Ministerial Decision No. (71/ 2014)

Transcription

1 Ministerial Decision No. (71/ 2014) Sultanate of Oman Ministry of Higher education The Minister Ministerial Decision No. (71/ 2014) About the issuance of the Regulatory Guide of Student Advisory Councils at Higher Education Institutions In accordance with the directions of the Education Council, the Ministry of Higher Education shall prepare and issue the regulatory guide of student advisory councils at higher education institutions and in pursuance of public interest We hereby decided the following: Article (1): The attached regulatory guide of student councils shall be applied at all higher education institutions. Article (2): All higher education institutions in the Sultanate shall implement this decision. Article (3): All that contradict with this decision shall be cancelled Article (4) All concerned shall enforce this decision as from its date of issuance. Rawiyah Bent Saud Al-Busaidiyyah Issued on: 21 /12 / 1435 H Minister of Higher Education 15 /10 /2014 1

2 Sultanate of Oman Ministry of Higher Education The Minister Ministry of Higher Education Higher Education Institutions Student Advisory Councils Regulatory Guide HEISACRG 2

3 Chapter (1) Definitions & General Provisions Article (1) The following words and expressions shall have the specific meanings shown against each unless otherwise provided or indicated in the context. Ministry Ministry of Higher Education. Minister Minister of Higher Education. Councils Committee Higher Education Institutions Student Advisory Councils Committee (HEISACC). Council Student Advisory Council (SAC) of an institution elected by the students to represent them in accordance with this Guide. Institution Government or private higher education institution (University College Institute) in the Sultanate of Oman. Principal / Head Vice- chancellor of a university Dean of a college Director / Manager of an institute. Dean A dean or director or manager or student affairs head. President of the Council President of the Student Advisory Council of an institution. Deputy President of the Council Deputy President of the Student Advisory Council of an institution. Secretary Secretary of the Student Advisory Council (Dean Director Manager Student affairs head). Council s Secretariat Secretariat of SAC which is the administrative and financial body of the council. Institution s Board Institution s board of trustees. Students All registered students at an institution. Member Elected student for the council s membership. Guide Student Advisory Council Regulatory Guide (SACRG). Council s Office Office in charge of the management of the council s affairs in accordance with this Guide. Article (2) A council shall be established at the institution s location. No branches are allowed anywhere else. Article (3) This Guide may be amended on request of the education council or 3 institutions. Suggested amendments shall be in writing and shall include articles to be amended and reasons. Amendments will be considered valid only after receiving approval from the Guide s issuing body. Article (4) The council and the council s office shall exercise their duties without any contradictions or conflicts with the duties of other councils and administrative bodies in accordance with the rules, systems and directives of the institution. 3

4 Article (5) The council may be dissolved if the majority of the members resign. In this instance, the principal of the institution shall call for new elections within a period not exceeding one month from the date of resignation. Article (6) After dissolving the council in accordance with the provisions of this Guide, all monies held shall be returned to the budget of the institution and all subcommittees shall be deemed dissolved as well. Article (7) The activities of the existing council and its sub-committees shall be stopped 2 weeks prior to the election of the new council. Article (8) Subject to the provisions of the student disciplinary system in the institution, the council may not issue any bulletins, statements, publications, notices or organize gatherings contradicting laws and regulations applicable in the Sultanate or at the institution concerned. Article (9) The institution s board considers issues that have not been stipulated in this Guide and takes suitable decisions after consulting the council. The councils committee shall be informed accordingly. Article (10) The principal of the institution considers any issue arises on application of the provisions of this Guide and takes suitable decisions. Article 11) The principal of the institution is responsible for the implementation of the provisions of this Guide. Article (12) The academic board of the institution (university college institute) shall invite the president of SAC to attend meetings if the items on the agenda include living, services, student activities issues and whenever the academic board of the institution deems appropriate. Article (13) The council shall submit its annual plan to the principal of the institution for approval in addition to a biannual report about progress of work and completed activities and activities in progress. Article (14) If any disagreement arises between the institution and the council regarding application of the provisions of the Guide, the principal of the institution shall refer the issue to the councils committee including different opinions. 4

