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Faculty of Engineering And Computing

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Faculty of Engineering & Computing

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Faculty of Engineering and Computing: Constitution Goal and Purpose Executive Dean Constituent Units Associate Deans Heads of School Faculty Management and Committee Structures Management of Faculty Resources Finance/Budgets Human Resources Physical Resources Faculty General Meetings Adoption and Amendment of Constitution Annexes Annex A: Faculty Committees — General Rules and Procedures Annex B: Faculty Management Board (FMB) — Terms of Reference General Membership Schedule of Meetings Annex C: Faculty Committee for Research (FCR) — Terms of Reference General Specific Responsibilities Membership Annex D: Faculty Committee for Education (FCE) — Terms of Reference General Specific Responsibilities Membership

Faculty of Engineering and Computing: Constitution

Goal and Purpose

The goal of the Faculty is to make a significant contribution to society, locally, nationally, and internationally through the capabilities of its graduates, the scholarly output and commercial derivatives of its research, professional influence, and continuing education and professional development. To that end the Faculty is a scholarly community dedicated to the discovery and dissemination of knowledge in selected areas of Engineering and Computing, and engagement with significant national and global opportunities.

The purpose of the Faculty is to:

  • Provide high quality education for undergraduates and postgraduates characterised by individual student support and an exceptional learning environment.
  • Ensure equality and a respect for potential and achievement when dealing with students, and when recruiting them.
  • Engage in and lead where appropriate the research agenda across the Faculty's spectrum of disciplines and through interdisciplinary initiatives.
  • Provide a development, business and administrative context for its constituent parts.
  • Attract, develop and retain academic staff of the highest international standing.

Executive Dean

The Faculty shall have an Executive Dean, who shall be the Chief Executive Officer for the Faculty. The Dean shall be appointed for a fixed term, normally of five years. The Dean shall be an ex officio member of the University Executive and participates in strategic University decision-making. The Dean shall be the Accounting Officer for the Faculty, reporting to the President, through the Deputy President, in relation to the management of all budgets and resources within the Faculty and its constituent units.

Constituent Units

The Faculty shall be structured into a number of constituent units. This structure will necessarily evolve to meet changing needs and priorities. Determining the most appropriate structure of the Faculty shall ultimately be the responsibility of the Dean. The Dean shall normally consult with the Faculty generally before making substantive changes to the structure.

The constituent units of the Faculty shall be generally as follows:

  • Faculty Office
  • Schools

The Dean shall not concurrently serve as a Head of School . All Heads of School shall report to the Dean. Membership of the Faculty comprises all staff of the constituent units who hold permanent posts and all staff who hold full-time temporary contract posts of one year's duration or more, where that contract is approved by the Faculty Dean.

Associate Deans

The Faculty shall have two Associate Deans, an Associate Dean for Research and an Associate Dean for Education. Associate Deans shall be appointed following a call for expressions of interest from all permanent members of academic staff. Shortlisted candidates shall be interviewed by a panel chaired by the Dean, and including two other senior members of the Faculty and a member of staff of the Human Resources Department. Appointment to the post of Associate Dean shall normally be for a three-year term, renewable for one further term. An Associate Dean shall not concurrently serve as a Head of School.

The Associate Deans for Research and Education shall provide assistance to the Executive Dean in a variety of areas including, but not confined to, the following:

  • respectively chairing the Faculty Committees for Research and for Education
  • formulating Faculty strategy in research and education
  • acting as the formal point of Faculty contact with the OVPR and OVPLI
  • providing advice on funding needs to support strategic Faculty initiatives
  • deputising for the Executive Dean when necessary

Heads of School

Each constitutent school of the Faculty shall have a Head who is responsible for the direct management of all staff, resources and activites of that school. Heads provide a leadership role, ensuring that strategic developments are enacted through the practices of school staff in the context of Faculty, University and the wider community needs and contributions.

Faculty Management and Committee Structures

The Faculty Management Board (FMB) is the chief management body of the Faculty. It provides support to the Executive Dean, advising the Dean in relation to matters within his/her remit, and on issues of strategic significance to the Faculty as they arise. The terms of reference of the Faculty Management Board are specified in Annex B of this constitution. The Dean and Faculty Management Board shall be assisted in the management and strategic development of research activities by the Faculty Committee for Research (FCR). The Faculty Committee for Research shall oversee all research activities in the Faculty. The terms of reference of the Faculty Committee for Research are specified in Annex C of this constitution.

