CHAPTER 3

ADMINISTRATIVE STRUCTURE OF THE UNIVERSITY OF PERADENIYA

3.1 ORGANIZATIONAL STRUCTURE OF THE UNIVERSITY

3.1.1. Organizational structure References to source 3.1.2. An Interpretation of the Organizational Structure

As per the Universities Act No. 16 of 1978, each university has a Chancellor, Officers and Act No. 16 of 1978

Authorities who make plans, decisions and monitor the implementation of such decisions and plans in the overall management of the university. Parts VI and VII of the Universities Act of No. 16 of 1978 deals with university administration which includes the Chancellor, the Officers and authorities of the University

The main strata of the university administration are:

The Chancellor -The Head of a University as stated in Section 32 of the Act. The Chancellor presides over convocations. The Chancellor is appointed by the President of Sri Lanka for a five year period and is eligible for re-appointment.

Unlike in any other organization, the Organizational Structure of a university is unique in that it consists of two distinct areas of administration as General Administration and Academic Administration. Both academic and general administrative structures of a university are given in the organizational chart showing the line authority flowing down from the Governing Council and the Chief Executive Officer, i.e., the Vice-Chancellor.

Central Administration with the Vice-Chancellor as the Chief Executive Officer along with the Registrar and the Bursar functioning, overseeing the general administration and financial management, respectively. The central administration consists of administrative divisions, service divisions & units and other auxiliary divisions/units performing specific functions. In addition there are several centers/units that have been established with Council approval to perform specific functions related to administration, teaching and training, research and development, service functions and outreach activities.

Faculty administration is headed by the Deans with Heads of Departments and Assistant/Senior Assistant/Deputy Registrars and Assistant/Senior Assistant Bursars overseeing the general administration and financial management respectively. Besides the departments of study, Faculties may also have various centres and units established with the approval of the Council to perform various special tasks related to academic & research development, service functions and outreach activities.

Library administration headed by the Librarian along with the Assistant/Senior Assistant/Deputy Librarians manning the main and branch libraries.

3.2

OFFICERS OF THE UNIVERSITY

Part VI and VII of the

The Officers of a University shall be the following:

1. the Vice-Chancellor;

Act

Ordinances passed to establish PG Institutes

the Deputy Vice-Chancellor, if any;
the Rector of each Campus, if any;
the Dean of each Faculty;
the Registrar;
the Librarian;
the Bursar; and
the holder of any other post declared by Ordinance to be a post, the holder of which is an Officer for the purpose of this section.

3.2.1 The Vice-Chancellor

The Vice-Chancellor shall be a full time officer of the University, and the Principal Executive Section 34 of the Officer and Principal Academic Officer thereof. The Vice-Chancellor is an ex officio member and Act Chairman of both the Council and the Senate. He is also the Accounting Officer of the University.

3.2.1.1 Appointment of the Vice-Chancellor Section 34(1) (a) and (b) of the Act

The Vice-Chancellor of the University is appointed by His Excellency the President, upon the recommendation of the Commission, from a panel of three names recommended by the Council of UGC Circular No.

that University. 2/2020

No person shall be appointed as Vice-Chancellor of the same University for more than two consecutive terms.

3.2.1.2 Tenure of the Vice-Chancellor Section 34 (7) of the Act

The Vice-Chancellor shall, unless he vacates office earlier or is removed from office under subsection (1) (c) of the Section 34 of the Act, hold office for a term of three years, or until he has completed his sixty fifth year, whichever event occurs earlier.

3.2.1.3 Removal of the Vice-Chancellor Section 34(1)b of the Act

The Vice-Chancellor of a University may be removed from office by the President, after consultation with the Commission

3.2.1.4 Powers, duties and responsibilities of the Vice-Chancellor

Entitled to convene, be present, and speak at, any meeting of any other Authority of the University or other body but is not entitled to vote at any such meeting unless he is a member of such other Authority or other body.

Responsible for the execution of policies and measures approved by the Council in relation to the University and, subject to such policies, the direction, supervision, and control of the

Section 34

(2),(3),(4), (5) and

(6) of the Act

University including its administration, and for the maintenance of discipline within the University.

iii.Responsible to ensure that provisions of the Act and of any appropriate instrument are duly observed and he shall have and may exercise all such powers as he may deem necessary for the purpose and to give effect, or to ensure that effects is given, to the decisions of the Council and the Senate

3.2.1.5 Acting arrangements for the post of Vice- Chancellor Section 34(8)

If the Vice-Chancellor, by reason of leave, illness, and absence from Sri Lanka or other cause, is temporarily unable to perform the duties of his office, the Deputy Vice-Chancellor, if any, shall perform such duties. Where there is no Deputy Vice-Chancellor the Commission shall, within seven days of the occurrence of such inability, make such arrangements as it may think fit for carrying on the duties of the office.

3.2.1.6 Filling vacancy of the post of Vice-Chancellor Section 34 (9)

If any vacancy occurs in the office of the Vice-Chancellor;

The Deputy Vice-Chancellor, if any, shall perform the duties of the office of ViceChancellor, or
Where there is no Deputy Vice-Chancellor, the Commission shall, within seven days of the occurrence of such vacancy, make such arrangements as it may think fit for carrying on the duties of the office, until a permanent appointment is made under the preceding provisions of this section, until a permanent appointment is made under the provisions of the Act.

3.2.2 The Deputy Vice-Chancellor

The Deputy Vice-Chancellor shall be a full-time Officer of the University. Section 35 of the

Act

3.2.2.1 Appointment of the Deputy Vice-Chancellor

Section 35 of the

The Council of a University may, at its discretion and with the prior approval of the Commission, Act appoint a Deputy Vice-Chancellor. The procedure for the appointment of a Deputy Vice-Chancellor and his powers, duties and functions shall be prescribed by Ordinance.

3.2.2.2 Duties, functions and powers of the Deputy Vice-Chancellor Section 34(8) and

(9) of the Act

The Deputy Vice-Chancellor shall perform the duties of the Vice-Chancellor in the event the

Vice-Chancellor by reason of leave, illness, and absence from Sri Lanka or other cause is Ordinance No. temporarily unable to perform the duties of his office. Also if any vacancy occurs in the office of 902/8 dated Vice- Chancellor, the Deputy Vice-Chancellor shall perform the duties of the office of Vice- 21.12.1995 Chancellor.

The Deputy Vice-Chancellor shall at all-time act on the directions and instructions of the ViceChancellor. He shall assist the Vice Chancellor in the exercise, performance and discharge of the powers, duties and functions conferred or imposed on or assigned to the Vice-Chancellor by the Act or by any appropriate instrument.

3.2.3 The Dean of a Faculty

There shall be a Dean of each Faculty who shall be a full-time officer of the University and the academic and administrative Head of that Faculty. The Dean is appointed according to the provisions provided in the Section 49 of the Act.

Section 49 of the Act

3.2.3.1 Election of the Dean Section 49 (a) of

the Act

The Dean shall be elected by the Faculty Board from among the Heads of the Departments of Study comprising such Faculty, including the incumbent Dean, and when so elected, cease to be the Head of the Department of Study concerned.

3.2.3.2 Tenure of the Dean Section 49(2) of the

Act

The Dean shall, subject to the provisions of any appropriate instrument; hold office for a period of three years reckoned from the date of his election and shall, unless removed from office, be eligible for re-election.

3.2.3.3 Powers and functions of the Dean Section 49 (1) &

65(3) I of the Act

The Dean shall be a full time officer of the University and the academic and administrative Head of that Faculty and shall preside at all meetings of the Faculty Board.

3.2.3.4 Acting appointments Section 49(3)

Where owing to leave of absence, illness or other cause, the Dean of a Faculty is temporarily unable to perform the duties of his office for a period not exceeding three months; the Vice-Chancellor shall appoint another Head of a Department of that Faculty to act in the post of Dean, for such period.

3.2.3.5 Vacancy of the Dean

Section 49(3) and

Where however a Dean of a Faculty retires or resigns, or is for any other reason unable to perform UGC Establishment the duties of his office for a period exceeding three months, the post of Dean of that Faculty shall be Circular deemed to be vacant, and a new Dean shall be elected in accordance with subsection (1) of Section No.16/2012 49 of the Act. In addition to the provisions in Section 49 of the Act, the UGC Establishment Circular No.16/2012 also provides for the filling of the post of a Dean when become vacant.

3.2.4 The Registrar

The Registrar shall be a full-time Officer of the University and the ex officio secretary of the Council Section 37 of the and the Senate. The Registrar is the Assistant Accounting Officer of the University. Act

3.2.4.1 Appointment of the Registrar Section 37(1)

Section 143(e) and

The Registrar of a University shall be appointed by the Council upon the recommendation of a 144 of the Act

Selection Committee.

