Heriot-Watt University Senate Handbook

2 Heriot-Watt University Senate Handbook

Contents 1. Introduction to the Senate

2. The Senate 2.1 Statute XIII: The Senate 2.2 Remit of the Senate 2.3 Composition and Membership of the Senate 2.4 The Senate Business Committee 2.5 The Role of the Court and the University Executive 2.6 Senate Website 3. The Senate: Standing Orders 3.1 Schedule of Meetings 3.2 Notice of Meetings 3.3 Chair of the Senate 3.4 Typical Meetings Schedule 3.5 The Agenda 3.6 The Papers 3.7 Circulation of Agenda and Papers 3.8 Presenting Business 3.9 The Minutes and Action Points 3.10 Reserved Business 3.11 Attendance at Meetings of Non-members 3.12 Quorum 3.13 Individual Duties and Voting 3.14 Opportunity for Members to be Heard 3.15 Reporting 3.16 Clerking Arrangements 3.17 Interpretation of Standing Orders 3.18 Amendments to Standing Orders

4. Role and Obligations of Members of the Senate 4.1 Attendance at Meetings 4.2 Contribution of Members 4.3 Dissemination and Communication of Senate Business 4.4 Representation on Committees of the Senate 4.5 Representation of the Senate on the Court 4.6 Representation of the Senate on the Senate Business Committee 4.7 Representation of the Senate on Other Committees and Boards 5. Standing Committees of the Senate and Standing Joint Committees of the

Court and the Senate 5.1 Standing Committees of the Senate 5.2 Constitution of Committees of the Senate 5.3 Appointment to Committees of the Senate 5.4 Standing Joint Committee of the Court and the Senate 5.5 Senate Committee Structure


6. The Role of the Senate in Quality Assurance and Academic Standards 6.1 Quality Assurance Processes 6.2 External Reference Points 6.3 Management of Academic Standards 6.4 Management of Academic Quality 6.5 Academic Approval of Disciplines, Programmes and Courses 6.6 Business Approval 6.7 Role of the Studies Committees and the Quality and Standards Committee in

Quality and Standards

7. Statutory Instruments: Charter, Statutes, Ordinances and Regulations 7.1 Definitions 7.2 Processes for Modification and Approval

8. Useful Contacts and Links in the University Appendix A Committees of the Senate: Terms of Reference and Composition

Discipline Committee

Honorary Degrees Working Group

Information Services Committee

Nominating Working Group (Senate)

Postgraduate Studies Committee

Quality and Standards Committee

Senate Business Committee

Undergraduate Studies Committee Joint Committee of the Senate and the Court: Terms of Reference and Composition

Ordinances and Regulations Committee


1. Introduction to the Senate The Senate is the supreme academic body of the University. The powers of the Senate are granted by the University Charter and defined by Statute. The Senate is the governing and executive body responsible for the academic work and standards of the University, both in teaching and in research, and for the regulation and superintendence of the education and discipline of the students of the University. The Senate discharges its responsibilities in accordance with the Charter and Statutes ensuring proper co-ordination and integration with the other decision making forums within the University. The Senate operates in some respects in parallel with the University Court. The Court is the University’s governing body, responsible for resources – human, financial and physical. The Senate elects four of its members to the membership of the Court. The composition of the Senate is defined by Statute. There are two categories of Senate member: ex officio and elected.

The Senate is authorised by Statute to establish such committees as it considers necessary for purposes enabling it to carry out its responsibilities, provided that each committee and its composition and power is approved by the Senate within the conditions prescribed in the Statutes. The Handbook, which is updated as required, aims to provide a comprehensive overview of all aspects of the Senate, and is intended to inform both members and other members of staff of the role of the Senate and of individual members. Professor S Chapman Principal and Vice-Chancellor Chair of the Senate


2. The Senate 2.1 Statute XIII: The Senate Statute XIII sets out the constitution of the Senate, its powers and functions, the manner of election and period of office of its members and, the manner of filing vacancies in its membership. 2.2 Remit of the Senate As set out in Article 9 (1) of the Charter, the Senate is the governing and executive body responsible for the academic work and standards of the University, both in teaching and in research, and for the regulation and superintendence of the education and discipline of the students of the University. The Senate is authorised to take such measures and act in such a manner as shall appear to it best calculated to promote the interests of the University as a place of education, learning and research.

Subject to the provisions of the Charter and Statutes, and to the powers reserved to the Court, the powers and functions of the Senate as set out in paragraph 4 of Statute XIII include the following:

To direct, regulate and promote the teaching and research of the University;

To regulate the admission of persons to the University and to courses of study in the University;

To regulate and conduct examinations and to appoint, remove and suspend external and internal examiners;

To authorise the granting of degrees (including honorary degrees), diplomas, certificates and other awards to persons who have satisfied the conditions for the award thereof as prescribed in the Statutes and the Ordinances;

On what it shall deem to be good cause, to deprive persons of any degrees or other awards conferred on them and to revoke any diplomas or certificates granted to them by the University;

To be generally responsible for the administration of the University Library;

To recommend or to report to the Court as it may require;

To report to the Court, if the Senate shall so think fit, on any academic matter;

To report to the Court on any matter referred to the Senate by the Court;

To discuss and declare an opinion on any matter relating to the University;

To report to the Court as to the expediency of the establishment of schools, institutes, delegacies, boards or other similar constituency or body and to make recommendations as to their organisation, constitution and functions and the modification or revision thereof;

To receive and consider recommendations and reports from, and to review, amend, refer back, control or disallow any act of any board, school, institute, delegacy, joint board or other similar constituency or body, and to give directions to any such body;

To regulate the discipline of the students of the University;

To prescribe the academic dress to be worn by the various officers and members of the University, and the occasions on which it shall be worn;

To take such other action as the Court may authorise.

The Senate aims to communicate and consult effectively and efficiently across the University on policy development and on any other matters related to the academic work of the University which require engagement of the wider community.


2.3 Composition and Membership of the Senate In accordance with Statute XIII, the composition of the Senate is as follows:

The Principal (Chair)

The Vice-Principal

Any Deans of the University

The Heads of Schools and Institutes

Chairs of the Senate Committees who are Members of Staff

The President of the Student Union and one member of the Council of the Students Union of the University appointed by the Council of the Student Union.

