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UWS Rules

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Section 1 - Purpose and Context

(1) The University of Western Sydney Rules 1999, endorsed by the Board of Trustees on 8 September 1999, are repealed.

(2) Any act, matter or thing that had effect under those repealed rules is taken to have effect under these Rules.

(3) In particular, any rule made under the authority of the repealed rules is taken to have been made under the authority of the corresponding provision of these Rules.

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Section 2 - Definitions

(4) In these Rules:

  1. Academic Senate means the Academic Senate of the University.
  2. Board means the Board of Trustees of the University.
  3. By-law means the University of Western Sydney By-law 2005.
  4. Office of the Vice-Chancellor means the Vice-Chancellor, and the other members of staff of the University who help directly the Vice- Chancellor to carry out his or her functions.
  5. Rules means these rules.
  6. SGSM means the Sydney Graduate School of Management.
  7. the Act means the University of Western Sydney Act 1997.
  8. University means the University of Western Sydney.
  9. University precincts means any places that the University manages or controls.
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Section 3 - The UWS Rules

Part A - Service of Notices

(5) Where the University or its agent is required to serve, transmit or communicate any written notice to another person or entity (“the other party”) it may do so in any one or more of the following ways:

  1. by posting the notice through a mail service to the last known or nominated address of the other party;
  2. by faxing the notice to the last known or nominated facsimile number of the other party;
  3. by emailing the notice to the last known or nominated email address of the other party;
  4. by using any technology that the other party has reasonable access to for the purposes of receiving the notice; and
  5. by giving the notice to the other party in person or by delivering the notice to the registered or advertised office of the other party.

(6) The University may specify the mode of service to be employed to the exclusion of the preceding clause (3) in any written agreement with another party or entity for any reason.

(7) The University may stipulate the mode of service it intends to employ by providing a notice in writing stipulating that mode of service to the intended recipient for reasons of equity, compliance, commercial efficiency, or convenience.

(8) Once a person has been served with a notice in accordance with the preceding clauses the person to whom the notice is addressed is taken to have received it on the day of delivery, unless he or she can prove otherwise.

Part B - Meetings of the Board of Trustees

Ordinary Meetings

(9) The Board must hold an ordinary meeting at least four times each year.

Special Meetings

(10) The Chancellor or the Vice-Chancellor may call a special meeting of the Board to consider any business which he or she considers urgent.

(11) If 5 or more members of the Board:

  1. write to the Chancellor, or to the Vice-Chancellor;
  2. ask that he or she call a special meeting of the Board; and
  3. state the purpose of the proposed meeting, the Chancellor, or the Vice-Chancellor, must:
    1. call the meeting; and
    2. hold the meeting no more than 14 days after he or she received that request.

Voting at Board Meetings

(12) If there is an equality of votes on any motion before the Board, the motion lapses.

Procedure

(13) The Board may make rules or standing orders (or both) governing the procedure for calling and conducting its meetings, but must obey the Act, the By-law and Rules.

Part C - Officers of the University

Vice-Chancellor

(14) The Vice-Chancellor, as the chief executive officer of the University is the academic and administrative head of the University, and is responsible to the Board for implementing the Board's decisions.

(15) The Vice-Chancellor is also responsible for:

  1. promoting the interests and furthering the development of the University within and beyond Australia;
  2. promoting the academic development of the University;
  3. developing close ties between the University and other educational institutions and between the University and local, national and international communities;
  4. fostering the relationship between the University and government, business and industry and ensuring the needs of the University's community are met effectively;
  5. establishing academic quality assurance processes and outcomes within the University;
  6. managing the overall academic, administrative, financial and other business of the University;
  7. developing and maintaining the premises and facilities of the University;
  8. conducting forward planning for the University;
  9. supervising or overseeing the appointment, promotion;
  10. development and reclassification of staff employed in the University, and the discipline and dismissal of these staff;
  11. the welfare of students of the University and making recommendations to the Board about the recognition and rules governing student associations(s);
  12. developing University policy about administrative and financial matters;
  13. promoting, encouraging and coordinating the collaboration of staff within the University, for the good of Greater Western Sydney and the University;
  14. approving the fees, charges and penalties which apply to the University's staff and students; and
  15. carrying out any other functions which may lawfully be given to, or imposed on, the Vice-Chancellor.

(16) The Vice-Chancellor may, without specific appointment, exercise the right of membership of any committee established by the Board.

(17) The Chancellor may authorise a Deputy Vice-Chancellor to exercise the functions of the Vice-Chancellor if:

  1. the Vice-Chancellor is ill, or absent from duty; or
  2. the position of Vice-Chancellor is vacant,

(18) In exercising his or her functions, the Vice-Chancellor has whatever authority is necessary or convenient to carry out the Act, the By-law, the Rules and the Board's resolutions.

