AC/2014/15/4/11
University and Academic
Councils Self-Review Policy
Policy Title
Policy Number
1-05
Functional Field
Governance and Management
Related Policies
Policy of Making University Policies
Responsibility of
The University/Academic Council
Issuing Office
Status
Quality Assurance Office
Active
Approved By
Academic Council
Approval Date
17th March 2015
In-revision
Draft #
Proposed
Draft #
University Council
Effective Date
Revision History
Number
Revision # 1
Revision # 2
Revision # 3
Contact Office
e-mail address
Phone Number
Date
By
Main Changes
Academic
17/3/2015
Procedure # 9 and Appendix I, II, III
Council
Sultan Qaboos University
University and Academic Councils Self-Review Policy
1. POLICY TITLE
University and Academic Councils Self-Review Policy
2. DEFINITIONS AND ABBREVIATIONS
Not applicable.
3. POLICY STATEMENT
SQU is committed to regularly assess the effectiveness of its University and Academic Councils.
4. PURPOSE/ REASONS FOR POLICY
The main aims of this policy are:
4.1. To critically evaluate the effectiveness of the Council in discharging its responsibilities.
4.2. To assist the Council in continuously improving its operations and performance.
4.3. To ensure appropriateness of the Council’s structure and membership.
4.4. To ensure that the Council activities are leading and supporting the University in achieving its
mission and objectives.
4.5. To assure the public on SQU’s standards and quality.
4.6. To assure stakeholders of the effectiveness of the Council.
4.7. To fulfil internal and external reference points.
5. GENERAL PRINCIPLES
The following main principles constitute the basis of this policy:
5.1. Council effectiveness is measured against its:
5.1.1.
5.1.2.
5.1.3.
5.1.4.
5.1.5.
leadership role
constitutional responsibilities
method of operation
members’ contributions
committees’ performance
5.2. Self-review should always be looked at as a developmental (not a threatening) activity.
5.3. The outcomes of self-review shall be reported.
5.4. Council and committees members shall objectively and critically contribute to the selfreview.
5.5. The Council shall take the needed actions according to review findings.
5.6. The Quality Assurance Office shall capture all good practices and recommendations in a
database.
6. SCOPE OF APPLICATION
This policy applies to both the University and Academic Councils.
7. POLICY OWNER
(The policy owner is a staff member(s) or body(s) within SQU responsible for developing, overseeing,
reviewing and updating the policy under consideration.) The Policy owner should be appointed by the
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Sultan Qaboos University
University and Academic Councils Self-Review Policy
Academic Council. Any development on the proposed policy will be communicated to the Quality
Assurance Office.
8. APPROVAL BODY
•
The Academic Council
•
The University Council
9. PROCEDURE
9.1.
General
The Vice Chancellor appoints an ad hoc Committee of 5 members –of which 2 from Academic
Council Members, 2 from University Council Members, and 1 outsider from Stakeholders to
conduct a self-review of the Council effectiveness. The self-review methodology involves the
following 4 approaches:
9.1.1 E-based Questionnaire to members:
E-Based Questionnaire to be created and distributed among members of the 2 Councils
and all the members of their Sub-Committees. The Council effectiveness will be
measured by Questions designed to assess the following:
1) Leadership role
2) Council and Constitutional responsibilities
3) Method of operation
4) Members’ contribution
5) Committees’ performance
9.1.2 Review of Minutes and Effectiveness of Council’s decisions and Actions
The Minutes of the Meetings of the two Councils to be reviewed, proposed decisions
that were recorded, be summarized and the follow-up action be audited.
9.1.3 Interview of Present and Past Council Members:
A Structured-Interview with Present and Past Council members (who were members of
the Council in the last 4 years) to be carried out as part of the four yearly Self-Review
Study.
9.1.4
Annual Mini-Survey of Members for Review of their Performance will be carried out
using focused questions
PS Review of effectiveness is regularly conducted every four years (9.1.1 to 9.1.3) with a
focused Mini-Survey annually (9.1.4).
9.2 The sample Questions for the E-based Questionnaire are shown in Appendix I.
9.3 Review of Minutes and Effectiveness of Council’s decisions and Actions may be carried out using
a Template as shown in Appendix II with sample Bench Analysis of the minutes.
9.4 Interview of Present and Past Council Members may be carried out as suggested in the Guidance
Methodology section in Appendix III. The questions will be structured and written and will be
repeated for all members.