The holders of academic posts to be determined by the Court on the recommendation of the Senate provided that there shall be not more than six members in this category

Such number of elected members from the Schools and Institutes of the University as shall be prescribed in the Ordinances.

The current membership of the Senate is approximately 70, two thirds of which is made up of elected members. Details of the members can be found at: http://www.hw.ac.uk/committees/senate/ Further details of the categories of membership of the Senate are detailed below:

The Principal The Principal is the Chair of the Senate. The Vice-Principal The Vice-Principal chairs the Senate in the absence of the Principal.

The Deans There are three Deans of the University – the Senior Dean and two Elected Deans. The Deans represent the academic community of the University and provide an interface between that community, including the Senate, and the various academic management procedures. The Deans report to the Vice-Principal. The Senior Dean acts as a mentor and advisor to the Elected Deans and maintains continuity for the role of Dean.

Two Elected Deans: The responsibilities for each Dean are apportioned as follows:

Arts, Humanities and Social Sciences:

School of The Built Environment

School of Management and Languages

School of Textiles and Design

Edinburgh Business School. Science and Engineering:

School of Engineering and Physical Sciences

School of Life Sciences

School of Mathematical and Computer Sciences

Institute of Petroleum Engineering.

Each is elected by the academic staff within the relevant discipline.

The Senior Dean is normally selected from the two Elected Deans in office or from staff who have previously served as an Elected Dean. The Senate approves the appointment of the Senior Dean.

http://www.hw.ac.uk/committees/senate/


Each Elected Dean identifies and recommends the appointment of up to two Associate Deans. The Associate Deans normally assist in staff appointments and exam board activities and deputise for the Dean during extended periods of absence. The Associate Deans are not substitutes for the Deans in any of their statutory duties nor will they represent a Dean on the Senate Business Committee. The principal duties of the Deans, as approved by the Senate, are as follows:

Chair of the Undergraduate Studies Committee or the Postgraduate Studies Committee;

Ex officio members of the Senate Business Committee, the Quality and Standards Committee, and the Honorary Degrees Working Group;

Attendance at the Progression and Examination Boards for all taught undergraduate and postgraduate awards (the Deans appoint nominees as required);

Members of the Learning and Teaching Board, Research and Knowledge Exchange Board;

Membership, as appropriate of staff appointment and promotions panels under procedures detailed in Ordinance 16: Appointment of Academic Staff, Professional Services Staff and the Librarian;

Student Discipline: ratify decisions made by Schools on discipline cases; members of the University Discipline Committee;

Dispute arbitration.

Details of the duties of the Deans are available at: http://www.hw.ac.uk/committees/senate/deans.htm

Heads of Schools and Institutes

Heads of Schools and Institutes are ex officio members of the Senate.

Chairs of the Senate Committees Chairs of Committees of the Senate are ex officio members of the Senate and the Senate Business Committee (details of the constitution and role of the committees of the Senate are contained in Appendix A). The President of the Student Union and One member of the Council of the Student Union The President of the Students Union and one member of the Council of the Students Union are ex officio members of the Senate. The Librarian The Librarian is an ex officio member of the Senate. Holders of Academic Posts to be Determined by the Court The category of members enables the Senate to recommend to the Court for approval other members of the Senate not included in the categories above. At present the Vice-Principal (Dubai), the Vice-Principal (Malaysia), and the three Deputy Principals are members of the Senate in this category.

Elected Members The elected members of the Senate are drawn from the following categories of staff:

Full-time and part-time academic staff on open ended contract;

Research staff on open ended contract;

Academic and research staff of Edinburgh Business School.

These members are elected from each School and Institute, the number returned by each School being determined by the number of staff in the categories above in the School or Institute. The Clerk is responsible for organising elections to the Senate.

http://www.hw.ac.uk/committees/senate/deans.htm


The elections, which take place in accordance with Ordinance 13: Election to the Senate, are held in March/April to fill vacancies. Any vacancies that occur at other periods during the year are filled as soon as is practicable.

Terms of Office Membership of elected members of the Senate commences on 1 August for three years. Members are eligible to be elected for two consecutive terms of three years and are not then eligible to stand for further election until a year has elapsed. The President and Council Member of the Student Union are members of the Senate for one year commencing on 1 June in the year in which they are appointed and shall be eligible for reappointment. Casual Vacancies Casual vacancies on the Senate for elected members are filled as soon as possible through an election which is organised by the Clerk to the Senate. Leave of Absence and Sabbatical Leave Any member of the Senate granted leave of absence or sabbatical leave will have their membership of the Senate held in abeyance during the period of leave where this exceeds no more than six months. If the period of leave exceeds six months the member must resign from the Senate. During a period of leave in which membership is held in abeyance such membership will not be included in the quorum for the Senate. 2.4 The Senate Business Committee The Senate Business Committee is constituted as a Committee of the Senate in terms of paragraph 6 of Statute XIII and Regulation 40: Senate Business Committee. It is the executive committee of the Senate which includes in its terms of reference the following key functions:

To co-ordinate the business of the Committees of the Senate;

To deal on behalf of the Senate with business requiring immediate action and to report to the Senate on action taken in the exercise of this power;

To advise the Principal on any academic matter affecting the University. The Principal is the Chair of the Committee. Its composition also includes the Vice-Principal, the Deans, the Chairs of Committees of the Senate, and a member of the Senate elected by the Senate to the Committee. The Deputy Principals, the Secretary of the University, and the University Registrar and Deputy Secretary are in attendance at meetings of the Committee. Full details of the terms of reference of the Committee are contained in Appendix A. 2.5 The Role of the Court and the University Executive The Court is the governing body with responsibility for ensuring that the University is being properly managed and has particular responsibility for effecting the long-term sustainability of the institution and for maintaining its reputation. The Court has delegated much of its day-to-day running of the University to the University Executive. The University Executive is required to report to the Court regularly and to seek approval from the Court for matters such as finance, staffing and estates.

