J Beall ex officio Planning Committee, or nominee Note The Director of Libraries may bring any Library staff to attend and to contribute at any meeting of the committee. Chair Senate chooses the Chair and Deputy A/Prof K de Jager 01.07.2008 to 30.06.2012 Deputy Chair Chair not necessarily from the Vacant 01.07.2008 to 30.06.2012 members of the committee. Terms of Office Four years from 1 July . Student members: two calendar years, one member retiring each year. Serviced by Registrar’s Secretariat Ms V Heard Servicing Officer Email: [email protected] Phone: 650 5828 details
Page 288 of 521 MANAGEMENT SERVICES COMMITTEE (MSC)
MANAGEMENT SERVICES COMMITTEE (MSC)
1. STATUS: Committee of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To ensure that Service Level Agreements, for internal services provided by support and service departments to the University’s internal customers, are in place, to monitor service against these, and to review, and recommend action in respect of, major failures and substantial complaints originating in Service Level Agreements (SLAs) This has to be done in a way that ensures institutional integrity.
4. COMPOSITION: An Executive Officer nominated by the Vice-Chancellor Two Deans or Deputy Deans chosen by the Deans The Registrar Two Directors chosen by the Executive Directors and Directors Four members of staff appointed by the Senate Two students appointed by the Students’ Representative Council
5. CHAIR AND DEPUTY CHAIR The Registrar is the Chair, but must recuse himself/herself if a service for which he/she is accountable and responsible is under debate.
The Committee elects a Deputy Chair from its members
6. QUORUM: Six members, of whom at least two must be from the staff members and students who are members of the committee
7. TERMS OF OFFICE: (a) Staff: Four years from 1 July (b) Students: a calendar year
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8. TERMS OF REFERENCE: Acronyms used: SLA = Service Level Agreement KPI = Key Performance Indicators
SLAs are put in place to define services and the obligations of supplier (support or service department) and of the customer (faculty, department, students, staff, etc.), in such a way as to define Key performance indicators (KPIs) which allow the measurement of the service and the level of the service.
Each SLA must be signed off by the supplier executive director (who undertakes to provide the services at the specified levels) and the customer, or a representative group of customers identified by The Management Service Committee (MSC). The MSC will, where necessary, mediate draft agreements, and consider all draft agreements, with a view to endorsing those that meet its criteria. The MSC, therefore, is to:
8.1 Define the framework for SLAs, provide standards for SLAs and Develop exemplars. 8.2 Identify the internal services which should be subject to an SLA. 8.3 Ensure that each responsible Executive Director submits to the MSC a negotiated draft SLA for the service, that this draft represents an agreement between supplier and customer(s) as to the service, and the level this service, and that this meets the standards for an SLA. 8.4 Register all finalised SLAs and schedule periodic reviews of these, at which the executive director will report on the KPIs associated with the SLA, and on the “right-sizing” of the “supplier-side arising from the SLA and KPI measurement. 8.5 Report to the Vice-Chancellor and the Executive Director concerned on these reviews.
9. PROCEDURES: 9.1 The MSC meets quarterly, or more often as required. 9.2 The MSC should aim to ensure that KPIs are in place for service (especially services to external suppliers) even where an SLA is not appropriate
10. DELEGATED AUTHORITY: The MSC has authority to finalise SLAs, and to require internal suppliers to report on performance.
11. The Registrar’s Secretariat is responsible for servicing the Management Services Committee
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MEMBERSHIP: MANAGEMENT SERVICES COMMITTEE (MSC)
Status Committee of Council Terms of Office Composition An Executive Officer nominated by the Vice- Prof CT O’Connor (Acting) ex officio Chancellor Two Deans or Deputy Deans chosen by the Prof M Ayogu ex officio Deans Prof AP le Roex The Registrar Mr HT Amoore ex officio Two Directors chosen by the Executive Vacant ex officio Directors and Directors Ms M Khan Four members of staff appointed by the Ms K Chernotsky 01.07.2008 to 30.06.2012 Senate A/Prof D Flynn 01.07.2008 to 30.06.2012 A/Prof T Ryan 01.07.2008 to 30.06.2012 Prof D Hutchison 01.07.2008 to 30.06.2012 Two students appointed by the Students Names provided by the One calendar year Representative Council servicing officer Chair The Registrar is the Chair, but must recuse Mr HT Amoore himself if a service for which he is accountable and responsible is under debate. Deputy Chair The Committee elects a Deputy Chair from 01.07.2008 to 30.06.2012 its members Terms of Office Staff: Four years from 1 July 2002 Students: a calendar year Serviced by Registrar’s Secretariat Mr M Lund Servicing Officer Email: [email protected] Phone: 650 4004 Details
Page 291 of 521 NAMING OF BUILDINGS COMMITTEE (NOBC)
NAMING OF BUILDINGS COMMITTEE (NOBC)
1. STATUS: Committee of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (c) Date of revision: 12 September 2001 Date of approval : Council, via PC01/2002 at its meeting 6 February 2002; Senate, via Special PC xx/2005 dated xx xxxx 2005 (d) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended form time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To identify appropriate names for buildings, open spaces, lecture halls and rooms.
1. COMPOSITION: The Vice-Chancellor or nominee Two members of the Council appointed by the Council Two members of the academic staff nominated by Senate one of whom must be a professor One member of the non-Professorial academic staff nominated by the representative academic staff body. One member of the administrative and support staff nominated by the Institutional Forum Three Students nominated by the SRC The President of Convocation A member of convocation nominated by the management committee of the Alumni Association The Executive Director, Communication & Development (Assessor member)
4. CHAIR/DEPUTY CHAIR: Chair: The Vice-Chancellor, or nominee Deputy: A member of the committee elected by the members.
5. SPECIAL QUORUM RULES: Seven members shall constitute a quorum.
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6. TERMS OF OFFICE: The student members shall hold office for a calendar year. All other members shall hold office for four years from 1 July.
7. TERMS OF REFERENCE: The Committee is responsible for: (a) establishing and maintaining a register of the names given by the Council to buildings, spaces, rooms and lecture theatres on the campus; and promoting an awareness of the reasons behind the names among staff and student members of the University; and (b) making recommendations to the Council for naming or renaming any building, space, room or lecture theatre on the campus, with full motivation in each case.
8. PROCEDURES: 8.1 The Council reserves to itself all decisions to name or rename buildings, spaces and lecture theatres on the campus. The Council will ordinarily look to this committee to advise it before naming a building, space, or lecture theatre. 8.2 The Council will look to this committee to consult staff and student members of the University, especially those who live or work in a building, room or lecture theatre, before submitting proposals. 8.3 The Council requires this committee to have regard to the following when considering ideas and suggestions and before making proposals: • To approach naming with care, recognising that in general names will be permanent (except where sponsored for a pre-determined period), and respect names given by past generations. • To look for names that signal a break from an exclusive past pattern, send strong messages about the cultures UCT seeks to reflect, and through which we will celebrate, recognise and commemorate people. *(The names of people commemorated up to the present (1998) have been exclusively white, and, with very few exceptions, male; the committee needs to address this as a problem).
We must look for names that give substance to the commitment in our Mission Statement to address “the challenges facing our society” and “come to terms with our past, be cognisant of the present, and plan for the future…[to] recognise our location in Africa and our historical context…[to] strive to transcend the legacy of apartheid in South Africa and to overcome all forms of gender and other oppressive discrimination…[and] value and promote the contribution that all our members make to realising our mission”. • To seek names that will inspire and help people to identify with, and feel proud of, our institution;
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• To recognise that naming is a strong incentive to giving, and an appropriate way of recognising giving (whether by institutions, corporations or individuals); we must ensure that the way in which the committee operates and the Council decides promotes and facilitates fund-raising, and appropriately recognises significant giving and bequests; • In general, to avoid using the names of the living. With this in mind the Committee is to approach its task from different angles. There are three major approaches to this work: the first is to regulate and promote the proper use of naming rights; the second is to regulate and filter proposals to honour individuals, or in other ways name buildings; the third is to be proactive in proposing names for buildings consistent with the objectives in 9.3 above. For naming rights and fundraising: In order to do this effectively: 8.5.1 The Committee must work with the Fundraising Projects Committee (FPC) to ensure effective co-ordination. The following procedure is to be used before negotiating naming rights with a donor, or potential donor, or negotiating recognition opportunities. The aim is to give fundraisers (including the Vice-Chancellor) maximum room to manoeuvre, at the same time keeping intact the roles of the committee and Council. 8.5.2 Fundraisers need to be sensitive to imperatives of transformation. 8.5.3 The FPC will give a rating to each building project it considers. Prior to this, as part of the planning where fundraising is needed, the Department of Communication and Development and the Naming of Buildings Committee will meet to consider what may be nameable for donors and symbolic purposes, and the kind of names that would be suitable. 8.5.4 Based on this planning process, the Department of Communication and Development will bring to the Naming of Buildings Committee a naming plan which outlines: (a) New space with the potential for new names; (b) That space which is unavailable for naming; (c) That space which may be available for ‘transformational’ naming; (d) That space which in terms of delegated authority representatives of the Department of Communication & Development may provisionally offer in recognition of a donation in the course of negotiations with donors. 8.5.5 Approval of the naming plan will become part of the project submission to FPC for approval as a university fundraising priority.
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8.5.6 Where deviations from the naming plan become necessary as the project develops, they will be considered by the Naming of Buildings Committee; 8.5.7 Before giving authority to the Fundraising Projects Committee to offer names to corporate and other donors, the Naming of Building Committee will obtain approval from the Chair of Council. 8.6 For proposals received by the committee The Committee must judge proposals against 9.3 above. It must also seek and take into account the views of the people who live or work in the building/room to be named. 8.7 For proposals emanating from the Committee The Committee is enjoined to look actively for names for buildings that will help the University achieve the objectives in 9.3 above. When considering names it must also seek and take into account the views of the people who live or work in the building concerned. 8.8 Making names live The Committee is enjoined to publicise the reasons for naming each named building to present and future members of the University, so that the statements implicit in naming remain current (e.g. to ensure that current students know the reasons for naming Cissie Gool Plaza, Leo Marguard Hall, or Molly Blackburn Hall). 8.9 The annual report by the Committee to the Chair of Council is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed.
9. DELEGATED AUTHORITY: The Committee has authority to name rooms; and to make proposals to Council for the naming of open spaces, lecture theatres and buildings.
10. The committee is serviced by the Registrar’s Secretariat
Page 295 of 521 NAMING OF BUILDINGS COMMITTEE (NOBC)
MEMBERSHIP: NAMING OF BUILDINGS COMMITTEE (NOBC)
Status Committee of Council Terms of Office Composition The Vice-Chancellor or nominee Mrs LC Hart 01.07.2008 to 30.06.2012 Two members of the Council appointed A/Prof M Jeebhay 01.07.2008 to 30.06.2012 by the Council Judge I Farlam 01.07.2008 to 30.06.2012 Two members of the academic staff Prof C Himonga 01.07.2008 to 30.06.2012 nominated by Senate one of whom must Prof W Nasson 01.07.2008 to 30.06.2012 be a Professor One member of the non-professorial Ms M Simons 01.07.2008 to 30.06.2012 academic staff nominated by the Academics Union One member of the administrative and Ms E Goliath 01.07.2008 to 30.06.2012 support staff nominated by the Institutional Forum Three Students nominated by the SRC Names provided by the servicing One calendar year officer The President of Convocation ex officio Em Prof SJ Saunders 01.07.2008 to 30.06.2012 A member of convocation nominated by Mr J Scott 01.07.2008 to 30.06.2012 the management committee of the Alumni Association The Executive Director: Communication Ms G Kruger ex officio & Development Co-opted A/Prof H Phillips 01.07.2008 to 30.06.2012 Co-Ordinator: Multilingualism Education Project A/Prof M Madiba 01.07.2008 to 30.06.2012 Chair The Vice-Chancellor, or nominee Judge I Farlam 01.07.2008 to 30.06.2012 Deputy Chair A member of the committee elected by Ms L Hart 01.07.2008 to 30.06.2012 the members Terms of Office The student members shall hold office for a calendar year. All other members shall hold office for four years from 1 July. Serviced by The Registrar’s Secretariat Mr M Lund Servicing Email: [email protected] Phone: 650-4004 Officer Details
Page 296 of 521 NOMINATIONS COMMITTEE
NOMINATIONS COMMITTEE
1. STATUS: Committee of Senate.
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To ensure that committee membership best serves the University, and to this end to ensure that effect is given to the principles for deciding committee membership set out in Appendix A.
4. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors (ex officio) A Dean chosen by the Deans Four members of the academic staff, elected by Senate in plenary session, at least one from the Faculty of Health Sciences Two members of the academic staff, nominated by the Academics Union
5. CHAIR/DEPUTY CHAIR: The Vice-Chancellor’s nominee
6. SPECIAL QUORUM RULES: Four members, excluding ex officio members, shall constitute a quorum.
7. TERMS OF OFFICE: Four years, from 1 July. No member may serve longer than two terms of three years.
8. TERMS OF REFERENCE: 8.1 To submit to Senate proposals for the membership of committees and of working groups in those cases where Senate makes the appointments. 8.2 To fill casual vacancies on committees (a casual vacancy being a vacancy from whatever cause arising, where the unexpired term of office is 12 months or less) in those cases where Senate makes appointments.
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8.3 To consider and decide proposals by committees to co-opt members. 8.4 To do so having regard to the principles in Appendix A. 9. PROCEDURES: 9.1 Procedures for making recommendations to Senate: 9.1.1 The Committee’s job is to identify members of the University willing and able to serve the University by taking up membership of committees and working groups. 9.1.2 The Committee must start with the principles set out in Appendix A. 9.1.3 The Committee must take steps to invite suggestions for appointments by (a) circulating invitations to the categories or staff who are eligible (b) inviting executive officers, deans and heads of departments to put forward suggestions (c) inviting staff bodies to put forward suggestions (d) inviting the Chairs of all committees to put forward suggestions (e) inviting the SRC to put forward suggestions. 9.1.4 The Committee must analyse the attendance records of existing members. 9.1.5 The Committee must identify suitable people to fill all membership slots for the term of office starting on 1 July each year by the end of April, circulate this to all members of Senate with a request to make further nominations, consider any such further nominations, and submit recommendations to the June meeting of Senate. 9.2 Procedures for filling casual vacancies: 9.2.1 The Committee must fill casual vacancies as and when they arise. 9.2.2 The Committees must, where possible, advertise a casual vacancy by way of the Web noticeboard, inviting suggestions. 9.2.3 In filling vacancies the Committee must give effect to the principles set out in Appendix A. 9.2.4 The Committee must publish all appointments it makes to fill casual vacancies in the Principal’s Circular, for information. 9.3 Procedures for considering proposals by committees to co-opt members: A committee or working group may not unilaterally co-opt additional members because this would alter the balance of its membership. In those cases where a committee wishes to co-opt a person, it must make a proposal to the Nominations Committee setting out (a) the reasons why the co-option should be considered; and
Page 298 of 521 NOMINATIONS COMMITTEE
(b) the proposed period for which the person is to be a co-opted member.
The Committee may approve or refuse such a proposal; If it approves this, it must set the term of office for which the co-opted person is to be a member, and publish its decision in a Principals Circular, for information. 9.4 The annual report by the Committee to the chair of the Senate Executive Committee is a vehicle for accounting for the work of the Committee. Because of this the committee must (a) report on what it has achieved RELATIVE to its terms of reference and purpose (b) hold itself accountable in that its report places the GPC in a position to judge how well it has performed.
10. DELEGATED AUTHORITY: The Committee has delegated authority to make appointments to committees on behalf of Senate when filling casual vacancies, and to approve (or not) proposals for co-opting additional members to committees.
11. This Committee is serviced by the Registrar’s Secretariat.
APPENDIX TO THE TERMS OF REFERENCE OF THE NOMINATIONS COMMITTEE
Principles for deciding committee membership
The UCT Statute requires any person or body appointing a person to any committee to have regard to the historic under-representation of women, in particular black women, and black people in general, on committees and the need to redress this. Guidelines for academic staff participation (ODG 8.6.1) • No committee should have a term of membership of more than three years, and no individual should normally serve more than two consecutive terms on a particular committee. • No individual member of the academic staff should serve concurrently on more than five committees. • Committee meetings should be synchronised with the teaching timetable, and no meeting should last for more that 90 minutes. • Except where the nature of business demands it, no committee should meet in January (the formal period of leave for academic staff).
Page 299 of 521 NOMINATIONS COMMITTEE
MEMBERSHIP: NOMINATIONS COMMITTEE
Status Committee of Senate Terms of Office Composition The Vice-Chancellor Dr M Price ex officio The Deputy Vice-Chancellors Prof J Beall Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser A Dean chosen by the Deans Prof MP Ensor 01.07.2008 to 30.06.2012 Four members of the academic staff, elected CHED: A/Prof M Madiba 01.07.2008 to 30.06.2012 by Senate in plenary session, at least one EBE: Prof S Harrison 01.07.2008 to 30.06.2012 from the Faculty of Health Sciences Hum: A/Prof P Gobodo-Madikizela 01.07.2008 to 30.06.2012 Sci: A/Prof K Naidoo 01.07.2008 to 30.06.2012 Two members of the academic staff, Dr U Rivett 01.07.2008 to 30.06.2012 nominated by the Academics Union A/Prof B Weiss 01.07.2008 to 30.06.2012 Co-Opted Vacant 01.07.05 to 30.06.08 Chair/Deputy The Vice-Chancellor’s nominee Prof T Nhlapo Chair Terms of office Four years, from 1 July. No member may serve longer than two terms of four years Serviced by The Registrar’s Secretariat Mr M Lund Servicing Officer Email: [email protected] Phone: 650-2193 Details
Page 300 of 521 ORIENTATION CO-ORDINATING COMMITTEE
ORIENTATION CO-ORDINATING COMMITTEE
1. STATUS: Committee of the University Student Development & Services Committee (USDSC)
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To co-ordinate the scheduling of student body orientation activities with those of the faculties and their integration, in such a way as to ensure that student body orientation becomes a process, not an event confined to the period before the start of term.
4. COMPOSITION: The Student Development and Services Department Orientation Director The Dean of CHED The Executive Director: DSA A Residence Development Officer nominated by the wardens The Deputy Registrar The Director: Admissions Office The Director: Disability Unit The Director: Student Housing The Director of IAPO, or nominee Two students (one SRC and one HSC) appointed by the SRC and the HSC respectively SHARP representative Executive Director: Communication & Development or nominee The Orientation Co-ordinators of all Faculties
5. CHAIR: Executive Director: DSA
6. SPECIAL QUORUM RULES: Four members shall constitute a forum.
7. TERMS OF OFFICE: Students: one calendar year
Page 301 of 521 ORIENTATION CO-ORDINATING COMMITTEE
8. TERMS OF REFERENCE: 8.1 To co-ordinate student body orientation activities, and to manage venue use by student bodies in the period leading up to the start of term. 8.2 To schedule parties/social events and to regulate the use of alcoholic beverages at them.
9. PROCEDURES: The Annual Report by the Committee to the Chair of Student Development & Services Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed.
10. This committee is serviced by the Student Development and Services Department.
MEMBERSHIP: ORIENTATION CO-ORDINATING COMMITTEE
Status A committee of the USAC Committee Terms of Office Composition The Dean of CHED or nominee Ms A Short 01.07.05 to 30.06.08 The Executive Director: DSA or nominee Ms E Goliath ex officio A Residence Development Officer nominated by the wardens The Deputy Registrar Dr K van Heerden ex officio The Director of Admissions Office Mr C Herman ex officio The Director: Disability Unit ex officio The Director: Student Housing Dr I Mackintosh ex officio The Director of IAPO, or nominee ex officio Two students (one SRC and one HSC) appointed by the Names provided by the One calendar year SRC and the HSC respectively servicing officer SHARP representative Mr W Alexander Executive Director: Communuication & Development or Ms M Hilton nominee Commerce Faculty Orientation Co-ordinator Ms A Meadows EBE Faculty Orientation Co-ordinator Dr H Pearce HSF Orientation Co-ordinator Dr C Sekakana Humanities Faculty Orientation Co-ordinator Mr B MacLaughlin Mr J Hoffenberg Law Faculty Orientation Co-ordinator Science Faculty Orientation Co-ordiantor Ms K Thomson Chair Executive Director: DSA or nominee Ms E Goliath 01.07.2008 to 30.06.2012 Terms of Office Students: one calendar year Serviced by The Director of Student Orientation Ms S Naidoo Servicing Officer Email: [email protected] Phone: - Details
Page 302 of 521 PHYSICAL PLANNING AND LANDSCAPE COMMITTEE (PPLC)
PHYSICAL PLANNING AND LANDSCAPE COMMITTEE (PPLC)
1. STATUS: Working Group in the UB&DC Cluster
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; via PC02/2003, dated 26 February 2003; Senate, via Special PC 04/2006 dated 26 April 2006 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To identify needs and propose plans for physical planning spatial developments and high quality green and hard landscape spaces, in the medium and long term, and in order to do this to develop long-term guide plans.
4. COMPOSITION:
5. COMPOSITION: Vice-Chancellor’s nominees Six members of the academic staff chosen by Senate after consultation with the Chair of the UB&DC for their professional expertise, not more than two nominees from one faculty The Registrar The Executive Director: Properties & Services The Director: Institutional Planning The Director: Physical Planning Unit The Chair of the UB&DC (who has the right to attend and participate at any meeting of the working group).
6. CHAIR/DEPUTY CHAIR: The Vice-Chancellor shall appoint the chair and the deputy chair of the PPLC nominees
7. QUORUM:
8. QUORUM: Six members shall constitute a quorum.
9. TERMS OF OFFICE: Four years from 1 July (as a general rule a member would not serve longer than two terms of four years).
Page 303 of 521 PHYSICAL PLANNING AND LANDSCAPE COMMITTEE (PPLC)
10. TERMS OF REFERENCE: The PPLSC has overall responsibility for developing, managing and co- ordinating physical planning proposals (based on academic policies and priorities), and associated capital budget proposals. This responsibility covers the whole built environment and transportation; Reports on work to the UB&DC and USC. This involves: • Reviewing, on a regular basis, the physical resource aspects of all plans, their implementation within set norms and, where appropriate, recommending action and identifying new physical planning opportunities; • Reviewing the optimisation of spatial resources throughout the University; • Developing physical planning guidelines for short-, medium- and long- term planning; • Making recommendations to the University Strategy Committee and/or the University Finance Committee for new buildings, building renewal and building demolition, land improvements other than buildings and the acquisition and disposal of property; • The PPLSC shall, in consultation with the Chair of the UB&DC, appoint a Project Group for any proposed or approved capital project the estimated cost of which, inclusive of fees and tax, exceeds R2 million. This Project Group shall remain in office until the architect for the project has certified completion. Its role will be to assist the planning unit in developing the brief for the project (for approval by the UB&DC), and to monitor the evolution of the project from inception to completion so that user requirements and requests are taken into account. The Executive Director: Properties & Services shall chair each Project Group unless he/she and the Chair of the UB&DC determine otherwise. The head of the Physical Planning Unit, and the Chair of the PPLSC shall be members of all such Project Groups.
11. PROCEDURES:
12. PROCEDURES: The annual report by the PPLSC to the Chair of UB&DC is a vehicle for accounting for the work of the Working Group. Because of this the PPLSC must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Working Group and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Working Group has performed.
13. Administrative Support will be provided by the Properties & Services Department.
Page 304 of 521 PHYSICAL PLANNING AND LANDSCAPE COMMITTEE (PPLC)
MEMBERSHIP: PHYSICAL PLANNING AND LANDSCAPE WORKING GROUP (PPLWG)
Status Working Group in the UB&DC Cluster Terms of Office Composition Vice-Chancellor’s nominee Prof T Nhlapo ex officio The Deputy Vice- Chancellor responsible tbc ex officio for Planning and Budgeting 6 members of the staff chosen by Senate Mr F Carter 01.07.2008 to 30.06.2012 after consultation with the Chair of the Mr JA Donald 01.07.2008 to 30.06.2012 UB&DC for their professional expertise, not Dr R Hill 01.07.2008 to 30.06.2012 more than two nominees from one faculty Prof S Parnell 01.07.2008 to 30.06.2012 Prof V Watson 01.07.2008 to 30.06.2012 tbc 01.07.2008 to 30.06.2012 The Registrar Mr HT Amoore ex officio The Executive Director: Properties & Mr J Critien ex officio Services The Director: Institutional Planning Ms J Favish ex officio Head: Physical Planning Unit Mr G de Wet ex officio The Chair of the UB&DC (who has the right Mr M Thompson ex officio to attend and participate at any meeting of the Working Group). A consultant Ms L Robinson Chair/Deputy Vice-Chancellor’s nominee Prof T Nhlapo 01.07.2008 to 30.06.2012 Chair Terms of Office Four years from 1 July 2002 (as a general rule a member would not serve longer than two terms of three years). Serviced by Properties & Services Department Mr G de Wet Servicing Officer Email: [email protected] Phone: 650-3377 Details
Page 305 of 521 PHYSICAL RISK CO-ORDINATING COMMITTEE
PHYSICAL RISK CO-ORDINATING COMMITTEE
1. STATUS: A sub-committee of the Risk Management and Safety Committee
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To co-ordinate measures to limit any physical risk and prevent crime, and to help the Executive Director, Properties and Services to ensure safety at work and compliance with safety, health and environmental legislation, ensuring that the campuses are free from occupational hazard. To co-ordinate the work of all the Safety, Health and Environment Committees, the Radiation Control Committee, the Genetically Modified Committee and to ensure compliance with all relevant legislation.
4. COMPOSITION The Executive Director: Properties & Services The Risk Services Manager The Director: Student Housing The Manager: Campus Protection Services Director: Sport & Recreation The University Engineer The University Radiation Protection Officer The Safety, Health and Enviroment Manager Members co-opted by the Committee Representatives from Staff representative bodies
5. CHAIR The Executive Director, Properties and Services
6. SPECIAL QUORUM RULES: Nil
7. TERMS OF OFFICE: Not applicable.
Page 306 of 521 PHYSICAL RISK CO-ORDINATING COMMITTEE
8. TERMS OF REFERENCE: 8.1 To ensure effective communication between UCT and the SAPS. 8.2 To ensure internal effective communication on risk, safety and crime prevention. 8.3 To identify and take steps to limit physical risk. 8.4 To monitor and analyse crime reports, and take steps to limit crime. 8.5 To ensure compliance with safety legislation, to receive reports from Health and Safety Committees, and the Radiation Control Committee, to monitor their work, and to take remedial action where necessary. 8.6 To ensure compliance with legislation on radioactive substances, other hazardous material, and genetically modified organisms, and to take remedial action where necessary. 8.7 To ensure compliance with all relevant safety requirements and legislation by all contractors working on all campuses, including caterers and other vendors.
9 PROCEDURES: The Annual Report by the Committee to the Chair of the Risk Management and Safety Committee is a vehicle for accounting for its work. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
10. This committee is serviced by the Health and Safety Manager or nominee.
Page 307 of 521 PHYSICAL RISK CO-ORDINATING COMMITTEE
MEMBERSHIP: PHYSICAL RISK CO-ORDINATING COMMITTEE
Status A sub-committee of the Risk Management Terms of Office Committee Composition The Executive Director: Properties & Services Mr J Critien ex officio The Risk Services Manager Mr J Tunstall ex officio The Director: Student Housing Dr I Mackintosh ex officio The Manager: Campus Protection Services Mr A Sambaba ex officio The University Engineer Mr C Briers ex officio The SHE Manager Mr M Langley ex officio The Director: Student Housing & Residences Mr G Willis ex officio Life The Environment Officer for UCT Mr B Roden ex officio Director: Sports Administration Mr J Donald ex officio Co-opted members: Academics Union Mr C Adbulla 01.07.2008 to 30.06.2012 Director: Sport & Recreation Mr J Donald 01.07.2008 to 30.06.2012 Employee’s Union Ms Y Fazel-Ellahi 01.07.2008 to 30.06.2012 Faculty: Commerce Mr A Dollery EBE Prof N Armatage 01.07.2008 to 30.06.2012 Health Sciences Prof L Kellaway 01.07.2008 to 30.06.2012 Humanities Mr D Galloway 01.07.2008 to 30.06.2012 Science TBC Finance Dept Mr H Christians 01.07.2008 to 30.06.2012 GSB Mr J Booth 01.07.2008 to 30.06.2012 ICTS Mr R Thompson 01.07.2008 to 30.06.2012 Servicing Officer RMC Mr B Nelson 01.07.2008 to 30.06.2012 Traffic Manager Mr R September 01.07.2008 to 30.06.2012 Chair The Executive Director, Properties and Services Mr J Critien ex officio Terms of Office Not applicable Serviced by The SHE Officer Mr B Platen Servicing Email: [email protected] Phone: 650-2660 Officer Details
Page 308 of 521 PLANNING & BUDGETING WORKING GROUP (P&BWG)
PLANNING & BUDGETING WORKING GROUP (P&BWG)
1. STATUS: Working Group
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via PC xx/2005 dated xx xx 2005 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To develop three year planning and budget proposals (for consideration by the University Finance Committee/University Strategy Committee/Council) that give effect to agreed plans at the strategic and operational level. The budget proposals will be both for operational and capital expenditure, and for revenue.
4. COMPOSITION: A Deputy Vice-Chancellor nominated by the Vice-Chancellor The Executive Director, Finance The Director, Institutional Planning The Manager, Financial Information Management, Finance The Chief Information Officer, Institutional Planning The Director, Research Office The P&BWG may co-opt further members with the objective of strengthening and facilitating its work.
5. CHAIR: Chair: The Deputy Vice-Chancellor nominated by the Vice-Chancellor
6. SPECIAL QUORUM RULES: Nil
7. TERMS OF OFFICE: Not applicable.
8. TERMS OF REFERENCE: (a) To put in place an open and flexible process of plan and budget development;
Page 309 of 521 PLANNING & BUDGETING WORKING GROUP (P&BWG)
(b) To review plans and budget proposals from Faculties, CHED, the GSB and the professional administrative and support departments, as well as from the University Strategy Committee (USC) and its “specialist planning arms”, including the University Research Committee (URC), the University Information & Communication Technology Committee (UICTC) and the University Building & Development Committee (UB&DC); as articulated through the various operating units within the university wide strategic frameworks; (c) To seek expert opinion, and the opinions of the University community, in respect of the formulation of the plan and budget; (d) To engage with the budget committees of the Faculties, CHED and the GSB, with whom its primary relationship will be (e) To submit to the University Strategy Committee (USC) and University Finance Committee (UFC) proposed operating and capital revenue and expenditure budgets, within such terms as Council, Senate, the UFC and USC may have decided, for the ensuing year and the ensuing three years.
9. PROCEDURES: 9.1 The Planning & Budgeting Working Group (P&BWG) will outline the framework for the University’s budget for year n at the beginning of year n-1, inviting widespread opinion on this framework, and holding individual meetings with operating units, as well as open meetings where different points of view on budget priorities can find expression. It will do this in order to, and in such a way as to make the development of the budget proposals inclusive, structuring options within what is possible. 9.2 The P&BWG will report annually to the USC and the UFC on its work. This Plan and Budget is to be a vehicle for accounting for its work. Because of this the P&BWG must (a) report on what it has achieved relative to its terms of reference and purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well it has performed. 10. The Planning and Budgeting Working Group is supported administratively by the Institutional Planning Department.
Page 310 of 521 PLANNING & BUDGETING WORKING GROUP (P&BWG)
MEMBERSHIP: PLANNING & BUDGETING WORKING GROUP (P&BWG)
Status Working Group Terms of Office Composition The Deputy Vice-Chancellor nominated by the Prof J Beall ex officio Vice-Chancellor The Executive Director, Finance Prof E Uliana ex officio The Director, Institutional Planning Ms J Favish ex officio The Manager, Financial Information Management, Mr H Maritz ex officio Finance The Chief Information Officer, Institutional Planning Mrs J Hendry Ex officio The Director, Research Office Dr M Sienaert Ex officio Chair The Deputy Vice-Chancellor nominated by the Prof J Beall ex officio Vice-Chancellor Terms of Office Not applicable. Serviced by Institutional Planning Department Mr A Conrad Servicing Officer Email: [email protected] Phone: 650 2179 Details
Page 311 of 521 POSTGRADUATE STUDIES FUNDING COMMITTEE (PSFC)
POSTGRADUATE STUDIES FUNDING COMMITTEE (PSFC)
1. STATUS: Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, 17 April 2002, via PC4/2002; PC06/2004 dated 6 July 2004; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To develop policies and optimal practices for financial aid (including loans), and other types of support, for postgraduate students at the Honours, Masters and Doctoral levels. To determine the conditions of Scholarships and Bursaries for Postgraduate Study at UCT or elsewhere established for specific purposes, where relevant, in terms of bequests or grant conditions; and to award scholarships and bursaries in terms of the conditions of the award, and where appropriate to decide the amounts to be awarded. To address other resourcing issues of postgraduate students, including project costs not covered by the budgets of existing research groups, vacation work, and community-based experiential work. To submit budgets for support of postgraduate studies at UCT, and to submit plans for fundraising for this purpose.
4. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors (ex officio) A Deputy Vice-Chancellor nominated by the Vice-Chancellor The Chairperson of the Undergraduate Studies Funding Committee The Deans of the Faculties (or nominees) The Dean of Higher Education Development, or nominee The Executive Director: DSA, or nominee Two student nominees of the Postgraduate Students Association
Assessor Members: The Director, Postgraduate Funding Office The Director, Research Grants Division, Research & Innovation Department
Page 312 of 521 POSTGRADUATE STUDIES FUNDING COMMITTEE (PSFC)
5. CHAIR/DEPUTY CHAIR: Chair: the Vice-Chancellor’s nominee Deputy: elected by the Committee
6. SPECIAL QUORUM RULES: Six members.
7. TERMS OF OFFICE: Nominees: four years from 1 July. Retiring nominees are eligible for re- nomination for a further period of 3 years.
Student members: two calendar years. Memberships are renewable.
8. PROCEDURES: • The Committee may establish subcommittees to advise it on aspects of its work • The annual report by the Committee to the Board for Graduate Studies is a vehicle for accounting for the work of the Committee. Because of this the Committee must: o report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; o hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
9. DELEGATED AUTHORITY: 9.1 The Committee has power to act on behalf of Senate and Council in respect of paragraphs 7.2 and 7.3 of its terms of reference, and may make recommendations to Senate through the Board for Graduate Studies to change the existing terms of reference when this may enable the Committee better to carry out its purpose. Approval for policy decisions would be routed via the Board for Graduate Studies. 9.2 The Committee has authority to request, obtain and manage a budget, which may include discretionary moneys as well as the proceeds of invested capital or external grants made available to the University for distribution in the form of scholarships/bursaries, and to award scholarships, bursaries and other awards. 10. This committee is serviced by the Director, Postgraduate Funding Office or nominee.
Page 313 of 521 POSTGRADUATE STUDIES FUNDING COMMITTEE (PSFC)
MEMBERSHIP: POSTGRADUATE STUDIES FUNDING COMMITTEE
Status Committee of Senate Terms of Office Composition The Vice-Chancellor and Deputy Vice- Dr M Price ex officio Chancellors Prof J Beall Prof T Nhlapo to 31.12.2009 Prof C Soudien (Acting) Prof DP Visser The Chairperson of the Undergraduate Prof T Nhlapo ex officio Studies Funding Committee Deans of the Faculties (or nominees) Com: A/Prof R Chivaka 01.07.2008 to 30.06.2012 EBE: Prof J Tapson 01.07.2008 to 30.06.2012 FHS: Prof K Vaughan 01.07.2008 to 30.06.2012 Hum: Prof H Snyman 01.07.2008 to 30.06.2012 Law: Prof J Gibson 01.07.2008 to 30.06.2012 Sci: Prof A le Roex 01.07.2008 to 30.06.2012 The Dean of Higher Education Development, A/Prof N Yeld 01.07.2008 to 30.06.2012 or nominee The Executive Director: DSA, or nominee Ms S Ntshongana 01.07.2008 to 30.06.2012 Mr G Anderson (Alt) 01.07.2008 to 30.06.2012 Two student nominees of the Postgraduate Names provided by the servicing Students Association officer Assessor members: The Director, Postgraduate Funding Office Ms L Vranas 01.07.2008 to 30.06.2012 The Director, Research Grants Division, Dr M Sienaert 01.07.2008 to 30.06.2012 Research & Innovation Chair The Vice-Chancellor’s nominee Prof DP Visser 01.07.2008 to 30.06.2012 Deputy Chair Elected by the Committee Prof A le Roex 01.07.2008 to 30.06.2012 Terms of office For nominees, four years from 1 July. Retiring nominees are eligible for re-nomination for a further period of 3 years. Serviced by The Director, Postgraduate Funding Office or Ms L Vranas nominee. Servicing Email: [email protected] Phone: 650-2211 Officer Details
Page 314 of 521 PRELIMINARY INVESTIGATING COMMITTEES (PIC)
PRELIMINARY INVESTIGATING COMMITTEES (PIC)
1. STATUS: Disciplinary body
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Council, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To establish whether there is a prima facie case against a member of the academic staff that warrants a hearing by a Committee of Inquiry.
The details regulating a Preliminary Investigating Committee are set out in full in Section 2.7 of the Staff Manual, available on the web at:
http//web.uct.ac.za/depts/hrm/staffman/ and then go to Section 2.7 (paragraph 5.3)
MEMBERSHIP: PRELIMINARY INVESTIGATING COMMITTEES
Composition ad hoc Terms of Office Serviced by The Executive Director, Human Resources or Mr J Cloete nominee Servicing Officer Email: [email protected] Phone: 650-4226 Details
Page 315 of 521 PROFESSIONAL APPOINTMENTS COMMITTEE FOR THE UNIVERSITY BUILDING AND DEVELOPMENT COMMITTEE
PROFESSIONAL APPOINTMENTS COMMITTEE FOR THE UNIVERSITY BUILDING AND DEVELOPMENT COMMITTEE
1. STATUS: A sub-committee of the University Building & Development Committee (UB&DC)
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To identify professionals for appointment by the Council, the UB&DC, and the Executive Director: Properties & Services, so that UCT gets the best service and makes appointments from the full range of the population.
4. COMPOSITION: The Executive Director: Properties and Services Four members with the required expertise and interest selected from and by the UB&DC Practising professionals appointed by the UB&DC The Head, Physical Planning Unit
5. CHAIR/DEPUTY CHAIR: To be appointed by the UB&DC
6. QUORUM: 50% of the membership.
7. TERMS OF OFFICE: Three years (as a general rule a member would not serve longer than two terms of three years).
8. TERMS OF REFERENCE: • The spatial and built environment work requires a range of consultant professional services. • The objectives are to secure very good professional service where it is needed; to ensure that previously disadvantaged people receive proper consideration in the making of appointments; to do this in an open way; and to ensure that the form of appointment places responsibility for the professional service with the professional in a practically enforceable way.
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• The committee has four major roles which are drawing up advertisements for professionals who wish to be placed on the list, and questionnaires for them; establishing criteria for acceptance and criteria for ranking applicants; setting criteria for selection for specific projects; monitoring the actual ranking and selection (by the UB&DC and others) and reporting on this to the UB&DC.
The sub-committee is required to: • Oversee the appointment of professionals and contractors by the Executive Director: Properties & Services or the Physical Planning Unit of Professionals, in each category and contractors. • Compile lists of professionals and contractors from whom the UB&DC, and the Executive Director, Properties & Services may make appointments under the authority delegated to each; and who would be invited to make submissions/presentations/ tenders whenever an appointment is contemplated by them or by the UB&DC. • Make an Annual Report in November each year, via the Chair of the UB&DC, to the UB&DC, of all appointments made during the calendar year, by Council, the UB&DC, the Executive Director: Properties & Services and the Head of the Physical Planning Unit of: • Professionals, in each category; • Contractors • To produce a procedural manual to regulate the UB&DC process for choosing professionals, the form of contract documentation, and the way in which appointments are construed; • To ensure that formal joint venture arrangements exist for joint appointments rather than appointments in association or joint appointments.
9. PROCEDURE: The Annual Report by the Committee to the Chair of the UB&DC is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: Nil
11. This committee is serviced by the Properties & Services Department.
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MEMBERSHIP: PROFESSIONAL APPOINTMENTS COMMITTEE FOR THE UNIVERSITY BUILDING AND DEVELOPMENT COMMITTEE
Status Sub-committee of the University UB&DC Terms of Office Composition Four members with the required expertise and interest VACANCIES selected from and by the UB&DC The Head, Physical Planning Unit Mr G de Wet ex officio The Executive Director: Properties and Services Mr J Critien ex officio Practicing professionals appointed by the UB&DC Ms E Smuts Mr N Molefe Mr O Welby Chair/Deputy To be appointed by the UB&DC Mr J Critien Chair Terms of Office Four years (as a general rule a member would not serve longer than two terms of three years). Serviced by Mr J Critien Servicing Officer Email: [email protected] Phone: 650-4135 Details
Page 318 of 521 PROFESSIONAL APPOINTMENTS COMMITTEE OF COUNCIL
PROFESSIONAL APPOINTMENTS COMMITTEE OF COUNCIL
1. STATUS: Council Committee
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To ensure UCT appoints professionals who will best serve UCT’s interests, after due process, other than in the buildings area.
4. COMPOSITION: The Vice Chancellor Three members of Council
5. CHAIR/DEPUTY CHAIR: Members chosen by the committee
6. SPECIAL QUORUM RULES: Not applicable
7. TERMS OF OFFICE: Four years from 1 July.
8. TERMS OF REFERENCE: To review professional appointment proposals to ensure: proper process in the selection, and to ensure that the contract of appointment bests serves the university, on behalf of Council.
