Structure: Membership lists and terms of reference

Introduction

A terms of reference document and membership list document must be available for each committee. It is the responsibility of the servicing officer to ensuring that these documents are available on the Governance Intranet and are kept up to date.

Recommended structure of membership list

The examples in this structure for Member job titles/position, Member name and Terms of office listed below are for illustration purposes only and may change over time.

Membership: <Committee name (committee acronym)>

Status

<Level of the committee and name of committee cluster in which it resides, e.g. Joint Committee of Senate and Council>

Committee role

 Member job titles/position

Member name

Terms of office

Members of the committee

The Vice-Chancellor

Dr M Price

ex officio

Up to two Deputy Vice-Chancellors as the Vice-Chancellor nominates

Prof DP Visser

 ex officio

Two members of Council appointed by Council

Mr Justice CT Howie

Judge I Farlam

 to 30.06.2012

01.07.2008 to 30.06.2012

Three professors appointed by Senate

Prof D Benatar*

Prof L London

Prof J Seekings

 01.07.2008 to 30.06.2012

to 30.06.2012

to 30.06.2012

Two non professorial members of the academic staff nominated by the Academics Union  

Dr I Coovadia

Dr K Hughes

01.07.2008 to 30.06.2012

01.07.2008 to 30.06.2012

Three students nominated by the SRC

Names provided by Servicing Officer

01.01.2008 to 31.12.2008

Chair

A person nominated by the members of the committee and approved by Senate.  Senate reserves the right to remove Chair

Prof A Nash

01.07.2008 to 30.06.2012

Deputy Chair

A member of the committee nominated by the committee

Dr K Hughes

 01.07.2008 to 30.06.2012

Servicing officer

Registrar’s Secretariat

Mr. M. Watermeyer

 

Servicing officer details:

<E-mail address and phone number>

 

Recommended structure of terms of reference documents

The examples in this structure are for illustration purposes only and may change over time. They serve as a guide only and are not meant to represent the only way to complete the terms of reference document.

Section heading

Description of section contents

Examples

<Committee name>

Full name of committee with acronym in brackets,

All Africa House Management Committee (AAHMC)

Terms of reference

Standard title showing type and purpose of document

Terms of reference

1. Status/cluster

Level of the committee and name of committee cluster in which it resides

 Committee of Council

2. Date of approval and general rules and guidelines:

When the committee was approved and the standard rules and guidelines.

 

Date of approval:

Approver and date of approval of the terms of reference.

Council, via PC1A/2001 dated 7 February 2001

General rules and guidelines for committees:

Statement referring to the general rules and procedures governing committees.

These terms of reference should be understood in conjunction with the general rules for procedures for committees, as amended from time to time, and published in the Principal's Circular.  For general rules and procedures, see: https://intranet.uct.ac.za/opengovernance/committees

3. Purpose

Purpose of the committee, i.e. what was it set up to achieve.

To ensure that All Africa House provides: a welcoming venue for local and visiting academics; and hospitality to scholars from elsewhere in Africa as well as to those with a particular academic interest in the continent.

4. Composition

The structure of the committee membership

 

List of job titles and/or brief description of role/position of members and specifying numbers (as necessary)

  • The Deputy Vice-Chancellor with responsibility for international relations

  • Director, Centre for African Studies, or nominee

  • Director, International Academic Programmes Office, or nominee

  • Director, Student Housing, or nominee

  • Executive Director: Finance, or nominee

  • Warden of All Africa House

  • One representative of the residents of All Africa House

  • One representative of the users of All Africa House

Number and/or roles of assesor members

 

Number and/or roles of co-opted members

  • Up to two additional people co-opted annually by the Committee

5. Chair/deputy chair

 

 

  • Chair:

Role of the chairperson of the committee

The Deputy Vice-Chancellor responsible for international relations

  • Deputy chair:

The role of the deputy chair of the committee and who chooses him/her, if applicable.

A member of the Committee chosen by the Committee.

6. Special quorum rules

If applicable list any rules or conditions for quorum.

Nil

7. Terms of office

Specify duration of committee membership for different types of members

Representatives and co-opted members: four calendar years, from 1 July

8. Terms of reference

List key principles of the terms of reference and primary role of the committee

(a) To promote All Africa House in a way that promotes its objective, and to ensure its viability.

(b) To determine policy for occupancy and the running of All Africa House, to exercise overall supervision of its activities, including appointment of staff, and to account for its financial position

(c) To compile and submit an annual draft budget, including rates for accommodation, on the advice of the budget-holder, who will account quarterly to it and the Executive Director Finance for performance against the approved budget.

9. Procedures

Operating guidelines and principles of reporting on tasks and procedures which the committee is to deliver annually.

This committee is established in the Academic cluster. It makes an Annual Report to the Chair of the Senate Executive Committee on its work.

10. Delegated authority

If applicable, list authority delegated to the committee

To fix accommodation rates, subject to UFC/Council approval of the budget.

11. Servicing Officer

Role or position of the committee's servicing officer

The Committee is serviced by the Director of Student Housing or nominee.