9.5 Annual Mini-Survey of Members may be carried out using focused questions relevant to issues of
that year. Further details as per Guidance in Appendix III.
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Sultan Qaboos University
9.6
University and Academic Councils Self-Review Policy
Reporting
The committee can benefit from a structured approach in writing its report, the following headings
are suggested:
9.6.1
9.6.2
9.6.3
9.6.4
9.6.5
Council’s engagement with leadership issues
Fulfillment of the Council’s role and responsibilities
Council’s deliberations and method of operation
Members’ engagement and contributions and views
Committees’ performance
10 RELATED POLICIES
•
Policy of Making University Policies
11 RESPONSIBILITY FOR IMPLEMENTATION
Vice Chancellor – Appoints a committee from its membership to conduct a self-review of the Council
effectiveness.
University or Academic Council –The Council is responsible for implementing any necessary
actions, subject to University Council approval, resulting from the self-review findings.
Quality Assurance Office – Documents and disseminates good practices emerging from self-review.
12 ISSUING OFFICE
Quality Assurance Office
13 REVIEW
13.1. The Council will regularly, within no later than two years from the date of the most recent selfreview, review this policy and make the necessary modifications and changes as deemed
appropriate.
13.2. The review shall be conducted by a committee of three members including one of the members
who participated in the most recent self-review.
13.3. The committee mentioned in Article 9.1 above shall submit its findings to the Council within three
months from the date of commencing the review.
14 KEY RISKS
Identifying potential risks associated with the introduction of policies, in particular new ones, is
considered a good practice. Line managers have the responsibility to embed risk management
practices in their day-to-day operations. This may include taking the necessary measures to eliminate
or control such risks. Main risks associated with this policy are listed below:
14.1
14.2
14.3
14.4
14.5
14.6
The committee may find itself writing a self-serving report.
Not all members will respond to the surveys.
Members may not give their critical opinions.
Members may find it very sensitive to criticize the involvement of other members.
Unavailability of minutes and other requested documentations.
Members may not act upon Report resulting from Self-Review
15 REFERENCES
It is hereby acknowledged that it is useful while developing policies to consider policy documents and good
practices of other higher education institutions. The development of this policy has, in a contextualized
manner, benefited from the following documents or some ideas thereof:
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Sultan Qaboos University
1.
University and Academic Councils Self-Review Policy
Guide for members of Higher Education Governing Bodies in the UK, Governance Code
of Practice and General Principles, February 2009, 2009/02, Committee of University
Chairs, pdf.
http://www.hefce.ac.uk/pubs/year/2009/200914/
2.
Guide for members of Higher Education Governing Bodies in the UK, Incorporates the
Governance Code of Practice and General Principles, March 2009, 2009/14, Committee
of University Chairs, pdf.
http://www.ioe.ac.uk/about/documents/About_Overview/CUC_Guide_for_Members_of_HE_Governing_
Bodies_2009_14.pdf
3. Independent Review Group review of the effectiveness and efficiency of HEFCE, Final
report, Higher Education Funding Council For England,March 2010/07, pdf.
http://www.hefce.ac.uk/pubs/year/2010/201007/
4. 2000 Review of Committee Structures and Processes, University of Auckland,
http://www.auckland.ac.nz/uoa/review-committee-reporting
5.
Review of Academic Council and its Committees, University of Western Australia,
H:\Academic Council Performance Review\Academic Policy Services - Review of
Academic Council and its Committees.mht
6. Academic board and academic council information package for members of academic
board and members of academic council, University of Western Australia,
http://www.aps.uwa.edu.au/home/uwas_committee_system/council?f=300697
7.
Charter of Incorporation, University of York, April 2011, pdf.
http://www.york.ac.uk/media/abouttheuniversity/governanceandmanagement/documents/charter_statutes_a
pr11.pdf
8.
Council Effectiveness Review 2010,Durham University,
http://www.dur.ac.uk/committees/council/council_effectiveness_review_2010/
9.
