Statutes of the Institute

GHANA INSTITUTE OF MANAGEMENT AND PUBLIC ADMINISTRATION (GIMPA)

S T A T U T E S

OF THE INSTITUTE

Enacted by Council

On May16, 2015

Christina Amoako-Nuama, PhD

Chairman of Council

i GIMPA Statutes 2015 (GS-2015)

ii GIMPA Statutes 2015 (GS-2015)

GHANA INSTITUTE OF MANAGEMENT AND PUBLIC ADMINISTRATION (GIMPA)

STATUTES OF THE INSTITUTE

Contents

CHAPTER ONE……………………………………………………………………………….. 1

Introduction…………………………………………………………………………………… 1

1. Enactment Clause………………………………………………………………….. 1

2. Definition of Terms……………………………………………………………….. 1

3. Repeals………………………………………………………………………………… 3

4. Commencement Date of Statutes…………………………………………….. 3

5. Interpretation of Statutes……………………………………………………….. 4

6. Amendments………………………………………………………………………… 4

7. Validity of Acts of Committees/Boards……………………………………. 4

8. Property of the Institute…………………………………………………………. 4

CHAPTER TWO……………………………………………………………………………….. 5

Governance…………………………………………………………………………………….. 5

9. The Council………………………………………………………………………….. 5

10. Standing Committees of the Council………………………………………… 6

CHAPTER THREE……………………………………………………………………………. 8

Officers of the Institute……………………………………………………………………. 8

11. Principal Officers of the Institute…………………………………………….. 8

12. Chairman of the Council…………………………………………………………. 8

13. Rector………………………………………………………………………………….. 8

14. Secretary…………………………………………………………………………….. 12

Other officers……………………………………………………………………………….. 14

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15. Deputy Rector……………………………………………………………………. 14

16. Deans…………………………………………………………………………………. 16

17. Librarian……………………………………………………………………………… 16

18. Director of Finance……………………………………………………………… 17

19. Director of Internal Audit……………………………………………………… 18

20. Director of Academic Affairs…………………………………………………. 19

21. Director of Human Resource Management………………………………. 20

22. Director of General Services………………………………………………….. 21

23. Director of Information Management Services…………………………. 23

24. Director of Corporate Affairs and Institutional Advancement……. 24

25. Coordinator of International Programmes and Development……… 26

26. Managing Consultant…………………………………………………………… 26

27. Resignation of Directors………………………………………………………. 28

CHAPTER FOUR……………………………………………………………………………. 29

Structure of the Institute………………………………………………………………… 29

28. Academic Units…………………………………………………………………… 29

29. Consultancy Services Unit……………………………………………………. 29

30. Library……………………………………………………………………………….. 30

31. Specialized Units…………………………………………………………………. 30

32. Central Administration…………………………………………………………. 30

CHAPTER FIVE………………………………………………………………………………. 31

Administration of the Institute………………………………………………………… 31

33. Academic Board…………………………………………………………………… 31

34. Standing Committees of the Academic Board………………………….. 35

35. School/Faculty Boards…………………………………………………………. 36

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36. Headship…………………………………………………………………………….. 37