5 Chapter (2) Higher Education Institutions Student Advisory Councils Committee HEISACC Article (15) A HEISACC shall be formed by a decision from the minister with its offices in the ministry headed by the ministry s undersecretary comprising the following members: A State council education committee representative. B Shuraa council education and scientific research committee representative. C Education council representative appointed by the president of the education council. D 2 principals from government higher education institutions or their deputies appointed by the minister for 2 non-renewable years. E 2 principals from private higher education institutions or their deputies appointed by the minister for 2 non-renewable years. F 2 students from student councils. One representing government higher education institutions and the other representing private higher education institutions appointed by the president of the committee for one non-renewable year. G Ministry representative acting as member and secretary (reporter). Article (16) The council s committee shall convene a meeting every 3 months. The president of the council s committee may invite the members for other meetings if necessary. Article (17) Council s committee duties and responsibilities: A B C D E F G H Generally supervise all student advisory councils in the Sultanate. Approve student advisory councils elections results. Study reports received from higher education institutions regarding student advisory councils. Follow up commitments of institutions to establish student advisory councils. Consider issues raised by a principal of an institution regarding student advisory councils. Take dissolving student advisory councils decision in accordance with the provisions of this Guide. Carry out studies and researches on issues and problems that face student advisory councils. Agree suggested amendments to the Regulatory Guide and recommending approval. 5

6 I J K L Approve external participations of the councils and their members after institutions acceptance. Prepare annual reports on student advisory councils in the Sultanate and submit to the minister. The committee may seek assistance from whoever it deems appropriate. Other tasks assigned to them by the minister. 6

7 Chapter (3) The objectives and duties of the Council Article (18) The council aims at achieving the following: A Contribute to the improvement and development of educational / research process and services provided to students. B Enhance transparency principles and encourage constructive sensible opinions and commitment to polite dialogue. C Develop awareness of being productive and creative citizens who practice human and social activities in a responsible manner. D Develop spiritual, moral values and national feeling, proudness of the nation, its culture, heritage, high ideals and values. E Provide students with the basics that help them strengthen their character, develop team work spirit, think scientifically, develop dialogue spirit, respect others opinions and provide them with communication skills. F Follow up student issues, educate them, maintain their achievements and work closely with the institutions to solve their problems. G Improve student activities in all scientific, cultural, social, sport, artistic and other constructive fields. H Emphasize the values of volunteer work to support charity activities and projects. I Support outstanding students and create suitable atmosphere to help them study and carry out scientific researches. J Raise the level of intellectual, artistic, social and sport activities and enhance communication horizons and activate communication channels between the students and officials in the institutions. Article (19) The council shall not be involved in any political, sectarian, tribal or racial or regional issues. The council shall not practice any activity against or contrary to traditions, customs, social and religious values, or institutional regulations or systems. Article (20) The council shall not coordinate or cooperate in anyway with counterparts (authorities or institutions) abroad before obtaining a written approval from the councils committee. Article (21) The council s duties and responsibilities: A Preparing the annual plan and submitting it to the principal for approval. A copy shall be given to the councils committee after 7

8 B C D E F G H I approval. Making necessary decisions and recommendations in accordance with the applicable regulations and systems of the institution and the directives and objectives of the council. Representing the students and the institution at external events as advised by the principal. Discussing and approving financial and administration reports submitted by the council s office. Monitoring the performance of the council s office and taking necessary actions in accordance with the provisions of this Guide. Dismissing a member who commits an unlawful or dishonest or disreputable act or is convicted of committing such acts by a competent judiciary or the body concerned in the institution after obtaining the president s approval. Discussing the council s budget plan submitted by the council s office to be presented to the president for approval. Considering re-joining of a member who has lost his/her membership if the dismissal reasons are no longer valid by a decision taken by the council after obtaining approval from the president. Making suitable suggestions that help the council carry out its duties. 8