(19) The Board may, from time to time, make determinations about the title of the Vice-Chancellor.

Part D - Academic Senate

Functions of the Academic Senate

(20) The Academic Senate is the peak academic body in the University, and as a forum for academic debate, policy development and decision-making, is responsible to the Board for:

  1. monitoring academic standards, values and quality assurance;
  2. advising on the development of and performance against the Academic Plan;
  3. monitoring academic collaborations and partnerships;
  4. promote and monitor academic quality, standards and values of the University's academic activities, advise on the University's Academic Plan and advise the Board and Vice-Chancellor as appropriate;
  5. decide academic policy and approve related procedures;
  6. accredit and approve courses and subjects;
  7. authorise the conferring of awards; and
  8. promote the quality and development of research in the University.

(21) Subject to the By-law and to any decision of the Board, the Academic Senate will decide the University's policies and procedures on:

  1. monitoring and reviewing the key parameters and performance indicators of the academic planning and academic quality improvement processes;
  2. courses and subjects;
  3. University academic prizes;
  4. University academic awards, including minimum standards and credit points for subjects;
  5. admission, enrolment and assessment of students;
  6. student progress;
  7. a University-wide board of examiners function;
  8. student academic discipline;
  9. academic titles and awards for visiting and other staff involved in academic matters; and
  10. course structures, titles and component names.

(22) Subject to the By-law and to any decision of the Board, the Academic Senate will advise the Board and the Vice-Chancellor on:

  1. the formulation and regular review of the University's Academic Plan and related academic development and evaluation strategies;
  2. reports on the University's academic activities, including those to outside agencies;
  3. issues relating to and affecting international academic collaboration and partnerships;
  4. establishment and disestablishment of academic entities;
  5. the University's academic profile;
  6. development, maintenance and enhancement of high standards in learning and teaching, research, and community and industry outreach;
  7. principles and guidelines for the conduct and enhancement of academic activities;
  8. improvement of the student learning environment and opportunities, including postgraduate supervision;
  9. development and review of standards for the appointment and promotion of academic staff;
  10. academic priorities and policies for consideration in University planning for academic activities;
  11. development of quality and standards in the links and affiliations with other academic institutions or other organisations; and
  12. development of codes of academic conduct for students and staff of the University.

(23) The Academic Senate must oversee and coordinate advice from its standing committees by:

  1. receiving, considering and responding to regular reports from the standing committees on their objectives and activities, and the implementation of academic policy and Academic Senate's decisions;
  2. referring to standing committees matters for their consideration and report;
  3. prescribing, where practicable, procedures for the standing committees' deliberations and reports; and
  4. facilitating, where appropriate, consultations among the standing committees.

Membership of the Academic Senate

(24) The Academic Senate consists of:

  1. official members;
  2. appointed members; and
  3. elected members.

(25) The Official Members of the Academic Senate are:

  1. the Vice-Chancellor; and
  2. the Deputy Vice-Chancellors;
  3. the Pro Vice-Chancellors;
  4. the Dean of Research Studies;
  5. the Deans of Colleges;
  6. the Director of the Sydney Graduate School of Management;
  7. the Chairs of College Boards of Studies;
  8. the Academic Registrar;
  9. the University Librarian;
  10. the Director Student Support;
  11. the Director of the Centre for Aboriginal Education, representing the Indigenous members of the University community as well as the Centre;
  12. the President of the Undergraduate Students' Association, or his or her nominee; and
  13. the President of the Postgraduate Students' Association, or his or her nominee.

(26) The Elected Members of the Academic Senate are:

  1. 1 person (the Chair of the Academic Senate) elected by the members of the Academic Senate from the members of the academic staff of the University;
  2. 1 person (the Deputy Chair of the Academic Senate) elected by the members of the Academic Senate from the members of the academic staff of the University;
  3. 3 academic staff members for each College within the University, elected by and from the academic staff of each College. Each group of 3 must include at least 1 male, at least 1 female, and at least 1 Lecturer level A-D and at least 1 lecturer level E;
  4. 1 undergraduate student, elected by and from the undergraduate students of the University; and
  5. 1 postgraduate student, elected by and from the postgraduate students of the University.

(27) The appointed members of the Academic Senate are 3 staff or student members appointed by the Vice-Chancellor in consultation with the Chair of the Academic Senate for the purposes of achieving gender balance and an informed perspective on matters under consideration.

Qualifications for Candidates and Voters

(28) The qualifications for election and voting for the elected members of the Academic Senate are the same as those set out in clause 26(1) of the By-law governing elections for the Board.

Procedure for Electing Staff members

(29) The procedure for electing the academic staff members of the Academic Senate is the same as that set out in Part 4 of the By-law governing elections for the Board.

