University Governance and Student Inclusion Council (UGSIC) | Asia Pacific University (APU)

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University Governance and Student Inclusion Council (UGSIC)

Terms of Reference


1. Purpose:

 
The University Governance and Student Inclusion Council (UGSIC) serves as the highest governing body of APU. Its primary purpose is to ensure inclusive governance, foster collaboration between university leadership and students, and make decisions that affect the university community as a whole.
 
2. Responsibilities:
 
The UGSIC is responsible for, but not limited to, the following:
 
 a.

Reviewing and approving strategic plans and policies related to academic programs, research, campus life, and facilities.

 b.

Advising the university administration on matters of student welfare, inclusivity, and overall student experience.

 c.

Ensuring that student perspectives and concerns are considered in decision-making processes.

 d.

Overseeing budget allocations and financial matters with a focus on equitable resource distribution.

 e.

Appointing and collaborating with subcommittees or working groups to address specific issues or projects.

 f.

Promoting a culture of transparency, accountability, and open communication between students and university leadership.

 
3. Membership:
 
The UGSIC membership is composed of representatives from various stakeholder groups within the university community. The following positions and their respective members constitute the council:
 
 a.

Chairperson: The Vice Chancellor of the University.

 b.

Vice-Chairperson: A student representative elected by the student body.

 c.

Student Representatives Council: A minimum of 8 student representatives elected by the student body to ensure diverse representation.

 d.

Deputy Vice-Chancellors (DVCs): 1 DVC, if applicable, representing academic affairs, research, student affairs, and administration.

 e.

Senior Directors/Directors: 2 senior directors/directors from various university departments or divisions, including finance, facilities management, and diversity and inclusion.

 f.

Faculty Representatives: 11 faculty members representing different academic departments.

 g.

Staff Representatives: 5 non-academic staff members representing various administrative units.

 h.

Alumni Representative: A representative from the university's alumni association.

 i.

Secretary: A designated staff member responsible for recording minutes and assisting with administrative tasks.

 

4. Meetings:
 
The UGSIC shall meet minimum 4 times annually or as needed to address important university matters. Meetings may also be called by the Chairperson or upon request by a majority of members.
 

5. Decision-Making:
 
Decisions shall be made through a democratic process, with voting rights for all members. A majority vote of the members present and voting is required for the adoption of any resolution or policy.
 

6. Quorum:
 
A quorum is established when 60% of the members are present at a meeting.
 

7. Reporting:
 
The UGSIC shall provide regular updates to the university community regarding its activities and decisions through official university channels.
 

8. Amendments:
 
These Terms of Reference may be amended by a majority vote of the UGSIC members, with prior notice and discussion.
 

9. Review:
 
These Terms of Reference shall be reviewed and, if necessary, revised every 2 years to ensure their continued relevance and effectiveness.
 

10. Duration:
 
The UGSIC is established indefinitely unless dissolved by a majority vote of its members or university governance authorities.
 

Approved and Adopted on 1 Jan 2022