University of Cape Coast UCC 2012 Statutes

9.Pro-Vice-Chancellors………………………………………………………. 15

10.Registrar……………………………………………………………………. 16

23.Departments…………………………………………………………………… 35

24.Departmental Boards………………………………………………………….. 36

STATUTES OF THE UNIVERSITY OF CAPE COAST, 2012

In exercise of the powers conferred on the University Council under Section 16 of the University of Cape Coast Law, 1992 (PNDC Law 278), these Statutes are made and shall come into force this

1st day of January, 2012 .

PART A – DEFINITIONS

STATUTE 1: DEFINITION OF TERMS

In the construction of the Statutes, unless the context otherwise requires:

“Academic Board” means the Academic Board of the University.

“Academic year” for purposes of teaching, appointment, retirement and related matters means the

period from the 1st day of October to the 30th day of July or any other period determined by Academic Board.

“Law” means University of Cape Coast Law 1992, (PNDC Law 278)

“Administrative and Social Services Board” means the Administrative and Social Services Board of the University established by the Statutes.

“Alumni” means:

i)All Graduates and Diplomates of the University.

ii)All Graduates of the University College of Cape Coast who were awarded degrees by the University of Ghana.

“Calendar” refers to the official programme of activities of the University with dates.

“Centre” means an establishment headed by a Director which provides specialised services relating to or including the following: teaching for extension purposes or for the award of University degrees, diplomas or certificates; multi-disciplinary research; advocacy or consultancy.

“College” means a collection of academically-related establishments such as Faculties, Schools and Institutes.

“College of Professors” means the body comprising all professors of the University, chaired by the most senior professor.

“Congregation” means the assembly composed of members of the University Council, present and retired members of Convocation, graduates of the University, graduates of the former University

College of Science Education, graduates of the University College of Cape Coast, and honorary graduates as summoned by the Chancellor or in his or her absence by the Chairperson of Council for the purposes of receiving reports and witnessing the ceremony of awarding degrees, diplomas and certificates of the University and for any other purpose as the Chancellor may determine.

“Convocation” means the assembly composed of the Chancellor and Senior Members, chaired by the Chairperson of Convocation.

“Council”, unless the context otherwise admits, means the Governing Council of the University of Cape Coast.

“Department” means a part of a Faculty or School that is concerned with teaching and research in a recognizable academic discipline and has been so designated by the Academic Board and is headed by a Head of Department.

“Faculty” means a collection of related Departments, headed by a Dean, as specified in the appropriate schedule to the Statutes or any amendment of or addition to the said schedule.

“Institute” means a semi-autonomous establishment whose primary focus is multi-disciplinary research or extension services, and in furtherance of which it may undertake training or teaching of persons who are associated with institutions that are outside the University.

“Junior Member” means a student enrolled for the time being in the University.

“Junior Staff” means those persons in the employ of the University of the rank below that of an Administrative Assistant or its equivalent.

“Members” means “senior members” and “junior members” as defined in the Statutes, and such other persons who Council, on the recommendation of Academic Board, may, by resolution, confer membership of the University on, including but not limited to the following:

(a)Emeritus Professors of the University.

(b)Persons who have served the University for a period of not less than ten years (10) at a rank not lower than Senior Lecturer or analogous grade.

(c)Former Principals of the University College of Cape Coast and former Vice Chancellors of the University of Cape Coast.

(d)Adjunct Professors of the University

“Operative Date” means the day on which the Statutes enacted by the University Council shall be brought into effect by Council.

“Professor” means a full Professor.

“Professorial Status” refers to Professor and Associate Professor.

“School” means an establishment of the status of a Faculty, which is associated with a profession or professions, or which prepares students for certification by a professional body or bodies or which admits students for the primary purpose of graduate studies or research.

“Section” means a part of the non-academic division that is lower than a Directorate and higher than a Unit.

“Senior Members” means academic, administrative and professional personnel who by appointment become members of Convocation.

“Senior Staff” means persons employed by the University of the rank not lower than Administrative Assistant or its equivalent.

“Staff” means persons other than Senior Members who are employed by the University.

“Statutes” with initial upper case and italicised means this entire document; and “statute” with initial lower case and not italicised means a provision of this document.

“Unit” means the part of an academic division lower than a Department or a part of a non-academic division lower than a Section and headed by a Coordinator intended to render a specialised, coordinating or support service.

“University” means the University of Cape Coast

“University Management” means the Vice-Chancellor, the Pro-Vice-Chancellor, the Registrar, Provosts, Deans, Director of Finance, Director of Internal Audit, the Librarian, Deputy Registrars, Deputy Director of Internal Audit and Heads of Department.

“University Property” consists of any property, movable or immovable, which belongs to the University as well as any property which the University shall acquire by way of gift or purchase.

PART B – AIMS, FUNCTIONS AND POWERS

STATUTE 2: AIMS OF THE UNIVERSITY

(a)To provide higher education to persons suitably qualified and capable of benefiting from such education.

(b)To train students in methods of critical and independent thought; making them aware of

their responsibility to use their education for the general good of Ghanaian society; and

(c) To provide facilities for and engage in teaching and research for the purpose of promoting the advancement and dissemination of learning and knowledge with particular reference to the needs and aspirations of the people of Ghana and the furtherance of co-operation between African States.

STATUTE 3: FUNCTIONS AND POWERS OF THE UNIVERSITY

3.1The University shall provide instruction and undertake research for the advancement of knowledge in such branches of learning and study for persons whether members of the University or not and in such manner as it shall determine; except that the University shall give emphasis to the preparation of teachers both graduates and non-graduates for secondary schools, teacher training colleges, polytechnics and technical institutions as well as the training and retraining of such specialised personnel as may be required for the effective provision of education service in the country.

3.2Subject to the provisions of the Law and these Statutes, the University shall perform such functions and exercise such powers that are necessary to effectively further the aims of the University and maintain its efficiency as an academic community.

3.3The University may enter into an agreement or relationship with another institution whether

–

(a)teaching or non-teaching; and

(b)inside or outside Ghana

and may incorporate within the University another institution or body taking over the property, rights, privileges and liabilities of that other institution or body.

PART C – MEMBERS

The University shall have two categories of members, namely, Senior Members and Junior Members. Senior Members shall comprise the lecturers, administrators and professionals who are members of Convocation. Junior Members shall comprise the students for the time being enrolled in the University.

STATUTE 5: SENIOR MEMBERS

5.1The terms of appointment of a Senior Member shall be specified in his or her letter of appointment and, in any event, shall not be less favourable than those prevailing at the time of appointment as stipulated in any agreement reached between Senior Members and the Vice-Chancellors Ghana.

5.2Each Senior Member shall conform to such directives and regulations as have been or shall be given and adopted by the Academic Board or Administrative and Social Services Board, as the case may be, and approved by Council as to his or her duties, including, for academic Senior Members, the number of courses and lectures to be delivered and the periods at which such courses shall begin and over which they shall extend.

5.3Each Senior Member shall give to the work of the Department to which he or she is assigned and its extension and development and to the general interest of the University such time and labour as shall be sufficient, and he or she shall not engage in any other gainful employment except with the written approval of the Vice-Chancellor.

5.4Consultancy services may be rendered by a Senior Member provided that:

(a)Such projects are related to the research and teaching programmes of

the various Faculties and Departments and regulated and controlled to ensure that there is no conflict between the private interests of a Senior Member and his or her official duties.

(b)The Senior Member has obtained the written permission of the Vice- Chancellor through his or her Head of Department before engaging in consultancy work.

(c)The Head of Department ensures that a Senior Member does not undertake any outside work if his or her normal duties would be disrupted.

(d)Where abuses of the facility are proved, appropriate disciplinary action shall be taken by the Vice-Chancellor.

(e)The Senior Member pays appropriate overhead charges in accordance with the University’s rules and regulations.

5.5Except as may otherwise be provided by Council, a Senior Member may resign his or her appointment and thereby terminate the engagement with the University on giving, in writing under his or her signature to the Vice-Chancellor, at least six months’ notice, which resignation takes effect on the last day of the calendar month.

5.6Except as may be otherwise provided in special cases by Council, a Senior Member appointed to a full-time post in the University on a renewable contract shall retire from his or her appointment and all other offices held by him or her in the University by virtue of the appointment at the end of the academic year following the date on which the contract shall expire.

5.7Except as may be otherwise provided in special cases by Council, a Senior Member shall retire from his or her appointment and all other offices held by virtue of the appointment at

the end of the academic year following the date on which he or she attained the retiring age of sixty years.

5.8No retired Senior Member shall hold an office unless Council specifically authorizes same for a duration that shall not exceed two years from the effective date of the retirement.

5.9Council may terminate the appointment of any Senior Member of the University by giving six months’ notice. However, before the termination of his or her appointment becomes effective, the person concerned shall have the right to appeal to Council within one month of receipt of the notice.

5.10Where a person appeals against a notice of termination of his or her appointment, Council shall consider the appeal at least two months before the date on which the termination is due to take effect. Council’s decision shall not be subject to further appeals within the University.

5.11Any Senior Member of the University may be removed from office for good cause by Council. “Good cause” shall include but shall not be restricted to:

(a)Conviction by a court of law for any offence which Council considers

to be such as to render the person concerned unfit for the discharge of the functions of his or her office.

(c)Any conduct which brings or seeks to bring a Senior Member’s office into disrepute.

(d)Conduct which Council considers to be such as to constitute failure or inability of the person concerned to discharge the functions of his or her office or to comply with the terms of his or her appointment.

5.12A Senior Member shall not be dismissed unless:

(a)He or she has been notified in writing of the grounds on which consideration is being given for his or her dismissal.

(b)There has been an investigation relating to his or her case by the Disciplinary Committee (Senior Members) and the person concerned has been permitted to appear to defend himself or herself in person and the report of the Disciplinary Committee has been considered by Council.

5.13Council shall, after receipt of the report of the Disciplinary Committee, have the liberty to interview the Senior Member, or the complainant or any witness as, in its discretion, it deems necessary. Where the complainant or a witness is to be interviewed by Council, the Senior Member under investigation shall have the right to be present, and to examine the witness or make a statement in connection with the testimony of the complainant or witness.

9.5The level of expenditure approved by the Vice-Chancellor shall not be above that determined by Council and in accordance with the Law.

9.6The Vice-Chancellor shall submit annually to Council, through the Academic Board, a list of the staffing positions which in his or her opinion is necessary for the transaction of University business, together with an estimate of the expenditure required for the maintenance of such staff.

9.7It shall be the right and duty of the Vice-Chancellor to advise Council, the Academic Board and the Administrative and Social Services Board, as the case may be, on all matters affecting policy, finance and administration of the University and for this purpose he or she shall have unrestricted right of attendance and speech at all meetings of Council and of all University bodies, whether executive or advisory, which are charged with the consideration of such matters.

9.8The Vice-Chancellor shall keep the Academic Board and the Administrative and Social Services Board, as the case may be, informed of decisions of Council and shall also keep Council informed of all major decisions of the Academic Board as well as the Administrative and Social Services Board.

9.9 The Vice-Chancellor shall appoint all employees of the University other than Senior Members in accordance with procedures and terms laid down by Council. The Vice- Chancellor may delegate to the Registrar or to any other officer of the University or any appointments committee the power to make appointments.

9.10The Vice-Chancellor shall have discretionary power to appoint suitably qualified lecturers, senior lecturers and persons of Professorial rank from other Universities, and distinguished non-university scholars to the University as visiting professors, visiting associate professors, visiting senior lecturers, visiting lecturers and visiting scholars for periods up to one year subject to confirmation by the Appointments and Promotions Board. In such appointments, resort to external assessors shall not be obligatory. However, the curriculum vitae and references of each candidate shall be obtained. Appointment of visiting personnel shall normally be made to fill either departmental or other vacancies.

9.11The Vice-Chancellor shall have the power to delegate any of the functions assigned to

him or her by the Statutes to such office holders or Senior Members of the University as shall seem to him or her appropriate.

9.12In the event of a temporary absence of the Vice-Chancellor caused by incapacity or absence from the campus, the Pro-Vice-Chancellor shall perform the functions and duties of the Vice-Chancellor.

9.13The Vice-Chancellor may resign his or her office by letter addressed to the Chancellor

through the Chairman of Council.

9.14The Vice-Chancellor may be relieved of his/her post by Council on grounds

of incapacity, persistent absence without justification, conviction of a criminal offence involving dishonesty, fraud or moral turpitude, or for gross misconduct. Council shall afford the Vice-Chancellor a fair hearing and, at any such removal proceedings, the Vice- Chancellor shall be entitled to know the grounds for removal and to attend with Counsel of his or her choice.

9.15During a vacancy in the office of the Vice-Chancellor through resignation, removal, death or any other cause which incapacitates him or her from performing the functions and duties of Vice-Chancellor, the Pro-Vice-Chancellor shall perform the functions and duties until a Vice-Chancellor has been appointed. In the absence of the Pro-Vice-Chancellor, and in descending order, the most senior Provost or in the absence of any Provost, the most senior Dean shall act as Vice-Chancellor. Seniority shall be determined by office, academic rank, length of service as Provost or Dean as the case may be, and in the event of equality, by age.

9.16When a vacancy occurs or is about to occur in the office of the Vice-Chancellor, a Search Committee shall be constituted as follows:

(a)A Chairperson appointed by Council, not necessarily from its membership and preferably a former Vice-Chancellor of a recognised university.

(b)If the Chairperson is not a former Vice-Chancellor, one person being a former Vice- Chancellor of a recognized university, but if the Chairperson is a former Vice-Chancellor, any other person of sound repute and with the requisite experience and wisdom.

(c)Two members of Council who are not members of the Academic Board, the Administrative and Social Services Board or a student.

(d)Two members of the Academic Board one of whom shall be of Professorial status and one of non-Professorial status elected by the Academic Board.

9.17The Search Committee after making such enquiries as it deems fit, including consultations with members, staff and alumni, shall propose to Council the names of not more than two candidates for one to be appointed in the manner laid down by Article 195

(3) (3) of the Constitution of Ghana.

9.18The notification, application, selection and appointment processes shall commence at least six months before the expiration of the term of the incumbent.

9.19The Vice-Chancellor shall hold office on such terms and conditions as may be specified in his or her instrument of appointment.

The conditions of service, including the entitlements, allowances, perquisites, bonuses and emoluments that attach to the office, shall be prescribed by Council.

10.7The Pro-Vice-Chancellor may resign his or her office by writing to the Chairman of Council.

10.8The Pro-Vice-Chancellor may be relieved of his/her post by Council on grounds of incapacity, persistent absence, conviction of a criminal offence involving dishonesty, fraud or moral turpitude, or for gross misconduct. Council shall afford the Pro-Vice-Chancellor a fair hearing and, at any such removal proceedings, the Pro-Vice-Chancellor shall be entitled to know the grounds for removal and to attend with Counsel of his or her choice.

11.1There shall be a Registrar of the University, who shall be appointed by and act as Secretary to Council as provided by the law.

11.2The Registrar’s appointment shall be by tenure.

11.3The Registrar shall be a Senior Member with a graduate degree and shall have experience in University, educational, public sector or business administration or other requisite experience and qualifications as Council shall deem sufficient.

11.4The Registrar’s functions shall include the following:

(a)Act as Secretary to Council, and Academic Board and other Boards and Committees of the University.

(b)Act as Chief Administrative Officer of the Vice-Chancellor and the University and shall be responsible for the general administration of the University and shall provide guidance for the framework within which policies shall be made.

(c)Be responsible for the custody of the University seal and for affixing it to documents in accordance with the directions of Council.

(d)Cause to be published in the University Bulletin and or Gazette at the end of each semester all policy decisions of Council, Academic Board and Administrative and Social Services Board.

11.5The Registrar may be relieved of his/her post by Council on grounds of incapacity, persistent absence without justification, conviction of a criminal offence involving dishonesty, fraud or moral turpitude, or for gross misconduct. Council shall afford the Registrar a fair hearing and, at any such removal proceedings, the Registrar shall be entitled to know the grounds for removal and to attend with Counsel of his or her choice.