Council - Review of Council Effectiveness 2005 - University Committees - Academic
Registry - Loughborough University,
http://www.lboro.ac.uk/admin/committees/council/papers/
10. University Council Monitoring and Self Review, Australian Universities Quality Agency Good Practice
Database,
http://www.teqsa.gov.au/
11. ACADEMIC SENATE GUIDELINES FOR THE SELF-REVIEW (Revised June 2007)
http://webcache.googleusercontent.com/search?q=cache:f63yHiDRHoJ:www.senate.ucla.edu/programreviews/documents/GUIDESR.doc+11.+ACADEMIC+SENATE
+GUIDELINES+FOR+THE+SELF-REVIEW+(Revised+June+2007)&cd=1&hl=en&ct=clnk&gl=qa
12. HEFCE Publications 2001 01-24 - Risk management,
http://www.urmia.org/intlfellow/docs/01_28.htm
13. Report of the review of the effectiveness of council group, Keele University, pdf
http://webcache.googleusercontent.com/search?q=cache:uk9GmWMqpmcJ:citeseerx.ist.psu.edu/viewdoc/
download%3Bjsessionid%3DD13FD8F6D3AD554556929A67B4ECE44B%3Fdoi%3D10.1.1.193.7305%
5
Sultan Qaboos University
University and Academic Councils Self-Review Policy
26rep%3Drep1%26type%3Dpdf+C+1APR04+A4+Report+of+the+review+of+the+effectiveness+of+coun
cil+group,+Keele+University&cd=2&hl=en&ct=clnk&gl=qa
14. Review of the Effectiveness of Council, the University of Nottingham Council, 12 May
2005,
http://www.docstoc.com/docs/2391426/THE-UNIVERSITY-OF-NOTTINGHAM-COUNCIL-12-May2005-Review-of-the
15. The Charter of Sultan Qaboos University Chapter 2, The University Council, pdf
16. Terms of reference for Council, The University of York,
http://www.york.ac.uk/about/organisation/governance/council/reference/
17. The University Council, University of Southampton
http://www.southampton.ac.uk/aboutus/councilmembers/
18. Academic board and the academy: seizing the moment, Hilary P. M. Winchester, pdf
http://w3.unisa.edu.au/cha/mgmt&gov/winchester_presentation/winchesterauqf2007.pdf
19. Academic Council Terms of Reference, Code of Practice, Composition and Regulations,
Waterford Institute of Technology, pdf,
http://www.wit.ie/images/uploads/Policies_PDF/WIT_Academic_Council_Constitution_2010.pdf
20. Academic Board Handbook, the University of Sydney, pdf
http://sydney.edu.au/ab/AB_Handbook.pdf
21. The neglected role of a neglected body: academic boards’ role in assuring ‘equivalent’
standards, GAVIN MOODIE , Published in Australian Universities Review, (2004) vol
47, no 1, pp 35-41.
http://www.academia.edu/359618/The_neglected_role_of_a_neglected_body_academic_boards_role_In_a
ssuring_equivalent_standards
22. Standing Orders of the Academic Board, University of New England
http://www.une.edu.au/governance/academicboard/ab-standing-orders.pdf
23. Reviewing Annual Effectiveness of Committees, Leeds Metropolitan University
H:\Academic Board Review\Academic Board - Reviewing Annual Effectiveness of
Committees - Leeds Metropolitan University.mht
http://www.leedsmet.ac.uk/staff/files/ACB-2012-010_AQR_2010-11_-_Full.pdf
24. Academic Board Reviews, the University of Sydney
http://sydney.edu.au/ab/faculty_review/abr.shtml
25. The University of Melbourne Academic board, Teaching and Learning Quality
Assurance Committee, meeting 3/09 minutes,
http://www.unimelb.edu.au/abp/talqac/minutes/apr09.pdf
26. Academic Review Guidelines, Monash University,
http://www.policy.monash.edu/policy-bank/management/governance/academic-reviewguidelines.html
27. Academic board faculty reviews 2001 -2004 report on the strengths, weaknesses and
areas of improvement, the University of Sydney, pdf
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Sultan Qaboos University
University and Academic Councils Self-Review Policy
28. Academic Board ‘The Custodian of Academic Quality’ Presented by -Victor Korobacz,
Manager Higher Education DFEEST,pdf,
http://radaris.com.au/p/Victor/Korobacz/
29. University of Sydney (Academic Governance) Rule 2003 (as amended)
http://sydney.edu.au/policies/showdoc.aspx?recnum=PDOC2011/54&RendNum=0
30. Academic Senate, Charles Sturt University, December 2008, pdf
http://www.csu.edu.au/acad_sec/academicsenate/docs/Academic_Senate_self_review_asamended_28_May_2009.pdf
31. Academic Board, Charles Darwin University, Meeting 01/09, pdf
