NUS Policies - National University of Samoa

National University of Samoa Policies

We have a transparent and open approach to policy.

As a public institution, we are dedicated to maintaining strong internal policies. We also actively engage with changes in government policy by making regular higher education and research policy submissions, across a wide range of issues.

Internal Policies

As a public institution, we have a rigorous and robust policy framework under the jurisdiction of the Governance, Policy and Planning Unit in the Office of the Vice Chancellor.

Our framework consists of four types of documents:

  • Policy – a mandatory statement of the principles guiding operations and decision making.
  • Procedures – mandatory statements of the standard and required practice.
  • Local provisions – binding statements of principles applicable only within a particular faculty, academic college or administrative unit.
  • Guidelines – advisory and explanatory statements offering detail, context or recommendations for good practice.

Policy Register

The Policy Register does not contain course resolutions, faculty resolutions and other documents relating to the academic governance of individual faculties or University schools and their courses.

Higher Education and Research Policy Submissions

As a major publicly-funded education and research institution, we maintain important relationships with governments at all levels. The national University of Samoa is a strong advocate for the critical role of world-class education and research in securing Samoa’s social and economic future.

The Samoan government has a comprehensive policy framework for education and research that provides the context for our core education and research activities. We also engage with the communities we serve.

 

Statutes

National University of Samoa
STATUTE ESTABLISHING THE EXECUTIVE COMMITTEE OF THE
NUS COUNCIL
Approved by Council, 9 March, 2006.
Updates approved by Council Oct 2015

1. Executive Committee
The Executive Committee of Council of the National University of Samoa is established underSection 22(1) of the National University of Samoa Act 2006.

2. Membership of the Executive Committee
2.1 The NUS Act states that the Executive Committee shall consist of not fewerthan eight members of the Council [Section 22 (2)]. The ExecutiveCommittee shall consist of:
(a) The Pro-Chancellor (ex officio) (Chairperson);
(b) The Deputy Chairperson of Council;
(c) The Vice-Chancellor (ex officio) or nominee;(d) Up to five other members of the Council appointed by Council.
2.2 In the absence of the Chairperson of Council, the Deputy Chairperson shall chair the meeting.
In the absence of the Chairperson and the Deputy Chairperson, the Committee shall choose achairperson for that meeting.
[The Director, Governance, Planning & Policy is secretary of the Executive Committee.]

3. Functions and Powers of the Executive Committee
The Executive Committee has the following functions and powers:
3.1 to exercise all the Council’s powers and functions in-between Council meetings, except the powers to appoint a Vice-Chancellor and to make statutes. [NUS Act, 2006, Section 19 – deals with the powers of delegation.]
3.2 to report to Council on any matter referred to it by Council;
3.3 to report its deliberations to the next Council meeting.

4. Vacation of Office
4.1 A member of the Executive Committee shall be deemed to have vacated office if that member ceases to be a member of the Council or is absent without leave of the Chairperson from two consecutive meetings of the Executive Committee;
4.2 An ex officio member ceases to be a member of the Executive Committee if that person ceases to hold the office on which the ex officio status is determined.

5. Vacancies
Where there is a vacancy under 2.1 (d), the Council will choose another member.

6. Attendance
The Chairperson may grant the right of attendance at an Executive Committee meeting whether as a standing arrangement or for a specific meeting or for items of a meeting to such person or persons as he/she may deem appropriate. Such person or persons may speak but not vote on anymatter.

7. Quorum
7.1 No business of the Executive Committee shall be transacted in a meeting of the Executive Committee unless a quorum is present.
7.2 A majority of the members holding office shall form a quorum.
7.3 There must be a quorum at all times when an Executive Committee meeting is in session.
7.4 If a quorum is not present within twenty minutes of the stated commencement time, subject to the provision of 7.5 below, the meeting shall be postponed and the business on the Agenda adjourned for one week. If the postponed meeting is also not quorate, the Chairperson may authorize that the meeting proceed.
7.5 When a meeting is not quorate or ceases to be quorate but there are items of urgent business to transact, the Chairperson may authorize that the inquorate meeting proceed to consider the urgent items.