UGC Circular 948

& 985

3.2.4.2 Powers, functions and duties of the Registrar Section 37(1),(2)

(5)

The Registrar shall exercise, perform, and discharge such powers, duties, and functions as may be conferred or imposed on or assigned to him/her by this Act or by any appropriate Instrument.

The Registrar shall be responsible for the custody of the records and the property of the University. Subject to the direction and control of the Vice-Chancellor, Registrar shall be responsible for the general administration of the University and the disciplinary control of its non-academic staff.

3.2.4.3 Acting appointment Section 23:2:5 of

Where the Registrar is temporary unable to perform his duties by reason of leave, illness or any other Chapter III of the UGC cause, and the Vice-Chancellor considers that his duties should be covered by an acting appointment, Establishments he shall make such recommendation to the governing authority, and the appointment of a fit person Code to act in the place of Registrar only for a period of 06 months under exceptional circumstances with UGC Circular 720

the approval of the Governing authority. Dated 17.10.1997

3.2.5 The Librarian

The Librarian is a Full time Officer of a University.

Section 39 of the

Act

3.2.5.1 Appointment

The Librarian of a University shall be appointed by the Council upon the recommendation of a Selection Committee, the composition of which shall be prescribed by UGC Circular.

Section 39(1)

3.2.5.2 Powers, duties and function Section 39(1) and

(2)

The Librarian shall exercise, perform, and discharge such powers, duties, and functions as may be conferred or imposed on or assigned to him by the Act or by any appropriate Instrument.

The Librarian shall subject to the direction and control of the Vice-Chancellor be responsible for the administration of the library or libraries of the University.

3.2.5.3 Acting Appointment Section 23:2:10 of

Chapter III of the

Where the Librarian of a University is temporary unable to perform the duties of his office by reason UGC of leave, illness or any other cause, and the Vice-Chancellor considers that his duties should be Establishments

covered by an acting appointment, he shall make such recommendation to the governing authority Code and the appointment of a fit person to act in the place of Librarian only for a period of 06 months UGC Circular 720Dated 17.10.1997 under exceptional circumstances with the approval of the Governing authority.

3.2.6 The Bursar

The Bursar is a full time officer of a University.

3.2.6.1 Appointment of Bursar

The Bursar of a University shall be appointed by the Council upon the recommendation of a Selection Committee, the composition of which shall be prescribed by the UGC Circular.

Section 38 of the

Act & UGC

Circular

No.01/2017

Section 38(1) , 143(f) and 144 of the Act

3.2.6.2 Powers, functions and duties of the Bursar

Bursar shall exercise, perform, and discharge such powers, duties, and functions as may be conferred or imposed on or assigned to him by this Act or by any appropriate Instrument.

The Bursar shall , subject to the direction and control of the Registrar, be responsible for

the administration of the finances of the University.
Maintaining its accounts in such form and manner as may be prescribed by Rules. iii. Having the custody of the funds of the University.

Section 38(1) of the Act

3.2.6.3 Acting appointment Section 23:2:7 of

Chapter III of the

Where the Bursar of a University is unable to perform his duties by reason of leave, illness or any UGC other cause, and the Vice-Chancellor considers that his duties should be covered by an acting Establishments appointment, he shall make such recommendation to the Governing Authority, and the appointment Code of a fit person to act in the place of Bursar only for a period of 06 months under exceptional UGC Circular 720Dated 17.10.1997 circumstances with the approval of the Governing authority

3.3 AUTHORITIES OF THE UNIVERSITY Part VII of the Act

The Authorities of a University are: Section 43 of the

Council Act.
Senate
the campus Board or Boards, if any
Faculty Board or Faculty Boards and
Such other bodies as may be prescribed by Ordinance to be such Authorities.

3.3.1 The Council

The Council of a University (hereinafter referred to as the Council), shall be the executive body and the governing authority of a University.

Section 44(1) of the

Act

3.3.1.1 Composition of the Council Section 44(1) &(2)

of the Act The Council shall consist of the following persons:

i) The Vice-Chancellor ii) Deputy Vice-Chancellor, if any, iii) Rector, if any,

iv) The Dean of the Faculty of Graduate Studies, if any, v) The Dean of each Faculty; vi) Two members elected by the Senate from among its members;

vii) Such number of members as is equal to the total number of members under paragraph (i), (ii), (iii), (iv), (v) and (vi) above, increased by one. All such members shall be appointed by the Commission from among persons who have rendered distinguished service in educational, professional, commercial, industrial, scientific, or administrative spheres.

The Chairman of the council shall be the Vice-Chancellor who shall preside at all meetings of the Council. If the Chairman is unable to preside at a meeting, the members shall elect any member present to preside at such meeting.

3.3.1.2 Tenure of the members of the Council Section 44(3)of the

Act

Subject to the provisions of the Section 44 of the Act, any appointed or elected member of the Council shall, unless he vacates office earlier, hold office for a term of three years reckoned from the date of his appointment or election, as the case may be, and shall, unless removed from office, be eligible for re-appointment or re-election:

Provided, however, that if any appointed or elected member vacates his office prior to the expiry of his term, his successor shall, unless he vacates his office earlier, hold office for the unexpired portion of the term of his office of his predecessor.

3.3.1.3 Cessation of the membership of the Council Section 44(4) and

(5) of the Act

Any appointed or elected member of the Council may resign his office by writing under his hand addressed to the Chairman of the Commission or to the Vice-Chancellor of the University, as the case may be.

An appointment of the Council, who, for whatever reason, absents himself from three consecutive meetings of the Council, shall be deemed to have vacated his office as a member

of the Council and the Commission shall appoint a fit person to fill the resulting vacancy.

3.3.1.4 Remuneration of a member

A member of the Council shall not be entitled to any remuneration, but a member appointed under Section 44 (1)(vii) of the Act may be paid such allowances as the Minister shall, in consultation with the Minister in charge of the subject of Finance, determine.

Section 44 (6) of the Act

3.3.1.5 Quorum of the Council and the number of meetings

The quorum for a meeting of the Council shall be one-third of its total membership.

The Council shall meet whenever necessary so however that it meets on not less than ten occasions in each year.

The Chairman of the Council shall, whenever he thinks necessary or within one week upon the receipt by him of a written requisition from not less than one-third the total membership of the Council, convene a Special Meeting of the Council.

Section 44 (7) & (8) ad (9) of the Act

3.3.1.6 Powers of the Council

Subject to the provision of this Act, the Council shall exercise the powers and perform and Section 45, discharge the duties and functions conferred or imposed on, or assigned to the University. subsection (1) of the Act
Without prejudice to the generality of the powers conferred upon its by subsection (1) of Section 45, the council shall exercise, perform and discharge the following powers, duties Section 45

and functions: Subsection (2) the Act of

i) to hold, control and administer the property and funds of the University; ii) to select a coat of arms for the University, and to determine the form, to provide for the custody and to direct the use, of the common seal of the University; iii) to regulate and to determine all matters concerning the University in accordance with the provisions of this Act and of any appropriate Instrument; iv) to administer any funds placed at the disposal of the University for specific purposes; v) to receive and accept with the concurrence of the Commission, bequests, donations and grants of property to the University; vi) to consider, and if necessary amend, and adopt the annual report and the annual accounts of the University and to submit such report and such accounts to the Commission; vii) to prepare the financial estimates of the University and to submit such estimates to the

Commission; viii) to make By-laws for any matter in respect of which By-laws are authorized to be made; ix) to make such Regulations as are not provided to be made by any other Authority of the

University; x) to provide the buildings, premises, furniture, equipment and other materials needed for carrying on the work of the University; xi) to appoint persons to, and to suspend, dismiss or otherwise punish persons in the employment of, the University:

Provided that, except in the case of Officers and teachers, these powers may be delegated to the Vice-Chancellor; xii) to appoint examiners, whether from the staff of the University or from elsewhere, after consideration of the recommendations of the Senate, and to determine any fees which may be paid to such examiners;

xiii) to appoint a Board of Welfare, which shall also include representatives of the students, for the promotion of the general well-being of the students of the University. The composition, powers, duties and functions of such Board shall be prescribed by Ordinance; xiv) to enter into, carry out or cancel contracts on behalf of the University, and to invest any moneys belonging to the University including any unapplied income, in any security in which, under the provisions of section 20 of the Trusts

Ordinance or of any other written law, it is lawful to invest trust moneys; or, with the approval of the Commission, to invest any such moneys in the purchase of immovable property in Sri Lanka or vary such investments, or to place on fixed deposit in any bank approved by the Commission, any portion of such moneys not required for immediate expenditure; xv) to determine, after consultation with the Senate, the academic dress or insignia, or both, of the Chancellor, the Officers, the graduates and the students of the University; xvi) to advise the Commission on a) the institution, abolition or suspension of Professorships, Associate Professorships, Lectureships and any other academic post, in consultation with the Senate; b) the institution, abolition or suspension of any non-academic post; and

c) the qualifications of teachers, officers and other employees of the University; and xvii) to exercise all other powers of the University the exercise of which is not otherwise provided for in this Act or any appropriate Instrument:

3. The Council shall not pass any resolution in relation to any academic matter unless the Senate has first been given an opportunity of recording and transmitting to the Council its opinion thereon. In this section, “academic matter” means any matter which is subject to the control and general discretion of the Senate.