The Dean and Faculty Management Board shall be assisted in the management and strategic development of education activities by the Faculty Committee for Education (FCE). The Faculty Committee for Education shall oversee all taught modules and awards in the Faculty. The terms of reference of the Faculty Committee for Education are specified in Annex D of this constitution.

The Faculty Management Board may establish such further Faculty committees, sub-committees or working groups as it sees fit, in order to discharge its responsibilities. The membership of Faculty bodies shall be determined with due regard to equity and fairness of representation of all members of the Faculty. Except where explicitly provided otherwise in their specific Terms of Reference, the Faculty Management Board and all Faculty committees shall operate according to the General Rules and Procedures for Faculty committees, as specified in Annex A of this constitution.

Management of Faculty Resources

Finance/Budgets

The University Executive decides on the allocation of the (income and expenditure) budget to the Faculty. As a member of the Executive and the chief accounting officer for the Faculty, the Dean plays a part in agreeing the budget devolved to the Faculty. In such Executive-level deliberations the Dean is expected to strike an appropriate balance between the needs of the students and staff of the Faculty and the needs of the University as a corporate entity. After the Faculty has received its budget allocation, the disbursement of this budget to the units within the Faculty is the responsibility of the Dean, supported by the Faculty Management Board. In discharging their responsibilities in this area, the Dean and the Faculty Management Board should have access to required specialist support via the Finance Office of the University.

Human Resources

The Dean, working with the Faculty Management Board, is responsible for disbursing the Faculty budget in terms of staffing and related human resource matters in the most efficient and effective way, in line with fulfilling the education, research and other responsibilities of the Faculty. Subject to following any protocols or rules laid down by the University Executive, the Dean, supported by the Faculty Management Board, determines the staffing establishment of each Unit within the Faculty on a rolling basis. The Dean, supported by the Faculty Management Board, also determines whether any vacancies that arise are filled, and where within the Faculty any new appointments arising out of such vacancies should be allocated. Any changes to the permanent staffing complement must be sanctioned by the University Executive, further to a recommendation from the Dean. To assist the Dean and Faculty Management Board to discharge their Human Resource responsibilities, a member of the Human Resource Department should be nominated to work closely with the Faculty and be available to offer advice on a range of issues, including staffing and management development, on a regular basis. In addition, the Director of Human Resources should work closely with the Dean and the Faculty Management Board in relation to HR issues of strategic or developmental significance.

Physical Resources

The space that lies within the Faculty's space envelope is determined on an ongoing basis by the University Executive, on the advice of the University Space Planning and Management Group (SPAMG), with input from the Dean and Management Board and cognisant with allocation from funding sources.

Substantial changes to the space envelope shall be approved through policies and procedures determined by the University Executive.

Management of space within the Faculty space envelope is the responsibility of the Dean in consultation with the Faculty Management Board.

Faculty General Meetings

There shall be a General Meeting of the Faculty on an annual basis, at which the Dean should present the Faculty Annual Report, prior to submission to the President and the University Executive.

Special General Meetings of the Faculty may also be called by the Dean, as required, with a minimum notice period of five working days.

Adoption and Amendment of Constitution

The University Executive is responsible for the initial adoption of, and any subsequent amendments to, this constitution. An amendment may be proposed at any General Meeting of the Faculty. Provided that there is a quorum of at least one half of the permanent staff membership of the Faculty present, and that the amendment is supported by a two thirds majority of those present, then the Dean shall recommend it for approval by the University Executive. The University Executive may also directly initiate amendments. There will be consultation with the Dean and Faculty before such amendments are approved.

Annexes

Annex A: Faculty CommitteesGeneral Rules and Procedures

A Faculty Committee is any committee established directly by the Faculty Constitution, or established and designated as a Faculty Committee by the Faculty Management Board. Every Faculty Committee shall be governed by formal Terms of Reference. These should be publicly available.