9. PROCEDURES 9.1 The Committee determines its procedures 9.2 The Committee reports to Council.
10. DELEGATED AUTHORITY: Nil
11. The Professional Appointments Committee of Council is serviced by the Registrar’s Secretariat.
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MEMBERSHIP: PROFESSIONAL APPOINTMENTS COMMITTEE OF COUNCIL
Status Council Committee Terms of Office Composition The Vice-Chancellor Dr M Price ex officio Three members of Council Ms D Budlender 01.07.04 to 30.06.08 Mr RB Rosenthal 01.07.04 to 30.06.08 Vacant 01.07.04 to 30.06.08 Chair Members chosen by the committee Mr JJ Gauntlett SC Prof 01.07.04 to 30.06.08 Deputy Chair ER Kalula 01.07.04 to 30.06.08 Terms of Office Four years from 1 July Serviced by The Registrar Mr HT Amoore Servicing Officer Email: [email protected] Phone: 650 2115 Details
Page 320 of 521 PUBLICATIONS AWARD COMMITTEE
PUBLICATIONS AWARD COMMITTEE
11. STATUS: Committee of Senate
12. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (c) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via PC03/2003 dated 26 March 2003; Senate, via PC 03-04 2005 dated 28 April 2005; Senate, via Special PC xx/2005 dated xx xxxx 2005 (d) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
13. PURPOSE: To reward the publication of outstanding and/or influential books, by staff members of the University, and thereby to encourage creativity and scholarship.
14. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors (ex officio) The Executive Director: University Libraries, or nominee Six members of the academic staff appointed by Senate One external member appointed by invitation of the Committee (as requested by the URC)
15. CHAIR/DEPUTY CHAIR: Elected by the Committee from among its own members
16. SPECIAL QUORUM RULES: Four members of the Committee, excluding Executive Officers shall constitute a quorum.
17. TERMS OF OFFICE: Four years from 1 July, with four Senate appointees initially retiring after two years and thereafter two appointees retiring each year. Retiring appointees are eligible to serve for one further term of four years.
18. TERMS OF REFERENCE: 8.1 To select the recipient(s) of the annual UCT Book Award against the following definition:
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The University of Cape Town Book Award seeks to give recognition to books written by staff members of the University and published within the last five years, which are outstanding in their own terms. The award may be made to one single or multiple authored book. However, in the case where the work is multi-authored the UCT author(s) should have made the most significant contribution to the work. Evidence of this must be supplied with the nomination. Most of the work should have been done during the author(s) employ at UCT. Editors may be considered as authors for the purposes of the award. Fictional, artistic and musical works and the like as well as publications in electronic form will be considered alongside academic books of whatever category, including manuals and works of popularisation. No restriction is placed on languages or codes in which the book is written. 8.2 To select the recipient(s) of the University of Cape Town meritorious publication awards which are supplementary to the UCT Book Award and recognise: 8.2.1 books in specialised fields that lack the broad impact of a book receiving the UCT Book Award but nevertheless merit recognition for their contribution. 8.2.2 promising first-time publication by authors who deserve special recognition and support 8.3 To recommend from time to time to Senate such changes to its terms of reference or procedures as it believes will assist the Committee in meeting its purpose. 8.4 To nominate books by staff members of the University for external awards for scholarly or other forms of publication.
19. PROCEDURES: 9.1 Book Award 9.1.1 In September each year the Committee will call for nominations and set a closing date. 9.1.2 Nominators must be staff members of the University and may nominate themselves. Each nomination must be seconded, but need not be endorsed by the author(s). 9.1.3 Unsuccessful previous nominations may be re-nominated. 9.1.4 In the first week of December nominees will be notified; they have the option to withdraw. Where nominees accept nomination, they will be asked to provide reviews and generally assist the committee in gathering information regarding public response to their book. 9.1.5 The Committee will not purchase inspection copies of nominated books. Nominators may be called upon to provide them, although the Collection Development Manager, Chancellor Oppenheimer Library, will help to provide copies of the books whenever possible.
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9.1.6 At the end of February the Committee will meet to establish and verify the list of nominated books, and will undertake a preliminary evaluating process leading to the drawing up of a short list, at this or a subsequent meeting. 9.1.7 The Committee may then appoint one or more reviewers for each book on the short list. Reviewers will act in confidence and may not communicate with either nominees or nominators. Their names are not released to nominees or nominators but remain privy to the Committee. They will be required to undertake formally to provide an appraisal of the book for submission to a later meeting of the Committee. 9.1.8 The Committee will hold its final meeting of the cycle in May, at which it will consider the reports of the reviewers and make its Award. The Committee may decide to make no award if in its view none of the nominations meets the required standard. 9.1.9 Successful nominees and nominators, the Registrar and the Department of Communication & Development will be notified immediately of the Award. The Registrar will arrange for formal recording of the award in the Principal’s Circular and for the preparation of the monetary award. 9.1.10 The nominator, in consultation with the Chair of the Committee, will be requested to draw up a citation suitable for the June Graduation Ceremony. 9.1.11 The Research Administration and/or the Department of Communication & Development will liaise with the publishers or distributors of the successfully nominated book(s) and the media in order to ensure that adequate publicity is given to the book’s receipt of the award. 9.1.12 The award bears the date of the year in which it is awarded. 9.2 Meritorious Publication Awards 9.2.1 In September/October every year, nominations are invited from the University community 9.2.2 Nominators must be staff members of the University and may nominate themselves. 9.2.3 Works previously nominated unsuccessfully may be re- nominated. 9.2.4 During late February, the first meeting of the Committee will take place at which the list of books will be verified. Books and reviews will be handed out to the Committee members for assessment. They may not communicate with nominators or nominees. 9.2.5 At its May meeting, the Committee will make the awards. The Committee may decide to make no award if in its view none of the nominated works reaches the required standard.
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9.2.6 Successful nominees and nominators, the Registrar and the Department of Communication will be notified immediately of the award. The Registrar will arrange for formal recording of the award in the Principal’s Circular and for the preparation of the monetary award. 9.2.7 Nominators of successful awards will be called upon to provide brief citations suitable for reading out at the time of presentation of the award(s) at the June Graduation ceremony. 9.3 To request and manage a suitable budget each year, to support the awards process for the following year. 9.4 The annual report by the Committee to the Chair of the University Research Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
20. DELEGATED AUTHORITY: The Committee manages the approved budget for its activities and makes the Book and Meritorious Publication Awards. 11. This committee is serviced by the Department of Research & Innovation.
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MEMBERSHIP: PUBLICATIONS AWARD COMMITTEE
Status Committee of Senate Terms of Office Composition The Vice-Chancellor Dr M Price ex officio The Deputy Vice-Chancellors Prof J Beall ex officio Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser The Executive Director of University Mr DAW Sales 01.07.2008 to 30.06.2012 Libraries, or nominee Six members of the academic staff A/Prof I Brown 01.07.2008 to 30.06.2012 appointed by Senate Prof J Glazewski 01.07.2008 to 30.06.2012 Prof TD Noakes 01.07.2008 to 30.06.2012 Prof WR Nasson 01.07.2008 to 30.06.2012 Prof V Watson 01.07.2008 to 30.06.2012 Prof M Caira 01.07.2008 to 30.06.2012 One external member appointed by Dr S Saunders 01.07.2008 to 30.06.2012 invitation of the Committee (as requested by the URC) Chair/ Elected by the Committee from among its Mr D Sales 01.07.2008 to 30.06.2012 Deputy Chair own members Terms of Office Four years from 1 July, with four Senate appointees initially retiring after two years and thereafter two appointees retiring each year. Retiring appointees are eligible to serve for one further term of three years. Serviced by The Department of Research & Innovation Ms D Dreyer Servicing Officer Email: [email protected] Phone: 650 2433 Details
Page 325 of 521 QUALITY ASSURANCE WORKING GROUP (QAWG)
QUALITY ASSURANCE WORKING GROUP (QAWG)
1. STATUS: Sub-committee of SAPC
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; PC03/2002, dated 20 March 2002; PC08/2002, dated 29 August 2002; PC04/2004, dated 28 April 2004; Senate, via PC 09 & 10/2007 dated 31 January 2008; PC 01/2008 dated 30 January 2008 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To ensure that UCT has good quality assurance systems for its academic programmes.
4. COMPOSITION: A Deputy Vice-Chancellor (nominated by the Vice-Chancellor) Dean, Higher Education Development Director, Academic Development Programme Director, Institutional Planning The Registrar Three academic staff members appointed by Senate to be members of QAWG be drawn from three different faculties. Two student representatives who are members of Programme Committees in different faculties, appointed by the SRC Director: Centre for Educational Technology Director: Research Office Quality Assurance Manager Executive Director: DSA or nominee Transformation Manager Head of Libraries Co-ordinator: Quality Assurance and Research Groupings
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5. CHAIR/DEPUTY CHAIR: Chair: The Deputy Vice-Chancellor responsible for Quality Assurance or nominee Deputy Chair: A member chosen by the working group
6. SPECIAL QUORUM RULES: Seven members shall constitute a quorum
7. TERMS OF OFFICE: staff: four years from 1 July students: one calendar year
8. TERMS OF REFERENCE: This Working Group has overall responsibility for developing quality assurance systems for UCT. In particular: • it must design a quality management system to maintain and enhance the quality of undergraduate and taught postgraduate programmes, • it must monitor internal quality assurance mechanisms, and • it must prepare the University for institutional audits.
Given the growing significance of quality assurance and the formation of the Higher Education Quality Committee with statutory responsibilities and powers, the Quality Assurance Working Group will grow in importance in the future.
Its primary connections will be with the Senate Executive Committee, with Faculty Boards, and with the Examination and Assessment Committee.
9. PROCEDURES: The annual report by the Working Group to the Chair of the Senate Executive Committee is a vehicle for accounting for the work of the Working Group. Because of this the Working Group must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Working Group and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Working Group has performed.
10. DELEGATED AUTHORITY: Not applicable.
12. Administrative support will be provided by the Institutional Planning Department.
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MEMBERSHIP: QUALITY ASSURANCE WORKING GROUP
Status Working Group Terms of Office A Deputy Vice-Chancellor nominated by the Prof J Beall ex officio Vice-Chancellor Dean, Higher Education Development A/Prof N Yeld ex officio Director, Academic Development Prof IR Scott ex officio Programme Director, Institutional Planning Ms J Favish ex officio The Registrar Mr HT Amoore ex officio Three academic staff members appointed Prof J Day 01.07.2008 to 30.06.2012 by Senate be drawn from three different Prof J Seggie 01.07.2008 to 30.06.2012 faculties. Prof N Worden 01.07.2008 to 30.06.2012 Two student representatives who are Names provided by the One calendar year members of Programme Committee’s in servicing officer different faculties, appointed by the SRC Director: Centre for Educational Technology Ms L Czerniewicz ex officio Director: Research Office Dr M Sienaert ex officio Quality Assurance Manager Ms L Tlou ex officio Executive Director: DSA or nominee Ms M Khan ex officio Head of Libraries Ms J Rapp Co-ordinator: Quality Assurance and Mr T Layman (Alt) Research Groupings Transformation Manager Vacant ex officio Co-Opted Members A/Prof T Minter 01.07.05 to 30.06.08 Ms K Luckett 01.07.05 to 30.06.08 Mr J Jawitz 01.07.05 to 30.06.08 Chair The Deputy Vice-Chancellor, responsible Prof J Beall 01.07.2008 to 31.08.2008 for Quality Assurance or nominee Deputy Chair A member chosen by the Working Group A/Prof N Yeld 01.07.05 to 30.06.08 Terms of Office students: one calendar year staff: four years from 1 July Serviced by Institutional Planning Department Ms L Tlou Servicing Officer Email: [email protected] Phone: 650-2615 Details
Page 328 of 521 RADIATION CONTROL COMMITTEE
RADIATION CONTROL COMMITTEE
1. STATUS: A sub-committee of the Physical Risk Co-ordinating Committee.
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To regulate the use of radioactive materials in the teaching and research environments and to ensure safety and legislative compliance.
4. COMPOSITION: The Vice-Chancellor’s nominee The Safety, Health and Environment Manager The University Radiation Protection Officer The Occupational Health Nurse Two people appointed by the Vice-Chancellor for their expertise in radiation matters Radiation protection Officers from departments within the Science, Health Sciences and Built and Engineering Environment faculties working with Radiation sources.
5. CHAIR/DEPUTY CHAIR: The Vice-Chancellor’s nominee
6. SPECIAL QUORUM RULES: Half the membership.
7. TERMS OF OFFICE: Departmental Radiation Officers will be formally appointed by the Authority Holder as well as the Directorate Department of Health. (Appointments are recommended for 4 years)
8. TERMS OF REFERENCE: To ensure that the highest standard of safety, health and environment standards are maintained in the teaching and research environment
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9. PROCEDURES: 9.1 The Committee shall meet at least once a year. 9.2 The Annual Report by the Committee to the Chair of the Physical Risk Co- ordinating Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed. 10. This committee is serviced by the University Radiation Protection Officer..
MEMBERSHIP: RADIATION CONTROL COMMITTEE
Status A sub-committee of the Physical Risk Co- Terms of Office ordinating Committee Composition The Vice-Chancellor's nominee A/Prof D Britton ex officio The Safety, Health and Environment Manager Mr M Langley ex officio The University Radiation Protection Officer Mr B Roden ex officio The Occupational Health Nurse Mrs S Key ex officio Two people appointed by the Dr T Kotze 01.07.2008 to 30.06.2012 Vice-Chancellor for their expertise in radiation Dr L Kellaway 01.07.2008 to 30.06.2012 matters Radiation protection Officers from all the departments/groups working with sources of Radiation. Departmental Radiation Officers will be formally To be determined by appointed by the Authority Holder as well as the departments Directorate Department of Health. Chair/Deputy The Vice-Chancellor's nominee A/Prof D Britton 01.07.2008 to 30.06.2012 Chair Terms of Office Four years. As a general rule a member would not serve longer than two terms of three years. Serviced by The University Radiation Protection Officer. Mr B Roden Servicing Officer Email: [email protected] Phone: 650-3487 Details
Page 330 of 521 RESEARCH FELLOWS’ AWARD SUB-COMMITTEE
RESEARCH FELLOWS’ AWARD SUB-COMMITTEE
1. STATUS: Sub-Committee of the Fellowships Committee
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: The purpose of the committee is to recognize younger academics of distinction on an annual basis through the Fellows’ Award.
4. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellor responsible for Research Eight current UCT Fellows who represent a broad range of academic disciplines chosen by the University Research Committee from the list of Fellows.
5. CHAIR/DEPUTY CHAIR: The Deputy Vice-Chancellor responsible for Research
6. SPECIAL QUORUM RULES: Three members shall constitute a quorum.
7. TERMS OF OFFICE: Four years from 1 July.
8. TERMS OF REFERENCE: The Fellows’ Award is offered annually in recognition of outstanding scholarly work by young academics who have made significant independent contribution to research in their field. A maximum of six awards will be made each year. Should there be no qualifying nominations, no award will be made.
The Vice Chancellor will award the prize at the annual Fellows Dinner.
9. PROCEDURES: 9.1 Nominations must be submitted to the Research Office and must include: (a) The full CV of the applicant (including a list of publications or equivalent scholarly outputs for the past 3 years)
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(b) Statement of the nominee’s scholarly accomplishments (one page) (c) Contact details of three individuals (excluding the nominator) who may be requested to provide referee reports. One referee must be international and only one referee may be from UCT. 9.2 Nominations may be submitted by any UCT academic staff member and the criteria for nominees are: (a) Permanent or T3 contract UCT staff on academic conditions of service (b) Preferably, in the under 40 year age group (c) Preferably, have been in academic full-time employment at UCT for not more than 5 years. (d) Nominators must be members of the University and may nominate themselves. 9.3 The awards will be regarded as final and there will be no appeals. 9.4 The annual report by the Sub-Committee to the Chair of the University Research Committee is a vehicle for accounting for the work of the Sub- Committee. A copy of this report will be submitted to the UCT Fellowships Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Sub-Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Sub-Committee has performed.
10. DELEGATED AUTHORITY: The Research Fellows’ Award Sub-Committee, which has delegated authority to act on behalf of Senate in granting the award, and to publish its decision in the Principal’s Circular for information.
11. This Sub-Committee is serviced by the Research & Innovation Department.
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MEMBERSHIP: RESEARCH FELLOWS AWARD SUB-COMMITTEE
Status Sub-Committee of the University Terms of Office Research Committee Composition The Vice-Chancellor Dr M Price ex officio The Deputy Vice-Chancellor for Prof DP Visser 01.07.2008 to 30.06.2012 Research Eight current UCT Fellows who represent EBE: Prof GA Ekama 01.07.2008 to 30.06.2012 a broad range of academic disciplines FHS: Prof CL Vaugha n 01.07.2008 to 30.06.2012 chosen by the URC. Hum: A/Prof I Fiske 01.07.2008 to 30.06.2012 Prof P Skotnes 01.07.2008 to 30.06.2012 Law: Prof J Burchell 01.07.2008 to 30.06.2012 Sci: Prof M de Wit 01.07.2008 to 30.06.2012 Prof A Chinsamy-Turan 01.07.2008 to 30.06.2012 Prof A le Roex 01.07.2008 to 30.06.2012 Chair The Deputy Vice Chancellor for Prof DP Visser 01.07.2008 to 30.06.2012 Deputy Chair Research Serviced by Research & Innovation Department Ms E Thomas Servicing Officer Email: [email protected] Phone: 650-5204 Details
Page 333 of 521 RESIDENCES COMMITTEE
RESIDENCES COMMITTEE
1. STATUS: A sub-committee of the University Student Affairs Committee (USAC)
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To bring together representatives of the student housing community in a committee that will deal with residence policy, residence budgets and rules.
4. COMPOSITION: The Deputy Vice-Chancellor The Executive Director: DSA The Director of Student Housing Five Wardens, including the Senior Wardens from 1st Tier, 2nd Tier and 3rd Tier respectively Five Head Students of residences elected by the Residence Council from the 1st Tier, 2nd Tier and 3rd Tier respectively The Executive Director of Properties and Services or nominee SRC representative Senior Student Housing & Residence Life managers nominated by the Director of Student Housing & Residence Life to serve on the committee
5. CHAIR/DEPUTY CHAIR: Chair: The Deputy Vice-Chancellor Deputy: The Executive Directror: DSA or nominee
6. SPECIAL QUORUM RULES: Eight members shall constitute a quorum.
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7. TERMS OF OFFICE: 7.1 The periods of office of the senior wardens shall be determined by the Director of Student Housing. 7.2 The periods of office of the head students elected by the head students shall be one year with a period of office starting on 1 October of a given year. Any vacancy to be filled will be for the balance of a term of office.
8. TERMS OF REFERENCE: 8.1 To consider matters of policy relating to the provision of accommodation for students in University residences, houses, flats and self-catering units. 8.2 To report to Council, through the University Student Affairs Committee (USAC), on matters of policy. 8.3 To consider any matters referred to it by Council or by subcommittees of Council. 8.4 To consider any matter referred to it by the Residences Forum, by the Director of Student Housing, by any of its subcommittees, and by any of its members. 8.5 To consider amendments proposed to the rules and to the constitutions of individual residences. 8.6 To act in an advisory capacity to the Director of Student Housing on issues concerning: 8.6.1 the implementation of the policies referred to in 8.1 above; 8.6.2 any matter referred to it in terms of 8.3 above; 8.6.3 the planning and budgeting processes for the residence system, the budget, and residence fees.
9. PROCEDURES: 9.1 The committee may, provided that the Director of Student Housing concurs, set up subcommittees to which it may delegate various of its responsibilities. 9.2 The annual report by the Committee to the Chair of USAC is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: The Committee has authority to decide changes to constitutions of residences. The Committee recommends changes to residence rules, via the USAC to Council.
11. This committee is serviced by a nominee of the Director of Student Housing
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MEMBERSHIP: RESIDENCES COMMITTEE
Status Sub-Committee of the University Student Terms of Office Affairs Committee Composition The Deputy Vice-Chancellor Prof RT Nhlapo ex officio The Executive Director: DSA Ms M Khan ex officio The Director of Student Housing Mr G Willis ex officio Five Wardens, representatives from 1st Tier, 2nd TBA Tier and 3rd Tier Five Head Students of residences elected by Names provided by the One year the Residence Council with at least 2 Head servicing officer Students from the 1st Tier and 2nd Tier respectively The Executive Director of Properties and Services Mr J Tunstall ex officio or nominee Assessor Those senior Student Housing managers Names provided by the 01.07.2008 to 30.06.2012 members nominated by the Director of Student Housing to servicing officer serve on the committee. Chair The Deputy Vice-Chancellor Prof RT Nhlapo Deputy Chair The Executive Director: DSA Ms M Khan Terms of Office (a) The periods of office of the Wardens shall be determined by the Director of Student Housing. (b) The periods of office of the head students elected by the head students shall be one year with a period of office starting on 1 October of a given year. Any vacancy to be filled will be for the balance of a term of office. Serviced by A nominee of the Director of Student Housing Mr G Willis Servicing Officer Email: [email protected] Phone: 650-1038 Details
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RESIDENCES FORUM
1. STATUS: Working Group
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To be a forum comprised of all wardens, deputy wardens and sub-wardens, all head students and members of the residences administration to advise the Director of Student Housing and the Residences Committee on all matters affecting residence life; to be a “parliament” for the residence community.
4. COMPOSITION: The Executive Director: DSA The Director of Student Housing The Senior and assistant Wardens All other Wardens and Deputy Wardens of residences and self-catering housing units Any head student of a residence or self-catering unit who has been elected in terms of a constitution approved by the Residences Committee A sub-warden from each residence and self-catering housing unit, elected by the sub-wardens of that residence or unit The senior Student Housing & Residence Life Managers who are members of the Residences Committee Any other members of the residences administration nominated by the Director of Student Housing & Residence Life
5. COMMITTEE OF CHAIRS: 5.1 Each of the three sectors represented on the forum shall elect one of its members plus one alternate to serve on a committee of chairs. These sectors are: 5.1.1 the student sector consisting of the head students; 5.1.2 the wardening sector consisting of the senior wardens, the wardens and deputy wardens and the subwardens;
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51.3 the administrative sector consisting of the Executive Director: DSA, the Director and Deputy Director of Student Housing, the senior Student Housing managers, and the other members of the residences administration serving on the forum. 5.2 The three chairs (or their alternates) shall Chair meetings of the forum on a rotational basis. The first item of business of any meeting shall be to confirm the appointment of the chair for that meeting. 5.3 The committee of Chairs shall perform the following functions on behalf of the forum: 5.3.1 determine the dates, times and venues of meetings of the forum; 5.3.2 determine what the Agenda shall be of any meeting of the forum; 5.3.3 refer back to a proposer or proposers any item of business, which it deems either, is not an appropriate matter for the forum to consider or one, which requires further examination before being put to the forum. 5.4 The committee of Chairs shall reach decisions on any of the matters referred to in 5.3 by consensus. 5.5 A meeting of the committee of chairs shall be deemed to have a quorum only when each of the three sectors is represented by either one of the chairs or by an elected alternate.
6. SPECIAL QUORUM RULES: A quorum for any meeting of the forum shall be fifteen members, of whom at least five shall be members of the student sector, at least five members of the wardening sector and three members of the student housing administration sector.
7. TERMS OF OFFICE: 7.1 The chairs and alternates elected by the wardening and administrative staff sectors shall hold office for a period of two years. A term of office shall commence on 1 January of a given year and extend to 31 December of the second year. 7.2 The Chair and alternate elected by the student sector shall hold office for a period of one year; from 1 October of one year until 30 September of the second year. 7.3 Any vacancy, which occurs during the term of office of any chair or alternate, shall be filled for the balance of that term.
8. TERMS OF REFERENCE: 8.1 The Residences Forum is an advisory body on which the various sectors involved in the administration of the residences are represented. The forum offers advice to the Director of Student Housing and to the Residences Committee on:
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8.1.1 any matter affecting the formulation and the implementation of residence policies; 8.1.2 any matter affecting the management and operation of the residence system as a whole or of individual residence units; 8.1.3 any matter affecting student life in the residence system as a whole or in individual residence units. 8.2 The forum may not discuss or formulate formal advice on any of the following matters: 8.2.1 matters concerning individual students or individual subwardens or wardens or members of the staff of the residences administration; 8.2.2 matters concerning the conditions of service of subwardens or of wardens or of members of the residences administration. 8.3 If the forum submits formal advice to the Director of Student Housing or to the Residences Committee and if this advice is not accepted, then written reasons shall be given to the forum by the Director of Student Housing.
9. PROCEDURES: 9.1 The Forum shall hold two ordinary meetings each calendar year; one during either April or May and one during either August or September. 9.2 Members of the Forum shall submit requests for special meetings to the committee of chairs. The committee of chairs may call a special meetings of the forum if it is satisfied (a) that the issue or issues referred to it are appropriate matters for the forum to consider and (b) that they cannot be held over until the next ordinary meeting of the forum. 9.3 The Forum shall attempt as far as is possible to reach decisions on proposals before it by consensus. 9.4 If consensus cannot be reached on a proposal, then the proposer may require the chair to put the matter to a vote by sector. These sectors are those described in 5.1 above. 9.5 The proposal shall be deemed to have been approved by the forum if it is supported by a majority of voters in two of the three sectors. 9.6 The Director of Student Housing shall provide the administrative services required for the operations of the Forum. 9.7 The Annual Report by the Forum to the Chair of University Student Affairs Committee is a vehicle for accounting for the work of the Forum. Because of this the Forum must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Forum and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Forum has performed.
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10. DELEGATED AUTHORITY: Nil
11. This Working Group is serviced by the Director of Student Housing or nominee
MEMBERSHIP: RESIDENCES FORUM
Status Working Group Terms of Office Composition The Executive Director: DSA Ms M Khan The Director of Student Housing Mr G Willis The wardens: TBA Baxter Hall Clarendon House College House and Kilindini Forest Hill Fuller Hall Glendower Residence Groote Schuur Residence Kopano Leo Marquard Hall Liesbeeck Gardens
Medical Residence Rochester House Smuts Hall Tugwell Hall University House Varietas The Woolsack Deputy wardens of residences and self-catering TBA housing units: Forest Hill
Kopano Leo Marquard Hall Rochester House Tugwell Hall
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Any head student of a residence or self-catering unit who has been elected in terms of a constitution approved by the Residences Committee: Baxter Hall Carinus College House Forest Hill Fuller Hall Glendower Residence Groote Schuur Residence Kilindini Kopano Leo Marquard Hall Liesbeeck Gardens Medical Residence Rochester House Smuts Hall Tugwell Hall University House Varietas The Woolsack A subwarden from each residence and self- TBA catering housing unit, elected by the subwardens of that residence or unit: Baxter Hall Carinus/Clarendon House College Forest Hill Forest Hill G Block Fuller Hall Glendower Residence Groote Schuur Kopano Leo Marquard Hall Liesbeeck Gardens Medical Residence Smuts Hall Tugwell Hall University House Varietas The Woolsack The senior Student Housing managers who are members of the Residences Committee; Student Accommodation Office Catering Finance Commercial Accommodation and Letting Operations Manager Residence Operations Managers
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Any other members of the residences TBA administration nominated by the Director of Student Housing. Committee of Each of the three sectors represented on the forum Chairs shall elect one of its members plus one alternate to serve on a committee of chairs. These sectors are:
(a) the student sector consisting of the head
students;
(b) the wardening sector consisting of the senior wardens, the wardens and deputy wardens and the subwardens;
Serviced by The Director of Student Housing or nominee Mr G Willis Servicing Officer Email: [email protected] Phone: 650-1038 Details
Page 342 of 521 RISK MANAGEMENT COMMITTEE (RMC)
RISK MANAGEMENT COMMITTEE (RMC)
1. STATUS: Sub-committee of the University Audit Committee. The UAC is a Committee of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Council 04 December 2002; Senate, via PC01/2003 dated 29 January 2003; Council 02 July 2003. (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: The quality, integrity and reliability of the University’s risk management are delegated to the RMC. The objective of the Committee is to assist Council in the discharge of its duties relating to corporate accountability and the associated risk in terms of management, assurance and reporting. The Committee will review and assess the integrity of the risk control systems and ensure that the risk policies and strategies are effectively managed. The Committee will set out the nature, role, responsibility and authority of the risk management function within the University and outline the scope of risk management work. The Committee will monitor external developments relating to the practise of corporate accountability and the reporting of specifically associated risk, including emerging and prospective impacts. The committee provides an independent and objective oversight and review of information presented by management on corporate accountability and specifically associated risk, also taking account of reports by management and the University Audit Committee to Council on financial, business and strategic risk.
4. COMPOSITION: The Vice-Chancellor A Deputy Vice-Chancellor nominated by the Vice-Chancellor Two Faculty Deans appointed by the Deans The Executive Director: Finance The Executive Director: Properties & Services The Registrar Up to two others nominated by the Vice-Chancellor, having regard to issues of risk management, of occupational health and safety and of statutory compliance generally
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Assessor Members Finance: Manager, Financial Accounting Finance: Manager, Assets and Reporting A member nominated by the University Audit Committee (UAC)
5. CHAIR/DEPUTY CHAIR: Chair: A Deputy Vice-Chancellor nominated by the Vice-Chancellor Deputy: The Deputy Vice-Chancellor nominated by the Vice-Chancellor
6. SPECIAL QUORUM RULES: Four members shall constitute a quorum.
7. TERMS OF OFFICE: Deans: One calendar year
8. TERMS OF REFERENCE: The Committee is responsible for: 8.1 Establishing an appropriate risk identification method. 8.2 Approving an appropriate risk measurement method. 8.3 Evaluating the assessment both of the likelihood of risks occurring and their impact on the University. 8.4 Ensuring that appropriate intervention measures are developed. 8.4 Ensuring that the responsibility for the management of identified risks has been assigned. 8.5 In accordance with the above, maintaining a schedule whereby risks can be monitored by the Committee within agreed tolerances. 8.6 The Committee will review reports: 1. detailing the adequacy and overall effectiveness of the University’s risk management function and its implementation by management; 2. regarding internal control, recommendations made and confirmation of the appropriateness of actions taken or proposed. 8.7 The Committee will review: 1. The risk philosophy, strategy and policies adopted by Council and must ensure compliance with such policies, and with the overall risk philosophy of the University. 1. Significant risks of a legal nature identified by the Registrar in conjunction with the University’s appropriate legal advisors. The Registrar, in consultation with appropriate legal advisors, will maintain a schedule of statutory obligations and ensure that in each instance designated accountability exists to ensure necessary compliance.
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• The adequacy of insurance cover. In particular, the Committee will make recommendations to the Executive Director Finance with regard to short term insurance policies and requirements. 1. Compliance with safety legislation, in particular the Occupational Health and Safety Act. 2. Emergency preparedness and disaster recovery plans. 8.8 The Committee must have due regard for the principles of governance and codes of best practice.
9. PROCEDURES The Committee is a management committee meeting at least on a quarterly basis.
In view of its responsibilities the Committee will:
Establish an appropriate risk identification method.
Approve an appropriate risk measurement method.
Evaluate the assessment of the likelihood of risks occurring (probability) and also, their impact on the University. At each quarterly meeting, the committee will review reports:
Detailing the adequacy and overall effectiveness of the University’s risk management function and its implementation by management.
Regarding internal control, recommendations made and confirm the appropriateness of actions taken or proposed.
On insurance, including claims experiences and the adequacy of cover.
On safety at work, including a report on safety incidents, and fire prevention and the work of the Health & Safety Co-ordinating Committee and the Physical Risk Co-ordinating Committee.
On crime and measures taken, and to be taken, to combat crime.
On the University’s compliance with legal requirements generally.
From the Deputy Vice-Chancellor with regard to 9(5) of the Health & Safety Act.
Further the Committee will:
Review the risk philosophy, strategy and policies adopted by Council. The Committee will take steps to ensure compliance with such policies and also with the overall risk philosophy of the University.
Consider and make recommendations regarding emergency preparedness and disaster recovery plans.
The Committee will review risk areas every six months.
The Committee will review decisions made by Council that significantly affect risk.
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On an annual basis the Committee will render an account of its work by means of a report to the Chair of the University Audit Committee: Each year the Committee will set goals and objectives for itself. These goals and objectives will be agreed to by the University Audit Committee. The Committee will report to the chair of the Audit Committee on what it has achieved relative to its agreed goals and objectives.
10. The Finance Department provides administrative support to this committee.
MEMBERSHIP: RISK MANAGEMENT COMMITTEE (RMC)
Status Council Committee Terms of Office Composition Vice-Chancellor Dr M Price ex officio A Deputy Vice-Chancellor nominated by the Vice- Dr M Price ex officio Chancellor Two Faculty Deans appointed by the Deans Prof K Driver 01.07.2008 to 30.06.2012 Prof MP Ensor 01.07.2008 to 30.06.2012 The Executive Director: Finance Prof E Uliana ex officio The Executive Director: Properties & Services Mr J Critien ex officio The Registrar Mr HT Amoore ex officio Up to two others nominated by the Vice- Ms M Khan 01.07.2008 to 30.06.2012 Chancellor, having regard to issues of risk Ms G Kruger 01.07.2008 to 30.06.2012 management, of occupational health and safety and of statutory compliance generally Assessor Finance: Manager, Financial Accounting Mr P Grant 01.07.2008 to 30.06.2012 Members Finance: Manager, Assets and Reporting Mr B Nelson 01.07.2008 to 30.06.2012 A member nominated by the University Audit Mr C McClelland 01.07.2008 to 30.06.2012 Committee (UAC) Chair The Vice-Chancellor Dr M Price 01.07.2008 to 30.06.2012 Deputy Chair A Deputy Vice-Chancellor Prof E Ulian 01.07.2008 to 30.06.2012 Terms of Office Not applicable Serviced by The Finance Department Mr B Nelson Servicing Officer Email: [email protected] Phone: 650 2754 Details
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PROCEDURES FOR THE APPOINTMENT OF THE VICE-CHANCELLOR
1. PREAMBLE (i) These procedures have been approved by Council after considering the advice of the Institutional Forum, as required by the Higher Education Act, 1997. They are intended to ensure that the University identifies and appoints the best available candidate, and that such candidate enjoys the appropriate support of Senate, and other members of the University. (ii) In terms of the relevant legislation, it is the responsibility of the Council to make the appointment of a new Vice-Chancellor, and to ensure a proper process in the search for a suitable candidate. (iii) When a vacancy arises, Council will in the first instance consult broadly with relevant constituencies on what are perceived to be the challenges facing the university at that time, in order to establish key criteria for the post prior to advertisement. (iv) Insofar as this document may not prescribe particular procedures, the University’s rules governing selection committees for academic appointments will be applicable, unless the Council in the exercise of its general discretion otherwise determines. (v) In implementing its statutory responsibilities, the Council retains overall jurisdiction in respect of all stages of the process, and is solely responsible for the final decision with respect to an appointment. Council reserves the right to amplify or amend these procedures, and to intervene at any stage during the process, if it deems this necessary, either to resolve a deadlock or to determine procedural or other issues
2. COMPOSITION OF THE SELECTION COMMITTEE The selection committee will be broadly representative of the university community. The composition and membership of the selection committee will appear in the Principal’s Circular.
The selection committee will consist of: The Chair of Council 1 External Council members 4 Deans 2 Professors, excluding Deans 3 Non-professorial members of the academic staff 2 Administrative and Support Staff (pc13 & above) 1 Administrative and Support Staff (pc 5-12) 1 Administrative and Support Staff (pc1-4) 1 Students 3 Co-opted members, not more than* 3 Total 18 - 21
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* Council’s Appointments Committee may, if it is considered desirable, nominate up to 3 additional members to ensure appropriate balance and diversity.
The members will be chosen in the following way: (a) The Council will elect 4 of its number from the members of Council who are neither staff nor students. (b) The Deans will elect 2 of their number. (c) The professors will elect 3 of their number (other than Deans) to be members. (d) The academic staff (other than those who are professors) will elect 2 of their number. (e) The administrative and support staff will elect 3 of their numbers, as follows: (i) 1 by and from staff in payclasses 13 & above (ii) 1 by and from staff in payclasses 5-12 (iii) 1 by and from staff in payclasses 1-4 (f) The SRC will appoint 3 students, at least one of whom will be a post- graduate student. (g) Staff in (d) and (e) above means permanent staff and other full-time staff. (h) No member of the committee can become an applicant for the position. (i) Once the committee members in (a) to (f) are known, the Appointments Committee of Council will decide whether up to 3 additional members should be appointed in order to ensure appropriate balance and diversity on the committee, and may make such appointments. These members may be external to UCT.
3. TERMS OF REFERENCE The terms of reference of the committee are to make a proposal for a Vice- Chancellor who will identify with the aims of the university as set out in the Mission Statement, and best meet the criteria set by Council for the position. The Committee must attempt to reach consensus on a short list and a candidate, voting only when this is not possible. Where it votes, a two-thirds majority of those voting will be required for a candidate to be recommended.
4. CHAIRING THE SELECTION COMMITTEE The Chair of Council will convene and chair the selection committee. If the Chair of Council is not present at any meeting then the Selection Committee will choose one of its members to chair that meeting.
5. QUORUM The quorum for all meetings of the selection committee is half of its full composition. No member of the selection committee will be entitled to vote on the final candidate if they have not been present at an interview of all of the candidates who are considered in that vote.
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6. RECRUITMENT AND SELECTION PROCESS The process of selection will have regard to the need to ensure that the best possible candidates make themselves available, and for a full exploration of each candidate’s strengths and weaknesses. In so doing the committee will have to balance the need for confidentiality against the desirability for wider participation in the process.
The selection committee’s first meeting will be to ensure that it has a common understanding of the criteria set by Council for the position. Once it has done this it must determine search and advertising methods, and the timeframe for the recruitment and selection process.
The selection committee will search for appropriate candidates, as well as receive applications and nominations.
The selection committee must create an initial short-list of candidates for further assessment and selection. The committee will decide on what processes to adopt in arriving at the initial shortlist, which may include interviews, but must maintain the privacy of individuals and confidentiality until it has made a decision on the final short-list. All short-listed candidates will be given the opportunity to be interviewed.
The candidate/s on the final short-list must confirm their candidacy and agree in writing to participate in the selection process.
The selection committee will ordinarily require final short-listed candidate/s to meet and engage with the Council and with representatives of various constituencies on a strictly confidential basis. If the committee is satisfied that there are grounds for a confidential candidacy, it may with the prior approval of the Council dispense with this step, and advise key constituencies accordingly. In respect of this provision (i.e. whether the candidates are required to engage with constituencies or whether for reasons of confidentiality this is dispensed with), all short-listed candidates will be treated on the same basis.
There will be no public (internal or external) announcement of the final short- list.
7. RECOMMENDATION AND APPROVAL PROCESS The selection committee will meet to make a recommendation. It must make every attempt to reach its decision by consensus, but failing this a decision requires at least two-thirds of the members present to be in favour.
Before it submits the name of the recommended candidate to the Senate, the selection committee will provide a report to the Institutional Forum on the process followed thus far, and request the IF to state whether it is satisfied that the approved process has thus far been properly implemented.
The selection committee will submit the name and full curriculum vitae of the recommended candidate to a meeting of the Senate, and present to Senate the reasons for its recommendation.
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If in a secret ballot at least two-thirds of the members of Senate present and voting express confidence in the candidate, and provided that the meeting of Senate constitutes a quorum, the selection committee will forward its recommendation to Council.
If the candidate fails to gain this level of confidence in the Senate, the dissenting members of the Senate must express their views and reasons, and the selection committee must meet a committee elected by Senate to discuss Senate’s response. After considering Senate’s view, and after giving due weight to the importance of ensuring that the new Vice-Chancellor has the support of Senate, the selection committee will decide whether to submit its recommendation to Council, or to continue the selection process, or to submit a report to Council and request Council to make a decision as to the way forward. If the selection committee decides to submit its recommendation to Council, the Senate will be entitled to submit a report on its views directly to Council.
Before submitting a recommendation to Council, the selection committee shall request the Institutional Forum to state whether it is satisfied that the approved process has been properly implemented. If the Institutional Forum is not so satisfied, it must state its reasons, and make suggestions as to how any perceived deficiencies should be resolved. The selection committee and the Institutional Forum, or their respective representatives, shall thereupon engage in dialogue with a view to resolving any such issues and concerns to their mutual satisfaction. These matters, including the outcome of any such dialogue, shall be reported to Council, which having considered the advice of the IF must decide how to proceed (i.e. whether to consider the proposals despite the advice or whether to refer the matter back with such directions as it decides).
Council will be provided with a full report on the recruitment and selection process. The report will contain the curriculum vitae of the recommended candidate, and the Selection Committee’s reasons for recommending that candidate. Every Council member will have the right to inspect the full Selection Committee records (including applications and referees’ reports). The report of the Selection Committee will be submitted to the Council along with the approvals of the Senate and Institutional Forum. The Council may choose to meet the candidate, on a formal or informal basis, prior to making its decision.
In making its decision, Council will attempt to reach consensus, and will have regard to the importance of ensuring that any Vice-Chancellor enjoys substantial support of both the Senate and the Council. Though Council is legally entitled to take a decision in this matter by simple majority, it may itself determine that a greater majority is required with respect to this particular matter.
As adopted by Council on 2 May 2007, after Senate consultation
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PROCEDURES FOR THE APPOINTMENT OF DEPUTY VICE-CHANCELLORS
The following process is designed to ensure a selection committee that is diverse, and has the necessary experience and expertise. It aims to ensure that the selection committee is composed in such a way as to ensure, as far as is possible, diversity in terms of race, gender and discipline.
