UWS Academic Senate

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UWS Academic Senate

• Information for members

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Contents in Order of Presentation

• Welcome by Chair
• Schedule of meetings
• Academic Senate responsibilities
• Scope of academic governance
• Academic Senate Terms of Reference
• Academic Senate Full membership
• Academic Senate Executive membership
• Academic Senate and UWS Governance Structure
• Academic Senate Standing Orders
• Academic Senate Committees
• Academic Senate Quality Improvement
• Academic Senate and the Higher Education Sector
• Academic Senate and the University Community
• How to contribute an item or agenda materials
• Academic Senate Annual Work-plan
• Reminders and contacts

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• Welcome to the University of Western Sydney
  Academic Senate. It is the peak academic body in
  the University. As a member of Senate you play an
  important role in the development and
  determination of academic policies. Together with
  your Senate colleagues, Academic Senate acts as
  primary custodian of academic values, quality and
  standards for the University. Senate full
  meetings, committees, and working parties, review
  and develop policies, debate academic issues,
  promote quality in Teaching, Learning and
  Research, advise on the Academic Plan, encourage
  collaboration and approve academic aspects of
  courses.
• Your informed participation in Senate is vital.
  Considered and consistent participation will help
  ensure that Senate remains a relevant and
  respected body in University governance.
• This information resource is designed to support
  you in making timely, meaningful and effective
  contributions to Senate by better understanding
  its scope, functions, and related themes. It
  provides an overview of Senate issues and links
  you to relevant sites and UWS senate web-pages.
• New members are invited to an orientation
  briefing conducted by the Chair. All members are
  also welcome to contact me, the Deputy Chair or
  Secretary at any time.
• Professor Anne Cusick
• Chair of Academic Senate

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Schedule of Meetings

• Academic Senate is required to meet at least four
  times each year.
• The schedule of Academic Senate and Senate
  committee meetings can be found on the UWS
  Website at http//www.uws.edu.au/about/university
  /governance/senate/commtg/2006commtg
• Members are expected to attend all meetings as a
  quorum is essential.
• Meetings of Senate are usually held in Building
  AD at Werrington North Campus.
• Meetings are open and observers are welcome.
• Parking is easily available at all times.
• Coffee and tea are available at each meeting.

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Scope of Academic Governance

• University academic governance is taken to be
  different from, but complementary to, University
  management which through appropriate delegations
  of authority, is responsible for utilising the
  Universitys physical, financial and human
  resources to achieve the Universitys objectives
  in accordance with the Strategic Plans. The
  Universitys academic governance arrangements aim
  to facilitate academic decision making that
  empowers the academic community to discuss
  academic issues openly, and arrive at decisions
  by consensus. Academic governance reflects the
  values of collegiality, participation and
  ownership.
• The Universitys academic governing bodies
  comprise-
• Academic Senate with overarching responsibility
  for academic decision making, and the maintenance
  of academic quality
• Senates principal standing committees, which
  include Education, Course Approvals and
  Articulations, Research, Research Studies, and
  the College Boards of Studies
• The Education, Assessment and Progression, and
  the Research and Higher Degree, committees of the
  colleges
• Committees or panels at the school level which
  are required through specific policies such as
  the Assessment or Academic Misconduct policy
• Ad-hoc working parties which are convened by a
  committee from time to time to focus on a
  particular issue or task.
• The membership of Senate includes senior
  University line managers (the Vice-Chancellor,
  the Deputy and Pro-Vice Chancellors, and the
  Executive Deans, etc.) , ex-officio positions for
  student representatives, college board chairs,
  and members elected by the academic staff in the
  colleges.

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Academic Senate Responsibilities

• As a member of Academic Senate you should consult
  the UWS Calendar for information about
  structure, rules and academic policy
• Available on-line at http//www.uws.edu.au/studen
  ts/stuadmin/calendar

• Responsibilities of Academic Senate covered in
  the Universitys Academic Governance Policy.
• The Academic Governance Policy outlines the
  functions of Academic Senate, membership, matters
  relating to election of members, terms of office,
  meetings, and committees of Senate.
• Academic Senate is referred to in the University
  of Western Sydney Act available at
  http//www.austlii.edu.au/au/legis/nsw/consol_act/
  uowsa1997375/
• All members should be familiar with the Academic
  Governance Policy so that the scope, purpose and
  responsibilities of Senate can inform member
  contributions.

