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

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THE UNIVERSITY OF THE FREE STATE<br />

RULES AND REGULATIONS FOR HEADS OF DEPARTMENTS<br />

(SENATE MINUTES 6.9.88)<br />

1. APPOINTMENT, DUTIES AND COMPETENCIES OF HEADS OF DEPARTMENTS<br />

Without prejudice to <strong>the</strong> competencies <strong>and</strong> duties <strong>of</strong> <strong>heads</strong> <strong>of</strong> <strong>departments</strong> in terms <strong>of</strong> <strong>the</strong><br />

general <strong>and</strong> specific faculty <strong>regulations</strong>, or delegated to <strong>the</strong>m in accordance with ruling, <strong>the</strong><br />

stipulations with regard to <strong>the</strong> appointment, duties <strong>and</strong> competencies <strong>of</strong> <strong>heads</strong> <strong>of</strong><br />

<strong>departments</strong> are as follows:<br />

1. APPOINTMENT AND TERM OF OFFICE<br />

(a)<br />

At <strong>the</strong> recommendation <strong>of</strong> <strong>the</strong> Faculty Board concerned <strong>and</strong> <strong>the</strong> Senate,<br />

<strong>the</strong> <strong>University</strong> Council generally appoints a head <strong>of</strong> department on a fulltime<br />

permanent basis in every academic department.<br />

(b)<br />

The Council could approve <strong>the</strong> institution <strong>of</strong> a temporary full-time<br />

departmental chairmanship in place <strong>of</strong> <strong>the</strong> <strong>heads</strong>hip <strong>of</strong> a department at<br />

<strong>the</strong> recommendation <strong>of</strong> <strong>the</strong> Faculty Board concerned <strong>and</strong> <strong>the</strong> Senate.<br />

The term <strong>of</strong> <strong>of</strong>fice <strong>of</strong> a departmental chair is at most three years, <strong>and</strong> <strong>the</strong><br />

holder <strong>of</strong> <strong>the</strong> post is appointed in <strong>the</strong> same manner as a head <strong>of</strong><br />

department. This person could, however, be reappointed <strong>for</strong> an<br />

extended term.<br />

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2. RELATION TO THE DEAN<br />

With due observance <strong>of</strong> <strong>the</strong> mission <strong>and</strong> policy framework <strong>of</strong> <strong>the</strong> <strong>University</strong> <strong>and</strong><br />

<strong>the</strong> strategies at faculty level, every head <strong>of</strong> department is responsible to <strong>the</strong><br />

dean <strong>for</strong>:<br />

(a)<br />

(b)<br />

<strong>the</strong> management <strong>of</strong> his/her department; <strong>and</strong><br />

<strong>the</strong> teaching <strong>and</strong> research responsibility <strong>of</strong> that department, as well as<br />

<strong>the</strong> supplementary community service that is rendered.<br />

Liaison with members <strong>of</strong> <strong>the</strong> Rectorate <strong>and</strong> committees <strong>of</strong> <strong>the</strong> Council <strong>and</strong> <strong>the</strong><br />

Senate (<strong>of</strong> which <strong>the</strong> head <strong>of</strong> department is not a member) generally occurs<br />

through <strong>and</strong> with <strong>the</strong> full knowledge <strong>of</strong> <strong>the</strong> dean.<br />

3. RESPONSIBILITY WITH REGARD TO PERSONNEL MATTERS<br />

The head <strong>of</strong> <strong>the</strong> department is responsible <strong>for</strong> <strong>the</strong> utilisation <strong>of</strong> <strong>the</strong> academic<br />

<strong>and</strong> non-academic personnel members in his/her department. This task<br />

involves <strong>the</strong> following:<br />

(a)<br />

Allocation <strong>and</strong> scheduling <strong>of</strong> duties, taking into account <strong>the</strong> teaching,<br />

research <strong>and</strong> supplementary service delivery commission <strong>of</strong> <strong>the</strong><br />

department.<br />

(b)<br />

Submission <strong>of</strong> recommendations regarding <strong>the</strong> creation, translation <strong>and</strong><br />

appropriate filling <strong>of</strong> posts with due observance <strong>of</strong> <strong>the</strong> stipulated norms<br />