Procedure for Electing Student members

(30) The relevant student organisation must conduct the elections for the 1 undergraduate student member, and the 1 postgraduate student member, of the Academic Senate.

(31) The Board may make rules governing the procedure for conducting these elections.

Absence of Members

(32) Members of the Academic Senate may not nominate other people to represent them in their absence, unless that absence is the result of academic study leave, sudden illness or misadventure and then with the agreement of the Chair of Academic Senate. Absent officio members may be represented by the acting incumbent of the position.

(33) The person representing the member in those limited circumstances may attend meetings of the Academic Senate with the approval of the Chair of the Senate, and at those meetings has all the rights and functions of the absent substantive member.

Terms of Office

(34) An elected member of the Academic Senate, including the Chair and the Deputy Chair, holds office for 2 years, and is eligible to renominate for one further term.

(35) If, however, at the time of his or her election to the Academic Senate, an elected student member is in the final year of his or her course of study, that elected student member holds office for 1 year, and is not eligible to renominate for that category of membership for a further term.

(36) An appointed member of the Academic Senate holds office for the term (not exceeding 2 years) specified in the member's instrument of appointment.

Meetings of the Academic Senate

(37) The Academic Senate must meet at least 4 times each year.

(38) The Chair presides at meetings of the Academic Senate. If the Chair is absent from a meeting, the Deputy Chair presides.

(39) If the Chair and Deputy Chair are both absent from a meeting, the members of the Academic Senate present must elect a Chair for that meeting.

(40) At any meeting of the Academic Senate, a quorum is one-half (or if one-half is not a whole number, the whole number next higher than one-half) of the total number of its members then in office.

Other Rules

(41) The Board may make other rules about the functions, responsibilities, membership, conduct and procedure of the Academic Senate and any committees which it establishes.

Part E - Academic Dress

Academic Dress

(42) Rules made by the Board govern the form of academic dress to be worn:

  1. by the Chancellor, the Deputy Chancellors and the other members of the Board;
  2. by the Vice-Chancellor, and other officers of the University; and
  3. by the graduates and students of the University.

(43) Those other rules also govern the occasions on which academic dress is to be worn.

Part F - University Emblem

Use of University Emblem

(44) The Board may adopt a University emblem.

(45) The Board may approve how, when and where the University emblem may be used, depicted or displayed. Once the Board decides this, no-one may use or depict or display the emblem in any other circumstances.

(46) The Board may authorise someone else to give this approval on its behalf.

Part G - Affiliation

Affiliation with the University
(Effective from date of approval by Board of Trustees on 8 August 2001)

(47) The Board may grant affiliation, accreditation or endorsement with or by the University on any terms as it thinks fit to any individual, corporation, institution or entity after consideration of a written proposal to the Board from the individual, corporation, institution or entity outlining the nature of the proposed affiliation, accreditation or endorsement.

(48) The Board may rescind, cancel, suspend or withdraw affiliation, accreditation or endorsement at any time with 14 days notice to the subject party, or immediately without notice where there has been a breach of the provision of this Rule.

(49) The granting of affiliation, accreditation or endorsement in clause (48) of this Rule does not in itself grant the affiliated, accredited or endorsed party the right to use, apply or refer to the name of The University of Western Sydney or any truncation, abbreviation or modification thereof. The Board must specifically and expressly authorise such use and shall do so in a way that specifies:

  1. The term of such use;
  2. The nature of such use;
  3. The limits of such use; and
  4. Any other condition on such use as the Board thinks fit.

(50) Student associations and student-related entities are subject to this Rule and for the purposes of clarity such associations and entities will need to submit a proposed Constitution, proposed financial management and audit arrangements, and other relevant enabling documents to the Board as a minimum requirement of complying with clause (48) of this Rule. The Board must be satisfied that the proposed association or entity:

  1. meets the University's objectives prior to affiliating, accrediting or endorsing the association or entity;
  2. has considered and adequately addressed equity issues across all campuses of the University in its proposal; and
  3. proposes a level of financial accountability, services and facilities that meets the reasonable expectations of students and the Board at any one or all of the campuses.

(51) The University reserves its rights to pursue such remedies at law as may be available to it to protect its reputation and intellectual property and may do so notwithstanding compliance or otherwise with this Rule.

Tobacco Sponsorship

(52) The University notes the established body of scientific evidence that smoking is harmful to human health and also notes the policies of tobacco companies and in the marketing of their products.

(53) The University shall not accept funding or other forms of support, other than by taxation or government levies, from any tobacco manufacturing company or foundations primarily funded by such companies, or agents known to be acting on their behalf.