9 Chapter (4) President of the Council and Deputy Article (22) The president and deputy president of the council shall: A B C D Be an Omani national. Has successfully completed 45 credit hours at the diploma level and 60 credit hours at the BSc level and 15 credit hours at post graduate level. Hold their offices for one year only. Not hold any administrative position in any student association at the institution. Article (23) A B Duties and responsibilities of the president of the council: 1 Chairing the meetings of the council and council s office. 2 Signing decisions an official correspondence issued by the council and the council s office. 3 Signing purchase orders after obtaining approval from the council s office and secretary. 4 Representing the council internally or externally. 5 Inviting the council and the council s office to meetings. 6 Inviting committees formed in accordance with this Guide to meetings when necessary. 7 Submitting the council s suggestions to the principal. Duties and responsibilities of the deputy president of the council: 1 Acting on behalf of the president of the council in his /her absence. 2 Carrying out tasks entrusted to him / her in writing by the council. 9

10 Article (24) A B C D E Chapter (5) Council s Office The council shall establish an office (council s office) headed by the president of the council and comprising the following members: Deputy President (Deputy President of the council s office). Head of the academic committee. Head of student services committee. Head of activities and initiatives committee. Council s secretary. The council s office shall meet regularly once a month after receiving invitation from the president of the council or whenever necessary. The first meeting shall be held after one week from the date of establishment. Meetings shall be chaired by the president of the council or deputy president. 2 members at least should be present. The members of the council s office shall be informed of the date of the meeting and agenda in writing 3 days prior to the date determined. The council s office takes decisions by absolute majority. In the event of equal votes, the side of the chairperson wins. The council s secretary shall inform the president of the decisions made within 10 working days from the date of the meeting. The office may seek assistance from whoever it deems appropriate to complete tasks or attend meetings. Article (25) If a member of the council s office loses his / her membership, the council s office shall elect a replacement within one week from the date of losing membership. Article (26) Duties and Responsibilities of the Council s office: A Preparing a plan for the activities of the council and its sub-committees assisted by the council s secretariat. B Implementing decisions and general plans of the council and taking necessary actions to organize events and activities to achieve the objectives of the council. C Preparing the council s budget to submit to the council and thereafter to the president of the council to complete approval procedure. D Supervising sub-committees activities and monitoring performance. E Preparing quarterly plans showing the objectives of the council in the form of programmes to submit to the council for discussion and approval and thereafter to the president for approval within (15 working days) from submission. F Considering student issues to solve in coordination with those concerned at the institution and in accordance with applicable systems and 10

11 G H I J regulations of the institution. Submitting suggested amendments to this Guide to the council for approval in accordance with the provisions of this Guide. Preparing annual financial and administration reports to submit to the council. Checking member lists of permanent committees to have proportional numbers. Forming temporary committees from the members of the council and determining responsibilities. Temporary committees may include nonmember students from the institution to perform specific tasks but shall not have voting rights at the meetings of the council or its permanent committees. 11

12 Chapter (6) Council s Membership Conditions Article (27) Council s Membership Conditions A A member should have completed one semester at least with minimum academic load required and accumulative average not less than (2) out of 4 points at the Diploma and BSc level or the equivalent and (3) points out of 4 or the equivalent for MA and PhD degrees students who should not have studied more than the minimum semesters of the programme enrolled on. B Should have registered for the minimum academic load during membership period except graduation semester and summer programme. C Should not have been subject to any disciplinary action or convicted of any criminal act unless rehabilitated before the date of elections. Article (28) The number of members in the council shall be proportional to the number of registered students at the institution as shown below: S/N Number of students in the institution Number of members in the Council or less and more 17 12

13 Chapter (7) Membership Conditions and Cancellation Article (29) All members shall work in the public and nation s interests and shall not take advantage of their membership for personal benefits and are not allowed to raise any personal issues. Article (30) All members shall attend the meetings of the council, the council s office and sub-committees regularly and punctually. A member, who is unable to attend for any reason, shall inform the president of the council or committee in writing as the case might be. Article (31) The members shall act in their personal capacity when expressing their opinions outside the council. Article (32) Membership in the council and thus in any sub-committee ceases in the following cases: A Obvious violation offending the council and affecting the reputation of the institution. B Committing a violation that requires a disciplinary action as provided by the provisions of the student disciplinary system in the institution except violations that require warnings. C Conviction for felony or offence by a competent court. D Dissatisfying any condition referred to in Article (27). E Transfer to another institution or withdrawal from the current institution. F Submission of a written resignation or dismissal. G Absence from the meetings of the council or council s office for 3 consecutive times or 5 separate times without acceptable reasons as the case might be. H Absence from meetings for 3 consecutive times without acceptable reasons to the council. I Death. J Dissolution of the council. Article (33) Taking into consideration the provisions of the student disciplinary system in the institution, the council may take one of the following actions against a member of the council on confirmation of violation of the provisions of this Guide or in the event of harming the institution in anyway or affecting its reputation: 1 Warning?????? 2 First warning 3 Second warning 4 Suspension of membership in the council for a specific period not 13