(b)Two members of Council who are not members of the Academic Board, the Administrative and Social Services Board or a student.

(c)Two members of the Academic Board one of whom shall be of Professorial status elected by the Academic Board.

(d)A Registrar or a former Registrar of a recognised University.

11.7The Search Committee after making such enquiries as it deems fit, including an interview, shall propose not more than three candidates to Council for Council to make a choice. The notification, application, selection and appointment processes shall commence at least six months before the expiration of the term of the incumbent.

Council may appoint such other officers as it considers necessary upon such terms and conditions as it shall determine.

PART E – STAFF

Under the authority of Council, the University may appoint such staff as its employees and designate them Senior Staff or Junior Staff, as the case may be. The terms of appointment of Member of Staff shall be specified in his or her letter of appointment and signed by or on behalf of the Vice-Chancellor.

PART F – COUNCIL

STATUTE 14: COUNCIL OF THE UNIVERSITY OF CAPE COAST

14.1The governing body of the University shall be the Council of the University of Cape Coast. The composition of Council shall be as follows:

(a)The Chairman

(b)The Vice-Chancellor.

(c)Two representatives of Convocation, one of Professorial status, and one of non-Professorial status.

(d)One representative of the University Teachers’ Association of Ghana (University of Cape Coast branch).

(e)One representative of the undergraduate students of the University.

(f)One representative of the postgraduate students of the University.

(g)One representative of the Teachers and Educational Workers Union, (University of Cape Coast branch)

(h)One representative of the Conference of Heads of Assisted Secondary Schools.

(i)One representative of the Alumni Association of the University.

(j)Three other persons including at least one woman

In Attendance

The Pro-Vice-Chancellor The Registrar

Director of Finance

A representative of the Ministry of Education

14.2Council shall be responsible for the management and administration of the finances and properties of the University. Council shall have general control over the affairs and public relations of the University including the use of the common seal of the University. Without prejudice to the generality of the provisions of the Law, Council shall:

(a)Control the finances of the University and shall have the power to determine

finally any question of finance arising out of the administration of the University or the execution of its policy or in the execution of any trust by the University, provided always that before determining any question of finance which directly affects the educational policy of the University, Council shall invite the opinion of the Academic Board and shall take into consideration recommendations made by the Academic Board.

(b)Be responsible for all measures necessary or desirable for the conservation or augmentation of the resources of the University and for this purpose may from time to time specify any matter affecting the income or expenditure of the University in respect of which the consent of Council shall be obtained before action is taken or liability is incurred.

(c)Annually determine the expenditure necessary for the maintenance of:

(i)Property of the University;

(ii)Adequate staff for transacting the academic, financial and administrative business of the University, and shall, in its discretion, appropriate monies for these purposes.

14.3Council shall keep books of accounts and proper records in relation to them. The account books and records shall be in the form approved by the Auditor-General who shall audit them and forward a report to Council.

14.4Council shall pay in respect of the audit such fees (if any) as the Auditor-General and the Council may agree, or in the case of failure to agree, such fees as the Chancellor may determine.

14.5Council shall forward the report received from the Auditor-General with its comment to the Minister responsible for Education for onward transmission to Government.

14.6Council may enact statutes to prescribe or regulate as the case may be:

(a)Any matter which is required by the Law to be prescribed by statutes.

(b)The power and functions, constitution and terms of membership of such bodies as Council or the Academic Board may think appropriate to establish.

(c)The functions, duties and terms of office of such officers as Council may think appropriate to engage.

(d)All procedural and other matters in furtherance of the objectives of the University.

14.7Council shall within six months after the end of each academic year cause a report of the activities of the University during that year to be published.

14.8Council shall be at liberty to invite or permit any person to attend its meetings whether to observe proceedings only or to answer questions or speak to any matter concerning the University, but any such person who is in attendance shall have no right to vote on any matter before Council.

14.9The term of office of a person who is a member of the Council of the University by appointment or election shall be two years.

14.10If a member of the Council is absent from Ghana for a minimum period of twelve months, his/her office becomes vacant at the end of the period except that this provision shall not apply to an ex-officio member.

14.11Where the office of a member becomes vacant on resignation or death or by virtue of

14.10 above, a successor shall be appointed, nominated or elected in the same manner to serve for the remainder of the term of office.

14.12Subject to 14.10, where a member of the Council is incapacitated by temporary absence from Ghana or by illness or any sufficient cause from performing the duties of his/her office, a substitute may be appointed in the manner referred to, to act for him, until the incapacity of that person has terminated or until the term of such a member expires,

whichever occurs first.

14.13An appointment, election or nomination may be made in anticipation of a vacation of office or temporary absence of a member.

14.14Meetings of Council shall be in accordance with the Law and the Schedule to the Law.

14.15Council shall meet at least four times in every academic year

14.16Notice of a meeting of Council other than an emergency meeting and the business to be transacted thereat shall be given in writing to each member of Council by the Registrar not later than 7 days before the date fixed for such a meeting.

14.17A special meeting of Council may be convened by the Chairman of Council or in his/her absence or incapacity by the Vice-Chancellor and shall also be convened if five members of Council sign a request to that effect.

14.18If the Chancellor is present at a meeting of Council, he/she shall act as Chairman, otherwise, the Chairman of Council shall act as Chairman, unless he/she is absent, in which case the members present shall elect a Chairman from among them, who is not a member of the University.

14.19The quorum at meeting of Council shall be eight including at least three members who are not members of the Teaching Staff of the University.

14.20Questions shall be decided by a simple majority of votes cast.

Members of Council Elected by Convocation

14.21Convocation shall elect from its members two persons to serve on Council. The term of office of a Convocation Representative on Council shall be two academic years but such a person shall be eligible for a further term only. The term of office shall be reckoned from the first day of January following the election.

14.22A member of Convocation may vote by proxy in which case he/she shall communicate to

the Registrar not later than forty-eight hours prior to the election the name(s) of such proxy(ies)

14.23The Registrar shall be the Returning Officer and shall conduct the election by secret

ballot. He/she shall be assisted by three scrutineers appointed by Convocation. No election shall be valid unless and until the scrutineers have unanimously certified in writing to the

Academic Board that the counting of the votes and the declaration of the candidates elected have been correctly carried out.

14.24All candidates for election must be proposed by a member of Convocation, and seconded in writing to the Registrar by two other members of Convocation, and must signify in writing their willingness to contest the elections.

14.25Elections to Council shall be held as soon as possible at the beginning of the Academic year and where possible not later than 30th November preceding the year in which the appointment is to take effect.

14.26It shall be the duty of the Registrar to notify all members of Convocation of the existence of vacancies on the Council, and shall at the same time call for nominations allowing two weeks for these to be received. He/she shall then notify all members of Convocation of the date of the election which shall not be later than two weeks after the date on which nominations closed.

14.27Of the two Convocation members of Council, one shall be of professorial status and one shall be of non-professorial status. The election shall be conducted in two divisions namely,

professorial division and non-professorial division with separate lists of candidates and separate ballot papers for each division. All members of Convocation shall be entitled to vote in each division. A member of Council who at the time of his/her election was a lecturer or a Senior Lecturer but is subsequently promoted to a Professorial grade shall relinquish his/her membership.

14.28If a vacancy occurs in the Convocation representation on Council during the year through death, resignation, or any other cause, the Registrar shall immediately notify members of Convocation of such vacancy and shall conduct a by-election. Such a by-election shall be conducted in the same way as regular elections, and the person so elected shall hold office for the residue of the term for which the member whom he replaces was elected.

14.29Without prejudice to its right and power to set up any ad hoc committee that it deems fit, Council shall have the following standing Committees, whose composition and functions are set out in Schedule A of the Statutes:

(a)Finance Committee

(b)Development Committee

(c)Entity Tender Committee

(d)Appointments and Promotions Board

(e)Ghana Universities Staff Superannuation Scheme (GUSSS) Management Committee

(f)Audit Report Implementation Committee

15.1There shall be an Academic Board of the University which shall consist of:

(a)Vice-Chancellor – Chairman

(b)Pro-Vice-Chancellor

(c)Provosts

(d)Vice-Provosts

(e)Deans

(f)Vice-Deans

(g)Heads of Department

(h)Directors of Institute and Centre

(i)Director, Directorate of Academic Planning and Quality Assurance

(j)Librarian

(k)Chairperson of Convocation

(l)Professors/Associate Professors

(m)Senior Members who are also Council Members

(n)The Registrar – Secretary

(o)The Deputy Registrar (Academic) shall be in attendance.

15.2Without prejudice to the generality of the powers of the Academic Board prescribed by the Law and the Statutes, the powers and functions of the Academic Board shall be as follows:

(a)To formulate the academic policies of the University including policy relating to programmes of study, admission, teaching, assessment, progression, research and award of degrees and other academic distinctions.

(b)To advise Council on the appointment of academic staff.

(d)To consider and approve programmes and courses and recommend them for accreditation.

(e)To recommend to Council the affiliation of other institutions to the University on such terms and conditions as it may deem appropriate.

(f)To determine the conditions under which and the extent, if any, to

which periods and courses of study and examinations passed at other Universities, places of learning and other institutions may be regarded as equivalent to periods and programmes and courses of study and examinations in the University.

(g)To determine, subject to any condition made by University’s donors which are accepted by Council, and after report from Faculty or School Boards concerned, the mode and conditions of competition for fellowships, scholarships, bursaries, medals, prizes and any other awards.

(h)To determine the academic calendar.

(i)To refer proposals on any matter within its remit to Convocation or Administrative and Social Services Board, as the case may be, for consideration.

(j)To review the decisions of any of its Statutory Committees.

(k)To undertake five-yearly reviews of the Statutes and to furnish its report to Council.

(l)To deliberate on the inspection report of visiting committees.

(m)To order the closure of the University where academic or normal life is disrupted for three continuous days and it seems to it fit to do so, and in any event to order the closure of the University where academic or normal life is disrupted for 21 continuous days.

15.3The Vice-Chancellor shall convene a meeting of the Academic Board at least twice in each semester, the first within six weeks of the commencement of the semester and another within the last six weeks of the semester.

15.4A special meeting of the Academic Board shall be convened on the written request of at least one fifth of the total membership of the Academic Board submitted to the Vice- Chancellor with a statement of the matters to be discussed at the special meeting. In the event of such a request, the Vice-Chancellor shall convene a special meeting within five days of the request, specifying in the notice of the meeting the matters to be considered.

15.5An emergency meeting of the Academic Board may be called by the Vice-Chancellor or in his or her absence by the Pro-Vice-Chancellor or the officer for the time being acting as Vice-Chancellor at any time by giving at least 24 hours’ written notice to members and stating the emergency that has arisen and the business that shall be transacted in relation to the emergency.

15.6The quorum for the transaction of the business of the Academic Board shall be half of the members.

15.7There shall be such standing and ad hoc committees of the Academic Board as it shall determine from time to time. The composition and functions of the committees of the Academic Board shall be as set out in Schedule B of the Statutes.

15.8No Senior Member other than the Vice-Chancellor, Pro-Vice-Chancellor and Registrar shall serve on more than two committees of the Academic Board at a time.

15.9Each committee shall submit an annual report of its work to the Academic Board.

STATUTE 16: ADMINISTRATIVE AND SOCIAL SERVICES BOARD

16.1There shall be an Administrative and Social Services Board of the University which shall

consist of:

(a)Vice-Chancellor – Chairman

(b)Pro-Vice-Chancellor

(c)Registrar

(d)Director of Finance

(e)Director of Physical Development and Estate Management

(f)Director of University Health Services

(g)Estate Officer

(h)Dean of Students’ Affairs

(i)Chairman of Convocation

(j)Chairman, Basic Schools Governing Committee or his or her Representative

(k)Chairman, Senior High School Governing Committee or in his or her absence the Headmaster or Headmistress of the School.

(l)One representative of postgraduate students

(m)One representative of undergraduate students

(n)The Internal Auditor

(o)The Registrar shall be a member-secretary.

16.2The non-ex-officio members of the Administrative and Social Services Board shall hold office for two years subject to renewal for a further term only.

16.3Without prejudice to the generality of the powers of the Administrative and Social Services Board prescribed by the Statutes, the powers and functions of the Administrative and Social Services Board shall be as follows:

(a)To formulate the policy of the University relating to social services such as health and environmental sanitation, accommodation, infrastructural development and planning, and interpersonal care.

(c)To review annually upon any enquiries which it may think fit to make, the non- teaching organisation and development of the University.

(d)To set up committees to address matters of a non-teaching nature.

(e)To refer proposals on any matter within its remit to Convocation or the Academic Board for consideration.

(f)To review the decisions of any of its committees.

16.4The Vice-Chancellor shall convene a meeting of the Administrative and Social Services Board at least twice in each semester, the first within six weeks of the commencement of the semester and another within the last six weeks of the semester.

16.5A special meeting of the Administrative and Social Services Board shall be convened on

the written request of at least one fifth of its total membership submitted to the Vice- Chancellor with a statement of the matters to be discussed at the special meeting. In the event of such a request, the Vice-Chancellor shall convene a special meeting within five days of the request, specifying in the notice of the meeting the matters to be considered.

16.6Emergency meetings of the Administrative and Social Services Board may be called by the Vice-Chancellor or in his or her absence by the Pro-Vice-Chancellor at any time by giving at least 24 hours’ written notice to members and stating the emergency that has arisen and the business that shall be transacted in relation to the emergency.

16.7The quorum for the transaction of the business of the Administrative and Social Services Board shall be half of the members.

16.8There shall be such standing and ad hoc committees of the Administrative and Social Services Board as it shall determine from time to time. The composition and functions of the committees of the Administrative and Social Services Board shall be as set out in

Schedule C of the Statutes.

16.9No Senior Member other than the Vice-Chancellor, Pro-Vice-Chancellor and Registrar shall serve on more than two committees of the Administrative and Social Services Board at a time.

16.10Each committee shall submit an annual report of its work to the Administrative and Social Services Board.

PART G – DIVISIONS AND RANKS

STATUTE 17: TEACHING AND NON-TEACHING DIVISIONS

17.2 On the recommendation of the Academic Board, the teaching divisions of the University as may be established by Council shall comprise the following:

(a)Colleges

(b)Faculties and Schools

(c)Library

(d)Departments, Institutes and Centres,

(e)Units

17.3On the recommendation of the Administrative and Social Services Board, the non-teaching divisions of the University as may be established by Council shall comprise the following:

19.1Council, on the recommendation of the Academic Board, may establish a College of related

Faculties or Schools. Each College shall be headed by an appointed Provost of Professorial rank. A Provost shall normally hold only one administrative post.

19.2The Provost shall be responsible to the Vice-Chancellor for providing

leadership to the College and for maintaining and promoting the efficiency and good order of the College in accordance with policies and procedures prescribed by the Law, the Statutes or as may be determined from time to time by Council, the Academic Board and the College Board. Without limiting the generality of the foregoing, the functions of the Provost shall include the following:

(a)To head the College and chair meetings of the College Board.

(b)In consultation with the Dean of the School of Graduate Studies and Research as well as Deans of Faculty in the College, to exercise the responsibility for the postgraduate training of the College’s students and for staff development.

(c)To co-ordinate the work of the Faculties within the College.

19.3When a vacancy occurs or is about to occur in the office of the Provost, the Registrar shall notify Council which shall cause to be advertised nationally such vacancy and to invite applications from suitably qualified candidates to fill the vacancy. The Appointments and Promotions Board, assisted by at least one and up to three external assessors, shall conduct inquiries as it deems necessary, interview the applicants and make recommendations for appointment by Council. The person shall be formally appointed by Council to assume office on the first day of August of that year.

19.4A Provost shall hold office for a period of three years and shall be eligible upon completion for re-appointment for a second term. A person shall not be appointed Provost who has served two consecutive terms unless at least three years have elapsed from the date that he or she last held that office.

