1 College Academic Board, College of Sciences
Terms of Reference 1. Statement of Intent and Purpose
1.1 Legislative Authority
College Academic Board (hereafter College Board), College of Sciences is a sub-committee of the Massey University Academic Board.
Academic Board is a Board established pursuant to Section 182(2) of the Education Act 1989.
The Academic Board may convene sub-committees to undertake specific duties on behalf of the Board. For the avoidance of doubt, all sub-committees constituted by the Academic Board are hereby deemed to be Committees of Council appointed pursuant to Section 193 of the Education Act 1989.
All delegations of the Academic Board to its sub-committees are hereby deemed to be delegations by Council to its Committees. Those sub-committees may further delegate to staff.
1.2 Purpose
The College Board is established to exercise academic governance within the College, to effectively engage the University community in academic decision-making, and to contribute to the quality agenda as defined by the University’s strategy, international best practice, and internal and external compliance frameworks.
1.3 Role and Function
The roles and functions of the College Board of the College of Sciences are as follows:
1.3.1 The Board will act as the foremost body for academic decision-making within the College of Sciences, engage its academic community in that process, and accept the role of custodian of the core principles, processes, standards and integrity of the College’s programmes of teaching, learning and research, including the adequacy of resourcing.
1.3.2 The Board will contribute to the development of the College academic strategy for its programmes of teaching, learning and research and will be the forum in which that strategy is approved. The College strategy will contribute to, and operate within, the principles of the University’s academic strategy.
1.3.3 The Board will advise the Massey University Academic Board on academic matters, including but not limited to teaching, research, academic policy issues, creation and revision of the regulatory framework, and content of qualifications managed by the College on behalf of Massey University, and matters relating to prizes, scholarships and other awards.
2 1.3.4 The Board will monitor and evaluate the contribution of the College to positive
Māori development in accordance with the Treaty of Waitangi, University policy, and strategy, particularly in relation to the enhancement of Māori academic capacity, the creation of new Māori knowledge, and the assurance of equitable outcomes for Māori students.
2. Specific Delegations
Council delegates the following powers to the College Board, College of Sciences:
2.1 Communicate with, disseminate information to, and seek feedback from academic and professional staff and students of the College;
2.2 Advise the Massey University Academic Board on academic matters, including but not limited to: the exercise of academic freedom, academic policy issues, revisions to the regulatory framework, and content of qualifications managed by the College on behalf of Massey University; and matters related to prizes, scholarships and other awards;
2.3 Delegate, as appropriate, through the College Academic Committee, to Academic Programme Directors and Major Leaders responsibility for programme management within the regulatory framework of the University, including but not limited to the admission with equivalent status, recognition of prior learning, approval of waivers, courses of study, and examination results for individual students, and quality assurance of academic programme delivery and student learning;
2.4 Establish standing committees, as listed below, to facilitate and support and oversee the implementation of the College’s academic strategy, including review of curricula and expected learning outcomes, and the College teaching and learning strategy;
College Academic Committee
College Teaching and Learning Committee
2.5 Approve the following functions, with a summary of the approved amendments to be subsequently noted at University Academic Committee:
Non-Calendar Course Amendments, including but not limited to changes to the following course attributes:
2.5.1 Online learning category
2.5.2 Entry restrictions (limitations on enrolment numbers) 2.5.3 Learning outcomes
2.5.4 Course design and assessment methodologies (including weightings) 2.5.5 Learning experience
2.5.6 Primary programme
2.5.7 Location of delivery (onshore and/or offshore) 2.5.8 Offering status (offered or not offered)
2.5.9 Offering details (semester, mode, location, beginning and end dates)
The College Board further delegates to the College Director – Academic the authority to approve changes to course offering status and offering details, with offering
3 information to be updated in university systems with the approval of the Director – Academic. A summary of approved changes will be provided to the College Academic Committee and College Board on a monthly basis for noting.
The College Board further delegates to the College Academic Committee the authority to approve all other non-Calendar course amendments, with course information to be updated in university systems on College Academic Committee authority. In all cases amendments will be proposed on University approved templates in accordance with University approved timeframes. A summary of decisions made will be forwarded to the College Board and Academic Committee on a monthly basis for noting.