Affiliation with the University

(54) The Board may grant affiliation with the University to any residential college or to any educational or research establishment. The Board may also cancel that affiliation. However, before it cancels the affiliation, the Board:

  1. must give 2 months' notice of its intention to do so to the governing body of the college or establishment;
  2. must give the governing body of the college or establishment a reasonable opportunity to put forward its views to the Board about the proposed cancellation; and
  3. must genuinely consider those views.

Part H - Part G - Sydney Graduate School of Management Limited (SGSM)

SGSM Board of Studies

(55) The Sydney Graduate School of Management Limited (SGSM) is a wholly owned entity of the University of Western Sydney (UWS). The SGSM Board of Studies will report to the University Academic Senate.

Functions of SGSM Board of Studies

(56) The SGSM Board of Studies is responsible to the Academic Senate for:

  1. providing SGSM level advice, reports and recommendations to the Academic Senate on academic issues;
  2. monitoring academic quality and activities of the SGSM, with the assistance of the Division of Education; and
  3. fostering academic cooperation and collaboration with the University Colleges, the University in general, and beyond.

(57) The SGSM Board of Studies must oversee the following, in accordance with the guidelines, policies and rules of the Academic Senate, and the SGSM's support and management responsibilities:

  1. the admission, enrolment and progression of students;
  2. the provision and scheduling of classes of tuition for students;
  3. the assessment and grading of student academic work, including recommendation to the Academic Senate of students eligible to graduate;
  4. the development and modification of courses of study and subjects to be offered in the SGSM, including where appropriate liaison and consultation with participating Colleges, particularly the College of Law and Business;
  5. the effective supervision of research students and research training;
  6. the periodic review of SGSM academic activities, including quality assurance, teaching, learning, assessment, research and community and industry outreach;
  7. the implementation and review of the SGSM relevant components of the UWS Academic Plan and of the SGSM; and
  8. any other responsibilities delegated to it by the Academic Senate.

(58) The SGSM Board of Studies must decide the following matters, under delegation from the Academic Senate, and in keeping with relevant University policies:

  1. enrolment, or variations to enrolment, in courses or subjects requiring special permission;
  2. show cause cases;
  3. late withdrawals from enrolment; and
  4. admission to postgraduate candidature.

(59) The SGSM Board of Studies must report its decisions and activities to the Academic Senate.

Membership of the SGSM Board of Studies

(60) The SGSM Board of Studies consists of:

  1. official members; and
  2. nominated members.

(61) The official members of the SGSM Board of Studies are:

  1. the Director, SGSM;
  2. the Chair of the Academic Senate, or the Deputy Vice-Chancellor (Academic and Services), or their nominee;
  3. the Chair of the Board of Studies of the College of Law and Business;
  4. the Chairs of the Standing Committees of the SGSM Board of Studies;
  5. the Academic Registrar, or his or her nominee; and
  6. the University Librarian or his or her nominee.

(62) The nominated members of the SGSM Board of Studies are:

  1. 1 UWS academic staff member nominated by the Vice-Chancellor on the advice of the Director, SGSM from the UWS academic staff with teaching and/or research responsibilities within the SGSM.
  2. 1 postgraduate student enrolled in an SGSM program nominated by the Postgraduate Students Association.

Meetings of the SGSM Board of Studies

(63) The Chair is the Director, SGSM. The Chair will preside at meetings of the SGSM Board of Studies. If the Chair is absent from a meeting, the nominee of the Chair will preside.

(64) At any meeting of the SGSM Board of Studies, a quorum is one-half (or if one-half is not a whole number, the whole number next higher than one-half) of the total number of its members then in office.

Decisions of the SGSM Board of Studies

(65) If the SGSM Board of Studies makes a decision which is inconsistent with a decision of the Academic Senate or established policies of the University, the decision of the Academic Senate or the relevant policy takes precedence.

Committees of the SGSM Board of Studies

(66) The SGSM Board of Studies:

  1. will establish committees, standing committees or working parties as necessary for the purposes of the SGSM within a committee framework and roles and responsibilities established by the Senate and
  2. the committees will include the following common subset of committees:
    1. Education and Assessment Committee;
    2. Research and Higher Degrees Committee;
    3. Performance and Conduct Committee.
      1. Note: The Research and Higher Degrees Committee will be established and convened only when the research training functions of the SGSM have been developed.
  3. the terms of reference and compositions of the common subset of committees will be as determined by the Academic Senate and other working parties and committees will be as established from time to time, on the recommendation of the SGSM Board of Studies to the Chair of the Academic Senate.

Other Rules

(67) The Board of Trustees may make other rules about the functions, responsibilities, membership, conduct and procedures of the SGSM Board of Studies and any of its committees.

(68) The Academic Senate may, within the framework established by the Board, make further rules about the functions, responsibilities, membership, conduct and procedure of the SGSM Board of Studies and any of its committees. These rules must be consistent with the rules made by the Board of Trustees.