2.6 The Senate Website The Senate website at: http://www.hw.ac.uk/committees/senate/, contains details of the remit, composition, membership, dates of meetings, agendas and minutes. The website is updated after each meeting of the Senate.



3. The Senate: Standing Orders The Standing Orders are a series of rules that explain how the Senate is run and ensure that the Senate operates in a fair, consistent and transparent manner.

3.1 Schedule of Meetings There are normally five ordinary meetings of the Senate in each academic year: two in Semester 1 and three in Semester 2 (one being after the Easter vacation). A schedule of meetings for the year is issued in July for the following year and is available on the Senate website. Meetings normally take place at 3.30 pm in either the Postgraduate Centre Auditorium or the Edinburgh Business School Auditorium, depending upon availability. Although it is difficult to predict the duration of individual meetings, the normal length is between one and a half and two hours. Members who need to leave a meeting before it has finished may do so, normally at the appropriate point between agenda items. Occasionally extra-ordinary meetings of the Senate are called when there is a particular item of business that requires consideration by the Senate prior to the next scheduled meeting. The Principal is responsible for deciding when such a meeting should take place. The notice period for the meeting and the circulation of papers follows the deadlines set out for scheduled meetings below.

Open meetings of the Senate can be arranged for the consideration of matters on which the input of a broad range of staff of the University is considered necessary. 3.2 Notice of Meetings Notice of a forthcoming scheduled meeting is initially circulated by the Clerk by email two weeks prior to the meeting. The email provides a reminder of the meeting and gives advance notice of the presentation and discussion item. Members are requested to confirm whether or not they expect to the present at the meeting. 3.3 Chair of the Senate In accordance with Statute XIII the Principal is the Chair of the Senate. In the absence of the Principal, the Vice-Principal shall be the Chair. In the absence of the Principal, and the Vice-Principal, the Senate may appoint from its members a Chair for a particular meeting. 3.4 Typical Meeting Structure The order of business at each meeting of the Senate typically proceeds as follows:

Welcome;

Minutes of the Previous Meeting;

Matters Arising;

Reports from Committees of the Senate;

Presentation and Discussion Item;

Report from Principal and the University Executive;

Reports from the University Executive Boards;

Any Other Business;

Date of Next Meeting.

3.5 The Agenda The agenda, which is prepared by the Clerk in consultation with the Principal and other relevant officers, is considered by the Senate Business Committee one week prior to the meeting of the Senate. The Senate Business Committee co-ordinates the business of the Senate and as such has an input into any items being considered by the Senate and to the schedule of presentation and discussion items. These items are usually topical or those on which the views of the Senate are sought. Members of the Senate are given an


opportunity to propose presentation and discussion items. The Committee identifies issues that it recommends the Senate should discuss, may offer comments on topical matters, and checks to ensure that actions previously agreed have been progressed appropriately. 3.6 The Papers The deadline for the receipt of papers for the Senate is two weeks prior to the meeting. Clerks to committees and boards are given two weeks’ notice of the deadline for the submission of reports. Papers submitted after the deadline will be accepted at the Chair’s discretion. The Chairs of committees and boards are responsible for ensuring that the report reflects decisions made by the committee or board. The reports from committees and boards are prepared in accordance with the instructions issued by the Clerk (Guide to Committee Servicing available at http://www.hw.ac.uk/registry/resources/commservguide.pdf) and contain items that are categorised as follows, to determine how they should be presented and considered by the Senate: for information; for approval; for discussion. The Senate agenda will show as starred items those that are considered require discussion or approval. Those items not starred are either for information or are deemed as uncontroversial and, as such, are approved without discussion. The Senate Business Committee may decide that a particular item on an agenda should be ‘starred’ or ‘unstarred’ as appropriate. Individual members may request that an item be unstarred (see Section 3.7). Committees and boards which submit reports to the Senate must include in the report a summary of the members of the committee or board who attended the meeting on which the report is being made. Each report should indicate whether or not the minutes of the meeting to which the report refers have been approved by the committee or board, or whether the report has been approved by the chair acting with the delegated authority of the committee or board. All committees of the Senate must submit reports on all items that are properly the concern of the Senate even if the committee has the power to make decisions on the Senate’s behalf. Each paper submitted to the Senate will be allocated a number by the Clerk which will be located in the top right hand corner.

Where there is a document to be made available to the Senate electronically, rather than in hard copy, the Senate Business Committee should be consulted prior to the document being issued. Reference to any document relating to an item of Senate business which is located on the internet should be clearly shown in associated papers.

Wherever possible members of the Senate should seek any factual information they may need or notify the Clerk of any apparent errors in papers outside the meeting itself.

3.7 Circulation of the Agenda and Papers The agenda and papers are circulated one week in advance of each meeting. These are issued in hard copy to Senate members and, for information, to the Secretary of the University and other senior officers of the University. The minutes of the previous meeting are included in the circulation. The agenda invites members of the Senate to give notice of at least two days of any item they wish to be considered at a meeting. This allows the Clerk to contact relevant officers to ensure that they are prepared and thus helps to resolve any concerns at the meeting, rather than necessitate or prolong further consideration of an issue under discussion.

http://www.hw.ac.uk/registry/resources/commservguide.pdf


Reports from the Senate Business Committee on its meeting in the week preceding a meeting of the Senate are emailed to members as is any report from the University Executive if it meets after the main papers have been issued and prior to the meeting of the Senate. On some other occasions, where unavoidable, other papers may be sent by email. Every effort is made to ensure that the number of papers issued electronically is kept to a minimum and are issued at least two days prior to the meeting of the Senate.

3.8 Presenting Business Responsibility for presenting business at meetings of the Senate lies primarily with the appropriate committee or board chair or, in his or her absence, with such other delegated officer or member of the committee or board, at the discretion of the Chair, be delegated to do so. Matters other than committee or board business may be presented by an appropriate University officer or member of the Senate approved by the Chair. The person presenting business to the Senate is responsible for ensuring that it is clearly presented and explained.