32. Good practice guidelines for subcommittees of academic board, pdf
http://w3.unisa.edu.au/unicouncil/committees/AcademicBoard/GoodPracAcadBoard.pdf
33. Implementation of Council Effectiveness Review
http://webcache.googleusercontent.com/search?q=cache:RhNRosy64IgJ:www.lboro.ac.uk/admin/committe
es/council/Council_review05/Implementation%2520of%2520Council%2520Effectiveness%2520Review.d
oc+Implementation+of+Council+Effectiveness+Review&cd=1&hl=en&ct=clnk
34. University guidelines on the review and evaluation of senior administrators, Doc. T93080, Passed by the BoT, 8/11/93
http://media.umassp.edu/massedu/policy/212%20Evalua%20of%20Senior%20Administrators.pdf
35. Nonprofit board effectiveness, funding source, and financial vulnerability, by Hodge,
Matthew M., Ph.D., UNIVERSITY OF CENTRAL FLORIDA, 2006, 154 pages; 321035
http://search.proquest.com/docview/304948527
36. Role and function of the Academic Board, APPENDIX C Page C1, AGENDA ITEM 8,
Focus Topic
http://sydney.edu.au/ab/about/2007/AB_May07_AppendixC_Focus.pdf
37. The Appointment of Vice-Chancellors in Australian Universities:A Study of Contemporary Recruitment
and Selection Practices. Dr. Bernard O’Meara, School of Business, University of Ballarat,
http://webcache.googleusercontent.com/search?q=cache:7WEY4wUbPPAJ:researchonline.ballarat.edu.au:
8080/vital/access/services/Download/vital:664/SOURCE1+37.+The+Appointment+of+ViceChancellors+in+Australian+Universities:A+Study+of+Contemporary+Recruitment+and+Selection+Practi
ces.+Dr.+Bernard+O%E2%80%99Meara,+School+of+Business,+University+of+Ballarat&cd=1&hl=en&c
t=clnk&gl=qa
38. Thematic Analysis: The Role of Academic Boards in University Governance Anthony H.
Dooley, AUSTRALIAN UNIVERSITIES QUALITY AGENCY, pdf
http://www.auqa.edu.au/files/publications/academic%20boards_%20final_website.pdf
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Sultan Qaboos University
University and Academic Councils Self-Review Policy
16 APPENDICES
Appendix I: Sample Question for the E-Questionnaire
Appendix II: - Template for Bench Analysis of the Minutes
- Sample Bench Analysis of the Minutes
Appendix III: Self-Review Guidance for University Council and Academic Council
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Sultan Qaboos University
University and Academic Councils Self-Review Policy
APPENDIX I. SAMPLE QUESTIONS FOR THE EQUESTIONNAIRE
Note: Final Questions will be constructed by the ad hoc Joint Committee.
No
Review questions
Strongly Disagree Agree Strongly
Disagree
Agree
1
4
***(E.g. presence of
Induction Program)
The Council drives culture of
2 standards and quality.
*** (E.g. workshops
and seminars,
invited speaker’s)
*** (Give examples)
The Council conducts satisfaction
survey amongst the academic
4 community concerning the leadership
of the Council.
*** (E.g. surveys of
academicians)
R
O L E
3
Members are made familiar with the
leadership role of the Council and
1
members.
The Council makes itself
systematically aware of the academic
3 areas needing attention or
development.
L E A D E R S H I P
2
Comments
***
(Please explain
how)
The Council identifies, manages and
5 documents key risks linked with its
activities and academic initiatives.
The Council initiates, approves and
implements policies and guidelines
6 across the institution.
***
(Provide examples
and frequency
performed)
The Council receives consistent
quality reports from all academic units
7
and feedback on its actions.
*** (Explain)
The Council has implemented
important changes that added value to
8
the University during the last four
years.
The Council acts on feedback from
stakeholders
9
***
(Local, national or
international)
The Council directs benchmarking
with comparable institutions and/or
10 with past trend.
***
(Evidence of
benchmarking)
9
Sultan Qaboos University
No
Review questions
University and Academic Councils Self-Review Policy
Strongly Disagree Agree Strongly
Disagree
Agree
1
The Council ensures that the
academic standards and research are
11 aligned with the University’s mission
and goals.
R E S P O N S I B I L I T Y
12
3
4
***
(Any evidence that
Council’s activities
match with the
University mission).