<strong>and</strong> guidelines.<br />

(c)<br />

Submission <strong>of</strong> recommendations on <strong>the</strong> appointment <strong>and</strong> promotion <strong>of</strong><br />

personnel.<br />

(d)<br />

Maintaining healthy personnel relations in <strong>the</strong> department <strong>and</strong> with o<strong>the</strong>r<br />

personnel members <strong>and</strong> groups. Separate arrangements exist <strong>for</strong><br />

disciplinary action.<br />

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(e) The training <strong>and</strong> development <strong>of</strong> personnel in terms <strong>of</strong> <strong>the</strong><br />

agreed/prescribed job descriptions.<br />

(f)<br />

Submission <strong>of</strong> recommendations on all leave applications (ordinary <strong>and</strong><br />

special leave). (Long <strong>and</strong> research leave apply only to personnel on <strong>the</strong><br />

joint service establishment).<br />

(g)<br />

Implementation <strong>and</strong> maintenance <strong>of</strong> appropriate systems <strong>and</strong> procedures<br />

in order to facilitate effective personnel planning <strong>and</strong> control as well as<br />

reporting.<br />

4. RESPONSIBILITY WITH REGARD TO EDUCATIONAL AND STUDENT<br />

MATTERS<br />

In addition to his/her own teaching responsibility, <strong>the</strong> head <strong>of</strong> <strong>the</strong> department is<br />

also responsible <strong>for</strong> <strong>the</strong> teaching function in <strong>the</strong> department, which inter alia<br />

include:<br />

(a)<br />

Submission <strong>of</strong> recommendations on study courses, syllabi, <strong>regulations</strong><br />

<strong>and</strong> o<strong>the</strong>r academic matters related to <strong>the</strong> teaching function on<br />

departmental level, <strong>and</strong> where necessary, on faculty level.<br />

(b)<br />

Submission <strong>of</strong> recommendations on academic student matters that fall<br />

outside <strong>the</strong> ambit <strong>of</strong> <strong>the</strong> approved <strong>regulations</strong>, or represent exceptions<br />

that require a decisive answer at higher authoritative levels.<br />

(c)<br />

Submission <strong>of</strong> recommendations on <strong>the</strong> appointment <strong>of</strong> study-leaders,<br />

promoters, examiners <strong>and</strong> moderators <strong>for</strong> approval by <strong>the</strong> Senate (see<br />

par. 6 below).<br />

(d)<br />

Overall supervision <strong>and</strong> control <strong>of</strong> all matters relating to <strong>the</strong> conducting<br />

<strong>of</strong> tests <strong>and</strong> examinations within departmental context, <strong>and</strong> <strong>the</strong> en<strong>for</strong>cing<br />

<strong>of</strong> <strong>regulations</strong> in this regard.<br />

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5. RESPONSIBILITY WITH REGARD TO FINANCIAL MATTERS,<br />

DEPARTMENTAL EQUIPMENT AND SUPPLIES<br />

The responsibility <strong>of</strong> <strong>the</strong> head <strong>of</strong> department with regard to financial matters,<br />

equipment <strong>and</strong> supplies include <strong>the</strong> following:<br />

(a)<br />

Drawing up departmental budgets with regard to equipment, services<br />

<strong>and</strong> supplies.<br />

(b)<br />

Control <strong>of</strong> departmental funds that had been allocated to <strong>the</strong> department<br />

by means <strong>of</strong> approved budget(s) or o<strong>the</strong>rwise.<br />

(c)<br />

The establishment <strong>and</strong> operation <strong>of</strong> systems <strong>and</strong> procedures according to<br />

which control could be exercised over all <strong>the</strong> equipment <strong>and</strong> supplies in<br />

<strong>the</strong> department.<br />

6. GUIDANCE OF MASTER'S AND DOCTOR'S DEGREE STUDENTS<br />

(Besides <strong>the</strong> following guidelines, faculties may institute additional guidelines).<br />

The head <strong>of</strong> <strong>the</strong> department is expected to do <strong>the</strong> following:<br />