37. Powers and Functions of Schools/Faculty Boards……………………. 40

38. Powers and Functions of Centres…………………………………………… 41

CHAPTER SIX……………………………………………………………………………….. 43

Student Matters…………………………………………………………………………….. 43

39. Admissions and General Regulations……………………………………… 43

40. Matriculation………………………………………………………………………. 43

41. Courses of Instruction and Examinations……………………………….. 44

42. Students’ Representative Council (SRC)…………………………………. 44

43. Disciplinary Matters……………………………………………………………. 45

44. Alumni of the Institute…………………………………………………………. 46

CHAPTER SEVEN…………………………………………………………………………… 47

Staff Matters………………………………………………………………………………… 47

45. Staff Categorization…………………………………………………………….. 47

46. Staff Associations………………………………………………………………… 47

47. Appointments…………………………………………………………………….. 48

48. Conditions of Service……………………………………………………………. 52

49. Retirement Date………………………………………………………………….. 53

50. Retirement on Medical Grounds……………………………………………. 53

Disciplinary Process……………………………………………………………………… 54

51. Discipline of Senior, Middle Level and Junior Staff…………………. 54

52. Disciplinary Committee of the Academic Board………………………. 55

53. The Disciplinary Process for Senior Members………………………… 55

54. Appeals………………………………………………………………………………. 56

55. Discipline of Middle Level and Junior Staff…………………………….. 57

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56. Misconduct and Termination………………………………………………… 58

57. Grievances………………………………………………………………………….. 59

58. Grievances against the Rector………………………………………………… 60

CHAPTER EIGHT…………………………………………………………………………… 61

Miscellaneous Provisions……………………………………………………………….. 61

59. Affiliations…………………………………………………………………………. 61

60. Congregation……………………………………………………………………….. 61

61. Convocation……………………………………………………………………….. 62

62. Regulations………………………………………………………………………….. 63

63. Meetings…………………………………………………………………………….. 64

SCHEDULE A…………………………………………………………………………………. 66

COMPOSITION OF STANDING COMMITTEES OF THE COUNCIL.66

1. Finance and Development Committee (FDC)………………………….. 66

2. Entity Tender Committee (ETC)……………………………………………. 67

3. Audit Report Implementation Committee (ARIC)………………….. 68

4. Policy and Strategy Committee (PSC)……………………………………. 69

5. Administration, Legal and Grievance Committee (ALGC)………… 70

6. Appointments and Promotions Committee (APC)…………………… 70

SCHEDULE B………………………………………………………………………………….. 72

STANDING COMMITTEES OF THE ACADEMIC BOARD…………. 72

1. Executive Management Committee (EMC)……………………………… 72

2. Staff Development Committee (SDC)……………………………………. 72

3. Research and Publications Committee (RPC)…………………………… 73

4. General Services and Infrastructure Committee (GSIC)…………….. 74

5. Student Affairs Committee (SAC)…………………………………………. 74

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6. Academic Planning and Quality Assurance Committee (APQAC)….. 75

7. Library Committee (LC)………………………………………………………. 75

8. Information Management Services Committee (IMSC)…………….. 76

9. Faculty Appointments and Promotions Committee (FAPC)……. 76

10. Administrative Appointments and Promotions Committee (AAPC) 77

11. Disciplinary Committee (DC)……………………………………………….. 78

SCHEDULE C…………………………………………………………………………………. 79

APPOINTMENT OF SENIOR MEMBERS……………………………………. 79

SCHEDULE D…………………………………………………………………………………. 79

PROMOTION OF SENIOR MEMBERS……………………………………….. 92

SCHEDULE E………………………………………………………………………………….. 96

VOTING PROCEDURE……………………………………………………………….. 96

SCHEDULE F………………………………………………………………………………….. 98

ABRIDGED VERSION OF EXAMINATION REGULATIONS………. 98

vii GIMPA Statutes 2015 (GS-2015)

CHAPTER ONE

Introduction

Enactment Clause

In exercise of the powers conferred on the Council by Section 32 of the Ghana Institute of Management and Public Administration (GIMPA) Act 2004, Act 676, these Statutes are made on May 16, 2015.

Definition of Terms

In these Statutes, unless the context otherwise requires,

“Academic Board” means the Academic Board established by

Section 12 of the Act;

“Academic Year” means the period running from September 1 to

August 31 each year or any other perioddetermined by the Academic Board;

“Act” means the Ghana Institute of Management and

Public Administration (GIMPA) Act, 2004 (Act 676) as in the enacting clause;

“Appointed Day” means the day on which the Statutes are

brought into effect by the Council;

“Centre” means an establishment which conducts

specialized programmes normally oriented to

providing services including training or

research or advocacy or a combination of

these;

“College” means Greenhill College in the Business

School;