8. Introduction The goal of these procedures is to ensure that the University attracts candidates who identify with the University’s Mission and meet the criteria for the position and that the University selects the best of the candidates who do so.
A key criterion is a candidate’s fit in the Vice-Chancellor’s executive team; i.e. that he/she will enjoy the confidence of the Vice-Chancellor (VC) or (VC- designate).
Subject to this, the criteria for each position of Deputy Vice-Chancellor will be set by the Council on the advice of the Vice-Chancellor, after consultation with the Senate and after having taken and considered the advice of the Institutional Forum (IF).
Unless this document provides to the contrary, UCT’s standard policies and procedures for staff recruitment and selection will apply. Key among these are employment equity policies and procedures.
9. The Selection Committee The Selection Committee will be constituted by the Chair of Council in consultation with the VC (or VC designate) as set out below. In choosing members they must have regard to the need for diversity, experience and expertise.
Four members of the Council (one of whom they will designate to chair the committee) appointed by the Council. These four may include a DVC, but will otherwise be drawn from the lay membership of Council. The Vice Chancellor (or Vice-Chancellor-designate); Two deans; Three academic members of the Senate, chosen from a panel of five members of the Senate who may not be deans, elected by the Senate as being people in whom the Senate would have confidence; Two members of the academic staff chosen from a panel of four academic staff who are not members of Senate elected by these academic staff; Two students nominated by the Students’ Representative Council; Two members of the professional, administrative, support and service (PASS) staff chosen from a panel of four PASS staff elected by the PASS staff; and Plus up to two people (staff, students or Council members) nominated by the Vice-Chancellor (or the Vice-Chancellor designate) on grounds of diversity, or experience or expertise.
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After the Chair of Council and the Vice-Chancellor (or Vice-Chancellor- designate) have constituted the selection committee they must: • Report on the process involved in doing so to the IF and invite the IF to advise Council as to whether the selection committee has been constituted in terms of these rules and as to whether diversity, experience and expertise have been provided for in the selection committee’s composition; and • Put the composition and the IF’s advice to Council for ratification.
No member of the Selection Committee may be a candidate (whether by application or nomination) for the position.
The terms of reference for the Selection Committee are: (a) to search for, and garner, a pool of candidates who identify with the University’s mission and meet the criteria for the position; (b) to produce a short-list of candidates who identify with the University’s mission and who meet the criteria for the position; (c) to choose from this pool of candidates the best candidate and submit a proposal for his or her appointment, with reasons for its choice.
The Selection Committee must attempt to reach consensus on a short-list, and then on a recommended candidate. Where consensus is not achieved, decisions will require a two-thirds majority of those voting.
The Chair will convene meetings of the Selection Committee, and may nominate one of its members to do so in his/her absence.
The quorum of the Selection Committee is half its membership.
No member of the Selection Committee may vote on the final candidate if he or she was not present at the final interview of all the candidates who are considered in that vote.
10. The recruitment and selection process The Selection Committee must as early as possible: (a) be briefed on the criteria for the position, and ensure that it has a shared understanding of the criteria; and (b) determine how it will search and advertise, having regard to the time- frame it has for filling the post.
11. The Selection Committee must as soon after the closing date as possible: (a) consider the applications and nominations; and (b) evaluate the applications and nominations.
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The Selection Committee may require short-listed candidates to meet and engage with members, or groups of members of the University on a strictly confidential basis. It will be guided in this by the Vice-Chancellor (or Vice- Chancellor-designate). There will be no public announcement of the short- list.
The Selection Committee will meet to make a recommendation.
The Selection Committee will provide a report to the Institutional Forum on the process followed, and request the IF to advise the Council as to whether it is satisfied that the approved process has thus far been properly implemented.
The Selection Committee will submit the name and full curriculum vitae of the recommended candidate to a meeting of the Senate, and present to Senate the reasons for its recommendation.
If in a secret ballot at least two-thirds of the members of Senate present and voting express confidence in the candidate, and provided that the members present at the meeting of Senate constitute a quorum, the Selection Committee will forward its recommendation to Council.
If the candidate fails to gain this level of confidence in the Senate, the Selection Committee must meet a committee elected by the Senate to discuss Senate’s response. After considering Senate’s view, and after giving due weight to the importance of ensuring that the new Deputy Vice- Chancellor has the support of Senate, the Selection Committee will decide whether to submit its recommendation to Council, or to continue the selection process, or to submit a report to Council and request Council to make a decision as to the way forward. If the Selection Committee decides to submit its recommendation to Council, the Senate will be entitled to submit a report on its views direct to Council.
Council will be provided with a full report on the recruitment and selection process. The report will contain the curriculum vitae of the recommended and short-listed candidates, and the Selection Committee’s reasons for recommending the candidate. Every Council member will have the right to inspect the full Selection Committee records (including applications and referees’ reports). The report of the Selection Committee will be submitted to the Council along with the reports of the Senate and Institutional Forum. The Council may choose to meet the candidate, on a formal or informal basis, prior to making its decision.
In making its decision, Council will attempt to reach consensus. Council is entitled to take a decision in this matter by simple majority; it may determine that a greater majority is required with respect to this particular matter.
Approved by the Senate meeting of 21 November 2007 Approved with amendments by the Council 5 December 2007
Page 353 of 521 PROCEDURES FOR RE-APPOINTMENT OF AN INCUMBENT DEPUTY VICE-CHANCELLOR
PROCEDURES FOR RE-APPOINTMENT OF AN INCUMBENT DEPUTY VICE-CHANCELLOR
The university has an approved process for the appointment of a deputy vice- chancellor.
The following process governs consideration of a proposal for the re-appointment, or extension of a contract, of an incumbent deputy vice-chancellor.
Typically, deputy vice-chancellorial appointments are for fixed-term periods. All recent appointments have been for a five-year term; and though the incumbent has been expressly eligible for renewal (for a full five-year term) or for an extension (for an agreed period of less than five years) of his or her contract, there has been no assumption, implicit or explicit, that the appointment would be renewed. Any extension or renewal would not be beyond the retirement age (the end of the year in which the incumbent reaches the age of 65.)
The following procedures will apply where a deputy vice-chancellor is approaching the end of his or her term, and is not approaching retirement age.
As a deputy vice-chancellor must be doing his or her job, and must enjoy, the confidence of the Vice-Chancellor, the process begins with the Vice-Chancellor. But any deputy vice-chancellor must also enjoy the confidence of the University community and particularly of the Council, the Senate, the other members of the executive team, the senior leadership group, especially the faculty Deans, and the Council. Any decision to renew or extend a contract must be based on him/her meeting his/her performance targets or objectives and on this confidence having been tested and established.
The Vice-Chancellor has responsibility for satisfying himself or herself that the deputy vice-chancellor is performing at the required level and for testing the level of confidence that an incumbent deputy vice-chancellor, who wishes to be considered for a renewal or extension enjoys. At least twelve months, but preferably eighteen months before the term of office is due to expire, the Vice-Chancellor will initiate the following process.
The Vice-Chancellor and the incumbent DVC will review the DVC's performance against previously-agreed targets and objectives. The VC will report his or her assessment of this performance, with any commentary on this supplied by the DVC, to the chair of Council and the Remuneration Committee. If the Remuneration Committee (of which the VC is a member) judges that the DVC is meeting his or her performance targets and objectives, the VC will proceed as follows - (i) The Vice-Chancellor will consult the deputy vice-chancellor about his or her intentions at the end of the contract. If he or she wishes to step down, the search and selection processes for a new deputy vice-chancellor will be implemented - (ii) If the Vice-Chancellor wishes, and the deputy vice-chancellor wishes, or is prepared to consider, a renewal or extension of the contract, the Vice- Chancellor will consult the Chair of Council, and on the basis of this consultation, the Council. He or she must, prior to doing this, consult informally and privately among members of the Council, the Senior Leadership Group (or its equivalent), and the office bearers of the SRC.
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(iii) The Vice-Chancellor in consultation with the Chair and in consultation with the Council will decide - (a) to put a proposal for renewal or extension of the contract to the Senate, or (b) to initiate a full selection-committee process. (iv) In the event of a proposal to renew or extend the contract, the Chair will put the proposal to members of the Senate and take a ballot of the Senate, to gauge its support. In the event of a decision to initiate the selection process, the Vice- Chancellor will give the deputy vice-chancellor reasons for the decision, and allow him or her to make representations to the Vice-Chancellor and the Chair of Council. (v) If, after this process, the Vice-Chancellor, believes that the deputy vice- chancellor enjoys sufficient support in the Senate (ordinarily a majority of those voting), and in other key interest groups, the VC will report this to the Senate and submit a proposal for renewal or extension as the case may be, to Council for decision. The Vice-Chancellor will simultaneously submit a report to the Institutional Forum, detailing the process that has been followed. The IF will meet before the Council meets, and will certify that the process actually followed was in terms of the approved process, or to the extent that it was not where it differed. A decision to grant a renewal or an extension will require a two-thirds majority of the Council voting in favour. (vi) If the Vice-Chancellor believes, there is insufficient support in the Senate he or she will propose to the Council that a full selection committee process be instituted.
Hugh Amoore Fourth revised version: 29 October 2003 (approved Council, 5 November 2003)
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PROCEDURES FOR RE-APPOINTMENT OF AN INCUMBENT VICE-CHANCELLOR
The University has an approved process for the appointment of a Vice-Chancellor. The following process governs consideration of a proposal for the re-appointment, or extension of a contract, of an incumbent Vice-Chancellor.
Since 1968, each Vice-Chancellor has been appointed for fixed terms; sometimes these have been explicitly renewable at Council's pleasure (i.e., in some cases there has been an assumption that the appointment would be renewed for a further term unless it did not work out). All recent appointments have been for a five-year term; and though the incumbent has been expressly eligible for renewal (for a full five-year term) or for an extension (for an agreed period of less than five years) of his or her contract, there has been no assumption, implicit or explicit, that the appointment would be renewed.
The following procedures will be adopted where a Vice-Chancellor is approaching the end of his or her term.
As the Vice-Chancellor must enjoy the confidence of the University community and particularly of the Council, the Senate, his or her executive team, the Deans, the Chair and Deputy Chair of the Council and the Chancellor, any decision to renew or extend a contract must be based on this confidence having been tested and established.
The Chair of Council will have primary responsibility for testing the level of confidence that an incumbent Vice-Chancellor, who wishes to be considered for a renewal or extension, enjoys. At least eighteen months, but preferably two years before the term of office is due to expire; the Chair will initiate the following process. (i) The Chair will consult the Vice-Chancellor about his or her intentions at the end of the contract. If he or she wishes to step down, the search and selection processes for a new Vice-Chancellor will be implemented. (ii) If the Vice-Chancellor wishes, or is prepared to consider, a renewal or extension of the contract, the Chair will consult the Council. He or she may prior to doing this consult informally and privately among members of the Council, the Chancellor, the Senior Leadership Group (or its equivalent), and the office bearers of the SRC. This informal consultation is not mandatory; consultation with the Council, which includes in its membership people drawn from the key internal and external interest groups, is. (iii) The Chair in consultation with the Council will decide - (a) to put a proposal for renewal or extension of the contract to the Senate, or (b) to initiate a full selection committee process. (iv) In the event of a proposal to renew or extend the contract, the Chair will put the proposal to members of the Senate and take a ballot of the Senate, to gauge its support.
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(v) If, after this process, the Chair, in consultation with the Deputy Chair, has reason to believe that the Vice-Chancellor enjoys sufficient support in the Senate (ordinarily a minimum of two-thirds of those voting), and in other key interest groups, the Chair will report this to the Senate and submit a proposal for renewal or extension as the case may be, to Council for decision. A decision to grant a renewal or an extension will require an absolute majority of the Council voting in favour. (vi) If the Chair, after consultation with the Deputy Chair, believes there is insufficient support in the Senate he or she will inform the Senate, the Council and the incumbent Vice-Chancellor and a full selection committee process will be instituted.
Hugh Amoore 28 August 2003 Approved Council, 5 November 2003
Page 357 of 521 PROCEDURES FOR THE APPOINTMENT OF NEW EXECUTIVE DIRECTORS
PROCEDURES FOR THE APPOINTMENT OF NEW EXECUTIVE DIRECTORS
1. Introduction Executive Directors form part of the Senior Leadership Group and are ordinarily appointed on five year contracts. These contracts may be renewed or extended in terms of existing procedures.
The following procedures will be adopted for the appointment of a new Executive Director: Criteria to be used in the Selection: In appointing Executive Directors, the University will seek individuals who: • are suitably qualified; • have credibility among their peers; • will offer leadership; • are able to plan effectively and are able to inspire and innovate; • have a strategic vision; • have proven management and leadership skills; • meet the criteria for the position in question.
UCT’s Employment Equity policy is important, in particular at this level, and every effort must be made to draw on the widest pool of talent available in filling these posts.
2. Selection Committee: The Selection Committee will be broad-based and will be made up of: The Vice-Chancellor or nominee (Chair) Members drawn from the following categories, all nominated by the VC unless otherwise specified below): The Executive The Deans The Academic staff The PASS staff, including other Executive Directors The Council, nominated by Council The Students, nominated by the SRC The Senior staff of the department in question Where appropriate, external non-voting members.
The representation from each of the categories listed is not prescribed. The exact determination of the number of people from each category who serve on the Committee shall be decided by the Vice-Chancellor (or nominee) in consultation with members of the Executive.
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3. The Process: The search and selection process for an Executive Director shall ideally be initiated twelve months before the post becomes vacant. The Executive Director shall be appointed for a term of five years, unless there are special circumstances applicable.
The Selection Committee should meet first as a Search Committee, and should decide the procedure which will be adopted to locate suitable candidates. Such procedures may include advertising publicly, a direct search for an internal or external candidate, or any other appropriate course of action.
The Selection Committee should then, following the search process, draw up a shortlist of candidates. The Selection should be based on the normal requirements of curricula vitae, referees’ reports and interviews, and any other information or assessments which the Committee determines.
The shortlisted candidates will be presented to relevant stakeholder groups prior to final selection.
A report on the recruitment process is to be provided to the Institutional Forum and if approved, the recommendation of the Selection Committee, with the appropriate documentation, is to be referred to Council for final approval.
Should Council not approve the recommendation, the selection committee will reconvene to decide on the way forward.
Staff Recruitment 04 June 2004 Approved by Council June 2004
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PROCEDURES FOR THE RE-APPOINTMENT OF INCUMBENT EXECUTIVE DIRECTORS
Approved via Council Chair Circular No. 1/2004, dated 7 April 2004
Executive Directors are ordinarily appointed for five years, and are eligible for renewal (for a full five year term) or for an extension (for an agreed period of less than five years) of their contracts.
The following procedures will be adopted where an Executive Director has completed his/her contract and may wish to be considered for renewal:
Any decision to renew or extend a contract must ensure that the Executive Director in question enjoys substantial support from the Senior Leadership Group and other relevant stakeholders. When the term of office of an Executive Director is due to expire, the Vice-Chancellor will initiate the following process, which will ordinarily commence 18 months before the end of the contract in question. (i) The Vice-Chancellor, or a nominee from amongst the Deputy Vice-Chancellors, will consult the Executive Director about his or her intentions at the end of the contract. If the Executive Director wishes to step down, the normal selection processes for a new Executive Director will be implemented. (ii) If the Executive Director wishes to renew or extend the contract, the Vice- Chancellor or nominee will institute a selection process which will require that an Advisory Committee be appointed consisting of but not limited to, academic and PASS members of the Senior Leadership Group, representatives of the management and staff of the department in question, members of Council and any other stakeholders deemed appropriate. (iii) The Advisory Committee may consult as appropriate and will make a recommendation to the Vice Chancellor to either extend or renew the contract, or to initiate a full selection committee process.
In considering its recommendation the Advisory Committee should give due consideration to the past performance and achievements of the incumbent, the views of the management and staff in the Department and other stakeholders, the ease with which a similarly competent incumbent could be recruited and employment equity considerations (iv) Following receipt of the recommendation from the Advisory Committee, the Vice-Chancellor will decide (a) to put a proposal for renewal or extension of the contract to Council for decision or (b) to initiate a full selection committee process. (v) The Advisory Committee will report to the Institutional Forum on the process that has been followed. For the Advisory Committee’s recommendation to be taken forward to Council, it will require that the Institutional Forum confirm that the above process has been adhered to.
Staff Recruitment & Selection
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SELECTION COMMITTEES : ACADEMIC
The Senate committees that consider applications for posts are called Selection Committees, and have the power to act on behalf of Senate. The composition of each committee is reported in the Principal’s Circular for the information of Senate and Council.
Notes: • Category A posts are posts at Professorial level and category B posts are posts at Associate Professor/Senior Lecturer/Lecturer levels. • Where an advertisement is for a range of possible appointments (e.g. one vacancy advertised at Professor/Associate Professor/Senior Lecturer/Lecturer levels) the procedures applicable to the highest rank are to be used. • Faculty, in these procedures, must be taken to mean CHED or the GSB, in relation to posts in CHED or in the GSB. References to the Dean, in the case of the GSB, are to the Director of the GSB.
POLICY AND PROCEDURES FOR APPOINTMENTS WITHOUT ADVERTISEMENT TO ACADEMIC POSTS
Extract of Council Minutes (08.12.76): “Council resolved to reaffirm its wish that the advertising process be normally used in the recruitment of staff to fill vacant posts and that departure from this practise would be considered only if they are properly and fully motivated.”
In special circumstances, the Head of Department may believe that a particular post should be filled without advertisement. In such instances, the following conditions and procedures apply:
1. ELIGIBILITY OF CANDIDATE Candidates may only be considered for appointment without advertisement if they fall into one of the categories below. (a) The candidate has a proven track record in a contract post (in the job that they are being considered for and provided their original appointment followed formal selection committee procedures) and is now to be considered for a permanent position (that is the same as the contract position). (b) Taking equity targets into account, the selection committee has identified a strong candidate for a post which has recently been advertised and for which no suitable candidates were found.
Note: For both (a) and (b) it is imperative that input is received from the department/faculty’s Employment Equity Committee prior to commencing with the appointment process.
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2. PROPOSAL FOR APPOINTMENT The following procedure applies when motivating for such an appointment: (a) A proposal for such an appointment is made in writing to the Dean by the Head of Department, stating the eligibility of the proposed candidate and the reasons for not advertising publicly. A job description and the full curriculum vitae of the proposed candidate, including the names and contact details of three referees, is to accompany the motivation. (b) Should the post require equity funding, the Head of Department is to contact the Employment Equity Manager in the Human Resources Department, with regard to the procedures to be followed for this funding. (c) The Dean, after consideration of the proposal and the University’s Employment Equity Policy, shall recommend to the Deputy Vice- Chancellor (and Vice-Chancellor if the post is at Professorial level) that a duly appointed selection committee (including an EE representative) be convened to consider and interview the proposed candidate for appointment without advertisement. (d) If the proposal is not approved by the Deputy Vice-Chancellor, the post will be advertised publicly, or the Head of Department will review his/her proposal.
3. SELECTION COMMITTEE PROCEDURE The selection committee shall: (a) Convene a preliminary meeting to consider the proposal and agree to interview the candidate. (b) Reconvene to interview the candidate and make a recommendation.
In the event of the selection committee not agreeing to the proposal at the preliminary meeting, the motivation is referred back to the Head of Department.
4. RECOMMENDATION The selection committee’s recommendation, with the proposal, job description and curriculum vitae, will be referred to the Dean for approval and then to the Deputy Vice-Chancellor (and Vice-Chancellor on behalf of Council if at Professorial level), for final approval.
Approved VCMag 19 May 2006 Approved Senate Executive Committee 12 June 2006
Page 362 of 521 SELECTION COMMITTEES FOR ASSOCIATE PROFESSOR, SENIOR LECTURER, LECTURER
SELECTION COMMITTEES FOR ASSOCIATE PROFESSOR, SENIOR LECTURER, LECTURER
1. STATUS: Committee of Senate 2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001;Senate, via PC6/2003 dated 18 June 2003 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended form time to time, and published in the Principal's Circular. 3. PURPOSE: To select the most suitable candidate for appointment, taking cogniscance of UCT’s Employment Equity Policy. 4. COMPOSITION OF SELECTION COMMITTEE: 4.1 The composition must be approved by the Vice-Chancellor (or nominee) and shall comprise: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors (ex officio) The Dean of the Faculty (ex officio) The Head of Department (ex officio) Normally four (or, where circumstances so warrant, up to six) other members of the permanent academic staff of the University (with at least one member of a cognate department), plus up to three alternates, agreed upon by the Dean, the Head of Department and Vice-Chancellor (or nominee). In deciding this they must try to ensure expertise and appropriate gender and race balance. In addition, the Faculty’s Transformation Committee must nominate an Employment Equity representative to serve on the committee 4.2 The following shall be members of the selection committee for GSH joint staff posts: Chief Director, GSH and Chief Medical Superintendent, GSH; for Red Cross joint staff posts: Director, Red Cross Childrens’ Hospital; for NHLS joint staff posts: Regional Director, NHLS. 4.3. A selection committee may co-opt up to two additional members from the academic staff of the University. 4.4 Deputies for members No selection committee may admit deputies or alternates for members.
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4.5 Guest Members The Deputy Vice-Chancellor or the Dean of the Faculty may invite up to two persons from within or without the University but with expert knowledge of the relevant discipline to attend meetings of the selection committee without voting rights. 4.6. The composition of the selection committee shall then be published in the Principal’s Circular. 5. CHAIR: The Chair of each selection committee shall be nominated by the Vice- Chancellor’s nominee and shall normally be the Dean. 6. SPECIAL QUORUM RULES: A quorum shall be two thirds of all the members of the selection committee, with the exception that the Vice-Chancellor and the Deputy Vice-Chancellors shall not be counted in the total or in the number of those present. 7. TERMS OF OFFICE: The Committee holds office until the post(s) is (are) filled. 8. TERMS OF REFERENCE: To meet as a search committee, to consider equity targets and to decide the procedure which will be used to locate suitable candidates..
To meet as a selection committee, to identify and recommend a suitable candidate for appointment. 9. PROCEDURES: 9.1 Policies A separate set of guidelines covers aspects of recruitment and selection that relate to meeting legal and employment equity requirements, as well as University policies in the same areas. (These are available at http://hr.uct.ac.za – recruitment procedures – guidelines for selection committees) 9.2 Advertisement and Information Sheet The Head of Department drafts an advertisement and information sheet and submits it to the Dean for approval. The Staff Recruitment and Selection Office checks the information sheet and inserts the conditions of service for academic staff. 9.3. Search Meeting A search meeting of the approved selection committee is convened to consider equity targets and suitable search methods.
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9.4 Advertising A vacancy is normally advertised publicly. In special circumstances, the Dean and the Head of Department may believe that a particular post should be filled without advertisement. In such cases, the Dean shall recommend to the Deputy Vice-Chancellor that the duly appointed selection committee be convened to consider a fully motivated proposal from the Head that the post be filled without advertisement. If the Dean and the Deputy Vice-Chancellor agree – which they shall not do without considering, inter alia, the University’s Employment Equity policy – the selection committee shall be convened to consider the proposal on its merits. If they do not, the post must be advertised publicly. 9.5. Shortlisting A sub-committee of each selection committee shall be appointed at the first meeting to rank the applicants into three categories, (A), (B) and (C). Referees’ opinions shall then be solicited in respect of all candidates in Category A. The rankings and referees’ letters shall then be used by the selection committee at a full meeting to shortlist applicants for interview. (This initial ranking does not prejudice the candidature of any applicant. The committee may move any applicant from the B or C group to the A group.) The requirements for interviews are set out in full in the set of guidelines for selection committees. 9.6. Referees Members of Council may not act as referees for applicants. Any member of a selection committee who consents to act as a referee for a candidate or nominee must withdraw from membership of the selection committee concerned. A Head of Department may act as a referee for the post concerned only if not a member of the selection committee. Guest members on selection committees (who have no voting rights) may not act as referees for applicants. Referees must disclose any special relationship to the applicant. Only referees nominated by the candidate may be approached and should the selection committee wish to approach anyone else, this may only be done with the knowledge of the candidate. 9.7. Retiring/Resigning Incumbent of Post The retiring/resigning incumbent of a post may not be a member of the selection committee for that post, but the selection committee may at its discretion interview the incumbent. 9.8. Advice to Senate At the same time as the post is advertised, a notice shall be forwarded to all members of Senate advising them that the file of applications (excluding any referee reports received) is open for inspection at the Staff Recruitment and Selection Office for a given period. This period is up to the date of the preliminary meeting. Members of Senate are entitled to draw to the attention of a member of the selection committee any matters concerning either the post or the applicants of which they wish the committee to take account.
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9.8. Consultation with staff of a department The Dean may use his/her discretion in consulting members of the Department about candidates for any academic vacancy, on the understanding that any such consultation is confidential. 9.9. Hearsay Evidence Ways of diminishing effects of hearsay evidence must be sought by the Chair. Hearsay evidence is not inadmissible, but must be identified as such and valued accordingly. 9.10. Voting The Chair at each meeting of each selection committee shall have a deliberative but no casting vote. No recommendation for an appointment shall be carried unless supported by at least two thirds of the selection committee members present, provided further that no recommendation for appointment may be made without a simple majority of the selection committee in favour. (e.g. if the committee consists of six members, the quorum is four, not including executive officers, and a simple majority is three, not including executive officers). 9.11. Recommendations of Selection Committees (a) The recommendation of the selection committee may be either: (i) to make an appointment; or (ii) to make no appointment, or (iii) to make the recommendations complementary to (i) and (ii) as may be necessary. (b) The cost of employment recommended shall be determined by the Dean after consultation with the Head of Department. 9.12. Special procedures for the Graduate School of Business In the case of posts at the GSB these procedures apply, but (a) The Director of the GSB plays the roles of Dean and Head of Department. (b) The Dean of the Faculty of Commerce is ex officio member of the Selection Committee. 9.13. Equity considerations Authority to approve selection committee recommendations in terms of whether proposed appointments are acceptable in the light of the EE targets of the University at large and those of the Faculty involved, will be at the level where there is accountability for operational delivery, for budget, and for the development and implementation of employment equity plans including targets. This means in practice that such authority will rest with the Vice-Chancellor (for the office of the VC), Deans and Heads of Support Departments.
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10. DELEGATED AUTHORITY: The authority to make all appointments vests in the University Council, whether the appointment is permanent or for a fixed term. Council has delegated authority to decide on recommendations from selection committees to: (a) The Council Appointments Committee: All posts, including Deans, Distinguished Professors and Honorary Professors. (b) The Vice-Chancellor: Professorial appointments, including ad hominem promotion to Professor; All posts in (c) and (d) where those with authority have not acted, or are unable to do so. (c) The Vice-Chancellor or a Deputy Vice-Chancellor nominated by the VC: Visiting Professors for periods of up to one year; Associate Professor appointments, including ad hominem promotion to Associate Professor; Senior Lecturer appointments, including ad hominem promotion to Senior Lecturer and Honorary Senior Lectureships; Lecturer appointments, including ad hominem promotion to Lecturer and Honorary Lectureships;;All posts in (d) where those with authority have not acted, or are unable to do so. (d) The Dean of the Faculty: (a) Junior Research Fellow appointments; (b) Fixed term appointments of less than three years to Lecturer, (c) Teaching Assistants, Tutors and other temporary academic staff paid below the maximum of the cost of employment range for Lecturers.
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MEMBERSHIP: SELECTION COMMITTEES FOR ASSOCIATE PROFESSOR, SENIOR LECTURER, LECTURER POSTS
Status Committee of Senate The composition The Vice-Chancellor Dr M Price must be The Deputy Vice-Chancellors Prof J Beall approved by the Prof T Nhlapo Vice-Chancellor Prof C Soudien (Acting) (or nominee) Prof DP Visser The Dean of the Faculty ad hoc The Head of Department ad hoc Normally four (or, where circumstances so warrant, up to six) ad hoc other members of the permanent academic staff of the University (with at least one member of a cognate department), plus up to three alternates, agreed upon by the Dean, the Head of Department and Vice-Chancellor (or nominee). In deciding this they must try to ensure expertise and appropriate gender and race balance. In addition, the Faculty’s Transformation Committee must nominate an Employment Equity representative to serve on the committee The following shall be members of the selection committee for GSH joint staff posts: Chief Director, GSH and Chief Medical Superintendent, GSH; for Red Cross joint staff posts: Director, Red Cross Childrens’ Hospital; for NHLS joint staff posts: Regional Director, NHLS. Co-option A selection committee may co-opt up to two additional members from the academic staff of the University. Notes 1. Deputies for members: No selection committee may admit deputies or alternates for members. 2. The composition of the selection committee shall then be published in the Principal’s Circular. Chair The Chair of each selection committee shall be nominated by the Vice-Chancellor’s nominee and shall normally be the Dean. Terms of Office The Committee holds office until the post(s) is (are) filled. Serviced by Staff Recruitment and Selection Ms Y MacDonald Servicing Officer Email: [email protected] Phone: 650 2216 Details
Page 368 of 521 SELECTION COMMITTEE PROCESS FOR HONORARY PROFESSORS AND FOR HONORARY ASSOCIATE PROFESSORS
SELECTION COMMITTEE PROCESS FOR HONORARY PROFESSORS AND FOR HONORARY ASSOCIATE PROFESSORS
Preamble 1. The University may appoint distinguished people who are in a position to contribute to its scholarship through involvement in teaching and/or research as honorary professors or as honorary associate professors. These selection procedures provide for the nomination of candidates for appointment as honorary professors and for the consideration of each nomination by a Senate Selection Committee. Policy on honorary professorships and honorary associate professors and definitions 2. Honorary appointments are of two kinds (a) a person who is the head or a senior member of an institution closely associated with the University in one or more fields of its academic activity and with the teaching and research of members of the University; or (b) a person who by virtue of his or her- • status in teaching and research; or • achievement and distinction in professional activities would add materiably and notably to the scholarship and prestige of the University as a whole The privileges and rights of honorary professors are as determined by Council and Senate from time to time (See PC 04 2008).
Honorary professors are not members of Senate
Honorary professorships are distinct from visiting professorships or adjunct professorships.
A person who retires from an honorary professorship after having served for ten or more years may be elected by Senate as an emeritus honorary professor.
The period of appointment of an honorary professor appointed under- (a) will be ex officio his or her holding the office by virtue of which he or she has been nominated or for as long as the institution concerned remains closely associated with UCT; or (b) will be for a specified period, usually five years, which may be renewed on the recommendation of the standing selection committee for a further specified period. 3. Nomination process A proposal for an honorary professorship or associate professorship must be made in writing to the Registrar by a member of Senate supported by a least one other member of Senate
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4. Standing Selection Committee for Honorary professorships 4.1 A standing selection committee appointed by Senate will meet three times each year to consider nominations of candidates for appointment as honorary professors. 4.2 The selection committee will consist of (a) The Vice-Chancellor and the Deputy Vice-Chancellors (ex officio) one of whom will chair the committee; (b) Three professors per faculty appointed by Senate for a four-year term of office; (c) The Dean of a Faculty where he or she is not chosen under (b), for those meetings of the Committee which consider a nomination for an appointment in his or her faculty. Provided that a nominator or seconder of a candidate shall recuse himself or herself when his or her nomination is considered.
Up to two Council observers may be invited to attend meetings of the selection committee. 4.3 The Selection Committee is required to consider the nominations before it and make recommendations accordingly. 5. The Selection Committee is serviced by HR’s Staff Recruitment Section
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MEMBERSHIP: SELECTION COMMITTEE PROCESS FOR HONORARY PROFESSORS AND FOR HONORARY ASSOCIATE PROFESSORS
Status Committee of Senate Standing (a) The Vice-Chancellor and the Deputy (ex officio) Selection Vice-Chancellors one of whom will chair the committee Committee for Com: Honorary (b) Three professors per faculty appointed by Senate for a four-year term of office professorships EBE: Prof R Tait Prof G Nurick Tbc Hum: Prof D Foster Prof J Louw Prof P-J Salazar FHS: Prof J Jelsma Prof G Fieggen Prof J Greenberg Law: Prof J Burchell Prof ER Kalula Prof H Mostert Sci: Prof T Hoffman Prof S Parnell Prof K Chibale (c) The Dean of a Faculty where he or she is not chosen under (b), for those meetings of the Committee which consider a nomination for an appointment in his or her faculty. Notes Provided that a nominator or seconder of a candidate shall recuse himself or herself when his or her nomination is considered.
Up to two Council observers may be invited to attend meetings of the selection committee. The Selection Committee is required to consider the nominations before it and make recommendations accordingly. Chair A Deputy Vice-Chancellor Prof T Nhlapo Terms of Office A standing selection committee appointed by Senate will meet three times each year to consider nominations of candidates for appointment as honorary professors. Serviced by HR’s Staff Recruitment Section Ms Y MacDonald Servicing Officer Email: [email protected] Phone: 650 2216 Details
Page 371 of 521 SELECTION COMMITTEES FOR PROFESSORIAL POSTS
SELECTION COMMITTEES FOR PROFESSORIAL POSTS
1. STATUS: Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001, Senate via PC6/2003 dated 18 June 2003 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended form time to time, and published in the Principal's Circular. 3. PURPOSE: To select the most suitable Chairworthy applicant for a Professorial appointment, taking cogniscance of UCT’s Employment Equity Policy. 4. COMPOSITION: 4.1. The composition must be approved by the Vice-Chancellor (or the Vice-Chancellor’s nominee) and shall comprise: Vice-Chancellor (ex officio) Deputy Vice-Chancellors (ex officio) Dean of the Faculty (ex officio) Head of Department (ex officio) Normally four (or where circumstances so warrant, up to six) other members of the permanent academic staff of the University (with at least one member from a cognate department) plus up to three alternates, appointed by the Vice-Chancellor or a Deputy Vice- Chancellor after considering the proposals of the Dean of the Faculty and the Head of Department. In deciding this they must try to ensure expertise and appropriate gender and race balance. In addition, the Faculty’s Transformation Committee must nominate an Employment Equity representative to serve on the committee
4.2. The following shall be members of the selection committee for GSH joint staff posts: Chief Director, GSH and Chief Medical Superintendent, GSH; for Red Cross joint staff posts: Director, Red Cross Childrens’ Hospital; for NHLS joint staff posts: Regional Director, NHLS. 4.3. Co-option: A selection committee may co-opt up to two additional members from the academic staff of the University. 4.4. Deputies for Members No selection committee may admit deputies or alternates for members.
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4.5 Council Observers: One or two members of the Council may be appointed to each selection committee as non-voting members. The Council members will be selected from the list of members of the Council who are willing to serve (excluding the internal members of the Council). 4.6. Guest Members: The Vice-Chancellor (or nominee) in consultation with the Dean and the Head of Department, or the selection committee itself, may invite up to two persons from within or without the University, but with expert knowledge of the relevant discipline, to attend meetings of the selection committee, without voting rights. 4.7. The composition of the selection committee shall then be published in the Principal’s Circular. 5. CHAIR: The Chair of each selection committee shall be the Vice-Chancellor, or, if absent, a Deputy Vice-Chancellor or the Vice-Chancellor’s nominee. 6. SPECIAL QUORUM RULES: A quorum shall be two thirds of all members of the selection committee, with the exception of the Vice-Chancellor and the Deputy Vice-Chancellors, who shall not be counted in the total or in the numbers of those present. 7. TERMS OF OFFICE: The committee holds office until the post is filled. 8. TERMS OF REFERENCE: To meet as a search committee, to consider equity targets and to decide the procedure which will be used to locate suitable candidates.
To meet as a selection committee, to identify and recommend a suitable candidate for appointment. 9. PROCEDURES: 9.1. Policies A separate set of guidelines covers aspects of recruitment and selection that relate to meeting legal and employment equity requirements, as well as University policies in the same areas. (These are available at http://hr.uct.ac.za – recruitment procedures – guidelines for selection committees) 9.2. Advertisement and Information Sheet The Head of Department drafts an advertisement and information sheet and submits it to the Dean for approval. The Staff Recruitment and Selection Office checks the information sheet and inserts the conditions of service for academic staff. 9.3. Search Meeting A search meeting of the approved selection committee is convened to consider equity targets and suitable search methods.
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9.4. Advertising A vacancy is normally advertised publicly. In special circumstances, the Dean and the Head of Department may believe that a particular post should be filled without public advertisement. In such cases, the Dean shall recommend to the Chair of the selection committee for the post and to the Deputy Vice-Chancellor that the duly appointed selection committee be convened to consider a fully motivated proposal that the post be filled without public advertisement. If the Chair of the selection committee and the Deputy Vice-Chancellor agree – which they shall not do without considering inter alia the University’s Employment Equity Policy – the selection committee shall be convened to consider the proposal on its merits. If the Chair and the Deputy Vice-Chancellor do not agree, the post must be advertised publicly. 9.5. Shortlisting A sub-committee of each selection committee shall be appointed at the first meeting to rank the applicants into three categories, (A), (B) and (C). Referees’ opinions shall then be solicited in respect of all candidates in Category A. The rankings and referees’ letters shall then be used by the selection committee at a full meeting to shortlist applicants for interview. (This initial ranking does not prejudice the candidature of any applicant. The committee may move any applicant from the B or C group to the A group.) The requirements for interviews are set out in full in the set of guidelines for selection committees. 9.6. Referees Members of Council may not act as referees for applicants. Any member of a selection committee who consents to act as a referee for a candidate or nominee must withdraw from membership of the selection committee concerned. A Head of Department may act as a referee only if not a member of the selection committee. Guest members of selection committees (who have no voting rights) may not act as referees for applicants. Referees must disclose any special relationship to the applicant. Only referees nominated by the candidate may be approached and should the selection committee wish to approach anyone else, this may only be done with the knowledge of the candidate. 9.7. Retiring/Resigning Incumbent of Post The retiring/resigning incumbent of a post may not be a member of the selection committee for that post, but the selection committee may at its discretion interview the incumbent. 9.8. Advice to Senate At the time of advertising a post, a notice shall be forwarded to all members of Senate advising them that the file of applications (excluding any referee reports received) is open for inspection at the Staff Recruitment and Selection Office for a given period. Members of Senate are entitled to draw to the attention of a member of the selection committee any matters concerning either the post or the applicants of which they wish the committee to take account.
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9.9. Consultation with the staff of a department Unless the Dean has good grounds for not doing so, the Dean must seek the opinions of permanent academic staff in the department, and may seek the views of other permanent and other full time staff in the department to help in assessing the needs of the department. Any consultation must be on the basis that it is confidential. 9.10. Hearsay Evidence Ways of diminishing the effects of hearsay evidence must be sought by the Chair. Hearsay evidence is not inadmissible, but must be identified as such and valued accordingly. 9.11. Voting The Chair at each meeting of the selection committee shall have a deliberative, but no casting, vote. No recommendation for appointment shall be carried unless supported by at least a two thirds majority of the members of the selection committee present, provided further that no recommendation for appointment may be made without a simple majority of the membership in favour (e.g. if the committee consists of six members, other than executive officers, the quorum is four, not including executive officers, and a simple majority is three, not including executive officers). 9.12. Recommendation of Selection Committees (a) The recommendation of the selection committee may be either: (i) to make an appointment; or (ii) to make no appointment; or (iii) to make recommendations complementary to (i) and (ii) as may be necessary (b) The cost of employment recommendation shall be determined by the Chair of the selection committee in consultation with the Dean, and Head of Department. 9.13. Special Procedures for the Graduate School of Business In the case of posts at the GSB these procedures apply, but (a) The Director of the GSB plays the roles of dean and head of department (b) The Dean of the Faculty of Commerce is ex officio a member of the selection committee. 9.14. Equity considerations Authority to approve selection committee recommendations in terms of whether proposed appointments are acceptable in the light of the EE targets of the University at large and those of the Faculty involved, will be at the level where there is accountability for operational delivery, for budget, and for the development and implementation of employment equity plans, including targets. This means in practice that such authority will rest with the Vice-Chancellor (for the office of the VC), Deans and Heads of Support Departments.
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10. DELEGATED AUTHORITY: The authority to make all appointments vests in the University Council, whether the appointment is permanent or for a fixed term. Council has delegated authority to decide on recommendations from selection committees to (a) The Council Appointments Committee: all posts, including Deans, Distinguished Professors and Honorary Professors. (b) The Vice-Chancellor: Professorial appointments, including ad hominem promotion to Professor. Note: Recommendations for the appointment of Honorary Professors must be made by selection committees constituted in terms of the rules for Honorary Professorships.
11. These committees are serviced by Staff Recruitment and Selection
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MEMBERSHIP: SELECTION COMMITTEES FOR PROFESSORIAL POSTS
Status Committee of Senate The composition Vice-Chancellor Dr M Price must be Deputy Vice-Chancellors Prof J Beall approved by the Prof T Nhlapo Vice-Chancellor Prof C Soudien (Acting) (or the Vice- Prof DP Visser Chancellor’s Dean of the Faculty ad hoc nominee) Head of Department ad hoc Normally four (or where circumstances so warrant, up to six) other ad hoc members of the permanent academic staff of the University (with at least one member of a cognate department), plus up to three alternates, appointed by the Vice-Chancellor or a Deputy Vice- Chancellor after considering the proposals of the Dean of the Faculty and the Head of Department. In deciding this they must try to ensure expertise and appropriate gender and race balance, and that the views of students are taken into account. In addition, the Faculty’s Transformation Committee must nominate an Employment Equity representative to serve on the committee The following shall be members of the selection committee for GSH joint staff posts: Chief Director, GSH and Chief Medical Superintendent, GSH; for Red Cross joint staff posts: Director, Red Cross Childrens’ Hospital; for NHLS joint staff posts: Regional Director, NHLS.
