Terms of Reference for Committees in Universiti Teknologi ... · PDF fileResearch Proposal Evaluation Committee ... UNIVERSITI TEKNOLOGI PETRONAS UTP BOARD ... To deliberate and endorse

Terms of Referencefor Committees in

Universiti Teknologi PETRONAS

ADVISORY & COMMITTEE

MANAGEMENT ACADEMIC RESEARCH & INNOVATIONSTUDENT AFFAIRS &

ALUMNI

Board Academic Advisory Council (AAC)

•Management Committee

•Tender Committee (1)

•Staff Development Committee

•Human Resources Planning

Committee

•HSE Committee

• University Space &

Development Committee

Senate

• International External Examiner

• Industry Advisory Panel

• Research Advisory Council

• Student Development Advisory Council

University Admission Committee

Academic Appeal Committee

Disciplinary Appeal

Committee

•Tender Committee (2)

•University Publication

Committee

University Academic Committee

University Examination

Committee

Academic Disciplinary

Committee

Academic Programme

Accreditation Committee

Research Strategy

Committee

Student Development &

Welfare Committee

Student Disciplinary

Committee

Alumni Committee

Awards Committee

Election Commission

Jawatankuasa Masjid UTP

Jawatankuasa Tabung Zakat

Universiti

Faculty Academic Committee

Faculty Examination Committee

Board of Studies

Innovation Committee

Mission Oriented

Research Proposal

Evaluation Committee

(MORPEC)

• Staff Development Working

Committee

• Quotation Committee

Department Academic

Committee

Department Examination

Committee

Department Curriculum Design &

Review Committee

Minor Offence Disciplinary

Committee

Sport & Co Curriculum

Committee

VC

Deans MOR

Director

DVC (A)DVC (R&I)

DVC (SAA)

HOD

UTP Board

CFO

UNIVERSITI TEKNOLOGI PETRONAS

UTP BOARD

LEVEL CHAIRMAN COMMITTEE TERMS OF REFERENCE MEMBERS

PETRONAS

PETRONAS VICE

PRESIDENT

(HUMAN

RESOURCE)

BOARD

The ITPSB Board is the highest decision-making authority in the university. Itprovides leadership and strategic direction including but not limited to thefollowing:1) Appointment of the Chancellor and Vice-Chancellor/CEO2) Approval of the vision, mission and strategic direction of the university, as well

as the annual budget and business plan3) Establish policies consistent with legal requirements, needs of students, staff

and stakeholders4) Provide advise and support to executive management in the academic and

research activities of the university5) Approve significant commercial activities of the university6) Approve and monitor systems of control, accountability and limit of authority

• Chairman and

members are

appointed by

Group CEO

PETRONAS

• ITPSB MD/CEO

• Company

Secretary

(Secretary)

• Other members

appointed by the

Chairman


UTP MANAGEMENT COMMITTEE (MC)


UNIVERSITYVICE

CHANCELLOR

MANAGEMENT

COMMITTEE

The Management Committee is responsible for the day-to-daymanagement of the university and has the following roles toplay:1) Shares collective leadership responsibility for achieving the

university’s vision, mission and strategic goals2) Acts collectively and individually in a manner consistent with

the University’s Mission, Vision and Values and asambassadors for the university, both internally and externally

3) Develop future strategic options in consultation with theBoard and other stakeholders and recommends appropriatecourses of action

4) Monitors progress and outcomes of strategy implementation5) Development and implementation of strategic and

operational plans6) Resource allocation, budgeting and financial planning and

review7) Monitoring of the performance of faculties and departments

against agrees Key Performance Indicators

• Deputy Vice Chancellors

• Chief Financial Officer

• Registrar

• Senior Manager, Human

Resource Management &

Administration

• Director, Transformation Office

• Manager, Legal Service Unit (Sec)

• Other members appointed by the

Chairman

SENATE


UNIVERSITYVICE

CHANCELLORSENATE

1) Senate is highest academic authority of UTP and the formation issubjected to the provisions in the constitution, statutes, proceduresand rules of UTP.

