CHAPTER 7

ADMINISTRATIVE MANAGEMENT GUIDELINES FOR FACULTIES

Content of the Chapter

7.1 Introduction to Organization Structure of a Faculty 7.2 Authorities of a Faculty 7.3 General Administration and Student Affairs of the Faculty 7.4 Academic Programme

7.1 Introduction to Organization Structure of a Faculty

This chapter consists of 4 major sections as following:

1. The organization structure of a faculty
2. General Administration and Student Affairs of the Faculty
3. Academic programme
4. Financial Administration of the Faculty.

Faculties have been established as per the provisions of the Universities Act.16 of 1978 S48(1),7 of 1985. The Dean of the Faculty is the academic and administrative head of the faculty as per the Act. Departments of study and centers/units to administer academic programmes have been established before and after the current universities Act as the University of Ceylon/University of Peradeniya has existed since 1942. Other administrative divisions and units including various facilities have been set up to support the university’s mission. Each faculty consists of Departments which are headed by the Head of the Department. A Head of the Department of Study (HOD) is appointed by the Council upon the recommendation of the Vice Chancellor, while the current practice is for the Vice Chancellor to consult the faculty/department in nominating a person to be appointed as Head of a Department.

Deputy Registrar/Senior Assistant Registrar/Assistant Registrar and Senior Assistant Bursar/Assistant Bursar under the direction and supervision of the Dean carries out the overall administration of the faculty affaires and coordinates the academic programme and examinations, and financial administration

7.2 Authorities of a Faculty

7.2.1 The Faculty Board Universities Act No.

The Faulty Board is one the three authorities of the University as defined by the Act and each Faculty’s 16 of 1978 academic matters are governed by a Faculty Board. The composition of the Faculty Board is defined by the Universities Act No.16 of 1978(refer section 48-48A). The Dean shall preside at all meetings of the Faculty Board.

Subject to the provisions of this Act, a Faculty Board shall exercise, perform and discharge the following powers, duties and functions-

1. to consider and report on any matter referred to it by the Senate.
2. subject to the control of the Senate, to regulate matters connected with teaching, examinations and research in the Departments of Study in the Faculty.
3. to present recommendations and reports to the Senate on all matters connected with the courses of study and examinations in the faculty.
4. 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
5. to recommend to the Senate persons suitable for appointment as examiners

Faculty Board Appointed Sub committees

The Dean shall be assisted by sub committees appointed by the Faculty Board with respect to matters of

Curriculum Development/Implementation and Monitoring, Research Promotion and Monitoring, Higher

Degree programmes, Scholarship matters, Admissions, Library matters, English language Teaching, Student disciplinary and welfare, Land, Building and Maintenance, Quality Assurance and Accreditation related activities, and any other matters to be assisted by a subcommittee.

The aforesaid Faculty Board appointed committees oversee specific activities to ensure smooth functioning of the faculty. All committees are expected to maintain and uphold the ethics and standards in order to achieve the vision of the respective faculty.

(i) Dean’s Advisory Committee (Heads of the Department Meeting)

The Dean shall frequently consult the Dean’s Advisory Committee comprising of Heads of Department of the Faculty (Heads Meeting). The Dean’s Advisory Committee shall deliberate all issues relating to general administration, financial management, allocation of funds, and disciplinary matters relating to students and staff.

(ii) Faculty Admission Committee

The purpose of the committee shall be to consider student requests related to admission, registration and examinations. The committee make appropriate recommendations to the Faculty Board accordingly. The committee shall consist with Faculty Board nominated academic members. The tenure of the committee would be three years from the date of appointment.

(iii) Faculty Career Guidance Committee

This Committee is responsible for supporting and guiding students in career development and developing faculty-wide strategy and ground-level operations enhance the employability, career prospects and the soft skills of the undergraduates. The composition of the committee shall be determined by the respective faculty which will include the Dean, Chairperson, and the members from each department who are appointed by the Faculty Board for period of three years.

(iv) English Committee

The English Committee is established to assist the Coordinator of the English Language Teaching Unit (ELTU) / Department of English Language Teaching to design courses related to the academic program and to maintain effective liaise among the ELTU, the Departments, and students. The Committee shall provide necessary advice to the coordinator and staff of the DELT/ELTU on teaching strategies and monitor the progress.

The members of the Committee shall consist of the Dean as the Chairperson, Coordinator/ ELTU (Secretary/ Convener) and appointed member to represent each department. The members from each department are appointed by the Faculty Board for a period of three years.