Co-option A selection committee may co-opt up to two additional members from the academic staff of the University. Council One or two members of the Council will be appointed to each selection committee Observers as non-voting members. The Council members will be selected from the list of members of the Council who are willing to serve (excluding the internal members of the Council). Notes Deputies for Members: No selection committee may admit deputies or alternates for members. The composition of the selection committee shall then be published in the Principal’s Circular. Chair The Chair of each selection committee shall be the Vice-Chancellor, or, if absent, a Deputy Vice-Chancellor or the Vice-Chancellor’s nominee. Terms of Office The committee holds office until the post is filled. Serviced by Staff Recruitment and Selection Ms Y MacDonald Servicing Officer Email: [email protected] Phone: 650 2216 Details
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SELECTION COMMITTEES FOR ADJUNCT PROFESSORS
1. STATUS: Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC4/2001 dated 18 April 2001; Council May 2001 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To make recommendations for the appointment of Adjunct Professors.
4. ADJUNCT PROFESSORS: (a) The category of Adjunct Professor at UCT is reserved for people external to UCT (e.g. people in full-time employment, or professional practice, or retirement, outside of UCT) who are not career academics or researchers. (Career academics or researchers external to UCT may be considered for appointment as Honorary Associate Professors or Honorary Professors; Career academics or researchers internal to UCT may be considered for appointment ad hominem to Associate Professorships or Professorships). (b) Adjunct Professorships are reserved for individuals likely to engage actively with the teaching and/pr research work of departments. Adjunct professors are to be styled and addressed as Adjunct Professors and are not, unless individually appointed, members of the faculty boards. University staff are not eligible for appointment as Adjunct Professor (University staff includes staff on the joint UCT/PAWC staff on the PAWC payroll.) (c) Adjunct Professorships are reserved for people who will add value to the work of the department(s) in which they are appointed; the hope is that the University will identify people who will be able to make substantial contributions, to teaching and/or research, from their commercial, industrial or professional base. (d) Adjunct Professors - • are to be appointed for fixed periods (which may be renewable); • are to be paid an honorarium, or fee, or salary package, or not, as is appropriate in each case; • are not members of Senate or of Convocation by virtue of holding Adjunct Professorships.
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5. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors (ex officio) The Dean of the Faculty concerned The Head of Department At least three members of Senate appointed by the Dean Up to three others appointed by the Dean
6. CHAIR: The Dean
7. QUORUM RULES: Two thirds of the membership, not including the Vice-Chancellor or Deputy Vice-Chancellors.
8. TERMS OF OFFICE: The Selection Committee holds office until it has considered the nomination.
9. TERMS OF REFERENCE: To consider any nomination by the Dean, the Deputy Dean or a Head of Department in the faculty for the appointment of a person as an Adjunct Professor, and if it supports the appointment, to recommend accordingly.
10. PROCEDURES: 10.1 A proposal for the appointment of a person as an Adjunct Professor must be made in writing to the Dean of the Faculty by the Head of department in which he/she would work, and one other member of the Faculty. 10.2 The proposers are not thereby disqualified from serving on the selection committee. 10.3 The proposal must secure a majority of at least two-thirds of those present.
11. DELEGATED AUTHORITY: The Council has delegated authority to decide on recommendations from selection committees for Adjunct Professorships to the Dean of the Faculty concerned or any Executive Officer, or the Council Appointments Committee. Ordinarily, however, these will be decided by the Dean.
12. These committees are serviced by the Faculty Office Manager , or, in the case of the EBE Faculty, by the HR Advisor.
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MEMBERSHIP: SELECTION COMMITTEES FOR ADJUNCT PROFESSORS
Status Committee of Senate Composition The Vice-Chancellor Dr M Price The Deputy Vice-Chancellors Prof J Beall Prof T Nhlapo Prof C Soudien (Acting) Prof DP Visser The Dean of the Faculty concerned ad hoc The Head of Department ad hoc At least three members of Senate appointed by the Dean ad hoc Up to three others appointed by the Dean ad hoc Chair The Dean of the Faculty concerned ad hoc Terms of Office The Selection Committee holds office until it has considered the nomination Serviced by The Faculty Office Manager
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SELECTION COMMITTEES FOR DEANS
1. STATUS: Joint Committee of Senate and Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To advise Faculty Boards (or the CHED Board, or the GSB Board) and Council on the appointment of Deans.
4. COMPOSITION: 4.1 The Vice-Chancellor 4.2 One or more Deputy Vice-Chancellors nominated by the Vice- Chancellor 4.3 One or more of the Faculty Deans, as agreed, elected by the Faculty Deans, as agreed 4.4 One or more of the professorial members of the Faculty Board, elected by the professorial members of the Faculty Board, as agreed 4.5 One or more of the non-professorial members of the Faculty Board, elected by the non-professorial members of the Faculty Board, as agreed. 4.6 One or more members of the Council appointed by the Council (as voting members) 4.7 One or more additional members, appointed by the Vice-Chancellor in consultation with the members elected in terms of 4.4 and 4.5, to provide balance (discipline and/or gender and/or race) to the committee 4.8 In the case of the Dean of Health Sciences The Provincial Head of the Department Health; The Chief Medical Superintendent of the Groote Schuur Hospital 4.9 Where appropriate, representatives of external professional or other interest groups appointed for their relationship to the Faculty, as non- voting members (e.g. a judge of the High Court might be invited to join the selection committee for the Deanship of Law) 4.10 The number of people to be appointed or elected in categories 4.2, 4.3, 4.4, 4.5 and 4.6 above is to be decided by the Vice-Chancellor in consultation with the Dean’s Advisory Committee of the Faculty.
5. CHAIR/DEPUTY CHAIR: Chair: The Vice-Chancellor Deputy: A member nominated by the Vice-Chancellor
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6. SPECIAL QUORUM RULES: Two thirds of all the members of the selection committee, including the Vice- Chancellor and any Deputy Vice-Chancellors who are to be members.
7. TERMS OF OFFICE: Not applicable; the committee once elected remains in office until it has completed its job.
8. TERMS OF REFERENCE: 8.1 To meet as a search committee and to decide the procedure which will be adopted to locate suitable candidates; 8.2 To meet as a selection committee, to identify and recommend a candidate for appointment; 8.3 To submit the name of the candidate it has chosen to the members of the Faculty Board, to establish whether this candidate would have sufficient support (two thirds of those voting, provided those voting constitute a quorum of the Faculty Board, must support the candidate); and to re-convene as a selection committee if the candidate does not have sufficient support; 8.4 To submit a recommendation, that has the necessary Faculty Board support, to Council for appointment.
9. PROCEDURES: 9.1. Policies A separate set of guidelines covers aspects of recruitment and selection that relate to meeting legal and employment equity requirements, as well as University policies in the same areas. (These are available at http://hr.uct.ac.za – recruitment procedures – guidelines for selection committees) 9.2 The Vice-Chancellor submits a draft advertisement and information sheet to the committee, when it meets in search mode. 9.3 A search meeting of the committee is convened to consider the suitability of the draft information sheet and advertisement, to decide on the most suitable time and placing of the advertisement, and to decide the search process. 9.4 The vacancy is normally advertised publicly, i.e. in the national and/or international print media. It should not do this without considering inter alia the University’s Employment Equity Policy. 9.5 Eligibility to act as Referee Members of Council may not act as referee for applicants; Any member of a selection committee who consents to act, as a referee for a candidate or nominee must withdraw from membership of the selection committee concerned; Guest members of selection committees (who have no voting rights) may not act as referees for applicants; Referees must disclose any special relationship to the applicant.
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9.6 Advice to Senate At the same time as the documentation is forwarded to members of the selection committee in respect of a preliminary meeting of the selection committee to discuss the shortlisting of candidates for interview, a notice shall be forwarded to all members of Senate advising them that the file of applications (excluding any referee reports received) is open for inspection at the Staff Recruitment and Selection for a given period. Members of Senate are entitled to draw to the attention of a member of the selection committee any matters concerning either the post or the applicants of which they wish the committee to take account. 9.7 Hearsay Evidence Ways of diminishing the effects of hearsay evidence must be sought by the Chair. Hearsay evidence is not inadmissible, but must be identified as such and valued accordingly. 9.8 Voting The Chair at each meeting of the selection committee shall have a deliberative, but no casting, vote. No recommendation for appointment shall be carried unless supported by at least a two thirds majority of the members of the selection committee present, provided further that no recommendation for appointment may be made without a simple majority of the membership in favour (e.g. if the committee consists of nine members, the quorum is six and a simple majority is five). 9.9 Test of Faculty Board Support The name and curriculum vitae of the candidate chosen by the Selection Committee shall be put to the Faculty Board at a meeting, and thereafter members of the Faculty Board shall be asked to indicate in a secret postal ballot whether or not they would have confidence in the candidate. If two thirds of those voting (provided that this number constituted a quorum of the Board) indicate such confidence, the recommendation of the Selection Committee will go to Council for approval. If two thirds of those voting do not indicate confidence in the candidate, the recommendation will be referred back to the Selection Committee. 9.10. Institutional Forum The Selection Committee will report to the Institutional Forum on the search and selection process that has been followed. For the Selection Committee’s recommendation to be taken forward to Council, it will require that the Institutional Forum confirm that the above process has been adhered to.
10. DELEGATED AUTHORITY: The Council Appointments Committee may act for Council in considering a proposal for the appointment of a Dean.
11. This committee is serviced by Staff Recruitment and Selection.
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PROCEDURES FOR THE APPOINTMENT OF NEW DEANS
1. Preamble These procedures have been approved by Senate and Council after considering the advice of the Institutional Forum, as required by the Higher Education Act, 1997. They are intended to ensure that the University identifies and appoints the best available candidate, and that such candidate enjoys the necessary support of the Executive, fellow Deans, Heads of Departments and members of the Faculty concerned. Deans are accountable to Senate and Council for academic and financial matters within their Faculties. Furthermore, Deans must stand to the Faculty in the same relationship as a Head stands to his/her Department; accountable to the Faculty and therefore expected to consult and co-operate, but also able to act.
One of the first steps which must be taken in the selection process is the strategic decision of where to seek the new Dean. The University’s Employment Equity Policy applies very importantly at all levels within the University and recruitment decisions at the senior level must show commitment to the policy. Every effort must be made to draw on the widest pool of talent available in filling the post of Dean.
Where this document does not prescribe a procedure, the University’s rules governing selection committees for academic appointments will apply.
2. Criteria to be used in the Selection of Deans In appointing Deans, the University must seek individuals who: (a) are scholars of note who will have credibility among their academic peers; (b) will offer academic leadership in the Faculty, it being understood that this will include • being able to plan effectively and to inspire and innovate; • having a strategic vision for the Faculty, and for the role of the Faculty in the institution; • having proven leadership and management skills; and (c) will strive to transform the Faculty in ways that achieve social justice in South Africa, which must include meeting staff and student equity targets.
3. Composition of the Selection Committee The Vice-Chancellor (or nominee) must consult the Dean’s Advisory Committee (DAC) on the election of Faculty members to serve on the selection committee. The representation from each of the categories listed is not prescribed and the determination of the number of people from each category must be decided by the Vice-Chancellor in consultation with the DAC. In doing so the Vice- Chancellor must try to keep the size of the committee reasonable, but at the same time must ensure diversity in its composition.
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The Selection Committee must include: (a) The Vice-Chancellor (Chair); and (b) at least one from each of the following categories:- Executive Officers, nominated by the Vice-Chancellor; Deans, elected by the Deans; Professors in the faculty, elected by the Faculty Board; Non-professorial members of the Faculty Board, elected by that constituency; PASS staff in the Faculty, elected by that constituency; Student nominees elected by the recognised student formations in the faculty concerned; Faculty’s Employment Equity Forum representatives; and Members of Council, appointed by Council. (c) Further members nominated by the Vice-Chancellor in consultation with the DAC to provide balance to the composition of the Committee (d) Where appropriate, external members (non-voting members) may be appointed for their professional or other relationship with the Faculty (e) The Selection Committee for the Dean of the Faculty of Health Sciences must include representatives of the Provincial Administration of the Western Cape in view of the joint agreement with the Province. No member of the selection committee may apply for, or accept nominations for the position.
4. Terms of Reference of the Selection Committee The Selection Committee must make a recommendation for the appointment of a Dean who meets the criteria listed above. The Selection Committee must attempt to reach consensus on a shortlist and a final candidate, voting only when this is not possible. Where it votes, a two-thirds majority of those present will be required for a candidate to be recommended.
5. Chairing the Selection Committee The Vice-Chancellor convenes and Chairs all meetings of the Selection Committee, but may nominate an Executive Officer to do so in his/her absence.
6. Quorum The quorum for all meetings of the Selection Committee is half of its full composition. No member of the Selection Committee may vote on the final candidate if he or she was not present at an interview of all of the candidates who are considered in that vote.
7. The Recruitment and Selection Process The search and selection process must be initiated at least twelve months before the post becomes vacant. The Dean is appointed for a term of five to eight years unless there are special circumstances.
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The Selection Committee meets first as a Search Committee, to ensure that it has a common understanding of the criteria for appointment and to determine the search and advertising methods, and the timeframe for the recruitment and selection process. The search methods may include advertising publicly, a direct search for an internal or external candidate, or any other appropriate course of action, taking into account the University’s Employment Equity Policy. In coming to this decision, the Committee must consult the Executive, the Deans, and the Heads of Department in the Faculty (who will be expected to represent the views of the staff in their departments). The Selection Committee receives applications and creates a shortlist of candidates for further assessment and selection. The selection must be based on the normal requirements of a letter of motivation, a curriculum vitae, referees’ reports and an interview, and any other information which the Selection Committee determines, but must maintain the privacy of individuals and the confidentiality of its proceedings until a decision has been made on the final candidate. HR must advise the selection committee on appropriate selection methodologies. The candidate/s on the final shortlist must confirm their candidacy and agree to participate in the selection process. There will be no public (internal or external) announcement of the shortlist.
8. Recommendation and Approval Process The Selection Committee will meet to make a recommendation. It must make every effort to attempt to reach its decision by consensus, but failing this a decision to recommend a candidate requires at least two-thirds of the members present in favour. The name and curriculum vitae (but no referees’ reports) of the candidate chosen by the Selection Committee must be put to the Faculty Board at a meeting where the candidate will make a presentation and answer questions. The purpose of this meeting is for Faculty Board members to meet the candidate and make a decision on whether they would have confidence in the candidate. After the presentation, but at the same meeting, members of the Faculty Board must vote by secret ballot on whether or not they would have confidence in the candidate. Only members of the Faculty Board who are present at the meeting may vote and no email or postal votes will be accepted. Any member of the Faculty Board who had been an applicant or who had accepted nomination for the post, may not attend the Faculty Board meeting and may not vote. The quorum for the meeting of the Faculty Board will be half of its full composition and a two-thirds majority vote of confidence in the candidate is required before the recommendation of the Selection Committee is forwarded to Council. Should the candidate not receive the two-thirds majority vote, the Selection Committee must reconvene to make a decision on whether to submit its recommendation to Council, or to continue with the selection process. If the Selection Committee decides to submit its recommendation to Council the Faculty Board will be entitled to submit a report on its views direct to Council.
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Before submitting a recommendation to Council, the Selection Committee must request the Institutional Forum to state whether it is satisfied that the approved procedures have been properly implemented. The Institutional Forum receives the Selection Committee’s report on the procedures followed and the steps taken to meet equity targets, but not the names of any candidates or the recommended candidate. If the Institutional Forum is not satisfied with the Selection Committee’s report on the procedures followed, it must state its reasons and make suggestions as to how any perceived deficiencies should be resolved. The Selection Committee and the Institutional Forum thereupon engage in dialogue with a view to resolving any such issues and concerns to their mutual satisfaction. These matters, including the outcome of any such dialogue, must be reported to Council, which, having considered the advice of the Institutional Forum, will decide how to proceed. The Selection Committee must submit a full report on the recruitment and selection process to Council. This report will include the curriculum vitae of the recommended candidate, the Selection Committee’s reasons for recommending that candidate and the names of the short-listed candidates. Every Council member has the right to inspect the full Selection Committee records (including all applications and referees’ reports). This will be made available by the HR office responsible for co-ordinating the process via the most efficient method. The report of the Selection Committee will be submitted to Council along with the reports of the Faculty Board and of the Institutional Forum. In making its decision, Council will attempt to reach consensus. Council is entitled to take a decision in this matter by simple majority. Should Council not approve the recommendation, Council will refer the matter back to the Selection Committee for further consideration.
Approved by Council 3 October 2007
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PROCEDURES FOR RE-APPOINTMENT OF INCUMBENT DEANS OF FACULTIES
The appointment process for Deans of Faculties has been approved by Senate and Council, and has worked well. The appointment process, however, is silent on the question of re-appointment, or extension of a contract.
Deans are ordinarily appointed for five years, and are eligible for renewal (for a full five year term) or for an extension (for an agreed period of less than five years) of their contracts. Where a Dean has already completed two terms, he or she may apply for a third term, when the position will be advertised in the normal way.
The following procedures will be adopted where a Dean has completed a single contract, and may wish to be considered for a further term.
Deans are responsible to their faculties, and also to the centre. Any decision to renew or extend a contract must ensure that the Dean in question enjoys substantial support from both sectors. A process of consultation must determine this. When the term of office of a Dean is due to expire, the Vice-Chancellor will initiate the following process, which will ordinarily commence approximately one year before the end of the contract: (i) The Vice-Chancellor, or a nominee from amongst the Deputy Vice-Chancellors, will consult the Dean about his or her intentions at the end of the contract. If the Dean wishes to step down, the normal selection processes for a new Dean will be implemented. (ii) If the Dean wishes a renewal or extension of the contract, the Vice-Chancellor or nominee will institute a process of consultation which may include, but is not limited to, members of the Senior Leadership Group and of Council, and must include members of the Dean’s Advisory Committee (or equivalent) as well as Deputy Deans of the Faculty concerned. (iii) Following the process of consultation, the Vice-Chancellor will decide (a) to put a proposal for renewal or extension of the contract to the Faculty Board, or (b) to initiate a full selection committee process. (iv) In the event of a proposal to renew or extend the contract, the Vice-Chancellor will put the proposal to members of the Faculty Board, in order to gauge their support. (v) If, after this process, the Vice-Chancellor has reason to believe that the Dean enjoys sufficient support, the Vice-Chancellor will report this to the Faculty Board, and the proposal will be put to Council for decision. If the Vice- Chancellor believes that there is insufficient support, a full selection committee process will be instituted. (vi) The Selection Committee will report to the Institutional Forum on the process that has been followed. For the Selection Committee’s recommendation to be taken forward to Council, it will require that the Institutional Forum confirm that the above process has been adhered to.
Approved by Senate via PC01/2003, dated 29 January 2003
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MEMBERSHIP: SELECTION COMMITTEES FOR DEANS
Status Joint Committee of Senate and Council Composition The Vice-Chancellor Dr M Price One or more Deputy Vice-Chancellors nominated by the ad hoc Vice-Chancellor One or more of the Faculty Deans, as agreed, elected by the ad hoc Faculty Deans, as agreed One or more of the professorial members of the Faculty ad hoc Board, elected by the professorial members of the Faculty Board, as agreed One or more of the non-professorial members of the Faculty ad hoc Board, elected by the non-professorial members of the Faculty Board, as agreed. One or more members of the Council appointed by the ad hoc Council (as voting members) One or more additional members, appointed by the Vice- ad hoc Chancellor in consultation with the members elected in terms of 4.4 and 4.5, to provide balance (discipline and/or gender and/or race) to the committee In the case of the Dean of Health Sciences The Provincial Head of the Department Health; The Chief Medical Superintendent of the Groote Schuur Hospital Where appropriate, representatives of external professional or other interest groups appointed for their relationship to the Faculty, as non-voting members (e.g. a judge of the High Court might be invited to join the selection committee for the Deanship of Law) Note The number of people to be appointed or elected in categories numbered 1 to 6 above is to be decided by the Vice-Chancellor in consultation with the Dean’s Advisory Committee of the Faculty. Chair The Vice-Chancellor Deputy Chair A member nominated by the Vice-Chancellor Terms of Office Not applicable; the committee once elected remains in office until it has completed its job. Serviced by Staff Recruitment and Selection Ms Y MacDonald Servicing Officer Email: [email protected] Phone: 650 2216 Details
Page 389 of 521 SELECTION COMMITTEES FOR PROFESSIONAL AND ADMINISTRATIVE SUPPORT SERVICES (PASS) STAFF IN PAYCLASSES 9 TO 13
SELECTION COMMITTEES FOR PROFESSIONAL AND ADMINISTRATIVE SUPPORT SERVICES (PASS) STAFF IN PAYCLASSES 9 TO 13
1. STATUS: Committee of Council 2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via PC6/2003 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended form time to time, and published in the Principal's Circular. These general rules and procedures can be found at: http://www.uct.ac.za/opengovernance/committees. 3 PURPOSE: To select the most suitable candidate for appointment, taking cogniscance of UCT’s Employment Equity Policy. 4. COMPOSITION OF SELECTION COMMITTEES: 4.1. Payclasses 9 to 12: The selection committee is compiled by the Head of Department and is to consist of subject matter experts who are representative in terms of race and gender. The size of the committee should be kept to a minimum to ensure the effectiveness and efficiency of the recruitment process. It is therefore recommended that in addition to the Chair, Employment Equity Representative and the HR Advisor, the other members do not exceed four. 4.2. Payclass 13: The selection committee is compiled by the Head of Department and is to consist of subject matter experts who are representative in terms of race and gender. The size of the committee should be kept to a minimum to ensure the effectiveness and efficiency of the recruitment process. It is therefore recommended that in addition to the Chair, Employment Equity Representative and the HR Advisor, the other members do not exceed six. If appropriate, a Council member may be invited to join the selection committee as an observer. Council members will be selected from the list of members of Council who are willing to serve. 5. DELEGATED AUTHORITY FOR COMPOSITION OF SELECTION COMMITTEES: Payclasses 9 to 12: The Executive Officer/Dean/Executive Director/Head of Department. Payclass 13: The Executive Director, Human Resources.
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6. CHAIR/DEPUTY CHAIR: Chair: the Executive Officer/Dean/Executive Director/Head of Department in whose area the post is situated, or his/her nominee. Deputy Chair: the Chair’s nominee 7. SPECIAL QUORUM RULES: Two thirds of the members shall constitute a quorum. 8. TERMS OF OFFICE: The Committee remains in office until the post has been filled. 9. TERMS OF REFERENCE: To meet as a search committee to consider equity targets, and to decide the procedure which will be adopted to locate suitable candidates;
To meet as a selection committee, to identify and recommend a suitable candidate for appointment. 10. PROCEDURES: A separate set of guidelines covers aspects of recruitment and selection that relate to meeting legal and employment equity requirements, as well as University policies in the same areas. (These are available at http://hr.uct.ac.za – recruitment procedures – guidelines for selection committees). 10.1. Advertisement and Job Description The Head of Department liaises with the HR Advisor and drafts an advertisement and job description, which is submitted to the Dean or Executive Director for approval. The Staff Recruitment and Selection Office will insert the relevant conditions of service. 10.2 Advertising A vacancy is normally advertised internally or externally, at the discretion of the Dean/Executive Director. In special circumstances, the Dean/Executive Director may believe that a particular post should be filled without advertisement. In such cases, the he/she shall recommend to the Executive Director: Human Resources that the duly appointed selection committee be convened to consider a fully motivated proposal that the post be filled without advertisement. If the Executive Director: HR agrees – which he/she shall not do without considering, inter alia, the University’s Employment Equity Policy – the selection committee shall be convened to consider the proposal on its merits. If he/she does not, the post must be advertised publicly.
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10.3. Shortlisting The Recruitment Advisor from the Staff Recruitment and Selection Office will liaise with the Head of Department regarding the grading process. The Recruitment Advisor may do an initial grading, which is confirmed by the Head of Department or grading sub-committee. The applicants are ranked into three categories, (A), (B) and (C). Referees’ opinions shall then be solicited in respect of all candidates in Category A. The rankings and referees’ letters shall then be used by the selection committee at a full meeting to shortlist applicants for interview. (This initial ranking does not prejudice the candidature of any applicant. The committee may move any applicant from the B or C group to the A group.) The requirements for interviews are set out in full in separate policies and procedures for recruitment and selection. 10.4. Referees Any member of a selection committee who consents to act as a referee for a candidate or nominee must withdraw from membership of the selection committee concerned. Guest members of selection committees (who have no voting rights) may not act as referees for applicants. Referees must disclose any special relationship to the applicant. Only referees nominated by the candidate may be approached and should the selection committee wish to approach anyone else, this may only be done with the knowledge of the candidate. 10.5. Retiring/Resigning Incumbent The retiring/resigning incumbent of a post may not be a member of the selection committee for that post, but the selection committee may at its discretion interview the incumbent. 10.6. Hearsay Evidence The Chair must seek ways of diminishing effects of hearsay evidence. Hearsay evidence is not inadmissible, but must be identified as such as valued accordingly. 10.7 Voting The Chair at each meeting of each selection committee shall have a deliberative but no casting vote. No recommendation for an appointment shall be carried unless supported by at least two thirds of the selection committee members present, provided further that no recommendation for appointment may be made without a simple majority of the selection committee in favour (e.g. if the committee consists of six members, the quorum is four, and a simple majority is three). 10.8. Recommendation The recommendation of the selection committee may be either: a. to make an appointment; or b. to make no appointment; or
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c. to make recommendations complementary to (a) and (b) as may be necessary.
The recommended Cost of Employment will be determined by the Dean or Executive Director. 10.9. Equity Considerations Authority to approve selection committee recommendations in terms of whether proposed appointments are acceptable in the light of the Employment Equity targets of the University at large and those of the PASS Department involved, will be at the level where there is accountability for operational delivery, for budget, and for the development and implementation of employment equity plans, including targets. This means in practice that such authority will rest with the Vice-Chancellor (for the office of the VC), Deans and Executive Directors. 11. DELEGATED AUTHORITY: Payclasses 9 to 13: the Executive Director, Human Resources, has authority to approve the appointment on the recommendation of the selection committee. 12. These committees are serviced by Staff Recruitment and Selection.
MEMBERSHIP: SELECTION COMMITTEES FOR PROFESSIONAL AND ADMINISTRATIVE SUPPORT STAFF (PAYCLASSES 9 – 12) POSTS
Status Committee of Council Composition The selection committee is to consist of subject matter experts who ad hoc are representative in terms of race and gender and the size of the committee should be kept to a minimum to ensure the effectiveness and efficiency of the recruitment process. It is therefore recommended that in addition to the Chair, Employment Equity Representative and the HR Advisor, the other members should not exceed four. Chair the Executive Officer/Dean/Executive Director in whose area the post ad hoc is situated, or nominee Deputy Chair the Chair’s nominee ad hoc Terms of Office The Committee remains in office until the post has been filled. Serviced by Staff Recruitment and Selection Ms Y MacDonald Servicing Officer Email: [email protected] Phone: 650 2216 Details
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MEMBERSHIP: SELECTION COMMITTEES FOR PROFESSIONAL AND SUPPORT STAFF (PAYCLASS 13) POSTS
Status Committee of Council Composition The selection committee is to consist of subject matter experts who ad hoc are representative in terms of race and gender and the size of the committee should be kept to a minimum to ensure the effectiveness and efficiency of the recruitment process. It is therefore recommended that in addition to the Chair, Employment Equity Representative and the HR Advisor, the other members should not exceed six. If appropriate, a Council member may be invited to join the selection committee as an observer. Council members will be selected from the list of members of Council who are willing to serve. Chair the executive officer/dean/executive director in whose area the ad hoc post is situated, or his/her nominee Deputy Chair the Chair’s nominee ad hoc Terms of Office The Committee remains in office until the post has been filled. Serviced by Staff Recruitment and Selection Ms Y MacDonald Servicing Officer Email: [email protected] Phone: 650 2216 Details
Page 394 of 521 POLICY AND PROCEDURES FOR APPOINTMENTS WITHOUT ADVERTISEMENT TO PROFESSIONAL, ADMINISTRATIVE & SUPPORT STAFF (PASS) POSTS
POLICY AND PROCEDURES FOR APPOINTMENTS WITHOUT ADVERTISEMENT TO PROFESSIONAL, ADMINISTRATIVE & SUPPORT STAFF (PASS) POSTS
Extract of Council Minutes (08.12.76): “Council resolved to reaffirm its wish that the advertising process be normally used in the recruitment of staff to fill vacant posts and that departure from this practise would be considered only if they are properly and fully motivated.”
In special circumstances, the Head of Department/Line Manager may believe that a particular post should be filled without advertisement. In such instances, the following conditions and procedures apply:
1. ELIGIBILITY OF CANDIDATE Candidates may only be considered for appointment without advertisement if they fall into one of the categories below. (a) The candidate has a proven track record in a contract post (in the job that they are being considered for and provided their original appointment followed formal selection committee procedures) and is now to be considered for a permanent position (that is the same as the contract position). (b) Taking equity targets into account, the selection committee has identified a strong candidate for a post which has recently been advertised and for which no suitable candidates were found. Note: For both (a) and (b) it is imperative that input is received from the department’s HR Advisor and Employment Equity Committee prior to commencing with the appointment process.
2. PROPOSAL FOR APPOINTMENT The following procedure applies when motivating for such an appointment: (a) A proposal for such an appointment is made in writing to the Dean/Executive Director by the Head of Department/Line Manager, stating the eligibility of the proposed candidate and the reasons for not advertising publicly. A job description and the full curriculum vitae of the proposed candidate, including the names and contact details of two referees, is to accompany the motivation. (b) Should the post require equity funding, the Head of Department/Line Manager is to contact the Employment Equity Manager in the Human Resources Department, with regard to the procedures to be followed for this funding. (c) As it has been custom and practice for requests for positions that fall within the bargaining unit, the above motivation is to be sent to the Employee Relations Office in the HR Department for the input of the UCT Employees’ Union, in the first instance. It should be noted that this does not mean that the Union has veto powers on such requests, as final approval still lies with the Executive Director, HR, as below.
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(d) The Dean/Executive Director, after consideration of the proposal, the University’s Employment Equity Policy and the comments of the Employees’ Union, shall recommend to the Executive Director, HR, that a duly appointed selection committee (including an EE representative) be convened to consider and interview the proposed candidate for appointment without advertisement. (e) If the proposal is not approved by the Executive Director, HR, the post will be advertised publicly, or the Head of Department/Line Manager will review his/her proposal.
3. SELECTION COMMITTEE PROCEDURE The selection committee shall: (a) Convene a preliminary meeting to consider the proposal and agree to interview the candidate. (b) Reconvene to interview the candidate and make a recommendation.
In the event of the selection committee not agreeing to the proposal at the preliminary meeting, the motivation is referred back to the Head of Department/Line Manager.
4. RECOMMENDATION The selection committee’s recommendation, with the job description, proposal and curriculum vitae, will be referred to the Executive Director/Dean for approval and then to the Executive Director, HR, for final approval.
Approved OPSMAG 29 April 2005 Approved ERMC 8 June 2005
Page 396 of 521 SENATE
SENATE
(As published under Government Notice 1199 of 20 September 2002, and as amended by Government Notice 259 of 26 February 2004 and by Government Notice 476 of 20 May 2005)
1. FUNCTIONS OF SENATE The Senate is accountable to the council for the academic and research functions of the University. 1.2 Without derogating from the generality of subparagraph (1) the senate– (a) must organise and control the teaching, curricula, syllabuses, examinations and research of the University; (b) makes the rules for examinations and must ensure that all examinations are conducted in accordance with these rules; (c) makes rules prescribing the requirements for each degree, diploma and certificate, and decides who has complied with these requirements; (d) appoints examiners for all examinations; (e) decides the conditions for the award of prizes, scholarships and bursaries, where applicable in accord with the terms of the relevant bequest, deed, or gift; and (f) determines the people to whom such prizes, scholarships and bursaries are to be awarded. 1.3 The Senate – (a) must carry out such other functions as the Council assigns to it; (b) must submit to the Council such reports on its work as may be required by the Council; and (c) makes recommendations to the Council on matters referred to it by the Council and on any other matter affecting the University as it considers necessary. 1.4 The Senate may by resolution – (a) establish committees of the Senate; (b) appoint to any such committee both members of the Senate and persons who are not members of the Senate; (c) disestablish any committee it has established; and (d) terminate the membership of a committee of any person it has appointed to any committee.
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1.5 The Senate may delegate or assign any of its functions to – (a) a committee of the senate; (b) a member of the senate; or (c) any officer of the University, provided that it may not delegate or assign a function delegated to it by the council without the council’s agreement. 1.6 The senate remains responsible for the performance of any function delegated or assigned in terms of subparagraph (5). 2. COMPOSITION OF SENATE The Senate consists of – (a) the Vice-Chancellor; (b) the Deputy Vice-Chancellors; (c) the Deans and Acting Deans, and the Deputy Deans and acting Deans of Faculties; (d) the Heads and Acting Heads of academic departments; (e) the professors; (f) twelve members of the academic staff elected by the academic staff; (g) four members of the professional, administrative, support and service staff elected by these staff; (h) six students elected by the SRC of whom at least two must be postgraduate students, and at least one of whom must be a member of the SRC; (i) two members of the Council elected by the Council; and (j) not more than thirty-five persons co-opted by the Senate, provided that if more than ten are co-opted they must be drawn from the academic staff in such a way as to better reflect in the Senate the diversity of the academic staff. (Subparagraph substituted February 2004) 3. ELECTION OF MEMBERS OF SENATE The manner in which members of the senate are elected is as determined by the Rules. 4. TERM OF OFFICE OF SENATE MEMBERS 9. The term of office of the students elected by the SRC is two calendar years as determined by the Rules.
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10. The term of office of the other elected members of the senate is three years from 1 July to 30 June three years later, as etermined by the Rules, and the term of office of any member elected, appointed, or co-opted after the start of the three-year term of office is for the balance of that three-year term of office. 5. OFFICE-BEARERS OF SENATE 5.1 The Vice-Chancellor is the Chairperson of the Senate. 5.2 In the absence of the Vice-Chancellor the Acting Vice-Chancellor presides, failing the Acting Vice-Chancellor, the meeting elects a Chairperson for the meeting. 5.3 The Registrar is the Secretary of the senate. 6. QUORUM AND PROCEDURE AT SENATE MEETINGS 6.1 The quorum for meetings of the Senate is one third of the membership, the members on leave at the date of any meeting not counting, for this purpose, among those present nor in the membership. 6.2 Ordinary meetings must be held when and where Senate decides and there must be at least two ordinary meetings of the senate each year. 6.3 Any two members of the Senate may place a motion on the agenda for a meeting of the senate by giving notice to the Registrar at least seven days before the date of the meeting, and the Registrar must include any such motion in the agenda. 6.4 The Registrar must issue a notice to each member of the Senate at least five days before the date of each ordinary meeting of the Senate, setting out the place, date and time of the meeting, and the agenda for the meeting, but the Senate may by a three quarters majority of the members present and voting agree to consider any urgent matter of which notice has not been given. 6.5 Special meetings must be held – (a) when called by the Chairperson; or (b) when a written request for a special meeting, stating the object of the meeting, is received by the Registrar from at least 30 members of the Senate. 6.6 The Registrar must give at least three days’ notice to each member of each special meeting of the Senate, setting out the place, date and time of the meeting, and the agenda for the meeting. 6.7 No other business may be dealt with at a special meeting, but – (a) the Senate may by a three-quarters majority of the members present and voting agree to consider any urgent matter of which notice has not been given; and (b) the Chairperson may dispense with the period of notice, where in his or her opinion there is an emergency.
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6.8 At each ordinary meeting the Senate must – (a) confirm the minutes of the last ordinary meeting, and the minutes of any special meeting held since then, with or without amendment, the minutes to be taken as read if copies have been sent to members at least five days prior to the meeting; and (b) deal with the business of which notice has been given and any other business which a three-quarters majority of those present and voting agrees to consider. 6.9 The Senate decides its own rules of debate, but – (a) every motion and every amendment proposed must be seconded, and must, if the Chairperson requires this, be in writing, a motion or amendment that is not seconded falls away; (b) except where the Act or this Statute requires a different procedure, each question is decided by the majority of votes of the members present and voting, and unless the meeting decides otherwise voting is by show of hands; (c) the Chairperson has a deliberative vote on each question and also has a casting vote in the case of an equality in the number of votes; (d) the number of members voting for and the number of members voting against any proposal must be entered in the minutes; (e) where any member asks for this, his or her vote for or against a proposal must be entered in the minutes; (f) a member may not speak more than once to any motion, or to any amendment, unless the Senate allows him or her to do so, but the members moving and seconding a motion or an amendment have the right to reply to the debate before a vote is taken; (g) a member who believes that a question has been sufficiently discussed may move “that the question now be put” and if this is seconded – (i) and if the Chairperson also believes that the question has been sufficiently discussed, the Chairperson must put to the Senate the motion “that the question now be put” which if carried closes the debate, except that the proposer and the seconder do not lose their right to reply to the debate; (ii) and if the Chairperson does not believe that the question has been sufficiently discussed, the Chairperson must disallow the motion, but has the right to put it as soon as he or she believes that the question has been sufficiently discussed in which case he or she must put to the Senate the motion “that the question now be put” which if carried closes the debate, except that the proposer and the seconder do not lose their right to reply to the debate;
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(h) an amendment must be put before the motion or amendment to which it refers and when there are two or more amendments they are put in the order the Chairperson decides; (i) a motion to rescind a resolution of the Senate within 12 months after it was passed requires – (i) a majority of two thirds of the members present and voting at a meeting of the Senate; or (i) a simple majority of the members present and voting at two consecutive ordinary meetings of the Senate, and (ii) the ruling of the chairperson on any question of order or procedure is binding unless immediately challenged by a member, in which case the Chairperson must submit his or her ruling without discussion to the meeting which decision is final and binding. 7. BOARDS OF FACULTIES 7.1 For each faculty there is a committee of the senate known as a faculty board. 7.2 The composition of each faculty board is as decided by the senate from time to time, but in – (a) each faculty other than the Faculty of Health Sciences the composition of the faculty board must include – (i) the professors in the faculty; (ii) the heads of departments in the faculty; (iii) the permanent full-time associate professors, senior lecturers, lecturers and assistant lecturers in the faculty; and (iv) student representatives. (b) the Faculty of Health Sciences the composition of the faculty board must include - (i) the professors in the faculty; (ii) the heads of departments in the faculty; (iii) members elected by the full-time and part-time associate professors, senior lecturers, lecturers and assistant lecturers in the faculty; (iv) and student representatives. 7.3 The dean of the faculty is the chairperson of his or her faculty board and presides at all meetings of the faculty board at which he or she is present. 7.4 In the absence of the dean, the acting dean presides, and in the absence of both the faculty board must elect a member to preside at that meeting. 7.5 The faculty board -
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(a) is responsible to the senate for organising and controlling the teaching, curricula, syllabuses, examinations and research of the faculty; (b) must make proposals to the senate for rules prescribing the requirements for each degree, diploma and certificate offered in the faculty, including the requirements for admission and readmission; (c) must advise the dean of the faculty on policy for resource allocation in the faculty; (d) must carry out such functions as the senate delegates or assigns to it; (e) is accountable to the senate for its work; and (f) may by resolution establish committees of the faculty, and may appoint as members of such committees any people whether they are members of the faculty board or not. 7.6 The procedures at meetings of faculty boards are as decided by the Senate from time to time. 7.7 The quorum of a faculty board is as decided by senate from time time to time but may not be less than one third of the total membership of the faculty board where the total membership is reduced by – (a) the number.of those who are on approved leave at the date of the meeting; and (b) the number of those who have missed the last three ordinary meetings of the Board prior to the meeting in question. (New sub-paragraph (6) and (6A) inserted,February 2004) 7.8 Ordinary meetings are held on the dates decided by the Senate. 7.9 Special meetings must be held - (a) when called by the dean; or (b) when a written request for a special meeting, stating the object of the meeting, is received by the dean from at least 10 members of the faculty board. 7.10 the faculty board decides its own rules of debate. 7.11 the ruling of the chairperson on any question of order or procedure is binding unless immediately challenged by a member, in which case the chairperson must submit his or her ruling without discussion to the meeting which decision is then final and binding.