3.9 The Minutes and Action Points A draft of the minutes of each meeting of the Senate will normally be submitted to the Chair within one week of the relevant meeting. The minutes are included in the Senate papers for the subsequent meeting at which they will be presented for approval. The minutes of meetings of the Senate indicate how items are disposed of at meetings. For items which are marked in papers as ‘for approval’ or ‘for information’ the disposal in the minutes is either ‘approved’ or ‘noted’ respectively. Any discussion or further decision made on a particular item is detailed in the minutes. The Senate is invited to approve the minutes of the previous meeting at the beginning of the meeting. Matters arising from the minutes are then considered with information on the progress or outcome of items being reported by the Chair to the Senate. Approved minutes are posted on the Senate website. The Clerk is responsible for ensuring that any actions arising from the meeting are taken forward as appropriate and that relevant individuals are aware of actions against them. The Clerk will follow up on actions no later than two weeks prior to the next meeting in order to receive a progress report. 3.10 Reserved Business Reserved areas of business include matters affecting the appointment and personal position of individual members of staff and matters affecting the admission and academic assessment of individual students (e.g. academic appeals) together with any other matter which the Chair may direct. Papers for reserved items of business will be handled exclusively in hard copy and will be tabled at the meeting. When reserved business is to be considered Student Union representatives on the Senate and any other attendees, as appropriate, will be asked to leave the meeting. 3.11 Attendance at Meetings of Non-members The Secretary of the University and the Academic Registrar and Deputy Secretary are permitted to attend meetings of the Senate on a non-voting basis, but with a right to speak. Permission for attendance by other staff in such a capacity shall be granted at the discretion of the Chair. Non-members of the Senate may be invited to attend a meeting of the Senate for the consideration of a specific item where attendance is deemed by the Chair to be beneficial to the Senate.


3.12 Quorum One half of the total actual membership of the Senate, or the nearest whole number greater than one half of the number, shall constitute a quorum. In the absence of a quorum, no business can be transacted other than the adjournment of the meeting. Notice of the adjourned meeting shall be sent to all members of the Senate at least seven days before the date of the adjourned meeting. At the adjourned meeting, only the business for which the original meeting was called may be completed in the absence of a quorum. 3.13 Individual Duties and Voting Individual members of the Senate must act for the benefit of the University, and must show due diligence, honesty and care in the execution of their duties. They must act honestly towards to the University, and they owe a duty of good faith to the University. Individual elected members of the Senate are not representatives of those bodies by whom they have been elected nor do they have any obligation to support the policies or advance the interests of those bodies; on the contrary they must act as individuals and exercise their powers and discharge their duties in the best interests of the University. All full members of the Senate are entitled to vote, as required, at meetings. Although in practice voting is rarely required. The Chair has both a deliberative and a casting vote. 3.14 Opportunity for Members to be Heard The Chair is responsible for ensuring that all aspects of issues being raised by Senate members are heard. The Chair may call to order a member or indicate to the Senate the view that the discussion should be brought to a close. The Chair may also call to order a member whom he or she considers has strayed from the matter under discussion.

3.15 Reporting Statute XIII states that the Senate should recommend or report to the Court as required. A report from the Senate to the Court normally includes items for approval and items for information. Items for approval will include recommendations in respect of Ordinances and other matters which the Charter, Statutes, Ordinances or Regulations state require a recommendation from the Senate or approval by the Court. Items reported to the Court for information normally include business which the Senate has approved with the delegated authority of the Court. Other items reported for information may include Senate views on presentation and discussion items or University consultations or proposals. The Senate may, from time to time, report to its committees, to the University Executive and its Boards, to Schools or the Professional Services, as appropriate. Such reporting may be on the recommendation of the Senate for the purposes of receiving the views of a particular committee or to convey information. Statute XIII makes provision for the Senate to report to the Court on any academic matter or to report to the Court on any matter referred to the Senate by the Court. The Statute also allows the Senate to discuss or declare an opinion on any matter relating to the University.

3.16 Clerking Arrangements The Secretary of the University is responsible for the provision of administrative services to the Senate and appoints a Clerk to the Senate. The role of the Clerk is to provide administrative support for the Senate, to draft proposed policies and procedures as appropriate, and to provide specialist advice and support for the Chair and the Senate. 3.17 Interpretation of Standing Orders The ruling of the Chair on the interpretation of the standing orders of the Senate is final. The Chair shall seek advice from the Secretary of the University on any questions of


interpretation of the standing orders. 3.18 Amendments to Standing Orders Proposed amendments to the standing orders should be submitted to the Secretary of the University by the Senate.


4. Role and Obligations of Members of the Senate

4.1 Attendance at Meetings

Members of the Senate are encouraged to attend all meetings of the Senate. If attendance at a meeting is not possible, then apologies should be submitted to the Clerk. Where circumstances make it impossible for an ex-officio member to attend a meeting of the Senate, an alternate will be permitted at the express permission of the Chair. Alternates for elected members are not permissible. Elected members who fail to attend three consecutive meetings will be required to report to the Principal on their absences.

4.2 Contribution of Members The success of the Senate in fulfilling its terms of reference and its responsibilities to the University is dependent on the active engagement of its members both during and outwith meetings. For the Senate’s meetings to be efficient and effective, members must be well-prepared and informed regarding the issues to be discussed and considered. Such preparation includes reporting on the collective views of colleagues in response to consultations as well as reading the papers circulated in advance of the meeting, and being familiar with the key issues and proposals. Irrespective of their position, the contribution and views of all members are regarded as equally valid. To that end the Chair will ensure that members have an opportunity to contribute to issues under consideration as the situation demands. The Chair will actively invite all members to contribute in order to ensure that all views are heard during meetings. Members should be familiar with the Senate’s remit, committee structure and reporting lines. This enables individual members to give appropriate consideration to items of business and to understand the Senate’s role on considering such items. 4.3 Dissemination and Communication of Senate Business

Senate members have a responsibility to disseminate and communicate Senate business (before and after the meeting as appropriate) to their Sections (other than confidential or reserved business).

4.4 Representation on Committees of the Senate The composition of committees of the Senate includes members of the Senate appointed by the Senate. The role of these members on the committees is important and ensures that the Senate is represented on committees acting with the Senate’s delegated authority (see also Section 5).