19.5Council may, acting on the advice of the Academic Board, remove a Provost for good cause, such as abuse of office or for any action which in the opinion of Council, seeks to bring that office into disrepute. A Provost may also by letter addressed to Council resign from office and the resignation shall be effective when accepted by Council.

19.6When a vacancy occurs on account of death, incapacity, removal, resignation or retirement and the unexpired portion of the term of the incumbent is less than half the period, for which the incumbent was appointed to serve, the Vice-Chancellor shall appoint an Acting Provost to serve the unexpired portion of the term. But if the unexpired portion of the term of the incumbent is more than half the period for which the incumbent was appointed to serve, the Vice-Chancellor shall appoint an Acting Provost to serve till the end of the

academic year only and the Registrar shall take the steps set out in statute 19.3 to have the vacancy filled.

19.7A College shall have a College Board comprising the Provost as Chairperson, Vice- Provost, Deans, all persons of Professorial rank of the College, and one representative of Professorial status from every other College. The Deputy Registrar for the College shall serve as Secretary. The College Board shall meet at least twice each semester.

19.8Matters decided by the College Board shall normally be for the information of the Academic Board only. However, the Academic Board reserves the right to reconsider and vary any decision taken by a College Board. Except for confidential matters, decisions taken by the College Board shall be communicated to Faculties and Schools and other sub- divisions in the College within two weeks of receipt of the minutes or summary of decisions of the meeting.

19.9The functions of the College Board shall be:

(a)To determine all matters relating to teaching and research in the subjects of the College.

(b)To determine, subject to the approval of the Academic Board, the schemes of instruction and the regulations and syllabi for examinations in the subjects of the College.

(c)To determine all matters relating to the progress of students following schemes of instruction, study and research within the College and to keep appropriate records on them.

(d)To ensure the provision of adequate instruction and facilities for research in the subjects assigned to the College and to co-ordinate the teaching and research programmes of the various Faculties of the College.

(e)To supervise the holding of examinations by the Faculties.

(f)To recommend to the Academic Board External Examiners approved by the College for appointment.

(g)To present to the Academic Board candidates qualified for the award of degrees (other than honorary degrees), diplomas, certificates, fellowships, studentships, scholarships, prizes and other academic distinctions within the College.

(h)To submit proposals to the Academic Board or Administrative and Social Services Board, as the case may be for academic and non academic development within the College.

(i)To discuss any matters relating to the work of the College and express an opinion on such matters, if it so desires, to the Academic Board.

(j)To deal with and report on any matter referred to it by the Academic Board.

(k)To appoint such other sub-committees as it may consider necessary in the

discharge of its functions.

(l)To appoint Internal Examiners of the College to constitute the Board of Examiners of the College.

19.10A special meeting of the College Board shall be called by the Provost on the written request of at least half of the members of the Board submitted to the Provost with a statement of the subject matter to be considered at the special meeting. The Provost shall convene a special meeting of the Board within seven days of receipt of the request.

19.11Emergency meetings of a College Board may be called by the Provost at any time by giving at least 24 hours’ notice to members and stating the emergency that has arisen and the business that shall be transacted in relation to the emergency.

19.12The quorum for a meeting of a College Board shall be half of the total membership.

19.13A College shall have a Vice-Provost who shall be deputy to and assist the Provost in the performance of his or her functions. In the absence of the Provost, the Vice-Provost shall act as Provost. The Vice-Provost shall be of Professorial rank and may, but need not, be a Dean in the College.

19.14The Vice-Provost shall be elected by a simple majority of confirmed Senior Members in a College voting in elections conducted by the Registrar in May of the academic year in which a vacancy occurs in that office. A person elected as Vice-Provost shall be formally appointed by the Vice-Chancellor on behalf of Council to assume office on the first day of August of that year.

19.15 The Vice-Provost shall hold office for a period of two years and shall be eligible for a consecutive second term. At least a period of two years must elapse before a person who has served in that office for two consecutive terms will qualify to contest again as Vice-Provost.

19.16In the absence of the Provost and Vice-Provost, the College Board meeting shall be chaired by the most senior Dean in the College.

19.17There shall be no specific salary attached to the post of Provost or Vice-Provost but the Provost or Vice-Provost shall receive such allowances, perquisites, bonuses and emoluments as Council may prescribe as attaching to the office.

STATUTE 20: FACULTIES AND SCHOOLS

20.1Council, on the recommendation of the Academic Board, may establish a Faculty or School. Each Faculty or School shall be headed by a Dean. A Dean shall not be a Head of Department and shall normally hold only one administrative post.

20.2When a vacancy is about to occur in the office of Dean, the Registrar shall publish the names of persons of Professorial rank in the Faculty or School who are eligible to contest. Where there are no academic Senior Members within the Faculty of Professorial status, Senior Lecturers are eligible to be elected. The vacancy shall be filled by election by all confirmed Senior Members in the Faculty or School. The Registrar shall act as Electoral Officer. The elections shall be conducted in May. The Dean shall be elected by a simple majority of confirmed Senior Members in a Faculty or School. A person elected as Dean shall be formally appointed by the Vice-Chancellor on behalf of Council to assume office on the first day of August of that year.

20.3A Dean of Professorial status shall hold office for a period of three years and shall be eligible, upon completion of the term of office, for re-appointment. A person shall not be re-appointed for a third term of office unless at least two years have elapsed from the date that he or she last held that office.

20.4Where a Dean is not of Professorial status, he or she shall hold office for two years and shall be eligible for re-appointment. The person shall not be re-appointed for a third term of office unless at least three years have elapsed from the date that he or she last held that office.

20.5A person is not eligible to be Dean if he or she will be unable to complete the whole term before compulsory retirement.

20.6For the avoidance of doubt, no person shall under any circumstance be appointed to serve as Dean of a particular Faculty or School for a period longer than six consecutive years.

20.7The functions and powers of a Dean of Faculty or School shall be as follows:

20.8Council may, acting on the advice of the Academic Board, withdraw its approval of the appointment of a Dean for good cause, such as abuse of office or for any action which in

the opinion of Council, seeks to bring that office into disrepute.

20.9 There shall be a Vice-Dean for every Faculty or School. The Vice-Dean shall be deputy to and assist the Dean in the performance of his or her functions and shall act as Dean in the absence of the Dean. The Vice-Dean shall handle the schedules in the Dean’s Office relating to the following:

a)Time-tabling.

b)Monitoring the conduct of lectures.

c)Examinations.

d)Represent the Faculty or School on the Board of the School of Graduate Studies and Research and the Board of Academic Affairs.

e)Any other duty assigned by the Dean.

20.10A Vice-Dean shall normally be of Professorial status and in any event shall be a Senior Lecturer or above. The Vice-Dean may be a Head of Department.

20.11 The Vice-Dean shall be elected by the highest number of votes cast by confirmed Senior Members in a Faculty or School voting in elections conducted by the Registrar in May of the academic year in which a vacancy occurs in that office. A person elected as Vice-Dean shall be formally appointed by the Vice-Chancellor on behalf of Council to assume duty on the first day of August.

20.12The Vice-Dean shall hold office for a period of two years and shall be eligible for consecutive re-election and re-appointment once only to the specific office.

20.13There shall be no specific salary attached to the post of Dean or Vice-Dean of a Faculty or School but the Dean or Vice-Dean shall receive such allowances, perquisites, bonuses and emoluments as Council may prescribe as attaching to the office.

STATUTE 21: FACULTY AND SCHOOL BOARDS

21.1There shall be in each Faculty or School, other than the School of Graduate Studies and Research, a Board whose membership shall consist of the following:

(a)Dean of the Faculty or School as Chairman.

(b)Vice-Dean.

(c)Professors and Associate Professors within the Faculty or School.

(d)Heads of Department, Institute, Centre, and Unit within the Faculty or School.

(e)One other member of each Department elected by the academic Senior Members of the Department.

(f)One representative from each other Faculty or School.

(g)Subject to the approval of the Academic Board such other persons as

may be determined by the Faculty or School Board.

(h)The Faculty Officer who shall be the Secretary.

21.2In the case of the School of Graduate Studies and Research, the Board shall consist of the following persons:

(a)Dean – Chairman.

(b)Vice-Dean, who shall normally be of Professorial status and in any event shall be a Senior Lecturer or above. The Vice-Dean shall not be a Head of Department.

(c)Vice-Deans of other Faculties or Schools.

(d)One representative of every Faculty or School

(e)Deputy Registrar (Academic).

(f)An officer not below the rank of Deputy Registrar shall be designated by the Registrar as Secretary.

21.3The term of office of members of the Faculty or School Board who are neither the Dean, Vice-Dean, Heads of Department, Professors and Associate Professors in the Faculty or School, shall be two years and they shall be eligible for re-appointment for a consecutive term only.

21.4Each Faculty or School Board shall meet at least twice each semester.

21.5A special meeting of the Board shall be called by the Dean on the written request of at least half of the members of the Board submitted to the Dean with a statement of the subject matter to be considered at the special meeting. The Dean shall convene a special meeting of the Board within seven days of receipt of the request.

21.6Emergency meetings of a Faculty or School Board may be called by the Dean at any time by giving at least 24 hours’ written notice to members and stating the emergency that has arisen and the business that shall be transacted in relation to the emergency.

21.7The quorum for a meeting of a Faculty, School or College Board shall be half of the total membership.

21.8In the absence of the Dean and Vice-Dean, the Board meeting shall be chaired by the senior-most Head of Department in the Faculty; and in the case of the Board of the School of Graduate Studies and Research, in the absence of the Dean and Vice-Dean, the Board meeting shall be chaired by the longest serving member of the Board present.

21.9Subject to the Law, the Statutes and resolutions of the Academic Board, the powers and functions of each Faculty/School Board shall include the following:

(a)To determine all matters relating to teaching and research in the subjects of the

Faculty or School.

(b)To determine, subject to the approval of the Academic Board, the schemes of instruction and the regulations and syllabi for examinations in the subjects of the Faculty or School.

(c)To determine all matters relating to the progress of students following schemes of instruction, study and research within the Faculty or School and to keep appropriate records on them.

(d)To ensure the provision of adequate instruction and facilities for research in the subjects assigned to the Faculty or School and to co-ordinate the teaching and research programmes of the various Departments of the Faculty or School.

(e)To determine a code of conduct, professional dress code, disciplinary process and other matters relating to or uniquely associated with the discipline or profession concerned.

(f)To hold examinations.

(g)To recommend to the Academic Board External Examiners for appointment.

(h)To make recommendations to the Academic Board for the award of degrees (other than honorary degrees), diplomas, certificates, fellowships, studentships, scholarships, prizes and other academic distinctions within the Faculty or School.

(i)To submit proposals to the Academic Board or the Administrative and Social Services Board for academic and non-academic development within the Faculty or School.

(j)To discuss any matters relating to the work of the Faculty or School and express an opinion, if it so desires, to the Academic Board.

(k)To deal with and to report on any matter referred to it by the Academic Board.

(l)To appoint such other sub-committees as it may consider necessary in the discharge of its functions.

(m)To constitute the Board of Examiners of the Faculty.

STATUTE 22: OFFICE OF THE DEAN OF ACADEMIC AFFAIRS

22.1There shall be a Dean and Vice-Dean of Academic Affairs appointed by the Vice- Chancellor in consultation with the Academic Board.

22.2The Dean so appointed shall be of Professorial status and shall have the status of a Dean of Faculty. The Dean of Academic Affairs shall hold office for a three-year term and shall be eligible for appointment for a second consecutive term only. The Dean shall not be a Head of Department and shall normally hold no other administrative post.

22.3The Vice-Dean shall hold office for a term of two years and shall be eligible for re- appointment for only one further consecutive term. The Vice-Dean shall normally be of Professorial status and in any event shall be a Senior Lecturer or above. The Vice-Dean shall not be a Head of Department. The Vice-Dean shall assist the Dean in the performance

23.1There shall be a Dean and Vice-Dean of Students’ Affairs appointed by the Vice- Chancellor in consultation with the Executive Committee of the Academic Board.

23.2The Dean so appointed shall be of Professorial status and shall have the status of a Dean of

Faculty. The Dean of Students’ Affairs shall hold office for a three-year term and shall be eligible for appointment for a second consecutive term only.

23.3The Vice-Dean shall hold office for a term of two years and shall be eligible for re- appointment for only one further consecutive term. The Vice-Dean shall assist the Dean in the performance of his or her duties and shall act as Dean in the absence of the Dean.

23.4The Dean of Students’ Affairs shall have responsibility for the welfare of junior members of the University in relation to academic, residential and social matters. The Dean of Students’ Affairs shall exercise this responsibility under the direction of the Academic Board and the Administrative and Social Services Board, as the case may be, and the Dean of Students’ Affairs shall liaise with the Vice-Chancellor, Pro-Vice-Chancellor, Registrar, Heads of academic section, Hall Masters and Hall Wardens, Residence Board, the Students’ Representative Council and the Graduate Students’ Association of Ghana (UCC) in all matters affecting the welfare of students. In particular, the Office of the Dean of Students’ Affairs shall be responsible for the following matters relating to junior members:

(a)Accommodation including halls of residence and hostels.

(b)Chaplaincy services.

(c)Guidance and counselling services for Junior Members.

(d)Sports and recreation.

(e)Intra-university, inter-university and international student

competitions or meetings.

(f)Student governing bodies, organisations, clubs and societies

23.5The Dean of Students’ Affairs shall exercise his or her responsibility under the direction of the Academic Board and with the assistance of the Board of Students’ Affairs comprising:

(a)Dean of Students’ Affairs – Chairman

(b)Vice-Dean of Students’ Affairs who shall normally be of Professorial status and in any event shall be a Senior Lecturer or above. The Vice Dean shall not be a Head of Department.

(c)One representative of the Academic Board.

(d)Two representatives of the Committee of Heads of Hall other than the Chairperson, at least one of whom shall be a woman.

(e)Head of the Chaplaincy

(f)Director, Guidance and Counselling Centre

(g)Chairperson, Sports and Recreation Committee

(h)One representative of graduate students

(i)One representative of undergraduate students

(j)Deputy Registrar (Students’ Affairs) – Secretary

23.6There shall be no specific salary attached to the post of Dean or Vice-Dean of Students’ Affairs but the Dean or Vice-Dean shall receive such allowances, perquisites, bonuses and emoluments as Council may prescribe as attaching to the office.

24.1The Department shall be the primary academic division for teaching and research. Each Department in a Faculty or School shall have an appointed Head. A Head of Department shall be of Professorial status unless there is no academic Senior Member of Professorial status in, or willing and competent to head the Department. Where there is no member of Professorial status, the headship of the Department shall rotate among the next lower rank. The title “Head of Department” shall be used whether the incumbent is of a Professorial rank or not.

24.2The Head of Department shall be appointed by the Vice-Chancellor in consultation with the Dean of the Faculty.

24.3The appointment of a Head of Department who is of Professorial status shall be for a period of three years at a time and the person shall be eligible for a second consecutive term only. A Head of Department of non-Professorial status shall be appointed for two years at a time and shall be eligible for re-appointment for a second consecutive term only. The appointment of a Head of Department shall not be renewed after he or she has served for two consecutive terms, whether or not such person has during the period been promoted to Professorial status. A person shall be eligible for re-appointment as Head of Department only after two years have elapsed from the date he or she last held that office, unless there are demonstrable exceptional circumstances.

24.4When a vacancy occurs in the headship of a Department, the Dean of the Faculty or School concerned shall present the names and the curriculum vitae of the three most senior academic members of the Department with his or her recommendation(s) to the Vice- Chancellor for consideration after the necessary consultations with the Department concerned. The Vice-Chancellor may consult senior members of the Department before appointing one of them as the Head.

24.5Should a Head of Department be absent for a period exceeding three months, the Vice- Chancellor shall in consultation with the Dean of the Faculty appoint another member of the Department to act for a period as the Vice-Chancellor may determine.

