University Governance Framework - Governing Policy
Responsible officer: Vice-Chancellor
Designated officer: Senior Committees Officer
Approval authority: Council
Approval: C07/83, 28 August 2007
Last amended:
Effective starting date: 29 August 2007
Policies replaced by this policy: Statement on Governance (C06/41)
Policy number: G3
Related policies:
Due date for next review: 28 August 2012
Part A: Preliminary
1. Purpose of this statement
The following policy is intended to outline the underlying principles and key features of the corporate governance framework of the University of the Sunshine Coast.
2. Definitions
In this policy the following definitions apply:
National Governance Protocols for Higher Education Providers means the protocols adopted by the Australian Government under the Higher Educational Support Act 2003.
Policy means a statement of principles or position that is intended to guide or direct decision-making and operations in a sphere of University activity and it may also specify requirements that need to be met.
Part B: Statement
3. What is meant by governance
For the purpose of this policy, governance means the processes by which the University is directed, controlled and held to account. It encompasses authority, accountability, stewardship, leadership, direction and control exercised in the organisation (Standards Australia, AS8000 – 2003).
4. Underlying principles
4.1 The following principles underpin this policy:
(a) the University of the Sunshine Coast is committed to the establishment, maintenance and promotion of sound governance within and of the University, including responsible and accountable management of the University and adherence to the National Governance Protocols for Higher Education Providers
(b) all international, national and state legislation, accountability frameworks, regulations, codes of practice, standards and similar that are applicable to the University form part of the governance framework of the University
(c) all University statutes, rules, codes, policies, associated procedures, and plans form part of the governance framework of the University, and
(d) all employees, students and agents of the University, by virtue of accepting employment, enrolment or other formal association with the University, agree to operate in ways that are consistent and in harmony with the University’s governance framework
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5. University of the Sunshine Coast Act 1998
5.1 The University is a statutory authority in the State of Queensland. Its establishment, general functions and powers are as provided in the University of the Sunshine Coast Act 1998 (the Act).
5.2 The Act establishes the Council of the University of the Sunshine Coast as the University’s governing body and its general powers are to do anything necessary or convenient to govern the University provided that it acts in a way that appears to it most likely to promote the University’s interests. Council may delegate some of its powers but not its powers to make University statutes or rules, adopt the annual University budget or approve expenditure from bequests, donations or special grants if that expenditure exceeds A$100,000.
5.3 The Act requires Council to appoint a Vice-Chancellor who will be the chief executive officer of the University and who may exercise powers and perform functions conferred by the Council.
6. Council
6.1 The composition of the Council is as given in the Act.
6.2 Council is accountable to the Queensland and Australian Governments for the governance of the University.
6.3 Council’s primary responsibilities will be:
- to appoint the Vice-Chancellor as the Chief Executive Officer of the University and to monitor his/her performance against agreed indicators
- to determine the Mission and strategic direction of the University and to approve the annual budget and business plan
- to oversee and review the management of the University and its performance
- to establish policy and procedural principles, consistent with legal requirements and community expectations
- to approve and monitor systems of control and accountability, including general overview of any controlled entities of the University
- to oversee and monitor the assessment and management of risk across the University, including commercial undertakings
- to oversee and monitor the academic activities of the University
- to approve significant commercial activities, and
- to ensure the ongoing appropriateness of delegations approved by Council.
6.4 In exercising its primary responsibilities, Council will determine, approve, or advise on, any matters within its statutory authority.
6.5 Usually, Council decisions will be taken following consideration of expert or management advice and consultations with relevant stakeholders, except where privacy and commercial-in-confidence or other considerations may restrict such consultations.
6.6 Committees of Council will be established to provide Council with advice and recommendations or to exercise specific powers conferred on them by the Council.
6.7 Council may confer specific powers on officers of the University and these will be detailed in instruments of delegation (refer to 7 below).
6.8 Council will approve the University’s Mission, annual budget, governing policy, Strategic Plan and related functional plans. In approving these, Council will identify a staff or other position within the University that is responsible and accountable to the Council for their implementation (responsible officer position).
6.9 Council will have ultimate responsibility for risk management and for determining the appropriate level of risk that the University is prepared to accept and it will delegate to its Audit and Risk Management Committee the responsibility for monitoring risk management activities at the University and for providing advice about risk management procedures and measures.