* The Council, having taken the cognizance of the authority given to it by Section 45 (xii) to ease the workload of the Council, at its 338^th meeting has delegated to the Vice-Chancellor the power to appoint persons to and to suspend, dismiss or otherwise punish persons below the rank of Officers and Teachers in the University.

3.3.1.7 Sub committees appointed by the Council to carry out the above functions conferred on it Section 45(xviii)

The Council appoints the following standing Committees:

Board of Discipline  Finance Committee
Procurement Committee
Lands, Buildings & Maintenance Committee
Staff Residence Committee
Bond Review and Recovery Committee
Grievances Committee
Interlectual Property Advisory Commitee (IPAC)
Commitee to Monitor Sexual or Gender Based Harrasment and Seuxal Violence

(CMSGBHSV)

3.3.2 The Senate

A University shall have a Senate which shall be the academic authority of the University. The Senate Sections 46(1)

shall have control and general direction of instruction, education, research and examination in the and (5) of the Act

University.

3.3.2.1 Composition of the Senate Section 46(2)

The Senate of the University shall consist of the following persons

the Vice-Chancellor;

the Deputy Vice-Chancellor, if any;

the Rector of each Campus, if any;

the Director of each Institute or Centre for Higher Learning, if any, affiliated to the

University;

the Dean of the Faculty of Graduate Studies, if any;
the Dean of each Faculty;
the Head of each Department of Study;
every permanent Professor of the University;
the Librarian; and
two teachers, other than those referred to in the preceding paragraphs of this subsection, to UGC Circular include two permanent teachers elected by the teachers of each Faculty, from among their No.07/2021 dated

numbers as Senate members of the University. 16.06.2021

3.3.2.2 Tenure of the membership

Each elected member shall hold office for a period of three years reckoned from the date of his

election:

Provided, however, where an elected member retires or resigns, or otherwise vacates office by

Sections 46 (2) (j) reason of absenting himself from three consecutive meetings of the Senate, another member shall of the Act be elected in his place in accordance with the provisions of the Act, and such other member shall, unless he vacates office earlier, hold office for the unexpired portion of the term of office of his predecessor.

3.3.2.3 The quorum and special meetings

Section 46(4) of

The quorum for a meeting of the Senate shall be one-fourth of its total membership. the Act and

Manual of the

The Vice-Chancellor shall call a special meeting of the Senate at a designated time, following a

University of request signed by one-third of the total membership of the Senate. Special meetings may be called by

the Vice-Chancellor when circumstances warrant. Notice of a special meeting shall be circulated to Peradeniya ^–

14.03.1990 the members at least five (5) days prior to such meeting.

3.3.2.4 Powers and functions of the Senate

The Senate shall have control and general direction of instruction, education, research and Sections 46 (5) of examination in the University. the Act

Subject to the provisions of the Act and without prejudice to the generality of the powers conferred upon it by Section (46), subsection (5), the Senate shall exercise, perform and discharge the following powers, duties and functions:

Section 46(6) of the Act

to draft, after consideration of reports from the Faculty Board or the Faculty Boards concerned, regulations relating to courses of study and examinations, and to submit such drafts to the Council for approval;
to recommend to the Council, after consideration of reports from the Faculty Board or

Faculty Boards concerned, the names of persons suitable for appointment as examiners; iii) to recommend to the Council the institution, abolition or suspension of Professorships,

Associate Professorships, Senior Lectureships, and other academic posts in the University; iv) to recommend to the Council after consideration of reports from the Faculty Board or the

Faculty Boards concerned -

1. schemes for re-organization of existing Faculties and Departments of Study and the organization of new Faculties and Departments of Study; and
2. The assignment of subjects of study to the respective Faculties.

To recommend to the Council the mode and conditions of competition for fellowships, scholarships, exhibitions, bursaries, medals and other prizes;
To award fellowships, scholarships, exhibitions, bursaries, medals and other prizes on such conditions as may be approved by the Council;
to appoint such number of Standing Committees, or ad hoc Committees or Boards of the Senate as it may deem fit, and in particular, but without prejudice to the generality of the preceding provisions of this subsection –
1. Library Committee;
2. Admissions Committee;
3. Research Committee;
4. Curriculum and Evaluation Committee; and
5. Probationary Study Leave Committee

and to specify their terms of reference; to consider their reports and to either approve such reports, whether with or without modification, or to reject such reports; and

viii. To recommend to the Council requirements for the admission of students to courses of study.

3.3.2.5 Other Committees appointed by the Senate Section 46(6)vii

The Senate in exercising the powers vested in it by sub section vii of Section 46 (5) & (6) of the Act has appointed the following committees:

Academic Development & Planning Committee,
English Language Teaching Committee,
Publications Committee
Scholarships Committee
Management Committee of the Centre for Quality Assurance
Senate Research Committee

3.3.3 The Faculty Board

Each Faculty of a University shall have a Faculty Board Section 48(1A) of

the Act

3.3.3.1 Composition Section 48(1A) ,

i) The Faculty Board shall consist of the following persons:- (4) I and ii of the

Act

1. the Dean of that Faculty;
2. all permanent Senior Professors, Professors, Associate Professors, Senior Lecturers and

Lecturers of the Departments of Study comprising the Faculty;

1. Two members elected by the Lecturers (Probationary) of the Faculty from among such

Lecturers

1. two members of the permanent staff attached to the Faculty and who are impairing instruction, other than those referred to in paragraphs (b & c above), elected from among such staff members;
2. two students elected by the students of the Faculty from among their number; and

1. three persons not being members of the staff of the University elected by the Faculty Board from among persons of eminence in the areas of study relevant to the Faculty

Section 48 (4) (i

- 1. The Dean shall preside at all meetings of the Faculty Board. & ii) of the Act
  2. The members elected under paragraph (e) of subsection (1A) shall be excluded from the proceedings of any meeting of the Faculty Board relating to the election of the Dean under section 49 of the Act, and to examinations and connected matters and any such meeting shall, notwithstanding such exclusion, be deemed to have been duly held.

3.3.3.2 Tenure of the membership Section 48 (2) of the Act

A member elected under Section 48 subsection (1A) paragraph (e) of the Act shall hold office as a member for a period of one year, and any other elected member for a period of three years, reckoned from his date of election, and shall be eligible for re-election.

3.3.3.3 Powers functions and duties of the Faculty Board

Subject to the provisions of the Act, a Faculty Board shall exercise, perform and discharge the Section 48 (3) of

following powers, duties and functions- the Act

to consider and report on any matter referred to it by the Senate;
subject to the control of the Senate, to regulate matters connected with teaching, examinations and research in the Departments of Study in the Faculty;
to present recommendations and reports to the Senate on all matters connected with the courses of study and examinations in the Faculty;
to appoint committees, which may include persons other than members of the Faculty, for the purpose of considering and reporting on any special subject or subjects; and
to recommend to the Senate persons suitable for appointment as examiners.

3.4 TERMS OF REFERENCE (TOR) OF STANDING COMMITTEES

3.4.1 Terms of Reference Council Standing Committees

3.4.1.1 Board of Discipline

Functions

Composition

Chairman (A Dean of a Faculty)
All other Deans of Faculties
The Proctor
Two members appointed by the Council
Two Senior Student Counselors
Two Wardens (nominated by the Vice Chancellor)
Registrar or nominee as Secretary (DR/SAR of Student Registrations

Division)

To regulate and determine all matters concerning the maintenance of student discipline within the University;
To make Rules pertaining to student discipline within the University;
To hold inquiries or cause inquiries to be held pertaining to allegations of indiscipline or misconduct on the part of any student or students of the University;
The Vice-Chancellor may appoint a Committee of Inquiry to inquire into an incident where he thinks it appropriate in the circumstances and the Board of Discipline shall consider such reports made by such a Committee and recommend appropriate action.
To impose appropriate penalties or punishments, on any student or students who have been found guilty of any acts of indiscipline or misconduct or who have been found guilty of an offense under the By-laws or, of acting in contravention of the provisions of the By-laws or the rules made by the Board;
To do all other acts incidental to the powers aforesaid

as may be required in order to further the objectives of the Board of Discipline as per the By-laws.