2.6 Approve, as assigned by University Academic Committee, the following functions, with a summary of outcomes to be forwarded for noting at Academic Committee prior to the course information being updated in university systems:
Calendar Course Amendments 2.6.1 Changes to the title or prefix 2.6.2 Changes to the prescription
2.6.3 Changes to prerequisites, co-requisites or restrictions Programme Amendments (non-CUAP)
2.6.4 Adding an existing course to, or removing it from, any qualification or specialisation schedule;
2.7 Exercise other powers delegated to it by the Massey University Academic Board.
3. Membership
The membership of College Board, College of Sciences shall be as follows:
Title Number of Members
Ex Officio Membership
Pro Vice-Chancellor or his or her deputy 1
Heads of Units or nominee 5
College Directors
Director - Academic 1
Director of Teaching and Learning 1 Elected Membership
Representatives of teaching staff, at least three
from each campus (Albany and Manawatu) 7 Appointed Membership
Approved enrolled Sciences student representatives, including one studying at
undergraduate level and one at postgraduate level 2
Representative of Māori staff of the College 1
4
Total Membership 18
3.1 Power to Co-opt
The College Board Chair may, at his/her discretion, co-opt up to four additional members for specific periods to bring specific skills to the Board.
3.2 Period of Appointment
Ex Officio members shall hold their position for the duration of their appointment in that role.
Elected members shall hold their position for a specified term, or until their resignation, whichever is earlier. The specified term for staff members shall be three years; noting that initial terms may be for a lesser period to enable turnover of members to be staggered.
Student representatives will be appointed for the term of one year with the option of extending the term for another year with the approval of the Chair. Student representatives are to be currently enrolled in a qualification hosted by the College of Sciences. Applications from students will be collected with the assistance of the National Centre for Teaching and Learning, and the representatives will be appointed by the Chair or the Chair’s nominee. As far as practicable the two student representatives shall be selected from differing disciplines and locations or modes of delivery.
The Representative of Māori staff of the College will be appointed by the Chair for the term of two years.
3.3 Elections
The election of teaching staff members to the Board in accordance with 3.2 above shall be managed by the Committee Administrator and will include a call for nominees from the relevant constituency and a secret ballot. Should an elected member resign from the Board, a by-election shall be held to fill the vacancy for the remainder of the term of the member.
3.4 Representation by Proxy
On request of a Board member, the Chair may permit a proxy nominated by that member to attend the meeting in the member’s place; the proxy will be able to participate as a full member of the Board for the meeting(s) and will count toward the quorum.
3.5 Dismissal of Members
College Board may, by resolution, dismiss a member of the Board as a member if the member fails to attend three consecutive meetings of the Board, or send an approved proxy, without having given the Chair or Committee Administrator prior notice of their inability to attend. In the event of dismissal of an elected member, a by-election will be held;
otherwise, the vacancy will be appointed by the Pro Vice-Chancellor.
4. Meetings and Protocols 4.1 Chair
The Chair of the College Board shall be the Pro Vice-Chancellor.
5 The Chair will preside at all meetings at which he or she is present. If the Chair is absent, the Deputy Pro Vice-Chancellor shall preside.
4.2 Quorum
No business shall be transacted at a meeting unless at least a majority of the members currently holding office are present. For the avoidance of doubt, the quorum shall be half the current members plus one.
4.3 Timing and Frequency of Meetings
The Board shall meet monthly from February to November on a regular date and time agreed by its members, and at such other times as the Chair shall decide.
If so requested by written notice by no fewer than five members of the Board, the Chair shall convene a special meeting of the Board.
4.4 Standing Orders
The conduct of the business of the meeting shall be subject to the Guidelines for the Conduct of Council and Council Committees 2011 and, where relevant, to the Model Standing Orders for Meetings of Local Authorities and Community Boards NZS 9202:2003 and Amendment 1, 2006.
4.5 Agenda, Administration, and Minutes
The College Board shall be serviced by a Committee Administrator furnished to the Board by the Office of Academic Assurance, or as otherwise provided by the Pro Vice-Chancellor of the College.
The College Board may set its own deadlines for agenda items, noting any University policy or agreed deadlines and required formats for matters affecting the academic offer of the University.
In conjunction with the Chair, the Committee Administrator will make available the agenda and the documents for the Board, and shall record the proceedings, in accordance with the provisions of the Local Government Official Information and Meetings Act 1987.
All records of the meetings, including the minutes, shall be retained in accordance with the Public Records Act 2005.
The Committee Administrator shall be responsible for ensuring correspondence and decisions made by the Board are available to relevant people or bodies, including the membership of sub-committees and secretaries of relevant College Boards.
5. Reporting to the Academic Board
Annually, and as otherwise required by the Academic Board, the College Board shall furnish to the Academic Board a report on its activities and the exercise of its delegations.
6 6. Document Control
Version Number
Approved by: Academic Board Date: 15 March 2017