The following rules shall apply to all Faculty Committees, except where explicitly provided otherwise in the Committee's specific Terms of Reference.

  1. Each Committee shall have a Chair, either designated ex officio in its Terms of Reference or appointed by the Dean.
  2. Each Committee shall have a recording secretary, either designated ex officio in its Terms of Reference or appointed by the Dean.
  3. Each Committee shall have a membership structure defined in its Terms of Reference. The specific membership shall be ratified by the Dean at the start of each academic year. Any membership changes during an academic year shall be formally ratified and recorded by the Committee. Where there is provision for election of members such elections shall employ the single transferrable vote system, and shall normally by administered by the Faculty Office.
  4. A Committee may co-opt additional members. The Committee shall agree and record the duration and role (whether voting membership, advisory, or observer) of any such co-opted member in advance.
  5. The key role and voice of students will be accommodated, as appropriate, in the operation of all Faculty committees.
  6. Deputisation for members of the Committee should be avoided where possible. However, if necessary, members may request that a deputy be allowed to take their place at any given meeting. Such requests should be submitted to the Chair, in writing, at least two working days in advance of the relevant meeting. The Chair shall have sole authority as to acceptance of such requests. Allowed deputisations, if any, shall be noted at the start of each meeting.
  7. Electronic communication should be used as far as possible to support the work of each Committee, including the circulation of agenda, supporting documentation and minutes of previous meetings.
  8. At the discretion of the Chair, committee business, including formal decision making, may be conducted electronically. Any such decisions shall be noted and recorded at the next available Committee meeting.
  9. The dates, locations, start times and end times of Committee meetings should be promulgated by the Faculty Office before the start of each academic year.
  10. Either the Dean or the Committee Chair may call a special meeting of a Committee with a minimum of three working days notice.
  11. Standing Orders for the conduct of Committee meetings shall be those of the University Standards Committee (mutatis mutandis), except where explicitly provided otherwise either here or in the Committee's specific Terms of Reference.
  12. The quorum for Faculty committees shall be one half of the voting members.
  13. Any meeting of a Committee shall be postponed if:
    • a quorum (or more) of the members signify beforehand that they are unable to participate; or
    • 15 minutes after the time set for the commencement of the meeting, insufficient members are present to constitute a quorum.
  14. Meetings should not normally be scheduled to last more than two hours.
  15. Meetings should finish no later than the scheduled end time unless a specific motion to continue is proposed and passed.
  16. The recording secretary should compile the agenda for each meeting in consultation with the Chair. Any member may propose items for inclusion. Such proposals, including an explanatory memorandum and/or supporting documentation should be submitted to the recording secretary at least six working days before the meeting. The final agenda, and supporting documentation should normally be circulated by the recording secretary to all members of the committee at least three working days before the meeting.
  17. In the absence of the Committee Chair from any specific Committee meeting, s/he must nominate a voting member of the Committee as Acting Chair for the meeting.
  18. The business of each meeting shall be organised as follows:
    • Call to order (designation of acting Chair, if necessary; apologies; deputisations, if any).
    • Adoption of agenda.
    • Approval of previous minutes.
    • Matters arising from previous minutes.
    • Items for noting.
    • Items for discussion.
    • Items for decision
    • Any other business
  19. For each item of business, the minutes should normally record whether any further action is required, and, if so, who is responsible for such action.
  20. Decision-making by the Committee shall, where possible, be by consensus.
  21. It is the responsibility of the Chair to ensure that, in decision-making situations, respect for diversity and the common good of all in the Faculty is protected. The Chair may, at his or her own discretion, defer decision making, or refer items for decision to the Faculty Management Board.
  22. Members shall declare if they have any potential conflict of interest in relation to any agenda item which might compromise their proper representative role in relation to that item. In such cases, the Chair shall normally rule whether the member should be excluded from discussion and/or voting (if applicable) in relation to that item. If the Chair declares a potential conflict of interest on his or her own part then the Dean shall rule.
  23. Draft minutes of a meeting shall be prepared by the recording secretary, in consultation with the Chair. These should normally be circulated within 5 working days after that meeting in order that they reflect the business of the meeting in an accurate and timely manner.
  24. Members wishing to challenge the accuracy of minutes, reports or other papers should advise the recording secretary and Chair at the earliest opportunity. If the draft minutes are not challenged within 5 clear working days of their being circulated, then they should be made available, in draft form, to all members of the Faculty.
  25. A Committee may establish such sub-committees or working groups as it may deem necessary, within the scope of its own terms of reference. The Committee should explicitly record the membership, terms of reference, duration and reporting requirements of each such sub-committee or working group.