Reporting mechanism is in place for
Council oversight.
The Council is involved in the
upgrading of academic and quality
Standards of the University, e.g.
13 Monitors and assesses academic
programs, promotes Research
Culture, etc.
***
(E.g. Student
Assessment and
Graduate
attributes).
The Council encourages Omanization
14 of the academic faculty.
15
C O U N C I L
2
Comments
The Council is involved effectively in
the proper use of available funds.
The Council considers various factors
before ratifying Executive and
16 Financial Regulations and academic
Byelaws.
Internal and external stakeholders
contribute to the development and
17
updating of standards.
18 The Council regularly reviews and
reflects its own responsibilities and
Performance.
*** (Cite examples of
KPIs used)
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Sultan Qaboos University
No
Review questions
University and Academic Councils Self-Review Policy
Strongly Disagree Agree Strongly
Disagree
Agree
1
2
3
Comments
4
Terms of reference of the Council and
19 Guidelines or handbook are available
and made clear to members.
***e.g. is there a
form to review a
Chairperson and
when was last time
this was done.
A mechanism is in place to conduct
regular performance review of the
20
Chairperson.
METHOD
OF OPERATION
A mechanism is in place for the
Council to receive annual reports from
21 its committees, departments and
colleges on relevant academic issues.
Agendas and supporting materials
always reach members in a timely
22
manner.
The Council ensures appropriate
contributions of relevant management
23 and staff when considering / debating
issues.
***Give examples
Council deliberations show adherence
to relevant internal and external
24
reference points.
Council’s decisions are always
submitted through reports and statistics
25 and that stakeholders are informed as
appropriate.
26 The Council effectively responds to
and communicates with University
community on relevant academic
matters.
***Describe means
and channels
11
Sultan Qaboos University
No
Review questions
University and Academic Councils Self-Review Policy
Strongly Disagree Agree Strongly
Disagree
Agree
1
Membership of the Council ensures
Universit- wide representation,
27
appropriate skills and competencies.
M E M B E R S’
C O N T R I B U T I O N
The members have sufficient
knowledge and understanding on the
28 mission, goals and objectives of the
University.
Members carry out planned tasks
29 effectively.
The members actively participate in
30 discussion and in decision-making.
The confidentiality of the Council
31 business is served by all its members.
The members declare potential
32 conflict of interests.
Members’ contributions are
appropriately contextualized (e.g. by
33 using targets, trends and
benchmarks).
The members are satisfied with the
Council membership and their level of
34 understanding on how the Council
assesses its own effectiveness.
12
2
3
4
Comments
Sultan Qaboos University
No
Review questions
University and Academic Councils Self-Review Policy
Strongly Disagree Agree Strongly
Disagree
Agree
1
35 The Council adopts KPIs to monitor and
improve member’s contributions.
2
3
Comments
4
***Give examples
C O M M I T T E E S’
PERFORMANCE
36 Reporting pro-forma is in place.
37
Student representation is present while
discussing relevant matters.
***Describe if in
council or in
committees
38
There are evidences on value - added
by the committee.
***Give examples of
evidence
Committee’s proposals or reports are
valid, reliable and efficient and
39
containing feedback and are
thoroughly reviewed and reflected on.
Action to be taken is approved by
40 majority of members prior to
documentation in the minutes
41 Work plans are adhered to.
Committees are annually reviewed
with respect to its performance
42
effectiveness, structure and members
contributions
Stakeholders’ views on the
43 committee’s performance is sought,
considered and acted upon
***Examples and
frequency
13
Sultan Qaboos University
University and Academic Councils Self-Review Policy
APPENDIX II. REVIEW OF MINUTES AND
EFFECTIVENESS OF THE COUNCIL’S DECISIONS:
TEMPLATE FOR BENCH ANALYSIS OF THE MINUTES
#
Resolution Item, No.
and Date
Decision and Action
1
2
3
4
14
Follow-up on the
Resolution
Comment and
Analysis
Sultan Qaboos University
University and Academic Councils Self-Review Policy
SAMPLE BENCH ANALYSIS OF THE MINUTES
Analysis of 2013-2014 Minutes
#
1
Resolution Item,
No. and Date
Decision and
Action
Report on academic
staff promotions for the
academic year 2012/13
Decision: AC
endorsed
recommendations
submitted by the
committee, assigned to
discuss the UAPC’s
report, (AC/201314/1/MA3), subject to:
College Deans should
spread the awareness
with regard to the
importance of following
SQU Academic Staff
Regulations.