14 exceeding one semester. 5 Dismissal from the council s membership. Penalties referred to in number 4 and 5 above are subject to the approval of the principal of the institution. The member concerned shall be informed of the penalty imposed in writing within a period not exceeding one week from the date of issue of the decision. Article (34) The principal of the institution may impose the penalties referred to in article (33) gradually. Article (35) The member of the council who has been subject to the penalties number referred to in article 33 above, may complain in writing to the president through the secretary within a period not exceeding one week from the date of receiving the penalty decision. The principal shall take action within a period not exceeding one month from the date of receiving the complaint and his / her decision will be final after approval. Article (36) If a position of a member of the council becomes vacant, it should be filled by the first reserve on the winners list up to the third reserve. If this option fails and the council s term of office expires after more than 2 months, the students elect a new member to complete the council s period. If the president or deputy loses membership for any reason, the council elects a replacement within maximum 2 weeks if the quorum is present. Article (37) If the president of the council or deputy resigns but maintaining their membership, the council elects a replacement within 2 weeks maximum. 14

15 Chapter (8) Elections and Procedure Article (38) A B C D E Every student has the right to vote in elections. Each student has one vote. Voting by proxy is unacceptable. The council s elections shall be completed by the third week of the first semester of the academic year at the latest according to the following procedure: 1 Each institution will be considered one electoral district. Each institution shall arrange one election centre.????????? 2 The students at each institution shall elect their representatives in the council by direct voting. 3 Voting shall be conducted in one day only. The president shall determine the voting time. 4 The principal shall issue the internal election procedure. The absolute majority of the total number of students in the institution shall vote to legally approve election of the members of the council. If the quorum is not present, election period shall be extended for 2 consecutive hours thereafter election procedure will be legal regardless of the number of voters. If 2 successful candidates win the same number of votes, one shall be selected by lot unless one of them waives their right. If the election committee discovers any dishonest act during election process, the vote of the student concerned shall be cancelled and shall not be allowed to vote in the next election and be given a written warning. If he or she repeats the same dishonest act, his or her vote shall be cancelled and shall not be allowed to vote in any future election and be given a written warning. Article (39) If the election process does not take place on the date determined for forcible reasons judged by the principal of the institution, the council shall continue to perform its duties until such problems are sorted out. However, elections should not be postponed for more than one semester. Article (40) A B C The principal shall announce the start of nominations for the council membership in the first week of the first semester for 3 study days. Applications shall be submitted by eligible candidates as stipulated in Article (26) of this Guide at the places and times determined. The principal of the institution shall announce the names of candidates during the second week after the end of nomination period. (72) Hours minimum should be allowed for election campaigns to end (24) Hours before the voting date. 15

16 D E The office of the council shall be vacated and all items handed over to the principal of the institution within 2 weeks before the start of the new elections. Final results shall be announced before the end of the third week and submitted to the councils committee in the fourth week for final approval. Article (41) A nominated student may withdraw in writing to the head of the election committee within 3 study days at least before elections start. Article (42) The principal of the institution shall form an election committee. Its decisions are taken by majority of votes. It shall by headed by one of the deputies of the principal and have the following members: A Dean (Dean or manager or student affairs head). B 2 academic staff members. C D 2 student affairs staff members. Four (4) students selected by the principal who should not be among the candidates for the council membership. Article (43) Duties and responsibilities of the election committee: A Determining election and vote counting locations and requirements. B Following up implementation of general rules and instructions relating to election campaign, voting and counting. C Considering objections submitted to the election committee by candidates and taking decisions within one week from the date of submission. D Extending election period if the legal quorum is not present. E Taking decisions on unstipulated urgent issues relating to elections. F Approving the names of candidates. G Issuing voting and counting reports signed by all members of the committee. H The election committee shall determine election mechanism depending on institution s abilities. Article (44) General Rules and Instructions regarding election campaign, voting and counting of votes: A Election campaigns shall be in accordance with the provisions of this Guide. Any candidate may start their campaign from the date of announcing final lists and continue till the day immediately preceding the election date on which campaigning in any form is strictly prohibited. B A candidate or their representatives may not organize or hold meetings or give speeches relating to elections outside their institution s premises. Loud speakers, display of election posters including pictures, drawings or writing on walls or on any means of transport are not permitted. C Each candidate shall introduce themselves within their institution s premises during the period allowed by putting up posters (50X80 cm) maximum dimensions on normal noticeboards or electronic means 16