3.4.1.2 Finance Committee

Functions

Composition

Vice-Chancellor  To regulate and monitor financial matters of the
Deputy Vice-Chancellor University
Deans of Faculties  To formulate procedures for financial matters for
Registrar which there are no circular provisions or other
Librarian regulations
A member appointed by the Council
Bursar (as Secretary)
DR/SAR/General Services Division

(by invitation)

3.4.1.3 Procurement Committee

Composition Functions

Vice-Chancellor (Chair)  To attend all matters pertaining to procurement of the
Registrar University
A Representative from the Ministry of Higher Education
Bursar (Secretary)

3.4.1.4 Lands, Buildings & Maintenance Committee

Functions

Composition

Vice-Chancellor  To attend all matters pertaining to lands and buildings
Deans of Faculties of the University
A member appointed by the  To implement capital and rehabilitation projects Council
Registrar
Bursar
Librarian
Head, Dept. of Civil Engineering
Deputy Internal Auditor
Chief Medical Officer
Works Engineer
Project Manager
Project Engineer
Curators
Director, Physical Education
Mechanical Engineer
DR/SAR/General Services Division
DR/SAR/Capital Works (as

Secretary)

3.4.1.5

Staff Residence Committee

Composition

Functions

Chairman-appointed by the Council
Deputy Chairman-appointed by the Council
Registrar
Bursar
Warden of Lady Hill Hostel
Chief Medical Officer
Chief Security Officer
Works Engineer
SAR/Legal & Documentation
Curator
Representatives of registered academic and non-academic trade unions of the University (one member from each trade union)
Two Officers representing Civil and Electrical units of the Maintenance Division
DR/SAR/General Services Division

(as Secretary)

Formulation of rules and regulations pertaining to maintenance and allocation of residences
Monitoring maintenance and allocation of residences
Monitoring of improper use, irregular occupation and sub-letting
Looking into alleged wanton/negligence of repair work
Development of new proposals for solving housing problems of the employees of the University

3.4.1.6 Bond Review and Recovery Committee

Functions

Composition

Deputy Vice-Chancellor

(Chairman)

Two Council Members
Registrar
Bursar
DIA/SAIA /of the Internal Auditor Division
SAR / Legal & Documentation Division as Convener
DR/SAR/AR / of Academic Establishments
DR/SAR/AR of Non-Academic Establishments Division
Discuss and decide on the course of action to be taken on matters relating to the delay in bond recoveries.
Expedite the process of recovering bond liability from UPF balances lying to the credit of bond violators in the UPF Account maintained at the UGC.
Prepare and update the schedule of Bond Violators.
Answer the Internal / Government Audit queries regarding bond violators, which have not been properly answered.
Discuss and determine the course of action to be taken in respect of Bond Violators of whom no bond and agreement could be found.
Discuss and determine the course of action to be taken in respect of bond violators of whom correspondence are getting returned.
Decide on a course of action in cases where the scholarship value is ought to have been taken into account but has not been done so at the time of calculating the bond value.
Any other task the Committee may consider appropriate in streamlining the bond recovery process.

3.4.1.7 Grievances Committee

Composition Functions

Deputy Vice-Chancellor  Entertain the grievances of the University staff.

(Chairman)

Two Council Members
SAR / Legal & Documentation

Division as Convener

3.4.1.8 Intellectual Property Advisory Committee (IPAC)

Functions

Composition

Five academic members having  Provide advices for scientific investigation and domain knowledge on Intellectual research.

Property (IP) rights  Approve the proposed agreements and other legal

Legal Officer as Secretary statements concerning the University IP Rights before signing with third parties.
Take the final decision with regard to the ownership of the IP.
Authorize researchers to enter into a research agreement with third parties on behalf of the University.
Take decision on the renewal of industrial property rights (IP Rights).
Determine revenue share percentages arising from commercialization of IP.
Take decision concerning the conditions of a spin-off establishment.

3.4.1.9 Committee to Monitor Sexual or Gender Based Harassment and Sexual Violence

(CMSGBHSV)

Functions

Composition

Two (02) persons from among the members of the Council
Ten (10) persons drawn from the permanent and senior members of the academic community
Three (03) persons external to the University from among the retired academic or administrative staff of the University
Assist the Vice-Chancellor and the Council to inquire into complaints of prohibited conduct defined under this Policy.
To participate in the task of redressal of complaints under this policy and by-laws of the University.
Assist in the mediation of situation arising out of incidents of prohibited conduct defined under this Policy on campus.
Make recommendations to the Vice Chancellor and Council on the implementation of the policy to prevent sexual or gender-based harassment and sexual violence with all persons and all places that come within the aegis of the University.
Ensure that the University gives prominence to the policy, the prevention mechanism, and complaints procedure in all residence halls, faculties, administrative buildings, institutes, health center, library, gymnasium, canteens, etc.
Assist the University to set up a Gender Equity and Equality [GEE] Unit to research and raise awareness on gender-based discrimination, sexual or gender-based harassment, and sexual violence.
Monitor the work of the GEE Unit and assist the Unit to support victims of sexual or gender-based harassment and sexual violence (including legal, counseling and medical assistance), if and when needed.

Work with the GEE Unit to activate an adequately representative team of volunteers through a notice at the beginning of each semester to work on issues of gender-based discrimination, sexual or gender-based harassment, and sexual violence on the university campus.
Widely publicize the contact details (both official and personal) of all its members and volunteers.

3.4.2 Terms of Reference of Senate Standing Committees

3.4.2.1 Academic Development & Planning Committee

Functions

Composition

Vice-Chancellor
All Deans of Faculties
Directors of PG Institutes
Faculty representatives of all Faculties
Librarian
DR/SAR/AR of Council &

Academic Division (as Secretary)

Matters pertaining to Academic Development and Planning of the University. The ADPC is responsible for coordinating and making recommendations to the Senate concerning policy and action with respect to the following.

Planning for Academic Development
1. Preparation of comprehensive academic development

plans for the University

1. Identifying priorities for academic development of the University
Curriculum evaluation, teaching & learning collecting, analyzing and assessing information on various aspects of curriculum evaluation, university teaching & learning and submit reports to the Senate for consideration.

Matters pertaining to Academic Departments / Units. Matters pertaining to creation, re-organization or termination of Faculties, Departments, Schools, Centres, Institutions or any other academic unit or units in the University.

 Academic Links/Exchanges

Establishments of new links or exchange programmes or renewal and/or expansion of existing programmes with other Universities or Institutions in Sri Lanka or abroad

Termination of existing links or exchange programmes.

3.4.2.2 Admissions Committee

Composition Functions

Deputy Vice-Chancellor Matters pertaining to student admission, re-admission, renewal of

Deans of Faculties registration, deferment of registration/granting of leave and

Faculty Representatives cancellation of studentships

Registrar or DR/SAR –Student

Registrations Division (as Secretary)

3.4.2.3 English Language Teaching Committee

Functions

Composition

Vice-Chancellor  Matters pertaining to teaching English as a second language
Deans of Faculties in Faculties
Head, Department of English  Matters pertaining to Faculty ELTUs
Head, English Language Teaching  Perusal and approval of curricula for teaching English

Unit

DR/SAR/AR of Council &

Academic Division (as Secretary)

3.4.2.4 Library Committee

Composition Functions

Vice-Chancellor  All matters pertaining to administration of the Main Library,
Deans of Faculties Faculty Libraries and the Library of the PGIA of the
Directors of PG Institutes University
Faculty Representatives  Approving estimates for procurement of books and
Librarian accessories to the library system
DR/SAR/AR of Council &  Assessment of staff requirements Academic Division (as Secretary)  Approving the annual report of the Library
Formulating policies for the development of the Library network.

3.4.2.5 Publications Committee

Functions

Composition

Vice- Chancellor
Deans of Faculties
Librarian
Editors and Co-editors of University Journals
SAB/Research & Publication (by invitation)
DR/SAR/AR of Council &

Academic Division (as Secretary)

Matters pertaining to publication of University Journals
Monitoring the progress of University Journals
Other matters pertaining to University publications
To promote manage and facilitate all Academic Publications including the University Journals to be published under the imprint of the University
To consider the applications made by members of staff of the University seeking financial assistance towards the Publications of manuscripts, research findings (or reports) etc. subject to the availability of funds.
To appoint Editorial Boards where it deems necessary for the management of the University Journals and other

Publications published under the imprint of the University.

To select a university press or reputed firm to handle the printing of publications including Journals, after calling for quotations.