24.6The responsibilities of the Head of Departments shall include:

(a)With the approval of the Faculty Board, to organise the teaching programme, to

maintain acceptable standards of teaching and to ensure that adequate facilities are available for research in their respective disciplines.

(b)In consultation with members of the Department, to recommend to the Faculty Board programmes, syllabi and courses as well as ways of promoting research in the Department.

(c)Having direct responsibility for Departmental administration, recommendations for the appointment and promotion of staff, and, subject to the Statutes, for the maintenance of discipline in the Department.

(d)Liaising with other academic divisions of the University and other universities, industry, professional bodies, associations and similar bodies on matters affecting the Department after consultation with the Departmental Board.

(e)Consulting with the Dean on matters affecting the Department and the Faculty.

24.8 There shall be no specific salary attached to the post of Head of Department but the Head shall receive such allowances, perquisites, bonuses and emoluments as Council may prescribe as attaching to the office.

STATUTE 25: DEPARTMENTAL BOARDS

25.1Each Department shall have a Departmental Board comprising all Senior Members of the Department. The Board shall meet at least twice each semester in order to:

(a)Discuss ways of promoting discipline.

(b)Periodically review existing programmes and develop new ones.

(c)Consider issues relating to quality assurance and the maintenance of ethical standards in the delivery of teaching and research activities.

(d)Consider the general organisation and regulations of courses and research in the Department.

(e)Consider the Departmental budget.

(f)Consider matters referred to it by the Academic Board and the Faculty Board and any other relating to the department.

(g)Plan and evaluate its work.

25.2Meetings of the Departmental Board shall be convened by the Head of Department at such times as he or she may decide but the Head shall convene a special meeting at the written request of at least one-third of the senior members of the Department submitted with a statement of the subject matter to be discussed. Such a meeting shall be convened within seven days of receipt of the request.

25.3The quorum for the transaction of any business of the Departmental Board shall be half of the total number of members.

25.4A Departmental Board may be constituted into a Committee of the Board of Graduate Studies for the purpose of considering matters relating to post-graduate degrees in the disciplines of the Department and, for this purpose, members from cognate Departments may serve.

25.5Copies of minutes of the Departmental Board meetings shall be sent to the Dean of the Faculty.

STATUTE 26: INSTITUTES AND CENTRES

26.1Directors of Institute and Centre shall enjoy the same conditions of service and powers as Heads of Department.

26.2Directors shall be required to constitute Boards and hold meetings in the same manner as Departmental Boards.

26.3The Governing Boards of Institutes and Centres shall be determined or approved, in each case, by the Academic Board.

27.1The Library shall provide the requisite resources to support the academic, research, teaching and learning activities of especially senior and junior members as well as the University community and the wider public. In this regard, the Library shall be adequately stocked with learning materials and literature including electronic resources for all manner of users, including those physically or intellectually challenged.

27.2In order to fully and effectively carry out its functions, the Library may operate a library or reading room in any Faculty, School, Department, Institute, Centre, Hall of Residence or Hostel, and on such terms and conditions, as it deems necessary; and liaise with other libraries and agencies.

27.3The Library shall be headed by the Librarian who shall be a Senior Member with a research graduate degree, the requisite qualifications and at least ten years’ experience in librarianship as a senior level librarian, preferably at a tertiary institution. The University Librarian shall ensure that the Library fully and effectively carries out its functions as spelt out in statute 27.1. The conditions of service of the University Librarian shall be equivalent to those of a Professor.

27.4The Librarian shall be appointed by Council after being interviewed and recommended by the Appointments and Promotions Board for Senior Members, which shall be assisted by at least one and at most three external assessors.

27.5There shall be a library Board which shall supervise and direct the operations of the Library. The Board shall be composed as follows:

(a)Chairman elected by the Academic Board

(b)Librarian

(c)One senior member from each College.

(d)One senior member from each Faculty or School.

(e)One senior member representing the Directorate of Finance.

(f)Chairperson, Bookshop Committee

(g)Chairperson, ICT Committee

(h)One representative of undergraduate students

(i)One representative of graduate students

(j)The Bookshop manager will be in attendance

(k)Senior Assistant Registrar (Documentation and Information Section)

–Secretary

PART I – NON-TEACHING DIVISION

STATUTE 28: OFFICE OF THE REGISTRAR

28.1In order to effectively perform the functions of the Registrar, particularly relating to administrative support, secretarial services and the custody of records, the Registrar’s office shall be divided into such divisions or offices as Council shall approve.

28.2The Registrar shall in consultation with the Vice-Chancellor appoint heads of divisions from among the Deputy Registrars to assist the Registrar in the performance of the functions of his or her office, particularly in the schedules relating to Academic Affairs, Human Resource, Legal, Consular and General Services, Public Affairs, Organisational Development and Consultancy Services, or any combination of them.

28.3The administrative sections of the following teaching and non-teaching divisions shall normally be headed by an officer of the rank of Deputy Registrar: Colleges, Faculties, Schools, Office of the Dean of Students’ Affairs, Office of the Dean of Academic Affairs, the Centre for Continuing Education, and the Directorate of Health Services. The Registrar shall be free to transfer Deputy Registrars from one administrative section to another without recourse to Council.

28.4The administrative sections of the following teaching and non-teaching divisions shall normally be headed by an officer of the rank of Senior Assistant Registrar:

(a)Teaching Departments, Institutes and Centres other than the Centre for Continuing Education.

(b)Sections of a Division of the Registry.

STATUTE 29: DIRECTORATE OF FINANCE

(a)Keep proper financial records for the University in accordance

with accounting standards prescribed by the Institute of Chartered Accountants (Ghana) and the International Financial Reporting Standards.

(b)Prepare a budget for the financial year for consideration by Council.

Advise the Vice-Chancellor and other officers of the University on matters relating to the accounts and funds of the University.

(c)Invest University funds as directed by Council or the Vice-Chancellor, as the case may be.

(d)Perform such other function relating to accounting, financial, treasury

services as may be prescribed by Council, the Vice-Chancellor, the Academic Board, or the Administrative and Social Services Board.

29.2The Director of Finance shall head the Directorate of Finance of the University and in that capacity shall be responsible to the Vice-Chancellor.

29.3The Director of Finance shall possess a graduate degree and shall be licensed by recognised professional accounting body such as the Institute of Chartered Accountants (Ghana) to practise accountancy in Ghana and shall have had at least ten years’ post-qualification experience as a professional accountant.

29.4When a vacancy occurs or is about to occur in the office of the Director of Finance, the Registrar shall notify Council which shall cause to be advertised nationally such vacancy and to invite applications from suitably qualified candidates to fill the vacancy. The Appointments and Promotions Board, assisted by at least one and up to three external assessors, shall conduct inquiries as it deems necessary, interview the applicants and make recommendations for appointment by Council.

(a)Verification of assets.

(b)Recommending and ensuring compliance with laid-down or appropriate cost-control and fraud-control procedures and regulations.

(c)Ensuring that financial transactions have obtained the requisite authorisations.

(d)Conducting investigations and issuing queries as appropriate, performing such other related function as may be prescribed by Council, the Vice-Chancellor, the Academic Board or the

30.4When a vacancy occurs or is about to occur in the office of the Director of Internal Audit, the Registrar shall notify Council which shall cause to be advertised nationally such vacancy and to invite applications from suitably qualified candidates to fill the vacancy. The Appointments and Promotions Board, assisted by at least one and up to three external assessors, shall conduct inquiries as it deems necessary, interview the applicants and make recommendations for appointment by Council.

STATUTE 31: DIRECTORATE OF HEALTH SERVICES

31.1 The Directorate of Health Services shall be responsible for the provision of preventive, personal, environmental and public health services at the University and to the University community, and in rendering such services, priority shall normally be given to members and staff of the University.

31.2 The Director of Health Services shall head the Directorate of Health Services and in that capacity shall be responsible to the Vice-Chancellor. The Director shall possess a graduate degree and at least ten years post qualification experience as a licensed physician, surgeon, dentist or pharmacist.

31.3When a vacancy occurs or is about to occur in the office of Director of Health Services, the Registrar shall notify Council which shall cause to be advertised nationally such vacancy and to invite applications from suitably qualified candidates to fill the vacancy. The Appointments and Promotions Board, assisted by at least one and up to three external assessors, shall conduct inquiries as it deems necessary, interview the applicants and make recommendations for appointment by Council.

STATUTE 32: DIRECTORATE OF PHYSICAL DEVELOPMENT AND ESTATE MANAGEMENT

responsible for providing and maintaining the physical infrastructure, including, buildings, plant, machinery, utilities, roads, byways, grounds and gardens of the University, whether owned, leased or otherwise controlled or possessed by the University, wherever situated.

32.2 The Director of Physical Development and Estate Management shall head the Directorate of Physical Development and Estate Management and in that capacity shall be responsible to the Vice-Chancellor. The Director of Physical Development and Estate Management shall possess a graduate degree, be licensed by the relevant professional body in Ghana for architects, engineers, planners, quantity surveyors, or land economists, and possess at least ten years post qualification professional experience.

32.3When a vacancy occurs or is about to occur in the office of Director of Physical Development and Estate Management, the Registrar shall notify Council which shall cause to be advertised nationally such vacancy and to invite applications from suitably qualified candidates to fill the vacancy. The Appointments and Promotions Board, assisted by at least one and up to three external assessors, shall conduct inquiries as it deems necessary, interview the applicants and make recommendations for appointment by Council.

PART J – CONVOCATION

33.0COMPOSITION AND FUNCTIONS OF CONVOCATION

33.1Convocation of the University shall be composed of the following categories of persons:

a The Chancellor (who shall, if present, preside over Convocation).

Quorum: Fifty members including the Chairman, the Vice-Chancellor or the Pro-Vice-Chancellor.

33.2Convocation shall perform the following functions:

(a)Express an opinion on any matter affecting the University.

(b)Refer any relevant matter to any University body for consideration.

(c)Appoint scrutineers for any election the Academic Board may authorise.

(d)Elect Convocation representatives on Council.

(e)Receive reports from its various representatives on the activities of the respective committees to which they have been appointed.

(f)Receive a report from the Vice-Chancellor towards the end of each

semester on the state of the University, including its academic, personnel, financial and infrastructural affairs, and the future plans of the University. In particular, the Vice-Chancellor’s report to Convocation shall include an address on the following matters:

(i)Academic matters including the approval and accreditation of programmes.

(ii)Staff and students’ welfare.

(iii)External relations and affiliations.

(iv)Physical development, funds required to complete each project, and expected completion date.

(v)Statement of income and expenditure for the immediate past semester.

33.3The Registrar shall be responsible for the maintenance of a register of members of Convocation which shall be published annually, before December.

33.4Convocation shall elect its own Chairperson, Vice-Chairperson, two representatives each from teaching and non-teaching members and a Secretary who shall constitute the Board of Convocation. The term of office of the Board shall be two years and members shall be eligible for a further term only.

33.5The Board of Convocation shall be responsible for protecting the interests of Convocation. Without prejudice to the generality of the foregoing, the responsibility of the Board of Convocation shall be to fulfil the following specific functions:

(a)To ensure that decisions of Convocation are duly carried out.

(b)To study all events of the University to ensure that matters of interest to Convocation are brought to its attention.

(c)To promote the interest of individual members of Convocation.

(d)To make proposals to Convocation for the improvement and proper functioning of the University.

33.7The Chairperson of the Board of Convocation shall preside over Convocation in the absence of the Chancellor and shall ensure that the functions of Convocation and its Board are fully and effectively carried out.

33.8The Vice-Chairperson shall assist and deputise for the Chairperson and in his or her absence shall act as Chairperson.

33.9The Secretary shall keep minutes of all meetings of Convocation, all Board of Convocation meetings and be responsible for its correspondence.

33.10The quorum for meetings of Convocation shall be fifty members, including the Chairperson, the Vice-Chancellor or the Pro-Vice-Chancellor.

33.11The Chairperson of Convocation shall convene a regular meeting of Convocation at least once each semester. The regular meetings of Convocation shall take place at such time as the Chairperson shall determine.

33.12A special meeting of Convocation shall be called by the Chairperson of Convocation on the written request of at least 25 members submitted with a statement of the subject matter to be considered at the special meeting. The Chairperson of Convocation shall convene a special meeting within 21 days of receipt of the request.

33.13No special meeting shall be called within three months of the last meeting if the purpose of the intended special meeting is the same or substantially the same as that of the last meeting.

33.14If any question shall arise as to whether or not the purpose of the two meetings is the same or substantially the same, the decision of the Chairperson thereon shall be final.

34.1No one shall be matriculated into the University unless he or she has fulfilled conditions prescribed by the Academic Board and has been accepted for admission. Admission of students to the University shall be the exclusive responsibility of the Joint Admissions

Board. The Board shall act in accordance with criteria approved by the Academic Board.

34.2A person shall be matriculated on the day when he or she, after having been properly and lawfully admitted to the University, personally attends a matriculation ceremony, swears the matriculation oath or makes a solemn declaration to like effect, and enters his or her name and personally signs the Register of Matriculants which is kept by the Registrar.

34.3The Matriculation ceremony shall be chaired, and the matriculation oath or solemn declaration shall be administered, by or as directed by the Chancellor or in his absence the Vice-Chancellor. All prospective matriculants shall be present and members of Convocation shall be in attendance.

Congregation shall be convened at least once every year at such time and place as shall be determined by the Chancellor in consultation with the Vice-Chancellor and Council and shall be presided over by the Chancellor. In the absence of the Chancellor the Chairman of Council shall preside, and in the absence of both, such other member of Council as Council may determine shall preside. Council may permit Congregation to be convened as recommended by the Academic Board as and when the Academic Board approves the final results of Faculties and Schools and settles the list of graduands from those Faculties and Schools.

STATUTE 36: AEGROTAT DEGREES

The University may confer an Aegrotat Bachelor’s degree in a programme on any person who has been unable to complete all the requirements for graduation on account of substantial or long-term ill-health or incapacity provided that the person has satisfactorily completed at least three-quarters of the coursework to be done and where the cumulative grade point average at that time indicates that but for the substantial or long-term illness or incapacity the person is more likely than not to have successfully completed the course and graduated. An Aegrotat degree shall not have any class or distinction ascribed to it.

STATUTE 37: HONORARY DEGREES

37.1The University may confer an honorary degree of Master or Doctor in any subject on any person it may consider worthy of such a distinction. A special Congregation for the conferment of honorary degrees shall be convened as and when Council shall determine. A person on whom an honorary degree has been conferred shall be given all the rights and

privileges associated with a degree of its class from the University.

37.2The Vice-Chancellor shall cause the Registrar to invite nominations from members of Council and Convocation for the conferment of honorary degrees. The Registrar shall be responsible for receiving and collating the necessary information for the Vice-Chancellor.

37.3The Committee of Council responsible for the selection of persons for the award of honorary degrees shall be composed of the Chairperson of Council as Chairperson, the Vice-Chancellor, the Pro-Vice-Chancellor, two members of Council and two members elected by the Academic Board. The Committee shall report to Council the names of persons selected for honorary degrees together with a statement of their careers and the grounds for their selection. Council shall approve the recommendation of the Committee before the persons concerned are notified in writing.

All proceedings concerning the award of honorary degree shall be confidential and on no account shall the nominee be privy to the process.

37.4.Processes for nomination including the final decision by Council shall be completed before the end of the first semester in each academic year.

37.5Honorary degrees shall not be conferred in absentia unless Council, for reasons to be reflected in its minutes, otherwise decides.

PART L – ADJUNCT AND EMERITUS PROFESSORS AND

ENDOWED CHAIRS

STATUTE 38 ADJUNCT PROFESSORS

38.1The Vice-Chancellor, on the recommendation of the Board of the associated Faculty or School, may appoint an Adjunct Professor. The person should be of Professorial status from a recognised university and should have a demonstrable track record of significant contribution to scholarship in the discipline concerned. In exceptional cases, a person from industry, commerce, public administration or professional practice with vast and relevant experience and having made significant contributions to his or her discipline or sector may be considered for appointment. The person shall maintain a continued commitment to the University and demonstrate the ability, during the period of Adjunct Professorship, of making distinctive contributions to the University.