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MEMBERSHIP: SENATE
The Vice-Chancellor: Dr M Price The Deputy Vice-Chancellors: Prof J Beall Prof T Nhlapo Prof C Soudien (Acting) Prof DP Visser The Heads and Acting Heads of academic departments who are not Professors: The Professors: Twelve members of the academics staff elected by the academic staff: Associate Professor JM Case; Associate Professor F-J Kahlen; Associate Professor G Louw; Dr TA Moultrie; Mr JA Rousseau; Mr C West; Associate Professor M Wittenberg; Dr BI Reed; Dr VD Leaner; Associate Professor T Lorenzo; Associate Professor AT Hutton; Vacancy Four members of the professional, administrative, support and service staff elected by these staff: Mr A Adams; Mrs RA Mossop; Ms B Klingenberg; Ms K Wienand Six students elected by the SRC of whom at least two must be postgraduate students, and at least one of whom must be a member of the SRC: Names provided by the servicing officer Two members of the Council elected by the Council: Em Prof J Terblanche Em Prof R Kirsch Up to 35 persons co-opted by the Senate: Associate Professor Irwin Brown; Dr Beatrice Conradie; Mr Kosheek Sewchurran; Associate Professor Alex Watson; Dr Mills Soko (GSB); Associate Professor Saalih Allie; Associate Professor Laura Czerniewicz; Dr Salma Ismail; Associate Professor Mbulungeni Madiba; Associate Professor Mqhele Dlodlo; Associate Professor Pilate Moyo; Dr Ulrike Rivett; Associate Professor Karen Barnes; Associate Professor Mohamed Jeebhay; Dr Sharon Prince; Ms Elelwani Ramugondo; Dr Cynthia Sikakana; Associate Professor Harry Garuba; Associate Professor Pumla Gobodo-Madikizela; Associate Professor Anne Mager; Associate Professor Franklin Larey; Associate Professor Jay Pather; Associate Professor Melissa Steyn; Associate Professor Vivienne Taylor; Associate Professor Danwood Chirwa; Ms Debbie Collier; Ms Tracy Gutuza; Associate Professor Kevin Naidoo; Associate Professor Maano Ramutsindela; Dr Colleen O'Ryan Chair: The Vice-Chancellor In the absence of the VC, the Acting VC presides, failing the Acting VC, the meeting elects a Chairperson for the meeting. Terms of Office: Students: two calendar years Other elected members of the Senate: four years from 1 July to 30 June Serviced by: Registrar's Secretariat: Ms V Heard Phone: 650-5828 Email: [email protected]
Page 403 of 521 SENATE ACADEMIC PLANNING COMMITTEE (SAPC)
SENATE ACADEMIC PLANNING COMMITTEE (SAPC)
1. STATUS: Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC 1A/2001 dated 7 February 2001; PC 08/2002, dated 29 August 2002; PC 04/2003, dated 30 April 2003; PC 08/2003, dated 27 August 2003.; PC 01/2008, dated 30 January 2008; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended form time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To promote informed academic decisions at Faculty and Senate level about the shape and content of the undergraduate and postgraduate curriculum.
To integrate curriculum planning with relevant other institutional, regional and national policies and practices.
4. COMPOSITION: A Deputy Vice-Chancellor nominated by the Vice-Chancellor The Dean, CHED (ex officio) The Executive Director, Libraries, or nominee (ex officio) The Chair of the Library Working Group, or nominee (ex officio) The Director of Institutional Planning (ex officio) Five members of the academic staff appointed by Senate A representative of each faculty board, who would be the Deputy Dean or the Chair of the Faculty’s Academic Planning Committee or the chair of the Faculty’s Programme Approval Committee, or a member of such a committee Two student members nominated by the SRC (one postgraduate, one undergraduate)
5. CHAIR/DEPUTY CHAIR: Chair: A Deputy Vice-Chancellor nominated by the Vice-Chancellor Deputy Chair: Elected by the members
6. SPECIAL QUORUM RULES: Five members shall constitute a quorum.
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7. TERMS OF OFFICE: Four years from 1 July. Two Senate appointed members to retire each year. Students: one calendar year
8. TERMS OF REFERENCE: 8.1 To integrate curriculum development across faculties, with reference to cyclic plans and budgets, academic reviews, and regional and national higher educational policy developments. 8.2 To act as an advisory group to programme convenors, faculty accreditation committees, faculty boards (proposing bodies) on proposals for new degree programmes and substantive changes to existing degree programmes and their curricula. 8.3 To consider and make recommendations to Senate on academic policy issues of internal or external origin that relate primarily to undergraduate and postgraduate teaching and learning.
9. PROCEDURES: Developing and maintaining an up to date database of the curriculum to 9.1 support the high-level objectives of integrated curriculum planning by monitoring alignment with internal and external principles, policies and practices; 9.1 harmonise curriculum planning at all levels with the best use of available resources within policy guidelines; 9.2 provide support for synchronizing curriculum planning with enrolment planning and management, physical planning, academic reviews and other activities. 9.3 Promoting the objective of adding value to curriculum proposals prior to these reaching Senate for decision, by: 9.3.1 working with programme convenors, faculty accreditation committees, and faculty boards from an early stage in the development and processing of new degree programmes or substantive changes to existing degree programmes and their curricula; 9.3.2 monitoring curriculum developments for consistency with relevant policy frameworks, eg. PQM, Rolling Plan, UCT Plan etc 9.3.3 providing a forum and mechanism for the resolution of disputes about programme or curriculum affairs; 9.4 Working together with QAWG and/or other bodies where appropriate on curriculum issues; 9.5 Encouraging individuals to consult the committee on curriculum proposals at an early stage in the development process.
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9.6 Submitting independent comment on proposals which are put before Senate by the responsible faculties or the GSB; 9.7 The Annual Report by the committee to the Chair of the Senate Executive Committee is a vehicle for accounting for the work of the committee. Because of this the committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the committee has performed.
10. DELEGATED AUTHORITY: Nil
11. This committee is serviced by the Institutional Planning Department.
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MEMBERSHIP: SENATE ACADEMIC PLANNING COMMITTEE (SAPC)
Status Working Group Term of Office Composition A Deputy Vice-Chancellor nominated by Prof J Beall ex officio the Vice-Chancellor (normally the person responsible for teaching and learning) The Dean, CHED or nominee Prof IR Scott ex officio The Director of Institutional Planning Ms J Favish ex officio Five members of the Academic staff Prof A Black 01.07.2008 to 30.06.2012 appointed by Senate Dr C Sikakana 01.07.2008 to 30.06.2012 Prof C Himonga 01.07.2008 to 30.06.2012 Prof S Burton 01.07.2008 to 30.06.2012 A/Prof B Weiss 01.07.2008 to 30.06.2012 The Executive Director, Libraries, or Ms J Rapp ex officio nominee The Chair of the Library Working Group, A/Prof K de Jager ex officio or nominee A representative of each faculty board, CHED: Prof I Scott 01.07.2008 to 30.06.2012 who would be the Deputy Dean or the Com: A/Prof T Minter 01.07.2008 to 30.06.2012 Chair of the Faculty’s Academic Planning EBE: A/Prof D Fraser 01.07.2008 to 30.06.2012 Committee or the chair of the Faculty’s FHS: A/Prof G Perez 01.07.2008 to 30.06.2012 Programme Approval Committee, or a member of such a committee Hum: A/Prof R Mendelsohn 01.07.2008 to 30.06.2012 Law: Prof A Fager 01.07.2008 to 30.06.2012 Sci: A/Prof D Gammon 01.07.2008 to 30.06.2012 Two student members nominated by the SRC (one postgraduate and one undergraduate) Co-opted Co-opted member TBA 01.07.2008 to 30.06.2012 Chair The Deputy Vice-Chancellor nominated Prof J Beall by the Vice-Chancellor Deputy Chair Elected by the members. Prof S Burton Terms of Office Four years from 1 July 2002 Two Senate appointed members to retire each year. Serviced by Institutional Planning Department Ms J Favish Servicing Officer Email: [email protected] Phone: 650-2180 Details
Page 407 of 521 SENATE ANIMAL ETHICS COMMITTEE (SAEC)
SENATE ANIMAL ETHICS COMMITTEE (SAEC)
1. STATUS: Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; PC09/2003 dated 24 September 2003; PC01/2004 dated 28 January 2004; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To regulate the use and care of animals in scientific and medical experiments so as to ensure the highest ethical standards for these activities.
4. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors (ex officio) The Chair of each Faculty Animal Experimentation/Ethics Committee One member of the academic staff of each Faculty, which makes use of experimental animals, appointed by that Faculty. A veterinarian contracted by the University in terms of the Code of Ethics and Procedure for the use of animals. Three other members of the academic staff not involved in animal experimentation, and not from faculties involved in the use of animals, who preferably should be qualified experts in ethical matters, appointed by Senate. The President of the Students’ Representative Council, or nominee One postgraduate student nominated by the Faculty Council of each Faculty, which makes used of experimental animals. Co-opted member: The Director of the Animal Unit, Faculty of Health Sciences Assessor member: An inspector from the National Society for the Prevention of Cruelty to Animals
5. CHAIR/DEPUTY CHAIR: Chair: A person nominated by the Vice-Chancellor Deputy: A member of the Committee elected by the Committee.
6. SPECIAL QUORUM RULES: Four members shall constitute a quorum.
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7. TERMS OF OFFICE: Staff: four years from 1 July Students: one calendar year
8. TERMS OF REFERENCE: 8.1 To receive reports from Faculty Animal Experimentation & Ethics Committees, and to determine rules and procedures for animal experimentation; 8.2 To appoint a veterinarian, external to the University, and to determine his/her duties and rights, which shall include the right to inspect any animal experimentation facility at any time; 8.3 To ensure that animal experimentation takes place only where scientifically and ethically justifiable; 8.4 To make proposals for policy on animal experimentation.
9. PROCEDURES: 9.1 The Animal Ethics Committee shall meet once per annum and when necessary, and shall consider the reports of the Faculty Animal Experimentation/Ethics Committees and any other ethical question(s) referred to it by such committee, or any member of such committee, or any member of the University either direct or via a Faculty Animal Experimentation/Ethics Committee. 9.2 Should any member of the Animal Ethics Committee be dissatisfied with any of its decisions he/she may require the Committee to report the matter to the University Research Committee (URC). The dissenting member may, with the permission of the Chair of the URC, attend a meeting of the Senate Executive Committee (SEC) to give details of his/her objection to the decision of the Animal Ethics Committee. 9.3 Any member of the University shall have the right to submit any issue concerning the use of animal in experiments at UCT to a Faculty Animal Experimentation Committee or to the Animal Ethics Committee. 9.4 The annual report by the Committee to the Chair of the University Research Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee/ has performed.
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10. DELEGATED AUTHORITY: To resolve concerns, disputes and questions about the care and use of experimental animals, by reference to the University’s policies, guidelines and codes of conduct on these matters.
11. This Committee is serviced by the Research, Contract & IP Services.
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APPENDIX TO THE TERMS OF REFERENCE OF THE ANIMAL ETHICS COMMITTEE CODE OF ETHICS AND PROCEDURES FOR THE USE OF ANIMALS IN TEACHING AND RESEARCH
A Preamble: (a) The University of Cape Town affirms that humans have an obligation to respect animals and to appreciate that they are sensitive to pain, respond to stress and may remember such experiences. (b) The optimal care of experimental animals is essential and in the interests of both animals and research. There are two main reasons for this proposition. First, proper care and use promote the welfare of animals and contributes to the attainment of the high ethical and humane standards expected of a civilised society. Secondly, it is expensive to use animals in experiments. Experimental animals, which are housed in poor facilities or are suffering from disease produce poor, unreliable and unrepeatable results and are wasteful of resources. (c) The University expects its members to make every effort to refine, reduce and replace animal experimentation. (d) The University affirms that the use of animals in experiments should be justified fully and that discomfort, stress and distress should be kept to a minimum or, ideally, avoided. (e) The University affirms that all aspects of the Animals Protection Act (Act 71 of 1962) shall be adhered to in its housing of animals and in its use of animals in experiments (as defined in B(b)). B Definitions (a) Experimental animals The term "experimental animals" includes all non-human animals that contain a central nervous system (vertebrates and invertebrates), embryos and foetuses. (b) Experimental vertebrate animal The term "experimental vertebrate animal" includes all non-human primates and other vertebrates, vertebrate embryos and foetuses. (c) Experimental invertebrate animal The term "experimental invertebrate animal" includes all invertebrate animals and embryos (excluding bacteria, protozoa, porifers, coelenterates, platyhelminthes, pseudocoelomates and tunicates) that have a central nervous system. (d) Animal experiment An "animal experiment" is any procedure which uses experimental animals for one or more of the following: (i) the advancement of knowledge (ii) to test a hypothesis
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(iii) to supply a product (iv) to provide organs or tissues or sera (v) to act as a host (vi) to impart or demonstrate existing knowledge (v) to teach or learn surgical or other techniques (vi) to make audiovisual recordings or any of the above (vii) to fulfil statutory requirements for testing, or collecting data on, any substance or product. C Use and Care of Experimental Animals (a) Prior authorisation must be obtained from the Faculty Animal Experimentation Committee before any animals are used for experimental purposes. All experimental animals shall be identifiable and their records shall be available for inspection. Note: It is good laboratory practice to label all cages and to keep records of the history of laboratory animals. This also helps in identifying the worker in cases of neglect or emergency. (b) The principal object of the use of animals shall be to obtain useful results and scientific information of high quality to the benefit of animals and humankind. (c) Prior authorisation must be obtained from the Faculty Animal Experimentation Committee and from the Animal Ethics Committee before any "emotive animals" are used for experimental purposes. "Emotive animals" are defined as animals, which, if used for experimental purposes, are likely in the view of the Animal Ethics Committee to generate significant public concern. The use of such animals is to be avoided if at all possible. The Animal Ethics Committee will keep and make available to researchers a list of animals it defines as "emotive animals". (c) The experimentation shall not be purposeless or unnecessary. Experiments accompanied by pain will be allowed only if they are shown to be purposeful in producing results that can benefit humans or non-human animals. (e) The use of animals shall be thoroughly and scientifically planned and based on knowledge of the problem under study and so designed that the expected results will justify the execution of the experiment. (f) All efforts shall be made to reduce the use of animals to a minimum. Animals may not be used if a reasonable and valid alternative exists. (g) Wildlife conservation ethics shall be applied to all wild animals as regards the removal of endangered species from a population, the translocation of species and over-exploitation. Note: Members of species captured in one place and brought into the laboratory should, upon release, be reintroduced to the same place to help conserve the gene pool of that species.
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(h) The husbandry and care of animals must comply with the most recent, internationally recognised minimum standards and recommendations. Special attention shall be given to aspects such as regular feeding, adequate and clean water, good environmental hygiene, adequate ventilation and elimination of excessive heat, cold and noise from the environment of the animal. Precautionary measures shall be taken to prevent diseases, injuries, over crowding and stress factors and to protect the animals from endo- and ectoparasites. Social and behavioral requirements must be considered. Social animals should always be housed in groups where possible and the specific needs for their psychological well being should be considered. (i) Animals collected in the field for further study as preserved specimens should be appropriately killed and preserved as soon after collection as possible to avoid unnecessary stress. (j) Animals shall be kept for no longer than the minimum period necessary, and shall be disposed of immediately after cessation of experimental work. D Use and Care of Experimental Vertebrate Animals (a) A written protocol shall be prepared before each experiment, or group of similar experiments, which clearly indicates the purpose of the experiment or group of experiments as well as all the steps, which will be carried out, and submitted to the Faculty Animal Experimentation Committee. (b) Experiments that cause protracted intense pain from which the animal cannot escape shall not be performed. Where the experiment inflicts more than negligible pain or more pain than the use of anaesthetics would cause, the use of painkillers or the administration of anaesthesia according to accepted laboratory animal practice or recognised veterinary practice, whichever is the more stringent, is obligatory until the procedure is completed. Subject to C(c) above, the only exception to this principle shall be cases where the administration of anaesthesia would nullify the aims of the experiment and the results could not be obtained by any other more humane method. Such experiments must be considered and approved by the Animal Ethics Committee at a formal meeting. (c) The clinical care of animals before, during and after application of experimental procedures shall be of a high standard, according to accepted veterinary and laboratory animal practice, and shall aim to avoid, minimise or end discomfort, pain, or any other harmful effects which may arise from the procedure. (d) The scientist in charge of any animal experiment must be prepared to terminate it if it becomes clear that the continuation thereof will cause unnecessary pain and suffering. If the procedure causes serious injury the animal must be killed before recovery from anaesthesia. If it becomes clear that an animal will suffer unnecessary pain or discomfort after an experimental procedure, it must be killed in a humane manner and according to accepted veterinary principles, which ensure immediate death. No experimental animal may be disposed of before certainty exists that death has occurred.
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(e) No animal shall be subjected to more than one procedure that causes significant pain. Any exception to this must be considered and approved by the Animal Ethics Committee at a formal meeting. (f) Confinement facilities: (i) The cages in which animals are held and the premises in which the cages are housed shall comply with the latest acceptable international standards for the species where these exist. (ii) Where wild animals are trapped in their natural habitat for research purposes, the cages shall comply with the standards prescribed by nature conservation authorities, with consideration of the Animal Protection Act (Act 71 of 1962) and provincial ordinances regarding nature conservation. The cages shall be visited daily, to prevent the animals being left for long periods without food and water and to prevent suffering or unnecessary discomfort. (g) Transportation: (i) Experimental animals shall be transported in accordance with recognised standards and regulations. (ii) On arrival at an airport, seaport, railway station or other destination, the experimental animals shall immediately be unloaded and transported to suitable permanent housing. (iii) Appropriate veterinary care shall be given to experimental animals found to be in a diseased, injured or other poor state during travel or on arrival. (h) The Senate Animal Ethics Committee has adopted a policy for the Experimental Use of Non-Human Primates (see Appendix 2). E Use and Care of Experimental Invertebrate Animals (a) The principals as set out in C(a-i) apply to all animals including the specified invertebrate animals as defined under paragraph B(c) of this code. F Control and Inspection (a) The immediate control of the use of experimental animals for purpose referred to in paragraph B shall rest with a Faculty Animal Experimentation Committee, which shall (i) be constituted and carry out the responsibilities as set out below; (ii) ensure that this code of ethics and these procedures are adhered to and applied in all departments in the faculty; (iii) review the code and the procedures on a continuing basis, against internationally accepted minimum norms and standards; (iv) make proposals as and when considered necessary for amendments to the code and/or the procedures. (c) The Faculty Animal Experimentation Committees shall report to the Animal Ethics Committee, which shall be a committee of and shall report to the Senate. The constitution and terms of reference of the Animal Ethics Committee are as set out above.
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(d) Each Faculty Animal Experimentation Committee shall ensure that in respect of • faculty programmes, the Dean • departmental programmes, the head of department • programmes specific to a research centre, group, or unit, the head of the centre, group, or unit accepts responsibility for the application of this code of ethics and these procedures, and shall ensure that this responsibility is exercised. (d) The University shall appoint an independent veterinarian (preferably trained, or having experience in, animal experimentation), who shall (i) be able to comment on the written protocol for any, and all, experiments using vertebrate animals; (ii) have the right, and be required, to inspect all animals’ user areas within the University on a regular and an ad hoc basis without warning; (iii) be on call to offer advice on and assistance in the use of animals in teaching and research when required; and (iv) report, as he/she sees fit, to the faculty Animals Experimentation Committee and/or to the Animal Ethics Committee of Senate. (e) Supervision of housing, feeding and breeding of animals shall be performed by appropriately trained personnel. The responsibility for ensuring this rests in respect of animals housed • on a faculty basis, with the Dean • in a department, with the head of department • by a research centre, group, or unit, with the head of the centre, group, or unit. (f) The Committee must satisfy itself that all experiments are competent to perform the specified procedures, failing which it must ensure that adequate training is supplied. (g) The Director of the Animal Unit shall be required to (i) inspect all animal user areas at the University on a regular basis to monitor the area, use and housing of the animals in terms of the principles set out in this document; (ii) advise the Faculty Animal Experimentation Committee on all aspects concerning the care, use and housing of animals. G Grievance Procedure (a) Complaints must be lodged firstly with the responsible officer (see F(c) above). (b) If no satisfaction is obtained within a reasonable time, the complaint must be lodged with the Inspectorate, which shall consist of the Director of the Animal Unit, the representative of the SPCA and the appointed veterinarian.
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(c) In the event of the grievance not being resolved to the satisfaction of the complainant, direct access to the Faculty Animal Experimentation Committee and the Animal Ethics Committee shall be permitted. H General Council (1 November 1989) resolved that: (a) any member of the University shall have the right to submit any issue concerning the use of animals in experiments at UCT or the housing of animals at UCT to a Faculty Animal Experimentation Committee or to the Animal Ethics Committee; and (b) a representative appointed by the SPCA be permitted to visit all areas in the University where animals are housed and where animal experiments are conducted. I Alleged Breaches of the Code of Ethics (PC 9/90) (a) Any person who believes that animal experimentation has taken, is taking, or is to take, place in breach of the University's code of ethics for the use of animals in teaching and research may submit a written complaint stating his or her grounds for complaint to the Registrar. The Senate Animal Ethics Committee has formally adopted the use of an incident report form, devised by the NSPCA National Council of South Africa. The procedure for complaints or reporting animal welfare incidents can be found on the following website: http://www.animalethics.uct.ac.za/incident_report_form.htm (b) The Registrar shall submit any complaint to the Chair of the Faculty Animal Experimentation Committee concerned who must notify members of the committee that a complaint has been received. The Chair of the Faculty Animal Experimentation Committee acting on behalf of that committee, or after consulting that committee, as he/she decides in a particular case, and after calling for a report from the Dean, Head of department, or Head of the centre, group, or unit concerned if he/she considers this necessary, may: (i) uphold the complaint and order the experimentation to cease until and unless such conditions as he/she imposes are met; or (ii) dismiss the complaint In either event, he/she shall notify the complainant and the Chair of Senate's Animal Ethics Committee of his/her decision. If the Chair of the Animal Ethics Committee acts on behalf of the committee in any such matter, he/she shall inform the committee of the complaint and his/her decision at the next meeting. (c) A complainant who is not satisfied by the decision of a Faculty Animal Experimentation Committee (or its Chair acting on its behalf) may appeal in writing to the Registrar for such decision to be reviewed by the Senate's Animal Ethics Committee, stating his/her reasons for the appeal.
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(d) The Registrar shall refer any such appeal to the Chair of the Senate's Animal Ethics Committee who, acting on behalf of that committee or after consulting that committee, as he/she decides in a particular case, and after calling for such reports from the Chair of the Faculty Animal Experimentation Committee and/or the Dean, Head of department, or Head of the centre, group or unit concerned as he/she considers necessary, may: (i) uphold the complaint and order the experimentation to cease until and unless such conditions as he/she imposes are met; or (ii) dismiss the complaint. In either event, he/she shall notify the appellant of his/her decision. If the Chair of Senate's Animal Ethics Committee acts on behalf of the committee in any such appeal, he/she shall inform the committee of the appeal and his/her decision at the next meeting. SOME RECOGNISED STANDARDS, BODIES AND PUBLICATIONS ON THE CARE AND USE OF LABORATORY ANIMALS • Institute for Laboratory Animals Resources, National Research Council, 2101 Constitution Ave N.W., Washington DC 20418. Guide for the Care and Use of Laboratory Animals (revised 1985). • Canadian Council on Animal Care. 1105-151 Slater Street, Ottawa, Ontario, KIP 5H3. Guide to the Care and Use of Experimental Animals, Volumes I and II (1980). • Biological Council, Institute of Biology, 41 Queens Gate, London SW75 HW. Guidelines on the Use of Living Animals in Scientific Investigations (1984). • Council for International Organisations of Medical Services (CIOMS). WHO Distribution and Sales Service, 1211 Geneva 27, Switzerland. International Guiding Principles for Biomedical Research Involving Animals (1985). • Council of Europe. Strasbourg, France. European Convention for the Protection of Vertebrate Animals used for Experimental and Other Purposes (1985). • US Governmental Principles for the Care and Use of Laboratory Animals. Federal Register 50 (97) 20864-20865 (May 20, 1985).
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APPENDIX 1
Standard operating procedure Prior authorisation must be obtained from the relevant Faculty Animal Ethics Committee before any NHPs are used for experimental purposes. Faculty Ethics Committees will use a decisional analysis system (e.g. that provided in the MRC handbook #3, Use of Animals in Research and Training 2004) in addition to conventional evaluation of such protocols. Immediately following approval by the relevant Faculty Animal Ethics Committee, and prior to the initiation of the protocol, the Principal Investigator (PI) and Chair of the relevant committee will provide the SAEC veterinarian and Chair as well as the UCT Animal Unit and UCT veterinarian with a copy of the protocol in its final approved form. The SAEC veterinarian will then conduct an unannounced inspection of the initiated experiment, and will convey his findings in a report to the SAEC. The protocol can be initiated only after consultation with the SAEC veterinarian and written ratification by the Chair of the SAEC. The procedures for this monitoring function are as follows:
It is the responsibility of the Health Sciences Animal Ethics Committee secretariat to supply the following with copies of all approved NHP protocols in their final form: SAEC veterinarian, chair and secretariat; Animal Unit, Animal Unit veterinarian. It is essential that these protocols are received timeously.
The SAEC veterinarian will then contact the relevant PI for an accurate schedule of procedures (with dates). The PI will provide a copy of this schedule to the Health Sciences Animal Unit and its veterinarian. On the basis of this schedule, the SAEC veterinarian will decide on an appropriate time for an inspection of the experimental animal(s).
If the NHPs are held at facilities external to UCT, ready access is required. This will be facilitated by the Manager of the external venue, the Head of UCT’s Animal Unit and the PI. The inspection of the animals will include:
1. An assessment to see how closely the protocol has been adhered to. 2. An evaluation of the degree of suffering of the animal, especially in cases where the severity exceeds that predicted in the protocol. 3. Whether adequate analgesia has been provided. 4. Whether adequate environmental enrichment has been provided, especially in the case of long-term (exceeding 2 months) experiments. 5. Whether adequate housing and husbandry measures are being implemented Directly following the inspection, the SAEC veterinarian will provide the Chair of the SAEC with a report on the above which will be circulated to all SAEC members.
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In the event that the report indicates shortcomings in the implementation of the protocol in terms of animal welfare issues, or non-compliance with procedures as laid out in the protocol, the SAEC will meet to evaluate the report. Under such circumstances, this committee may request termination of the experiment.
APPENDIX 2 TO THE TERMS OF REFERENCE OF THE ANIMAL ETHICS COMMITTEE UCT POLICY ON THE EXPERIMENTAL USE OF NON-HUMAN PRIMATES
Date of original document: 4 August 2005 Date of updated document: 17 April 2008 The University recognizes the important contribution that research involving Non-Human Primates (NHPs) has made, and may continue to make, to our biomedical knowledge. The University is also cognisant of the ethical considerations that arise with regard to non-human primate research and of the concomitant public sensitivity surrounding the use of NHPs. 1. GENERAL CONSIDERATIONS The University commits itself to developing and encouraging a sensitization process designed to foster an attitude of respect and compassion towards all sentient animals, including the needs and general well-being of NHPs. As per the guidelines contained in the UCT Code of Ethics and Procedures for the use of Animals in Research, the University requires that the use of experimental animals be governed by strict criteria based on the principles of replacement, reduction and refinement. Prior authorisation must be obtained from the relevant Faculty Animal Ethics Committee before any NHPs are used for experimental purposes. The Chair of the Senate Animal Ethics Committee (SAEC) must ratify that the correct Standard Operating Procedure (as described in Appendix 1) has been followed before a protocol can be initiated. Experimentation on NHPs can be justified only when the good that can reasonably be expected to be derived from the experiment is comparable to the harm inflicted on the animal.
Replacement The use of NHPs should only be approved in circumstances where the use of a non-animal method or another animal model would not be possible, and NHPs would be the only possible means of addressing the questions, or would offer very significant advantages over all other possible alternative approaches.
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Reduction The minimum possible number of animals would be involved, consistent with the aims of the work. Statistical analysis should be undertaken and evidence produced in support of this requirement.
Refinement Every effort should be made to refine all aspects of the use of the NHP including, • source and transport of the animals; • husbandry and environment of the animals; • trained and competent staff, sensitised to the needs of NHPs; • experimental design and techniques used; • care of the animals before, during and after each procedure; • adequate analgesia where pain is involved; • end-points of the procedure; • re-use, re-homing or other fate at the end of the procedures; and • method of killing animals.
2. SPECIFIC CONSIDERATIONS
Acquisition The University accepts responsibility for ensuring that NHPs are only acquired from legal (authorized) sources registered with the appropriate provincial authority or recognized research institution. The University supports an investigation into the possible moral advantages of the replacement of wild-caught NHPs for research and teaching with captive bred NHPs and the creation of a national breeding centre for NHPs.
Emergencies A detailed contingency plan should be in place, prior to admission of an NHP, to deal with any medical emergency or environmental hazard.
Export NHPs should not be exported unless for a specific purpose, in which case exemption should first be obtained from the SAEC. Such purposes would include maintenance of genetic diversity or provision of overseas researchers with a model of a primate disease. For approved purposes, NHPs should only be exported to institutions with standards of NHP care at least as good as those of the University.
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Housing and Care The housing and care of NHPs should be in accordance with the latest internationally accepted standards. Environmental enrichment should be prioritised for the period of stay and adequate experienced and trained staff, sensitised to the needs of NHPs, should be available. NHPs should be housed for as short a period of time as possible, with reference to the experimental requirement, at the University NHP facility. NHP Species The species represented by the families Pongidae and Hylobatidae are considered to be particularly closely related to humans in evolution. The use of such species poses particular concerns and proposals involving such species should only be approved in exceptional circumstances. Such circumstances would include those in which the experiment would potentially benefit the individual NHP concerned and the species to which the individual belongs.
Reporting Members of staff should be informed of their responsibility to bring any issue that concerns them, ethical or otherwise, pertaining to the care and treatment of NHPs to the attention of the university and be assured of the university’s support in any subsequent investigation of such issues. Zoonoses All staff handling NHPs, or otherwise coming into contact with NHPs, should be informed of the diseases transmissible between humans and NHPs and appropriate measures should be taken to prevent such disease transmission.
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MEMBERSHIP: SENATE ANIMAL ETHICS COMMITTEE
Status Committee of Senate Terms of Office Composition The Vice-Chancellor Dr M Price ex officio The Deputy Vice-Chancellors Prof J Beall ex officio Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser The Chair of each Faculty Animal FHS: Prof C Vaughan 01.07.2008 to 30.06.2012 Experimentation/Ethics Committee Sci: Dr M Picker 01.07.2008 to 30.06.2012 One member of the academic staff of each FHS: Prof A-L Williamson 01.07.2008 to 30.06.2012 Faculty which makes use of experimental Sci: Dr L Gillson 01.07.2008 to 30.06.2012 animals appointed by that Faculty A veterinarian contracted by the University Dr J Oakley 01.07.2008 to 31.10.2009 in terms of the Code of Ethics and Procedure for the use of animals Three other members of the academic staff A/Prof J Bagraim 01.07.2008 to 30.06.2012 not involved in animal experimentation, and A/Prof D Chirwa 01.07.2008 to 30.06.2012 not from faculties involved in the use of Dr C Clarkson 01.07.2008 to 30.06.2012 animals, who preferably should be qualified experts in ethical matters, appointed by Senate Assessor member: An inspector from the National Society for Ms E Kotze 01.07.2008 to 30.06.2012 the Prevention of Cruelty to Animals Co-opted Member: The Director of the Animal Unit, Faculty of Mr H Arendse 01.07.2008 to 30.06.2012 Health Sciences The President of the Students’ Name provided by the One calendar year Representative Council servicing officer One postgraduate student nominated by Name provided by the One calendar year the Faculty Council of each Faculty, which servicing officer makes use of experimental animals. Chair A person nominated by the Vice- Dr E Galgut 01.07.2008 to 30.06.2012 Chancellor
Deputy: A member of the Committee Deputy Chair elected by the Committee. Dr M Picker 01.07.2008 to 30.06.2012 Terms of Office Staff: four years from 1 July 2002 Students: one calendar year Serviced by Department of Research & Innovation Ms C McBride Servicing Officer Email:[email protected] Phone: 650 2432 Details
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SENATE EXECUTIVE COMMITTEE (SEC)
1. STATUS: Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES:
• Date of approval by Senate: 28 March 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 • General Rules And Guidelines for Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal’s Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To act as a “cabinet” in relation to the Senate; to ensure that all issues from the Vice-Chancellor, faculty boards and committees to the Senate have been adequately considered and researched to enable the Senate to deal with them; to manage the agenda for plenary Senate; and to manage the Senate’s accountability for its work, in particular the organisation of teaching.
4. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors (ex officio) The Deans of Faculties The Dean of Higher Education Development The Executive Director: DSA The Director of the Graduate School of Business Two of the three members of the Senate elected by the Senate to be members of the Council, chosen by the three from their number Two of the full professors elected by the full professors Two of the academic staff members of Senate who are not full professors elected by these members One of the SRC-appointed members of Senate; preferably the SRC chair for academic affairs, or an equivalent office-bearer, appointed by the SRC. The Executive Director: University Libraries The Executive Director: Information and Communication Technology. 4.1 The Deputy Vice Chancellors will ordinarily attend meetings by exception, but will be expected to attend for items in their portfolio areas of responsibility and to keep themselves informed of the committee’s deliberations. 4.2 The Executive Directors of University Libraries and of Information and Communication Technology may attend meetings by exception, but will be expected to attend for items in their areas of responsibility.
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4.3 A Faculty Dean who is unable to attend a meeting of the committee will be expected to arrange for his/her deputy, or his/her nominee, to attend in his/her stead; it being understood that Faculty Deans will ordinarily arrange their commitments so as to be able to attend meetings of this committee.
5. CHAIR/DEPUTY CHAIR: Chair: The Vice-Chancellor Deputy Chair: A Deputy Vice-Chancellor
6. SPECIAL QUORUM RULES: Eight members, not including any Deputy Vice Chancellor or Executive Director present, shall constitute a quorum.
7. TERMS OF OFFICE: (a) Senate members elected to be members of Council: for the duration of their term of office as members of Council; (b) Professors elected by the Professors: for three years from 1 July. (c) Academic staff members of the Senate who are not full professors elected by these members: for three years from 1 July. (d) SRC appointed member of Senate: one calendar year.
8. TERMS OF REFERENCE: (a) To consider and make recommendations to Senate on: matters affecting the academic enterprise, including, but not limited to recommendations from the Vice Chancellor, faculty boards and committees; policy and legislative proposals from national and provincial government; and on regional and national initiatives, ensuring that these are adequately considered and researched to enable Senate to deal with them. (b) To manage the agenda for plenary meetings of the Senate, in respect of recommendations it makes and proposals from the Vice Chancellor, from faculty boards and from committees; (c) To manage reporting through the Senate to the Council on the work of the Senate, in particular the organisation of teaching; (d) To consider objections to recommendations published in the Principal’s Circular, in terms of the procedures set out in Appendix A; (e) To advise the Vice Chancellor in respect of urgent matters requiring decision by the Vice Chancellor on behalf of Senate; (f) To have oversight of the work of committees in the academic management cluster, and to report annually to the Vice Chancellor on their and its work. (g) To receive reports on qualifiers from Faculty Boards and the Doctoral Degrees Board and to deal with all outstanding matters on behalf of Senate.
9. PROCEDURES: (a) The committee meets monthly except during January. (b) The Committee presents two half-yearly reports to Council, via Senate, on the work of the Senate sector.
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10. DELEGATED AUTHORITY: (a) The Chair of the Senate Executive Committee has authority to grant or refuse concessions to individual students, reporting such concessions to the Committee for information, but may refer any such matter to the Committee for guidance before deciding the issue. Where the Chair declines to make a decision, the committee may act on behalf of Senate. These decisions will be published in the PC, for information. (b) The Chair has authority to consider and deal with the reports of committees in the cluster. (c) The Committee has authority to deal with recommendations made by Faculty Boards, Faculty Examinations, and the Doctoral Degrees Board in respect of qualifiers and potential qualifiers in respect of matters not provided for in rules, or in conflict with rules, on behalf of the Senate. (d) The Committee has authority to deal with appeals against academic decisions where the Vice Chancellor or nominee declines, or does not have the jurisdiction, to act, on behalf of the Senate. (e) The Committee has authority to act on behalf of Senate in urgent matters where the views of the Senate on a proposal or question are required, but shall submit its decision to the Senate for ratification after the event.
11. The Senate Executive Committee is serviced by the Registrar’s Secretariat.
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APPENDIX TO THE TERMS OF REFERENCE OF THE SENATE EXECUTIVE COMMITTEE
Explanatory memorandum on the Principal’s Circular:
1 The Principal’s Circular is an instrument of Senate government by which recommendations are carried to Senate (and in certain cases to Senate and Council) from the Vice-Chancellor, Faculty Boards, Committees, and the Registrar. In effect, an issue of this Circular is an agenda of terms submitted to an unconvened meeting of Senate.
2 The Principal’s Circular is intended: 2.1 To remove from plenary Senate business which does not require discussion in full meeting; 2.2 To ensure that Senate is informed of all their business and is given the opportunity to consider it; and 2.3 To speed up decisions by Senate, and by Council.
3 The Principal’s Circular is published on dates set in the calendar, and additionally as the Vice-Chancellor decides.
4 The annexures to the Principal’s Circular are excluded from copies issued to members other than executive officers, deans, deputy deans, heads of departments, Senate and the Executive Director of University Libraries.
5 Each issue of the Circular contains a notification that all recommendations published in it will be acted upon as definitively confirmed by Senate by a specified date, except those objected to in writing by a member of the Senate not later than noon on the specified date. Any such objection must be lodged with the Registrar by the stated time and must be accompanied, or must be followed in time for inclusion in the circulated agenda for the next scheduled meeting of the Senate Executive Committee – by a memorandum setting out in full the arguments of the objector to the merits of the recommendation. The publication dates of the Circular are Wednesdays, except where the Wednesday is a public or religious holiday, and the specified date for confirmation is the following Wednesday (during term time) or the Wednesday two weeks later (during vacation time).
6 The publication of a recommendation in the Principal’s Circular implies two prior decisions: 6.1 A decision on the merits of the issue; and 6.2 A decision to seek confirmation by Senate by publication in the Principal’s Circular rather than by reference to plenary Senate in plenary session. A member of Senate shall not be entitled to object to a recommendation merely on the grounds that the recommendation has been processed through the Principal’s Circular rather than by reference to plenary Senate.
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7 Any recommendation published in the Principal’s Circular to which no valid objection in writing from a member of Senate is received before the specified date will thereupon be deemed to have been definitively adopted by Senate, (and will then be before Council for consideration, if it is a recommendation requiring the approval of Council and Senate as distinct from one requiring the approval of Senate only). In order to distinguish between these two categories, recommendations published in the Principal’s Circular are marked appropriately.
8 Every objection to an item in the Principal’s Circular that has been received by the Registrar in writing not later than noon on the prescribed date shall, with the name of its proposer and a full memorandum setting out the objector’s reasons, be included in the next agenda of a meeting of the Senate Executive Committee.
9 The Executive Committee, having considered the objection, shall submit a recommendation in the next Principal’s Circular after its meeting. This recommendation shall include an account of the arguments for and against the recommendation and shall in all cases set out the objection in full. If the second recommendation is not objected to, it shall be acted upon as then definitively adopted on behalf of Senate.
10 If a recommendation that has incurred an objection is reaffirmed by the Senate Executive Committee after consideration of the objection, and published for approval in the subsequent issue of the Principal’s Circular, an objection to it shall only be valid if signed by no less than five members of Senate. Furthermore, a second objection to a reaffirmed recommendation shall only be valid if it relates to the same point at issue and not to a different point in respect of which there had been an opportunity for an objection to it to be lodged on first publication in the PC. If, however, the original recommendation is amended as a consequence of the first objection, it shall be competent for an individual member of Senate to lodge a further objection to it.
11 If the recommendation of the Senate Executive Committee – whether it be a re- affirmation of the original proposal or an amended version – incurs a valid second objection, the whole matter shall be put for consideration at the next meeting of the Senate.
12 The Senate Executive Committee may allow objectors the opportunity to appear before it to address the Committee on the subject of their objections. It is, however, not mandatory for an objector to an item to be interviewed, and consideration is not be delayed because an objector is not able to be present when the Senate Executive Committee considers an item.
13 The issues of the Circular sent to he heads of departments are to be made available by them to the academic staff. Matters raised in the Circular may not be discussed outside of the University without the permission of the Chair of Senate.
14 The Principal’s Circular is placed before Council for confirmation by Council of those recommendations which require the approval of Council, except where a recommendation has incurred an objection.
15 The Principal’s Circular contains inter alia:
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15.1 The Vice-Chancellor’s authorisation of publication, and recommendations from the Vice-Chancellor; 15.2 A statement on the confirmation of the contents of the previous issue, together with a record of any objections received and the date for confirmation of the contents o the present issue; 15.3 Such recommendations from the Senate Executive Committee as may be decided by its Chair who shall, in deciding whether to publish a proposal in the Principal’s Circular (rather than refer it to plenary Senate) be sensitive to the need to refer to Senate issues involving fundamental principles and should have confidence, in regard to PC items, that they would support of Senate; 15.4 Recommendation from faculty boards (where these do not have implications for other faculties); 15.5 Recommendations from committees of Senate and joint committees of Senate and Council; 15.6 Recommendations from the Registrar; 15.7 Proposals for the confirmation of action taken on behalf o Senate by the chair of Senate or other persons acting on behalf of Senate; 15.8 Items for information and record, including: • Corrections; • Reports of Council meetings; • Appointments resignations and promotions; details of conferences, symposia, etc; • Resolutions of Faculty Boards, Faculty Examinations Committees and the Doctoral Degrees Board in respect of qualifiers for degrees, diplomas and certificates. • Action taken in accordance with delegated powers.
Notes 1 By tradition the Chair of Council or Senate or any committee of either, in cases where express prior authority has not been granted, may on suitable occasion act for it; that is, the Chair may act as if he/she had been deputed to so act by the committee concerned although in fact he/she has not been so authorised, relying on later ratification by the committee concerned to validate his/her action. Unless and until such ratification is forthcoming, the action remains ultra vires and the person who has taken upon himself/herself to act remains personally liable for all financial and other consequences of his/her action.
The results of unauthorised “action for” may thus conceivably be embarrassing to the person acting, and it is understandable that such action is in fact rarely embarked upon and hardly ever except when the person acting feels adequately reassured that ratification by the committee concerned will in fact be accorded, or that the consequences of its failing to be accorded will be such as in the last resort he/she is prepared to shoulder at his/her personal charge (Committee on Academic Administration, 1960).
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2 The Senate may delegate specific powers or duties to the chair of Senate.