To hand over the right to sell and distribute all publications including University Journals to a reputed firm or book sellers on a commission basis with the approval of the

Council provided that;

1. the right to sell and distribute any publications by the University at any time is retained by the University
2. all publishing rights shall be retained by the University
to operate the Publications Vote (or Fund) for the purpose of financing University Journals, Academic and other Publications authorized by the Publications Board to be published under the imprint of the University. Annual Grant for publications and all revenue collections including revenue from sale of University publications authorized by the Publications Board shall be credited to the publications vote. Payment of royalties and all other expenses in connection with the Publications authorized by the Publications Board shall be charged to the Publications Vote;
to make payments to authors on a royalty basis, the principles of payments be decided upon with the approval of the Council. Where a book to be published has been prepared by a department of study all publishing rights shall remain with the University without payment of royalties, unless otherwise determine by the Council.

3.4.2.6 Research Committee

Functions

Composition

Vice-Chancellor  Awarding of University research grants
Deans of Faculties  Monitoring the progress of research carried out under
Faculty Representatives university awarded research grants
Librarian
Chairpersons of Faculty Research  Other matters pertaining to University Research Grants

Committees (by invitation)

Director/URC (by invitation)  Awarding of Postgraduate Research Fellowships and
SAB/Research & Publication (by monitoring their progress invitation)
DR/SAR/AR of Council &

Academic Division (as Secretary)

3.4.2.7 Management Committee for Centre for Quality Assurance

Composition

Vice-Chancellor
Deputy Vice-Chancellor
Deans of all Faculties & Directors of Postgraduate Institutes affiliated

to the University

Director of the CQA
Registrar
Librarian
Bursar
Director, Staff Development Center
Director, CDCE
A member nominated by the Council

Functions

Regulate and to determine all matters concerning the CQA in accordance with the provision of the Universities Act and of other appropriate Instruments
Draft rules for all relevant matters in respect of which Rules are authorized to be made or may be made, and to submit such drafts to the Council/Senate, as the case may be, of the University for enactment
Take all policy and administrative decisions deemed necessary for the effective working of the CQA
Support, and review the progress of QA activities of IQACs
Decide on matters pertaining to publication of the CQA
Appoint such bodies as it may deem necessary for the effective functioning of the CQA
Two members nominated by the Take all such other measures as it may deem necessary for the

Senate achievement of the objectives of the CQA, including the

Coordinators of Internal Quality exercise of powers conferred by other relevant provisions of

Assurance Cells of UoP these By-Laws

Directors/Coordinators/Chairperson of Councils/University

Centers/University

Units/Committees of academic nature established outside the Faculties as determined by the

Senate

3.4.2.8 Scholarships Committee

Composition Functions

Deputy Vice-Chancellor  Matters regarding awarding Scholarships, Studentship,  All Deans of Faculties Prizes, and Medals for undergraduate students.
Faculty Representatives of all faculties
SAB/AB of Student Services Division
DR/SAR/AR of Student Services

Division (as Secretary)

3.5 DIVISIONS OF THE GENERAL ADMINISTRATION

The central administration consists of eight administrative divisions, a finance division, an Internal Audit division and ten service divisions that performs specific functions. The central administration with its different divisions comes under the control of the Registrar, while the finance division is supervised by the

Bursar.

3.5.1 Office of the Vice-Chancellor

Purpose of the office

The purpose of the Office of the Vice-Chancellor is to assist the Vice-Chancellor of the University in fulfilling his duties & responsibilities and exercising his authority.

All non-academic staff members of the Office of the Vice-Chancellor hold responsibility to the ViceChancellor.

Office of the Deputy Vice-Chancellor

3.5.2

Purpose of the office

The purpose of the Office of the Deputy Vice-Chancellor is to assist the Deputy Vice-Chancellor of the University in fulfilling his duties & responsibilities and exercising his authority.

All non-academic staff members of the Office of the Deputy Vice-Chancellor hold responsibility to the Deputy Vice-Chancellor.

3.5.3 Office of the Registrar

The purpose of the Office of the Registrar is to assist the Registrar of the University in fulfilling his duties & responsibilities and exercising his authority.

All non-academic staff members of the Office of the Registrar hold responsibility to the Registrar.

3.5.4 Office of the Bursar

The purpose of the Office of the Bursar is to assist the Bursar of the University in fulfilling his duties & responsibilities and exercising his authority. (Please refer Chapter 13 for details).

3.5.5 Administrative Divisions

Academic Establishment Division
Capital & Rehabilitation Works Division
Corporate Management Division
Council & Academic Division
General Services Division
Legal & Documentation Division
Non Academic Establishment Division
Student Services & Student Registration Division
Internal Audit Division

3.5.5.1 Academic Establishment Division

Scope of the Division

The main function of the Academic Establishments Division is to handle overarching administrative procedures relating to human resource management of academic, academic support, and temporary academic staff. The Division handles all specific functions as detailed below complying with the Universities Act.No.16 of 1978, the E-code, Circulars, Policies and all other directions from the Higher Authorities.

Specific Functions

Recruitments
Confirmations in the appointments
Promotions
Resignations / Retirements
Terminating or issuing vacation of post notices when it is deemed as essential
Preparation of salary returns for Academic Staff/ Academic support staff/ Temporary Academic staff.
Processing annual increments for the permanent academic/academic support staff
Issuing of University Identity Cards (Permanent/ Temporary)
Processing of requests for motor vehicle permits.
Handling all requests for the grant of study leave/ sabbatical leave/vacation leave/ training programme & conference leave/ medical leave/ maternity leave/ paternity leave/accumulated leave/special leave etc.)
Process of revision of salaries
Preparation of Council memoranda
Facilitating the grant of financial assistance & reimbursements
Releasing UPF/ETF/Pension
Handling insurance schemes.
Preparation of cadre request received from each Faculty/ Unit/ Center
Convening the Leave & Awards Committee
Processing all documents relating to bond violation and recovery
Any other relevant matters assigned by the Vice Chancellor/Deputy Vice-Chancellor/Registrar

Responsibility

To the Council, the Vice-Chancellor, the Deputy Vice-Chancellor and the Registrar.

3.5.5.2 Capital & Rehabilitation Works Division

Scope of the Division

The core function of the Capital Works Division is to take timely action to implement new

Construction & rehabilitation projects which are stipulated in the Master Plan and the Annual Procurement plan to achieve the target in time, to improve infrastructure facilities contributing to achieve the goals and objectives inspired by the University of Peradeniya. In addition, the staff of the Division are engaged in preparation of project proposals, bidding documents, calling quotations for construction & rehabilitation projects, awarding of contracts, checking bills and recommendation of payments for contractors and other day to day documentary work, preparation of progress reports etc.

Specific Functions Capital Projects

Constriction of project planning
Progress monitoring and control of construction projects

Rehabilitation Projects

Project Planning
Project Organization
Project Administration
Progress monitoring and control of rehabilitation projects

Responsibility

To the Registrar, Vice Chancellor and the LBMC of the University

3.5.5.3 Corporate Management Division

Scope of the Division

The Corporate Management Division is responsible for maintaining the core-functions of the University through the specific functions listed below.

Specific functions

The main task of the Division is to facilitate all activities and functions related to the preparation of the Annual Action Plans, Strategic Plans (prepared covering a specific time periods), revision of the Management Guide and coordination of the preparation of SOPs by Faculties, Centres, Divisions and Units.

The Division is responsible for the quarterly review of the progress on the Action Plan and annual review of and thereby reporting the progress on the Strategic Plan to the Vice Chancellor, to be reported to the Council. The Division is responsible for annual update of the Management Guide with a revision of the same once in five years.

The Division also handles all correspondence with regard to the appointments of Directors/ Coordinators/

Interns/ Administrators and other support staff to Centres and Units that come under the purview of the Vice Chancellor / Deans of Faculties. Other than the appointments of Directors and Coordinators (which are Parttime posts), all other non-academic staff appointments are processed only in the absence of cadre provisions, based on self-earning criteria.

Since 2020, the Division handles the Agrahara Insurance Scheme that was introduced for the employees of the

University, CDCE and the PGIs. The Division also facilitates the Management Committee meetings of the Centre for Environmental Studies (CES) chaired by the Vice-Chancellor and the Web Committee, chaired by the Deputy Vice-Chancellor.

Responsibility

Responsible to the Vice-Chancellor, Deputy Vice-Chancellor and the Registrar.

3.5.5.4 Council & Academic Division

Scope of the Division

The Council & Academic Division handles all proceedings related to the meetings of the Council and the Senate, and the sub-committees of the latter, viz.

Academic Development & Planning Committee
Senate Research Committee
Senate Publications Committee
Senate Library Committee
English Language Teaching Committee

Deputy Registrar or Senior Assistant Registrar of the Division functions as the Secretary to the aforesaid subcommittees, while the Registrar functions as the Secretary to the Council and the Senate. The division handles all administrative work pertaining to grants funded by the University, including the award of Research

Fellowships. It also handles matters related to Peradeniya University International Research Sessions (iPURSE).