38.2When an Adjunct Professor visits the University, he or she may be required to give lectures in his or her subject area.

38.3Subject to availability, the University may provide an office for the use of an Adjunct

Professor in carrying out research and handling assignments relating to post-graduate studies and extension activities.

38.4Where an Adjunct Professor is at post and is engaged by the University in teaching, research or for other academic purposes, he or she shall receive all remuneration that he or she shall be entitled to by virtue of such full or part-time employment.

STATUTE 39: EMERITUS PROFESSORS

39.1Council may, on the recommendation of the Academic Board, confer the title of Emeritus Professor on a Professor who has retired from the University. The person shall have a demonstrable track record of significant contribution to scholarship in the discipline concerned. The person shall maintain a continued commitment to the University and demonstrate the ability, during the period of Emeritus Professorship, of making distinctive contributions to the University.

39.2A Faculty or School wishing to have an Emeritus Professor appointed shall present the candidate’s curriculum vitae and a supporting statement to the Registrar for consideration by the College of Professors. The recommendation of the College of Professors shall be submitted to the Appointments and Promotions Board. Any appointment shall be by Council.

39.3An Emeritus Professor shall be an automatic member of Convocation and shall be entitled to the same privileges as a serving Professor at Congregations and Matriculations but shall not be an ex-officio member of the Academic Board or of any Faculty. An Emeritus Professor may be invited to give lectures in his or her subject area.

39.4Subject to availability, the University may provide an office for the use of an Emeritus Professor in carrying out research and handling assignments relating to post-graduate studies and extension activities.

39.5Where an Emeritus Professor is engaged by the University for teaching or research purposes, he or she shall receive all remuneration that he or she would be entitled to by virtue of such full or part-time employment.

STATUTE 40: ENDOWED CHAIRS

40.1Subject to financial and scholarly criteria that the Academic Board may prescribe from time to time and Council may approve, a Faculty or School may create an endowed Chair in any of its disciplines, Departments, Institutes or Centres. Funds to support the Chair shall not be from government subvention or from tuition fees but may be received from research

foundations or individual or corporate donations and benefactions.

40.2The occupant of an endowed chair shall be a Professor. He or she shall occupy the position for a period of not less than one academic year and not more than three academic years at a time. The occupant shall receive a grant as prescribed or agreed upon and shall carry out the research, product development, publication or extension service for which he or she was appointed to occupy the endowed chair. The occupant shall be required to mentor faculty members and, where appropriate, lead at least one graduate level seminar.

PART M – STUDENT MATTERS

STATUTE 41: UNIVERSITY AND EXTERNAL PROGRAMMES

41.1No person shall qualify to graduate from the University with a degree, diploma, certificate or other academic distinction without having pursued a programme of study approved by the Academic Board in a Faculty or School of the University.

41.2Programmes of study pursued by a student of the University in an institution or a place approved by the Academic Board on the recommendation of the Faculty Board, may, with the approval of the Academic Board, be deemed part of a qualifying scheme for a degree, diploma, certificate or other academic distinction in the University provided that a candidate for the award of such a degree should have been registered in the University for at least a period of two consecutive academic years including the final year for undergraduate students, and one year in the case of graduate students.

STATUTE 42: HALLS OF RESIDENCE AND HOSTELS

42.1There shall be halls of residence and hostels of the University and such other residential facilities for students in the University bearing such names as Council may determine.

42.2Each hall of residence, hostel or other residential facility shall consist of such number of students, senior members and other employees of th e University as the Residence Committee may determine. Every Senior Member shall be assigned to a hall of residence as a Fellow.

42.3Each hall of residence, hostel or other residential facility shall, where conditions permit, be managed, subject to the Statutes, by a Hall Council or Hostel Council, as the case may be, consisting of the Hall Master or Hall Warden, six Hall Tutors and six Junior Members including the President, Secretary and Treasurer of the Junior Common Room Committee.

42.4The Hall or Hostel Council responsible for the management of each hall, hostel or residential facility shall be responsible for recommending disciplinary action against any

Junior Member with respect to breach of discipline of the hall, hostel or facility, provided always that where the breach of discipline will result in dismissal or is in the opinion of the Hall Council, a major breach of discipline, the matter shall be referred to the Academic Board through the Vice-Chancellor.

42.5The Hall or Hostel Council shall ensure that each hall or hostel is self-financing.

STATUTE 43: STUDENTS’ REPRESENTATIVE COUNCIL

43.1There shall be a Students’ Representative Council (SRC) elected by and representing the Junior Members of the University. The SRC shall be the official organ of the Junior Members of the University and shall be responsible for:

(a)Promoting the general welfare and interest of students, co-ordinating the social, cultural, intellectual and recreational activities of the students in the University.

(b)Presenting the views of the students of the University to the appropriate body or bodies depending upon the nature of the matter.

(c)Establishing links and maintaining cordial relationships with students of other universities, educational and voluntary institutions within and outside Ghana.

(d)Nominating student representatives to serve on appropriate University bodies and committees.

(e)Promoting cordial relationships among all sections of the University community and maintaining a good relationship with past students of the University.

(f)Publishing a record of students’ activities.

43.2The Constitution of the SRC shall be submitted through the Dean of Students’ Affairs to the Academic Board for consideration.

PART N: DISCIPLINE

STATUTE 44: DISCIPLINE AND PENALTIES

44.1The Vice-Chancellor shall be responsible for discipline within the University and in this connection shall act in accordance with rules formulated by Council. The Vice-Chancellor may delegate any part of his or her authority in respect of discipline as he or she shall deem appropriate.

44.2The following major penalties may be imposed only by the Vice-Chancellor, the Academic Board or Council, as the case may be, for breaches of discipline:

(a)Dismissal.

(b)Termination.

(c)Suspension for a stated period without pay.

(d)Reduction in rank or grade.

(e)Deferment of increment, i.e. postponement of the date on which the next increment is due, with corresponding postponement in subsequent years.

(f)Stoppage of increment i.e. non-payment for a specified period of an increment otherwise due.

(g)Forfeiture of pay for a stated period.

(h)Rustication.

(i)Withholding of certificates for a period not exceeding four years.

(j)Cancellation of certificate.

44.3Only Council has the power to dismiss or terminate the appointment of Senior Members.

44.4The following minor penalties may be imposed by the appropriate authority for breaches of discipline:

(a)Reprimand.

(b)Withholding of increment.

(c)Caution.

(d)Warning.

44.5Any person affected by any decision of the Vice-Chancellor or the person or body to whom he or she has delegated authority shall have the right of appeal to the Vice- Chancellor or to Council, as the case may be.

44.6Council may by rules or regulations make further provisions relating to disciplinary matters of the University.

STATUTE 45: DISCIPLINE OF SENIOR MEMBERS

45.1In furtherance of statutes 3 and 41, and in furtherance of the Vice-Chancellor’s disciplinary authority, disciplinary proceedings may be instituted against Senior Members in compliance with the provisions that follow.

45.2A Senior Member against whom disciplinary proceedings are instituted shall be informed in writing of the complaint or charges against him or her.

45.3The Vice-Chancellor shall refer the complaint or charges to the Disciplinary Committee (Senior Members) to investigate and to report its findings and recommendations as soon as practicable to the Vice-Chancellor. The Disciplinary Committee shall be at liberty to co-opt

up to two members to assist it with its work.

45.4In the course of investigation proceedings, a Senior Member under investigation shall have the right to:

(a)Be present when any complainant or witness is being interviewed by the Disciplinary Committee.

(b)Ask such person any question as is relevant to the matters under investigation.

(c)Inspect any document that will be tendered and comment on or object to it.

(d)Bring and examine a witness.

(e)Tender any document or evidence.

(f)Make any submission or statement in support of one’s case.

(g)Appear with Counsel of his or her choice at the Senior Member’s expense.

45.5Upon receipt of the report of the Disciplinary Committee, the Vice-Chancellor, if satisfied that a case has been made for a Senior Member to be disciplined, may require the Senior Member concerned to show cause why he or she should not be disciplined. The hearing to show cause shall be presided over by the Vice-Chancellor or the Pro-Vice-Chancellor only. The Senior Member concerned at this stage shall be given a copy of the Disciplinary Committee’s report. A decision by the Vice-Chancellor may be appealed against to Council, whose decision in the matter shall be final.

STATUTE 46: DISCIPLINE OF JUNIOR MEMBERS

46.1Without prejudice to the University’s right to take appropriate legal measures as it deems necessary or to lodge a criminal complaint culminating in the prosecution of any person, the following shall be major offences which shall attract the dismissal of a Junior Member:

(a)Gaining admission into the University or a Hall of Residence or Hostel through falsified records, fraud, deceit or impersonation.

(b)Examination malpractice.

(c)Any individual or collective action which threatens to disrupt or disrupts the academic and/or normal life on campus or which brings the University into disrepute.

46.2It shall be the responsibility of the Vice-Chancellor in consultation with the relevant Dean of Faculty or School, and Head of Department or Director of Institute or Centre or the Dean of Students’ Affairs and the relevant Hall Council and subject to the Statutes and regulations to provide for the discipline of Junior Members of the University.

46.3The Vice-Chancellor may delegate his or her authority, subject to such review procedures, as shall seem appropriate. In furtherance of the foregoing,

(a)Each Hall Council shall be responsible for recommending to the Vice- Chancellor the necessary disciplinary action against a Junior Member of such Hall for any breach of Hall discipline except those breaches

that might result in dismissal.

(b)Where a breach other than those stated under (a) above might result in dismissal, such matter shall be referred to the Vice-Chancellor who shall refer

same to the Academic Board for decision. The person concerned must be notified in writing of the grounds on which disciplinary action is being taken against him or her and must be given reasonable opportunity to defend himself or herself before a five-

member Disciplinary Committee set up by the Academic Board.

STATUTE 47: DISCIPLINE OF STAFF

Any Senior Staff or Junior Staff may be removed from office for good cause by the Vice- Chancellor provided that:

(a)The Vice-Chancellor shall be advised by, or shall consult with, the relevant Dean, if any, and/or Head of Department concerned to provide for the discipline of staff other than Senior Members.

(b)The Vice-Chancellor may delegate his or her authority, subject to such review procedures as shall seem appropriate.

(c)The person concerned has been notified in writing of the grounds on which consideration is being given for the termination of his or her appointment, and has been given a reasonable opportunity to defend himself or herself before a Disciplinary Committee constituted by the Vice-Chancellor.

STATUTE 48: ABSENCE FROM WORK AND VACATION OF POST

48.1A Senior Member or staff who absents himself or herself from duty for a period of three working days or more but less than ten, without prior permission where it was reasonable to have obtained prior permission, or without reasonable cause or explanation where prior permission was unreasonable or impracticable under the circumstances to obtain, shall be cautioned for a first offence and have the pay and emoluments for the period concerned calculated and deducted from the monthly entitlements. A second offence within a period of three months shall attract a warning and the pay and emoluments for the period concerned shall be calculated and deducted from the monthly entitlements. A third offence within a period of six months shall be considered a vacation of post and the person’s appointment may forthwith be terminated.

48.2A Senior Member or staff who absents himself or herself from duty for a period of ten working days or more without prior permission where it was reasonable to have obtained

prior permission, or without reasonable cause or explanation where prior permission was unreasonable or impracticable under the circumstances to obtain, shall be deemed to have vacated his or her post and his or her appointment may forthwith be terminated.

48.3Permission shall be obtained from the Vice-Chancellor for any travel abroad by a Senior Member or Senior or Junior Staff.

PART O – MISCELLANEOUS

STATUTE 49: BASIC AND SENIOR HIGH SCHOOLS

49.1The University shall maintain basic schools and a senior high school. These schools shall maintain the highest academic standards and shall be properly resourced to perform their functions. They shall be managed with a view to making them leading, co-educational schools with the highest calibre staff and pupils and students, and with outstanding performance in curricular and co-curricular activities. The governing board of the basic schools shall be the Basic Schools Governing Committee, which shall be chaired by a member elected by the Academic Board. The governing board of the senior high school shall be the Senior High School Governing Committee, which shall also be chaired by the Dean of Academic Affairs.

49.2The basic schools shall be wholly owned by the University and they shall be managed as a viable going concern. The basic schools shall comprise the Kindergarten, the University Primary School and the University Junior High School, each to be headed by a Senior Member. Subject to the pupil’s performance, progression from one basic school to the next higher school shall be automatic.

49.3The University Practice Senior High School shall maintain a special relationship with the Ghana Education Service, but the University shall provide the required land, premises and facilities, including classrooms, laboratories, farms, staff bungalows, dormitories, furnishing, equipment, plant and machinery, for effective teaching and learning. In this regard, the University Practice Senior High School shall be at liberty to charge additional fees in respect of its overheads, facilities or development activities.

STATUTE 50: EXTERNAL AUDITORS

51.1All members of committees of the Academic Board and the Administrative and Social Services Board shall be elected except the ex-officio members. All elected members of University boards and committees shall hold office for a term of two years and shall be eligible for re-election for a second consecutive term only.

51.2Unless as otherwise provided by the Law, the Statutes or regulations adopted pursuant thereto, the quorum for the transaction of business of any University body shall be not less than fifty percent of the total membership of that body or if such one-half is not a whole number, then the next higher whole number. If any Committee is unable to raise a quorum within thirty minutes after the time stipulated for the commencement of the meeting for two successive meetings, the Chairperson of that Committee shall report to the Vice-Chancellor for advice.

51.3No decision reached at a meeting of any University body shall be valid unless it received the approval of not less than fifty percent of the members present and voting at that meeting. If there is an equality of votes in respect of any decision reached at any meeting, the Chairperson of the meeting shall have, in addition to his or her original vote, a casting vote.

51.4Subject to such regulations as may be made under the Statutes, any question as to the procedure to be observed in respect of any matter arising at a meeting of any University body or Committee shall be determined by the entire members present at such a meeting.

51.5Unless otherwise provided, all committees and boards of the University shall meet at least twice every semester.

51.6The Secretary to any committee of Council, the Academic Board or the Administrative and Social Services Board shall submit minutes or a summary of decisions of the meeting to members of the committee within two weeks of the meeting.

51.7Except for confidential matters, members of boards and committees who represent various bodies shall be required to report the decisions taken at the various meetings that they attend to the bodies that they represent within two weeks of the receipt of the minutes or summary of decisions, as the case may be.

51.8The remuneration, allowances and honoraria of the Chairperson, Members and Secretaries of all Boards and Committees shall be determined from time to time by Council.

51.9No act or decision of any University body shall be invalid by reason of the existence of any vacancy among its members or defect in the appointment of any of its members.

STATUTE 52: OFFICIAL ORGANS OF COMMUNICATION

52.1There shall be a Calendar, published annually; a Gazette, published quarterly; and a Bulletin, published monthly. Announcements in any of these publications shall be or shall be deemed to be sufficient official notification to all members of the University.

52.2It shall be the responsibility of the Chairperson of a Statutory Committee to furnish the Registrar, for publication in the appropriate University organs, a summary of all decisions taken at each meeting on matters of general interest to the University.

STATUTE 53: ANNUAL REPORTS

53.1There shall be an annual report on the University submitted by the Vice-Chancellor to Council within six months after the end of each academic year for publication, taking into account reports from the various sections of the University. It shall be the responsibility of Deans of Faculty, Heads of Department or Section, and Chairpersons of Statutory Committees to submit reports on the activities of their Faculties, Departments, Sections and Committees to the Vice Chancellor for inclusion in the Annual report

53.2Committees of the Academic Board and Committees of the Administrative and Social Services Board, as the case may be, shall report, and speak to the report, at least once every academic year to their respective Boards. The Chairperson and Secretary of both Boards may schedule the presentations such that some Committees report and make their presentations in the first semester and others in the second semester.