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“Consultant” means a senior member who is appointed as consultant to the GIMPA Consultancy Services;

“Council” means the GIMPA Council established by Section5 of the Institute’s Act, 2004, (Act 676);

“Convocation” means the assembly composed of the Rector and Senior Members, chaired by the Chairman of Council or in his absence, the Rector;

“Department” means an establishment that has responsibility for undergraduate and graduate level teaching and research for one academic discipline;

“School”/“Faculty” means a collection of related Departments andCentres that are units of teaching and research as determined by the Council on the recommendations of the Academic Board. The structure of the Schools/Faculties and Departments shall be in accordance with these Statutes;

“Functions” includes powers and duties;

“He/Him/His” includes She/Her/Hers”.

“Institute” means Ghana Institute of Management and Public Administration (GIMPA)

“Junior Staff” means a member of staff employed at a level below Administrative Assistant or equivalent;

“Lecturer” includes a Senior Lecturer, Lecturer, and an Assistant Lecturer;

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“Middle Level Staff” means a member of staff who is not a seniormember and is not below the rank of Administrative Assistant or its equivalent;

“Principal Lecturer” means a very senior and experienced practitioner in public service or industry who is appointed as a permanent lecturer of the Institute

“Professorial Status” includes Associate Professor and Professor;

“Rector” means the Rector of GIMPA appointed under Section 22 of the GIMPA Act, 2004 (Act 676)and Statute 13 of these Statutes;

“Regulations” means rules and by-laws made by the appropriate authority under these Statutes;

“Research Fellow” means a senior member who is appointed and designated as a Research Fellow;

“Senior Member” means the teaching/research and senior administrative/professional personnel who is appointed and designated as such;

Repeals

The Statutes in force immediately before the commencement of these Statutes are hereby repealed.

Commencement Date of Statutes

These Statutes shall come into force on May 16, 2015.

At the time of coming into force, the Academic Board, Convocation, Faculties, and Schools and structures as existing immediately prior to the commencement of these Statutes shall be reconstituted, or brought into existence if already not in existence,

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in line with the provisions of these Statutes. Any such alignment shall not be inconsistent with the requirements of the Act.

Interpretation of Statutes

These Statutes shall be interpreted in such manner as not to conflict with the Act and existing laws of Ghana.

Amendments

The Academic Board may propose amendments to these Statutes for consideration of Council.

The Council may approve the proposed amendments.

Validity of Acts of Committees/Boards

No act or resolution of any Committee or Board of the Institute shall be invalidated by any vacancy in its membership or defect in the appointment of any of its members.

Property of the Institute

All properties movable and immovable, of every description belonging to the Institute are vested in the Institute and the Trusts, for or executed or to be executed by the Institute under a former name or description or by the Council, and shall inure to the benefit of the Institute.

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CHAPTER TWO

Governance

The Council

The Council is established to be the governing body of the Institute by the Act and formulates policies for the Institute but leaves the execution of those policies to its administrative agents, acting under its general supervision. The membership, functions, meetings, commitments, tenure and allowances of office of members of the Council are as set out in the Act, Sections 5-11.

In accordance with Section 5 of the Act, the Council shall consist of:

a Chairman;

the Chairman of Public Services Commission;

the Head of Civil Service;

the Executive Secretary of National Council for Tertiary Education;

the Executive Chairman of State Enterprises Commission;

the Rector of the Institute;

One person representing the Association of Ghana Industries;

One person representing the Alumni Association of the Institute;

One senior member of staff of the Institute elected by Convocation

Two other persons, one of whom shall be a woman.

The tenure of office of members of the Council shall be as provided by Section 7 of the Act.

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4. Meetings of the Council shall be as provided by Section 8 of the Act.

Council shall have the following types of meetings:
1. Regular;

Emergency; and

Special.

Regular meetings of the Council shall be convened quarterly but the Council may convene emergency and special meetings as and when the circumstances merit such convening.

