Rules and regulations for heads of departments - University of the ...

THE UNIVERSITY OF THE FREE STATE

RULES AND REGULATIONS FOR HEADS OF DEPARTMENTS

(SENATE MINUTES 6.9.88)

1. APPOINTMENT, DUTIES AND COMPETENCIES OF HEADS OF DEPARTMENTS

Without prejudice to the competencies and duties of heads of departments in terms of the

general and specific faculty regulations, or delegated to them in accordance with ruling, the

stipulations with regard to the appointment, duties and competencies of heads of

departments are as follows:

1. APPOINTMENT AND TERM OF OFFICE

(a)

At the recommendation of the Faculty Board concerned and the Senate,

the University Council generally appoints a head of department on a fulltime

permanent basis in every academic department.

(b)

The Council could approve the institution of a temporary full-time

departmental chairmanship in place of the headship of a department at

the recommendation of the Faculty Board concerned and the Senate.

The term of office of a departmental chair is at most three years, and the

holder of the post is appointed in the same manner as a head of

department. This person could, however, be reappointed for an

extended term.

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2. RELATION TO THE DEAN

With due observance of the mission and policy framework of the University and

the strategies at faculty level, every head of department is responsible to the

dean for:

(a)

(b)

the management of his/her department; and

the teaching and research responsibility of that department, as well as

the supplementary community service that is rendered.

Liaison with members of the Rectorate and committees of the Council and the

Senate (of which the head of department is not a member) generally occurs

through and with the full knowledge of the dean.

3. RESPONSIBILITY WITH REGARD TO PERSONNEL MATTERS

The head of the department is responsible for the utilisation of the academic

and non-academic personnel members in his/her department. This task

involves the following:

(a)

Allocation and scheduling of duties, taking into account the teaching,

research and supplementary service delivery commission of the

department.

(b)

Submission of recommendations regarding the creation, translation and

appropriate filling of posts with due observance of the stipulated norms

and guidelines.

(c)

Submission of recommendations on the appointment and promotion of

personnel.

(d)

Maintaining healthy personnel relations in the department and with other

personnel members and groups. Separate arrangements exist for

disciplinary action.

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(e) The training and development of personnel in terms of the

agreed/prescribed job descriptions.

(f)

Submission of recommendations on all leave applications (ordinary and

special leave). (Long and research leave apply only to personnel on the

joint service establishment).

(g)

Implementation and maintenance of appropriate systems and procedures

in order to facilitate effective personnel planning and control as well as

reporting.

4. RESPONSIBILITY WITH REGARD TO EDUCATIONAL AND STUDENT

MATTERS

In addition to his/her own teaching responsibility, the head of the department is

also responsible for the teaching function in the department, which inter alia

include:

(a)

Submission of recommendations on study courses, syllabi, regulations

and other academic matters related to the teaching function on

departmental level, and where necessary, on faculty level.

(b)

Submission of recommendations on academic student matters that fall

outside the ambit of the approved regulations, or represent exceptions

that require a decisive answer at higher authoritative levels.

(c)

Submission of recommendations on the appointment of study-leaders,

promoters, examiners and moderators for approval by the Senate (see

par. 6 below).

(d)

Overall supervision and control of all matters relating to the conducting

of tests and examinations within departmental context, and the enforcing

of regulations in this regard.

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5. RESPONSIBILITY WITH REGARD TO FINANCIAL MATTERS,

DEPARTMENTAL EQUIPMENT AND SUPPLIES

The responsibility of the head of department with regard to financial matters,

equipment and supplies include the following:

(a)

Drawing up departmental budgets with regard to equipment, services

and supplies.

(b)

Control of departmental funds that had been allocated to the department

by means of approved budget(s) or otherwise.

(c)

The establishment and operation of systems and procedures according to

which control could be exercised over all the equipment and supplies in

the department.

6. GUIDANCE OF MASTER'S AND DOCTOR'S DEGREE STUDENTS

(Besides the following guidelines, faculties may institute additional guidelines).

The head of the department is expected to do the following:

(a)

receive and consider the applications of prospective master's and doctor's

degree students, and after approval, channel the applications as

prescribed by General Regulations;

(b)

satisfy him-/herself as to the merits of each application in terms of

departmental practice;

(c)

supply the student with information on the lecturing personnel's

particular interests with regard to teaching and research, available

bursaries, research resources, publications of personnel members,

current and completed research projects and any other information

deemed important.

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(d)

in consultation with the student, determine whether the M. or Ph.D.

study programme should involve a script or dissertation, and/or

examination by means of question papers;

(e)

in consultation with the student, determine what courses must be

followed should question papers be opted for;

(f)

ensure that the number of students allocated to a lecturer is not more

than he/she can manage in a meaningful way;

(g)

ensure that no student is accepted for M. or Ph.D. studies with a study

theme for which no expertise exists in the department;

(h)

in consultation with the departmental committee, appoint a study leader

who will be competent to guide the student, taking into account the

lecturer's expertise and availability as well as the student's preferences;

(i)

in consultation with the study-leader or promoter, decide on the

appointment of a co-study-leader of co-promoter if necessary;

(j)

in consultation with the departmental meeting or committee, prescribe

additional courses if necessary;

(k)

ensure that the committee appointed by the faculty discuss the

submission of the title of a dissertation or thesis and other requirements

of the faculty concerned;

(l)

satisfy him-/herself as to the availability of the appropriate infrastructure

in order to complete the study;

(m)

inform the applicant of the result of his/her application and ensure that

he/she registers as student;

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(n)

continually satisfy him-/herself that the study guidance the student is

receiving is of a high standard;

(o)

ensure that form A5 for the registration of the title of a dissertation or

thesis is correctly filled in;

(p)

in consultation with the study-leader or promoter, recommend examiners

as stipulated by the general and Faculty Regulations;

(q)

ensure that the research theme and the examination reports are

discussed by the designated committee within the faculty; and

(r)

ensure that the above-mentioned guidelines, where applicable, are

observed when a script forms part of the study.

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