2) Senate is empowered to monitor the development and delivery ofacademic programmes, accreditation, research, examinations,awards, degrees, certificates and student development & alumni,advisory committees

3) All academic administrations are deliberated and decided by Senateand assisted by several direct reporting of subcommittees.

i. University Academic Committee

ii. Research Strategy Committee

iii. Student Development & Welfare Committee

iv. University Examination Committee

v. University Admission Committee

vi. Awards Committee (Chancellor Awards, VC Awards etc)

vii. Academic Disciplinary Committee

viii. Students Disciplinary Committee

• DVCs,

• CFO,

• Director of Transformation

Office

• Deans

• HODs (Academic)

• Registrar (Sec)

• Other members appointed by

the Chairman


Transformation Office UNIVERSITI TEKNOLOGI PETRONAS

ADVISORY PANEL/COUNCIL

LEVEL CHAIRMAN ADVISORY TERMS OF REFERENCE MEMBERS

UNIVERSITYVICE

CHANCELLOR

International

External Examiner

The roles and functions are:

1) To review and recommend final examination question papers

2) To review the depth and breath, and recommend curriculum content and

structure

3) To review and recommend adequacy of educational resources and facilities

• DVC (A) – (Sec)

• External Examiners

(TBA)

Industry Advisory

Panel


1) To deliberate, discuss and recommend all university’s - industry related policies

2) To review the depth and breath, and recommend curriculum content and

structure with regard to industry requirement

3) To review and recommend adequacy of educational resources and facilities with

regard to industry requirement

• DVC (A) – (Sec)

• External members (TBA)

ADVISORY PANEL/COUNCIL – Cont.

LEVEL CHAIRMAN ADVISORY TERMS OF REFERENCE MEMBERS

UNIVERSITYVICE

CHANCELLOR

Research Advisory Council

To provide advice, direction or feedback on the following:1) Medium-term strategies like formulating directions to achieve the university’s

R&DC vision and mission2) Long term strategies such as opening up new areas in research, providing

feedback from global perspective, and identifying future technology trendsviable and internationally

3) Advice and linkages on securing research funds and commercialization ofproducts locally and internationally

4) The best management practices on R&D in order to become a University ofworld-class standard

5) Provide linkages between UTP and selected research communities or worldbodies, and to establish collaboration with the industry and other university

6) Evaluation of the University’s research progress and performance7) Provide input and linkages on the recruitment of human capital, and to advise

on the development of human capability in research

• RAC Members (TBA)

• Senior Manager RIO

• Head ATIC• DVC (R&I) – (Sec)

Student Development

Advisory Council

The Student Development Advisory Council will advise, deliberate and decidematters on the following:1) Strategies, policies and development that support the overall student

experience at UTP.2) Strategies in response to issues of student satisfaction, including those

identified in feedback from students, issues influencing student progress andretention, and new ideas for improvement.

3) Student academic progress and provision of academic counseling to underachievers, intermediate and excellent students.

4) Review and analyze data and information about student affairs and the needsof student development.

5) Strategies to ensure graduate employability

• SDAC Members (TBA)

• From universities, industry, Government Ministry

• DVC SA&A (Sec),


COMMITTEE UNDER VICE CHANCELLOR (MANAGEMENT)


UNIVERSITYVICE

CHANCELLOR

Tender

Committee (1)

The roles and functions are :1) To stay in firm control of all aspects of the tender exercise, anticipating

and perceiving development of all events in order to maintain the schedule;

2) Ensure tender evaluation exercises are conducted in an effective, transparent and fair manner. TC members shall refrain from involving in evaluation or declare themselves if so happened;

3) To arrive at best recommendation for tender award in adherence to established policies and guidelines;

4) TC members are expected to acquire thorough knowledge of the project/tender so as to be professionally competent;

5) All TC deliberations must be treated as confidential and all TC members should refrain from discussing tender in progress and issues with parties other than TC members;

6) TC member(s) who do not agree with the majority decision, may prepare and objective minority report for submission to the respective AA, together with the award recommendation report; and

7) All communications with bidders should be through the TC Secretary of respective TCs

• CFO

• Dean CGS

• Manager, Procurement

and Governance,

PETRONAS

• Managers, Legal Service

• Manager Procurement

(Sec)

Staff

Development

Committee

The roles and functions are:1) To deliberate and approve any related staff development policies as

per UTP Limit of Authority (LOA).2) To discus and approve on individual staff development programme

based on approved structured development programs3) To discuss and resolve any issues pertaining to staff development.

