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Terms of Reference (Vice-Chancellor Approved)- Executive Team (ExT)

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Section 1 - Objective and Scope

(1) The UNE Executive Team (ExT) is a committee of the Vice-Chancellor and Chief Executive Officer (VC&CEO), and is established with regard to the authority or responsibilities of the VC&CEO (Vice-Chancellor Functions Rule).

(2) The ExT monitors operations and provides approvals and recommendations to the VC&CEO in relation to issues and decisions of the University within the scope of this document.

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Section 2 - Membership

(3) The voting members of the Executive Team (ExT) are:

  1. Vice-Chancellor and Chief Executive Officer (VC&CEO) (Chair)
  2. Deputy Vice-Chancellor (DVC)
  3. Deputy Vice-Chancellor Research
  4. Chief Operating Officer
  5. Chief Financial Officer
  6. Executive Dean Faculty of Humanities, Arts, Social Sciences and Education
  7. Executive Dean Faculty of Medicine and Health
  8. Executive Dean Faculty of Science, Agriculture, Business and Law
  9. Pro Vice-Chancellor (Indigenous Strategy)
  10. Executive Principal Brand Partnerships and Business Development
  11. Executive Principal Education Futures
  12. Executive Principal Student Experience.

(4)  Official attendees include:

  1. Director, Office of Strategy Management
  2. Director Governance and University Secretary
  3. Director Corporate Communications and Events
  4. Senior Manager, Office of the Vice-Chancellor
  5. Committee Secretary
  6. Any other person invited by the Chair.
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Section 3 - Functions and Responsibilities

(5) Approval functions, subject to delegation requirements:

  1. Approve the awarding of contracts/ procurement of goods, services or assets by the University in accordance with the Financial Delegations Rule and Procurement Policy.
  2. Approve business cases for new courses before progressing to academic approval process.
  3. Setting, approving and adjusting strategic priorities.
  4. Evaluating and approving:
    1. business cases and project proposals.
    2. project adjustment recommendations.
    3. project budget recommendations.

(6) Advisory functions:

  1. Endorse and recommend for approval:
    1. procurements that require the approval of the Finance and Infrastructure Committee under the Financial Delegations Rule and Procurement Policy.
    2. strategic and/or significant operational proposals or changes which require VC&CEO approval.
    3. matters which address or present an opportunity or significant risk to the performance or resilience of the University’s operations.
    4. the development and implementation of UNE policies and governance frameworks (including management systems and processes).
    5. any other matter on which the VC&CEO seeks advice or is raised by a member of the ExT and agreed by the VC&CEO to be presented.

(7) Monitoring functions:

  1. The Committee will monitor:
    1. the effectiveness and implementation of management’s policies and procedures in relation to procurement.
    2. procurement activities across the University, and associated risks, including monitoring of expenditure, suppliers, and variances to contract budget.
    3. strategies and forward planning by management of the short and long term procurement requirements of the University.
    4. student success, retention, student engagement and experience, academic performance and quality.
    5. risk and compliance – risk identification, assessment and mitigation strategies. Ensure compliance with relevant external and internal obligations.
    6. progress of key performance indicators and benchmarks.
    7. regulatory compliance and key areas of risk, including in relation to third parties and partnerships.
    8. matters requiring consultation and advice prior to approval by the VC&CEO and/or submission to Council, Academic Board, another committee or an external agency.
    9. action status of:
      1. assigned ExT actions; or
      2. those arising from any other meeting as decided by the Committee.
    10. ongoing performance of UNE’s strategic investment portfolio.
    11. performance of UNE’s strategic and major projects.
    12. any other matter on which the VC&CEO requests monitoring or is raised by a member of the ExT and agreed by the VC&CEO to be presented.

(8)  Communication and other functions:

  1. Where appropriate and authorised by the Chair, matters raised at the ExT will be referred to other committees or staff of the University or be the subject of further communications.
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Section 4 - Committee Conduct

Members and Attendee responsibilities

(9) Members and attendees agree to:

  1. adhere to the UNE Code of Conduct.
  2. act in the best interests of the University.
  3. actively participate in respectful and collegiate discussion and cross-unit collaboration and consultation.
  4. support transparency and accountability by declaring potential or actual conflicts of interest.
    1. Members with a conflict may be required by the Chair to absent themselves from specific discussions and or business papers. 
  5. maintain confidentiality unless authorised to undertake further communication by the Chair.
  6. provide comments on the minutes and undertake to progress ExT actions assigned to them or their teams.

(10) Observers agree to maintain confidentiality of the meeting unless authorised to undertake further communication by the Chair.

Chair and Deputy Chair

(11) The VC&CEO will Chair the meetings. In the event the VC&CEO is unavailable the DVC will Chair. If both the VC&CEO and DVC are absent, the ExT will elect a Chair for the meeting from the voting members.

Agenda and minutes

(12) Agendas for the meetings of the ExT will be prepared by the Office of the Vice-Chancellor and CEO.

(13) Submissions for agendas are to be

  1. under cover of the approved ExT Memo;
  2. reviewed and endorsed by a member of the ExT;
  3. include details on consultation undertaken and whether there was agreement;
  4. submitted by the Friday before the meeting, unless the VC&CEO approves an extension.

(14) Minutes of formal meetings will be managed by the Office of the Vice-Chancellor and CEO.

(15) Notes and actions of workshop meetings will be prepared by the Office of the Vice-Chancellor and CEO. 

Meetings, Timing and Quorum

(16) The ExT will usually meet weekly in the following format:

  1. Formal meetings will occur one week in each fortnight. Formal meetings will accept papers for endorsement and approval, and will be minuted.
  2. Workshop meetings will occur every alternate week. Workshop meetings will accept papers for discussion and noting, with notes and actions recorded.

(17) The ExT may use Flying Minutes for urgent matters or to formalise resolution on matters discussed at a meeting.

(18) A simple majority of the voting membership of the ExT will constitute a quorum.

Vice-Chancellor Approval 

(19) Where VC&CEO approval is required, the paper will be forwarded by the Office of the Vice-Chancellor and CEO (as secretariat) for formal approval and documents in the UNE  Records Management System (RMS).

Reporting

(20) Reporting of outcomes of the ExT meetings is at the discretion of the VC&CEO.

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Section 5 - Authority/Delegation

(21) The provisions of these Terms of Reference take effect under the authority of VC&CEO consistent with the Section 28(1)(a) of the University of New England Act 1993 (NSW).

(22) Variations to these terms of reference must be approved by the VC&CEO.