8. Voting
8.1 All issues placed before the Executive Committee shall be decided by a majority of the members present.
8.2 The person presiding at an Executive Committee meeting shall have a deliberative vote and, in the case of an equality of votes, a casting vote.
8.3 No act or proceeding of the Executive Committee or any committee of it or of any person acting as a member of the Executive Committee, shall be invalidated in consequence of there being a vacancy in the number of the Executive Committee at the time that act or proceeding, or of the subsequent discovery that there was some defect in the appointment of any person so acting, or that that person was incapable or being or had ceased
to be a member of the Executive Committee.

9. Meetings
9.1 The Executive Committee shall normally meet at least once in between Council meetings.
9.2 A meeting of the Executive Committee may be convened by the Pro-Chancellor at his/her discretion, and may be convened by a written request to the Chairperson by any four members of the Executive Committee.
9.3 At least five working days should normally be given in writing and/or by email to Executive Committee members of the time and place of the meeting.
9.4 Agenda items and any documents should be given to the secretary at least five working days before the meeting.
9.5 The unconfirmed minutes of the meeting should be distributed or emailed to members within five working days of the meeting.

10. Non-Meeting Decision
10.1 When in the opinion of the Chairperson of the Executive Committee, an urgent matter requires a decision and there is no meeting of the Executive Committee scheduled within fourteen days members may be consulted in writing or by email.
10.2 A draft motion and any relevant documents, shall be presented to the Executive Committee members for agreement or rejection within two working days.
10.3 The motion will be deemed to have been passed provided at least sixty percent of members vote in favour of the motion. If three members or more have requested the motion be discussed in a meeting the motion shall lapse.
10.4 Such a resolution will be reported to the next meeting of the Executive Committee.
10.5 This provision can only be implemented at the discretion of the Chairperson and should be used rarely.

11. Committees
11.1 The Executive Committee may establish such committees or ad hoc committees as it considers necessary.
11.2 Such committees established under section 11.1 shall be advisory to the Executive Committee.

National University of Samoa
STATUTE FOR THE ESTABLISHMENT OF THE VICE-CHANCELLOR’S COMMITTEE
Approved by Executive Committee, 4 March, 2016.
The Vice-Chancellor’s Committee is established under Section 22(3) of the National University of Samoa Act 2006.

1. Reporting to: Council

2. Functional Relationships: Other University Committees.
i. Membership:
 Vice Chancellor [Chairperson]
 Deputy Vice-Chancellor (Academic &Research) Deputy Vice-Chancellor (Corporate Services) Director: Academic Quality Unit Director: Centre for Samoan Studies
 Director: Financial Services
 Director, Governance, Planning & Policy
 Director, Human Resources
 Director: Information & Communications Technology
 Director: Oloamanu Centre for Professional Studies & Continuing Education
 Manager: Property Maintenance
 University Librarian
 Deans
Secretary: Executive Officer to Vice-Chancellor Co-options/invitations: as required.
In the case of absence, a member may nominate another to attend the meeting.

3. Functions:
(a) To advise and assist the Vice Chancellor in carrying out his/her functions, powers, and duties as specified in Section 10(1) of the National University of Samoa Act 2006, in particular his/her functions, powers and duties as the chief executive officer of the University.
(b) To advise the Vice-Chancellor and to make recommendations on:
(i) human resource issues/conditions of service
(ii) general resource issues
(iii) financial issues
(iv) good governance
(v) the function and effectiveness of the sector represented
(c) To advise the Council on any matter relating to the effectiveness and efficiency of the Administration of the University.
4. Frequency of meetings: Normally monthly Agenda and Papers: – to be distributed at least three days before a meeting. Minutes: – draft minutes are to be distributed within one week of a meeting to members and put on Apolima. Agenda items & papers: – must be submitted to the secretary at least five working days before the scheduled meeting.

National University of Samoa
STATUTE ESTABLISHING THE SENATE OF THE NATIONAL UNIVERSITY OF SAMOA
Approved by Council, 31 March 2011.

1. Senate
The Senate of the National University of Samoa is established under Section 23(1) of the National University of Samoa Act 2006.