(a)<br />

receive <strong>and</strong> consider <strong>the</strong> applications <strong>of</strong> prospective master's <strong>and</strong> doctor's<br />

degree students, <strong>and</strong> after approval, channel <strong>the</strong> applications as<br />

prescribed by General Regulations;<br />

(b)<br />

satisfy him-/herself as to <strong>the</strong> merits <strong>of</strong> each application in terms <strong>of</strong><br />

departmental practice;<br />

(c)<br />

supply <strong>the</strong> student with in<strong>for</strong>mation on <strong>the</strong> lecturing personnel's<br />

particular interests with regard to teaching <strong>and</strong> research, available<br />

bursaries, research resources, publications <strong>of</strong> personnel members,<br />

current <strong>and</strong> completed research projects <strong>and</strong> any o<strong>the</strong>r in<strong>for</strong>mation<br />

deemed important.<br />

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(d)<br />

in consultation with <strong>the</strong> student, determine whe<strong>the</strong>r <strong>the</strong> M. or Ph.D.<br />

study programme should involve a script or dissertation, <strong>and</strong>/or<br />

examination by means <strong>of</strong> question papers;<br />

(e)<br />

in consultation with <strong>the</strong> student, determine what courses must be<br />

followed should question papers be opted <strong>for</strong>;<br />

(f)<br />

ensure that <strong>the</strong> number <strong>of</strong> students allocated to a lecturer is not more<br />

than he/she can manage in a meaningful way;<br />

(g)<br />

ensure that no student is accepted <strong>for</strong> M. or Ph.D. studies with a study<br />

<strong>the</strong>me <strong>for</strong> which no expertise exists in <strong>the</strong> department;<br />

(h)<br />

in consultation with <strong>the</strong> departmental committee, appoint a study leader<br />

who will be competent to guide <strong>the</strong> student, taking into account <strong>the</strong><br />

lecturer's expertise <strong>and</strong> availability as well as <strong>the</strong> student's preferences;<br />

(i)<br />

in consultation with <strong>the</strong> study-leader or promoter, decide on <strong>the</strong><br />

appointment <strong>of</strong> a co-study-leader <strong>of</strong> co-promoter if necessary;<br />

(j)<br />

in consultation with <strong>the</strong> departmental meeting or committee, prescribe<br />

additional courses if necessary;<br />

(k)<br />

ensure that <strong>the</strong> committee appointed by <strong>the</strong> faculty discuss <strong>the</strong><br />

submission <strong>of</strong> <strong>the</strong> title <strong>of</strong> a dissertation or <strong>the</strong>sis <strong>and</strong> o<strong>the</strong>r requirements<br />

<strong>of</strong> <strong>the</strong> faculty concerned;<br />

(l)<br />

satisfy him-/herself as to <strong>the</strong> availability <strong>of</strong> <strong>the</strong> appropriate infrastructure<br />

in order to complete <strong>the</strong> study;<br />

(m)<br />

in<strong>for</strong>m <strong>the</strong> applicant <strong>of</strong> <strong>the</strong> result <strong>of</strong> his/her application <strong>and</strong> ensure that<br />

he/she registers as student;<br />

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(n)<br />

continually satisfy him-/herself that <strong>the</strong> study guidance <strong>the</strong> student is<br />

receiving is <strong>of</strong> a high st<strong>and</strong>ard;<br />

(o)<br />

ensure that <strong>for</strong>m A5 <strong>for</strong> <strong>the</strong> registration <strong>of</strong> <strong>the</strong> title <strong>of</strong> a dissertation or<br />

<strong>the</strong>sis is correctly filled in;<br />

(p)<br />

in consultation with <strong>the</strong> study-leader or promoter, recommend examiners<br />

as stipulated by <strong>the</strong> general <strong>and</strong> Faculty Regulations;<br />

(q)<br />

ensure that <strong>the</strong> research <strong>the</strong>me <strong>and</strong> <strong>the</strong> examination reports are<br />

discussed by <strong>the</strong> designated committee within <strong>the</strong> faculty; <strong>and</strong><br />

(r)<br />

ensure that <strong>the</strong> above-mentioned guidelines, where applicable, are<br />

observed when a script <strong>for</strong>ms part <strong>of</strong> <strong>the</strong> study.<br />

Reglement vir Dept.ho<strong>of</strong>de/diensvoorwaa

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