• DVCs

• CFO

• Registrar

• Transformation Office

• Senior Manager HRMA

• Manager, HRMA (Sec)



LEVEL CHAIRMAN COMMITTEE TERMS OF REFERENCE

MEMBERS

UNIVERSITYVICE

CHANCELLOR

Human Resources Planning

Committee

The roles and functions are:1) To review and approve the overall yearly employeeperformance ratings proposed by the respective Head of Department.

• DVCs

• CFO

• Registrar

• Transformation

Office

• Senior Manager

HRMA

• Manager, HRMA

(Sec)

HSE Committee

The roles and functions are:1)Establish and endorse the annual HSE programmes or initiatives.2)Decide on the acceptable risk level of UTP activities.3)Review and approve the necessary resources required to maintain the acceptable risk level.4)Participate actively in HSE dialogue sessions with authorities, staff and students.5)Review all audit and serious accident investigation report and endorse the implementation of the recommendations.6)Review HSE policies and procedures.7)Decide on the actions or recommendations made by respective departments’ HSE committee.8)Review reports from HSE Department.9)Conduct scheduled HSE walkabout.10)Make recommendations to improve HSE management system, assist in the implementation and monitor their effectiveness.

• DVCs• CFO• Registrar• SM ACS• SM SSSD• SM PMMD• SM SSD• Manager, HSE• Manager, LFSD• Sr. Executive HSE

(Sec)





UNIVERSITYVICE

CHANCELLOR

University Space & Development

Committee

The roles and functions are:1) To develop policies, procedures and other recommendations

concerning the use and renovation of space and the allocation ofexisting space;

2) To recommend allocations of University space, including off-campusleased space;

3) To develop procedures to synchronize unit space planning during theannual capital plan development process;

4) To develop criterion-based indicators for the recording, measurementand allocation of space to achieve the objectives of efficiency,effectiveness and equity. This includes overseeing the maintenance ofan accurate, up-to-date space and space use database;

5) To undertake periodic reviews of existing allocations of space to meetthe changing needs of the University and to ensure alignment with theUniversity's strategic and operational plans and any legalrequirements;

6) To plan strategically for the maintenance of space throughrefurbishment and renovation proposals. This includes an annualreview and revision of the Master Plan/Infrastructure Plan andrecommendation of that revision;

7) To endorse for new space requirements for the university futuregrowth

8) To develop or endorse policy on the management of space, in liaisonwith Department Heads, and communicate such policy to the widerUniversity community.

1. Deputy Vice Chancellors, 2. Chief Financial Officer3. Deans (UG)4. Director of Project

Management Office5. Registry6. Manager of Laboratory

Services Department7. Senior Manager, Property

Management &Maintenance (Secretary)

COMMITTEE UNDER VICE CHANCELLOR (ACADEMIC AND STUDENT AFFAIRS & ALUMNI)


UNIVERSITYVICE

CHANCELLOR

University Admission

Committee

(under the Purview of

Management

Committee)

Roles and functions are to deliberate and endorse onFoundation, Undergraduate and Postgraduate academic matterswith regard to;

1) To deliberate and endorse admission matters, strategy and

planning for all new students Intake

2) To determine and approve academic criteria for students

admission

3) To review, deliberate and approve list of shortlisted

candidates for interview

4) To review, deliberate and endorse list of proposed

candidates for admission

• DVC R&I, DVC SA&A, CFO,

Registrar

• Deans

• Senior Manager CGS

• Senior Manager, Registry

(Sec),

Academic Appeal

Committee


1) To review, deliberate and decide all students’ academic appeal

cases

• Registrar

• Representative of Academic

Departments

• Executive Registry (Sec)

Disciplinary Appeal Committee

The roles and functions are:1) To review, deliberate and decide all students’ disciplinary

appeal cases

• Manager Legal• Senior Manager SSSD (Sec)