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Academic Senate Terms of Reference

• Full details of Senate terms of reference and
  rules can be found in the UWS Calendar available
  at http//www.uws.edu.au/students/stuadmin/calen
  dar
• In summary, the Academic Senate, as laid down in
  the University of Western Sydney Act, 1997
• is the peak forum of the University for
  academic debate and discourse, and is the primary
  custodian of academic values and standards for
  the University
• Subject to the By-law and to any decision of the
  Board of Trustees, the Academic Senate will
• -advise the Board, the Vice-Chancellor, and
  other senior executives of the University, on the
  University's academic objectives, activities,
  policies, procedures, and overall academic
  direction
• -promote and monitor academic quality, standards
  and values of the University's academic
  activities, advise on the University's Academic
  Plan and advise the Board and Vice-Chancellor as
  appropriate
• -decide academic policy and approve related
  procedures
• -accredit and approve courses and
  subjects-authorise the conferring of awards
  and-promote the quality and development of
  research in the University.

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Academic Senate Membership

• Members of Academic Senate are listed annually in
  the UWS Calendar under Governing Bodies.
• Official members are included by virtue of their
  position.
• Appointed members are included by terms of
  appointment specified in the Standing Orders of
  Academic Senate
• Elections take place in accord with the
  provisions of the University of Western Sydney
  By-law and University Rules.
• Election information can be found on the Academic
  web-site link at http//www.uws.edu.au/about/uni
  versity/governance/senate/acadsenate
• The Senate web-site presents the names and
  profiles of members. Academic Senate Membership
• The Chair and Deputy Chair are elected positions
  with terms of 2 years.
• There are elected academic staff members from
  each College with terms of 2 years.
• There are ex-officio and elected student members
  from the undergraduate and post-graduate students
  association with terms of 2 years.
• The Vice Chancellor, Executive Deans, DVCs, PVCs,
  Academic Registrar, University Librarian, and
  other senior staff are ex-officio members.
• Chairs of the College Boards of Studies are
  ex-officio members of the Senate.
• The Academic Senate is supported by a designated
  Senate Secretary.
• Committees of Senate are supported by Committee
  Officers of the Academic Secretariat. An
  Assistant Academic Registrar oversees the
  Academic Secretariat.

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Senate Executive Committee

• Role
• The Executive Committee determines urgent
  matters on behalf of Senate between meetings of
  the full Senate, monitors the business of the
  Senate and all Senate committees and reviews
  Senate action sheets, to ensure that appropriate
  follow-up is taking place. It also assists in the
  process of determining which matters should be
  referred to Senate for attention.
• Terms of Reference
• Identify issues requiring attention by the
  Academic Senate and ensure the preparation of
  appropriate draft proposals and recommendations,
  together with supporting documentation, for
  consideration by Senate.
• Facilitate the flow of business among Senate and
  its other standing committees.
• Determine urgent matters within the jurisdiction
  of Senate, which arise between meetings of
  Senate, and report action taken to the Senate.
• Consider and determine any matters referred to
  it by Senate, or the Chair of Senate, or, where
  urgency is required, by Senates other
  committees.
• Membership
• Chair of Academic Senate (Chair)
• Deputy Chair, Academic Senate
• College Boards of Studies Chairs
• Pro Vice-Chancellor (Academic)
• Pro-Vice-Chancellor (Research)
• Academic Registrar
• 2 of the elected members of Academic Senate,
  excluding ex-officio members, chosen by the Chair
  of Senate

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Academic Senate and UWS Governance Structure

• Academic Senate is a significant body in the UWS
  Governance Structure.
• It has specific functions delegated to it by the
  Board of Trustees that relate to academic
  matters.
• The Academic Senate reports to the Board of
  Trustees. Their web page can be located at Board
  of Trustees
• Formal written reports are prepared by the Chair
  ,and the Academic Secretariat, for the Boards
  meetings. The Chair of Senate is a member of the
  Board of Trustees.
• The governance and management structure of UWS
  are available on the university structure links
  at http//www.uws.edu.au/students/stuadmin/calend
  ar
• Senate provides a useful vehicle for debate about
  a broad range of issues which affect the academic
  quality, standards and values of the university.