2. Composition of the Senate
2.1 The Senate shall consist of the following: Vice‐Chancellor (Chairperson)
Deputy Vice‐Chancellor (Academic & Research)
Deputy Vice‐Chancellor (Corporate Services)
Deans (6) or nominee
Director, Academic Quality Unit or nominee
Director, Centre for Samoan Studies or nominee
Director, Oloamanu Centre or nominee
President, NUS Student Association or nominee
All associate professors and professors (5 presently – Director CSS is a member)
All Heads of School and Heads of Departments or nominees
FOAS: 5
FOA: 3
FOBE: 2
FOE: 2
FOS: 3
CSS: 1
2.2 The vice‐Chancellor is normally a member of all committees, boards or bodies [NUS Act, 21] and may therefore exercise the right to preside at any meeting of the Senate at which the Vice‐Chancellor is present.
2.3 The Vice‐Chancellor may delegate the chairing of Senate.
2.4 The Chairperson is authorized to deal with the business of the Senate in relation to courses and programmes between the last meeting in any calendar year and the first meeting in the following year.
2.5 A delegated Chairperson may, in his/her likely absence, nominate a Chairperson.
2.6 The Vice‐Chancellor will appoint a secretary.

3. Terms of Office of Members
Members retain their membership as long as they are employed in the positions stated in para 2.1

4. Functions and Powers of the Senate
The Senate is the principal academic body in the University and has the following functions and powers:
(a) to advise the Council on matters relating to programmes and courses of study and training, awards, and other academic matters within the University and, in particular, but without limiting this general power, advise the Council in relation to:
(i) the qualifications required for entrance to the University or to any programme or course of study;
(ii) the requirements for any programme of study and the prescription for any course for any academic qualification;
(iii) any fellowship, scholarship, bursary, prize or award or qualification for it;
(iv) the admission and attendance of students;
(v) enrolment and limitations on enrolment;
(vi) the granting of credit and cross‐credit (recognition of prior learning or competency);
(vii) examinations and other tests, and the appointment of examiners, assessors and moderators;
(viii) the affiliation to the University of any academic or research institution or branch or department of any academic or research institution.
(b) exercise all other powers delegated to it [NUS Act 19; 24 (1) (b)]
(c) to refer matters to any faculty or any other body within the University for consideration and information;
(d) to consider, and report to Council, on any proposal concerning teaching and programmes that is made by any faculty or other body within the University;
(e) to consider, and report to Council/Executive Committee or to any other body within the University on any matter affecting the academic policies and academic activities of the University
(f) report to Council/Executive Committee on any matter referred to it by Council or the Executive Committee. Under the NUS Act, “Council shall not make a decision or statute in respect of any academic matter referred to in subsection (1) unless it has requested the advice of the Senate… and considered any advice given by the Senate… Without derogating from the duties of the Council under subsection (3), a decision of the Council made by the Council is not invalid merely because of a failure of the Council to comply with that subsection”. [NUS Act, 24(3) & (4)]

5. Vacation of Office
An elected member of the Senate shall be deemed to have vacated their membership if that member
(a) dies;
(b) resigns by notice in writing to the secretary of the Senate;
(c) is absent without leave of the Chairperson from two consecutive meetings of the Senate;
(d) is on leave of absence from the University for more than two months;
(e) ceases to retain their employment in the positions stated in para 2.1.

6. Attendance
The Chairperson may grant the right of attendance at a Senate meeting whether as a standing arrangement or for a specific meeting or items of a meeting, to such person or persons as he/she may deem appropriate. Such person or persons may speak but not vote on any matter.

7. Quorum
7.1 No business of the Senate shall be transacted in a meeting of the Senate unless a quorum is present.
7.2 A majority of the members shall form a quorum.
7.3 There must be a quorum at all times when a Senate meeting is in session.
7.4 If a quorum is not present within twenty minutes of the stated commencement time, subject to the provision of 8.6, the meeting shall be postponed and the business on the
Agenda adjourned for one week.
7.5 If the postponed meeting is also not quorate, the Chairperson may authorize that the meeting proceed.
7.6 When a meeting is not quorate or ceases to be quorate but there are items of urgent business to transact, the Chairperson may authorize that the inquorate meeting proceed to consider the urgent items.

8. Voting
8.1 All issues placed before the Senate shall be decided by a majority of the members present.
8.2 The person presiding at a Senate meeting shall have a deliberative vote and, in the case of an equality of votes, a casting vote.
8.2 No act or proceeding of the Senate or any committee of it or of any person acting as a member of the Senate, shall be invalidated in consequence of there being a vacancy in the number of the Senate at the time that act or proceeding, or of the subsequent discovery that there was some defect in the appointment of any person so acting, or that that person was incapable or being or had ceased to be a member of the Senate.