Specific Functions

Handling all matters related to the Council including follow-up work
Handling all matters relevant to Sub-Committees appointed by the Council
Handling all matters related to the Senate including follow-up work
Handling all matters related to the following Senate Sub-Committees: ELTC, Library Committee, Publications Committee, SRC, ADPC
Handling all matters related iPURSE (International Peradeniya University Research Sessions)
Handling all matters related to the administration of University Research Grants
Handling University Postgraduate Fellowships (A.G. Thilakaratne Research Fellowship, E.W. Goonatilake Research Fellowship, Hilda Obeysekera Research Fellowship, University Research Fellowship)

Responsibility

Responsible to the Vice-Chancellor, Deputy Vice-Chancellor and the Registrar

3.5.5.5 General Services Division

Scope of the Division

The General Services Division of the University ensures that the University functions at its optimum level without shortages in the essential infrastructure, supportive services, and protect, maintain and regulate the University properties such as land and buildings efficiently and effectively, in order to conduct the academic programmes approved by the University Council, and carry out research and development work and outreach activities of the University of Peradeniya.

Specific Functions

For all activities carried out by the General Services Division, it is directly responsible to the Registrar. The specific functions of the General Services Division can be categorized as below;

Provide essential infrastructure services for smooth functioning of the University such as water, electricity, telephone, internet connectivity, cleaning & sanitary facilities, gully and other labour

services, security services, canteen and photocopy services, providing residential facilities for employees and maintaining the daycare center for the children of the University staff, servicing and maintaining machineries.

Activities and matters related to all immovable and movable properties of the University such as lands, buildings, all inventoried items and vehicles.
Providing facilities to carry out the day-to-day activities of the University such as transport facilities, distributing letters, printing, exchanging telephone calls, removing wasp hives and retaining furnisher.
Conducting revenue-generating activities of the University such as providing holiday bungalows, reservation of grounds and the swimming pool, charging taxes from external beneficiaries.
Carrying out activities for the sustainability of the University such as maintaining safety and cleanliness of the University, waste disposal activities such as solid waste and wastewater and removal of condemned article.

Responsibility

To the Vice-Chancellor, Deputy, Vice-Chancellor and the Registrar.

3.5.5.6 Legal & Documentation Division

Scope of the Division

The Legal and Documentation Division is responsible for contributing to the University strategy and mission through provision of expert legal advice ensuring the ongoing protection of University’s interest.

Specific functions

The prime task of the legal & documentation division is to handle all types of litigations filed by and against the University. In addition, conducting inquiries, streamlining bond violations, drafting legal documents, providing consultations, providing legal opinions and briefing the Council on legal matters are also other important functions performed by the Legal Division.

Key functions performed by the Division

Handling litigations
Handling bond violations
Handling preliminary & formal inquiries
Legal drafting (pleadings to be filed in courts, circulars, By-laws, agreements, power of attorneys,

deed of trusts, bonds etc.)

Checking & finalizing the MOUs and agreements forwarded by the Academic staff members
Checking & finalizing all types of agreements forwarded by the other divisions and Faculties of the

University vii. Providing legal opinions and advice

Preparing and checking policies on various matters as and when directed by the hierarchy
Preparing Council and Finance Committee memos
Answering Audit queries
Briefing the Council on legal matters when necessary
Serving as the Secretary to the Council Sub-Committees such as Grievance Committee, Sexual

Gender Based Harassment and Sexual Violence Committee (SGBHSV), and Intellectual Property

Advisory Committee xiii. Any other duties/activities deemed fit as assigned by the Vice-Chancellor and the Registrar

Responsibility

To the Council, Vice-Chancellor, Deputy Vice-Chancellor and the Registrar.

3.5.5.7 Non Academic Establishment Division

Scope of the Division

The main function of the Non-Academic Establishments Division is to handle matters pertaining to Non-

Academic staff in line with the corporate goals of the University of Peradeniya. The Non-Academic

Establishment Division assists the University authorities in the development & maintenance of human resources management procedures in compliance with the Universities Act No 18 of 1978, Universities Establishments Code, Rules and Regulations imposed by the University Grants Commission and other administrative policies of the University established by the Governing Authority.

This Division maintains a close working relationship with all administrative and non-academic staff having clear understanding as to how human resource policies and procedures are implemented in the University.

The Non-Academic Establishment Division complies with the Rules and Regulations which are currently in force so that the non-academic staff follow the correct procedures in matters related to their employment, which enable the Division to offer a better and more efficient service for them. The Division is supervised by the Deputy Registrar/ Central Administration.

Specific functions:

The Non-Academic Division handles overall administration and supervision of recruitments, confirmations, promotions, granting of increments, extension of services, leave, transfers, salaries & wages, awards, attendance, resignations, retirements, release of UPF, pension & gratuity, trade union matters, training & development, welfare activities, handling all disciplinary matters, audit queries relating to the non-academic employees, maintaining records of approved cadre, preparing annual estimates, preparing new cadre proposals and making cadre changes, attending to salary revisions, making salary adjustments, providing statistical information whenever requested by the UGC and other Government Departments/ Institutes.

Responsibility

To the Vice-Chancellor, the Deputy-Vice-Chancellor and the Registrar.

Key functions performed by the Non-Academic Establishment Division

A brief description of human resource matters handled by the Non-Academic Establishment Division is as follows:

No.	Main Functions	Related tasks
01.	Management of human resources	Recruitment, confirmations, promotions, retirement, extension of services, transfers, training & development, resignations, salary revisions, salary adjustments, etc.
02.	Performance evaluation	Annual increments
03.	Retirement benefits	Release of UPF, release of pension, release of gratuity
04.	Supportive activities	Managing attendance, attendance recording system, leave, etc.,
05.	Handling disciplinary and audit matters	Facilitate handling all disciplinary matters, answering audit queries, etc.
06.	Providing Information	Preparing annual estimates, new cadre proposals, making cadre changes, providing statistical information when requested by the UGC and other Government Departments/ Institutes, etc.
07.	Other functions	Providing uniforms, warrants & protective shoes to the nonacademic staff, Trade Union matters, insurance, Long service awards, etc.

Categories of Staff:

Non Administrative Staff

Un-Skilled Grades	Technical & Allied Grades
Semi-Skilled Grades	Clerical & Allied Grades
Skilled Grades	Other Executives
	Administrative, Financial & Audit Officers

3.5.5.8 Student Registration Division

Scope of the Division

The purpose of the Student Registration Division is to perform tasks related to enrolment of new students selected by the UGC, handing students’ disciplinary inquiries and organizing the Genera Convocation within stipulated time periods.

Specific Functions

Enrolment of new entrants selected to the University by the UGC annually
Facilitation of conducting disciplinary inquiries related to students
Convening meetings of the Board of Discipline and Admission Committee and implementing the decisions of the Board of Discipline and Admission Committee
A key contribution to organizing of the Annual General Convocation
Maintaining the records of all graduates
Preparation, issuance and authenticity verifying of Undergraduate/Postgraduate Degree and Postgraduate Diploma Certificates of all Faculties and Institutes
Hiring of graduand cloaks to government schools, government statutory boards and departments and private schools as well as institutes that recognized for awarding of degrees

Responsibility

To the Vice-Chancellor, Deputy Vice-Chancellor and the Registrar

3.5.5.9 Student Services Division

Purpose/Scope of the Division

The purpose/scope of the Student Services Division is to administer and manage the student welfare matters at the University. This Division liaises with all 09 Faculties, other Divisions and Units in order to maintain a better welfare system.

Specific Functions

Handling matters relating to the Mahapola Scholarship after selection is made by the UGC
Administering the process of granting Bursary to students of the University
Issuing concessionary season tickets for the non-resident students to use public transport
Renewal of the registration of registered student societies of the University annually (academic year)
Convening the meetings of the Senior Student Counselors, Proctor and Deputy Proctors, Wardens and

Sub Wardens, Arts Council, Scholarship Sub Committee, Ragging Prevention Committee, Carrier Guidance Advisory Committee and Peradeniya Student Union

Handling all administrative matters relating to award of Medals, Prizes and Scholarships
Conducting the election of the Student Union
Handling permission granting for students activities (musical shows, dramas, excursions, trips, etc.)
Coordinating and facilitating the selection process of the University Proctor, Deputy Proctors, Senior Student Counselors, Wardens, Senior Academic Sub-Wardens and Academic Sub-Wardens
Preparation of the deduction report of unsettled room rent and liabilities of temporary staff

Responsibility

Vice Chancellor / Deputy Vice Chancellor / Registrar

3.5.5.10 Internal Audit Division

Scope of the Division (Please see Chapter 14 for details)

3.5.6 Other Service Centres, Units and Divisions

Health Centre
Landscape Division
Maintenance Division
Marshal Division
Physical Education Division
Public Relations Division
Security Division
Statistics & Information Division
Student Accommodation Division
Web Development Unit

In addition, the University of Peradeniya has established several centers and units that offer complementary and supplementary training programmes at various levels and specialized services to the public. Some of these units come directly under the preview of the Vice-Chancellor and some centers/units under the purview of respective Dean of the Faculty.

