Executive Committee Terms of Reference Policy

Fact box

  • Policy owner: President
  • Policy category: Management: Executive Committee
  • Policy status: Approved
  • Approval body: Council
  • Endorsement body: Executive Committee
  • Last amended: 25th Jan. 2019


The purpose of this policy is to establish the functions and responsibilities of the Executive Committee (EC) of Alphacrucis College (AC) and its sub-committees.


Whole college


The EC is responsible to the President (Chief Executive Officer) and exists in order to manage the day to day functions of the College along the lines established by the policies and strategic plan of the College.It may also perform such other duties as may be delegated to it by the President from time to time. The EC may delegate any of its powers or functions to sub-committees or advisory boards.

Executive Committee

1        Membership

1.1     Appointment of a Chair

The Chairperson will be the President of the College who is appointed by Council.

1.2     Membership

The membership of the EC will consist of the President, Vice President Academic, Vice President Operations, and other members of the College administration and faculty appointed by the President.

1.3     Term

For the President, VP Academic and VP Operations, the term will be for the duration of their employment in those positions, or until the EC has considered and approved revised membership. For other members of the College administration and faculty, the term will be at the discretion of the President.

1.4     Secretary

The President will appoint a Secretary.

2        Terms of reference

The principle functions of the EC will be to:

a.      Develop and ensure compliance with AC management policies and procedures;

b.      Implement the AC Strategic Plan;

c.       Oversee the efficient management of College staff, operations and assets;

d.      Maintain coordination and liaison between academic and administrative functions;

e.      Promote the general well-being of AC;

f.        Promote the spiritual quality and tone of AC and balance it with the academic interests of the College;

g.      Set the non-academic standards of conduct for students;

h.        Provide professional development for the purpose of enriching the spiritual and academic life of the College;

i.        Refer to the Council matters of College policy in line with the Development and Review of Policies and Procedures Policy.

The EC will not approve or act in any matter that is otherwise within the authority of Council or a committee of Council, or act or decide in a manner contrary to decisions previously made by Council.

3        Meetings

3.1     Frequency of meetings

The Committee will meet at least once per month during semester, and at other times at the discretion of the President.

3.2     Quorum

The quorum for meetings of the EC will be at least fifty percent of voting members present in person.

3.3     Attendance by College staff members

The Committee can invite any staff member of the College to attend meetings and may refer matters deemed to require attention directly to the appropriate staff member.

3.4     Agenda

The agenda for each meeting of the Committee will be prepared by the Secretary, in consultation with the President, and provided to members of the Committee on a timely basis in advance of the meeting. Items on the agenda will be supported by written papers, as required.

4        Reporting to Council

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

5        Sub-Committees of the Executive Committee

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

  • Ministry Advisory Group
  • Advancement Committee
  • Deans Council
  • Community Engagement Committee
  • Campus Management Committees
  • Third Party Management Committees
  • Workplace Health and Safety Committee

Responsible for implementation