Academic Board Terms of Reference Policy

Fact box

  • Policy owner: Chair, Academic Board
  • Policy category: Academic: Academic Board
  • Policy status: Approved
  • Approval body: Council
  • Endorsement body: Academic Board
  • Last amended: 6th Sept. 2018

Purpose

This policy outlines the membership and responsibilities of Alphacrucis College (AC) Academic Board and its sub-committees.

Scope

Whole College

Policy

ACADEMIC BOARD

Academic Board is established by the AC Constitution as the principal academic body in the College. All academic bodies in the College report to Academic Board. The Board has the following commitments:

1. Membership

1.1 Appointment of a Chair

The Chairperson will be appointed by Council and is an ex officio member of Council. Appointment is for a term of three years.

1.2 Membership

The membership of Academic Board includes:

Ex officio members

• Chair

• President

• Vice President Academics

• Registrar

• Director of Student Services

• Director of Research

• Director of Accreditation and Standards

• Academic Director, New Zealand

• Dean, Faculty of Theology (or delegated representative)

• Dean, Faculty of Business (or delegated representative)

• Dean, Faculty of Education (or delegated representative)

• Director of Learning and Teaching

• Director of Vocational Education and Training (VET)

• 1 representative from the LOTE (Korean) department

Appointed/Elected Members

• 2 or more external members

• 1 student-elected student representative

1.3 Term

For ex officio members, the term will be for the duration of their employment in those positions. External members will be appointed by Academic Board for a term of three years. The student representative is appointed for a term of one year, with the option for re-appointment.

1.4 Secretary

The Chair will appoint a Secretary.

2. Terms of reference

Academic Board performs the functions as outlined in the AC Constitution. These broad functions require Academic Board to:

1. report to the Council on all issues and policy matters affecting the College’s academic organisation, quality, standards, ethics, practices, processes and resources;

2. develop and accredit new courses of study which have been approved for development by Council and which fall within the fields for which AC has self-accrediting authority;

3. approve course of study reviews;

4. make recommendation to the Council, for degree admission, those students who have satisfied their respective program requirements;

5. appoint subcommittees of Academic Board;

6. sustain the development, expertise and autonomy of faculty;

7. foster an AC research and scholarship culture;

8. develop, implement and review academic policies, initiatives and related academic requirements;

9. supervise the development of AC library and teaching resources;

10. oversee the academic proficiency and spiritual formation of the student body.

3. Meetings

3.1 Frequency of meetings

Academic Board will meet at least once a quarter, and at other times at the discretion of the Chair.

3.2 Quorum

The quorum for meetings will be at least fifty percent of voting members present in person (including via teleconferencing or videoconferencing).

3.3 Attendance by college staff members

Academic Board can invite any staff member to attend meetings and may refer matters deemed to require attention directly to the appropriate staff member.

4. Reporting to Council

The Chair will include in his/her quarterly report to Council major decisions and outcomes from Academic Board meetings held during the preceding quarter.

5. Sub-committees of Academic Board

Academic Board may delegate any of its powers or functions to sub-committees or advisory boards. The current Academic Board committees are:

Learning and Teaching Committee

Chair: Director of Learning and Teaching

Membership: A minimum of three faculty (excluding Chair) and one external representative appointed by Academic Board.

Function: Carry out the work of Academic Board in the following areas:

• student assessment standards, policies, guidelines, practices, comparisons, evaluation of internal monitoring and external moderation;

• best practice, review and improvement in pedagogy;

• professional development of faculty, fostering of academic scholarship activities and overseeing the mentoring of new faculty;

• review of all subjects taught each semester;

• new and revised subject outlines;

• other matters referred by Academic Board concerning program quality, curriculum standards, and related issues;

• other tasks as guided by the AC Learning and Teaching Plan.

The Committee may appoint ad hoc specialist subcommittees as required.

Research Committee

Chair: Director of Research

Membership: A minimum of three faculty (excluding Chair) and one external representative appointed by Academic Board.