AC/2013-14/1/2
24th Sept. 2013
Follow-up on the
Resolution
Comment and
Analysis
No further comment on this
matter as noted in the
minutes up the end of
Academic year.
No follow-up on
this matter was
noted.
AC at its 5th Meeting
AC/2013-14/5/5
20th May 2014
Postponed further.
AC/2014-15/2/1 –
2nd Meeting 18th
November 2014.
Action: The Chair of
sub-committee should
submit the
recommendations to the
committee responsible
for reviewing the new
promotion regulations.
2
Proposal for the
Introduction of a New
Track in Electrical and
Computer
Engineering/Biomedical
Signals and Medical
Devices, Leading to
Degree of Bachelor of
Engineering.
AC/2013-14/1/3
24th Sept. 2013
3
Proposal for the
Introduction of Doctoral
Degree Program in
Natural Resource
Economics.
AC/2012-13/1/4
24th Sept. 2013
Decision: AC
postponed its decision
as presented in
document AC/201213/1/MA4, subject to
several conditions
recommended by AC
members.
Action: Dean of Engr.
should modify the
proposal and resubmit
27 copies for AC to rediscuss
Decision: AC
approved in principle
the Proposal presented
in document AC/201213/1/MA5, subject to
AC members’
recommendations.
Action: Dean should
prepare 16 copies for
submission to the
University Council.
15
Decision (Resolution No.
AC/2013-14/5/5) The AC
agreed to approve the
modified proposal
presented in document
(AC/2013-14/5/MA5),
subject to some more
recommendations by AC
members.
Action: Dean of the College
of Engineering should
modify the proposal
according to the
recommendations, and
resubmit (28) copies to AC
No follow-up comment
about this subject from the
University Council in AC
minutes.
Still not finalized
by first two
meetings of new
AY (2014-2015).
It is not clear
whether University
Council did or did
not discuss this
item.
Sultan Qaboos University
University and Academic Councils Self-Review Policy
APPENDIX III. SELF-REVIEW GUIDANCE
FOR UNIVERSITY COUNCIL AND ACADEMIC
COUNCIL
SULTAN QABOOS UNIVERSITY
SELF-REVIEW GUIDANCE
UNIVERSITY and ACADEMIC COUNCILS
Prepared by:
Prof. Lamk Al-Lamki, VC Advisor
The Office of the Vice Chancellor
February 2015
Academic Council, SQU
March 2015
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Sultan Qaboos University
University and Academic Councils Self-Review Policy
Contents
INTRODUCTION .........................................................................................................................................................18
METHODOLOGY .........................................................................................................................................................19
i)
Computer-Based Questionnaire of Members:............................................................................................................... 19
1. Leadership Role.................................................................................................................................................................... 19
2. Council Responsibility: ......................................................................................................................................................... 19
3. Method of Operation: ......................................................................................................................................................... 19
4. Members’ Contribution: ...................................................................................................................................................... 20
5. Committee’s Performance: ................................................................................................................................................. 20
ii)
Review of Minutes and Effectiveness of Council’s Decisions:........................................................................................ 21
iii)
Interview of Present and Past Council Members:.......................................................................................................... 21
iv)
Annual Mini-Survey: ....................................................................................................................................................... 21
ANALYSIS AND INTERPRETATION OF RESULTS: ........................................................................................21
CONCLUDING REMARKS: .......................................................................................................................................22
ACCOMPANYING DOCUMENTS:...........................................................................................................................22
REFERENCES: ..............................................................................................................................................................22
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Sultan Qaboos University
University and Academic Councils Self-Review Policy
INTRODUCTION
As dictated by SQU Policy # 01-05 (University and Academic Councils Self Review Policy, (See
Attached Policy), it was decided that a Self-Review Study be conducted to evaluate the
Performance and Effectiveness of the two Highest Councils at Sultan Qaboos University. It is
proposed that this should be repeated every four years. The evaluation is composed of 3 major
components.
i) E-based questionnaire to members:
Create an E-Based Questionnaire to be distributed among members of the two Councils and
the members of their Sub-Committees – to be filled-out confidentially, objectively and
critically. The Council effectiveness will be measured by Questions designed to assess the
following:
1. Leadership role
2. Council and Constitutional responsibilities
3. Method of operation
4. Members’ contribution
5. Committees’ performance
ii) Review of Minutes and Effectiveness of Council’s decisions and Actions:
The Minutes of the Meetings of the two Councils to be reviewed, proposed decisions that
were recorded, be summarized and the follow-up action be audited.
iii) Interview of Present and Past Council Members:
A Structured-Interview with Present and Past Council members (who were members of
the Council in the last 4 years) to be carried out as part of the four yearly Self-Review Study.
iv) In addition, an Annual Mini-Survey of Members for Review of their Performance will
be carriedout.