4..5 Representation of the Senate on the Court Statute XII: The Court, makes provision for the election of four members of the Senate to the membership of the Court. The election procedures are set out in Ordinance 14: Appointment of Members of the Senate to the Court. All members of the Senate are eligible to stand for election and to vote. Members are elected for three years and are eligible for re-election for a further three years. Following re-election for the maximum term of office a member may not stand for election again until a period of one year has elapsed. 4.6 Representation of the Senate on the Senate Business Committee Regulation 40: Senate Business Committee, makes provision for the election of an elected member of the Senate to the Senate Business Committee. The election procedures are set out in Regulation 40. Ex officio members of the Senate are not eligible to stand for election or to vote. Members are elected for two years.


4.7 Senate Representation on Other Committees or Bodies Members of the Senate may be invited to represent the Senate on University committees or bodies, or external bodies such as a Committee to appoint the Chancellor or an ad hoc Complaints Committee. Procedures for selecting members of the Senate to serve in such a capacity are normally prescribed in the relevant Ordinance, Regulation or Procedure.


5. Standing Committees of the Senate and Standing Joint Committees of the Court and the Senate 5.1 Standing Committees of the Senate The Senate is supported in its role as supreme academic body of the University by a number of committees. These committees are established under the provisions of Statute XIII. Details of these committees are contained in Appendix A. 5.2 Constitution of Committees of the Senate Statute XIII states that the Senate may establish committees of its members and may appoint persons to such committees who are not members of the Senate. The Senate is permitted to delegate powers to such committees on condition that the following criteria are met for membership:

The committee contains at least four of its members, at least one of whom should be an ex officio member of the Senate;

The quorum of any committee of the Senate exercising delegated powers shall include at least three members of the Senate who may be elected or ex officio members.

The Senate regulates its committees through Regulation 17: Standing Committees of the Senate, which prescribes for the committees the following:

terms of reference;

powers;

composition and membership;

period of office;

arrangements for casual vacancies, chairs, voting and quorum. Current standing committees of the Senate include:

Discipline Committee;

Honorary Degrees Working Group (reporting to the Senate Business Committee);

Information Services Committee;

Nominating Working Group (Senate) (reporting to the Senate Business Committee)

Postgraduate Studies Committee;

Quality and Standards Committee;

Senate Business Committee;

Undergraduate Studies Committee.

The composition of each committee is specified in Regulation 17. 5.3 Appointment to Committees of the Senate Appointments to committees of the Senate are made in accordance with Regulation 17. The Nominating Working Group (Senate) has been established by the Senate to:

Review annually and to submit nominations to the Senate as appropriate for the membership of the committees of the Senate, the Senate membership of joint committees of the Court and the Senate.

Submit nominations to the Senate as appropriate for the appointment of chairs of committees of the Senate.

There are three main categories of membership of committees of the Senate which are as follows:

Senate Member: a member of the Senate;


Senate Nominated: a member nominated by the Nominating Working Group (Senate) who need not be a member of the Senate;

School Representative: member nominated by Head of School. The categories of membership for each committee vary depending upon the approved composition. The Senate Business Committee acts with the delegated authority of the Senate to approve recommendations from the Nominating Working Group (Senate) in respect of membership.

5.4 Standing Joint Committees of the Court and the Senate Statute XII: The Court, provides for the establishment of Joint Committees of the Court and the Senate, and the appointment to such committees of full members of the Court and the Senate. In addition, the Court and the Senate may appoint as full members or non-voting members of such committees such persons who are not members of the Court or the Senate. The Chair of a joint standing committee is appointed by the Court after consultation with the Senate. Members representing the Court and the Senate are nominated and approved by the respective individual bodies. Regulation 20: Standing Joint Committees of the Court and the Senate regulates Standing Joint Committees. Currently the Ordinance and Regulations Committee is the only Joint Standing Committee of the Court and the Senate. Regulation 28: Ordinances and Regulations Committee regulates the Committee. Details of the Ordinances and Regulations Committees are contained in Appendix A. The Senate Committee structure is shown below:

The Senate

Postgraduate

Studies

Committee

Quality and

Standards

Committee

Library CommitteeDiscipline

Committee

Ordinances and

Regulations

Committee

(joint committee of

Senate and Court)

Nominating

Working Group

(Senate)

Undergraduate

Studies

Committee

Honorary Degrees

Working Group

Senate Business

Committee

The Court


6. The Role of the Senate in Quality Assurance and Academic Standards

6.1 Quality Assurance Processes Although the University is an independent institution, it receives public funding from the Scottish Funding Council (SFC) and must therefore, abide by the conditions of grant set out by SFC. The SFC requires the University to have formal processes to ensure that academic standards are secure and the quality of the student learning is maintained. In common with the rest of the UK higher education sector, the University has three major activities (collectively referred to as the ‘Quality Assurance Framework’) designed to assure quality:

Design and approval of courses and programmes;

Annual monitoring of delivery of programmes;

Periodic review by external peers.

Courses and programmes are designed by subject specialists in Schools. The approval of programmes is the responsibility of the Senate, acting on recommendations from the Undergraduate Studies Committee and the Postgraduate Studies Committee (in practice the Senate has delegated programme approval to its Studies Committees). Annual monitoring is the responsibility of Schools, reporting to the Quality and Standards Committee. Periodic review is undertaken by specialist teams of peers, under the direction of the Quality and Standards Committee, reporting to the Senate, the University Executive, the Court and SFC.

6.2 External Reference Points When academic judgements are being made, a wide range of external reference points is used to ensure that the quality and standards of the University are in line with the rest of the UK. This is important to ensure that the UK retains its global position as an attractive place for students to study. The Quality Assurance Agency (QAA), working with the higher education sector, has developed a set of key reference documents: Scottish Credit and Qualification Framework; Subject Benchmark Statements; Code of Practice for the Assurance of Academic Quality & Standards in UK HE. There are similar reference guides from the governments of the non-UK countries in which the University delivers programmes, requirements of professional institutions (both UK and non UK) as well as other good practice guides published by student bodies, the QAA, Funding Councils, etc. 6.3 Management of Academic Standards Academic standards refer to the academic level and the amount of the knowledge that a student must have learned before he or she can receive a degree (or credit). These standards should be broadly comparable across subjects and institutions. A good university is one in which many students achieve the standard necessary for a good degree.