(v) Environment Management Committee

The Environmental Management Committee (EMC) has a broad mandate of coordinating all departments/

units within the faculty on matters pertaining to environmental issues liaising with the Center for Environmental Studies (CES) of the University of Peradeniya. It also promotes environmentally friendly measures within the faculty through internalizing the best practices in academic and administrative activities. The purpose of the above sub-committee is to provide assistance to resolve environment- related issues, while providing strategic direction, policy initiation.

(vi) Faculty Curriculum Development Committee

The Faculty Curriculum Development Committee shall be responsible in ensuring that the study programs are aligned with the faculty’s mission and that they comply with relevant accreditation standards. It provides the necessary direction by reviewing and making recommendations on design management, integration evaluation and continual improvement of the curricular of the study programs. The main purpose of the committee is to assist and provide respective Departments and Units with necessary guidelines for revision of existing courses and development of new courses/programs. The Chairperson and the academic members representing each Department shall be nominated by the Faculty Board for a period of three years.

(vii) Internal Quality Assurance Cell of the faculty

Quality Assurance cell of the faculty is responsible for maintaining, monitoring and enhancing the quality and standard of its educational provisions. IQAC liaises with the CQA of the university in QA related activities. The Committee of the IQAU has a broad mandate of coordinating quality assurance-related activities within the faculty in liaising with the Quality Assurance Centre (QAC) of the University of Peradeniya. It also promotes measures necessary for faculty-level functioning towards quality enhancement through internalizing of best practices in academic, academic-related and administrative activities.

(viii) Faculty Research Committee

The Faculty Research Committee (FRC) is a sub-committee of the Faculty Board of the respective Faculty. The FRC is responsible for reviewing and selecting research proposals and allocating university research funds among the academic staff members of the faculty. The FRC shall monitor the progress of the research grants awarded to the faculty.

The specific responsibilities of the Committee are to,

• approve procedures for allocating research funds and monitor them implementation.

• review research proposals submitted for annual University Research Grants and disbursed research funds accordingly.

• monitor the progress of research projects on a timely manner.

• Advise the Dean in his role in reporting internally and externally on research and related matters.

(ix) Faculty Web Committee

The Faculty Web committee takes the responsibility of monitoring and instructing on designing, editing and revising of the content of the web pages of the faculty website. It ensures the maintenance of the faculty website with up-to-date information.

(x) Faculty Safety Committee

The Faculty Safety Committee shall oversee the safety procedures, guidelines and programs to ensure wellbeing of the staff and the students in the faculty. It will also review and maintain safety procedures constantly. The Faculty Safety Committee shall be comprised of the following officers/members.

• Two representatives to the Safety committee of the University of Peradeniya.
• The Safety Officer of the respective faculty.
• Two members from each department of unit including the Safety Officer of the respective department.
• The members are appointed by the Faculty Board.

(xi) Faculty Land, Building and Maintenance Committee

The Committee is established to provide assistance in strategic direction and policy initiation and endorsement for the faculty, University of Peradeniya, in matters related to the management of lands and buildings and planning maintenance and development of Building of the Faculty.

(xii) Library Committee

The LibraryCommittee shallrepresent the interests of the library users. It will provide necessary advice to the Faculty Librarian on matters relating to the operation of the library. It acts as the liaison between the library, academic departments and programs.

(xiii) Rag-Prevention Committee/Vigilant Committee

The Vigilant Committee shall take necessary measures to ensure in minimizing any incidences of preventable UGC Circular 919 crime, determine and prevent criminal acts to maintain safety of the students and staff of the faculty.

In addition to above committees, based on the decision and requirement of the Faculty Board, ad-hoc committees can be established. The composition and the TOR of the respective committee must be defined and approved at the Faculty Board.

7.2.2 The Dean

There shall be a Dean of each Faculty who shall be a full-time officer of the University and the academic UGC Establishment and administrative Head of that Faculty. The Dean shall be elected by the Faculty Board from among the letter 12/2013 Heads of the Departments of Study comprising such Faculty and the incumbent Dean (University Act 16 of (University Act 16

1978 S 49(1),7 of 1985 and the establishment letter 12/2013). of 1978)

7.2.3 The Head of Departments of Study

The Department of Study come under the purview of the Faculty Board and are responsible for the development of teaching, research, examination and other relevant academic matters. The Head shall be appointed from among the rank of Senior Professor, Professor, Associate Professor or Senior Lecture. The Head of the Department is responsible for the smooth functioning of the department activities that are required to conduct the academic and research and development and outreach activities conducted by the Department.