The above 4-Way evaluations will be undertaken by an ad hoc Committee of 5 Members – of
which 2 are from the Academic Council Members, 2 from the University Council Members and 1
Outsider from amongst the Stakeholders but not from these two councils members.
Results of all 3 studies and the annual mini survey - will be discussed by the ad hoc Committee
with H.E. the Vice Chancellor prior to presentation to the respective Councils. Long term
effectiveness of the 2 Councils decisions and actions with respect to their robustness in Decision
making and the speed at which they work will all be reviewed and evaluated. Any results
identified to be of possible enhancement to the Quality Improvement Program of the University,
will be passed on to the Quality Assurance Office for study and possible implementation to the
rest of the University.
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University and Academic Councils Self-Review Policy
METHODOLOGY
The guide presented here is meant to ilustrate the basis of which the self study is build upon
for all diferent components.
i) COMPUTER-BASED QUESTIONNAIRE
MEMBERS:
The Computer-based
Questionnaire uses Console”(www.surveyconsole.com) to collect and analyse the survey.
The questions will be managed by an ad hoc Joint Committee of 5 Members – of which
2 are from the Academic Council Members, 2 from the University Council Members and
1 Outsider from amongst the Stakeholders but not from University Councils Staff. The Equestionnaire is designed and tailored to explore members’ feelings and their impression
of the bulleted items of the following 5 categories: (Sample Questions in Appendix I)
OF
1. Leadership Role: This refers as to how the Council and the members are carrying out
the leadership role in the University academic and non academic activities. An induction
session should have been given to a member when appointed. The respective council
rapporteur should have explained the leadership role that the member is expected to play
during his term in the council and the leadership of the Council.
The members should apply their understanding in the following items:
•
Quality
•
Continuous
Development
•
Policies
•
Standards
•
Council Actions Impacts
•
Risks
•
Satisfaction
•
Academic Units
Feedbacks
•
Independence
•
Benchmarking
•
Equality
•
Fair treatments
2. Council Responsibility: This refers to, and aims at reviewing the way the
Council is discharging its responsibilities as specified in the University Charter.
Questions and corresponding evidences may be required to assist the Committee in
its review. The members ensure the following items:
•
Standards are reviewed and upgraded constantly
•
The Council encourages Omanization of the academic faculty
•
The Council is involved effectively in the proper use of available funds
•
Proper Reporting mechanism is in place
•
The Council regularly reviews and reflects its own responsibilities and
Performance
•
Internal and external stakeholders contribute to the development of SQU.
•
Academic and Research standards are aligned with the SQU mission/goals
3. Method of Operation: This refers to the Committee members reflecting on the
effectiveness of the Council’s operation. The following issues are monitored:
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University and Academic Councils Self-Review Policy
•
Council's Terms of reference and Guidelines are made clear to members
•
Stakeholders are informed as appropriate
•
Agendas and supporting materials always reach members in a timely manner
•
Decisions are submitted through reports and statistics
•
Annual reports from committees, departments and colleges are received and noted
•
Conduction of regular performance review
•
Appropriate contributions of relevant units when considering / debating issues
•
Deliberations show adherence to relevant internal and external reference points
•
The Council effectively responds to and communicates with University
community on relevant academic matters
4. Members’ Contribution:
This refers to members’ contributions to the Council’s
effectiveness.
•
Members understand the Vision, mission, goals and objectives of the University
•
Members carry out planned tasks effectively
•
Members ensure University wide representation, appropriate skills and
competencies
Members’ contributions are appropriately contextualized (e.g. by using targets,
trends and benchmarks)
•
•
Confidentiality of the Council business is served by all of its members
•
Members declare potential conflict of interests
•
Members actively participate in discussion and in decision-making.