Function: Carry out the work of Academic Board in the following areas:

• opportunities for research collaboration with external organisations;

• opportunities for faculty and students to engage or network in publishable scholarly research and participate in academic conferences;

• developing and supporting proposals to funding sources for research and project funding;

• appointing supervisors and external examiners;

• reviewing research projects and programs of students and monitoring student progress in research degrees;

• providing direction for research endeavours such as Australasian Pentecostal Studies (journal, book publishing, etc.) and research centres (e.g. Australasian Pentecostal Studies Centre);

• measuring and reporting on research outputs of faculty as individuals and the College as a whole;

• other tasks as guided by the AC Research Plan.

Human Research Ethics Committee

Chair: Appointed by Academic Board

Membership: Constituted as per Australian national guidelines on research involving human participants.

Function: The Human Research Ethics Committee (HREC) is an ad-hoc committee of Academic Board that is convened to evaluate research proposals on projects involving human participants that are classified as "High Risk." The duties and parameters of the HREC are outlined in the Research Ethics Guidelines and Policy.

Academic Administration Committee (AAC)

Chair: Vice President Academics or delegated representative

Membership: Administrative staff and faculty representatives (excluding Chair) as appointed by Academic Board.

Function: Carry out the work of Academic Board in the following areas:

• overall co-ordination of academic programs, such as: academic calendars, campus timetables, administrative issues with broad implications;

• monitoring and co-ordinating academic reporting and regular compliance activities;

• monitoring the quality and compliance of Higher Education Third Party Arrangements;

• receiving and recommending changes to Academic Handbooks;

• other matters referred by Academic Board concerning academic program management and planning.

The Academic Administration Committee is advised by the Higher Education Student Affairs Committee (HESAC), the Vocational Education and Training Student Affairs Committee (VETSAC), and the Admissions Committee.

HESAC

Chair: Appointed by AAC

Membership: Program Directors (not including Chair) and other staff as appointed by AAC.

Function: addresses student matters that are not guided by usual procedure (e.g. long extension requests due to extenuating circumstances, international student matters).

• Advises AAC of any other student procedural concerns as raised by Program Directors.

VETSAC

Chair: Appointed by AAC

Membership: Course Coordinators (not including Chair) and other staff as appointed by AAC.

Function: addresses student matters that are not guided by usual procedure (e.g. long extension requests due to extenuating circumstances, international student matters).

• Advises AAC of any other student procedural concerns as raised by Course Coordinators.

Admissions Committee

Chair: Appointed by AAC

Membership: Program Administrators and one academic representative appointed by AAC.

Function: reviews all student applicants for admission to a course of study to ensure that students satisfy the entry requirements.

• Reports on students entering awards to AAC.

Development Committee

Chair: Appointed by Academic Board

Membership: Minimum four members (excluding Chair) appointed by the Academic Board.

Function: Carry out the work of Academic Board in the following areas:

• monitoring changes and developments in the field of vocational and higher education and in government educational policy;

• supervision and co-ordination of design and development of new courses of study;

• supervision and co-ordination of course of study review processes;

• supervision and co-ordination of new delivery sites or changes to existing delivery sites;

• appointment of Course Development Committees, Course Review Committees, and External Review Committees;

• increasing the AC social inclusion agenda, with the aim of ensuring the inclusion of marginalised groups in its student body, staff and programs.

The Committee may appoint ad hoc specialist subcommittees or advisory groups (e.g. Australian Indigenous Advisory Group) to assist its role.

Responsible for implementation

Chair, Academic Board

Key stakeholders

Whole college


Procedures

Academic Board Terms of Reference Procedures

• The selection of external members of Academic Board will be based on needs, expertise required, and the proposed external members’ qualifications. When there is need for the appointment of an external member (such as when a current external member’s term expires), the Chair of Academic Board will invite suggestions from the members and approach relevant candidates with the offer to serve on the Board.

• The student representative to Academic Board is elected by the students by secret ballot conducted by the Director of Student Services. The Director of Student Services chooses the method through which nominees are identified. Student representatives must be enrolled in a current course of study, be able to represent the general needs of students without promoting personal agenda or bias, and agree to confidentiality relating to Academic Board discussions and decisions.