The Duties and responsibilities of HOD ; (1) HOD administer the Human Resources (academic and non-academic staff) and Physical resources

(laboratories, fixed assets).

1. Head should function under the general direction of the Dean of the Faculty, who is the Academic and Administrative Head of the Faculty.

1. Serving in - ex offcio- capacity in Senate, Selection Boards, Higher Degree Committees etc.

attending Meetings of Heads / Departments (Faculty); attending Discussions with Dean /Vice- Chancellor / UGC etc., whenever called upon to do so.

1. Maintenance of discipline of the staff and the students(where applicable) in Department

1. Preparation of Annual Report, Annual Estimates supplying various information/statistics etc., sought by the Dean / Vice Chancellor or / UGC/ Ministry, etc.

1. Coordinating al teaching within Department (lectures, visiting lectures, practicals, tutorials and examination work (setting, moderating, correcting) Responsibilities of preparing for Exam nations, Board Meetings and research work
2. Development of courses end curricular, drawing up syllabi for both' undergraduate and postgraduate.

7.2.4 The Administrative and Financial officers

The faculty administration shall be executed by the Deputy Registrar/Senior Assistant Registrar/Assistant Registrar of and the Senior Assistant Bursar/Assistant Bursar of a faculty subject to the direction and the supervision of the Dean of the Faculty. They will handle the general administration, student affairs and coordination of conducting semester Examinations. Senior Assistant Bursar/Assistant Bursar of a faculty is responsible for the administration of the finances of the faculty under the direction and supervision of the Dean. Financial authority has been delegated to the faculty under delegation of Financial Authority (FR 135) to be SAB/AB under direction and control of the Dean.

7.3 General Administration and Student Affairs of the Faculty

Besides the Department of study, faculties may also have various units and centers (refer Chapter 08 for more details) established with the approval of the Council to perform various special tasks related to academic administration, research and development, service functions, and various outreach activities.

7.3.1 The General Administrative functions include

1. Reviewing of the Faculty Action Plan annually with the involvement of Dean, Heads of departments, academic coordinators, Directors of units, Coordinators of cells and all the staff to adopt new trends in higher education.

1. Preparation of Annual Budget and the Annual procurement plan shall be prepared in line with the annual budget of the University.

1. Develop research proposals to obtain grants from local and international funding agencies and pursue research interests of staff and the students.

1. Determine the Cadre requirements of the faculty: the requirement of cadre for the faculty is proposed with cooperation of HODs and Administrative staff of the faculty based on the carder norms specified under UGC circular 2018/12.

1. Infrastructure development of a faculty is decided by the annual capital allocation for the faculty. Concept papers will be developed to request capital funds. Accordingly, the approval of the UGC, Ministry of Higher Education, Department of Planning (Cabinet approval, where needed) must be obtained for the implementation of projects.

1. Encourage stakeholder consultation through a mix of formal and informal mechanisms in order to acquire participation, teamwork, transparency, responsibility and accountability through units, cells and sub-committee of the faculty and the industry.

1. Development of MoUs to link with international and national Higher Educational Institutes and Universities.

1. Adopting a policy to promote Gender Equity and Equality (GEE) and deter any form of Sexual and Gender-Based Violence (SGBV) amongst all categories of staff and students.

1. Define list of duties, work norms and codes of conduct for all categories of staff in compliance with university guidelines.

7.3.2 Student Affairs of a Faculty

The Administration of a Faculty make sure to treat students in fair and transparent manner, both academically and personally. University Student Charter serves as a guide to Academic, Administrative and Support Staff of students for the public to invest and harvest the fruits of university education of the country.

7.3.2.1. Student Support- Academic Affairs and extra mural activities

Learning environment and facilities are available in every faculty to facilitate students to achieve Intended Learning Outcome of all the degree programmes. Faculty of Arts has specifically developed a special unit for targeting special needs undergraduates and rest of faculties provides infrastructure facilities and learning resources facilitating the differently abled students too. All Faculties adheres to the GEE policy of the University. Every Faculty encourages student participation at regional/national level competitions by providing leave and financial assistants. Counseling and advising by academic staff ensure the counsel, guide and advice for all undergraduates.

7.4 Academic Programme

7.4.1 Undergraduate Programme - Internal

Faculties offers three years/four-year/five year full-time undergraduate programmes leading to bachelor’s degrees. Admissions to the undergraduate programmes in faculties are subject to government policy on university admissions. Admission decisions are made by the UGC.