•
Members are satisfied with the Council membership and their level of
understanding on how the Council assesses its own effectiveness
•
The Council adopts KPIs to monitor and improve member’s contributions
This refers to the committees’ effectiveness in terms of
necessity, purpose, functions (advisory, policy-making or decision-making), structures and
memberships.
• Student representation is present while discussing relevant matters
5. Committee’s Performance:
•
•
•
Reporting pro-forma is in place.
Committees are annually reviewed its performance, structure and membership
Proposed Actions are approved by majority of members
•
There are evidences on value - added by the committee
•
Work plans are adhered to.
•
Stakeholders’ views on the committee’s performance is sought
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University and Academic Councils Self-Review Policy
ii) REVIEW OF MINUTES AND EFFECTIVENESS OF COUNCIL’S DECISIONS:
The committee will review the Agendas, the Minutes and Decisions and Actions of the
Councils. They will select items from sequential minutes and from meetings spread apart
to ensure that there is adequate time for follow-up, and spread of the analysis over four
years. (See Appendix II for Sample Table for Bench Analysis of the Minutes)
The above items from the minutes will be analyzed for:
• Decisions made, and then the following meeting will be used for analysis of :
a. The Action taken and Completeness of the desired results.
b. Effectiveness of the decisions taken by the Committee
c. Acceptance of the action and results by the staff of the University and
where applicable, the stakeholders’ acceptance of the action taken.
d. Member’s contribution to the minutes discussion and decisions
e. The effectiveness of the distribution and representation of membership
iii) INTERVIEW
OF PRESENT AND PAST COUNCIL MEMBERS: The committee will
devise questions for the Structured Interview of all Present Council Members and Past
Members who have left the University or Academic Council within the preceeding four
years.
The questions will be structured and written. The same questions will be repeated for all
members interviewed. However, supportive or follow-up questions for amplification or
clarification will be allowed as needed.
The questions will be structured to explore the performance and effectiveness by asking
about:
•
•
•
•
•
The Performance of the leader of the Council, i.e. the Chairman
The effectiveness of the Constitution of the membership of the Council
The method by which the meetings are run.
The contribution and performance of the various members
The overall performance of the Council, Decision-Making Ability and the
Effectiveness of the Council and its decisions.
iv) ANNUAL MINI-SURVEY: The above 3 steps of Self-Review are carried out every 4
years. During the interval, an Annual Mini-Survey of the Members will be carried out
annualy as part of the Self-Review process. The Annual Mini-Survey may be carried out
using relevant questions targeted at specific issue for that year – questions from the 4yearly E-Questionnaire. The results may be used in summation together with the 4yearly study as part of the effort of Self-Improvement of the Council performance.
ANALYSIS AND INTERPRETATION OF RESULTS:
The ad-hoc Committee of 5 Members will set Guidelines as to how to analyze the above 4pronged self-review of the 2 Councils. After analysis and interpretation, the results will be
presented by the ad-hoc Committee to the respective Councils as a feedback with a Suggested
Plan of Action based on the results of the analysis.
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University and Academic Councils Self-Review Policy
CONCLUDING REMARKS:
The guidance presented here is given to all members of the councils with the intension
to improve further the efficiency of the University.
ACCOMPANYING DOCUMENTS:
1)
2)
3)
SQU Policy #01-05 – University and Academic Councils Self-Review
Policy
Appendix I - Sample Questions for the E-Questionaire.
Appendix II - Sample Table for Review of Minutes
REFERENCES:
1. Governing Bodies Self-Evaluation and Accompanying Notes www.derbyshire.gov.uk/
2. Process evaluation of complex interventions
UK Medical Research Council (MRC) guidance
3. Developing and evaluating complex Interventions New guidance
http://www.mrc.ac.uk/documents/pdf/complex-interventions-guidance/
4. A Self-Evaluation Tool for School Governing Bodies, based ...
www.warrington.gov.uk/.../self_evaluation_tool_for_school_
5. Governing Body Development: Self Evaluation
https://www.sheffield.gov.uk/education/schoolgovernors/guidance/governingbodydevelopme
nt/selfevaluation.html
6. GOVERNING BODY PROCEDURES*
www.rbkc.gov.uk/.../model_standing_orders_school_governing_bodies.
7. Self-Evaluation Exercise Sets:
http://www.education.gov.uk/nationalcollege/docinfo?id=178223andfilename=frameworkfor-external-reviews-of-governance.pdf
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