Academic standards are assured and managed by a number of processes. The Common Assessment and Progression System (CAPS) sets out a consistent series of criteria for making judgements about the grade that a student receives for each course. Each School has a Moderation Policy which sets out the local process of assuring that academic staff are making consistent judgements. Exam Boards ensure that the moderation processes are implemented effectively and allow staff involved in a programme to make a collective


judgement about student performance and grades. The External Examiner(s) appointed by the Studies Committees (with the delegated authority of the Senate) have oversight of the School processes and report formally to the University on such. The External Examiner is not responsible for assuring standards, but for ensuring that the School is managing standards. The Studies Committees are responsible for ensuring that the assessment scheme for a programme is of appropriate standard, but are not responsible for the academic judgements. The exception is for research degrees, where the Postgraduate Studies Committee acts as a “super exam board” and has oversight across the Schools to ensure consistency of standards as well as equity for students. 6.4 Management of Academic Quality Academic quality refers to the quality of the teaching and the quality of the student learning experience. High teaching quality not only means that a lecturer is good at standing in front of a class and imparting knowledge but also requires that the course should be well organised, students should receive prompt and useful feedback, the exams and coursework should help learning, students should acquire a range of general skills and develop as individuals and there should be high quality resources such as labs, lecture theatres, learning spaces, library and IT facilities.

The quality of the programmes delivered to students is assured by a number of different processes. The first process is approval which is the responsibility of the individual Studies Committees as appropriate, and which ensures that there is a clear intention to offer a programme that meets the University expectations. There is then a series of regular monitoring processes to ensure that what is being delivered is what was approved. These include monitoring of performance metrics such as student performance, student satisfaction, School self-assessment reported through annual monitoring as well as reviews of professional services such as the Library and IT. The third process comprises periodic review, which is undertaken by peers from outside the School and the institution. Periodic review includes both the academic and non-academic functions. Such reviews provide an external validation of the quality. The quality assurance processes are designed for the specific types of programme and methods of delivery adopted by the University. Therefore, the Senate (and the Studies Committees) should not approve a new type of activity just because a School has put forward a comprehensive proposal, without first ensuring that the monitoring and evaluation processes are in place to ensure the quality of the programme. This restriction is most apparent with the types of partnership that the University is permitted to enter into.

6.5 Academic Approval of Disciplines, Programmes and Courses

Academic approval is the responsibility of the Senate (see Section 6.6). The Senate retains authority for approval of new disciplines, but has delegated approval of new/modified programmes to its Studies Committees and approval of most types of new/modified courses to Schools. The purpose of approval by the Senate and the Studies Committees is to ensure that:

Disciplines/programmes meet the expectations of the external reference points (typically credit level, degree title, broad curriculum);

Disciplines/programmes meet the requirements of the University – specific curriculum content, methods of assessment, development of University graduate attributes (including employability skills).


Consideration of a programme for approval requires the Studies Committees to scrutinise the following aspects in particular:

Coherence, currency and completeness of the academic content;

Consistency of programmes with the University’s requirements, as articulated through the key principles of Restructuring the Academic Year (RAY);

Assurance of academic standards;

Sufficiency of resources such as staff, space, library etc;.

Expertise to support the specified mode of study;

Academic, administrative and managerial expertise to support the mode of study at the proposed location;

Study in a language other than English (except for languages programmes);

Administrative requirements, in the case of non-standard provision;

Programme fees, including differential fees. Although responsibility for approving the majority of new and modified courses rests with Schools, the Academic Registry is notified of new and withdrawn courses, and certain types of course modifications. 6.6 Business Approval In addition to academic approval through the Studies Committees, new disciplines and programmes (and sometimes modifications to programmes) require business approval. Business approval is the responsibility of the University Executive. The purpose of this approval is to ensure that the University has sufficient resources to deliver the programme and that any partner meets the University requirements to share in the delivery of the programme. The approval also ensures that the risks have been properly assessed and there is sufficient demand from students for the programme to be sustainable. Resources include space, staff, learning materials, IT facilities, laboratories.

Some aspects of business approval are delegated to Heads of School, while others are delegated to specific Senior Officers. Exceptionally, business approval may require the approval of the Court, e.g. a new campus.

6.7 Role of Studies Committees and the Quality and Standards Committee in Quality and Standards Further information on the role of the Studies Committees and the Quality and Standards Committee in quality assurance and the management of academic standards can be found in the Handbooks of the Undergraduate Studies Committee, the Postgraduate Studies Committee and the Quality and Standards Committee. These Handbooks are available at the website of each Committee as follows: Postgraduate Studies Committee: http://www.hw.ac.uk/registry/committees/psc.htm Undergraduate Studies Committee: http://www.hw.ac.uk/registry/committees/usc.htm Quality and Standards Committee: http://www.hw.ac.uk/registry/committees/qsc.htm

http://www.hw.ac.uk/registry/committees/psc.htm

http://www.hw.ac.uk/registry/committees/usc.htm

http://www.hw.ac.uk/registry/committees/qsc.htm


7. Statutory Instruments: Charter, Statutes, Ordinances and Regulations

7.1 Definitions The University is an independent institution established by Royal Charter. The Charter and Statutes, along with the Ordinances and Regulations provide the regulatory framework for the University and its staff and students. The Charter and Statutes The Charter and Statutes represent the primary governance and regulatory framework for the University. The Charter defines the objects, powers, principal officers, and the Court and the Senate of the University. It defines the University as a teaching, research and examining body and includes such fundamental powers as those of awarding degrees. The Statutes prescribe the requirements for the appointment, powers, duties and conditions of service of officers and members of staff of the University, the membership and functions of the Court and the Senate, the establishment and approval of the Ordinances and Regulations which, in addition to the Charter and Statutes, govern the operation of the University. The Ordinances The Ordinances, which approved by the Court, provide a regulatory framework for corporate governance, putting into effect the broad principles of the Charter and Statutes. The Charter and Statutes specify certain academic-related activities which require an Ordinance and, as such, the Court, on the recommendation of the Senate, is the final approving body for such Ordinances. For each of these Ordinances there is a Regulation containing the detailed regulatory provision where required (e.g. student discipline, requirements for awards). The Ordinances allow for promulgation of Regulations. The Regulations The Regulations provide the regulatory framework for the governance of academic-related matters that fall within the Senate's responsibility. The Senate approves (academic) Regulations.