7.4.1 Table - The List of Degrees offered by the 09 Faculties

7.4.2 Undergraduate Programme (External)

The University of Peradeniya has been offering external degree programmes since early 1980s. UGC Circular 932 Currently, based on the UGC Circular 932, the Center of Distance and Continuing Education is delivering External degree prgrammes of the faculties. The objective of external degree programmes is to open up the avenues for students who seek higher education opportunities under ODL.

7.4.3 Postgraduate Programmes

The postgraduate admission is the responsibility of the respective Faculties and Postgraduate Institutes. The candidates for postgraduate degree programmes may be registered as regular fulltime/part-time, provisional or casual students. The basic requirement for admission to postgraduate degrees are stated as decided by the Senate and the UGC. Faculties of Art, Agriculture, Medicine and Science conduct postgraduate programmes through the Postgraduate Institute while the rest of Faculties carry out this task by postgraduate units/centres or higher degree committees. The core objective of all PG centers of Faculties is promote research of the respective faculty.

7.4.4 Academic Calendar

Except Faculty of Veterinary Medicine, other faculties have adopted a semester-based course unit system with effect from 2001. Each semester comprised of 15 weeks duration. An academic year consists of 2 semesters and the academic calendar is developed based on the said time frame. The academic calendar will include information on teaching programme as well as examinations including deadlines.

7.4.5 Establishment of New Faculty /Department of Study /Introduction of New Degree /Course

Establishment of a Faculty

The concept paper /proposal should be submitted to the Academic development and Planning

Committee of the Senate for its recommendation. Subsequently approval must be obtained from the

Senate and Council. An application prepared by the UGC should be submitted to the University Grants

Commission for the final approval (Annexure I –Application). Then, the proposal is channeled to

Secretory Higher Education to obtain the approval of Minister to inform the Parliament and issue the Gazette notification on establishing a faculty in a university (by an order of the aligned Minister).

Establishment of a Department of Study

A concept paper /proposal should be initially submitted to the respective Faculty Board for

recommendation. Once the Faculty Board recommendation is granted, the proposal is submitted to the Academic Development and Planning Committee, the Senate, and the Council for approval. Upon receiving the approval of the Council, the proposal along with the completed application is submitted to the University Grants Commission for the final approval (Annexure II-Application). Then, the proposal is channeled to Secretory Higher Education to obtain the approval of Minister to inform the Parliament and issue the Gazette notification on establishing a faculty in a university (by an order of the aligned Minister).

Introduction of a new Degree programme/Course

The curriculum of a new degree programme shall be evaluated and recommended by the curriculum

development committee of the respective Faculty is submitted to the faculty board. Upon receiving the faculty board approval, the proposal is submitted to the Academic Development and Planning Committee, the Senate, and the Council for approval. Then the proposal along with the completed application is submitted to the UGC for approval. The faculty is entitled to start offering the degree programme once the UGC approval is granted.

Introduction of a new Course unit

The syllabus of a new course shall be evaluated and recommended by the curriculum development

committee of the respective Faculty is submitted to the faculty board. Upon receiving the faculty board approval, the proposal is submitted to the Academic Development and Planning Committee, the Senate, and the Council for approval. Upon receipt of the approval of the Senate, faculty can start offering the course.

7.4.6 Examination Procedure

Examination of a course /Course unit may consist of several assessment components. Examinations of a degree programme consist of several such examinations. Regulations made by the Senate of the University of Peradeniya and approved by the Council under section 136 cited as the examination procedure, Offences and punishments Regulation No.1 of 2008 are used for this purpose. The names of students who are eligible for the award of degrees shall be sent for the senate and Council respectively.

7.4.6.1 Absence for Course work/Examination

Students are advised to provide evidence for the absence from course work or examination due to illness by a valid medical certificate issued by a Government Hospital.

7.4.6.2 Leave of Absence / Deferment

Students who are unable to continue the academic programm shall submit a request with a valid reason could apply for deferment or leave of absence. Deferments are allowed for medical reasons only. Medical certificates are forwarded for CMO’s approval. Requests for deferment and leave of absence are recommended by the Faculty Board and then submit to the University admissions Committee for approval.

The Financial Administration of a Faculty is discussed under Chapter 13.

Besides the Department of study, faculties may also have various units and centers (refer Chapter 08 for more details) established with the approval of the Council to perform various special tasks related to academic administration, research and development.