Annex B: Faculty Management Board (FMB)Terms of Reference

General

The Faculty Management Board provides support to the Executive Dean, advising the Dean in relation to matters within his/her remit, and on issues of strategic significance to the Faculty as they arise. Accordingly, the Faculty Management Board shall:

  1. Advise on the policy and strategy of the Faculty, and will approve the Faculty Strategic Plan for submission to the University Executive.
  2. Oversee and evaluate the implementation of the Faculty Strategic Plan, ensuring that the Faculty's structure, policies and procedures support its strategy and operations.
  3. Advise on the distribution of the Faculty's budget, with a view to ensuring that it supports the Faculty's strategic aims and objectives and that the Faculty meets its regulatory and financial obligations.
  4. Advise on the staffing complement of Units on an annual basis, taking account of all relevant University protocols and requirements.
  5. Receive and review Unit strategic plans, making recommendations, where appropriate, regarding their content and implementation, and consider the implications of such plans for the Faculty strategy, resource allocations and operations.
  6. Receive and review minutes of Faculty Committees.
  7. Receive and review minutes and related documentation generated by any sub-committee or working group that may be established under the auspices of the Faculty Management Board.
  8. Review and approve the Annual Faculty Report prior to presentation at the Faculty Annual General Meeting and submission to the University's Executive.
  9. Review and approve the composition of interview panels relating to posts within the Faculty.
  10. Formulate Faculty responses to University strategic planning initiatives and related structural developments.

Membership

  • Executive Dean (Chair), ex officio.
  • Faculty Manager, ex officio. The Faculty Manager will also serve as recording secretary.
  • Associate Dean for Research, ex officio.
  • Associate Dean for Education, ex officio.
  • Head of each School of the Faculty, ex officio.
  • One directly elected member from each School of the Faculty. Election shall be for a term of three years.

Schedule of Meetings

  • The Board shall manage its business on an annual cycle, largely reflecting the annual cycle of business of the University Executive.
  • The Board shall normally meet once per calendar month, excepting August.
  • The schedule of Faculty meetings, comprising meetings of the Faculty Management Board and all designated Faculty Committees, should normally be agreed at the Faculty Management Board's September meeting, for the following academic year.

Annex C: Faculty Committee for Research (FCR)Terms of Reference

General

Reporting to the Faculty Management Board, the Faculty Committee for Research (FCR) oversees all Faculty research activities. The Faculty Committee for Research shall be the Faculty's point of contact and liaison with all relevant University level committees and bodies. Also of key importance is the recognition of the diversity of research templates from the individual to the group/Centre and flexibility in outlook to encourage participation across this range. The Faculty Committee for Research should exercise its role with a view at all times to:

  • respecting and upholding the needs, views, values, diversity and common good of the Faculty as a whole - staff and students alike;
  • promoting competitiveness and sustainability, maintaining appropriate academic standards and operating with the highest standards of ethics, fairness, transparency and equality.
  • In general, the role of the Faculty Committee for Research is to deal strategically with the issues of operational effectiveness, collaboration, innovation, access, and quality promotion through the process of consultation and recommendation.

Specific Responsibilities

The specific responsibilities of the Faculty Committee for Research are to:

  1. Formulate policy on research issues and initiatives at Faculty level; and to contribute to developments in these areas at University level.
  2. Enhance the quality of research, including the research student experience, in the Faculty.
  3. Review, on a regular basis, the portfolio of research activities of the Faculty. When appropriate, the Faculty Research Committee shall make recommendations to the Faculty Management Board for the initiation, reform or retirement of major research activities.
  4. Oversee the effectiveness and efficiency of research management and administration processes in the Faculty, and make appropriate recommendations to the Faculty Management Board.
  5. Review, on a regular basis, the implementation of recommendations arising from the quality review process within the Faculty relating to research activities.
  6. Bring to the attention of the University Research Committee or other relevant University body, issues pertaining to research, as appropriate. Seek to influence developments at university level by appropriate representation on university-level bodies and by close liaison with the OVPR.
  7. Direct the use of funds devolved to it by the Faculty Board in line with the Faculty's strategic plan.
  8. Liaise, as appropriate, with other Faculty and University Committees.
  9. On behalf of the Faculty, to propose, advise upon, and respond to University initiatives and relevant structural and procedural developments with regard to research strategy and policy.
  10. Carry out any other tasks, devolved to it by, and agreed with, the Faculty Management Board or the Dean.

Membership

  • Associate Dean for Research (Chair), ex officio.
  • Executive Dean, ex officio.
  • Recording secretary (non voting): designated by the Dean, normally from the Faculty Office staff.
  • School Research Convenors, ex officio: one per School in the Faculty. Each such nomination to be confirmed by the relevant Head of School, normally for a term of three academic years.
  • Up to three representatives of research centres, nominated by the Faculty Management Board. Each such nomination shall normally be for a term of three academic years.
  • One directly elected postdoctoral research member of the Faculty. The election shall be administered across a single constituency comprising all postdocotoral research members of the Faculty. The election shall be for a term of one academic year.
  • One directly elected postgraduate research student enrolled in the Faculty. The election shall be administered across a single constituency comprising all postgraduate research students enrolled in the Faculty. The election shall be for a term of one academic year.

Annex D: Faculty Committee for Education (FCE)Terms of Reference

General

Reporting to the Faculty Management Board, the Faculty Committee for Education (FCE) oversees all of the Faculty's taught modules and awards and all teaching and learning policy developments in the Faculty. Within these areas, it receives devolved decision-making authority of the Dean.

The Faculty Committee for Education shall be the Faculty's point of contact and liaison with all relevant University level committees and bodies. All formal academic module and award initiatives requiring University level consideration must first be approved by the Faculty Committee for Education.

The Faculty Committee for Education should exercise its role with a view at all times to:

  • respecting and upholding the needs, views, values, diversity and common good of the Faculty as a whole - staff and students alike;
  • promoting competitiveness and sustainability, maintaining appropriate academic standards and operating with the highest standards of ethics, fairness, transparency and equality.

In general, the role of the Faculty Committee for Education is to be proactive and developmental, and to deal strategically with the issues of module and award life-cycle management, operational effectiveness, collaboration, innovation, access, and quality promotion.

Specific Responsibilities

The specific responsibilities of the Faculty Committee for Education are to:

  1. Formulate policy on teaching, learning and curriculum issues and initiatives at Faculty level; and to contribute to developments in these areas at University level.
  2. Enhance the quality and efficiency of education and the taught student experience in the Faculty, being cognisant of best practice, and promoting appropriate teaching and learning strategies across the modules and awards offered by the Faculty.
  3. Review, on a regular basis, the suite of taught modules and awards delivered by the Faculty. When appropriate, the Faculty Committee for Education shall make recommendations to the Faculty Management Board for the initiation, major reform or retirement of taught modules and awards.
  4. Oversee the effectiveness and efficiency of module and award management and associated administration and make appropriate recommendations to the Faculty Management Board.
  5. Review, on a regular basis, the implementation of recommendations arising from the quality review process within the Faculty relating to teaching and learning activities generally, and taught modules and awards in particular.
  6. Direct the use of funds devolved to it by the Faculty Board in line with the Faculty's strategic plan.
  7. Liaise, as appropriate, with other Faculty Committees.
  8. Carry out any other tasks devolved to it by the Faculty Management Board or the Dean.

Membership

  • Associate Dean for Education (Chair), ex officio
  • Executive Dean, ex officio
  • Recording secretary (non-voting): designated by the Dean, normally from the Faculty Office staff.
  • School Representatives: two per School in the Faculty. Each such nomination to be confirmed by the relevant Head of School, normally for a term of three academic years.
  • Three taught student members of the Faculty, nominated on an annual basis by the Students' Union, to include the Students' Union Convenor for the Faculty ex officio. The Students' Union shall ensure, as far as practicable, that the full range of the taught student body is represented.