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Academic Senate Standing Orders

• Standing Orders for the conduct of Academic
  Senate meetings are available on the UWS Policy
  Directory which can be linked via
  http//www.uws.edu.au/about/university/governance/
  senate
• UWS Academic Standing Orders were approved in
  2005 after an internal review of existing
  standing orders, benchmarking with other
  Australian universities, and feedback from Senate
  members, members of the Office of the Academic
  Registrar, and College Boards of Studies.
• Members should read and understand Standing
  Orders as they provide the framework within which
  Senate business is conducted. Attendance,
  apologies and termination of membership are
  covered in Part G of the Standing Orders. Elected
  members should note that an absence of 3
  consecutive meetings results in automatic loss of
  membership.
• Standing Orders provide rules for the conduct of
  meetings, dissemination of papers, receipt of
  items and preparation of reports.
• Senate is conducted in a collegial and welcoming
  manner, with decisions arrived at through
  consensus wherever possible. Occasionally
  technical points which relate to Standing Orders
  may be raised, however this is rare.
• Any queries regarding Standing Orders should be
  addressed to the Chair or Secretary of Senate.

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Senate Standing Committees

• Senate is supported by the following committees
• Research
• Research Studies
• Education
• Course Approvals and Articulations
• Appeals
• College Boards of Studies
• Each of these Committees have terms of reference,
  defined membership, meeting schedules and
  minutes.
• Each of these committees reports to Academic
  Senate through minutes and chairs of the
  committees are members of Academic Senate. Each
  of these committees can make comment and
  recommendations to Senate.

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Academic Senate Quality Improvement

• Academic Senate has strategies to assure and
  enhance quality in processes and decisions.
• A work-plan is developed each year which
  identifies priority areas from Senate terms of
  reference for action. A report on progress and
  outcomes is provided in January of the following
  year.
• External benchmarking of Senate performance using
  resources such as AUQA Audit reports of
  governance from Australian Universities
  Collegial discussion and exchange through the NSW
  and National Committees of Chairs of
  Boards/Senates
• Self assessments of performance are conducted
  including member perceptions of Senate function
  360 degree feedback of the Senate Chair annual
  reports of measurable indicators of participation
  and contribution such as attendance, policy
  review outcomes and so on.
• Professional development of members through
  orientation and induction for new members, member
  information resources, regular briefings on
  higher education sector developments as part of
  meeting business, AUQA audit related activity.
  Specific professional development for the Chair
  is supported by the Office of the Vice Chancellor
  in relation to governance, meeting procedure, and
  principles of administrative law.
• Communication and reporting of Senate processes
  and outcomes through transparent and widely
  accessible information systems Senate web site
  provides links
• Cross functional University wide projects on
  specific policy matters to enhance quality
  commissioned by Senate or its committees for
  example review of academic misconduct policy and
  procedure 2005, review of progression policy
  2005, review of unsatisfactory academic
  performance appeals processes 2005.

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Academic Senate and the Higher Education Sector

• Academic Senate members need to keep abreast of
  higher education sector developments so that
  debate and decisions are realistic, relevant and
  evidence-based.
• The Chair of Senate regularly invites higher
  education sector policy briefings by internal and
  external experts. Examples include briefings by
  AUQA auditors, exploration of the 2005 Research
  Quality Framework government discussion paper,
  explanation of the Higher Education Support Act
  2004 and its impact on UWS.
• The Chair of Senate is a member of the National
  and State Committee of Chairs of Academic
  Boards/Senates of Universities. The state group
  meets quarterly and the national group meets
  annually with a significant focus of activity
  being links between the secondary school Board of
  Studies and Universities, higher education policy
  and sector developments. http//www.gsu.uts.edu.au
  /cabs/
• Members are encouraged to seek out sector
  information to inform debate particularly as
  Senate views are sought and action is required to
  inform university responses to particular
  agencies such as
• The Australian Universities Quality Agency
  http//www.auqa.edu.au/
• The Australian Vice-Chancellors Committee
  http//www.avcc.edu.au/
• The Department of Education Science and
  Training, Higher Education http//www.dest.gov.a
  u/sectors/higher_education/
• Relevant links to higher education sector sites
  are available at http//www.uws.edu.au/about/univ
  ersity/governance/senate

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Academic Senate and the University Community