MEMBERSHIP: SENATE EXECUTIVE COMMITTEE (SEC)
Status Committee of Senate Terms of office Composition The Vice-Chancellor Dr M Price ex officio The Deputy Vice-Chancellors Prof J Beall ex officio Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser The Deans of Faculties COM: Prof M Ayogu ex officio EBE: Prof F Petersen FHS: Prof M Jacobs HUM: Prof MP Ensor LAW: Prof P Schwikkard SCI: Prof K Driver The Dean of Higher Education Development A/Prof N Yeld ex officio The Executive Director: DSA Ms M Khan ex officio The Director of the Graduate School of Business Prof F Horwitz ex officio Two of the three members of the Senate elected by Prof DG Aschman 01.07.2008 to 30.06.2012 the Senate to be members of the Council, chosen Prof ER Kalula 01.07.2008 to 30.06.2012 by the three from their number Two professors elected by professors Prof A Flisher 01.07.2008 to 30.06.2012 Prof AE Lewis 01.07.2008 to 30.06.2012 Two of the academic staff members of Senate who A/Prof M Ramutsindela 01.07.2008 to 30.06.2012 are not professors elected by these members A/Prof S Swartz 01.07.2008 to 30.06.2012 One of the SRC-appointed members of Senate; Name provided by the One calendar year preferably the SRC chair for academic affairs, or an servicing officer equivalent office-bearer, appointed by the SRC The Executive Director: University Libraries Ms J Rapp ex officio The Executive Director: Information and Mr S Janse van Rensburg ex officio Communication Technology Chair An Executive Officer appointed by the Dr M Price ex officio Vice-Chancellor Deputy Chair A Deputy Vice-Chancellor appointed by the Vice- TBA ex officio Chancellor Terms of Office Senate members elected to be members of Council: for the duration of their term of office as members of Council; Professors elected by the Professors: for four years from 1 July. Academic staff members of the Senate who are not full Professors elected by these members: for four years from 1 July. SRC appointed member of Senate: one calendar year. Serviced by Registrar's Secretariat Ms V Heard Servicing Officer Email: [email protected] Phone: 650-5828 Details
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SENATE READMISSION APPEAL COMMITTEE (RAC)
1. STATUS: Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES (a) Date of approval: Senate 22 November 2006 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended form time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE To achieve consistency across Faculties in dealing with readmissions decisions and across faculty-based Readmission Review Committees (RRCs) in dealing with appeals.
4. COMPOSITION The Vice-Chancellor and Deputy Vice-Chancellors The Dean of Higher Education Development The Chairs of the Readmission Review Committees Four members of Senate appointed by Senate with due regard to appropriate seniority and faculty representivity Two students appointed by the SRC Co-opted: The Deputy Registrar: Academic Administration
5. CHAIR/DEPUTY CHAIR Chair: The Dean of Higher Education Development, or nominee Deputy: A member of the committee elected by the members
6. SPECIAL QUORUM RULES Seven members shall constitute a quorum, with a least one representative from each faculty present
7. TERMS OF OFFICE The student members shall hold office for a calendar year All other members shall hold office for three years from 1 July
8. TERMS OF REFERENCE The Committee is responsible for working towards achieving consistency across faculties in dealing with readmissions decisions and across Readmission Review Committees in dealing with appeals by- 8.1 receiving and reviewing annual reports from faculties on the readmission cycle;
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8.2 reviewing the practices of Faculty Examination Committees and Readmission Review Committees, and providing guidance and, where appropriate, training, for RRC members
9. PROCEDURES The committee decides its own procedures.
The annual report by the Committee to the Chair of Senate is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY This central committee will have no appellate or review jurisdiction, and it will not consider individual cases, except as examples. 11. The committee is serviced by CHED
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MEMBERSHIP: SENATE READMISSION APPEAL COMMITTEE (RAC)
Status Committee of Senate Terms of Office Composition Vice-Chancellor Dr M Price The Deputy Vice Chancellors Prof J Beall ex officio Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser The Dean of Higher Education A/Prof N Yeld 01.07.2008 to 30.06.2012 Development (HED) The Chairs of RRCs Com: Mr J Rousseau 01.07.2008 to 30.06.2012 EBE: Prof B Downing 01.07.2008 to 30.06.2012 FHS: Prof J Seggie 01.07.2008 to 30.06.2012 Hum: Ms F Langerman 01.07.2008 to 30.06.2012 Law: Prof J Burchell 01.07.2008 to 30.06.2012 Sci: Mr H Suleman 01.07.2008 to 30.06.2012 Four members of Senate appointed by Hum: Prof N Worden 01.07.2008 to 30.06.2012 Senate with due regard to appropriate FHS: Prof J Seggie 01.07.2008 to 30.06.2012 seniority and faculty representivity Sci: A/Prof S Allie 01.07.2008 to 30.06.2012 Law: Prof J Glazewski 01.07.2008 to 30.06.2012 Two students appointed by the SRC Names to be supplied by SRC Co-opted The Deputy Registrar: Academic Dr K van Heerden 01.07.2008 to 30.06.2012 Administration Chair The Dean of Higher Education A/Prof N Yeld 01.07.2008 to 30.06.2012 Development, or nominee Deputy Chair A member of the committee elected by Prof N Worden 01.07.2008 to 30.06.2012 the members Terms of Office The student members shall hold office for a calendar year All other members shall hold office for four years from 1 July Serviced by The Centre for Higher Education Ms K Erasmus Department Servicing Officer Email: [email protected] Phone: 650-4237 Details
Page 432 of 521 SPACE ALLOCATION COMMITTEE (SAC)
SPACE ALLOCATION COMMITTEE (SAC)
1. STATUS: Standing sub-committee of the UB&DC
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; via PC 02/2003 dated 26 February 2003; Senate, via Special PC 04/2006 dated 26 April 2006 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To allocate space resources in a way that ensures that the University achieves its objectives and goals.
4. COMPOSITION: Vice-Chancellor’s nominee A Deputy Vice-Chancellor nominated by the Vice-Chancellor The Dean of each faculty, the Dean of HED and the Director of the GSB or nominees The Chair of the Physical Planning and Landscaping Committee or his/her nominee One member chosen by the Heads of the professional, administrative and support departments from their number
Assessor members: Executive Director: Properties & Services Director, Physical Planning Unit
5. CHAIR/DEPUTY CHAIR: The Vice-Chancellor’s nominee
6. QUORUM: Four members
7. TERMS OF OFFICE: Four years from 1 July (as a general rule a member would not serve longer than two terms of three years).
8. TERMS OF REFERENCE: The Committee: (a) holds all common space, including lecture theatres and classrooms, and determines the conditions for its use;
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(b) determines the allocation of space envelopes to Faculties, the GSB, the library, ITS, CHED, Student Housing, Staff Housing, and to each administrative and support department, after consultation with the relevant Dean, Executive Director,Director or Head. The committee determines the allocation of space to third party service providers and sets the terms including rental for each. The committee may add to, or subtract from, a given space envelope, and change the use-type of space (e.g. from classroom to laboratory); (c) Appoints building curators after consultation with the relevant Deans, Directors and Heads; (d) Determines the responsibilities of building curators and, in consultation with the Executive Director: Properties & Services and the Head of the Physical Planning Unit, provides channels through which curators can work to fulfil their responsibility for the preservation of the fabric; (e) Determines parking and traffic policies and rules, including the use- designation of all parking areas; (f) Must be informed in advance by the relevant Dean, Director or Head, of any proposal by him/her to allow the use, whether by rental or otherwise, of space within its envelope to a third party (e.g. A Science Park unit, an affiliated entity that is not a constituent part of UCT, etc.) and may disallow such use if another faculty or UCT unit has a need for this space which cannot be met in some other way, and which the committee adjudges, after consultation with the Deputy Vice-Chancellor responsible for Planning, to have a higher priority. (g) Reports on its work to the UB&DC and University Strategy Committee; (h) Reports decisions for record in the Principal’s Circular.
9. PROCEDURES: The Annual Report by the Committee to the Chair of UB&DC is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: The committee has delegated authority to act, as set out in its terms of reference.
11. This committee is serviced by the Properties and Services Department.
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MEMBERSHIP: SPACE ALLOCATION COMMITTEE
Status Standing Sub-Committee of the Terms of Office UB&DC Composition Vice-Chancellor’s nominee Prof T Nhlapo 01.07.2008 to 30.06.2012 The Deputy Vice Chancellor responsible Prof T Nhlapo ex officio for Planning and Budgeting The Dean of each faculty and CHED, or COM: Dr I Tufvessen 01.07.2008 to 30.06.2012 nominees EBE: Prof RF Del Mistro 01.07.2008 to 30.06.2012 HSF: Prof C Vaughan 01.07.2008 to 30.06.2012 HUM: A/Prof D Wardle 01.07.2008 to 30.06.2012 LAW: Ms K Lehman 01.07.2008 to 30.06.2012 SCI: Prof A le Roex 01.07.2008 to 30.06.2012 CHED: Dr Shay 01.07.2008 to 30.06.2012 The Chair of the Physical Planning and Prof F Todeschini ex officio Landscape Working Group or nominee One member chosen by the heads of Mr HT Amoore 01.07.02 to 30.06.05 administrative and support departments from their number Assessor members: Executive Director: Properties & Services Mr J Critien 01.07.2008 to 30.06.2012 Head, Physical Planning Unit Mr G de Wet 01.07.2008 to 30.06.2012 Chair/Deputy The Vice-Chancellor’s nominee Prof A le Roex 01.07.2008 to 30.06.2012 Chair Terms of Office Four years from 1 July (as a general rule a member would not serve longer than two terms of four years). Serviced by Properties and Services Department Ms L Sullivan Servicing Officer Email: [email protected] Phone: 650-2661 Details
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SPORTS COUNCIL
1. STATUS: Sub-committee of the University Student Affairs Committee (USAC)
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001, Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: The objects of the Sports Council are to promote sport at UCT and to ensure that: 3.1 the playing of sport on Campus is organised and regulated; 3.2 sport and physical recreation are promoted and encouraged and sports facilities and equipment are maintained to the highest possible standard.
4. COMPOSITION: Sports Council: A member of the staff appointed by the University Student Affairs Committee (USAC) as Chair The Chair of UCT-SSU (ex officio) Five additional members of SASSU-UCT nominated by UCT-SSU at its AGM, who will serve until the completion of the next AGM A SRC member appointed by the SRC for the term of office of the SRC A member of each recognised staff association or trade union nominated by the association or trade union for a period to be determined by the association or trade union The Chair of the USAC, or nominee The Executive Director: DSA The Director, Sport and Recreation Executive Committee: The Chair The Vice-Chair, or nominee A representative from SASSU-UCT, nominated by UCT-SSU from the five UCT- SSU members of the Sports Council
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The Director, Sports and Recreation Constituent Committees: The Sports Council shall have the following standing committees: UCT-SSU, which shall operate in terms of a constitution, approved by the DSA Committee Awards Committee, which shall operate in terms of standing orders approved by the Sports Council Inter-Tertiary Committee, which shall operate in terms of standing orders approved by the Sports Council.
5. CHAIR/DEPUTY CHAIR: Chair: The member of staff appointed by the USAC Committee Deputy: The Chair of UCT-SSU
6. SPECIAL QUORUM RULES: Seven of the voting members, four of whom shall be students, shall constitute a quorum.
7. TERMS OF OFFICE: Student members: one calendar year, renewable Staff members: four years from 1 July
8(a) TERMS OF REFERENCE: OF THE SPORTS COUNCIL Definitions: Student shall mean a person who has been admitted to and registered by the University for the purposes of academic study or research. A person shall remain a student until such time as he/she has graduated, is refused re- admission, is expelled or cancels his/her registration or fails to renew his/her registration in the following year, save that a student who has graduated and intends to re-register for a further course of study in the following year or has de- registered from a particular course of study with a view to registering for another course of study, shall be deemed to remain a student for the duration of the period between such graduation or de-registration an subsequent re-admission. Code shall mean a sports club recognised in terms of the SRC constitution and affiliated to UCT-SSU.
UCT-SSU shall mean the South African Students’ Sports Union.
UCT-SSU shall mean the UCT branch of the South African Students’ Sports Union.
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8a.1 To provide the official channel of communication, through Sports Administration, between the University and other tertiary institutions on sports matters. 8a.2 To decide the allocation of, and to control the spending of, all funds voted by Council for sport on Campus. 8a.3 To administer such other funds as it may rise for the pursuit of the aims and objects of the Sports Council. 8a.4 To allocate funds to recognised University sports bodies through Sports Administration. 8a.5 To control and regulate the use of the University name, badge and colours by recognised University sports bodies. 8a.6 To investigate all allegations of misconduct by members of UCT-SSU executive or members of codes while representing the University off campus for report to the Vice-Chancellor. 8a.7 To investigate all allegations of misconduct by codes while representing the University on and off campus and to report to the Vice-Chancellor. 8a.8 To make recommendations to the USAC and in relation to the recognition, suspension or dissolution of recognised University sports bodies or to any changes to their constitutions. 8a.9 To authorise, approve the finance for and manage sports tours by recognised University sports bodies. 8a.10 To authorise UCT-SSU or its affiliated codes to host sporting events. 8a.11 To appoint managers for all University representative teams or individuals participating in all sports events off campus. 8a.12 To determine conditions for the use of all sports facilities. 8a.13 To receive and respond to recommendations from its constituent committees from time to time. 8a.14 To make recommendations to the USAC with regard to the provision of sports facilities from time to time. 8a.15 To hear appeals from codes affiliated to UCT-SSU, in terms of the UCT- SSU constitution, and to make recommendations to the USAC Committee and the Vice-Chancellor. 8a.16 To create committees in pursuit of the objects from time to time.
8b TERMS OF REFERENCE OF THE EXECUTIVE COMMITTEE 8b.1 To deal with urgent matters; 8b.2 To do so by consensus. The decisions of the Executive Committee shall be ratified by the Sports Council.
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9 PROCEDURES: 9.1 The Sports Council shall meet at least once per quarter. 9.2 A minimum of ten days notice shall ordinarily be given of all meetings of the Sports Council or its sub-committees. 9.3 Agendas shall be sent to all members of the relevant committees a minimum of seven days prior to the meetings. 9.4 A section shall be included in the agendas for matters of urgency, which the committee will decide to consider on the basis of actual urgency. 9.5 Voting shall be by show of hands unless a secret ballot is demanded by any member. 9.6 Decisions shall be reached by simple majority. 9.7 All funds accruing to the Sports Council shall be placed in separate University funds. 9.8 The books of the Sports Council shall be audited annually in line with the University’s audit practice. 9.9 In the event of a constituent committee or a club showing a credit balance in the grant funds at the end of the financial year, that credit balance shall revert to the Sports Council funds but may, by permission of the Sports Council, be included in the next grant of the following year under the same allocation or a sub-allocation, subject to the approval of the USAC Committee. 9.10 The Sports Council may create a reserve fund for capital expenditure, and a contingency fund for unforeseen and urgent requirements or clubs and constituent committees, from which funds it may, on application by clubs or constituent committees, make grants, with approval of the USDS Committee. 9.11 The Annual Report by the Committee to the Chair of USAC is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed.
10 This committee is serviced by the Director, Sport and Recreation or his/her nominee.
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MEMBERSHIP: SPORTS COUNCIL
Status Sub-committee of theUSAC Terms of Office
Composition A member of the staff appointed by the USAC as Chair Prof JD Simpson 01.07.02 to 30.06.05 Sports Council The Chair of SASSU-UCT (ex officio) and five TBC additional members of UCT-SSU- nominated by UCT- SSU at its AGM who will serve until the completion of the next AGM An SRC member appointed by the SRC for the term of Mr Z Thamsanqa office of the SRC A member of each recognised staff association or trade A/Prof R Cameron union nominated by the association or trade union for a period to be determined by the association or trade union The Chair of the USAC, or nominee Prof T Nhlapo The Executive Director: DSA Ms M Khan The Director, Sport and Recreation Mr JA Donald Composition The Chair Prof JD Simpson Executive The Vice-Chair, or nominee Mr D Waiting Committee A representative from UCT-SSU, nominated by UCT- VACANCY SSU from the five UCT-SSU- members of the Sports Council The Director, Sports and Recreation Mr JA Donald Composition The Sports Council shall have the following standing Constituent committees: Committees UCT-SSU, which shall operate in terms of a constitution, approved by the UDSA Committee Awards Committee which shall operate in terms of standing orders approved by the Sports Council Inter-Tertiary Committee which shall operate in terms of n/a standing orders approved by the Sports Council. Chair The member of staff appointed by the USAC Prof J Simpson Deputy Chair The Chair of UCT-SSU Mr S Bradshaw Terms of Office (a) Student members: One calendar year, renewable (b) Staff members: four years from 1 July Serviced by The Director, Sport and Recreation or his/her nominee Mr F Mamabolo Servicing Officer Email: [email protected] Phone: 650-3559 Details
Page 440 of 521 STAFF DEVELOPMENT COMMITTEE (SDC)
STAFF DEVELOPMENT COMMITTEE (SDC)
1. STATUS Sub-committee of the University Human Resources Committee.
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005
(b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE To provide a framework and process for implementing an integrated staff development policy across the institution and to oversee the appropriate level of resource allocation.
4. COMPOSITION Deputy Vice-Chancellor with the portfolio responsible for HR Executive Director: Human Resources Dean: CHED Head: Higher & Adult Education Studies Development Unit (HAESDU) A Dean nominated by the Deans Director: IPD or nominee Director: Research Office Head: Staff Learning Centre Employment Equity Manager Executive Director: IT or nominee Executive Director: Finance or nominee
5. CHAIR / DEPUTY CHAIR Chair: Deputy Vice-Chancellor with the portfolio responsible for HR, or nominee Deputy: A member of the committee elected by the members
6. SPECIAL QUORUM RULES Six members shall constitute a quorum.
7. TERMS OF OFFICE Nominated members shall hold office for four years from 1 January.
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8. TERMS OF REFERENCE The committee responsibilities are: 1.1. To serve as the parent committee for the Academic Staff Development (ASD) subcommittee. 1.2. To oversee a process of distributing the budget resources for staff development. 1.3. To develop a comprehensive staff development proposal. 1.4. To develop recommendations for an implementation framework and process for staff development and also to recommend any consequent modifications to the composition of the committee 1.5. To align development needs with institutional planning and auditing processes.
9. PROCEDURES The committee decides its own procedures.
The committee receives a formal report by the ASD at intervals agreed by the committee.
10. This committee is serviced by the Human Resources Department.
MEMBERSHIP: STAFF DEVELOPMENT COMMITTEE (SDC)
Status Sub-committee of the USAC Committee Terms of Office Composition Deputy Vice-Chancellor with the portfolio Prof T Nhlapo 01.07.2008 to 30.06.2012 responsible for HR Executive Director: Human Resources Mr K Raphoto 01.07.2008 to 30.06.2012 Dean: CHED A/Prof N Yeld 01.07.2008 to 30.06.2012 Head: Higher & Adult Education Studies Mr J Jawitz/ A/Prof S 01.07.2008 to 30.06.2012 Development Unit (HAESDU) Shay A Dean nominated by the Deans Prof F Petersen 01.07.2008 to 30.06.2012 Director: IPD or nominee Ms J Favish 01.07.2008 to 30.06.2012 Director: Research Office Dr M Sienaert 01.07.2008 to 30.06.2012 Head: Staff Learning Centre Ms J Uphill 01.07.2008 to 30.06.2012 Employment Equity Manager Dr S Surtee 01.07.2008 to 30.06.2012 Executive Director: IT or nominee Mr S Janse van 01.07.2008 to 30.06.2012 Rensburg Executive Director: Finance or nominee Prof E Uliana 01.07.2008 to 30.06.2012 Chair/Deputy Deputy Vice-Chancellor with the portfolio Prof T Nhlapo 01.07.2008 to 30.06.2012 Chair responsible for HR, or nominee A member of the committee elected by the members Terms of office Nominated members shall hold office for four years from 1 January Serviced by Department Human Resources Department Ms C Wyngaard Servicing Officer Email: [email protected] Phone: 650-2935 Details
Page 442 of 521 STUDENT SOCIETIES AND ORGANISATIONS COMMITTEE
STUDENT SOCIETIES AND ORGANISATIONS COMMITTEE
11. STATUS: sub-committee of the University Student & Development Services Committee (USDSC)
12. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
13. PURPOSE To stimulate, recognise, regulate, and fund the functioning of student bodies, other than the Student Assembly, the Students’ Representative Council, and sports clubs/codes, including student societies, student clubs, student faculty councils, UCT Radio, Varsity student newspaper, and SHAWCO (UCT).
14. COMPOSITION: Executive Director: DSA or nominee The Chair of the Sports Council or nominee Five members of staff appointed by Senate, of whom one should be chosen because of expertise and experience in Arts and Culture and one because of expertise and experience in media One Residence Development Officer, or Warden, appointed by the Residences Committee The Director of SHAWCO or nominee Five students appointed by the SRC, one of whom should be a member of a Faculty Council
15. CHAIR AND DEPUTY CHAIR Members of the committee elected by the committee annually
16. SPECIAL QUORUM RULES Six members constitute a quorum
17. TERMS OF OFFICE Staff appointed by the Senate: four years from 1 July Students appointed by the SRC: one calendar year
Page 443 of 521 STUDENT SOCIETIES AND ORGANISATIONS COMMITTEE
18. TERMS OF REFERENCE 8.1 To consider and deal with applications by groups of students for the recognition of the group as a recognised student body, society, or other organisation, to set conditions for the group’s operation on the campus, and to approve, or not its constitution, within such policy framework, rules and guidelines as may be set by the University Student Development and Services Committee (USDSC) from time to time. 8.2 To take all reasonable steps to stimulate student activity and faculty councils, student clubs and societies and other student organisations, with a view to the development of students through this participation. 8.3 To award grants from funds allocated by the USDSC for: • Operational purposes, to student clubs and societies and other student organisations; • UCT Radio; • Varsity student newspaper; • Visiting speakers; • Student travel. 8.4 To act as an advisory board to Varsity student newspaper, in terms of the constitution of Varsity students newspaper. 8.5 To report to the USDSC annually on its work and on student activity in: (d) Rag; (e) UCT Radio; (f) Faculty Councils; (g) SHAWCO; (h) Student clubs and societies; and (i) Other student bodies.
19. PROCEDURES 9.1 The Committee shall annually appoint five sub committees, each consisting of one member of staff appointed by Senate and one student member of the committee, each of which will be responsible for the allocation of grants as follows: Visiting Speakers Sub Committee: The Committee will allocate a budget, subject to approval by the USDSC, for visiting speakers. This sub-committee may make grants: (a) For travel, accommodation and subsistence, towards the costs of bringing persons elected by it to be invited as visiting speakers; and (b) to recognise student organisations towards the costs of hosting conferences, which may be in addition to the cost of bringing speakers for the conference.
Page 444 of 521 STUDENT SOCIETIES AND ORGANISATIONS COMMITTEE
In selecting persons to be invited the sub committee shall have regard to the views of the student faculty council or student society concerned and the extent to which the person nominated to be invited is likely to stimulate and interest students, particularly undergraduate students. All applicants must disclose all sources of funding to which they have applied and those from which they have received a grant. The sub committee may attach conditions to the grant that it makes. The sub committee will not make grants towards the cost of honoraria. Student Faculty Councils Sub Committee: This sub committee is responsible for: 1. Making grants to student faculty councils; and 2. approving the subscription fee, if any, to be paid by students to the student faculty council concerned. Student Societies Sub Committee: This sub committee is responsible for: • Making grants from the budget set aside for this purpose to student societies and other bodies, including grants for equipment, operating costs, and travel; and • Approving such subscription fee as may be charged to students for membership of the student society or other body. The sub committee is responsible for screening all grant applications from student societies and other student bodies. The sub committee may set conditions for such grants that it makes. The sub committee may set aside a portion of its budget to fund student publications, and may fund publications from this fund. Student Media Organisations Sub-Committee: This sub committee is responsible for making grants from the budget set aside for student media bodies including UCT Radio and Varsity student newspaper. Student travel sub-committee: This sub committee is responsible for making grants to recognised student bodies for travel, including participation in Sports tours to destinations outside South Africa, and to individual students. 9.2 The Annual Report by the committee to the Chair of the USDSC is a vehicle for accounting for the work of the committee. Because of this the committee must report to the USDSC on what it has achieved relative to the agreed goals and objectives of the committee and to its agreed purpose, and hold itself accountable in that its report places the parent committee in the position to judge how well the committee has performed.
20. DELEGATED AUTHORITY • To recognise, to withdraw recognition, and to approve the constitutions of student club societies and other organisations, subject to such policy framework, rules and guidelines as may be set by the USDSC from time to time.
Page 445 of 521 STUDENT SOCIETIES AND ORGANISATIONS COMMITTEE
• To make grants, for such purposes as may be specified by the USDSC, to student organisations and other bodies, from funds allocated for these purposes by the USDS Committee.
21. This committee is serviced by the Student Development and Services Department.
22. MEMBERSHIP: STUDENT SOCIETIES AND ORGANISATIONS COMMITTEE
Status Sub-committee of the USAC Committee Terms of Office Composition Executive Director: DSA or nominee Ms L Hall 01.07.05 to 30.06.08 The Chair of the Sports Council or nominee Prof J Simpson ex officio Five members of staff appointed by Senate, of Ms J Burns 01.07.05 to 30.06.08 whom one should be chosen because of Mr P le Roux 01.07.05 to 30.06.08 expertise and experience in media Ms M Madisha 01.07.05 to 30.06.08 A/Prof A Mall 01.07.05 to 30.06.08 Ms A Weiss 01.07.05 to 30.06.08 One Residence Development Officer, or Ms W Seme Warden, appointed by the Residences Committee Director of SHAWCO or nominee Mr G Truran ex officio Five students appointed by the SRC, one of Names provided by the One calendar year whom should be a member of a Faculty servicing officer Council Chair/Deputy Members elected by the committee annually Ms E Goliath (Acting Chair Chair) Mr T Ncsukana Terms of office (a) Student members: One calendar year (b) Staff members appointed by Senate: three years from 1 July Serviced by Department Student Affairs Mr M Ntlabati Servicing Officer Email: [email protected] Phone: 650-5047 Details
Page 446 of 521 TIMETABLE COMMITTEE
TIMETABLE COMMITTEE
1. STATUS: Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To ensure that the lecture and examinations timetable serves good academic practice and optimises the use of space.
4. COMPOSITION: The Vice-Chancellor or nominee (ex officio) The Deputy Vice-Chancellors, or nominee (ex officio) The Deans of Faculties, or nominees The Dean of CHED, or nominee One student appointed by the Faculty Student Councils One student appointed by the Students’ Representative Council One person appointed by the Academics Union Assessor Members: The Registrar, or nominee The Head: Physical Planning Unit
5. CHAIR/DEPUTY CHAIR: Elected for three years from 1 July by the Committee from among its own members. They are eligible for re-election for one further term.
6. SPECIAL QUORUM RULES: Six members (excluding executive officers)
7. TERMS OF OFFICE: Nominated members: four years from 1 July; students: one calendar year.
8. TERMS OF REFERENCE: 8.1 to recommend to Senate proposals for the structure of the timetable and for regulating the use of lecture periods;
Page 447 of 521 TIMETABLE COMMITTEE
8.2 to supervise the preparation of the examination timetables and their publication: 8.3 to schedule courses which fall outside the normal timetable structure; 8.4 to monitor lecture and examination timetable arrangements and deal with problems that may arise; 8.5 to authorise lecture timetable adjustments, including those which it may consider necessary in view of public holidays occurring within the academic year, taking into account the needs of all concerned,and 8.6 to control the use of the meridian period in terms of Senate policy.
9. PROCEDURES: 9.1 the Committee meets at least twice annually 9.2 The annual report by the Committee to the Chair of the Senate Executive Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: The Committee has been empowered to act on behalf of Senate in respect of Terms of Reference 8.2 to 8.6 above.
11. This committee is serviced by the Deputy Registrar, or nominee.
Page 448 of 521 TIMETABLE COMMITTEE
MEMBERSHIP: TIMETABLE COMMITTEE
Status Committee of Senate Terms of Office Composition The Vice-Chancellor or nominee Dr M Price ex officio The Deputy Vice-Chancellors, or nominee Prof J Beall ex officio Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser The Deans of Faculties, or nominees Com: A/Prof P Bourne 01.07.2008 to 30.06.2012 EBE: Mr D Findeis 01.07.2008 to 30.06.2012 FHS: Dr C Warton 01.07.2008 to 30.06.2012 Hum: A/Prof M Spiegel 01.07.2008 to 30.06.2012 Law: A/Prof R le Roux 01.07.2008 to 30.06.2012 Sci: A/Prof V Abratt 01.07.2008 to 30.06.2012 The Dean of HED A/Prof N Yeld ex officio One student appointed by the Students’ Names provided by the One calendar year Representative Council servicing officer One person appointed by the Academics A/Prof B Davidowitz 01.07.2008 to 30.06.2012 Union Assessor The Registrar, or nominee Dr K van Heerden 01.07.2008 to 30.06.2012 Members The Head: Physical Planning Unit or Ms M Leitch 01.07.2008 to 30.06.2012 nominee Chair/Deputy Elected for four years from 1 July by the A/Prof M Speigel 01.07.2008 to 30.06.2012 Chair Committee from among its own members. Mr D Findeis 01.07.2008 to 30.06.2012 They are eligible for re-election for one further term. Terms of Office Nominated members: four years from 1 July; students: one calendar year Serviced by The Deputy Registrar, or nominee Mr K Benjamin Servicing Officer Email: [email protected] Phone: 650-4508 Details
Page 449 of 521 TRAFFIC APPEAL COURT
TRAFFIC APPEAL COURT
(Extracted from the General Rules and Policies Handbook 3) T22.1 When an appeal has been lodged in terms of Rule 21 (see Handbook 3) the Court shall submit to the Traffic Appeal Court (TAC): (a) a copy of the Court record; (b) the notice of appeal; (c) the facts found to be proved; and 5 The reasons for judgement. T22.2 The student may request the presiding officer of the Traffic Court to provide him/her with a copy of the reasons for judgement. T23.1 On appeal the Traffic Appeal Court may • confirm or set aside the conviction, or may substitute any competent finding therefor; • confirm or set aside the sentence or impose any other competent sentence. T23.2 The Traffic Appeal Court may sentence a student to pay an additional fine should that court be of the opinion that the appeal is frivolous or vexatious or has been made for the purpose of delay. T23.3 Notice of the finding of the Traffic Appeal Court shall be given to the student. T23.4 If the Traffic Appeal Court considers that the offence is of sufficient gravity, the Court may refer it to the Vice-Chancellor to be dealt with in terms of the Rules on Disciplinary Jurisdiction and Procedures. T24 The Traffic Appeal Court shall consist of four members, with a quorum of three, and shall comprise- (a) the President or Deputy President, who shall be appointed by the Vice-Chancellor for three-year terms from the members of the permanent academic staff of the Faculty of Law; (b) one member of the academic staff appointed by the Senate, for a three-year term, or an alternate. • one member of the professional administrative and support staff appointed by the Registrar for a three-year term, or an alternate; and • one student, appointed by the SRC for a calendar-year term of office, or an alternate. T25.1 In the event of there being a tie in the voting, the person presiding shall have a casting vote.
Page 450 of 521 TRAFFIC APPEAL COURT
T25.2 The Vice-Chancellor shall appoint a Chair and a Deputy Chair of the Court. In the absence of both from any session of the Court, the Chair shall appoint a presiding officer for that session who shall be a staff member of the Law Faculty. T25.3 A court shall comprise two members chosen from categories (a) to (d) above by the Chair of the Court or his/her Deputy.
MEMBERSHIP: TRAFFIC APPEAL COURT
Status Committee of Council Terms of Office Composition The President or Deputy President, who shall be A/Prof J Hofman 01.07.05 to 30.06.08 appointed by the Vice-Chancellor for four-year terms Ms E Steyn 01.07.05 to 30.06.08 from the members of the permanent academic staff of the Faculty of Law One member of the academic staff appointed by the Ms J Kew 01.07.2008 to 30.06.2012 Senate, for a four-year term, or an alternate. One member of the Professional Administrative and Mr C Herman 01.07.05 to 30.06.08 Support staff appointed by the Registrar, for a four- year term, or an alternate. One student, appointed by the SRC for a calendar- Name provided by the One calendar year year term of office, or an alternate servicing officer Chair The President, appointed by the A/Prof J Hoffman 01.07.05 to 30.06.08 Vice-Chancellor Deputy President, appointed by the Vice-Chancellor Ms E Steyn 01.07.05 to 30.06.08 Terms of Office As stated above. Serviced by Traffic Administration Mr R September Servicing Officer Email: [email protected] Phone: 650 4452 Details
Page 451 of 521 THE TRANSFORMATION MANAGEMENT ADVISORY GROUP (TMAG)
THE TRANSFORMATION MANAGEMENT ADVISORY GROUP (TMAG)
1. STATUS: Management Advisory Group
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES (a) Date of approval: 13 February 2004 (b) General Rules and Guidelines for Committees: These terms of reference should be understood in conjunction with the rules and procedures for committees, as amended from time to time, and published in the Principal’s Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committeess
3. PURPOSE: To coordinate and advise on the development and implementation of the university transformation policy and action guide.
4. COMPOSITION The Deputy Vice-Chancellors The Executive Director: Human Resources The Employment Equity Manager The Director: Institutional Planning The Transformation Manager
5. CHAIR/DEPUTY CHAIR: A nominee of the Vice-Chancellor
6. QUORUM Five members constitute a quorum
7. TERMS OF OFFICE: Not applicable.
8. TERMS OF REFERENCE 8.1 Advise on the development of a Transformation Policy and Action Guide. 8.2 Identify and advise on transformation priorities. 8.3 Review all university policies that impact on transformation, recommend revisions and new policies where required.
Page 452 of 521 THE TRANSFORMATION MANAGEMENT ADVISORY GROUP (TMAG)
8.4 Review and determine accountabilities and responsibilities for transformation implementation. 5.5 Monitor and review the reporting on implementation of transformation.
9. PROCEDURES: The Working Group is to meet monthly. The Working Group must report to the Vice Chancellor annually on what it has achieved in relation to its agreed purpose.
10. DELEGATED AUTHORITY: Not applicable
11. This committee is serviced by the Transformation Manager
MEMBERSHIP: TRANSFORMATION MANAGEMENT ADVISORY GROUP (TMAG)
Status Management Advisory Group Terms of Office Composition Prof J Beall ex officio The Deputy Vice-Chancellors Prof T Nhlapo (to 31.12.2009) Prof C Soudien (Acting) Prof D Visser
Mr D van Eeden The Executive Director: Human Resources Dr S Surtee The Employment Equity Manager Ms J Favish The Director: Institutional Planning Vacant The Transformation Manager Chair/Deputy Chair A nominee of the Vice-Chancellor Dr M Price Terms of Office Not applicable Serviced by The Transformation Manager Vacant Servicing Officer Email: Phone: 650-4196 Details
Page 453 of 521 UCT FOUNDATION GOVERNORS COMMITTEE
UCT FOUNDATION GOVERNORS COMMITTEE
1. STATUS: Committee set up by the Trustees in terms of the Trust Deed of the UCT Foundation
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: By Trustees October 2002 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To bring together people who will help the Vice-Chancellor in his/her job of fundraising for the University by opening doors, by accompanying his/her on calls, and by suggesting strategy and tactics for fundraising.
4. COMPOSITION: The University Council appoints the Governors.
The number of Governors shall ordinarily be not more than 15 nor less than 7, but additional Governors may be appointed over the number of 15.
Assessor Members: Executive Director: Finance or nominee Executive Director: Communication & Development
5. CHAIR: The Governors elect one of their members to serve as Chair at the first meeting each year to serve as such until the first meeting in the ensuing year.
6. QUORUM: Five
7. TERMS OF OFFICE: Governors are appointed for terms of office of up to 5 years. A Governor shall ordinarily retire at 75, but Council may extend the term of any Governor.
8. TERMS OF REFERENCE: The Governors shall
Page 454 of 521 UCT FOUNDATION GOVERNORS COMMITTEE
• Promote fundraising in any manner they consider appropriate; • help in the soliciting and procurement of donations in money or goods-in-hand, subscriptions, or bequests to the University; • play a meaningful role in the major fundraising campaigns of the University • identify suitable new governors • nominate people for appointment by the Council as Trustees of the Foundation.
9. PROCEDURES:
As decided by the Committee.
10. The Governors Committee is serviced by the Executive Director of Communication and Development, or nominee.
MEMBERSHIP: UCT FOUNDATION GOVERNORS COMMITTEE
Status Committee set up in terms of the Trust Deed of Terms of Office the UCT Foundation Composition The University Council appoints the Governors: The number of Governors shall ordinarily be not Mr EPH Bieber more than 15 nor less than 7, but additional Mr N Borain Governors may be appointed over the number of 15. Mr D Deuchar Dr H Gajjar Mrs P Golding Mr R Gordon Mr D Nurek Mr D Strong Assessor Members Executive Director: Finance, or nominee Mr PF Grant ex officio Executive Director: Communication & Development, or nominee Ms G Kruger The Registrar Mr HT Amoore Chair The Governors elect one of their members to serve Mr EPH Bieber as chair at the first meeting each year to serve as such until the first meeting of the ensuing year. Terms of Office Governors are appointed for terms of office up to five years. A Governor shall ordinarily retire at 75, but Council may extend the term of any Governor. Serviced by Executive Director: Development and Alumni Dr J McNamara Department, or nominee Servicing Officer Email: [email protected] Phone: 650-4143 Details
Page 455 of 521 UCT FOUNDATION TRUSTEES
UCT FOUNDATION TRUSTEES
1. STATUS: Board of Trustees set up in terms of the Trust Deed of the UCT Foundation
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: By Trustees October 2002 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE To administer and manage the affairs of the Foundation, the sole objects of which are to hold the University’s endowments in Trust, and to help the University and its officers to secure donations, in cash or kind, for endowment or otherwise.
4. COMPOSITION The Chair of the Foundation, who shall not be a member of the University Council, but who shall be appointed by it. The Chair of the University Council (ex officio) The Vice-Chancellor of the University (ex officio) Four other people, appointed by the University Council, only one of who may be a member of the University Council, having regard to nominations made by the Governors and the need for investment knowledge.
5. CHAIR The Chair is appointed by Council
6. QUORUM at the AGM: a majority of Trustees at any other meeting: 4
7. TERMS OF OFFICE Five years, renewable
8. TERMS OF REFERENCE See Trust Deed: Attached as an Appendix.
9. PROCEDURES See Trust Deed: Attached as an Appendix.
10. The Board of Trustees is serviced by the Registrar’s Secretariat
Page 456 of 521 UCT FOUNDATION TRUSTEES
MEMBERSHIP: UCT FOUNDATION TRUSTEES
Status Board of Trustees set up in terms of the Trust Terms of Office Deed of the UCT Foundation Composition The Chair of the Foundation, who shall not be a Mr J McKenzie 01.07.2008 to 30.06.2013 member of the University Council but who shall be appointed by it. The Chair of the University Council Archbishop N Ndungane 01.07.2008 to 30.06.2013 The Vice-Chancellor of the University Dr M Price ex officio Four other people, appointed by the University Mrs M Burton 01.07.2008 to 30.06.2013 Council, only one of whom may be a member of Mr G Griffin 01.07.2008 to 30.06.2013 the University Council, having regard to Mr Justice CT Howie 01.07.2008 to 30.06.2013 nominations made by the Governors and the Mr J Mckenzie 01.07.2008 to 30.06.2013 need for investment knowledge. Mr S Pather 01.07.2008 to 30.06.2013 Assessor members: The Registrar Mr HT Amoore Manager, Financial Accounting Mr PF Grant Exec Dir: Communication & Development Ms G Kruger Executive Director: Finance Prof E Uliana Chair Appointed by the Council Mr J McKenzie 01.07.2008 to 30.06.2013 Terms of Office Five years, renewable Serviced by Registrar’s Secretariat Mr M Lund Servicing Officer Email: [email protected] Phone: 650 4004 Details
Page 457 of 521 UCT PRESS EDITORIAL BOARD
UCT PRESS EDITORIAL BOARD
1. STATUS: Committee of the University Research Committee (URC)
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To promote publication under the UCT Press imprint, and to ensure the quality of any publication carrying the UCT Press imprint.
4. COMPOSITION: The Chair of the University Research Committee, or nominee A person appointed by Juta (Pty) Ltd/UCT Press (Pty) Ltd Five members of the academic staff appointed by the University Research Committee The Director of the Centre for African Studies, or nominee.
5. CHAIR/DEPUTY CHAIR Members of the committee appointed by the URC.
6. SPECIAL QUORUM RULES Nil
7. TERMS OF OFFICE: Four years from 1 July.
8. TERMS OF REFERENCE: To promote the UCT Press imprint;
To receive and consider manuscripts for possible publication under the UCT Press imprint.
Juta and UCT Press may not publish any manuscript under the UCT Press imprint, which has not been supported for publication by the Editorial Board; but they do not undertake to publish merely because the Editorial Board has made a positive recommendation.
Page 458 of 521 UCT PRESS EDITORIAL BOARD
9. PROCEDURES: The Editorial Board’s Annual Report to the Chair of the URC is a vehicle for accounting for its work. Because of this it must:
(a) report on what it has achieved, relative to its agreed goals and to its agreed purpose;
(b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Working Group has performed.