17 D E F determined by the institution. The candidate may meet voters at a specific place inside the institution after obtaining approval from the election committee at which candidates may introduce themselves politely and without insulting others. A voting form mainly prepared for this purpose shall be used. The committee may decide on the type of ink, colour, format or any other method it deems appropriate. Poll boxes shall be in the form decided by the institution. Each shall have a lock and one opening that will only allow insertion of the voting form. Lock keys shall be kept with the head of election committee. Manual voting or counting or both systems may be adopted after the approval of the councils committee. Article (45) Objections raised by candidates against the election committee or election results may be submitted to the principal of the institution. Decisions shall be taken within 7 days from the date of submission. The decision of the principal shall be final. Article (46) Membership duration in the council shall be for one renewable academic year from the date of announcement of results. Chapter (9) Council s Permanent Sub-committees Article (47) The council shall form the following permanent sub-committees: A Academic Affairs Committee. B Student Services Committee. 17

18 C Activities & Initiatives Committee. The councils committee may form other permanent committees according to the nature of their activities. Article (48) No member may join more than one permanent sub-committee. Article (49) Duties of permanent sub-committees: 1 Academic Affairs Committee: A Conduct surveys inside the institution to understand student academic challenges and suggest suitable solutions. B Prepare studies, researches and workshop papers in a scientific approach relating to the objectives and responsibilities of the student advisory council to participate in seminars, forums and workshops. C Submit detailed monthly reports to the council regarding student remarks on (admissions, registration, academic guidance, learning resources centre and teaching staff). D Supervise competitions organized by the council in coordination with the body concerned in the institution. E Other duties entrusted to it. 2 Student Services Committee: A Conduct surveys inside the institution to understand student services challenges and suggest suitable solutions. B Follow up the standard and quality of student services provided inside the institution. C Submit detailed monthly reports to the council regarding student remarks on services provided (restaurants, sport facilities, halls, accommodation and other services). D Supervise information and awareness programmes campaigns organized by the council published or shown in the media in coordination with the body concerned in the institution. E Other duties entrusted to it. 3 Activities & Initiatives Committee: A Prepare a comprehensive annual plan for activities and programmes organized by the council in coordination with the councils secretariat. B Support student constructive initiatives and suggest working mechanisms to activate roles objectively. C Support voluntary work and society services in the institution and local communities to maintain state developmental achievements. D Propose awareness seminars and constructive debates to enhance positive values in student life. E Prepare and implement competitions organized by the council. F Other duties entrusted to it. Article (50) 1 The council may form temporary sub-committees after obtaining the principal s approval. The number of members of each committee shall not exceed (10) students. The council 18

19 shall form such committees, select heads and secretaries by absolute majority, determine duties and duration. Permanent sub-committee rules and procedures shall apply to these committees. 2 Any meeting held by temporary sub-committees is considered legal if attended by the majority of members. If the quorum is not present, the meeting shall be postponed for maximum one week after which any meeting held will be considered legal if attended by any number of members. 3 Any temporary sub-committee takes decisions by the majority of members present. 19

