Academic Advisory Committees Policy

Introduction

In 1998 a working group of the Academic Policy Committee reviewed the School Advisory Committees Policy in currency since 1991. The impetus to examine the policy arose from an audit of gender balance in UTS committees which identified advisory committees as the least gender balanced. In the course of the working group's deliberations it became clear that the current proscriptive policy was not being adhered to and that any revised policy should aim to provide greater flexibility. The composition of the new committees would also stress gender balance and allow the inclusion of graduates.

Role of academic advisory committees

Academic advisory committees provide links between the professions and the University. They provide advice by informing the work and attitude of the academic units thereby assisting the University to maintain the professional relevance of its work.

As a minimum there should be a capacity within each faculty, for independent external advice to be available for each course or discipline through the operation of faculty, school, department or course/program advisory committees. For some faculties where a strong professional structure effectively regulates course contact time, the basic requirements of curricula etc, this might be achieved through a single Faculty Academic Advisory Committee (FAAC) The FAAC would advise the Dean. Matters of detail could be referred to specialist committees established for particular tasks. These specialist committees would normally be chaired by a person nominated by the FAAC in consultation with the Dean and could include external and internal members who are not members of the FAAC. In other faculties, a variety of Academic Advisory Committees (AAC) might be appropriate with terms of reference similar to those of an FAAC, but appropriately modified to direct the advice to the responsible academic officer (Head of School, Head of Department or Course/Program Director). Some AACs might be short-lived and formed for defined purposes only.

Terms of reference

Each faculty shall establish one or more academic advisory committees to advise the Dean, Associate Dean, Head of School, Head of Department or Course/Program Director on any matter referred to them by the Dean, Associate Dean, Head of School, Head of Department or Course/Program Director or Faculty Board on:

• course revision, development or curriculum content
• research matters
• the strategic direction of the faculty, schools or departments
• the role and development of the academic units in the context of trends in the appropriate profession(s)
• availability of resources to support change and innovation of the AOU
• combined, joint or double degree programs
• other matters as deemed appropriate by the members of the committees

and which assists the faculty to maintain the industrial/professional relevance of its courses.

The AAC provides advice to the Dean, Associate Dean, Head of School, Head of Department or Course/Program Director (Responsible Academic Officer). Matters referred to an AAC by UTS management external to the AOU should be referred through the Responsible Academic Officer on AAC.

Each AAC should provide the Dean of the relevant faculty an annual report each year to align with the faculty's strategic planning timeframe. The report should include, as an appendix, a copy of the minutes of all the meetings held since the last report. The Dean would forward the annual report, together with details of action taken by the faculty on matters raised by the AACs to the Director, Planning and Review Unit.

Composition and membership

An academic advisory committee should not consist of more than 12 people. The Chair should be a member external to the University. There should be no more than three members internal to the AOU. These must include:

• the Dean, Associate Dean, Head of School, Head of Department or Course/Program Director as appropriate
• at least one other academic elected by the staff of the academic unit.

External membership of any AAC should constitute a clear majority. External members should be appointed by the Vice-Chancellor on the recommendation of the Dean. Sources of external members could include:

• eminent practitioners in the appropriate profession(s)
• academics from other universities if appropriate
• researchers
• representatives of professional associations
• people prominent in community service
• secondary school or TAFE teachers
• representatives of major relevant employers or recent graduates.

Chairs of AACs should invite appropriate staff and senior students to address or advise the AAC as appropriate. The elected staff members should ensure that representative views are provided to the AAC.

Normally, the terms of membership of an academic advisory committee for a recognised AOU should be two years with membership renewable to a maximum of six years.

Gender representation

The UTS standard for gender balance on committees should be adhered to and Deans must take this into consideration when making recommendations to the Vice-Chancellor. The UTS target is currently that there be minimum gender representation of 20% on each committee. Resource lists compiled by the Department of Women and the Affirmative Action Agency of suitable women candidates from the professions and public sector organisations can be obtained from the Equity and Diversity Unit. It is particularly important that the gender representation is maintained for external members of each committee.

Administration and costs

All costs associated with the administration of academic advisory committees are to be borne by the faculties. The Faculty Administrator/Manager is to maintain up-to-date membership lists for all academic advisory committees of that faculty.

Last administrative update on this policy: November 1998