STATUTE 54: SEAL OF THE UNIVERSITY

The Seal of the University shall be in the personal custody of the Registrar and shall be affixed to any document pursuant to a resolution of Council directing the affixing of the Seal by the Registrar or some member of the University Staff in the presence of the Vice-Chancellor or in his or her absence, the Pro-Vice-Chancellor. This clause shall not apply to the sealing of Diplomas and Certificates awarded under the authority of the Academic Board.

55.1The Academic Board and the Administrative and Social Services Board may each make regulations for their procedures and for the exercise of their powers under the Statutes.

55.2The Academic Board and the Administrative and Social Services Board shall not make or ratify any regulation, altering, revoking or adding to the regulations for the time being in

force except at a regular meeting of the Board concerned and unless notice of the proposed regulation has been given on the agenda paper for the meeting.

55.3Each Statutory or other Committee and each Faculty Board may, subject in each case to review by the Academic Board or the Administrative and Social Services Board, as the case may be, make rules for its own procedure and for the exercise of the powers assigned or delegated to it by or under any regulations of the Academic Board or the Administrative and Social Services Board.

55.4All regulations approved by the Academic Board or the Administrative and Social Services Board, as the case may be, and amendments to them shall be codified and numbered serially and published by the Registrar.

55.5The Academic Board and the Administrative and Social Services Board shall, in approving or ratifying or making or altering or removing regulations, observe the following conditions:

(a)No regulation shall be repugnant to the existing laws of Ghana

(b)No regulation shall conflict with the Statutes of the University for the time being in force.

(c)No person shall be allowed to take any degree other than an honorary degree, without examination or other adequate test except an aegratat degree.

(d)Where any regulation or Statute conflicts with any law of Ghana, such law shall prevail

55.5If any question arises as to the validity of any regulation made by the Academic Board or the Administrative and Social Services Board under the Statutes, the question shall be referred to Council for determination, and Council shall be at liberty to seek legal opinion in making its determination.

55.6Matters not expressly covered in the Law or in the Statutes or in regulations, may be determined by the Vice-Chancellor in consultation with the Academic Board and subject to the approval of Council.

STATUTE 56: AMENDMENT TO STATUTES

56.1The Academic Board may recommend to Council amendments to the Statutes and/or the Schedules to the Statutes. Any proposals for amendments to the Statutes shall be made at a meeting of the Academic Board provided that:

STATUTORY COMMITTEES OF COUNCIL

1.Finance Committee

Quorum: Five, including either the Chairman of Council or the Vice – Chancellor.

2.Development Committee:

3 Entity Tender Committee

Membership: Chairman of Council

Vice-Chancellor

Registrar

Director of Finance

(a)Review procurement plans in order to ensure that they support the objectives and operations of the Faculty, Institution, Department or Entity.

(b)Confirm the range of acceptable costs of items to be procured and match these with the available funds in the approved budget

(c)Review the schedules of procurement and specifications and also ensure that the procurement procedures to be followed are in strict conformity with the provisions of the Public Procurement Act, 2003 (Act 663), its operating regulations and guidelines

(d)Ensure that the necessary concurrent approval is secured from the relevant Tender Review Board, in terms of the applicable threshold in Schedule 3 of the Act, prior to the award of the contract

(e)Facilitate contract administration and ensure compliance with all reporting requirements under the Act, and

(f)Ensure that stores and equipment are disposed of in compliance with the Act.

4.Appointments and Promotions Board:

4.1.There shall be one Appointments and Promotions Board for all categories of Senior Members.

Membership:

The Appointments and Promotions Board for Senior Members shall consist of the following:

(a) The Vice-Chancellor, Chairman

(b)The Pro Vice-Chancellor

(c)Two professors elected by the Academic Board, one to

represent the Humanities and the other to represent the Sciences (Alternates for the two shall also be elected).

(d)The Dean of the Faculty/School in which the appointment is being made,

(e)One other Dean as appropriate out of:

(i)Deans of the Faculties of Arts, Social Sciences, and Education for appointments and promotions in the Humanities,

(ii)Deans of the Faculties of Agriculture and Science for

appointments and promotions in the Sciences,

(f) The Head of Department in which the appointment is being made,

(g)The Head of Cognate Department as defined by the Academic Board

4.2.Persons from outside the University may be co-opted as appropriate

4.3.The quorum shall be five and no business shall be conducted unless the following are present:

(a) The Vice-Chancellor or in his/her absence the Pro-Vice – Chancellor

(b)One elected professorial member,

(c)The Dean of the Faculty (except as provided for in sub-regulation (4.3)

(d)The Head of Department(except as provided for in sub-regulation (4.3)

4.4.The Vice-Chancellor shall be present for all appointments or promotions to Associate Professor or Professor and equivalent grades.

4.5.The Board shall review applications received in the light of the following:

a. Applicant’s formal qualifications: b. Applicant’s experience:

c. Applicant’s age:

d. Status of contract (short term, long term, post retirement etc):

e. Recommendations of the Faculty/Administration Appointments and Promotions Committee: and

f. Report of External Assessors.

4.6.Appointments or promotions shall be made to a named department or departments in a named discipline or profession and in the broad subject area rather than to sub-areas of specialization.

4.7.Proceedings of the Board shall be kept in the form of minutes on general policy matters; and minutes of individual appointments.

4.8.All minutes of the Board shall be provided to all members of the Board.

4.9.Recommendation on matters of general policy shall be made to the Academic Board for consideration.

4.10.Minutes of individual appointments shall be circulated to Heads of Departments Deans \Directors of the Faculties/Schools/Institutes concerned.

4.11.Minutes covering all proceedings of the Board shall be deposited at the Main Library under the specific custody of the Librarian. Minutes of individual appointments, however, shall be kept under security, such that, subject to sub-regulation, (4.10) and (4.12) of this regulation, access to them shall require the written permission of the Vice-Chancellor.

4.12.The Registrar shall communicate the decision of the Board to the applicant within two weeks, and in the case of appointments requiring prior approval by the University Council, within two weeks after such approval.

4.13.Except as provided for in sub-regulations (4.10) and (4.12) of this regulation, all documents in the appointments or promotions process and all discussions at the Board shall be secret and confidential.

4.14.The Appointments and promotions Board shall constitute any Sub-Committee as it deems fit.

5.Faculty Appointments and Promotions Committee:

5.1. There shall be in each Faculty a Faculty Appointments and Promotions Committee. The

Department in the first instance. The Head of Department, on receipt of an application, shall arrange to conduct an interaction by members of the Department with the candidate and submit a report thereon to the Dean or Director who shall refer it to the Faculty Appointments and Promotions Committee for consideration.

No applications shall be withheld from the Faculty Appointment and Promotions Committee.

5.5.The Committee shall consider applications for appointments and promotions and shall forward the papers of all applicants with its comments and recommendations to the University Appointments and Promotions Board.

6.Administration Appointments and Promotions Committee:

6.1.There shall be an Administration Appointments and Promotions Committee appointed by the Vice-Chancellor in consultation with the Registrar.

6.2.Membership shall comprise the Registrar as Chairman, all Deputy Registrars, Director of Finance, Director of Physical Development and Estate Management and University Health Services.

6.3.The Committee may co-opt others as appropriate to assist in its work.

6.4.The Committee shall consider all applications for appointments and promotions and forward the papers of all applicants with its comments and recommendations to the Appointments and Promotions Board.

6.5.The Administration Appointments and Promotions Committee shall meet at least once a semester.

6.7.Appeals Relating to Appointments and Promotions:

The Appointments and Promotions Board may, on application, review its own decisions affecting appointments or promotions. Appeals shall lie from the Appointments and Promotions Board to the University Council. In considering such appeals, Council may be assisted by an expert

appointed by Council.

6.8.Appointments and Promotions of Staff (other than Senior Members)

There shall be an Appointments and Promotions Committees constituted as below for:

a.Senior Staff Appointments and Promotions Committee

Membership: Pro Vice-Chancellor – Chairman Registrar or his Representative

The Head of the Department concerned or his/her representative: One person appointed by Academic Board.

One external assessor appointed by the Registrar on the

recommendation of the Dean/Head of the respective faculty/department/ section/unit.

Quorum: Three including Pro Vice-Chancellor, the Head of the

Department concerned or his representative and the external assessor.

b.Junior Staff Appointment and Promotions Committee

Membership: The Deputy Registrar (Division of Human Resource) – Chairman Senior Assistant Registrar or Assistant Registrar in charge of Personnel matters;

Director of Finance or his representative

Director of Internal Auditor or his or her representative Head of Department or his/her representative

Quorum: Three, including the Head of the Department concerned.

The committees established under this regulation shall in the case of Senior Staff consider all applications and make its recommendation to the Vice-Chancellor.

9 Ghana University Superannuation Staff Scheme Management Board:

Membership: Four members to be appointed by Council of whom two shall be from the Council, and two from outside the Institution.

One of the members from outside the University shall be appointed as Chairman by Council.

Two academic senior members elected by their members from among themselves.

One non-teaching senior member elected by their members from among themselves.

One each of senior staff and junior staff elected by their members from among themselves where applicable.

The Registrar

The Director of Finance

The Director Internal Auditor

Quorum: Half of the membership.

SCHEDULE B

STATUTORY COMMITTEES OF THE ACADEMIC BOARD

1. Executive Committee

Membership: Vice-Chancellor – Chairperson Pro Vice-Chancellor

All Deans

2 other Members elected by the Academic Board

Director, Directorate of Academic Planning and Quality Assurance (DAPQA)

Quorum: Fifty percent of the membership.

Functions: The Functions of the Committee are:

a)to take such actions and make such decisions as may be necessary to implement the general policy established by the Academic Board, and to carry out such other functions as may from time to time be delegated to it by the Academic Board

b)to decide on the strength of all establishments in the University and the need or otherwise for the creation of new posts in consultation with relevant Heads of Departments

c)to receive from the Registrar annually, reports as to whether all Committees of the Academic Board have functioned properly throughout the year, and

d)to advise the Academic Board on University Scholarship policy and to award such University Scholarships as may be approved from time to time.

The decisions of meetings of the Executive Committee shall be reported to the Academic Board at its next meeting by the Vice- Chancellor for its approval.

2.Academic Planning and Management Committee

b.To promote effective teaching for critical thinking

through programmes that are well packaged without losing the core academic focus of the University.

c.to ensure standard research by writing out research proposal that can sell and be executed to register the University’s presence in the Ghanaian economy and the international domain.

d. To work to achieve good professionalism among the staff of

the

University as desired by the Academic Board

(e)to study the operational situation of the University and

make appropriate recommendations towards

the establishment and/or improvement of the teaching and learning structures of the University.

3.Basic Schools Governing Committee:

4.Bookshop Committee:

5.Disciplinary Committee (Senior Members):

Academic Board to determine cases of disciplinary offences referred to it.

6.Information Communication Technology (I.C.T.) Committee

(d)To offer advice on the acquisition of Computers in the University.

7.Inter-Faculty Committee on Institutional Affiliation (IFCIA)

Bookshop Manager,

Librarian – non-voting member;

One elected representative of GRASAG

One elected representatives of the S. R. C.

Quorum: Fifty percent of the membership.

Functions: Subject to the directions of Academic Board, to supervise

and direct the operations of the Library and such other matters as may be delegated to it.

11.Planning and Resources Committee:

Quorum: Half the total membership, including the Vice-Chancellor or the Pro Vice- Chancellor, Director of Finance or his Deputy, Registrar or his Deputy, Director of Development.

Functions: The functions of the Planning and Resources Committee are:

a)to advise the Academic Board on the future development of the University on matters regarding academic, physical, financial and human resources development;

b)to advise the Academic Board on appropriate planning models and strategies covering all aspects of the University’s activities as stated in section (a) above.

c)to give general guidelines and directions to the operation of

the Directorate of Academic Planning and Quality Assurance (DAPQA)

d)to advise the Academic Board on matters related to the establishment of new departments

e)to consider the immediate and long-term academic needs of the University and design appropriate strategies and plans

f)to advise on new courses of study for the University taking into consideration, the manpower needs of the nation and the goals set for the University.

12.Publications Board:

13.Residence Committee:

There shall be a Residence Committee of the University with the following :

Membership:

Pro Vice-Chancellor – Chairman

Heads of Halls or their representatives

Dean of Students

President of SRC

President of GRASAG

Presidents of JCRCs

Quorum: Fifty percent of the membership, including the Pro Vice-Chancellor

Functions: The functions of the Residence Committee are:

a)to keep under review the Hall System

b)to make adequate provision for the supervision and welfare of Junior Members;

c)to formulate policies regarding catering in the Halls by students.

14.Sexual Harassment Committee

Membership: Chairperson appointed by Vice-Chancellor Representative of UTAG

Representative of FUSSAG

Representative of GRASAG Representative of TEWU Representative of GAUA Representative of SRC

Senior Assistant Registrar, Academic Affairs, Secretary

Functions: The functions of the committee are:

(a)to receive complaints

(b)to investigate complaints

(c)to make recommendations to the Vice-Chancellor

(d)to take responsibility for monitoring compliance

(e)to provide education for the entire community, including providing avenues for education and training on the University’s Policy on Sexual Harassment to: Heads of Department and Academic advisors, Hall Counsellors, the Counselling Centre, Dean of Students and personnel of the Office of the Dean of Students

(f)to ensure that the following receive training on sexual harassment during orientation: newly recruited staff and fresh students.

(g)to be responsible for the production and dissemination of educational materials to the general University Committee.

Quorum: Fifty percent of the membership.

15.Time-Table Committee:

Function: To draw up time-table for teaching and examinations in consultation with the Teaching and Examinations Section. Faculty representatives are to work in close consultation with the Deans over time-table issues.

16.Training and Development Committee

(b)Conducting induction training for Deans, Heads of Academic Departments/Sections/Units

(c)Conducting Orientation for newly appointed academic and administrative staff

(d)Responsible for processing of study leave applications.

(e)Responsible for processing scholarships

e.g. Ghana Scholarships, Fulbright, Commonwealth etc.

17.Research & Conferences Committee:

all applications on grant chargeable to the special Research and Conferences Fund;

(b)to maintain links with Research-funding agencies and to serve as a channel for major research projects;

(c)to make known and publish periodically,

research activities undertaken and progress made within the University;

(d)to consider applications from members of staff to attend conferences.

Membership: Vice-Chancellor – Chairman; Pro Vice-Chancellor;

Deans of Faculty;

Director, Institute of Education;

One representative elected by Departmental Boards of the Faculty of Education;

Chief Director, Ministry of Education or his representative; Principals of affiliated Colleges of Education.

Quorum: Fifty percent of the membership.

Functions: (a) to approve the courses of study of the Colleges of Education.

(b)to conduct examinations of the Institute and appoint Examiners, and;

(c)to recommend to the Academic Board the award

of certificates or Diplomas to successful candidates of the constituent Colleges.

19.Governing Board – Institute for Educational Planning and Administration:

Membership: Pro-Vice-Chancellor – Chairman;

Chief Director, Ministry of Education, UCC The Rector, G.I.M.P.A or his representative The Director, I.E.P.A.

The Director General, G.E.S. or his representative Representative of N.C.T.E.

Director, Manpower Board (Ministry of Finance)

The Secretary, Ghana National Commission on UNESCO The General Secretary, G.N.A.T.

Quorum: Fifty percent of the membership.

20.Institute for Development Studies (IDS) Board

b.To keep under review policies governing the operation of the Institute.

21.Board of Graduate Studies and Research

the graduate handbook from time to time.

(d)To periodically initiate the process for review of the graduate curricula.

(e)To make recommendations to the Academic Board for the

award of post-graduate diplomas and higher degrees upon recommendations from Faculty Boards.

(f)To liaise with Heads of Department on post-graduate matters in their various Departments.