The Charter and Statutes are available at: http://www.hw.ac.uk/ordinances/charter-and-statutes.htm The Ordinances and Regulations are available at: http://www.hw.ac.uk/ordinances/.

A summary of approved definitions relating to the components of the University's constitutional framework is available at: http://www.hw.ac.uk/documents/constitutional-framework.pdf

7.2 Processes for Modification and Approval Charter and Statutes: Changes to the Charter and Statutes require the approval of the Privy Council. The Charter sets out the processes the University should follow prior to submitting proposals to the Privy Council Office. These include consultation with the Senate in respect of academic provision (as defined in the Charter) prior to submission to the Court. Ordinances and Regulations: The Ordinance and Regulations Committee, as a joint committee of the Court and the Senate is responsible for keeping under review the Charter and Statutes, Ordinances and Regulations of the University, and recommending amendments to the Court and the Senate as appropriate.

http://www.hw.ac.uk/ordinances/charter-and-statutes.htm

http://www.hw.ac.uk/ordinances/

http://www.hw.ac.uk/documents/constitutional-framework.pdf


8. Useful Contacts and Links in the University Key Senate Contacts:

Chair: Professor Steve Chapman, Principal and Vice-Chancellor ([email protected]), Ext 3361;

Clerk: Mr Stewart Smith, Deputy Registrar ([email protected]), Ext 3632.

Website of the Senate The Senate has its own website at: http://www.hw.ac.uk/committees/senate/ The website includes agendas, approved minutes, and details of the membership and the remit of the Senate. Senate Committees (Details of Remit, Membership, Minutes) http://www.hw.ac.uk/registry/committees.htm Academic Registry (including Policies and Procedures) http://www.hw.ac.uk/registry/ Charter and Statutes http://www.hw.ac.uk/ordinances/charter-and-statutes.htm Ordinances and Regulations http://www.hw.ac.uk/ordinances/ Information Services http://www.hw.ac.uk/is/

Recruitment and Admissions http://www.hw.ac.uk/recruitment/ Careers Advisory Service http://www.hw.ac.uk/careers/ Learning and Teaching Board http://www.hw.ac.uk/committees/ltb/ Research and Knowledge Exchange Board http://www.hw.ac.uk/committees/rcb/

mailto:[email protected]

mailto:[email protected]


http://www.hw.ac.uk/registry/committees.htm

http://www.hw.ac.uk/registry/

http://www.hw.ac.uk/ordinances/charter-and-statutes.htm

http://www.hw.ac.uk/ordinances/

http://www.hw.ac.uk/is/

http://www.hw.ac.uk/recruitment/

http://www.hw.ac.uk/careers/

http://www.hw.ac.uk/committees/ltb/

http://www.hw.ac.uk/committees/rcb/


Appendix A

Senate Committees: Terms of Reference and Composition Details of the terms of reference of the Senate committees are below. They are also available at: http://www.hw.ac.uk/registry/committees.htm Discipline Committee

Terms of Reference (a) To be responsible for the functions prescribed in Regulation 50: Student Discipline. (b) To deal with student disciplinary matters of a major nature and appeals in the case of Minor

offences and Category B offences. (c) To receive and consider reports on student discipline cases classified as: Minor offences,

Category B offences, or offences requiring immediate attention. (d) To maintain and review the University's student discipline procedures.

Composition

Principal, ex officio

Vice-Principal or Nominee, ex officio

President of Student Union, ex officio

Senior Vice-President of Student Union, ex officio (substitute for President)

The Deans

Four members appointed by the Senate (of whom at least two shall be members of the Senate)

Other invitees if required (e.g. medical practitioner, legal advisor)

Honorary Degrees Working Group Terms of Reference (a) Invite members of staff to make proposals for the award of an honorary degree. (b) Consider all nominations for honorary degrees and on behalf of the Senate to select persons upon

whom honorary degrees are to be conferred. (c) Approach, on behalf of the Senate, all persons who are to be invited to receive honorary degrees

to ascertain their willingness to accept the invitation. (d) Present to the Senate Business Committee a report giving the name of each person selected to

receive an honorary degree. Each person will have confirmed his or her willingness to accept an award. The report shall include the grounds on which each candidate was selected.

(e) Identify possible University-nominated staff recipients for honours in the New Year and Queen's Official Birthday Honours listings and to complete the nomination process.

Composition


Vice-Principal, ex officio

Deputy Principal (Research and Knowledge Transfer), ex officio

Deputy Principal (External Affairs), ex officio

The Deans of the University, ex officio

The Secretary of the University, ex officio

One representative of each School/Institute nominated by the Head of School/Institute;

One student representative nominated by the Student Union.

Information Services Committee Terms of Reference (a) To consider academic-related aspects of Information Services policy and to advise the Senate and

the Director of Information Services thereon. (b) To scrutinise and make observations on the academic-related annual budget priorities of

Information Services. (c) To support the development and enhancement of the work of Information Services in delivering

academic priorities with the University's Strategic Plan. (d) To propose and develop a rolling collections policy.

http://www.hw.ac.uk/registry/committees.htm


Composition


Director of Information Services, ex officio

One senior member of academic staff who shall be the Chair (and as such an ex officio member of the Senate Business Committee and the Senate)

One senior representative nominated from each of the six Schools and two Postgraduate Institutes, each capable of representing both teaching and research interests

One senior representative from the Dubai Campus (and in due course Heriot-Watt University Malaysia)

One postgraduate student and one undergraduate student appointed by the Senate on the nomination of the Student Union.