6.10 Council will approve the establishment of controlled entities of the University.
6.11 Council will conduct a regular evaluation of its operation and performance in accordance with the National Governance Protocols.
6.12 A Council member will declare all potential conflicts of interest, and refrain from discussion and abstain from voting on any matter in which the member has a conflict of interest.
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7. Instruments for conferral or delegation of powers
7.1 Council will approve the use of instruments by which its powers, where legally able to be re-assigned or delegated, may be conferred or delegated. These may be in the form of:
- formal instruments of specific delegation
- position descriptions or statements of responsibilities
- statutes, rules, codes, policies and plans
- terms of reference for Boards or committees
- formal written agreements
- other instruments as the Council sees fit
8. Vice-Chancellor
8.1 The Vice-Chancellor will be responsible and accountable to Council for leadership, and the effective overall management and operation, of the University, including ensuring the alignment of University planning and budgets.
8.2 The Vice-Chancellor will ensure that Council is advised of any significant issues or concerns in relation to risk for the University.
8.3 Council will determine the key performance indicators for evaluating the Vice-Chancellor’s performance as chief executive officer of the University and will be responsible for review of that performance. Council may delegate this function to the Chancellor of the University.
9. Deputy Vice-Chancellors and Pro Vice-Chancellors
9.1 Council may approve the appointment of Deputy Vice-Chancellors and Pro Vice-Chancellors with specified portfolios of authority and responsibility to assist the Vice-Chancellor in overall management of the University.
9.2 The Vice-Chancellor will ensure that key performance indicators for evaluation of the performance of any Deputy Vice-Chancellors or Pro Vice-Chancellors are in place and that there is review of that performance.
9.3 Deputy Vice-Chancellors and Pro Vice-Chancellors will be responsible and accountable to the Vice-Chancellor for performance in their respective portfolios.
10. Other management positions forming part of University governance
10.1 The Vice-Chancellor and any Deputy Vice-Chancellors and Pro Vice-Chancellors (within their respective portfolios) will have authority to approve the creation and filling of other positions within the University that entail substantial responsibilities and accountabilities for management of specific areas of activity undertaken by or on behalf of the University. Usually these positions will be designated as directorships.
10.2 Key performance indicators for evaluating the performance of persons occupying those other management positions will be in place and there will be reviews of their performance in accordance with the University’s performance management and performance review policies.
10.3 Staff occupying those other management positions will be responsible and accountable to the Vice-Chancellor or a Deputy Vice-Chancellor or a Pro Vice-Chancellor, or their nominees.
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11. Committees
11.1 Council may establish committees to assist it in performing its functions and exercising its powers.
11.2 Each committee of Council will have a composition and terms of reference determined by Council.
11.3 The composition of Council committees may include Council members, persons external to the University, members of the University staff, and students of the University.
11.4 The Academic Board may also establish committees to provide it with advice and recommendations, or make decisions, on matters within its terms of reference. Each such committee will have a composition and terms of reference as determined by the Academic Board.
11.5 The Vice-Chancellor, Deputy Vice-Chancellor/s, Pro Vice-Chancellor/s and incumbents of management positions that report to one of those Chancellery positions may establish advisory committees to advise on relevant matters.
11.6 Charts of the current committee and management structures of the University will be provided on the University’s website.
12. Monitoring and reporting
12.1 For each meeting of the Council, the Vice-Chancellor will present a written report to Council on developments, and the overall operations and attainments of the University.
12.2 Council will receive reports on the implementation of plans and policy that have institution-wide applicability in accordance with governing or operational policies that pertain to planning and policies.
12.3 Council will receive periodic reports on:
(a) the financial position of the University
(b) the operations of the Academic Board and committees of the Council, which may be in the form of minutes of meetings
(c) the operations and attainments of controlled entities of the University, and
(d) such other matters as the Council may determine
12.4 Operational level monitoring of, and reporting on, the implementation of budgets, policies, rules, codes, plans, procedures or similar will be undertaken as required under the relevant policies, procedures or similar instruments, or as required by the authorities approving those instruments.
12.5 The monitoring and reporting framework of the University will be subject to independent external audit, the findings of which will be reported to Council.
12.6 The University’s Annual Report to the Queensland Government will incorporate the externally audited financial statements of the University and a report on University governance and achievements for the relevant year.
12.7 The Annual Report will made available on the University's website.
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