10. The Editorial Board is serviced by the UCT Press (Pty)/Juta.
MEMBERSHIP: UCT PRESS EDITORIAL BOARD
Status Committee of the University Research Terms of Office Committee (URC) Composition The Chair of the URC Prof DP Visser ex officio A person appointed by Juta (Pty) Ltd/UCT Press Ms G Younge 01.07.2008 to 30.06.2012 (Pty) Ltd Mrs S Shepherd 01.07.2008 to 30.06.2012 Mr W Staples 01.07.2008 to 30.06.2012 Five members of the academic staff appointed Prof H Bhorat 01.07.2008 to 30.06.2012 by the University Research Committee Prof S Parnell 01.07.2008 to 30.06.2012 Prof V Watson 01.07.2008 to 30.06.2012 Prof TD Noakes 01.07.2008 to 30.06.2012 Prof J Muller 01.07.2008 to 30.06.2012 The Director of the Centre for African Studies, or Prof B Cooper ex officio nominee. Chair/Deputy Members of the committee appointed by the Mr D Sales 01.07.2008 to 30.06.2012 Chair URC Terms of office Four years from 1 July Serviced by UCT Press (Pty)/Juta Ms G Younge Servicing Officer Email: [email protected] Phone: 797 5101 Details
Page 459 of 521 UNIVERSITY OF CAPE TOWN RETIREMENT FUND BOARD OF TRUSTEES
MEMBERSHIP: UNIVERSITY OF CAPE TOWN RETIREMENT FUND BOARD OF TRUSTEES
The Rules of the UCTRF are set out in full on the web at: http://www.uctrf.uct.ac.za
Status The Fund is managed by a Board of 12 Terms of office Trustees made up of six (6) Employer and six (6) Member representatives plus an alternate trustee each. The six (6) Member Trustees consist of those nominated by the qualifying UCT staff bodies and those elected by the UCTRF members in general. Composition Employer Trustees Mr HT Amoore (Chr: Admin, 01.01.2008 to 31.12.2010 or Audit & Rules) 2011? Ms K Chernotsky 01.01.2008 to 31.12.2010 Ms M Tainton (Alt) 01.01.2008 to 31.12.2010 Mr LM Mnyani 01.01.2008 to 31.12.2010 EmProf J Terblanche 01.01.2008 to 31.12.2010 Mr K Raphoto 01.01.2008 to 31.12.2010 Mr J Macey (Chr: 01.04.2008 to 31.12.2010 Commerce) Member Trustees Mr C Tobler 01.01.2008 to 31.12.2010 A/Prof CM Comrie 01.01.2008 to 31.12.2010 Ms K Lehmann 01.01.2008 to 31.12.2010 A/Prof S Richardson (Chr: 01.01.2008 to 31.12.2010 Investment) A/Prof J Roeleveld 01.01.2008 to 31.12.2010 Mr C West 01.01.2008 to 31.12.2010 Prof J Glazewski 01.01.2008 to 31.12.2010 (Alt) 01.01.2008 to 31.12.2010 01.01.2008 to 31.12.2010 Chair A Chair is elected by the Trustees Mr HT Amoore Deputy Chair A Deputy Chair is elected by the A/Prof J Roeleveld Trustees Terms of Office Four years Serviced by UCTRF Principal Officer Ms A Tilney Servicing Officer Email: [email protected] Phone: 650-2159 Details
Page 460 of 521 UNDERGRADUATE STUDIES FUNDING COMMITTEE (USFC)
UNDERGRADUATE STUDIES FUNDING COMMITTEE (USFC)
1. STATUS: Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, 17 April 2002, via PC 4/2002; Senate, via PC 11 2004 dated 24 November 2004; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To advise Senate and Council on supportive funding of undergraduate* study at UCT, to determine the conditions for the award of scholarships and bursaries and loans for undergraduate study and to set the framework for the award of entrance merit and financial aid packages, to the extent possible, that the best students enrol at UCT and are not prevented from doing so by financial need. To ensure that students have maximum access possible to National Student Financial Aid Scheme (NSFAS) funding. [*Undergraduate: here defined as all studies other than those for Honours, Masters and Doctoral degrees.]
4. COMPOSITION: The Vice-Chancellor (ex officio) A Deputy Vice-Chancellor nominated by the Vice-Chancellor The other Deputy Vice-Chancellors (ex officio) The Chairperson of the Postgraduate Studies Funding Committee, or nominee Three members of the staff appointed by Senate Three students nominated by the SRC The Executive Director: DSA or nominee The Executive Director: Communication and Development, or nominee The Executive Director: Department of Alumni & Development, or nominee The Executive Director: Finance, or nominee
Page 461 of 521 UNDERGRADUATE STUDIES FUNDING COMMITTEE (USFC)
Assessor members: The Director, Student Funding & Administration The Manager: Student Financial Aid The Director of Institutional Planning The Director of Admissions Co-opted members:
5. CHAIR/DEPUTY CHAIR: Chair: The Vice-Chancellor’s nominee Deputy: A member of the committee elected by the committee.
6. SPECIAL QUORUM RULES: Four members, including at least one member appointed by Senate and at least one student nominated by the SRC.
7. TERMS OF OFFICE: Senate appointees: four years from 1 July SRC nominees: one calendar year
8. TERMS OF REFERENCE: • to advise Senate and Council on financial aid policy for undergraduates; • to determine the conditions for the award of undergraduate scholarships, bursaries and loans administered, or funded, by the University, and to determine how and by whom awards are to be made; and where applicable to make the awards; • to set the framework for the award to undergraduates of entrance merit bursaries and other financial aid vehicles by faculties and other sectors; • to submit motivations for budget for undergraduate financial aid as necessary, and to submit motivation for fundraising for this purpose; • to resolve appeals by students and applicants against financial aid decisions; and • to make special provision for financial aid for students with disabilities.
9. PROCEDURES: 9.1 The Committee must establish an appeals sub-committee to deal with appeals, which will have the authority to deny or uphold an appeal; and to determine its terms of reference.
Page 462 of 521 UNDERGRADUATE STUDIES FUNDING COMMITTEE (USFC)
9.2 The Committee may establish awards sub-committees. 9.3 The Committee submits an annual report on its work to the Chair of the Senate Executive Committee. This is a vehicle for accounting for its work. Because of this the Committee must (a) report on what it has achieved relative to its purpose and terms of reference; and (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the committee has performed. 10. DELEGATED AUTHORITY: The Committee has authority to determine the conditions for scholarships, entrance merit scholarships, bursaries and loans, all for undergraduate studies, and (where this is not done in faculties) to make awards.
11. This committee is serviced by the Director Student Funding &Administration or nominee.
Page 463 of 521 UNDERGRADUATE STUDIES FUNDING COMMITTEE (USFC)
MEMBERSHIP: UNDERGRADUATE STUDIES FUNDING COMMITTEE (USFC)
Status Committee of Senate Terms of Office Composition The Vice-Chancellor Dr M Price ex officio The Deputy Vice-Chancellors Prof J Beall ex officio Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser Three members of the staff appointed by A/Prof R Kapp 01.07.2008 to 30.06.2012 Senate Prof A Mall 01.07.2008 to 30.06.2012 Dr C Sikakana 01.07.2008 to 30.06.2012 The Chairperson of the Postgraduate Ms L Vranas 01.07.2008 to 30.06.2012 Studies Funding Committee or nominee Three students nominated by the SRC Names provided by the One calendar year servicing officer The Executive Director: DSA or nominee Ms M Khan ex officio The Executive Director of Communication & Ms G Kruger ex officio Development, or nominee The Executive Director of Finance, or Prof E Uliana and/or ex officio nominee Mr PF Grant The Executive Director: Dept of Alumni & Ms J Erasmus Development or nominee Chair A person nominated by the Prof C Soudien (Acting) to 31.12.2009 Vice-Chancellor Deputy Chair A member of the committee chosen by the committee Assessor Director: Institutional Planning or nominee Ms J Hendry Members: Director: Admissions Mr C Herman Director: Student Funding & Administration Ms S Ntshongwana Manager: Student Financial Aid Mrs T Salasa Co-opted A/Prof M Nassimbeni Members Prof J Simpson Terms of Office SRC nominees: one calendar year Serviced by The Director Student Funding Mrs T Salasa Administration or nominee Servicing Officer Email: [email protected] Phone: 650-2136/7 Details
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UNIVERSITY AUDIT COMMITTEE (UAC)
1. STATUS: Committee of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via PC5/2007 dated 30 May 2007; Senate, via PC05/2007 dated 6 June 2007
(b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. CONSTITUTION AND PURPOSE The Audit Committee exists to help Council discharge its duties under the Higher Education Act and the Statute, including its duty to administer all property of the University. The Audit Committee is required to: • ensure that management has in place adequate controls generally and in particular over assets, risk and financial systems; • ensure that management has in place systems that allow for timeous, accurate and regulation-compliant financial reporting; • assist Council in ensuring sound corporate governance; and • report to Council and make such recommendations for Council’s consideration as it sees fit. The Committee does not have, and must not be expected to perform, management functions.
The membership, and terms of reference of the Committee are set and may be amended by Council.
4. COMPOSITION: Three (or more) members of Council (who should have financial expertise) chosen by Council from members of Council other than the executive officers, staff or students Other members appointed by Council, not being staff or students The Vice-Chancellor ASSESSOR MEMBERS: The Executive Director: Finance The Registrar The Internal Audit Manager
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5. SELECTION CRITERIA Committee members, apart from the Vice-Chancellor, must be independent of management, and free from any business or other relationship which could materially interfere with the exercise of their independent judgement as committee members.
6. CHAIR/DEPUTY CHAIR: The Chair and Deputy Chair are appointed by Council from non-executive members of the Committee. The Chairperson of Council shall not be eligible to be appointed as the Chairperson of the Audit Committee.
7. TERMS OF OFFICE: Four years (the committee’s term of office runs together with that of Council which has a four year term of office from1 July 2004, 1 July 2008 etc.).
8. REMOVAL OF COMMITTEE MEMBERS AND THE FILLING OF VACANCIES Council may remove any member from the Committee and fill any vacancies, whether created by such removal or arising in any other way..
9. TERMS OF REFERENCE: 9.1 Auditors and Independent Audit (a) The Committee may be requested to recommend to Council which firm should be appointed as the University’s auditors. Several firms should be evaluated and the Committee would need to obtain written or oral proposals to enable it to arrive at its recommendation. (b) The Committee must: • evaluate the independence, effectiveness and performance of the auditors; • consider the scope of the audit to be performed and review the plan of the auditors to ensure that it addresses the critical risk areas in an effective manner; • consider any non-audit services rendered by the auditors as to whether this substantively impairs their independence. (Unless special circumstances warrant it, the auditors should not render non audit professional services to the University. Factual finding reports are not considered to be of a non- audit nature and may thus be undertaken by the auditors.); • consider and make recommendations on the appointment and retention of the auditors; • discuss and review, in conjunction with the auditors, the auditors’ engagement letter, and the terms, nature and scope of the audit. Audit Committee approval is required for any deviation of scope. This approval may be given by the Chair.;
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• consider the acceptability of the materiality levels to be applied in deciding on the extent of the audit procedures and the level of errors to be reported; • due cognisance must be taken, in reviewing fees, of other work undertaken by the auditors and the work of internal audit; • agree a budgeted audit fee with the auditors, ensure that the audit fee will sustain a proper audit and provide value for money, and finalise the fee after the completion of the audit; • Agree to the timing and nature of reports to be received from the auditors (c) Consider significant disagreements between the external auditors and management reported to the Committee by either party; (d) The committee must consider any problems identified in respect of going concern status or statements regarding internal control matters, and ensure that these are resolved; and (e) The committee must be consulted on and must consider any accounting treatment, significant unusual transaction, or accounting judgement, that could be contentious, either by management or the auditors. (f) The committee must: • consider any material unresolved accounting and audit problems identified during the audit, and report on these to Council; • obtain assurance from the auditors that adequate accounting records are being maintained; • review the auditor’s management letter; and • receive and consider regular reports from management on the auditor’s management letter and management reports on follow up action. 9.2 Financial statements The Committee must examine and review the Annual Financial Statements (Annual Report) in order to obtain reasonable assurance that they faithfully represent the University’s financial state and comply with regulations, and report on these to Council. (See also 7.1 below) 9.3 Internal Audit (See also 7.2 below) The Committee must monitor the effective function of internal audit, ensuring that the roles and functions of external and internal audit are clear. This will include: • Receiving regular reports on the performance of internal audit;
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• Reviewing and approving the internal audit function’s annual plan so that internal audit reviews and reports on the effectiveness of the University’s systems of internal control, including internal financial control, business risk management and internal control systems; • Reviewing and approving the Internal Audit Charter; • Ensuring that internal audit monitors legal compliance by the University; • Ensuring that internal audit reviews controls over the University’s assets inter alia against unauthorized use or disposal; • Monitoring and reviewing co-operation and co-ordination between internal and external audit functions; and • Reviewing unresolved differences of opinion between management and internal audit. 9.4 Ethics There are statutory, common law and other requirements that cover the ethical behavior of the executive officers and managers of the University. The University has a clearly defined and documented code of ethics. Paragraph 21 of the Statute requires members of the University’s Council, and members of committees to declare the nature and extent of their interests. The Committee must, when required, advise Council on the: • Monitoring the ethical conduct of members and officers of the University; and • Code of ethics.
10. RISK MANAGEMENT The Risk Management Committee (RMC) is accountable to and reports to the Audit Committee. The RMC is responsible for establishing and monitoring risk management across all areas of the University’s activity, and will receive reports on risk management from, inter alia, bodies responsible for academic standards and health and safety. The Audit Committee: • receives and reviews minutes and relevant reports (including reports emanating from consultants and management) from the Risk Management Committee, which should include reports on all risk and quality assurance mechanisms, including those affecting health and safety and the academic work of the University; • receives notice of all factual finding reports issued by the Auditors or by Internal Audit, which must all reports on fraud and error, and reviews these on a by exception basis; and • reports on risk and the management of risk on the basis of the reports made to it, to Council.
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11. ANNUAL REPORTING AND ACCOUNTABILITY The annual report by the Committee to the Chair of Council is a vehicle for accounting for the work of the Committee. Because of this the Committee must: • set annual objectives and goals; • report on what it has achieved relative to the agreed goals and objectives and to its purpose; and • hold itself accountable in that its report places the Chair of Council in the position to judge how well the Committee has performed; The Chairperson (or, in his/her absence, the Deputy Chairperson or alternate member) of the Committee shall attend Council meetings to present the Committee’s report to Council.
12. ACTIVITIES OF THE COMMITTEE 12.1 Financial statements (see also 9.2) The Committee, in discharging its responsibilities in respect of the financial statements will: • review the annual report and accounts taken as a whole, to ensure they present a balanced and understandable assessment of the position, performance and prospects of the University in the manner required by the Minister of Education and submit a report in this regard to Council for consideration at the meeting where Council considers the Annual Report to the Department of Education; • review the auditor’s proposed audit certificate; • discuss problems and reservations arising from audit , and any matters the auditors may wish to discuss (in the absence, where requested by the Auditors or the Committee, of executive members , staff and any other person who is not a member of the Committee); • review the audited financial statements of all associated entities, especially where their results have not been consolidated; and • review accounting policy and make recommendations thereon to Council. 12.2 Internal control and internal audit (see also 9.3) The Committee will in discharging its responsibilities: (a) ensure that management has in place a Council-approved institutional statement on internal controls, and review this periodically to ensure that this covers: • the procedures for identifying business risks and controlling their impact; • policies for preventing or detecting fraud;
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• policies for ensuring that the University complies with relevant regulatory and legal requirements; and • the operational effectiveness of the policies and procedures. (b) consider whether or not the objectives, resources and audit plans of internal audit are adequate to its objectives; (c) review the reports on the work by internal audit in relation to financial reporting, corporate governance, internal control, and any significant investigations, and management responses, to these reports; (d) review co-ordination between the internal audit function and the auditors and deal with any issues of material or significant dispute or concern; (e) review reports on and review such significant transactions not directly related to the University’s normal business as the Committee might deem appropriate; (f) receive reports on and review significant cases of conflicts of interest, misconduct or fraud, or any other unethical activity by members of the University community; (g) review the controls over significant risk; and (h) consider other relevant matters referred to it by Council.
13. Regard to King II Principles The Committee will have due regard to the principles of governance and code of best practice as contained in the King Report on Corporate Governance for South Africa 2002.
14. MEETINGS (i) The committee must meet at least four times a year and at such other times as the Chair may determine. (ii) Reasonable notice of meetings and the business to be conducted must be given to the members and assessor members of the committee. (iii) The quorum for decisions of the committee is a majority of the membership, but not less than two non-executive members. (iv) The committee may invite any member of the management team to be heard at meetings of the committee. (v) The committee may exclude from its meeting, or from any item of the agenda, any assessor member, any staff member, any member of internal audit and/or any member of the audit team. (vi) Only members of the committee may vote.
15. AUTHORITY OF THE COMMITTEE AND RESOURCES AVAILABLE TO IT The Committee, in carrying out its tasks under these terms of reference:
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• is authorized to investigate any activity within its terms of reference; • must at least once a year meet with the auditors and at least once a year with the internal auditor without any executive member in attendance or staff member present; • the Committee has direct and unobstructed lines of communication to the Vice-Chancellor, the auditors, the internal auditor, and Council; • the Committee has the right of access to all records needed to properly perform its duties and execute its powers; • the Committee may whenever it finds this necessary, seek resources from Council for any special investigation it wishes it have carried out; • the Committee, in carrying out its tasks under these terms of reference, may obtain such outside or other independent professional advice as it considers necessary to carry out its duties.
16. GENERAL Although the University is not bound by the requirements of the Public Finance Management Act, 1999 the Audit Committee will be guided by its requirements and the treasury regulations promulgated under the Act. The Audit Committee is serviced by the Executive Director: Finance or nominee. Hugh Amoore 16 November 2006 Revised Audit Committee 5 April 2007
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APPENDIX TO TERMS OF REFERENCE OF THE AUDIT COMMITTEE INTERNAL AUDIT CHARTER
1. Purpose The internal audit function of the University is an independent appraisal activity, established by the University Council as a service to the University’s Management and Audit Committee. Internal Audit’s primary purpose is to provide management and Council with assurance regarding the adequacy and effectiveness of the University’s internal control systems and, where appropriate, the quality of performance of its operations as evaluated against agreed performance standards. Such assurance will be based on objective information, in the form of audit opinions, arising from control audits and performance audits respectively.
The specific objectives of Internal Audit are to: • provide an independent appraisal function to examine and evaluate the University’s activities as a service to the University, the emphasis being on the financial activities and services; • assist members of the University in the effective discharge of their management responsibilities; • provide analyses, appraisals, recommendations, counsel, and information concerning the activities reviewed; and • promote effective control at reasonable cost. In undertaking its audit work, Internal Audit will comply with the Standards for the Professional Practice of Internal Auditing and the Code of Ethics of the Institute of Internal Auditors and any other relevant guidelines laid down by other appropriate bodies.
2. Responsibilities Internal Audit is responsible for assessing the adequacy of the University’s risk management efforts, where appropriate, that provide the University’s operating and senior management and Audit Committee with assurance that their objectives are being achieved.
Internal Audit will examine and evaluate the adequacy and effectiveness of the University’s system of internal control and, where requested by management, the quality of performance in carrying out assigned responsibilities.
Specifically, it will: • review the reliability and integrity of financial and operating information and the means used to identify, measure, classify, and report such information; • review the systems established to ensure compliance with those policies, plans, procedures, laws, and regulations which could have a significant impact on operations and reports, and assess whether the University is in compliance; and • review the means of safeguarding assets and, as appropriate, verify the existence of such assets.
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• assess the processes by which risks are identified, analysed and reported. • Assess the adequacy of risk management activities. It will also, where appropriate
• appraise the economy and efficiency with which resources are employed; and • review operations or programs to ascertain whether or not results are consistent with established objectives and goals are being carried out as planned. 3. Scope Internal Audit has unrestricted scope to review any area of the University’s operations.
Internal Audit will not undertake any review that it does not have the required competencies to perform the review.
Internal Audit will prepare an annual audit coverage plan, which will be reviewed by the University’s management and presented to the Audit Committee for consideration and approval. University’s management and/or Audit Committee can request Internal Audit to carry out audit projects or investigations that do not form part of the annual audit coverage plan. However, the impact of such requests on the audit coverage plan will be discussed with the University’s management and Audit Committee. 4. Involvement in fraud prevention and detection Management is responsible for establishing appropriate systems of internal control that prevent and detect fraud. The role of the internal auditor is to report on the adequacy and effectiveness of these controls.
Internal Audit can play an important role in fraud prevention and detection within the University. Specifically, it will: • act as a deterrent to would-be fraudsters, by its regular presence at the University’s operations; • help management to prevent fraud by increasing their awareness of the threat and why it occurs, by evaluating the adequacy and effectiveness of the internal controls and, where appropriate, by obtaining agreement to take corrective action; and • Increase the probability of detecting incidence of fraud during audit projects.
Where Internal Audit discovers evidence of, or suspect’s malpractice it will report firm evidence, or reasonable suspicions, to the appropriate level of management. It is a management responsibility to determine what further actions to take.
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5. Responsibility for internal control Not withstanding the fact that Internal Audit contributes towards an appropriate system of internal control, the existence of Internal Audit in no way diminishes the responsibility of the University’s management for implementing and maintaining effective systems of internal control. Internal Audit will not implement or perform control procedures, as this would compromise its independence. However, it can and will provide advice on the design and implementation of internal controls. Internal Audit staff will have neither direct responsibility for, nor authority over, any of the activities that they audit. 6. Reporting Internal Audit will report the results of audit projects to the University’s management and Audit Committee.
It will report formally on its performance to the Audit Committee on a quarterly basis. The report back will cover progress and results of audit projects, problems encountered, issues needing management’s urgent attention, adequacy of management actions and project priorities.
In addition, detailed monthly meetings will be held with the Executive Director, Finance to discuss administrative issues, current and planned audit projects, and progress against the coverage plan, key control weaknesses and management actions. 7. Liaison with external auditors Internal Audit will meet regularly with the external audit partner to ensure that: • internal and external audit are properly co-ordinated and planned; • audit work is not duplicated; • external audit can rely on the work carried out by internal audit; • joint planning takes place; and • issues of mutual concern are resolved. 8. Authority Internal Audit has unrestricted access to all the University’s management and staff including the Chair of the Audit Committee and the Vice-Chancellor. Internal Audit has authority to access and examine all information, both paper- based and electronic information residing on computer systems, and to inspect all physical assets. However, they must safeguard any assets or information that they examine and maintain the confidentiality of all information.
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MEMBERSHIP: UNIVERSITY AUDIT COMMITTEE
Status Committee of Council Terms of Office Composition Three (or more) members of Council (who Mr J Samuel 01.07.2008 to 30.06.2012 should be financially literate) chosen by Council Mr M Seligson 01.07.2008 to 30.06.2012 from members of Council other than the Executive Officers, staff or students Adv A Mopp 01.07.2008 to 30.06.2012 Other members appointed by Council, not being Mr MA Thompson 01.07.2008 to 30.06.2012 staff or students The Vice-Chancellor Dr M Price ex officio Assessor The Executive Director: Finance Prof E Uliana ex officio Members The Registrar Mr HT Amoore ex officio The Internal Audit Manager Mr G Murcott Chair Member of Council other than Executive Mr CM McClelland 01.07.2008 to 30.06.2012 Officers, staff or students appointed by Council to be Chair Deputy Chair Member of Council other than Executive Mr A Jakoet 01.07.2008 to 30.06.2012 Officers, staff or students appointed by Council to be Deputy Chair Terms of Office Four years from 1 July. Serviced by Executive Director of Finance, or nominee Mr PFB Grant Servicing Officer Email: [email protected] Phone: 650-2109 Details
Page 475 of 521 UNIVERSITY BUILDING & DEVELOPMENT COMMITTEE (UB&DC)
UNIVERSITY BUILDING & DEVELOPMENT COMMITTEE (UB&DC)
1. STATUS: Committee of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; via PC 02/2003, dated 26 February 2003; Senate, via PC xx/2005 dated 27 July 2005; Senate, via PC 04/2006 dated 26 April 2006; Senate, via Special PC 04/2006 dated 26 April 2006 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To direct the physical planning and spatial development of the campuses and to direct major building projects, giving particular attention to strategic issues, ensuring the sustainable development and management of the university's built environment and landscape.
4. COMPOSITION: The Vice-Chancellor or a deputy appointed by the Vice-Chancellor Four people appointed by Council Four members appointed by Senate of the academic staff Two people appointed by the Cape Provincial Institute of Architects One or two appointed by the Students’ Representative Council The Registrar Executive Director: Properties and Services
5. CHAIR/DEPUTY CHAIR: The Chair and Deputy Chair are appointed by Council.
6. QUORUM: 50% of the members constitute a quorum.
7. TERMS OF OFFICE: Four years from 1 July (as a general rule a member would not serve longer than two terms) in the case of Council and CPIA appointees, three years in the case of of Senate appointees, and a calendar year in the case of SRC appointees.
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8. TERMS OF REFERENCE: • To direct physical planning and spatial development proposals for University Strategy Committee (UC) consideration; • To approve professional appointment; • To direct large projects; • To review and evaluate reports on the monitoring activities iro medium/small projects (managed by the Executive Director: Properties & Services); • To take cognisance of Rhodes Will Act; • To review and evaluate reports on monitoring activities iro the planned and reactive building, landscape, and services maintenance programmes; • To ensure that environmental issues and the development of the built environment and the campus landscape are managed.
9. PROCEDURES: The UB&DC is supported by two standing committees, the PPLC and the SAC (see appendices 1, 2 and 3), and by ad hoc User Committees, Project Implementation Committees and Design review Committees (see appendix 4).
The Annual Report by the Committee to the Vice-Chancellor is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the Vice-Chancellor in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: The University Building and Development Committee (UB&DC) operates where Council has approved capital budget.
The UB&DC has delegated authority to let contracts and make professional appointments for projects up to R5million inclusive of fees and taxes.
The Executive Director: Properties & Services has delegated authority to let contracts and make professional appointments for projects up to R2million inclusive of fees and taxes. The Executive Director must report action taken to the UB&DC.
The UB&DC makes proposals (i.e. has no delegated authority) to Council for professional appointments and for contracts for projects above R5million inclusive of fees and taxes.
11. This committee is serviced by the Properties & Services Department
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MEMBERSHIP: UNIVERSITY BUILDING & DEVELOPMENT COMMITTEE
Status Committee of Council Term of Office Composition The Deputy Vice Chancellor responsible Prof T Nhlapo ex officio for Planning and Budgeting Four people appointed by Council Councillor O Kinahan 01.07.2008 to 30.06.2012 Mr Justice CT Howie 01.07.2008 to 30.06.2012 Mr Andrew Boraine 01.07.2008 to 30.06.2012 Ms P Vinjevold 01.07.2008 to 30.06.2012 Four members appointed by Senate from Dr R Hill 01.07.2008 to 30.06.2012 the academic staff Prof I Low 01.07.2008 to 30.06.2012 Prof S Parnell 01.07.2008 to 30.06.2012 Prof V Watson 01.07.2008 to 30.06.2012 Two members nominated by the Cape Ms L Robinson (Consultnt) 01.07.2008 to 30.06.2012 Institute of Architects Mr A Robertson 01.07.2008 to 30.06.2012 One or two appointed by the Student Mr N Rosslee 01.01.2008 to 31.12.2008 Representative Council Mr G Moyo The Registrar Mr HT Amoore Executive Director: Properties & Services Mr J Critien A Council nominee who is familiar with Ms D Collier 01.07.05 to 30.06.08 contracting and contracting disputes Assessor Member The Executive Director: Information & Ms P Moll 01.07.2008 to 30.06.2012 Communication Technology or nominee Chair Appointed by Council Mr MA Thompson 01.07.04 to 30.06.2008 Deputy Chair VACANT 01.07.04 to 30.06.2008 Terms of Office Four years from 1 July (as a general rule a member would not serve longer than two terms of four years). Serviced by Properties & Services Mr GD Metcalf Servicing Officer Email: [email protected] Phone: 650-2247 Details
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UNIVERSITY DEVELOPMENT COMMITTEE (UDC)
1. STATUS: A Committee of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Council via PC xx/2006; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: The University Development Committee (hereinafter, UDC) exists to manage the prioritisation and implementation of all university projects requiring external fund- raising and serves as the primary point of clearance for establishing and maintaining donor relationships.
4. COMPOSITION: The Vice-Chancellor (Chair) The Deputy Vice-Chancellors Deans of Faculties The Dean of CHED Director, Graduate School of Business Executive Director: Communication & Marketing Executive Director: Development & Alumni Executive Director: Finance Such members as may be co-opted or invited, when appropriate
5. CHAIR/DEPUTY CHAIR: The Committee is Chaired by the Vice Chancellor, Acting Vice-Chancellor, or his/her nominee.
6. SPECIAL QUORUM RULES: An attendance of 70% constitutes a quorum.
7. TERMS OF OFFICE: For such a period as the members remain in their posts.
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8. TERMS OF REFERENCE: The UDC meets quarterly, or on other occasions as may be necessary to discharge the following responsibilities: (a) Reviewing and approving the suitability of all projects for external fundraising - planned and opportunistic - to the benefit the university; (b) Reviewing and approving the appropriate governance and management structures for projects requiring external funding; (c) Reviewing and approving the university’s relationships and commitments to be entered into with philanthropic foundations and other agenda-driven donors; (d) Acting as arbiter and decision-maker in the allocation of bequests and donations of uncertain purpose (note, this is distinct from undesignated bequests and donations, which are allocated to the general UCT Foundation endowment); (e) Reviewing and approving the development and alumni strategies of the University; (f) Guiding and approving strategy of the faculties with regard to Development, Communication, Alumni & Marketing (DCAM)
9. DELEGATED AUTHORITY: Nil
10. The Committee is serviced by the Department of Development and Alumni Affairs
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MEMBERSHIP: UNIVERSITY DEVELOPMENT COMMITTEE (UDC)
Status Committee of Council Term of Office Composition The Vice-Chancellor Dr M Price The Deputy Vice-Chancellors Prof J Beall ex officio Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser The Deans of the six faculties The Dean of CHED A/Prof N Yeld The Director, GSB Prof F Horwitz The Executive Director: Development & Alumni Dr J McNamara The Executive Director: Communication & Ms G Kruger Marketing The Executive Director: Finance Prof E Uliana Such members as may be ad hoc co-opted or invited, when appropriate Chair/Deputy Chair The Committee is Chaired by the Vice- Dr M Price Chancellor, Acting Vice-Chancellor Terms of Office For such a period as the members remain in their posts Serviced by Development and Alumni Department Ms D Sickle Servicing Officer Email: [email protected] Phone: 650- 4142 Details
Page 481 of 521 UNIVERSITY EQUIPMENT COMMITTEE (UEC)
UNIVERSITY EQUIPMENT COMMITTEE (UEC)
1. STATUS: Committee of Senate
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (c) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 (d) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To consider and help Faculties and Departments to acquire the necessary large items of equipment for teaching and research.
4. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors (ex officio) The Chair (see below) The Chair of the University Research Committee The Executive Director: Communication & Development The Deans of the six Faculties, or their nominees The Dean of CHED or nominee The Executive Director: Communication & Development or nominee The Director: Electron Microscope Unit The Director: Central Equipment Facility
5. CHAIR/DEPUTY CHAIR: The Chair is appointed by Senate on the nominations of the Nominations Committee.
6. SPECIAL QUORUM RULES: Three members of the Committee, including the Chair and Deputy Chair.
7. TERMS OF OFFICE: Four years, with one member retiring each year.
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8. TERMS OF REFERENCE: The Committee will consider all matters concerning the funding of: 8.1 Equipment required for teaching purposes 8.2 Equipment required for research purposes, where such equipment is also to be available for use by undergraduate and postgraduate students, as required 8.3 Audio-visual equipment. The definition of equipment, as approved by the UEC, is provided in Appendix 1.
9. PROCEDURES: 9.1 The Committee shall interact closely with Faculties to ensure that they manage their equipment needs properly. The Committee shall also encourage Faculties to ensure that expenditure on equipment is in accordance with the University’s overall objectives in this regard. 9.2 The Committee will create opportunities for transfer of equipment between faculties, sharing of equipment and seeking opportunities for rationalisation, where possible. 9.3 The Committee shall represent the University on the Regional Expensive Equipment Programme (REEP). 9.4 The committee shall ensure that proper procedures are established to provide for the needs of the University. This shall include the establishment and maintenance of a database of all expensive equipment within the University. The Committee shall provide the Director: Finance with information needed to establish proper amortisation policies in regard to equipment. 9.5 The Committee shall work with Deans to provide equipment for new academic buildings and new departments. This includes the provision of new equipment to satisfy a change in the function of an existing department or a change in research direction. 9.6 The Chair of the Committee will ensure that the policy decisions of the Committee are consistent with those of the University Research Committee, since the equipment needs in teaching and research are complementary to each other and there can be no satisfactory separation of one from the other. 9.7 The Committee shall submit applications on behalf of the University to the Equipment Committee of the National Science Foundation. 9.8 The Committee will control the provision of funds for unusually expensive repairs to equipment, which are beyond the capacity of a faculty budget. 9.9 The Committee will control the provision and maintenance of audio-visual equipment (subject to compliance with the UC Equipment definition).
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9.10 The Committee shall, whenever requested, advise Deans regarding their equipment requirements. All correspondence regarding equipment matters, whether with individual academics or departments, shall be conducted via the relevant Dean’s Office. 9.11 The Committee shall provide the Director: Finance with information necessary to ensure that funds awarded to Deans for equipment are consistent with the overall objectives and strategies of the Equipment committee. 9.12 The approval of the Chair of the Committee shall be required before Deans apply to the Director: Finance for permission to use earmarked equipment funds for other purposes. 9.13 The annual report by the Committee to the Chair of the University Research Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee Chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: The Committee has the authority to request, obtain and expend a budget allocated to it each year, reporting its decisions through the Principal’s Circular for information.
11. This committee is serviced by the Research & Innovation Department.
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APPENDIX 1
DEFINITION OF “EQUIPMENT”
This definition was endorsed by the UEC on 19 July 2005.
Definition “Equipment” may be regarded as consistent with the general perception of equipment, meeting the following criteria: (i) May be defined as a facility or system (with coherent ‘jointedness’) which provides some experimental, analytical, processing, testing, measurement or recording capability, for teaching and/or research purposes. (ii) Is a stand alone facility, which is not permanently attached to or integrated into a building structure. (iii) In addition, but only for the purpose of recording in the EDB, the value of the facility should be more than R100k. Inclusions In this context, large single unit expensive conventional EQUIPMENT items (e.g. scanning electron microscope, spectrophotometer, tensile testing machine, etc) are all obviously included. So too, for inclusion in the EDB, would be coherent agglomerations of (usually electronically dependent) equipment devices which make up a cohesive FACILITY (e.g. TV recording studio, several computers {or microscopes} in a micro-lab (but not a single computer), language laboratory or moot court (in view of its video conferencing capability), film and new media studio, etc).
Such conventional EQUIPMENT or cohesive agglomerated equipment FACILITY, may also be regarded as being available (“for hire” so to speak) to others, particularly for research purposes, by research colleagues, other Departments or Universities or even others from the wider community (including industry and the public).
This perception of equipment would also need to incorporate the concepts of maintenance and also depreciation, as far as the EDB is concerned.
Exclusions 1. Books and book collections 2. Vehicles in the car scheme (but Departmental vehicles e.g. Botany for field trips, or Geomatics’ Landrover for survey camps, etc are included in the EDB). 3. Physical buildings, associated heating and/or air-conditioning, office furniture, including photocopiers, etc. 4. Conventional classroom teaching facilities (overhead projectors, data projectors) where these fall under the Classroom Facilities Unit.
(For the purposes of the EDB, small items (less expensive than R100k), should be excluded, unless agglomerated into a coherent FACILITY).
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Core Equipment Facility Terms of Reference
Definition The Core Equipment Facility (CEF) at UCT is a virtual facility that operates as a sub- committee of the University Equipment Committee (UEC). It has a clear operational structure, governing physically dispersed major equipment facilities across both the Upper Campus and Health Sciences Campus. All multi-user equipment of value greater than R500,000 will be encouraged to be part of, and fall under the (high level) operational control of, the CEF.
Purpose and composition The purpose of the CEF is to provide a unified and structured operational framework to oversee acquisition, optimal operation, maintenance and planned replacement of all major (>R500,000), multi-user, equipment housed by the University of Cape Town.
The CEF sub-committee will comprise three members of the UEC, one each from the faculties of Science, Engineering and the Built Environment, and Health Sciences. The Chair of the sub-committee will be selected from that group.
• All facilities are required to operate under the following administrative procedures: 1. have a clearly defined, advertised and agreed to pricing structure for usage (in- house, other university and commercial usage, if appropriate), updated annually and approved by the sub-committee 2. maintain income and expenditure records 3. maintain records in the Research Office Equipment Database 4. keep records of all users and hours of usage 5. keep records of all publications and post-graduate thesis output
These records must be available to the sub-committee, and reported on annually to the UEC. • All multi-user (>R500,000) equipment funded by UCT or bought through UCT is required to be part of the CEF. • Only equipment of value greater than R500,000 falling under jurisdiction of the CEF will have access to emergency repair, insurance and contributions towards planned replacement. • Each facility will be linked to a dedicated (vatable) fund, and all such funds will be linked to a single cost centre for ease of reporting.
Responsibilities All new major equipment will be bought through the sub-committee, based on motivations for replacement or acquisition initiated by academic staff of the University, and informed by a medium- to long-term planned replacement and acquisition strategy developed by the sub-committee and approved by the UEC. Final decisions on equipment acquisition will be made by the UEC.
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General responsibilities of the CEF will include: • Advertisement across campus of available equipment and rates of hire • Facilitate access to such equipment where necessary, encouraging multi-user and limited commercial usage • Ensure integrity of database entries • Coordinate regional equipment needs and priorities (US, UWC, National labs) • Ensure efficient operation and utilization of individual facilities • Monitor and report on usage and cost recovery of individual facilities.
Reporting structure The sub-committee will report to the UEC. Meetings to be held at least twice per year.
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MEMBERSHIP: UNIVERSITY EQUIPMENT COMMITTEE (UEC)
Status Committee of Senate Term of Office Composition The Vice-Chancellor Dr M Price ex officio The Deputy Vice-Chancellors Prof J Beall ex officio Prof T Nhlapo Prof C Soudien (Acting) to 31.12.2009 Prof DP Visser The Chair Prof RB Tait 01.07.2008 to 30.06.2012 The Chair of the University Research Prof DP Visser ex officio Committee The Executive Director of Communication & Ms D Sickle 01.07.2008 to 30.06.2012 Development, or nominee The Deans of the six faculties, or their COM: Prof R Chivaka 01.07.2008 to 30.06.2012 nominees EBE: Dr A Wilkinson 01.07.2008 to 30.06.2012 FHS: Prof M Collins 01.07.2008 to 30.06.2012 HUM: A/Prof C Tredoux 01.07.2008 to 30.06.2012 LAW: Prof J Burchell 01.07.2008 to 30.06.2012 SCI: Prof G Jackson 01.07.2008 to 30.06.2012 The Dean of Higher Education Dr D Worth 01.07.2008 to 30.06.2012 Development or nominee The Director: Central Equipment Facility Prof A le Roex 01.07.2008 to 30.06.2012 The Director: Electron Microscope Unit Prof BT Sewell 01.07.2008 to 30.06.2012 Chair The Chair is appointed by Senate on the Prof RB Tait 01.07.2008 to 30.06.2012 nominations of the Nominations Committee, and, if not a member in some other capacity, is appointed by Senate to be Chair, and a member of the committee Deputy Chair A member chosen by the committee from Prof A le Roex 01.07.2008 to 30.06.2012 its members. Terms of Office Four years, with one member retiring each year. Serviced by Research & Innovation Department Ms C McBride Servicing Officer Email: [email protected] Phone: 650-2432 Details
Page 488 of 521 UNIVERSITY FINANCE COMMITTEE (UFC)
UNIVERSITY FINANCE COMMITTEE (UFC)
1. STATUS: Joint Committee of Senate and Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Council 06.08.03; Senate, via PC 08/2003 dated 27 August 2003; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: The University Finance Committee exists to provide to Council the advice needed to ensure the financial health of the University.
4. COMPOSITION: The Vice-Chancellor Two Deputy Vice-Chancellors nominated by the Vice-Chancellor The Executive Director: Finance Three members of Council as members, and two people as alternate members appointed by Council, and one person who does not need to be a member of committee as a member Two members of Senate as members, and two members as alternate members appointed by Senate One member of the SRC as a member, and one member of the SRC as an alternate member appointed by the SRC Any ad hoc appointment by the committee as may be required from time to time, subject to approval by Senate and Council
Note: Alternate members may attend and participate in debate, in any meeting, but may only vote if the substantive member is not present.
5. CHAIR/DEPUTY CHAIR Chair: A person appointed by Council Deputy: A person appointed by Council
6. SPECIAL QUORUM RULES: Four members, provided that at least one member appointed by Council and one member appointed by Senate is present.
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7. TERMS OF OFFICE: Senate and Council members: four years from 1 July. Student members: one calendar year.
8. TERMS OF REFERENCE: 8.1 to consider the UCT financial strategy for recommendation to the Council 8.2 to approve all financial policies and procedures; 8.3 to propose levels of delegated financial authority for approval by Council; 8.4 to propose the capital budget; 8.5 to note and record all major decisions taken within the delegation of authority; 8.6 to submit the annual UCT operating budget, including proposed tuition and residence fees, to Council for approval; 8.7 to approval the allocation of additional budget during the year, within delegated authority limits, or if not to submit proposals to Council; 8.8 to review the financial impact of any change in the UCT investment policy; 8.9 to review the financial impact of the UCT risk management strategy and policies; 8.10 to consider the UCT annual financial statements, and submit these to Council with a recommendation; 8.11 to report to Council quarterly on actual performance against budget and annually on the financial statements.
