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(1) The Committee is established as a Committee of the Vice-Chancellor and Chief Executive Officer and is delegated a number of functions in relation to cultural, teaching and research collections at the University. (2) The establishment of this Committee and the delegation of powers to it are actions authorised by the Vice-Chancellor and Chief Executive Officer. (3) The objectives of the Committee are: (4) Members of the Committee are as follows: (5) With the exception of any ex officio members, members will be appointed to the Committee by and for such period as is determined by the Chair (or his/her nominee). (6) Additional members as may be co-opted from time to time for a specified period and purpose, at the discretion of the Chair. (7) The Chair is appointed from the list of Committee members, by the Vice-Chancellor and Chief Executive Officer. If the appointed Chair is unavailable to act as Chair, then the Vice-Chancellor and Chief Executive Officer will act as Chair. If the appointed Chair or the Vice-Chancellor and Chief Executive Officer is unavailable then the Committee will elect a Chair to act during the period that both officers are unavailable. (8) Gender representation shall be in accordance with the Gender Representation on Decision Making and Advisory Committees Policy. (9) Functions of the Committee are to: (10) This Committee is established under the authority of the Vice-Chancellor and Chief Executive Officer, to perform the approval, advice and monitoring functions set out in these Terms of Reference, and all matters ancillary to those functions. (11) The Committee will provide any advice/reports to the Vice-Chancellor and Chief Executive Officer as required, or to any other University Committee at the discretion of the Chair. (12) The Committee will meet quarterly, and is expected to use technology and ‘flying minutes’ to attend to urgent matters. [Committee members are expected to be available on short notice, however, should be given as much notice as is practicable in the circumstances of matters arising.] (13) A quorum shall consist of a simple majority of the members of the Committee at the time the meeting is held. (14) Unless the Chair directs otherwise, Committee business papers, or ‘flying minutes’ and explanatory documents accompanying them, will be distributed to Committee members as required, and with as much notice as is practicable under the circumstances. (15) The Committee may pass a resolution by ‘flying minute’ provided that the resolution has been approved by a simple majority of the Committee members at the time the resolution is made. (16) Meeting notes will be kept to a minimum and circulated promptly following the meeting, including all action items. These will not require formal endorsement by the Committee. (17) Public disclosure of business papers, minutes and other information received by the Committee should be made via the Chair or Secretary to the Committee. (18) For its business papers, meetings and otherwise to conduct its business the Committee and its members may use technology including telephone, video-conferencing, telepresence, email and internet as arranged by the Chair and/or Committee Secretary. (19) Once every twelve month period, the Committee shall devote at least one part of one meeting to the review of its policies, practices and procedures over the preceding 12 months. (20) The Library Executive Officer will act as Secretary and provide administrative support to the Committee. (21) The Secretary is responsible for ensuring all Committee agendas, minutes and reports are recorded in the University’s corporate record keeping system (TRIM), in accordance with the University’s Records Management Rule.Terms of Reference (Vice-Chancellor approved) - University Collections Committee
Section 1 - Overview
Establishment of the Committee
Objectives
Top of PageSection 2 - Committee membership
Membership
Co-opted Members
Chair
Gender representative objectives
Section 3 - Functions of the Committee
Top of PageSection 4 - Authorities
Section 5 - Conduct of Committee Business
Reporting
Meetings
Quorum
Business Papers
Resolutions
Minutes
Disclosure of Information
Use of Technology
Self-Review
Secretary to the Committee