3.5.6.1 Health Centre

Scope of the Center

The Health Centre of the University of Peradeniya provides curative and preventive health needs of about 20,000 persons comprising students, university employees and their family members. It also attends to activities required to maintain community and environmental health.

Specific Functions

The following medical services are provided to students, employees and their family members.

Outdoor patient services
Indoor patient care to students including isolation facilities
Referral to government hospitals for further management
Maintenance of medical records
24-hour ambulance services
Vaccination of student at high risk (Hepatitis B, ARV / TT)
Medical examination for sports fitness
Laboratory investigations
Conducting First-Aid programmes
Convening medical board for students and staff
Conducting awareness programmes for new students about healthcare and environment management of the university
Health education for students
Mental health follow up programmes
Counselling when necessary
University employees’ medical inspection programme

In addition, the Health Center provides the following community and environmental services

University waste management programmee
Environmental sanitation
Dengue control
Stray dog sterilization, Vaccination and rabies control
Hostel inspection and supervision of sanitation
Canteen inspection and maintenance of hygiene
Termite control of all university buildings
Food and water sanitation
Maintenance of open drainage system

Responsibility

Responsible to the Vice Chancellor through Registrar

3.5.6.2 Landscape Division

Scope of the Division

The total land extent of the University of Peradeniya is 700 hectares. Approximately 230 hectares have been developed to accommodate faculties, halls of residences, staff bungalows and other facilities. Considerable Landscaping have been done in the University Park which is planted with a variety of flowering trees, shade trees, clipped hedges and large amount of lawn areas maintaining and keeping the said landscape in proper manner while improving it according to the Landscape principles and objectives/scope of the division

Specific functions

Maintenance of the existing landscape of the University.
Maintenance of a plant nursery and providing readymade plant pots to university functions
Removing hazardous and dangling trees and branches to the University properties and handling the activities of tendering of logs with the General Service Division and the Security division.
Upgrading and improving the University landscape
Preparation of new landscape plans and cost estimates for the implementation of the new landscapes
Catering to decorative activities for special functions such as the Annual General Convocation, Peradeniya University Research Sessions etc.

Functional Aspects and the Responsibilities of the Division

Landscape Division is one of the service divisions in the University of Peradeniya. Main responsibility of the division is keeping the University Landscape According to the Landscape principals while improving according to the initials concepts of the original design.

Responsibility

To the Vice Chancellor and the Registrar

3.5.6.3 Maintenance Division

Specific functions

Attend to all repair and maintenance works of all buildings, grounds, roads and other faculties.
Repair and maintenance of electricity supply
Repair and maintenance of utility service such as water, sewerage system etc.
Design, plan and BOQ preparation of minor rehabilitation work and supervision of major rehabilitation work and new capital projects.

3.5.6.4 Marshal Division Scope of the Division

The Marshals Division of the University contributes towards maintaining an independent and a peaceful academic-friendly environment which is favorable for education, research and other academic purposes of undergraduates, postgraduates and academic and non-academic staff of the University of Peradeniya. The Division is headed by the Chief Marshal, and is supported by five male marshals (including a marshal who is conversant with Tamil) and one lady marshal. The Division plays the role of the liaison officer in matters related to improving students welfare, accommodation, services afforded in cafeteria, sports facilities, health care and cultural programmes.

Specific Functions

The specific functions of the Marshal Division are to plan, organize, and implement all possible preventive measures to minimize ragging and all forms of student misconduct. Based on that, the Division condemns, controls and reports ragging incidents and any other forms of violence or in disciplinary activity which poses hamper to academic programmes of students by being vigilant on their activities and behavior at the university premises, close areas ( private boarding places, public places) and Mahaillupallama sub campus. The Division also assists Deans of Faculties, the Proctor, Deputy Proctors and Wardens of Halls of Accommodation to maintain student discipline and provides all logistic support including secretarial service in conducting disciplinary inquiries. The Marshal Division maintains student discipline by staying vigilant 24 hours a day keeping a twenty four hour vigil in the University and monitoring activities and students’ behavior in faculties, centers, hostels, canteens, gymnasium and play grounds.

Responsibility

The Marshals Division is under the direct supervision of the Registrar, Deputy Vice-Chancellor, ViceChancellor and the Proctor.

Key Functions

To prevent, control and report conflicts among student groups, ragging and anti-ragging groups, students and external parties.

Take necessary actions to control and report different kinds of indiscipline activities among students such as theft, intimidations, threatening and assaulting at the university premises, and nearby residential places.

Build up and create social harmony programmes among students of all religious and ethnic groups and the foreign students from different social backgrounds.

Taking actions to prevent of selling, possession and consumption of narcotics, and any such kinds of misbehaviors.

Assist the university security division to ensure that security of staff and students upheld.

Taking necessary steps concerning the student discipline of the university by keeping close contacts with the police.

Providing the necessary services at functions organized by the University such as the Annual General Convocations, Independences day celebration, etc.

Taking action to find solutions to the problems in hostels, arising amongst the students of and within the hostels.

3.5.6.5 Physical Education Division

Scope of the Division

The division is the Physical Education & Sports governing body of the University and endeavors to uplift the physical & mental condition of the University student population. The main role of the Division is to disseminate knowledge to the University undergraduates on Physical Education, health & physical activities to make a healthy lifestyle

This division conducts lectures, workshops and training sessions on Sports Science and Physical Education regularly for the undergraduates. With the intension of providing an exposure to the sports arena, the division also organizers and implements intramural sports & recreational events for undergraduates. Moreover, best performers are prepared to compete at major competitions organized by the external bodies nationally and internationally.

This Division is headed by a Director (non-academic administrative Officer) and is supported by 07 academic support staff members (Instructors in Physical Education) and 28 non-academic staff members (clerical, supervisors, groundsman, skilled & unskilled laborers).

Responsibility

To the Vice-Chancellor and Registrar

Key functions of the department of physical education

Conducting lectures in Physical Education & Fitness for undergraduates.
Conducting training sessions for sports teams regularly.
Organizing Intra & Extra mural sports programs for sports teams of this University.
Directing players for participating at National and International sports events.
Facilitating players providing required financial assistance when required.
Facilitating undergraduates for recreational activities.
Conducting Sports Advisor Committee Meetings.
Facilitating outstanding players and teams annually by awarding colors.
Maintaining sports fields up to the required standards.
Procuring sports goods, sports kits, equipment, machinery, tools and other goods etc., for the requirement of this Department.
Conducting lectures for the outside organization regarding sports science and coaching on requests made.

3.5.6.6 Public Relations Division

Activities of the Public Relations office is under the supervision of the Registrar.

3.5.6.7 Security Division Scope of the Division

The Division comprises of a Chief Security Officer, Deputy Chief Security Officer, Security Inspectors and Security Guards inclusive of female guards. The Division comes under the direct supervision of the Registrar. The security staff should comply with all directions that will be issued by the Deputy Vice-Chancellor in all matters relating to student discipline besides ensuring the security of the immovable and movable properties as well as the security of staff and students

Key functions of the Division

Arrangement of Security measures to protect all movable and immovable properties of the University by way of establishing guard points and mobile patrolling.
Prevention of illegal and unlawful activities, investigating on such reports if any and reporting to the Administration.
Taking precautionary actions to prevent thefts
In case of fire eruption, taking prompt action to control it.
Providing Security for University organized functions and celebrations, security for State delegates when in the University, security for workshops and events organized by student societies and student unions
Investigating the disputes of the employees residing in University Quarters and reporting to the general administration.
Identification of problems that may arise for the disruption of the smooth functioning of the University and reporting to the administration on time, and to liase with the Police if necessary.
Reporting daily to the Administration on complaints received and incidences reported to the division
Installation of security check points and mobile security huts and deploying security guards for duty 24 hours of the day.
Using hand metal detectors and other security instruments to check vehicles and personnel for reasons of security.
Engage in religious activities, and social welfare (Blood Donation Camps etc.)

Responsibility

To the Vice-Chancellor, Deputy Vice-Chancellor and Registrar.

3.5.6.8 Statistics & Information Division

Scope of the Division

The Statistics & Information Division is responsible for to collecting and storing statistics and information for the benefit of researchers and decision makers. This Division liaises with all other Faculties /Units /Centers/ Divisions in order to maintain a continuous flow of information.