• Academic Senate engages with the University
  community primarily through its individual
  members, committees and working parties.
• Individual members of Senate and its committees
  come from a wide range of backgrounds and include
  academic staff, administrative staff, and
  students.
• Senate has committees that are University wide
  for example the Research, Education, Research
  Studies and Courses Approvals and Articulations
  Committee.
• College Boards of Studies operate at college
  level.
• School Boards were established following the 2005
  review of academic governance.
• Senate and its committees often convene
  specialist working parties to tackle particular
  issues. Examples include working parties to
  review and make recommendations for change to the
  Misconduct policy, Progressions policy, consider
  implications of changes to the student
  administration system Callista and so on. Diverse
  membership on these committees is encouraged, so
  that students and staff not normally on Senate
  committees are able to participate directly in
  governance.
• Individual University staff and students are able
  to keep in touch with Senate activity and
  developments through the Senate web page, by
  contacting members of Senate or the Chair, or by
  attending as observers.

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Academic Senate Annual Work-plan

• The Senate Work-plan provides a particular focus
  for strategic project-based work on an annual
  basis.
• The work-plan targets annual priority areas from
  the Senate terms of reference which are
  identified through a consultative process. The
  work-plan is developed by the Chair and is
  circulated for input prior to endorsement by the
  Senate.
• Regular progress reports are provided with a
  full-year report on outcomes achieved presented
  to the final Senate meeting of the year. The
  material is used to provide copy for submission
  for inclusion in the UWS Annual Report.
• The current work-plan can be accessed at
  http//www.uws.edu.au/about/university/governance/
  senate

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How to contribute an item or agenda materials

• If you wish to contribute an item for the agenda
  it is helpful to contact the Secretary to Senate
  Mr Greg Wheatley by phone or email. He can advise
  you on the best way to proceed in keeping with
  Standing Orders.
• The Secretary can assist you in considering the
  best way to put forward motions and supporting so
  that Academic Senate is able to be fully informed
  and can focus on the substantive issue at hand.
• Tabling of items is generally discouraged,
  because it does not provide an opportunity for
  members to become informed with the issue or
  consult with colleagues.
• All material should be in electronic format as
  this is the method used to distribute materials
  to members and relevant groups. Members do
  receive a printed copy of papers, however this is
  sent the day after the electronic mailing.

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Reminders

• Attendance The schedule of all meetings for the
  year is published in advance for members to plan
  their leave and activities so that they can
  attend. Members should sign the attendance record
  at the meeting. Your attendance is publicly
  reported in minutes and in Annual Senate Self
  Assessment performance indicators.
• Apologies The secretary needs to be informed if
  you are unable to attend a meeting. This is
  particularly important for the Chair to ascertain
  the likelihood of a quorum in advance of the
  meeting.
• Ex-officio members The secretary needs to be
  informed if you are resigning or changing your
  position in the University as you hold you
  membership by virtue of your office.
• Going on leave? If you are going on extended
  leave you should advise the secretary. You should
  consult the Standing Orders with regard to the
  use of alternates or replacements (for ex-officio
  members). Where alternates or replacements are
  used within standing orders guidelines, the
  position is considered filled for the purposes
  of performance indicator measures of attendance.
• Arranging alternates This must be done within
  Standing Orders guidelines at Part G Clause 37
  the alternate should be fully briefed on
  procedural and substantive matters and the Chair
  should be informed in advance of the meeting
• Change of email address Please advise any change
  of email address well in advance of the
  electronic mail-out of papers.
• Change of postal address Only members receive
  printed papers, posted the day after the
  electronic distribution which coincides with
  standing orders requirements. Please advise any
  change of postal address.
• Feedback Feedback on this information resource
  for members or any other matter regarding Senate
  functions is welcomed by the Chair.

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Contacts

• Chair of Academic Senate until 31 July 2008
  Professor Anne Cusick 4620 3346
  a.cusick_at_uws.edu.au
• Deputy Chair Academic Senate until 30 April 2008
  Dr Alan McPhail 4736 0826a.mcphail. _at_uws.edu.au
• Secretary to Academic Senate Mr Greg Wheatley
  9678 7820 g.wheatley_at_uws.edu.au
• Assistant Academic Registrar, Academic
  Secretariat (Head of Unit for all Academic
  Committee Officers Education Committee, Course
  Approvals and Articulations Committee, College
  Boards of Studies) Mr Jeff Warnock 9678 7803
  j.warnock_at_uws.edu.au
• Director, Research Services (Head of Unit for
  Research Committee Officers Research Committee,
  Research Studies Committee) Mr Gar Jones 4736
  0631 g.jones_at_uws.edu.au