9. PROCEDURES 9.1 The UFC will meet quarterly, or more often as required 9.2 The UFC will debate all issues in such a way as to be able to make firm recommendations to Council 9.3 The UFC will operate within the planning and strategic frameworks decided by Senate and Council 9.4 The UFC will keep a record of all budget allocations as a document of public record
10. This committee is serviced by the Executive Director, Finance or nominee.
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MEMBERSHIP: UNIVERSITY FINANCE COMMITTEE
Status Joint Committee of Senate and Terms of Office Council Composition The Vice-Chancellor Dr M Price ex officio Two Deputy Vice-Chancellors nominated Prof T Nhlapo ex officio by the Vice-Chancellor tba The Executive Director: Finance Prof E Uliana ex officio Three members of Council as members, Ms D Budlender 01.07.2008 to 30.06.2012 and two people as alternate members (A) Mr A Jakoet 01.07.2008 to 30.06.2012 appointed by Council, and one person Ms P Vinjevold (Alt) 01.07.2008 to 30.06.2012 who does not need to be a member of committee as a member Dr A Barday (Alt) 01.07.2008 to 30.06.2012 01.07.2008 to 30.06.2012 Two members of Senate as members, Prof M Wormald 01.07.2008 to 30.06.2012 and two members as alternate members Prof N Nattrass 01.07.2008 to 30.06.2012 appointed by Senate Prof R Dorrington (Alt) 01.07.2008 to 30.06.2012 A/Prof A Watson (Alt) 01.07.2008 to 30.06.2012 One member of the SRC as a member Name provided by the servicing One calendar year and one member of the SRC as an officer alternate member appointed by the SRC Chair A person appointed by Council Mr TD Petersen 01.07.2008 to 30.06.2012 Deputy Chair A person appointed by Council Mr A Jakoet 01.07.2008 to 30.06.2012 Terms of Office Senate and Council members: four years from 1 July Student members: one calendar year. Serviced by The Executive Director, Finance or Mr HR Maritz nominee Servicing Officer Email: [email protected] Phone: 650-2133 Details
Page 491 of 521 UNIVERSITY HUMAN RESOURCES COMMITTEE (UHRC)
UNIVERSITY HUMAN RESOURCES COMMITTEE (UHRC)
1. STATUS: Committee of Senate and Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Council 5 October 2005; Council 6 September 2006 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To ensure effective and co-ordinated oversight of the development and implementation of Human Resource Strategy and Policy in support of the University Vision and Mission, with specific attention to UCT’s ability to create the conditions in which it is able to attract, recruit and retain appropriate talent.
4. COMPOSITION: The Vice-Chancellor (ex officio) Six members appointed by Council of whom two should be Council members A Deputy Vice-Chancellor nominated by the Vice-Chancellor A Dean chosen by the Deans Two members of staff appointed by Senate The Executive Director, Human Resources
5. CHAIR/DEPUTY CHAIR: Chair: A Member of Council appointed by Council Deputy: The Vice-Chancellor’s nominee.
6. SPECIAL QUORUM RULES: Five members constitute a quorum.
7. TERMS OF OFFICE: Four years from 1 July. As a general rule a member will not serve more than two terms of four years.
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8. TERMS OF REFERENCE: 8.1 to ensure co-ordinated oversight and adequate attention to HR strategy and policy in support of the University vision and mission; 8.2 to ensure that the implementation of employment equity processes and reporting is properly facilitated and reported upon thereby contributing to the achievement of employment equity targets and objectives as well as complying with employment equity legislation and the objectives of that legislation; 8.3 to review employee relations and ensure good practice; 8.4 to review compensation and benefits policies and practices so that they support the UCT employer value proposition; 8.5 to review staff attraction, recruitment and selection and ensure good practice so that people talent is attracted and selected; 8.6. to review people development strategy and practice and ensure good practice; 8.7 to give advice to Council on Human Resource policy and staff matters at the request of Council, to provide information as required, and to report formally to Council at least once per annum. 8.8 to receive reports and report to Council on the adherence of external service providers to the Code of Conduct;
9. PROCEDURES: The Executive Director Human Resources shall report to the UHRC on Human Resource strategy and progress against plans on a regular basis so that the UHRC may exercise appropriate oversight and be in a position to report to the Vice Chancellor and Council as required. 10. This committee is serviced by the Executive Director, Human Resources or nominee. 11. The UHRC has the following Committees within its cluster and will receive reports as indicated in the table below:
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Regular reporting via copies o Employee Relations Management Committee of minutes o Human Resources Development Committee o Consultative Forum on Academic Staff Matters o Joint Consultative Forum on Employment Equity Exception reporting on o Committees of Inquiry (COI) specific deviations and o Committees of Review: Probationary Service problems. o Committees of Review : Unsatisfactory Performance o Council Appointments Committee o Council’s Standing Review Tribunal for Staff Discipline o Disciplinary and Appeal Committees: Administrative & Support Staff o Preliminary Investigating Committees (PIC) o Committees of Review : Unsatisfactory Performance o Council Appointments Committee Annual and periodic summary o Educare Committee and trend reporting. o Academic Remuneration Review Committees o Selection Committees: o Associate Professor, Senior Lecturer, Lecturer & Assistant Lecturer; o Professorial Posts; o Adjunct Professors; o Deans, DVC’s and VC o Honorary Professors and/or Honorary Associate Professors; o Professional and Support Services (Payclasses 9 to 12)
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MEMBERSHIP: UNIVERSITY HUMAN RESOURCES COMMITTEE
Status Committee of Senate and Council Term of Office Composition The Vice-Chancellor Dr M Price ex officio Six members appointed by Council of whom Ms V Doo 01.07.2008 to 30.06.2012 two should be Council members Prof E Kalula 01.07.2008 to 30.06.2012 Mr D Sonnenberg 01.07.2008 to 30.06.2012 Mr W Shisana 01.07.2008 to 30.06.2012 Mr S Teladia 01.07.2008 to 30.06.2012 Em Prof RE Kirsch 01.07.2008 to 30.06.2012 A Deputy Vice-Chancellor nominated by the Prof D Visser ex officio Vice-Chancellor A Dean chosen by the Deans A/Prof N Yeld 01.07.05 to 30.06.08 Two members of staff appointed by Senate Prof J Louw-Potgieter 01.07.2008 to 30.06.2012 Prof ER Kalula 01.07.2008 to 30.06.2012 The Executive Director: Human Resources Mr K Raphoto ex officio Assessor Members of the HR management as ex officio Members necessary
Chair A member of Council Ms V Doo Deputy Chair The Vice-Chancellor’s nominee Prof D Visser Terms of Office Four years from 1 July. As a general rule a member will not serve more than two terms of four years Serviced by The Executive Director HR, or nominee Mr J Cloete Servicing Officer Email: [email protected] Phone: 650 4226 Details
Page 495 of 521 UNIVERSITY INFORMATION AND COMMUNICATION TECHNOLOGY COMMITTEE (UICTC)
UNIVERSITY INFORMATION AND COMMUNICATION TECHNOLOGY COMMITTEE (UICTC)
1. STATUS: Joint Committee of Senate and Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To ensure appropriate use of information and communication technology by UCT by operating as a specialist, strategic-planning committee for ICT at UCT.
4. COMPOSITION: The Vice-Chancellor (ex officio) A Deputy Vice-Chancellor nominated by the Vice Chancellor with executive oversight of information and communication technology (ICT) The Dean, CHED or nominee The Executive Director, Information and Communication Technology (ICT) The Executive Director, University Libraries A representative of the ICT Committees of each Faculty, of the GSB, and of CHED The Executive Director, Finance The Registrar or nominee Two members of Council appointed by Council
5. CHAIR/DEPUTY CHAIR: Chair: A Deputy Vice-Chancellor nominated by the Vice-Chancellor Deputy: A member of the committee chosen by the committee
6. SPECIAL QUORUM RULES Nil
7. TERMS OF OFFICE Not applicable
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8. TERMS OF REFERENCE The primary responsibility for bringing forward well informed planning proposals to the UICTC will rest with the Executive Director of Information and Communication Technology, who will in turn respond to, and lead, the ICT User Group.
The Executive Director, University Libraries, who will carry responsibility for access to new digital resources, will also play a major role in this committee.
The Committee is: • to operate as a specialist arm of the University Strategy Committee; • to be responsible for formulating strategic planning proposals, for information and communication technology • to engage with the ICT Users Group and with the ICT Committees of faculties, CHED and the GSB, allowing strategic planning proposals in the area of ICT to be developed from the “bottom up” • to engage with the ICT implications and requirements of all major strategic and other initiatives in the Senate and in Council, and • to act as arbiter where ICT policies and standards cannot be agreed in the ICT User Group.
The Committee is not responsible for the supply of ICT services, this will be the responsibility of the ITS Department and of ICT support staff within faculties, managed through service level agreements. The Committee is not responsible for ICT budgeting; ICT budgets will be part of the composite budgets of faculties and support departments, including ITS, considered by the University Strategy Committee, the University Finance Committee and Council.
9. PROCEDURES Not applicable.
10. This Committee will be serviced by the Director of Information and Communication Technology, or nominee.
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MEMBERSHIP: UNIVERSITY INFORMATION AND COMMUNICATION TECHNOLOGY COMMITTEE (UICTC)
Status Joint Committee of Senate and Council Terms of Office Composition The Vice-Chancellor Dr M Price ex officio A Deputy Vice-Chancellor nominated by the Prof J Beall ex officio Vice-Chancellor with executive oversight of information and communication technology (ICT) The Dean, Higher Education Development Mr S Marquard 01.07.2008 to 30.06.2012 or nominee Alt: Prof PG Underwood The Executive Director, Information and Mr S Janse van Rensburg ex officio Communication Technology Services (ICTS) The Executive Director, University Libraries Ms J Rapp ex officio A representative of the ICT Committees of Com: Mr J Rousseau each faculty, of the GSB, and of CHED EBE: Dr B Reed FHS: Dr E Lee Pan Hum: Dr J de Wet Prof J Hambidge Law: A/Prof J Hofman Sci: Prof D Aschman GSB: Mr L Stringer CHED:Ms K Czerniewicz The Executive Director, Finance Prof E Uliana ex officio The Registrar or nominee Mr HT Amoore ex officio Two members of Council appointed by Dr A Barday 01.07.2008 to 30.06.2012 Council Vacant 01.07.2008 to 30.06.2012 Chair A Deputy Vice-Chancellor nominated by the Prof J Beall Vice-Chancellor Deputy Chair A member of the committee chosen be the committee Terms of Office Not applicable Serviced by Executive Director of Information and Mrs PJ Thompson Communication Technology, or nominee Servicing Officer Email: [email protected] Phone: 650-3012 Details
Page 498 of 521 UNIVERSITY RESEARCH COMMITTEE (URC)
UNIVERSITY RESEARCH COMMITTEE (URC)
1. STATUS: Joint Committee of Senate and Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate and Council, via PC1A/2001 dated 7 February 2001; PC04/2002, dated 17 April 2002, PC06/2004 dated 23 June 2004; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To develop the University’s strategy for research, scholarship and innovation, thus contributing to the University’s overall mission. To promote research, scholarship and innovation, and the well being of researchers and scholars at UCT.
4. COMPOSITION The Vice-Chancellor (ex officio) The Deputy Vice-Chancellor, with responsibility for Research The Chair of the University Research Council (URC) (if not already a member) The Chair of the University Equipment Committee Six members of staff appointed by Senate, which is to choose broadly-based, expert members with insight into a broad spectrum of disciplines. A member of Council chosen by Council The Executive Director: University Libraries (ex officio) Assessor Member: The Executive Director: Finance or nominee Co-opted Members: The Dean of CHED A member of the Humanities Faculty (Performing Arts)
5. CHAIR/DEPUTY CHAIR: Chair: A member of Senate appointed by Senate to be Chair, and a member, of the URC. Deputy: Chosen by the committee from its members.
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6. SPECIAL QUORUM RULES: Four members constitute a quorum.
7. TERMS OF OFFICE: Four years from 1 July, renewable for one further term of three years.
8. TERMS OF REFERENCE: (a) To develop and submit policy proposals for research and innovation; (b) To develop and monitor institutional performance indicators for research and innovation, to enable it to report to Senate and to Faculties. (c) To identify, initiate and promote research directions and developments which are new and/or of strategic importance; (d) To ensure and encourage access to research funding, locally nationally and internationally; (e) To work with the Department of Communication & Development in substantial research fundraising; other than from research agencies, towards agreed strategic priorities (f) To interrogate and integrate faculty-level research plans, examining possible areas for cross-faculty and inter-institutional collaboration (e.g. where there is overlap) and development; (g) To develop, initiate and sustain an environment that supports researchers and scholars and in particular supports and nurtures young researchers and scholars. (h) To oversee the work of committees in the research cluster with the objective of ensuring that they are effective in relation to their goals.
9. PROCEDURES: 9.1 The URC will seek allocations for research, equipment, postgraduate awards and postdoctoral fellowships from the University Strategy Committee/University Finance Committee and Council, and allocate from this, including allocations (which may have been earmarked) for the Equipment Committee.
Note: The URC may make block grants to individuals or devolve this to faculties. The URC will retain funds for grants to individual researchers under specific conditions. When the allocation of individual block grants is devolved to Faculty level, the exercise of due care on the part of Faculty Deans to ensure fairness will be monitored by the URC. 9.2 The Committee controls the allocation of the income distribution from permanent endowment funds for research and research equipment, principally the Bremner fund and the Fourcade fund.
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9.3 The Committee considers, and makes recommendations to Senate, for the recognition of research units, groups, centres or institutes, in terms of the criteria determined by Senate. 9.4 The Committee makes start-up grants for research to new academic staff, considering recommendations from faculty research committees quarterly. 9.5 The Committee may make research stimulation grants as seed funding for research initiatives, considering applications annually. 9.6 The Committee may set aside funds to and may make postdoctoral fellowship awards. 9.7 The Chair of the Committee must submit a report in December each year on the work of the URC and of the committees in the URC cluster, to the Vice- Chancellor, of such a nature as to place the Vice-Chancellor in a position to report to the Council on behalf of the Senate on the work of the URC and the committees in the research cluster.
10 DELEGATED AUTHORITY: The Committee has authority to make awards from funds under its control. 11 This Committee is serviced by the Research & Innovation Department.
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MEMBERSHIP: UNIVERSITY RESEARCH COMMITTEE (URC)
Status Joint Committee of Senate and Council Terms of Office Composition The Vice Chancellor ex officio Dr M Price ex officio The Deputy Vice-Chancellor with responsibility Prof DP Visser ex officio for Research The Chair of the URC (if not already a n/a ex officio member) Six members of staff appointed by Senate, Prof J Cleymans 01.07.2008 to 30.06.2012 which is to choose broadly-based, expert Prof STL Harrison 01.07.2008 to 30.06.2012 members with insight into a broad spectrum of disciplines Prof M Liebbrandt 01.07.2008 to 30.06.2012 Prof J Burchell 01.07.2008 to 31.12.2008 Prof A le Roex 01.07.2008 to 30.06.2012 A/Prof C Tredoux 01.07.2008 to 30.06.2012 A member of Council chosen by Council EmProf R Kirsch 01.07.2008 to 30.06.2012 Chair of the University Equipment Committee Prof RB Tait ex officio The Executive Director, University Libraries ex Ms J Rapp ex officio officio Chair The Chair is a member of Senate appointed Prof DP Visser 01.07.2008 to 30.06.2012 by Senate to be Chair, and a member, of the URC Deputy Chair The Deputy Chair is chosen by the committee Prof CL Vaughan 01.07.2008 to 30.06.2012 from its members. Terms of Office Four years from 1 July 2002 renewable for one further term of four years. Co-Option A member of CHED A/Prof N Yeld 01.07.2008 to 30.06.2012 A member of Humanities Faculty (Performing Prof M Fleishman 01.07.2008 to 30.06.2012 Arts) Assessor Member The Executive Director of Finance or nominee Mr P Grant 01.07.2008 to 30.06.2012 Serviced by Research & Innovation Department. Ms C McBride Servicing Officer Email: [email protected] Phone: 650 2432 Details
Page 502 of 521 UNIVERSITY STRATEGY FORUM (USF)
UNIVERSITY STRATEGY FORUM (USF)
1. STATUS: Committee of Senate and Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Council, 7 March 2001; Senate via PC 03/2001, dated 22 March 2001; Council, 5 March 2003; Senate, via PC 03/2003 dated 26 March 2003; Senate, 21 November 2007 & Council 5 December 2007 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: to advise Senate and Council on University-wide strategy, and on policies that bear on strategy
4. COMPOSITION: The Vice-Chancellor (ex officio) The Deputy Vice-Chancellors The Deans of Faculties and of CHED and the Director of the GSB Four members of Council appointed by Council Four members of the academic staff appointed by Senate Four students at least one of whom must be a masters or doctoral student nominated by the Students’ Representative Council The Director of the Institutional Planning Office Assessor members Executive Directors and the Registrar
5. CHAIR/DEPUTY CHAIR: Chair: The Vice-Chancellor Deputy: Elected from its members a person to be Deputy Chair for the four year term of office.
7. TERMS OF OFFICE: (a) Council and Senate: four years, concurrent with the term of office of the Council. (b) Students: Two years, with two students serving 2007/2008 and two to 2007; with overlapping two-year terms thereafter.
Page 503 of 521 UNIVERSITY STRATEGY FORUM (USF)
8. TERMS OF REFERENCE: The purpose of the Forum is to advise Senate and Council on University-wide strategy, and on policies that bear on strategy. The Forum is required to be a generative body, and must develop strategy. The Forum has an essentially creative, rather than purely reactive and formal committee, role, and while the Forum will look to the Vice-Chancellor, the Executive Officers and the professional staff to bring well-developed strategy options to the Forum, the Forum must be seen as a place where such options are tested and developed and where new options are generated. The Forum must meet at least twice annually. At the first meeting each year it must review existing strategy, and on the basis of this review, changed circumstances and new information consider new strategies or strategic directions, making recommendations to Council and Senate as it decides. In doing this the Forum must review the plans of the Faculties and the GSB; of ICTS, the libraries and CHED; and of the other PASS departments. At the second meeting a role of the committee will be to test the budget proposals for the following year against agreed strategy to ensure that the budget, to be presented to Council, is consistent with agreed strategy, and to report accordingly to Senate and to Council.
10. The Forum will be serviced by the Institutional Planning Department
Page 504 of 521 UNIVERSITY STRATEGY FORUM (USF)
MEMBERSHIP: UNIVERSITY STRATEGY FORUM (USF)
Status Committee of Senate and Council Terms of Office Composition The Vice Chancellor Dr M Price ex officio The Deputy Vice Chancellors Prof J Beall ex officio Prof T Nhlapo (to 31.12.2012) Prof C Soudien Prof D Visser The Deans of Faculties and of CHED and the Director of the GSB Four members of Council appointed by Em.Prof R Kirsch 01.07.2008 to 30.06.2012 Council Mr T Mhlambiso 01.07.2008 to 30.06.2012 Mr E Patel 01.07.2008 to 30.06.2012 Ms P Vinjevold 01.07.2008 to 30.06.2012 Four members of the academic staff Prof M Alexander 01.07.2008 to 30.06.2012 appointed by Senate Prof ER Kalula 01.07.2008 to 30.06.2012 Prof J Louw-Potgieter 01.07.2008 to 30.06.2012 Prof CL Vaughan 01.07.2008 to 30.06.2012 Four students at least one of whom must be Names provided by the Two years, with two students a masters or doctoral student nominated by servicing officer serving and two with the Students’ Representative Council overlapping two-year terms thereafter. The Director of the Institutional Planning Ms J Favish Office Assessor Executive Directors and the Registrar and members Chair The Vice-Chancellor Dr M Price Deputy Chair Elected from its members a person to be TBA Deputy Chair for the four year term of office. Terms of Office Council and Senate: four years, concurrent with the term of office of the Council. Students: Two years, with two students serving and two with overlapping two-year terms thereafter Serviced by The Institutional Planning Department Mr A Conrad Servicing Officer Email: [email protected] Phone: 650-2179 Details
Page 505 of 521 UNIVERSITY STUDENT AFFAIRS COMMITTEE (USAC)
UNIVERSITY STUDENT AFFAIRS COMMITTEE (USAC)
1. STATUS: Committee of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via PC04/2006 dated 26 April 2006; Senate, via PC05/2006 dated 31 May 2006; Senate, via Special PCxx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To make policy recommendations to Council on matters related to student support services, student development, student housing and student organisations; and to advise on strategic issues related to Student Affairs.
4. COMPOSITION: A Deputy Vice-Chancellor nominated by the Vice-Chancellor The Executive Director: Department of Student Affairs The Dean of CHED, or nominee Three staff members nominated by Senate Two persons appointed by Council, of whom one must be a Council member Director of Student Development Director of Student Housing and Residence Life Five members of the SRC, chosen by the SRC One graduate student (a student registered for a Masters or Doctoral degree) chosen by the SRC One member of the Student Assembly, chosen by the Student Assembly One member of the SRC Residences Sub-Council, chosen by it Members by invitation
5. CHAIR/DEPUTY CHAIR: Chair: The Deputy Vice-Chancellor nominated by the Vice-Chancellor Deputy: A member of the Committee chosen by the committee.
6. SPECIAL QUORUM RULES: Five members, including at least two students and at least two of the members appointed by Council or nominated by Senate
Page 506 of 521 UNIVERSITY STUDENT AFFAIRS COMMITTEE (USAC)
7. TERMS OF OFFICE: Students: one calendar year Other members: four years from 1 July
8. TERMS OF REFERENCE: 8.1 Advise Council on policy for student support services, student development, student housing, and student welfare 8.2 identify policy gaps and strategic matters in student affairs and make recommendations on these to the relevant structures 8.3 promote co-operative governance by stimulating student activity in all sectors of student governance 8.4 from the approved budget, allocate funds to its constituent committees and associate working groups
9. PROCEDURES: The Annual Report by the Committee to the Vice-Chancellor is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the Vice-Chancellor in the position to judge how well the Committee has performed
10. This committee is serviced by the Department of Student Affairs.
Page 507 of 521 UNIVERSITY STUDENT AFFAIRS COMMITTEE (USAC)
MEMBERSHIP: UNIVERSITY STUDENT AFFAIRS COMMITTEE (USAC)
Status Committee of Council Terms of Office Composition A Deputy Vice-Chancellor nominated by the Prof C Soudien ex officio Vice-Chancellor The Executive Director: DSA Ms M Khan ex officio The Dean of CHED, or nominee Ms A Short ex officio Three staff members nominated by Senate Dr C Sikakana 01.07.2008 to 30.06.2012 Dr N Shabalal 01.07.2008 to 30.06.2012 Prof A Zingoni 01.07.2008 to 30.06.2012 Two persons appointed by Council, of Ms D Budlender 01.07.2008 to 30.06.2012 whom one shall be a Council member Prof R Kirsch 01.07.2008 to 30.06.2012 Director: Student Development Ms E Goliath ex officio Director: Student Housing Mr G Willis ex officio Five members of the SRC, chosen by the Name provided by One calendar year SRC Servicing Officer One graduate student (a student registered One calendar year for a Masters or Doctoral degree) chosen by the SRC One member of the Student Assembly, One calendar year chosen by the Student Assembly One member of the Residences Sub- Name provided by the One calendar year Council, chosen by it servicing officer Chair The Deputy Vice-Chancellor nominated by Prof C Soudien (Acting) to 31.12.2009 the Vice-Chancellor Deputy Chair A member of the Committee chosen by the Em Prof r Kirsch 01.07.2008 to 30.06.2012 committee By Invitation Director: Student Wellness Service and Dr I Mackintosh Ex officio Disability Service Director: Student Funding and Ms S Ntshongwana Administration Terms of Office Sudents: one calendar year Other members: four years from 1 July. Serviced by Student Development and Services Mr J September Department Servicing Officer Email: [email protected] Phone: 650- 3925 Details
Page 508 of 521 UNIVERSITY STUDENT DISCIPLINE TRIBUNAL
UNIVERSITY STUDENT DISCIPLINE TRIBUNAL
DJP 5.1 The University Student Discipline Tribunal ( the University Tribunal) must be presided over by a proctor. DJP 5.2 A proctor- (a) hears the matter with two assessors where the Senior Proctor, or in his or her absence the Vice-Chancellor’s nominee, considers that the breach of conduct is serious enough to warrant a sentence allowed by DJP5.12; and (b) hears all other matters without assessors. DJP 5.3 The University Tribunal constituted by a proctor sitting without assessors has- (a) a jurisdiction of first instance; (b) a jurisdiction to rehear a student housing matter referred to it in terms of DJP4.5: and (c) a jurisdiction to impose a sentence in a student housing matter referred to it in terms of DJP4.3. DJP 5.4 The University Tribunal constituted by a proctor sitting with assessors has (a) a jurisdiction of first instance; (b) a jurisdiction to hear appeals against the decisions of the University Tribunal in terms of DJP5.3 (a) or DJP 5.3 (c); and (c) a jurisdiction to hear appeals against suspension orders imposed by the Vice-Chancellor or by his or her nominee. DJP 5.5 Where a proctor is to sit with assessors, the Senior Proctor, or his nominee, must select one assessor drawn from a list of not less than six names provided by the Vice-Chancellor and the other from a list of not less than names provided by the SRC. DJP 5. When a proctor sits with assessors, a verdict may be reached by a majority. If, for any reason, an assessor is unable to continue with his/her duties as an assessor, a proctor has an ordinary and a deciding vote on matters of verdict. If both assessors are unable to continue with their duties as assessors, the matter must be heard afresh. DJP 5.7 A proctor must pass sentence on his/her own but must consult the assessors. DJP 5.8 Where a proctor is unable to continue with his/her duties as proctor, the case in progress must be heard afresh. DJP 5.9 A student whose conduct is the subject of a charge before the University Tribunal is entitled to be represented. DJP 5.10 A record of proceedings must be kept to the satisfaction of the Senior Proctor.
Page 509 of 521 UNIVERSITY STUDENT DISCIPLINE TRIBUNAL
DJP 5.11 A proctor may impose any one or any combination of the following sentences in respect of any one conviction- (a) a reprimand; (b) a fine of up to R1000.00; (c) community service of up to 100 hours; (d) a prohibition against holding office in any University Committee or recognised University student body for a period not exceeding one year; (e) the payment of a sum of money as compensation for damage caused by the student; (f) rustication from the student housing unit or the student housing system; (g) expulsion from the student housing unit or the student housing system; (h) rustication from the University for up to twelve months; (i) a prohibition against parking on campus for up to one year; (j) a prohibition against making use of specified of University facilities for up to twelve months. DJP 5.12 A proctor sitting with assessors may impose any one or any combination of the following sentences in respect of any one conviction- (a) expulsion; (b) rustication; (c) a pecuniary fine of up to R5000.00; (d) a community service order of up to 300 hours; (e) the withdrawal of any degree, diploma, certificate or examination or other result; (f) the payment of a sum of money as compensation for any damage caused by the student; (g) any other sentence which may be imposed by a tribunal in terms of DJP 5.11 or which the proctor may competently impose by reason of any other rules framed by the University Council. DJP 5.13 Any sentence imposed in terms of DJP 5.11 or 5.12 may be suspended for any period of time and on any condition. DJP 5.14 A convicted student may appeal- (a) to the University Tribunal constituted by a proctor sitting with assessors against any verdict and/or any sentence imposed by a Tribunal constituted by a proctor, other than where the proctor has reheard a student housing matter in terms of DJP 5.3 (b); and
Page 510 of 521 UNIVERSITY STUDENT DISCIPLINE TRIBUNAL
(b) to the Tribunal of Appeal against any verdict and/or any sentence imposed by a Tribunal constituted by a proctor sitting with assessors, other than a decision in respect of a suspension order. DJP 5.15 Where the Vice Chancellor is of the view that a penalty is inappropriate, he or she may, within two weeks of the imposition of the penalty, apply to the Senior Proctor for permission to appeal against a penalty. This must be done by way of a written submission to the Senior Proctor. DJP 5.16 When the Senior Proctor receives a written submission from the Vice Chancellor seeking leave to appeal against a penalty, the Senior Proctor must give the student, or students concerned, the opportunity to make written representation to the Senior Proctor about the Vice Chancellor's submission. The Senior Proctor must do this by personal notice to the last residential term address notified by the student, or students concerned, to the Registrar. The Senior Proctor must give the student, or students concerned, ten working days in which to file representations in response. DJP 5.17 The Senior Proctor, having considered the record, the submission by the Vice-Chancellor, and any submission received from the student, or students concerned, must decide whether there is a reasonable prospect that the Vice-Chancellor’s appeal will succeed. If so, he or she may grant leave to appeal; if not, he or she must refuse leave to appeal. DJP 5.18 Where the Senior Proctor grants leave to appeal, the appeal must be heard by- (a) the Tribunal constituted by a Proctor sitting with assessors where it is an appeal against a sentence imposed by a Tribunal constituted by a proctor; and (b) the Tribunal of Appeal where it is an appeal against a sentence imposed by a tribunal constituted by a proctor sitting with assessors.
Page 511 of 521 UNIVERSITY STUDENT DISCIPLINE TRIBUNAL OF APPEAL
UNIVERSITY STUDENT DISCIPLINE TRIBUNAL OF APPEAL
DJP 7.1 The University Tribunal of Appeal is composed as follows (a) a President, who has legal qualifications, appointed by Council; (b) a person appointed by the SRC; (c) one member appointed by Senate; 1. a person chosen by the President from a list of not less than 6 names submitted to the president at the beginning of each year, by the SRC. DJP 7.2 The persons appointed in terms of DJP7.1 (a), (b) and (c) must be appointed together with at least three alternates by the appointing body. DJP7.3 Three of the members form a quorum. DJP7.4 In the event of a tie in the voting, the president has a casting as well as a deliberative vote. DJP7.5 If an appeal is made to the University Tribunal of Appeal it may in its discretion: (a) uphold the appeal in whole or in part; (b) dismiss the appeal in whole or in part; (c) alter the penalty imposed by the Tribunal, and in so doing, it has the same jurisdiction as the University Tribunal in terms of DJP 5.12. DJP 7.6 The right of representation before the University Tribunal of Appeal is as for the University Tribunal. DJP 7.7 The University Tribunal of Appeal may prescribe procedures in terms of DJP2.2. DJP 7.8 The University Tribunal of Appeal may set guidelines for sentences and for the equivalence between an amount of a fine and an alternate sentence (for example, hours of community service.)
Page 512 of 521 UNIVERSITY STUDENT DISCIPLINE TRIBUNAL OF APPEAL
MEMBERSHIP: UNIVERSITY STUDENT DISCIPLINE TRIBUNAL OF APPEAL
Status Committee of Council Term of office Composition A President, who has legal qualifications, Adv R Williams SC 01.07.2008 to 30.06.2012 appointed by Council Alternate Presidents: Adv R Petersen SC (Alt) 01.07.2008 to 30.06.2012 Adv SJ Cowen SC (Alt) 01.07.2008 to 30.06.2012 Vacant A person appointed by the SRC Mr V Tichareva Alternate SRC appointments: One member appointed by Senate Prof J Louw 01.07.2008 to 30.06.2012 Alternate Senate members: Prof S Kidson (Alt) 01.07.2008 to 30.06.2012 Prof M Braae (Alt) 01.07.2008 to 30.06.2012 Prof J Louw (Alt) 01.07.2008 to 30.06.2012 Prof L Ntsebeza (Alt) 01.07.2008 to 30.06.2012 A person chosen by the President from a Mr L Molefe list of not less than 6 names submitted to Mr J September the President at the beginning of each year, Ms E Goliath by the SRC Ms J Favish Chair The President, appointed by Council Adv R Williams SC Terms of Office Serviced by Registrar’s Secretariat Ms V Ntloko Servicing Officer Email: [email protected] Phone: 650 2193 Details
Page 513 of 521 VERA DAVIE STUDY AND RESEARCH BURSARY COMMITTEE
VERA DAVIE STUDY AND RESEARCH BURSARY COMMITTEE
1. STATUS: Committee of the University Research Committee (URC)
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To award Vera Davie Study and Research Bursaries in accordance with the terms of Mrs Davie’s bequest.
4. COMPOSITION: A Deputy Vice-Chancellor nominated by the Vice-Chancellor Two members of the University Research Committee (URC) nominated by the Chair of the URC
5. CHAIR/DEPUTY CHAIR: Elected for each meeting from those members present.
6. SPECIAL QUORUM RULES: Two members shall constitute a quorum.
7. TERMS OF OFFICE: Not applicable.
8. TERMS OF REFERENCE: In her will, the late Mrs Davie stated:
I do not wish to attach any special conditions to this bequest, but if the University authorities should wish to use the money in a way which might reflect the wishes of the donor, I would suggest that a sum amounting to the interest on the capital bequeathed be used biennially to supplement the income of a member of the staff of the University of Cape Town who, proceeding overseas for study and research, with a view to publication or to better University teaching, might be hampered in such work by his inadequate financial resources.
Council considered it important that the wishes of the testator be respected, and also that in administering the fund, care be taken to preserve the monetary value of the awards in real terms (Council 7.10.1981). The proceeds of the bequest constitute the Vera Davie Study and Research Bursary Fund.
Page 514 of 521 VERA DAVIE STUDY AND RESEARCH BURSARY COMMITTEE
9. PROCEDURES: 9.1 The Committee controls the proceeds of the bequest, the capital being invested in a permanent invested fund. 9.2 The Committee applies the available funds to awards, which will honour the wishes of the testator as expressed in 8 above. Awards are advertised at the discretion of the Committee since it may be possible at times to make annual awards while at other times it may be necessary to accumulate funds in order for a meaningful award to be possible. (Since 1984 awards have been made every second year.) 9.3 The Committee expressly informs recipients of the Bursary that they should return to their posts at the University for a period of at least 12 months from the completion of the leave for which the award is made. 9.4 The Committee may determine a portion of the award, which must be repaid by a recipient who fails to abide by the conditions of the award. 9.5 The Annual Report by the Committee to the Chair of the University Research Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed. 9.6 The Committee monitors the operation of the Bursary and makes recommendations to Senate for changes to its terms of reference or procedures where it believes this will enhance the effectiveness of the Bursary.
10. DELEGATED AUTHORITY: The Committee has the authority to make awards from the proceeds. It reports its decisions through the Principal’s Circular for information.
11. This committee is serviced by the Research & Innovation Department.
Page 515 of 521 VERA DAVIE STUDY AND RESEARCH BURSARY COMMITTEE
MEMBERSHIP: VERA DAVIE STUDY AND RESEARCH BURSARY COMMITTEE
Status Committee of the University Research Committee Terms of (URC) Office Composition A Deputy Vice-Chancellor nominated by the Vice- Prof DP Visser ex officio Chancellor Two members of the URC nominated by the Chair of Deputy Chair: URC the URC Dr M Sienaert Chair/Deputy Elected for each meeting from those members Prof DP Visser Chair present Terms of Office n/a Serviced by Research & Innovation Department Ms C Windvogel Servicing Officer Email: [email protected] Phone: 650-5110 Details
Page 516 of 521 VISITING SCHOLARS FUND COMMITTEE
VISITING SCHOLARS FUND COMMITTEE
1. STATUS: Committee of the University Research Committee (URC)
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via PC11/2003 dated 26 November 2003; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To select and bring to the University from inside and outside South Africa persons of eminence in various academic fields, who will provide an academic stimulus to the UCT community.
4. COMPOSITION:
A Deputy Vice-Chancellor nominated by the Vice-Chancellor The Director of Extra Mural Studies Four members of the academic staff appointed by Senate
5. CHAIR/DEPUTY CHAIR: Elected every three years by the Committee from among its members.
6. SPECIAL QUORUM RULES: Two members constitute a quorum.
7. TERMS OF OFFICE: Senate appointees: Four years from 1 July. As a general rule a member would not serve longer than two terms of three years.
8. TERMS OF REFERENCE: 8.1 To request, obtain and administer an appropriate budget through the University Research Committee each year 8.2 To make grants for Visiting Scholars with the object of ensuring the payment of the whole of the travel and subsistence costs of a Visiting Scholar, and where appropriate, an honorarium 8.3 To make grants for Visiting Lecturers towards the cost of bringing to the University:
Page 517 of 521 VISITING SCHOLARS FUND COMMITTEE
8.4 To make grants for Short Research Visits and Short Research courses towards the cost of sending academics from South Africa to other research facilities for a period of less than 2 months.
9. PROCEDURES: 9.1 The Committee must take steps to make known to departments the opportunity to apply for awards. 9.2 The Annual Report by the Committee to the Chair of the University Research Committee is a vehicle for accounting for the work of the Committee. Because of this the Committee must: (a) report on what it has achieved RELATIVE TO the agreed goals and objectives of the Committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well the Committee has performed.
10. DELEGATED AUTHORITY: The Committee has the authority to make awards, within its budget.
11. This committee is serviced by the Research & Innovation Department.
MEMBERSHIP: VISITING SCHOLARS FUND COMMITTEE
Status Committee of the University Research Terms of Office Committee Composition A Deputy Vice-Chancellor nominated by the Prof DP Visser ex officio Vice-Chancellor The Director of Extra Mural Studies Ms M Rall ex officio Four members of the academic staff appointed Prof K Sole (Tbc) 01.07.2008 to 30.06.2012 by Senate Dr P Bruyns 01.07.2008 to 30.06.2012 Prof B Cooper 01.07.2008 to 30.06.2012 A/Prof J Fletcher 01.07.2008 to 30.06.2012 Dr E van Pletzen Chair/Deputy Elected every four years by the Committee from Prof DP Visser 01.07.2008 to 30.06.2012 Chair among its members Terms of Office Four years from 1 July Serviced by Research & Innovation Department Ms C Windvogel Servicing Officer Email: [email protected] Phone: 650-5110 Details
Page 518 of 521 WORKS OF ART COMMITTEE
WORKS OF ART COMMITTEE
1. STATUS: Committee of Council
2. DATE OF APPROVAL AND GENERAL RULES AND GUIDELINES: (a) Date of approval: Senate, via PC1A/2001 dated 7 February 2001; Senate, via Special PC xx/2005 dated xx xxxx 2005 (b) General Rules And Guidelines For Committees: These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular. These general rules and procedures can be found at: https://intranet.uct.ac.za/opengovernance/committees
3. PURPOSE: To build a University collection of Works of Art, to promote the display of the work, and to ensure that the collection is safeguarded.
4. COMPOSITION: A person nominated by the Vice-Chancellor The Chair of the Irma Stern Museum Committee The Director of the Irma Stern Museum The Director of the Michaelis School of Fine Art, or nominee The Professor of the History of Art, or nominee Four people nominated by the Senate
5. CHAIR/DEPUTY CHAIR: Chair: The Vice-Chancellor’s nominee Deputy: A member of the committee chosen by the committee
6. SPECIAL QUORUM RULES Nil
7. TERMS OF OFFICE: Four years from 1 July.
8. TERMS OF REFERENCE: (a) to have general supervision of works of art belonging to the University; (b) to develop and supervise facilities for the display of works of art; (c) to commission, purchase and dispose of works of art, to promote their donation to the University, and to decide upon the acceptance or otherwise of works offered as donations; and (d) to promote the display within the University of works of art. (e) to build a university collection of work of art.
Page 519 of 521 WORKS OF ART COMMITTEE
9. PROCEDURES: 9.4 The Committee is established in the research cluster. 9.5 The Annual Report by the Committee to the Chair of the University Research Committee is a vehicle for accounting for the work of the Committee. Because of this the committee must: (a) report on what it has achieved relative to the agreed goals and objectives of the committee and to its agreed purpose; (b) hold itself accountable in that its report places the parent committee chair in the position to judge how well it has performed. 10. The committee is serviced by the Curator of the Irma Stern Museum and Works of Art.
MEMBERSHIP: WORKS OF ART COMMITTEE
Status Committee of Council Composition A person nominated by the Vice-Chancellor Mr HT Amoore ex officio The Chair of the Irma Stern Museum Committee Dr J Kane-Berman ex officio The Director of the Irma Stern Museum Mr C Peter ex officio The Director of the Michaelis School of Fine Art, or Prof SR Inggs ex officio nominee The Professor of the History of Art, or nominee Ms A Tietze ex officio Four people nominated by the Senate Ms NF Murray 01.07.2008 to 30.06.2012 Prof RS Ramesar 01.07.2008 to 30.06.2012 Prof TW Bennett 01.07.2008 to 30.06.2012 Prof M Solms 01.07.2008 to 30.06.2012 A person appointed by Council Mrs V West to 30.06.08 Chair The Vice-Chancellor’s nominee Mr HT Amoore 01.07.2008 to 30.06.2012 Deputy Chair A member of the committee chosen by the committee Prof H Klump Terms of office Four years from 1 July Serviced by The Curator of the Irma Stern Museum and Works of Mr C Peter Art. Servicing Officer Email: [email protected] Phone: 685-5686 Details 686-9340
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Please Note:
☯ Servicing Officers are responsible for providing the Senate Office with updates and amendments to the information in this booklet. Details can be emailed to:
Mrs D Wedel [email protected]
Mr M Lund [email protected]
☯ This booklet is available in electronic format on the UCT website, as follows: From the UCT homepage, click on Calendar/Meetings/Download. The electronic version of the booklet will be updated regularly.
Prepared by: Mrs D Wedel Office of the Registrar
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