(g)To establish and maintain links with graduate schools in other universities or institutions and promote exchanges of graduate students and staff engaged in graduate work between this University and other institutions

22.Centre for Continuing Education (CCE) Board:

(b)To advise the Academic Board on the future development of the CCE, on matters regarding academic, physical, financial and human resource development;

(c)To consider the immediate and long-term academic and professional needs of workers, in general, and personnel in the Ghana Education Service and design appropriate programmes, plans and strategies to train them;

(d)To consider any matters that the University Council, Academic Board, Vice-Chancellor and the Faculties may refer to it from time to

time;

(e)Submit periodic reports on its deliberations to the Vice-Chancellor.

SCHEDULE C

COMMITTEES OF THE ADMINISTRATIVE AND SOCIAL SERVICES BOARD

1.Audio Visual Committee

b.To consider the requirements of the Audio Visual Centre

2.Campus Security and Safety Committee:

at the University and suggest improvements.

3.Chaplaincy Committee

Membership: Chairman elected by the Academic Board All Chaplains of the University

One senior member from each Chaplaincy Committee One senior staff from each Chaplaincy Committee One junior staff from Cape Coast

All ordained priests on campus i.e. ordained employees\students – ex- officio members.

Senior Assistant Registrar/Assistant Registrar (Students Affairs)

– Secretary

Quorum: Fifty percent of the membership.

(b)to organize joint worship for the whole community on such occasions as may be appropriate.

(c)to be responsible for the upkeep of the University Chapel

(d)to be liaison between the religious groups on campus and the University authorities; and

(e)to recommend the approval of Chaplaincy Committees as they are formed.

4.Committee of Heads of Halls:

b.To handle general complaints from Faculties about students matters not specific to a Hall of Residence or an academic department.

c. To exercise general supervision over students general welfare, joint activities and services not organized on Hall or Departmental basis such as clubs/societies and study visits.

5.Cultural Activities Committee:

(c)To co-ordinate and regulate the activities of the cultural groups.

6.University Health Services Committee:

(b)To keep under review the functioning of the University Hospital, medical and environmental services and make recommendations to the Academic Board.

(c)The Committee shall also be responsible for the maintenance of appropriate and up-to-date records of all the activities of the University Hospital.

(d)The Committee shall establish such sub-committees as it may

consider necessary and it shall meet, at least, twice in a semester.

7.Housing Committee:

allocating housing units in accordance with an approved allocation system

(c)to allocate housing units to staff in the University.

8.Public Relations Committee:

(b)To plan and make programmes for all official ceremonies, e.g. Congregation.

(c)To organize and co-ordinate all public lectures in the University.

(d)To maintain contact with the University Alumni Association.

(e)To co-ordinate the activities of the Hall Alumni Associations.

9.Senior Common Room Committee:

10.Sports and Recreation Committee:

Membership: Chairman elected by the Academic Board

(b)To advise the Finance Committee on provision of facilities for sports and recreation

11.Survey Committee:

Functions: To consider requests for the disposal of obsolete

University property and recommend the appropriate action after inspection.

12.Transport Committee:

Membership: Pro-Vice-Chancellor – Chairman One representative elected by each Faculty Board

One representative elected by Academic Staff of the University; One representative elected by Senior Staff of the University; One representative elected by Junior Staff of the University; One representative elected by GRASAG

One representative elected by Students Representative Council;

SCHEDULE D

CRITERIA FOR APPOINTMENTS AND PROMOTIONS OF SENIOR MEMBERS (TEACHING)

1.0GENERAL PROVISIONS FOR APPOINTMENTS Procedure for Full-time Appointments

1.1All fresh, full time appointments shall be by interview.

1.2Candidates seeking appointment to teaching positions must obtain the University’s Application for Appointment Form from the Registrar, and complete in quadruplicate.

The following documents must accompany the completed forms:

i)Transcripts of academic qualifications and photocopy of certificates.

ii)Detailed, updated curriculum vitae.

iii)At least two recent passport-sized photographs.

iv)Names of at least three (3) referees one of whom should have known the candidate as a student.

1.3On receipt of the completed Forms by the Registrar, the following procedure shall

apply :

i)The Registrar must verify and authenticate the publications, documentations and certificates of applicants.

ii)The Registrar shall forward the Forms to the appropriate Head of Department after satisfying himself/herself that all relevant documents have been provided by the applicants.

iii)The application shall be considered by the Departmental Appointments and Promotions Committee for the purposes of interaction with the applicant in the first instance within two (2) weeks to cross check the qualification, content, as well as the relevance of the applicants’ expertise to the achievement of the Departmental objectives. The report of the Departmental Committee should be duly signed by all members present.

1.4On receipt of the report from the Head of Department, the Dean shall refer the report, together with all the specified documents, including, at least, two Referees’ Reports on the candidate, to the Faculty Appointments and Promotions Committee for consideration.

1.5The Faculty Appointments and Promotions Committee shall forward its Report duly signed by all the eligible members to the Registrar.

1.6On receipt of the Faculty Appointments and Promotions Committee’s report, the Registrar shall present the candidate, together with all reports on him/her, to the University’s Appointments and Promotions Board for interview.

1.7The decision of the Appointments and Promotions Board on the candidate shall be communicated to the candidate and other University Authorities concerned.

2.0Qualifications for Appointment

2.1Assistant Lecturer

In special cases candidates with M.Phil or research based MBA, or any equivalent qualification, may be considered. Candidates appointed under such conditions must take steps to obtain a Ph.D. at most five years after appointment before candidate may be considered for promotion to the next higher position of Lecturer. Candidates who fail to move to the next stage of a lecturer will not be eligible to apply for renewal of contract appointment.

2.2Lecturer

A candidate seeking appointment as Lecturer must:

i.possess a Ph.D. in the relevant field of specialization.

ii.have teaching/research experience, preferably from a tertiary institution.

iii.provide evidence of publications. This will be an advantage.

2.3Senior Lecturer

A candidate seeking appointment as Senior Lecturer must:

i.satisfy the academic qualification specified for Lectureship under (1.2) above.

ii.have at least four years post-qualification teaching/research experience in an analogous institution of higher learning.

iii.have at least five refereed publications in his/her area of specialization.

2.4Associate Professor/Deputy Librarian

A candidate seeking appointment as Associate Professor/Deputy Librarian must:

i.satisfy the academic qualifications specified for Senior Lecturer under (1.3) above.

ii.have taught in an analogous institution of higher learning for a minimum of four years as Senior Lecturer, or worked as a Senior Assistant Librarian for a minimum of four years in a University or analogous institution, in the case of a Deputy Librarian

iii.have at least seven (7) refereed publications since his/her last appointment as Senior Lecturer/Senior Assistant Librarian or must have a total of twelve (12) refereed publications since appointment as Lecturer/Assistant Librarian.

iv.produce evidence of any other research/professional activity.

2.5Professor/Librarian

For appointment to the rank of Full Professor/Librarian, a candidate must:

ii.satisfy the academic qualification for the rank of Associate Professor/Deputy Librarian.

iii.have taught for a minimum of two (2) years as Associate Professor or have considerable number of years of teaching/research experience in a University or a comparable institution. In the case of Librarian, the candidate must have worked for a minimum of two (2) years in a University or analogous institution as Deputy Librarian.

2.5.1Age Limit for Appointment

The age limit for fresh appointment to a Lectureship position for those without Ph.D. as specified above is forty-five (45) years.

2.6Probation Period

2.6.1All newly appointed persons without University teaching experience shall serve a probation period of not less than one (1) year.

2.6.2Mentorship for the Appointee – If the Appointments and Promotions Board approves an application for appointment, the appointee may be assigned to a Mentor for the period of his/her probation.

3.0Confirmation of Appointment

All appointments on probation (other than temporary appointments) shall be subject to confirmation at the end of the probation period.

3.1Procedure for Confirmation of Appointment

3.1.1At the end of the probation, the appointee’s Mentor shall submit a report in accordance with the approved guidelines for reporting on appointees on probation to the Head of Department.

3.1.2On receipt of the Mentor’s report, the Head of Department shall attach his/her completed Assessment Form on the appointee and submit same to the Dean of Faculty.

3.1.3The Dean shall vet the two reports and if he/she finds the reports satisfactory, he/she

shall forward same for consideration by the Faculty Appointments and Promotions Committee.

3.1.4The Faculty Appointments and Promotions Committee shall submit its report to the Registrar.

3.1.5On receipt of the Faculty Appointments and Promotions Committee’s report, the Registrar shall ensure that the reports are in order before preparing same for consideration by the Appointments and Promotions Board.

3.2Unsatisfactory Reports after Probation

At the end of probation under (2.1) above, if a report (s) is/are found to be unsatisfactory, the period of probation may be extended for up to one (1) academic year.

3.3Satisfactory Reports

3.3.1If the reports are satisfactory, the decision of the Appointments and Promotions Board shall include confirmation of the appointment for up to the first six (6) years, with effect from the date of appointment, to mark the end of the appointee’s first contract appointment.

3.3.2The decision of the Appointments and Promotions Board shall be communicated to

the appointee.

4.0Renewal of Contract Appointment

All non-tenure appointments are subject to renewal at the end of an existing contract period.

4.1Procedure for Renewal of Contract Appointment

4.1.1At least six (6) months to the end of his/her existing contract, the appointee should be reminded to apply in writing, indicating his/her intention to renew or otherwise, the contract.

The following contract periods shall apply in relation to publications:

i.Without any publication during the contract period: contract to be renewed for two

(2) years.

iii.Two (2) or more publications: contract to be renewed for six (6) years.

4.1.2Any application under (3.1.1.) above shall:

i)specify the number of years for which the appointee intends the contract to be renewed, (e.g. 2, 4 or 6 years).

4.2Mode of Application for Renewal

An appointee seeking renewal of his/her contract appointment, shall submit his/her application addressed to the Chairman, Appointments and Promotions Board, through the Head and the Dean.

4.2.1The Head of Department, on the receipt of the application, shall attach his/her report

on the appointee and submit same for consideration by the Departmental Appointments and Promotions Committee.

4.2.2If the Departmental Appointments and Promotions Committee finds the report satisfactory, the Head of Department shall refer same to the Dean of Faculty.

4.2.3On receipt of the application together with the Departmental Appointments and Promotions Committee’s report, the Dean shall refer same for consideration by the Faculty Appointments and Promotions Committee.

4.2.4The Faculty Appointments and Promotions Committee, after its consideration, shall submit its report, duly signed by only eligible members, to the Registrar.

4.2.5On receipt of the Faculty’s Report, the Registrar shall submit same for consideration by the Appointments and Promotions Board after satisfying himself/herself that the report has met stipulated requirements.

4.3Termination of Appointment

4.3.1Refer to Statute 48 of the University’s Statutes, 2012

4.3.2Grounds for Termination

4.3.3Refer to the Statute 48.1 and 48.2 of the University’s Statutes, 2012

5.0Promotions

5.1General Provisions

The following general provisions shall apply:

6.3.2The external assessors’ assessment should be scaled down to 50%. Out of the remaining 50%, candidates should be assessed by the departments in two parts:

(i)15 marks for service to the community, i.e. involvement in activities within and outside the University to be scored as follows:

(ii)35 marks grading for teaching in the department to be scored as follows:

(iii)A candidate should earn at least 50% of the above for his/her papers to be considered.

6.3.3The Departmental Committee’s assessment as in (4.3.2 above) shall be brought to the Faculty Appointments and Promotions Committee for consideration and approval.

6.5Use of Modules for Promotion

6.5.1From Lecturer to Senior Lecturer, a maximum of two (2) modules will be accepted for consideration in addition to other publications.

6.6Promotion of Research Staff

For staff in research departments or institutes, the minimum number of publications required shall be one-and-half (1½) that expected from the teaching staff.

6.7Promotion Criteria

6.7.1From Lecturer to Senior Lecturer

Candidates seeking promotion to the rank of Senior lecturer must satisfy the following conditions:

(i)must have been engaged in University teaching, research and community service as a Lecturer for at least four (4) years;

(ii)must have at least five (5) publications to his/her credit

(iii)other conditions as provided under 4.1 – 4.6 above.

6.7.2From Senior Lecturer to Associate Professor/Deputy Librarian

Candidates seeking promotion to the rank of Associate Professor/Deputy Librarian must satisfy the following conditions:

(i)Associate Professor – must have been engaged in University teaching, research and community service as a Senior Lecturer for at least four (4) years;

Deputy Librarian – must have served as Senior Assistant Librarian for four (4) years in a Library of the University or analogous Institution of Learning;

(ii)must have at least seven (7) publications to his/her credit after promotion to the rank of Senior Lecturer/Senior Assistant Librarian;

6.7.3From Associate Professor/Deputy Librarian to Full Professor/Librarian

Candidates seeking promotion to the rank of Full Professor/Librarian must satisfy the following conditions:

(i)must have been engaged in University teaching, research and community service as Associate Professor for at least two (2) years;

For promotion to the rank of Librarian, candidate must have served for at least two

(2)years as Deputy Librarian.

(ii)must have at least twenty (20) refereed publications, at least eight (8) of which must have been published after appointment as Associate Professor/Deputy

Librarian.

7.0Publications for Promotion

7.1Definition of Publications

7.1.1The following shall be accepted as evidence of publications:

i.Books and parts of books published or evidence of acceptance for publications.

ii.Articles in scholarly/refereed journals.

iii.Research/consultancy/technical reports.

In the assessment of the above publications, a high premium will be placed on refereed publications.

7.1.2 For the purposes of assessment, a paper not published in refereed journals and books shall be defined as:

(a)Peer reviewed technical reports from institutes, centers, multilateral agencies (e.g. UN System), bilateral agencies (e.g. DFID, USAID, DANIDA) and other Local and International organizations (e.g. PPAG, Care, Plan), shall attract two out of three points. Evidence must be provided.

(b)Commissioned reports published by the above agencies or accepted for publication under the auspices of the agency involved shall attract two out of three points.

(c)A paper presented at a local or international seminar/workshop which has been published as proceedings shall attract one point if not refereed. If refereed, it shall attract three points.

7.2Number of Publications & their Value

7.2.1(a) One (1) published book shall count three papers;

(b) Joint publications should be credited to the co-authors in the following manner:

ϖco-authored book shall attract a maximum of 9 points:

An External Assessor is defined as an assessor who is an academic or a professional of repute and who is not a member of the University of Cape Coast, and who is in no way related to or known by the applicant.

8.1.2Procedure for External Assessment of Publications

i.On receipt of the application for promotion from the candidate, the Dean will submit a minimum of five (5) names to the Registrar to do the initial consultation. (Both the Head of Department and the Dean must be higher than or be equal to, in rank with the applicant).

ii.Where the applicant is seeking a higher rank than the Head of Department, the Head of Department shall submit the application without his/her comments, to the Dean for processing.

iii.Where the applicant is seeking a rank higher than that of the Dean, the Dean shall refer the application without his/her comments, to the Vice Chancellor’s office.

iv.Subject to the availability of the assessors, and their willingness to undertake the assessment, the Dean shall submit their names together with the application and other relevant documents to the Registrar.

v.On receipt of the document indicated in (iv) above, the Registrar shall first seek the Vice-Chancellor’s approval of the nominated assessors, after which he/she shall submit the documents, together with the guidelines for assessment to the assessors for the assignment.

vi.On completion of their assessment, the assessors shall forward their reports together with the documents to the Registrar. The Registrar shall process the application for consideration by the Appointments and Promotions Board.

vii.The Appointments and Promotions Board’s decision shall be communicated to the applicant to end the procedure. For professorial rank, approval shall be sought from the University Council.

8.2Promotion of Senior Members on Study Leave (Teaching)

8.2.1A senior member, who submitted his/her application for promotion before proceeding on study leave and was qualified at the time, should be eligible for consideration for promotion while he/she remains on study leave. Effective date would be when the staff

returns to post. The outcome of the application would be made known to the applicant when he/she returns.

8.2.2 A senior member who had not applied for promotion before he/she proceeded on study leave, but was qualified while on study leave, may also apply for promotion while on study leave, but if the application is successful, his/her promotion letter shall not be released to him/her until he/she has completed the course of study and resumed duty in the University.