Nominating Working Group (Senate) Terms of Reference (a) To review annually the membership of standing committees of the Senate and to submit

nominations to the Senate for the membership of the committees of the Senate and Senate representation on joint committees of the Court and the Senate.

(b) To make recommendations to the Senate for the appointment to the position of Chair of each standing committee of the Senate.

[The terms of reference of this committee exclude nominations for its own membership and Chair]

Composition



Four members appointed by the Senate of whom at least one shall be an ex officio member of the Senate and at least one shall be an elected member of the Senate.

Postgraduate Studies Committee Terms of Reference (a) Be responsible for all academic aspects of postgraduate study and to report to the Senate. (b) Maintain the University’s academic standards, support a co-ordinated approach to quality

assurance and enhancement, and advise the Senate on related academic matters. (c) Approve the academic content, delivery and administrative arrangements for new and modified

programmes and courses (as guided by the University’s Guidelines on Approval of Disciplines, Programmes and Courses).

(d) Approve the appointment of External Examiners for postgraduate taught programmes and courses of study, Examiners for research degrees, approved supervisors for postgraduate research degrees and thesis supervisors.

(e) Approve requests from Schools/Institutes and students for additional assessment opportunities, amendments to registration and compulsory withdrawals from the University.

(f) Approve recommendations for the award of research degrees. (g) Recommend to the Senate modifications to the University’s Ordinances and Regulations relating

to postgraduate programmes and courses of study. (h) Consider any other matter as directed by the Senate. Composition


Deans of the University, ex officio

Five members appointed by the Senate of whom at least two shall be members of the Senate

Eight members nominated by the Schools and Postgraduate Institutes (one per School). Quality and Standards Committee Terms of Reference To advise: (a) The University on matters relating to academic quality and standards, including, where

appropriate, external consultations.


(b) Groups or individuals responsible for specific parts of the Quality Assurance Framework, on the priorities for development, the content and operational processes.

To approve: (c) Where delegated authority of the Senate has been granted, or recommend for approval by the

Senate: (d) the set of Regulations, Policies and Guidelines and other documents which make up the

University’s Quality Assurance Framework, to ensure that they are complete, up-to-date and fit for purpose.

(e) the processes used for the approval, monitoring and evaluation of academic activities, including those related to student learning, to ensure that they are complete, up-to-date and fit for purpose.

(f) the membership of review teams and the remit and purpose of academic review activities, including Academic Reviews, Internal Audits and other reviews of academic activities or themes, as may be considered necessary by the Committee.

(g) the role and procedures for Examination Boards, and the role, responsibilities and training of External Examiners.

To monitor:

(h) the processes that assure the University that academic standards for awards are being maintained at a level equivalent to other UK benchmark universities, including those aspects of the Quality Assurance Framework relating to assessment (Regulations, policies etc).

To review: (i) reports relating to academic matters of quality or academic standards, whether arising from

internal or external activities. The review should ensure that all internal processes have been properly carried out and that any necessary action arising from internal or external activities have been identified and assigned to named individuals.

(j) reports from External Examiners, ensuring that action is taken to address issues raised.

Composition


Deputy Principal (Learning and Teaching), ex officio


Secretary of the University, ex officio

Head of Academic Quality, ex officio

Two members of the Senate, appointed by the Senate. Eight members nominated by the Schools and Postgraduate Institutes (one from each)

Student representative nominated by the Students Union

Chair appointed by the Senate Senate Business Committee Terms of Reference (a) To deal on behalf of the Senate, with business requiring immediate action and to report to the

Senate on action taken in the exercise of this power. (b) To co-ordinate the business of Committees of the Senate and such other bodies as may be set

up by the Senate and their reporting to the Senate, and to expedite such business as is considered necessary on behalf of the Senate.

(c) To advise the Principal on any academic matter affecting the University. (d) To consider any matter which the Principal may raise. (e) To establish such working parties, advisory groups and sub-committees as the Committee may

from time to time determine. (f) To invite any persons whose knowledge and experience would be of value to attend meetings of

the Committee. (g) To co-opt any person to the Committee, provided that the name of any co-opted member is

reported immediately to the Senate.

Composition



Deans of the University ex officio

Conveners of Senate Committees, who are not otherwise members

One representative of the elected members of the Senate elected by the elected members of the Senate

Vice-Principal (Dubai) (in attendance)


Vice-Principal (Malaysia) (in attendance)

Deputy Principals (in attendance)

Secretary of the University (in attendance)

Director of Planning (in attendance)

Academic Registrar and Deputy Secretary (in attendance).

Undergraduate Studies Committee Terms of Reference (a) Be responsible for all academic aspects of Undergraduate study and to report to the Senate. (b) Maintain the University’s academic standards, support a co-ordinated approach to quality

assurance and enhancement, and advise the Senate on related academic matters. (c) Approve the academic content, delivery and administrative arrangements for new and modified

programmes and courses (as guided by the University’s Guidelines on Approval of Disciplines, Programmes and Courses).

(d) Approve the appointment of External Examiners for Undergraduate taught programmes and courses of study.

(e) Approve requests from Schools and students for additional assessment opportunities, amendments to registration and compulsory withdrawals from the University.

(f) Recommend to the Senate modifications to the University’s Ordinances and Regulations relating to Undergraduate programmes and courses of study.

(g) Consider any other matter as directed by the Senate. Composition



Five members appointed by the Senate of whom at least two shall be members of the Senate

Twelve members nominated by the Schools (two per School).

Standing Joint Committee of the Court and the Senate: Terms of Reference and Composition Details of the terms of reference and composition of the Joint Standing Committee of the Court and the Senate are below: Ordinances and Regulations Committee

Terms of Reference (a) To keep under review the Charter and Statutes, and the Ordinances and Regulations of the

University. (b) To consider the forms of the Charter and Statutes, Ordinances and Regulations and any

amendments thereto and to make recommendations thereon to the Court and the Senate as appropriate.

(c) To draft as required amendments to the Charter and Statutes and new Ordinances and Regulations.

Composition

Chair of Court, ex officio


Secretary of the University, ex officio

Academic Registrar, ex officio

Three members of the Staff of the University appointed by the Court

Three members of the Staff of the University appointed by the Senate.

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