20 Chapter (10 Meetings of the Council & Permanent Committees Article (51) The council shall hold its (procedural meeting) to elect the president, deputy and heads of committees from the members present by ballot within one week from the date of announcing election results. The meeting shall be chaired by the oldest person present. The meeting shall be open and considered legal if attended by absolute majority of members and decisions taken by the majority of votes of the members present. Article (52) A B C The president of the council convenes the first meeting within 2 weeks maximum after being elected at which he / she determines dates and times of meetings. The council convenes an ordinary meeting twice every semester to discuss issues on its agenda. The council may convene an extraordinary meeting in the following cases: 1 If requested by the council s office with justifiable reasons. 2 If requested by minimum one-third of the council s members in writing explaining reasons. In this case the council s office shall call the council to meet within one week from the date of application. No issues, other than those on the agenda, may be discussed. D The council s office announces the dates, times and locations of meetings 3 study days at least in advance. The secretary of the council s office shall distribute the agenda. E F G H I The president of the council shall chair meetings or his / her deputy in his / her absence. Council s meetings will be considered legal if attended by 2 thirds of its members. If the quorum is not present, the chairperson determines a new date and location within one week from the date of the previous meeting. In this case the new meeting is considered legal if attended by at least half the number of members. The council takes decisions by absolute majority. If the votes are equal, the side of the president wins except the following cases where decisions shall be by the majority of 2 thirds of the members: 1 Proposed amendments to the Guide. 2 Vote on no confidence in the council s office or any of its members. 3 Taking one of the actions stipulated in article (33) of this Guide against any member of the council if justifiable. 20

21 Article (53) Permanent sub-committees shall schedule their meetings which shall not be less than 3 times every semester or whenever a meeting is required by a head of a permanent sub-committee. The summer season shall not be considered a semester. Article (54) The following procedure shall apply to the meetings of the council and its permanent sub-committees: A The president of the council or committee opens, chairs and closes meetings. B Invitations to members to attend meetings to be sent 2 days at least in advance. C The minutes of meetings shall be taken containing issued addressed, discussions and recommendations. 21

22 Chapter (11) Council s Secretariat Article (55) The dean acts as council s secretariat in the institution without voting rights. Article (56) Responsibilities and duties of the council s secretariat: A Directly supervise administrative and financial affairs of the council and financial resources. B Invite the members of the council and the council s office for meetings, prepare agenda, take the minutes and have them signed, submit to the president of the council s office to refer to the principal of the institution. C Follow up the implementation of the decisions of the council s office. D Manage and maintain the council s documents in accordance with the system adopted at the institution. E Handle the council s correspondence and maintain all related documents. F Pay for expenses decided by the council s office and approved by both the president of the council and the principal. G Receive funds against receipts stamped by the council and deposit in the budget s appropriate account. H Submit monthly statements covering expenses and revenues to the council s office. I Prepare financial reports and submit to the council and the council s office. J Maintain ledgers and financial documents of the council. K Receive requirements and stationery needed for the council s offices. L Other duties entrusted to it by the president of the council. 22

23 Chapter (12) Council s Budget Article (57) The council shall have an independent budget under the supervision of the council s office throughout the duration of the council s session. Its funds shall be deposited with a bank recommended by the council after obtaining the president s approval. The council s revenues comprise: A Annual funds decided by the institution s board. B Gifts, grants and donations agreed by the principal in accordance with legislations in force. C Income from student activities organized by the council and approved by the principal. D Other revenues accepted by the principal. Article (58) The council may only accept financial support or grants from anybody inside the Sultanate or abroad in accordance with the legislations in force. Article (59) Expenditure procedure: A The council may approve payment of maximum (OR 200) kept with the secretary to cover the council s petty cash and emergency expenses in accordance with the financial system followed. B The council may approve payment of maximum (OR 100) kept with the secretary to cover the activities of sub-committees petty cash and emergency expenses. C Funds shall be spent by a decision of the council s office after obtaining the principal s signature and the president of the council s office and secretary. D The financial controller or whoever represents him / her in writing in the institution shall be responsible for all financial affairs and auditing. E The budget of the new session may only be used after settlement of the budget of the previous session with the finance department in the institution. Article (60) The council s budget surplus in the previous year shall be returned to the institution s budget. The council s office shall settle all amounts due to be paid by the council, if any, before the end of its session and the financial controller of the institution shall be informed accordingly. 23

24 Article (61) Organizational Structure of the Council: Student Advisory Councils Committee Principal Council s Secretariat Student Advisory Council at... Council s Office Academic Committee Student Services Committee Activities & Initiatives Committee 24