8.3Promotion of Senior Members Due to Retire (Teaching)

Senior Members who are due to retire from the University may submit their applications for promotion at least six (6) months before the date of retirement. Applications submitted outside this limit shall not be considered.

8.4Post-Retirement Contract Appointment

8.4.1Subject to medical fitness, only senior members who are of the rank of Senior Lecturer or higher shall be eligible to be considered for post-retirement contract appointment.

8.4.2Post-retirement contract appointment shall not exceed a period of five (5) consecutive years for Senior Lecturer, eight (8) for Associate Professor and for Full Professor, it may go up to ten (10) years.

SCHEDULE E

CRITERIA FOR

APPOINTMENTS AND PROMOTIONS OF SENIOR MEMBERS (NON-TEACHING)

•REGISTRAR’S DEPARTMENT

•FINANCE DIRECTORATE /INTERNAL AUDIT DIRECTORATE

•DIRECTORATE OF PHYSICAL DEVELOPMENT AND ESTATE MANAGEMENT

•UNIVERSITY LIBRARY

•UNIVERSITY HOSPITAL

•COMPUTER CENTRE

GENERAL PROVISIONS FOR APPOINTMENTS

1.0Procedure for Full-Time Appointment.

1.1All full time appointments into administrative positions shall be by interview.

1.2Candidates seeking appointment to administrative positions must obtain the University’s Application for Appointment Form from the Registrar and complete in quadruplicate.

The following documents must accompany the completed forms:

a.Transcripts of academic qualifications and photocopy of certificates

b.Detailed, updated curriculum vitae

c.Four recent passport-sized photographs

d.Names of at least three (3) referees.

1.3Probation Period

1.3.1All newly appointed persons without University administrative/management experiences shall serve a probation period of not less than one (1) year.

a.At least six (6) months to the end of his/her existing contract, the appointee should be reminded to apply in writing, indicating his/her intention to renew or otherwise, the contract.

1.6Mode of Application for Renewal

a.An appointee seeking renewal of his/her contract appointment, shall submit his/her application addressed to the Chairman, Appointments and Promotions Board, through the Head and the Registrar.

b.The Head of Department, on the receipt of the application, shall attach his/her report on the appointee and submit same to the Registrar.

d.The Registrar shall refer the application together with the Head of Department’s report to the Administration Appointments and Promotions Committee for consideraiton

e.The Administration Appointments and Promotions Committee, after consideration, shall submit its report, duly signed by only eligible members, to the Registrar.

f.On receipt of the Administration Appointments and Promotions Committee’s report, the Registrar shall submit same for consideration by the Appointments and Promotions Board after satisfying himself/herself that the reports have met stipulated requirements.

2.0APPOINTMENTS IN THE OFFICE OF REGISTRAR

2.1Qualifications for Appointment

2.1.1Junior Assistant Registrar

Candidates must possess M.Phil (Administration in Higher Education/Educational Administraiton) or 2-year MBA/MPA, or any equivalent professional qualification. In addition, candidate must have had at least one year post qualification experience. In exceptional circumstances, candidates without experience in administration/management may be considered.

2.1.2Assistant Registrar

A candidate seeking appointment as Assistant Registrar must:

a.Possess an M.Phil (Administration in Higher Education/Educational Administration) or 2-year MBA/MPA, or any equivalent professional qualification

b.Have at least two years post qualification experience preferably in higher education administration,

c.Possession of a doctorate degree in the relevant field of specialization and evidence of publications will be an advantage.

ii.Chartered Association of Certified Accountants (ACCA)

iii.Chartered Institute of Management Accountants (CIMA)

Or

a)a good first degree in accountancy or finance or equivalent professional qualification

b)Hold relevant 2-year MBA in accounting/finance or any equivalent qualification.

Candidates appointed under such conditions must take steps to improve themselves professionally at most Five years after appointment before they may be considered for promotion to the next higher position of an Accountant/Assistant Internal Auditor.

3.1.3Accountant/Assistant Internal Auditor

For appointment to the above position, a candidate must possess:

Either:

a)a good first degree in accountancy or finance equivalent professional qualification

i.Institute of Chartered Accountants (ICA, Ghana)

ii.Chartered Association of Certified Accountants (ACCA)

iii.Chartered Institute of Management Accountants (CIMA)

c) Have served as Assistant Accountant/Junior Assistant Internal Auditor for a minimum of two years in the service of the University or analogous institution.

Or

a)Have a good first degree in accountancy or finance or equivalent professional qualification

b)Hold relevant 2-year MBA degree in accounting/finance with not less than three (3) years post qualification experience in a university or analogous institution.

3.1.4Senior Accountant/Senior Assistant Internal Auditor

Candidate must either:

a.Be a member of a recognized professional accountancy body

b.Have a minimum of four (4) years post qualification experience or

b Have served as Accountant/Assistant Internal Auditor for a minimum of four (4) years in the service of the University or analogous institution.

c.Possess a minimum of seven (7) years relevant post qualification experience in an industry, commerce or public service

Note: – MBA holders cannot progress beyond Senior Accountant’s position.

3.1.5Deputy Director of Finance/Internal Audit

Candidates seeking appointment to the above position must:

a)Be a member of a recognized professional accounting body.

b)Have served in the University for a minimum of five (5) years as Senior Accountant or Senior Assistant Internal Auditor

Or

c)Possess a minimum of eight (8) years relevant post qualification experience in industry, commerce or public service.

Reports from two External Assessors, one of whom shall be a member of the interview panel, shall be required.

3.1.6Director of Finance/Internal Audit

The post of Director of Finance or Internal Audit shall be filled by appointment only

The Appointment shall be made in accordance with the relevant University Statutes. Appointment shall be by tenure.

3.1.7Appointment under Special Circumstances

Candidates who do not satisfy the requisite qualifications for the position of Assistant Accountant or any of the position specified above but possess considerable relevant working experience may be appointed under special circumstances by interview which will be conducted by a panel of professionals.

4.0APPOINTMENTS IN THE DIRECTORATE OF PHYSICAL DEVELOPMENT AND ESTATE MANAGEMENT

4.1.1Qualification for Appointment

4.1.2Assistant Engineer/Architect./Planner/Surveyor/ Land Economists/Estate Officer

Candidates seeking appointment as Assistant Engineer or any of its analogous positions must:

a.Have a minimum of B.Sc in his/her related area of specialization

b.Be a Registered member of a related professional body

c.Have 2-3 years working experience

Candidates appointed under such conditions must take steps to improve themselves professionally at most two years after appointment before being promoted to the next higher position of Engineer/Architect/Planner/Surveyor/Land Economist.

4.1.3Engineer/Architect/Planner/Surveyor/Land Economist/Estate Officer

A candidate seeking appointment as Engineer or any of its analogous positions must:

a. Possess a B.Sc. and a post- graduate degree or its equivalent in his/her related area of specialization

b.Be a registered full member of a related Professional body

c.Have two years working experience

4.1.4Senior Engineer/Architect/Planner/Surveyor/Land Economist/Estate Officer

A candidate seeking appointment as Senior Engineer or any of its analogous position must:

a.Possess B.Sc. and post-graduate or its equivalent in his/her related area of specialization

b.Be a registered full member, in good standing, in his/her related area of specialization

c.Have four years post qualification experience

4.1.5 Deputy Director (Engineer/Architect/Planner/Surveyor/Land Economist/Estate

Officer)

Candidates seeking appointment as Deputy Director (Engineering) or any of its analogous positions must:

a.Possess a B.Sc. and post-graduate degree

b.Be registered full members, in good standing, in a related area of specialization

c.Have five years experience as a Senior Engineer or any of its analogous in a university or analogous higher institution or ten years post professional qualification experience since qualifying as an Engineer.

4.1.6Director Engineer/Architect/Planner/Surveyor/Land Economist

Appointment to the position of Director in any of the analogous disciplines shall proceed as

6.1.1Medical Officer 2 (MO)

Candidates must possess a good first degree in medicine and must have been successful in his/her housemanship and must have been registered with the Ghana Medical and Dental Council.

6.1.2Medical Officer 1 (MO)

For appointment as Medical Officer 1, candidates must possess a good first degree in medicine and must have been successful in his/her housemanship and must have registered with the Ghana Medical and Dental Council. Must have also served as Medical Officer 2 for at least two (2) years or 2 years post qualification.

6.1.3Senior Medical Officer (SMO)

For appointment as Senior Medical Officer, candidates must possess a good first degree and must have registered with the Ghana Medical and Dental Council. Must have also served as Medical Officer 1 for at least four (4) years.

6.1.4Deputy Director, Medical Services (DDMS)

For appointment as Deputy Director, Medical Services, candidates must possess a good first degree and must have registered with the Ghana Medical and Dental Council. Must have served as Senior Medical Officer in the University or analogous institution for at least five (5) years.

6.1.5Pharmacist 2 (P)

A candidate must possess a good professional first degree (Bachelor of Pharmacy – B. Pharm, or Doctor of Pharmacy – Pharm. D), must have been successful in his/her internship, must have written and passed the Pharmacy Professional Qualifying Examination, registered with the Pharmacy Council and the Pharmaceutical Society of Ghana.

6.1.6Pharmacist 1 (P)

For appointment as Pharmacist 1, a candidate must have met all the requirements in 6.1.5 above and must have at least 2 years post-qualification experience. A candidate must also show evidence of having contributed to improvements in health services delivery by publishing or submitting at least two (2) papers or memos.

6.1.7Senior Pharmacist (SP)

For appointment as Senior Pharmacist, a candidate must have qualifications as indicated in

6.1.6above, must have served as Pharmacist 1 in an analogous institution for at least 4 years or have a higher / specialist degree in addition to at least six (6) years post registration experience. In addition, a candidate must also show evidence of having contributed to improvements in health care delivery by publishing or submitting at least five (5) papers or memos.

6.1.8Deputy Director, Pharmaceutical Services (DDPS)

For appointment as Deputy Director, Pharmaceutical Services, a candidate must have qualifications as in 6.1.7 above, must have served as Senior Pharmacist for five (5) years and must have shown evidence of having contributed to improvements in health services delivery by publishing or submitting at least five (5) papers/memos.

6.1.9Director

Appointment of Director shall be in accordance with the statutes

7.0 APPOINTMENTS IN THE INFORMATION COMMUNICATION TECHNOLOGY SERVICES

•Student Records and Management Information Section

•Computer Centre

•ICT Centre

Senior Member positions within the ICT Directorate will have the following specializations:

•Application Development

•Network/Systems Administration

•Systems Analysis

•Web Technology/Multimedia Technology

7.1Qualifications for Appointment

7.2Assistant Application Developer/Assistant Network or Systems Administrator/ Assistant Systems Analyst/Assistant Web Technologist

(Assistant Programmer)

Candidates with M.SC Computer Science and M.Sc. Information Technology (Computer, Telecommunications, Electrical/Electronic, etc.), Management Information Systems or any other ICT related disciplines or any equivalent qualification without university/higher educational management experience may be considered. Candidates appointed under such conditions must take steps to improve themselves professionally at most Two years after appointment before being considered for promotion to the next higher position of Application Developer/Network Systems Administrator/Systems Analyst/Web Technologist. Any candidate who fails to move to the next rank, that is, Application Developer/ Network Systems Administrator/ Systems Analyst/ Web Technologist, will not be eligible to apply for renewal of contract appointment.

In very exceptional cases, candidates who possess first degrees in any of the above mentioned areas with professional certification in areas such as MCSE, MCSA, MCDBA, CCIE, and minimum of 4 years working experience may be considered. Such applicants however will need to obtain master degrees before being promoted to the next position.

7.3 Application Developer/Network Systems Administrator/Systems Analyst/Web

Technologist (PROGRAMMER)

A candidate applying for any of the above positions must:

a)Possess qualification as in one of the following:

i)M.Sc/M.Phil Computer Science

ii)M.Sc/M.Phil Information Technology

In exceptional cases candidates with:

i)B. Sc Informatics

ii)B.Sc Computing

iii)B.Sc Management Information Systems

iv)B. Sc Statistical Computing

Candidates seeking appointment to the above position must:

a)Possess one of the following:

i)M.Sc/M.Phil Computer Science

ii)M.Sc/M.Phil in Computing

iii)M.Sc/M.Phil in Informatics iv) M.Sc/M.Phil in Computation

v)M.Sc/M.Phil in Management Information Systems

b)Have at least five (5) years relevant experience as a Senior Systems Analyst in a university or a similar institution of higher learning or at eight (8) years relevant post graduate experience in computer system operation/application development and training in system analysis/design methodology.

c)Have knowledge and ability to develop system, capable of conducting feasibility study into potential IT application areas and producing a feasibility report.

e)Have knowledge of at least four (4) programming languages and capable of carrying out maintenance and enhancement of existing systems, reviewing and revising procedures and standards.

f)Have knowledge/training in relational database

g)Have handled and completed various projects of considerable magnitude and value from System Analysis stage through programming to implementation stage.

f)Capable of providing and arranging for required technical support and assistance to staff of the centre and users and arranging with suppliers for proper repairs and maintenance

g)Have considerable knowledge of the following operation environment DOS, WINDOWS and UNIX networking.

h) Be familiar with e-mail installation and have some experience and knowledge of the INTERNET

i) Have some administrative proven supervisory ability.

Reports from two External Assessors who shall also be members of the Interview panel shall be required.

7.6 Director (Information Systems)

Candidates seeking appointment to the above position must: a) Possess one of the following:

an advantage. Appointment will be made only when a vacancy exists.

12.0APPOINTMENTS IN THE GROUNDS AND GARDENS SECTION

12.1Curator

Candidate seeking appointment as Curator in the Grounds and Gardens Section must possess an M.Phil in Horticulture or equivalent professional qualification with a minimum of four years relevant experience in Parks and Gardens Development.

13.0PROMOTIONS

13.1Procedure for Promotions

The following general provisions shall apply:

a.Candidates applying for promotion should obtain application forms from the Registrar for completion.

b.Completed application forms, including requisite supporting documents such as:

•updated Curriculum Vitae

•list of publications/articles, together with their hard/soft copies (as the case may be) should be submitted to the Head of Department.

c.The Head of Unit/Section/Department/Division/Directorate shall acknowledge the document and forward the application with his/her written assessment on the candidate to the Registrar

d.The Administration Appointments and Promotions Committee shall consider the applications, together with supporting documents and make appropriate recommendations to the Appointments and Promotions Board through the Registrar.

e.The Administration Appointments and Promotions Committee’s report should be signed by all eligible members present at the meeting.

(For avoidance of doubt, an eligible member of the Administration Appointments and Promotions Committee is one whose rank is equal to or above the rank for which the applicant is seeking)

f.The Registrar in consultation with the Deputy Registrar (Division of Human Resource) will nominate Five (5) external assessors for consideration and approval by the Vice-

Chancellor.

13.2Assessment Procedure

13.2.1 Administrative and Professional Staff shall be promoted on the basis of competence and satisfactory performance in all the Four Composite Assessable Areas with emphasis on Ability in Work/Knowledge in Work and Promotion of Work/Application of Knowledge.

Assessment of the Four Areas shall be as follows:

–Exceptional

–Very Good

–Above Average

13.2.2For promotion from Assistant Registrar and equivalent to Senior Assistant Registrar and equivalent, candidate shall have a minimum of “above average” in three Areas of Assessment and Very Good in either Ability in Work/Knowledge in Work or Promotion of Work/Application of Knowledge.

13.2.3For promotion from Senior Assistant Registrar and equivalent to Deputy Registrar and equivalent, candidate shall have a minimum of very good in all four Assessable Areas.

13.3GUIDELINES FOR ASSESSMENT

The assessment of candidates for promotion to respective grades shall be guided by the Four Assessable Areas, namely:

i.Ability in Work/Knowledge in Work

ii.Promotion of Work/Application of Knowledge

iii.Human Relations

iv.Service

13.4Norms for Assessment

Each of the Four Areas of Assessment shall be assessed for purposes of promotion, using one of the following Four Levels:

–Exceptional