9. Meetings
9.1 The Senate shall normally meet no less than six times per calendar year.
9.2 A meeting of the Senate may be convened by the Vice‐Chancellor or the Chairperson at their discretion, and must be convened by a written request to the Chairperson of any six members of the Senate.
9.3 At least six working days should normally be given in writing and/or by email to Senate members of the time and place of the meeting.
9.4 Agenda items and any documents should be given to the secretary at least six working days before the meeting.
9.5 The agenda of the meeting must be distributed to Senate members at least three working days before a meeting.
9.6 The unconfirmed, draft minutes of the meeting should be distributed or emailed to members within five working days of the meeting.

10. Meeting Decision
10.1 When in the opinion of the Chairperson of Senate, an urgent matter requires a decision and there is no meeting of the Senate scheduled within fourteen days, members may be consulted in writing or by email.
10.2 A draft motion and any relevant documents, shall be presented to the Senate members for agreement or rejection within two working days.
10.3 The motion will be deemed to have been passed provided sixty percent of members vote in favour of the motion. If five members or more have requested the motion be discussed in a meeting the motion shall lapse.
10.4 Such a resolution will be reported to the next meeting of the Senate.
10.5 This provision can only be implemented at the discretion of the Chairperson and should be used rarely.
11. Committees
11.1 The Senate may establish such committees or ad hoc committees as considers

National University of Samoa
STATUTE ESTABLISHING THE PROFESSIONAL DEVELOPMENT LEAVE (PDL) COMMITTEE
Approved by Council, 31 March, 2016
The Professional Development Leave Committee is established under Section 21 (1) of the National University of Samoa Act 2006.

1. Reporting to: Council

2. Membership:
 Vice-Chancellor: Chairperson
 Deputy Vice-Chancellor (Corporate Services)
 Deputy Vice-Chancellor (Academic & Research)
 Director, Centre for Samoan Studies
 Director, Oloamanu Centre for Professional Studies & Continuing Education
 Deans of Faculties
Secretary: Director, Human Resources Co-options/invitations: as required.

3. Functions:
(a) To receive and assess applications from all staff -Academic, Comparable Teaching, and General staff for:
(i) higher degree studies
(ii) sabbatical leave
(iii) external exchanges
(iv) professional experience programmes and activities
(v) external secondments and attachments, having due regard to resource constraints and the University’s needs
(vi) the capacity of the staff member to make effective use of the opportunity
(vii) the relative merits of the proposed programmes
(b) To consider applications made in accordance with established policies and procedures to the Committee and to make recommendations to the Vice Chancellor on the merits or otherwise of the application
(c) To report its decisions to the next meeting of the Council or the Executive Committee of Council
(d) To make any recommendations on professional development to the Council or Vice-Chancellor

4. Meetings:
At least twice a year: February to receive applications and reports on approved professional development leave; October to November – to receive applications for professional
development leave and to finalise details of successful applications for the following academic year.

5. Agenda and Papers
Agenda and papers: are to be distributed at least three days before the meeting. Minutes: draft minutes distributed within one week of meeting to members and put on-line.
Agenda Items & Papers: must be submitted to secretary at least five working days

National University of Samoa
STATUTE ESTABLISHING THE FINANCE COMMITTEE
Approved by Council, 31March, 2016
The Finance Committee is established under section 21 (1) of the National University of Samoa Act2006, hereinafter referred to as the NUS Act.

1. Reporting to: Council

2. Functional Relationship: Vice-Chancellor’s Committee
3. Membership:
 Member appointed by Council: Chairperson
 A Council member
 Vice Chancellor
 Deputy Vice Chancellor(Corporate Services)
 Deputy Vice-Chancellor (Academic & Research)
 Senate representative on Council
 Secretary: Director, Financial Services. The Director is both a member and secretary.
In the case of absence, a member may nominate another to attend the meeting.
Co-options/invitations: as required

4. Functions:
(a) To receive a budget from the Vice Chancellor’s Committee for the financial year and prepare a submission for the Council/Executive Committee.
(b) To receive a proposed budget for submission to Ministry of Finance for the next financial year from Vice-Chancellor’s Committee and prepare a submission for the April Council meeting.
(c) To consider and advise Council on:
(i) income generation
(ii) fees for courses
(iii) financial policies