COMMITTEE UNDER MANAGEMENT


UNIVERSITY

Chief Financial

Officer

Tender Committee

(2)

The roles and functions are :1) To stay in firm control of all aspects of the tender exercise,

anticipating and perceiving development of all events in order to maintain the schedule;

2) Ensure tender evaluation exercises are conducted in an effective, transparent and fair manner. TC members shall refrain from involving in evaluation or declare themselves if so happened;

3) To arrive at best recommendation for tender award in adherence to established policies and guidelines;

4) TC members are expected to acquire thorough knowledge of the project/tender so as to be professionally competent;

5) ALL TC deliberations must be treated as confidential and all TC members should refrain from discussing tender in progress and issues with parties other than TC members;

6) TC member(s) who do not agree with the majority decision, may prepare and objective minority report for submission to the respective AA, together with the award recommendation report; and

7) All communications with bidders should be through the TC Secretary of respective TCs.

• Registrar

• Director

Transformation Office

• SM, HRMA

• SM, PMMD

• Manager,

Procurement and

Governance,

PETRONAS

• Representative from

Academic

• Manager Procurement

(Sec)

Deputy Vice Chancellor (Academic)

University Publication Committee

The roles and functions are :1) To plan activities in enhancing staff competency and capability in

writing academic publication2) To facilitate the compilation and conversion of documented academic

material into publishable materials.3) To initiate the publication agreements with publishers of the official

UTP journals.4) To propose and endorse nominations of editorial board members for

UTP Journal.5) To strategize and initiate for rigorous academic publication

• Manager, Publication,• Senior Manager ACS, • MOR Director• Editor in Chief,• Associate Professor

Uemura Yoshimitsu


COMMITTEE UNDER MANAGEMENT

LEVEL CHAIRMAN COMMITTEE TERMS OF REFERENCEMEMBERS

Permanent

DEPARTMENT

Senior ManagerStaff Development

Working Committee

The roles and functions are :1)The analysis and rationalization of the needs of careerenhancement for the staff2)The deliberations, identifications and recommendations of staffto be developed3)Limited to deliberation and endorsement prior to final approvalfrom Chairman of SDC

• SM, ACS• SM, PMMD• SM, ITMS• SM, SSSD• SM, IRC• SM, CGS• SM, RIO• Manager , LFSD• HRM Executive (Sec)

Senior Manager IRC

Quotation Committee

The roles and functions are : 1) Review and approve the sourcing strategy of procurements by ITPSB users, covering the following scope:-1.1) The sourcing strategy;1.2) The recommended companies to participate in the bidding process; 1.3) The technical and commercial evaluation criteria sourcing procedure and bidding schedule; and1.4)The members of technical and commercial evaluation team.2) Approve the technical evaluation report (where there is only one or none technically acceptable bidder.3) Endorse the techno-commercial evaluation report and award recommendation report.

• SM, CGS• Manager, ITMS• Manager, RIO• Manager LFSD• Manager FAS• Manager, Procurement

(Sec)


COMMITTEE UNDER ACADEMIC DIVISION


UNIVERSITY

Deputy Vice

Chancellor

(Academic)

University Academic

Committee

Roles and functions are to deliberate and endorse on Foundation,Undergraduate and Postgraduate academic matters with regardto;1) Academic policies, rules and procedures2) Programme development, curriculum and delivery3) Programme monitoring and continual quality improvement4) Programme accreditation5) Education technology & development6) Academic resources management7) Academic strategic partnership8) Streamlining among department

• Senior Manager ACS (Sec),

• Deans,

• Senior Manager CGS

• HODs

University Examination

Committee

Roles and functions are to deliberate and endorse on Foundation,Undergraduate and Postgraduate examinations with regard to;1) Students’ Standing2) Graduation list3) Post graduate examination result and student standing

• Manager Exam & Registration

(Sec)

• Deans

• HODs

Academic Disciplinary

Committee

Roles and functions are;

1) To review, deliberate and make recommendation on the

academic misconduct and penalty to be imposed (if

applicable) such as but not limited to cheating, plagiarism,

absenteeism and etc.

• Representative of Academic

Departments

• Representative from other

department.