Key functions of the Division

Prepare Annual Report in three media
Compilation of Statistical Handbook
Prepare University Newsletter (quarterly)
Prepare the University Calendar
Providing information and statistics for students, staff and those who seek such information for research
Providing information and statistics for Institutions (Labour Department, Central Bank, Department of Census and Statistics, etc.)
Maintain a staff database for facilitating to provide figures
Compilation of UGC Circulars as volumes
Assist the Committee in organizing the events of the Convocation
Assist to maintain an Updated University Web Site

Responsibility

Responsible to the Vice-Chancellor, Deputy Vice-Chancellor and Registrar.

3.5.6.9 Student Accommodation Division

Scope of the Division

This division is a part of the University of Peradeniya headed by a Director. The division provides a comprehensive service to all students of the University, administering and allocation of 23 hostels in the University, with the aim of helping to support the student experience by providing efficient and effective accommodation services and facilities.

The division is also responsible for the recovering of hostel fees and any fines from students for loss or damage of property of the hostel. The Division also provides facilities needed for the smooth functioning of the halls including assigning of the non-academic staff, once they are appointed by the Non-academic division. The Division is responsible for proposing to the administration the requirement of new hostel facilities depending on the rising demand.

Specific functions

Provide accurate information and advice regarding the accommodation /allocation process
Recognize applicants as individuals with their own requirements at all times. (Eg. Students with disabilities)
Allocate students to halls with the aim of providing balanced effective communities
Provide hostel facilities to students coming from low income families when appropriate
Efficiently and effectively respond to student issues and concerns
Liaise/mediate/co-ordinate with other University departments to provide optimum support to residents.
Seek students’ opinion, analyze trends and recommend developments to the facilities and services provided to students.
Supervising and conducting the standards of food hygiene and sanitary services of halls of residence.

Student Accommodation Criteria: - Please refer chapter 7 for details

Responsibility

To the Vice Chancellor, Deputy Vice-Chancellor and the Registrar

3.5.6.10 Web Development Unit Scope of the Division

The Web Development Unit holds the main responsibility of developing and maintaining the University website and is directly supervised by the Deputy Vice-Chancellor. Major improvements of the website is handled centrally on the approval of the Web Committee.

The Unit is also responsible for providing information for University ranking on various international ranking authorities namely the “Times Higher Education Impact ranking, Times Higher Education World University Ranking, QS World ranking, QS Asia ranking, Webometric and Greenmetric ranking that are considered as the major ranking systems of the world.

The Unit is also responsible for supporting all activities relating to webcasting of the Annual General

Convocation via the web, whilst also facilitating conferences such as the International Peradeniya University Research Sessions, Sri Lanka Japan Collaborative Research etc.) In creating online registration systems, developing and maintaining the conference website, implementing conference management systems and integrating online payment gateway through the relevant banks. The Unit also provides technical assistance to the administration to organise online interviews for staff via Zoom and Skype technologies as well as for elearning systems (Moodle).

3.6 CENTERS/UNITS UNDER CENTRAL ADMINISTRATION

Career Guidance & Counseling Unit (CGU)
Centre for Distance & Continuing Education (CDCE)
Centre for Environmental Studies (CES)
Information Technology Centre (ITC)
Network and Communication Services Unit (NCSU)
Centre for Quality Assurance (CQA)
International Relations Office (InRO)
Staff Development Centre (SDC)
University Research Council (URC)

Multidisciplinary National Innovation Centre (MuNIC)
Establishment of the Business Linkage, Innovation, Incubation and Technology Transfer Office (BLII-TTO)

3.7 CENTERS/UNITS (UNDER FACULTY ADMINISTRATION) Please refer Chapter 8 for details

Centre Faculty

Agribusiness Centre Agriculture

Agriculture Education Unit Agriculture

Agricultural Biotechnology Centre Agriculture

Centre for the Study of Human Rights Arts

Special Needs Resource Unit Arts

Coordination Unit of Internships and Community Outreach Arts

Unit for Development of Dental Education Dental Sciences

Dental Auxiliary Training School Dental Sciences

Cancer Care Service Unit Dental Sciences

Smile Train Cleft Centre Dental Sciences

Center for Research in Oral Cancer Dental Sciences

Dental E-Learning Unit Dental Sciences

Engineering Education Unit Engineering

Engineering Design Centre Engineering

Industrial Training & Career Guidance Unit Engineering

Computing Centre Engineering

Electrical & Electronic Workshop Engineering

Engineering Workshop Engineering

Nuclear Medicine Unit Medicine

Research and Development Unit Medicine

Technical Resources Centre Medicine

Centre for Research in Tropical Medicine Medicine

Science Education Unit Science

Science Industry Interaction Cell Science

Veterinary Medical Education Unit Vet. Medicine & Animal Science

Veterinary Postgraduate Education Unit Vet. Medicine & Animal Science

Centre for Aquatic Animal Disease Diagnosis and Research Vet. Medicine & Animal Science

Veterinary Business Centre Vet. Medicine & Animal Science

Rabies Diagnostic Unit Vet. Medicine & Animal Science

Administrative structure of the UoP

3.1 ORGANIZATIONAL STRUCTURE OF THE UNIVERSITY

3.1.1. Organizational structure References to source 3.1.2. An Interpretation of the Organizational Structure

3.2.1 The Vice-Chancellor

3.2.1.1 Appointment of the Vice-Chancellor Section 34(1) (a) and (b) of the Act

3.2.1.2 Tenure of the Vice-Chancellor Section 34 (7) of the Act

3.2.1.3 Removal of the Vice-Chancellor Section 34(1)b of the Act

3.2.1.4 Powers, duties and responsibilities of the Vice-Chancellor

3.2.1.5 Acting arrangements for the post of Vice- Chancellor Section 34(8)

3.2.1.6 Filling vacancy of the post of Vice-Chancellor Section 34 (9)

3.2.2 The Deputy Vice-Chancellor

3.2.2.1 Appointment of the Deputy Vice-Chancellor

3.2.2.2 Duties, functions and powers of the Deputy Vice-Chancellor Section 34(8) and

3.2.3 The Dean of a Faculty

3.2.3.1 Election of the Dean Section 49 (a) of

3.2.3.2 Tenure of the Dean Section 49(2) of the

3.2.3.3 Powers and functions of the Dean Section 49 (1) &

3.2.3.4 Acting appointments Section 49(3)

3.2.3.5 Vacancy of the Dean

3.2.4 The Registrar

3.2.4.1 Appointment of the Registrar Section 37(1)

3.2.4.2 Powers, functions and duties of the Registrar Section 37(1),(2)

3.2.4.3 Acting appointment Section 23:2:5 of

3.2.5 The Librarian

3.2.5.1 Appointment

3.2.5.2 Powers, duties and function Section 39(1) and

3.2.5.3 Acting Appointment Section 23:2:10 of

3.2.6 The Bursar

3.2.6.1 Appointment of Bursar

3.2.6.2 Powers, functions and duties of the Bursar

3.2.6.3 Acting appointment Section 23:2:7 of

3.3 AUTHORITIES OF THE UNIVERSITY Part VII of the Act

3.3.1 The Council

3.3.1.1 Composition of the Council Section 44(1) &(2)

3.3.1.2 Tenure of the members of the Council Section 44(3)of the

3.3.1.3 Cessation of the membership of the Council Section 44(4) and

3.3.1.4 Remuneration of a member

3.3.1.5 Quorum of the Council and the number of meetings

3.3.1.6 Powers of the Council

3.3.1.7 Sub committees appointed by the Council to carry out the above functions conferred on it Section 45(xviii)

3.3.2 The Senate

3.3.2.1 Composition of the Senate Section 46(2)

3.3.2.2 Tenure of the membership

3.3.2.3 The quorum and special meetings

3.3.2.4 Powers and functions of the Senate

3.3.2.5 Other Committees appointed by the Senate Section 46(6)vii

3.3.3 The Faculty Board

3.3.3.1 Composition Section 48(1A) ,

3.3.3.3 Powers functions and duties of the Faculty Board

3.4 TERMS OF REFERENCE (TOR) OF STANDING COMMITTEES

3.4.1 Terms of Reference Council Standing Committees

Composition

Composition

Composition Functions

Composition

Composition Functions

Composition

Composition

 Academic Links/Exchanges

Composition Functions

Composition

Composition Functions

Composition

Composition

Composition

Functions

Composition Functions

3.5 DIVISIONS OF THE GENERAL ADMINISTRATION

Purpose of the office

Office of the Deputy Vice-Chancellor

Purpose of the office

3.5.3 Office of the Registrar

3.5.4 Office of the Bursar

3.5.5 Administrative Divisions

Scope of the Division

Specific Functions

Responsibility

Scope of the Division

Specific Functions Capital Projects

Rehabilitation Projects

Scope of the Division