CAMPUS MANAGEMENT COMMITTEE. Terms of Reference

Transcription

1 CAMPUS MANAGEMENT COMMITTEE 1 Constitution and purpose Terms of Reference 1.1 Essential to the proper operation of the shared services at Scottish Borders Campus is an appropriate governance structure. Explicit in the lease between Borders College and Heriot-Watt University is the principle that this governance be managed by a Campus Management Committee (CMC) consisting of executive management drawn from both institutions and with appropriate student representation. The CMC is the primary governance group; the full shared services governance arrangements are shown at Appendix A. 1.2 It is intended that each of the shared services (ICT, Facilities and Library) will form appropriate sub-groups, including groups dedicated to strategy formulation and to user dialogue, to inform reporting to the CMC. 2 Remit 2.1 The aim of the CMC is to ensure proper governance of the shared services at Scottish Borders Campus and to agree and promote decisions and resolution of issues common to the partner institutions. In order to achieve this aim, and in accordance with the lease agreement between the partner institutions, the Committee has the following functions and objectives: - i. To provide a means for the joint review of issues relating to all aspects of the operation of leasing and service level agreements and of campus operation. ii. iii. iv. To agree corrective measures applied as a result of non-performance against those agreements. To agree possible variation of agreements. To consider and propose budgets for the operation of agreements in time to meet the necessary planning and budgeting timetables of both institutions and to agree these for the following financial year; to oversee accounts of financial performance of shared services. v. To monitor and review the Campus Disaster Recovery Plan and plan for such eventualities. Campus Management Committee: Terms of Reference Page 1

2 vi. vii. To constitute and receive and consider reports from such user groups and such other committees and working groups which it may from time to time constitute. To undertake such other duties and tasks as the Committee shall see fit, which are agree between the institutions. 2.2 In the event that the CMC fails to agree on any issue within its remit, then that a meeting of the Campus Governance Committee shall be called, that committee constituted of both executive and non-executive members of the institutions. 2.3 The Committee shall constitute and nominate members to User Groups for the Agreements, and such other Committees and Working Groups as it shall see fit from time to time, and shall agree Remits and duration of office for such groups. 2.4 The Committee shall make recommendations to the College and University, which they may or may not accept as their governing bodies see fit. Issues failing to be resolved shall be referred to the Campus Governance Committee. 3 Membership 3.1 The Committee will be constituted to include executive and student membership drawn from the partner institutions, with initial membership as follows: - - Director of Finance and Resources, Borders College (Chair) - Director of Governance & Legal Services, Heriot-Watt University (Co-Chair) - Assistant Principal Curriculum, Borders College - Head of School,Textiles and Design (or nominee), Heriot-Watt University - President, Borders College Student Association (or nominee) - President (Scottish Borders Campus), Heriot-Watt University Student Union (or nominee) 3.2 Each party shall notify the Clerk to the Committee in writing the names and status of Members nominated to be Members. 4 Quorum and voting 4.1 A quorum shall consist of not less than four members or substitutes, with a minimum of one executive member representing each institution. 4.2 Each Member shall have one vote; the Chair shall not have a deliberative or casting vote. Campus Management Committee: Terms of Reference Page 2

3 5 Committee Chair 5.1 The Director of Finance & Resources of Borders College and the Director of Governance & Legal Services shall be Co- Chair. In the event that the Chair is unable to attend, and nominates a substitute, that substitute does not take the Chair at the meeting. The Co-Chair will take the Chair, failing whom a Member agreed by those present and voting. 6 Frequency 6.1 The Committee will meet not less than four times per year, the meetings timed to allow timeous receipt of quarterly monitoring reports. 6.2 Additional meetings may be held in order to meet business requirements at the request of the Chair of the Committee. 7 Attendance at meetings 7.1 The following officers are normally expected to be in attendance at meetings: i) Director of Resources, School of Textiles and Design/Dean of Heriot- Watt University ii) Director of Administration, School of Textiles and Design, Heriot-Watt University iii) Campus Library Manager iv) Campus Facilities Manager v) Campus ICT Manager vi) Head of Creative Industries and Sport Faculty, Borders College vii) Business Development Manager, School of Textiles and Design, Heriot- Watt University 7.2 The Committee may invite such persons as it sees fit to attend and to give reports to its meetings. 7.3 The Committee will maintain a record of attendance at each of its meetings and will include this information in its annual report to the Secretary's Board. 8 Reserved business 8.1 There may be occasions when the Committee's business is designated reserved (confidential). On such occasions any student members will be asked to withdraw from the meeting (Statute XII, paragraph 7, clause 1) and shall not return until the reserved business is concluded. Papers and any other reserved areas of business shall not at any time be made available to the student member. On occasion, with the approval of the Chair, any staff member of the Committee may be asked to withdraw from the meeting during Campus Management Committee: Terms of Reference Page 3

4 consideration of a reserved item of business. 8.2 The record of matters which the Chair and the Committee are satisfied should be dealt with on a reserved basis will be recorded separately. 9 Reporting procedures 9.1 The Committee shall prepare and publish annually a Report on its working and functions, and issues progressed during the year, to be published not later than 3 months after the end of the Academic Year in question. 10 Forward Planning 10.1 This Remit will be reviewed annually and may be amended upon Resolution of the Committee and approval by the partner institutions The Committee will set its meeting dates two years in advance, aligned to the schedule of meetings of the Secretary's Board, and will maintain an annual workload plan for the Committee. Campus Management Committee: Terms of Reference Page 4

5 Supporting Information Groups feeding into the Campus Management Committee None at present. Effectiveness and lifespan Lifespan ongoing. Actions that may be taken by the Committee The Campus Management Committee may: Note Receive Consider Endorse Approve Recommend Reject Most appropriate minuting style The Committee shall maintain proper Minutes of its meetings which it shall publish. Resources Clerk Meetings Sheila McColm Four times per academic year Campus Management Committee: Terms of Reference Page 5

6 Management and Reporting Structure APPENDIX A Heriot-Watt University Scottish Borders Campus Borders College Secretary's Board Campus Management Committee (CMC) Senior Management Team (SMT) Library Services Facilities Management Services ICT Services Academic Coherence HWU Managed Borders College Managed Reporting Lines to CMC Decision Making Campus Management Committee: Terms of Reference Page 6