• Legal Advisor

• Executive Registry (Sec)

COMMITTEE UNDER ACADEMIC DIVISION – cont.


FACULTY

Dean

Faculty Academic

Committee

Roles and functions are to review and recommend on Foundationand Undergraduate academic matters with regard to;1) Academic policies, rules and procedures2) Programme development, curriculum and delivery3) Programme monitoring and continual quality improvement4) Programme accreditation (including PG studies)5) Academic resources function and optimization6) Deliberate and endorse recommendation of Department CDRC

HoDs, Deputy HoDs, Faculty Executive

(Secretary) Other members

appointed by the Chairman

Faculty Examination

Committee

Roles and functions covering Foundation and Undergraduateprogramme for the following:1) To deliberate and approve examination question papers2) To deliberate and endorse examination results

HoDs, Deputy HoDs, Faculty Executive

(Secretary) Other members


Dean – Center of

Graduate StudiesBoard of Studies

Roles and functions are to review and recommend on Graduateacademic matters with regard to;1) Academic policies, rules and procedures2) Programme development, curriculum and delivery3) Examination results and student standing4) Programme monitoring and continual quality improvement5) Academic strategic partnership

• Relevant Program

Managers

• Senior Manager CGS (Sec)


COMMITTEE UNDER ACADEMIC DIVISION – cont.


DEPARTMENTHead of

Department (HOD)

Department Academic Committee

Roles and functions are to discuss and deliberate theimplementation of Foundation, Undergraduate andPostgraduate academic matters with regard to;1) Programme development , curriculum and delivery2) Programme monitoring and continual quality

improvement3) Programme accreditation4) Academic resources and laboratories administration

• Academic staff • Academic Executive (Sec),

Department Examination Committee

Roles and functions covering the Foundation andUndergraduate with regard the following:1) To deliberate and endorse examination question

papers2) To deliberate and moderate examination results


Department Curriculum Design & Review

Committee (CDRC)

Roles and functions are:1) To review, deliberate, and recommend new

curriculum structure and syllabus for new Programme2) To review and deliberate existing curriculum structure

and syllabus periodically




COMMITTEE UNDER RESEARCH & INNOVATION DIVISION


UNIVERSITY

Deputy Vice

Chancellor (Research

& Innovation)

Research

Strategy

Committee

1) To provide direction and strategies on the research activities in UTP.2) To incorporate research elements into core competencies in Academics

through:i. Individual and departmental competenciesii. performance management (KPI)

3) To become a change agent through:i. leading and building research cultureii. identifying processes to promote research cultureiii. identifying intervention and training program for research

4) To identify elements of success in sustaining research culture in UTP.5) To evaluate request for purchase of equipments using special budget6) To evaluate, provide direction, and make recommendation on

STIRF/URIF/I-Generation deliverables through following mechanisms:i. submission to government grants (E-Science, ERGS, LRGS, FRGS,

Techno fund)ii. submission for IP and patentiii. submission to PETRONAS Research Fundiv. submission on international funding research grants

• DVC-A, CFO and Registrar,

• MOR Directors, • Professorial Chairs• Head of ATIC• Deans• Head of Service Centre

(CAL, HPPC, DPC)• Senior Manager RIO

(Sec),• Other members



COMMITTEE UNDER RESEARCH & INNOVATION DIVISION


FACULTYSenior Member of



The roles and functions are:1)To review, recommend and monitor Intellectual Properties (patent,trademark, copyright, industrial design) arising from research work2)Review and monitor performance of IP agent.3)To identify, evaluate and select potential project for innovationenhancement, arising from :i.Idea Generation Fundii.Technofundiii.Cradleiv.Any other pre-commercialization fund4)To review, recommend and monitor product and technology for local andinternational exhibitions.5)To provide training and awareness on IP and commercialization.

