College Reorganisation Principles, Implementation & Status Jane Meyerowitz, Registrar College Reorganisation Task Team

Principles agreed  New schools should exploit synergies by grouping disciplines in exciting and innovative ways  Academic decisions should be made by academics  Academic decisions should be devolved to the lowest possible leadership level within the structure.  Decision-making, responsibility and accountability should rest with individuals, with effective monitoring and evaluation  Academic leadership activity should be freed and separated from administrative operations in order to promote academic endeavour.  Must clarify where (College/School/central structures) each major function/service lies  Effective and regular communication essential, bottom-up and top-down  There must be appropriate systems support for cross-campus operations

What has been agreed: 2 layer structure, Colleges and Schools  4 Colleges, 19 Schools (composition, names approved at Senate) Schools led by Dean and HoS, provide academic leadership DVC supported by College Deans of Teaching & Learning, and Research (role, interface with DVCs approved at Senate) Admin support headed by Director of College Administrative (or Professional) Services (role and responsibilities approved at Senate) DVC and Head of College Dean and Heads of all Schools College Dean of T&L College Dean of Research Director, College Admin Services

College Administrative Services  Full devolution of relevant support sector activities to Colleges Director College Administrative Services Manager, Student & Academic Services Academic Administration Student Support College Finance Manager College Human Resources Manager College Public Relations Manager Management Support Office

Schools  Need line management arrangements below HoS to ensure appropriate span of control  Academic groupings, not administrative (disciplines, research thrusts?)  Budgetary control retained by HoS, not devolved  Academics focus on teaching and research, appropriate admin support centralised in School office  No cross-campus fragmentation  School coordinators/leaders for T&L and Research  Academic coordinators for programmes, especially where liaison with external professional bodies?  College interface is with Head of School, Director of Teaching & Learning, Director of Research, School Admin Manager.

School Administrative support  Schools need to be well resourced in terms of administrative support School Administration Manager Teaching Administration Management and support for teaching First point of contact for students Demonstrator admin Capture marks Compile quality info Postgrad and Research Administration Selection/admission of postgrads Masters examination Postdocs Admin support for grants/research proj Research stats & reports Financial Administration Management of School budget Financial reporting Cost reports Admin of research cost centres School business plans School Office Secretarial support Support School committees Arrange/service selection committees School web pages Technical Manager (if needed) Management of labs and specialised infrastructure

Former Faculty functions: COLLEGE  Admission of undergrad (and hons?) students. Enrolment plan is managed at this level.  “Owns” all qualifications (some may be administered at School level)  Capturing of all term decisions (College staff have ITS access, School staff use SMS)  Manage appeals against exclusion (the old FEACOM)  PhD exam processes (entire process after intention to submit)  College rules and College handbooks  Facilitation of registration (organising LANs etc)  Support for Graduation (graduand lists/programmes)  Student academic misconduct/plagiarism  Dealing with student complaints  Merit certificates/Dean’s (DVC’s?) commendations

Former Faculty functions: SCHOOL  All students will have a “home” school  Curriculum approval and academic counseling  Consideration of ERS  School Exam Board meetings (College officer will attend to record term decisions)  Postgrad admissions (GR7 to AAB/DVC)  Masters thesis examination processes

Staffing processes - timeline Due dateProcessServe at 7 JuneStaffing structures for Schools & Colleges – positions, functions, numbers, organograms EMC 21 JuneFinal staffing structures as aboveEMC, Senate, Staffing 24 June - 15 July Structural consultation based on organograms. Determine processes to be followed for filling posts JCF, Staffing AugustFinalise job profiles, evaluate and grade, benchmark salaries (HR) 5 SeptApproval at Council Sept, Oct Adverts (internal), interviews, appointment Late Nov/Dec Leadership training

Governance processes - timeline Due dateProcess/deliverable (who responsible)Serves at 15 JulyProposed new common academic rules (CRTT)ARC, Senate 27 JulyAcademic Decision flow (CRTT) Committee membership/terms of reference (CRTT) Senate 27 JulyCollege/School governance structures/committees School & School Board constitutions (College/School, CRTT to supply templates) College Leadership, Senate 2 SeptAny programme/curriculum/module changes (Faculties)AAQBs 30 SeptCollege and programme rules (via College Leadership)ARC, Senate 14 OctFinal submission of information for College handbooks