5. Meetings:
At least in March and September.
Agenda and Papers: to be distributed at least three working days before a meeting,
Minutes: draft minutes to be distributed within one week of meeting to members and put on-line.
Agenda Items & Papers: must be submitted to the secretary at least five working days

National University of Samoa
STATUTE ESTABLISHING THE AUDIT COMMITTEE
Approved by Council, 2 October, 2014
The Audit Committee, a Council Committee, is established under section 21 of the NationalUniversity of Samoa Act 2006, and in conformity with the Public Bodies Act 2001and Public Finance Management Act 2001and Regulations.

1. Reporting to: Council, twice a year.

2. Membership:
 Council Member appointed by Council: Chairperson
 A Council member
 An external member
 Secretary: Internal Auditor.
In the case of absence, a member may nominate another to attend the meeting.
Co-options/invitations: as required.

3. Functions:
(a) To determine the adequacy and effectiveness of the University’s system of internal accounting and operating controls.
(b) To review the reliability of the financial information and the means used to measure, classify and report that information internally and externally.
(c) To receive and consider and recommend to Council matters arising from internal and external audit reports.
(d) To consider and advise Council on:
(i) Adequacy and effectiveness of University’s system of internal accounting and operating controls
(ii) Reliability of financial information and the means used to measure, classify and report this information
(iii) Other matters it considers significant.

4. Meetings:
4.1 The Audit Committee must meet at least quarterly.
4.2 A meeting of the Audit Committee may be convened at the discretion of the Chairperson
4.3 At least five working days must be given in writing or by email to Audit Committee members of the time and place of the meeting.
4.4 Agenda items and any documents must be papers must be circulated at least three days before a scheduled meeting.
4.5 Unconfirmed minutes of the meeting must be distributed or emailed to member within five working days of the meeting.