• Members nominated by Director of MOR

• Head of ATIC• Executive RIO (Sec)

FACULTY

Director of Mission

Oriented Research

(MOR)

MORPEC

Committee

The roles and functions are:1) To review and align research proposals with the MOR Roadmap;2) To review and recommend identified research proposals for

participation in various internal and external funding;3) To review and recommend specific funding allocations for the proposed

projects acquiring STIRF;4) To review and report on the progress of approved projects under

internal grants (STIRF and URIF);

• MOR members,

• Head of Center of

Excellence

• MOR Executive (Sec),

COMMITTEE UNDER STUDENTS AFFAIRS & ALUMNI DIVISION


UNIVERSITY

Deputy Vice

Chancellor (Student

Affairs & Alumni)

Student Development &

Welfare Committee

The roles and functions are:1) Discuss, deliberate and endorse policy and strategies relating to:

i. student development & welfareii. external and internal communicationiii. students involvement in extracurricular activities

2) Review, deliberate and monitor the implementation of UTPstudent development guidelines and framework to all mattersrelated to students welfare.

3) Discuss and deliberate on student grievances and any appeals orrepresentation

• CFO• Registrar• Deans• Manager Legal• Senior Manager SSSD (Sec)• Other member appointed

by the Chairman

Student Disciplinary Committee (Non

Academic)

The roles and functions are:1) review, deliberate and make recommendation on the penalty to

be imposed on student’s misconduct

• Manager Legal• Senior Manager SSSD (Sec)

Alumni Committee

The roles and functions are:1. Discuss and deliberate strategies to

i. support the growth of membership of the alumniii. encourage participation of graduates in alumni programmesiii. expand new alumni networksiv. create and develop leaders as university ambassador

2. Propose, discuss and deliberatei. fund raising activities to support the Universityii. programmes that acknowledge and celebrate the achievement

of graduatesiii. University wide alumni relations program.

• Deans• Alumni President• HOD Alumni (Sec)


COMMITTEE UNDER STUDENTS AFFAIRS & ALUMNI DIVISION


UNIVERSITY

Deputy Vice

Chancellor

(Student Affairs

& Alumni)

Award Committee

Roles and functions are to deliberate and endorse theFoundation, Undergraduate and Postgraduate students withregard to;1) Leadership achievement2) Co-curriculum and extra curriculum achievement3) University award recipient

• Academic HODs

• Manager Registry,

• Senior Manager SSSD (Sec)

Election

Commission


1) To manage, organize and monitor the Students

Representative Council election

2) To determine and decide the rules and regulation of the

election

• Academic HODs

• Senior Manager SSSD (Sec)

Jawatankuasa

Masjid UTP

The roles and functions are:To manage, organize and monitor religious activities at Masjid An-Nur and ensure compliance to state Islamic regulatory bod.

• Head, An-Nur Islamic Centre

• Manager, An-Nur Islamic Centre

• Manager, Residential Village

• Chairman, KSKKU

Jawatankuasa

Tabung Zakat

Universiti (JTZAU)

The roles and functions are:To coordinate collection of zakat among the UTP staff and other individual payers and ensure compliance with the MOU with Masjis Agama Islam PerakTo distribute zakat to eligible students through creation of appropriate schemes.

• CFO

• SM, HRM

• Head, An-Nur Islamic Centre

• Manager, An-Nur Islamic Centre

• Manager, Residential Village

• Chairman, KSKKU



COMMITTEE UNDER STUDENTS AFFAIRS & ALUMNI DIVISION – cont.

LEVEL CHAIRMAN ADVISORY/COMMITTEE TERMS OF REFERENCEMEMBERS

DEPARTMENTSenior Manager

SSSD

Minor Offence

Disciplinary Committee

The roles and functions are:1) To handle cases of students misconduct and give

recommendations .2) To receive cases of complaint made by students.3) To analyze complaints received4) To determine and arrange disciplinary hearings.

• Manager, SSSD (Sec)

Sport & Co-Curriculum

Committee

The roles and functions are:1) To review, monitor and propose co-curricular and extra

curricular activities amongst students2) Identify and recommend sports, co-curricular and extra

curricular achievements for recognition3) Review and monitor sports, co-curricular and extra

curricular facilities and recommend new or improvedfacilities

• Manager, (Sec)

Documents

Terms of Reference for Committees in Universiti Teknologi ... · PDF fileResearch Proposal Evaluation Committee ... UNIVERSITI TEKNOLOGI PETRONAS UTP BOARD ... To deliberate and endorse