AUCKLAND UNIVERSITY OF TECHNOLOGY
COUNCIL POLICIES
Council Policy No: 09
Advisory Committees
Date of adoption:
1 January 2013
Date this issue:
November 2012
TERMS OF REFERENCE
1
POLICY
It is the policy of the Auckland University of Technology (AUT) that major course groupings will
have an Advisory Committee or equivalent relationship with industry, organisations and the
professions to enrich and support educational programmes. The organisation of any Advisory
Committee is the responsibility of the Dean of the Faculty concerned. The Dean will overview
the Advisory Committees or equivalent relationships in their respective Faculties and ensure
that the overall structures and overlaps are considered.
Advisory Committees will be kept informed of the University's policies.
2
REASONS
2.1
To maintain close relationships between AUT and relevant industry, community and
professional groups.
2.2
To ensure the curricula of the University's programmes are appropriate to the needs of
the work place or community, and developed in consultation with relevant industry,
community and professional bodies.
2.3
To assist students gain practical experience and employment in clinical and co-operative
placements and on completion of programmes.
2.4
To provide expert advice and assistance for University staff to develop appropriate and
significant professional development programmes.
2.5
To advise the University from time to time in its selection of and acquisition of
equipment and resources, and on attracting academic staff.
3
FUNCTIONS
The Advisory Committee:
3.1
Advises on industry and community demand for graduates, including future or potential
areas for training.
3.2
Assists in the development of new course/programme submissions and programme
reviews, making curriculum recommendations as appropriate.
3.3
Discusses and advises staff on suggestions for curriculum change.
3.4
Assists and advises staff in their development activities, and in their liaison and
consultation with employers and practising members of the professions.
3.5
Where appropriate, may liaise with relevant industry and professional groups with
respect to their requirements, and advise accordingly.
3.5.1 Respects the mission, values, objectives and policies of the University.
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AUCKLAND UNIVERSITY OF TECHNOLOGY
COUNCIL POLICIES
Note:
The advice of the committee will normally be recorded in the minutes and
summarised in the annual report (see 11.1). Occasionally the committee may make
a special report or special recommendation(s) to the Vice-Chancellor through the
Dean of the Faculty.
4
MEMBERSHIP
4.1
Members of the Advisory Committee are appointed by the Dean.
4.2
Committees should normally comprise between ten and fifteen members of whom the
clear majority must be external to AUT. Where appropriate, members should be
nominated from relevant National Standards Bodies, ITO's, community or professional
bodies, or other academic institutions.
4.3
Members are appointed for a period of three years and are eligible for reappointment.
4.4
The relevant HOD or academic leader and at least one staff member of the programme
should be included in the membership. Members should be appointed for the
contribution they can make because of their knowledge and expertise. Attention
should be given to the membership in relation to:
Coverage of industry, community and professional sectors relevant to the
programmes
Including a recent graduate or student representative where possible
Achieving a balance of gender, Maori, and other ethnic representation
A membership review should be carried out annually to ensure composition balance.
5
CHAIRPERSON
5.1
The Chairperson should be an external member elected by the Committee.
5.2
An election for the position of Chairperson shall be held every three years.
6
SECRETARY
6.1
The Executive Secretary shall be the HOD or appropriate academic leader.
6.2
The Minute Secretary shall be appointed by the HOD or appropriate academic leader
and shall not normally be a member of the Committee.
6.3
The Minute Secretary shall organise the meetings, arrange the venue and distribute
agendas and minutes. An accurate membership list shall be attached and circulated
with the minutes.
7
QUORUM
7.1
The attendance of one-third of the external members of the Committee will constitute
a quorum.
8
MEETINGS
8.1
Committee meetings will be held at least once in each half year and more often as
necessary.
8.2
Notice of the meeting shall be given at least three weeks in advance by the Minute
Secretary, with an agenda and accompanying papers distributed to all committee
members not later than 10 days prior to the meeting date. Special meetings may be
held at shorter notice if authorised by the Chairperson.
9
VOTING
9.1
All members of the Committee shall have the power to vote.
9.2
A simple majority of members present will decide issues with the presiding Chairperson
having the power to exercise a casting vote.
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COUNCIL POLICIES
10
MINUTES
10.1 Meeting minutes shall be kept by the Minute Secretary and confirmed at the next
meeting.
10.2 Copies of minutes should be sent to all committee members plus the following:
The Vice-Chancellor
The Dean of the Faculty
The Library, where they will be retained for audit and archival purposes
11
ANNUAL REPORT
11.1
Each year the Executive Secretary of the Advisory Committee shall prepare an annual
report on the activities of the Committee. This shall not normally exceed 1000 words in
length but should record the frequency of meetings, the issues discussed by the
Committee, and any recommendations to the Vice-Chancellor arising from the functions
of the Committee. The report shall be signed by the Chair of the Committee and
forwarded through the Dean to the Vice-Chancellor before 31 January of the succeeding
year.
11.2
The pro forma for the annual report is as follows:
1
Name of the Advisory Committee
2
Chair of the Advisory Committee
3
Secretary
4
Members
5
Dates of meetings held during the year.
6
Changes in membership and any comments on the current balance of the
committee membership
7
New programmes discussed and/or existing programmes reviewed
8
Comment on demand for graduates and the extent to which programmes are
meeting stated aims and objectives
9
Comment on the adequacy of resources (including staff, equipment, specialist
facilities, library) to support the programme(s)
10
Report on liaison activities between the University and the industry or profession
during the preceding year
11
General comments regarding the strategic planning for the programme(s), their
relevance, marketing, and areas for future development.
CHANCELLOR
PRO-CHANCELLOR
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