National University of Samoa
THE HONORARY DEGREES, TITLES & AWARDS STATUTE 2009
The Council of the National University of Samoa pursuant to section 25(2)(a) of the NationalUniversity of Samoa Act 2006 makes the following statute:
1. This Statute may be cited as ‘The Honorary Degrees, Titles & Awards Statute’ and shallcome into force on 1 October, 2009.
2. The Council may
2.1 confer the following honorary degrees: Doctor of the University (D.NUS), Doctor of Letters (Litt.D), Doctorate or Masters Degree in any discipline of the University and
2.2 award any certificate, medal or a title as stipulated in sections 6 and 7.
3. The University Honours Committee shall
3.1 consist of the Pro-Chancellor (Chairperson), the Vice-Chancellor, two further members of Council who are not staff members of the University appointed by Council or the Executive Committee, two Senate members selected by the Senate, and the President or nominee of the Student Association of the National
University of Samoa. The Executive Officer to the Vice-Chancellor or nominee shall be the secretary.
3.2 consider nominations and make recommendations to Council or the Executive
Committee of Council for the conferment of a degree or presentation of a title, fellowship or award.
4. The members of the University Honours Committee shall hold office for two years but a member of the Council or the academic staff appointed to the Committee shall cease to hold office on ceasing to be a member of the Council or the academic staff, as the case may be.
5. Procedure
5.1 The Vice-Chancellor, annually in June and publicly within the University, shall seek nominations for an honorary degree, the title Professor Emeritus or a medal, plaque or
certificate. [Nominations for the conferment of titles listed as 6.3. 2.-6.3.7 shall be made by the Vice-Chancellor.]
5.2 Nominations for titles and awards under 6.1, 6.2, 6.3.1 shall be submitted in writing and confidentially to the Vice-Chancellor by at least three nominators who must be members of Council and/or the Senate or both of these bodies. No mention or contact should be made with any nominee in case the nomination is unsuccessful. The nomination must include a statement that provides the reasons/grounds for the nomination. Nominators should ensure that they provide as much detail and evidence or supporting documentation from internal and/or external sources that will enable the University Honours Committee and Council/Executive Committee to make a decision without further reference. If there is any doubt, the Vice-Chancellor or the secretary of the committee should be consulted before the nomination is submitted.
5.3 The Vice-Chancellor shall place every nomination and supporting statements before the University Honours Committee which shall make recommendations to Council or the Executive Committee of Council.
5.4 Only the Vice-Chancellor or nominee may invite a Council or Executive Committee approved nominee to accept the honorary degree, title or award. If the offer is accepted,
the Vice-Chancellor may publicly announce the award.
5.5 The conferring of an honorary degree or title and the presentation of an award shall be arranged at the discretion of Council or the Executive Committee.
6. The University Honours Committee may recommend to Council or the Executive Committee
6.1 for the conferment of an honorary degree (doctorate, masters or degree) any person who
6.1.1 has a distinguished academic record or has made a distinguished contribution in artistic or creative fields especially to the Samoan community or the Pacific region or
6.1.2 has an international reputation in any field of endeavour or
6.1.3 has given eminent service to the University or
6.1.4 has given long and distinguished service to the University as a member of the General staff or
6.1.5 has given long and distinguished service to the University as an academic or teaching staff member and who does not have a higher degree.
6.2 for the award of a medal, plaque, certificate for special achievement to any staff member of the University who has made a significant contribution to the University.
6.3 for the conferment of any of the following titles
6.3.1 Professor Emeritus on any former professor of the University who has rendered distinguished academic service to the University.
The Committee shall consider:
(a) primarily, the degree of distinction of the nominee’s intellectual and scholarly published contributions – it is not sufficient to have merely performed satisfactorily, even over an extended period.
(b) other distinguished service to the University but only in addition to the scholarly contribution
(c) the time over which the contributions (a) & (b) were made.
A person appointed as Professor Emeritus shall not be entitled to remuneration but may receive payment on a sessional basis as a guest lecturer, supervisor of research student, thesis marker, or course lecturer. Nominations for Professor Emeritus must be made without the knowledge of the nominee and the nominee must not be contacted until the nomination has been approved by the Council or Executive Committee.
The following are to be recommended by the Vice-Chancellor:
6.3.2 Honorary Professor – on a professor from another university whose expertise in teaching and research is related to an academic discipline or area study of the University or is an eminent person in a particular academic field. Appointment as Honorary Professor shall normally be for a period of up to three years. Subject to any directions by Council, the Vice-Chancellor shall determine the terms and conditions for an Honorary Professor.
6.3.3 Visiting Professor – on a person for no more than one year who has already gained the rank of professor and who shall be present on campus. Subject to any directions by Council, the Vice-Chancellor shall determine the terms and conditions for a Visiting Professor. [There is also a provision for Visiting Scholar – see Academic, Teaching &
Comparable Staff Policy Manual, Part II, Section 4.]
6.3.4 Professorial Fellow – on a person for up to three years who has not been appointed a professor but who has achieved, or who has the capacity to achieve an international distinction in research. A Professorial Fellow is a person who has clear expertise gained usually in commerce or industry or government employment who can make a substantial contribution to the research profile of the University in public policy development or in specialized scientific research.
A Professorial Fellow will normally be a full-time member of staff to contribute to the academic activities of the University especially in research and publication. The Vice-Chancellor shall determine the terms and conditions for a Professorial Fellow.
6.3.5 Adjunct Professor – on a person for up to three years who has achieved international eminence in industry, research or educational areas relevant to the teaching or research activities of the University. An Adjunct Professor will normally contribute to the academic activities of the University on an occasional basis. The Vice-Chancellor shall determine the terms and conditions for an Adjunct Professor.
6.3.6 Adjunct Associate Professor – on a person for up to three years who has achieved national or regional eminence in industry, research or educational areas relevant to the teaching or research activities of the University. An Adjunct Associate Professor will normally contribute to the academic activities of the University on an occasional basis. The Vice-Chancellor shall determine the terms and conditions for an Adjunct Associate Professor.
6.3.7 Adjunct Teaching/Research Fellow on a person for up to three years who has demonstrate excellence in their academic area and are capable of making a significant contribution to the teaching/research activities of a specific academic area on an occasional basis.
The Vice-Chancellor shall determine the terms and conditions for an Adjunct Teaching/Research Fellow.
A person conferred an honorary degree or title shall have the title and rank of the position and for University ceremonial purposes; and any other privileges the Council
or the Vice-Chancellor may determine.

General Staff Manual

Occupational Health and Safety