A regular or emergency meeting may be convened by the Chairman and a special meeting may be convened by the Chairman on a requisition signed by at least one third of the membership of Council or any of the principal officers of the Institute.

The business of the Council at any of its meetings shall be classified either as Ordinary or Reserved business. Reserved business includes a business dealing with matters concerning individual members of the Institute.

Allowances for members of the Council and Committees shall be determined by the Council in accordance with Section 11 of the Act.

Standing Committees of the Council

The Council shall establish Standing Committees, which shall be of a permanent nature or adhoc committees, which shall be of a non-permanent nature, to exercise or advise it on any of its functions.

Until otherwise decided by the Council, the Standing Committees shall be as follows:

Finance and Development Committee;

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b. Entity Tender Committee;

Policy and Strategy Committee;

Audit Report Implementation Committee;

Administration, Legal and Grievance Committee;

Appointments and Promotions Committee.

The Secretary of the Institute shall act as secretary to all the Committees and Sub-Committees of Council.

The membership and terms of reference of the Standing Committees of Council shall be as contained in Schedule A of these statutes.

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CHAPTER THREE

Officers of the Institute

Principal Officers of the Institute

The principal officers of the Institute are:

the Chairman of the Council;

the Rector; and

the Secretary

Chairman of the Council

There shall be a Chairman of the Council who shall be appointed by the President of the Republic of Ghana acting in consultation with the Council of State.

When the position of Chairman becomes vacant, the Council shall through the Minister inform the President of the Republic of Ghana.

The Chairman shall preside at all meetings of the Council. In his absence members present may choose any one of them to chair the meeting.

The Chairman shall be eligible for appointment for a maximum of two terms each of four-year duration.

Rector

Subject to the provisions of Section 22 of the Act, the Council shall appoint a Rector. The Rector is the Chief Executive Officer of the Institute and a member of the Council. The Rector shall be appointed by the Council to an initial term of four academic years, renewable once only upon satisfactory performance for another term not exceeding four academic years, provided that such renewal shall not extend beyond the end of the academic year in which he attains the compulsory retirement age of sixty (60).

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2. A person being considered for appointment as Rector shall be of Professorial/Principal Lecturer status, a distinguished scholar, and must have had considerable managerial and administrative experience in higher education and/or in industry.

In making recommendation to the Council for the renewal of the appointment of the Rector, the Search Committee appointed in accordance with Statute 13(5) below shall be enjoined to consult with staff associations as approved by the Council.

The end of the term of office of a Rector shall coincide with the end of the relevant academic year.

The following process shall be followed in selecting a new Rector:

One academic year before an incumbent Rector retires, or when the Rector’s post is vacant, the Council shall set in motion a process for the selection of a new Rector by the establishment of a search committee.

The Search Committee shall propose a successor for the consideration of the Council.

The Search Committee shall be constituted as follows:

three members of Council, one of whom shall be the Chairman of the Committee;

three senior members elected by Convocation one of whom shall be of Professorial rank, and one Senior Administrator;

one member from outside the Institute to be decided upon by the Council.

The Secretary of the Institute shall serve as secretary to the Search Committee.

The outgoing Rector shall not be eligible for election as a member of the Search Committee.

The Council shall provide guidelines for the proceedings of the Search Committee.

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9. The Search Committee, after making such enquiries as it deems fit, shall submit a report to the Council.

No person shall be recommended for appointment as Rector who has not been interviewed by the Search Committee.

Upon appointment of a Rector, the Chairman of the Council shall introduce him to the Senior Members, other staff and the members of the Council and induct him into office at a special meeting convened for the purpose.

The Rector is, by virtue of his office, a member of Congregation, Convocation, and every standing committee of the Academic Board.

The Rector is, under the direction and general control of the Council, the academic and administrative head, and chief disciplinary officer of the Institute, and shall be responsible for providing the strategic direction of the Institute and driving the growth and development of the Institute as provided by Section 23 of the Act and defined by Council.

The Rector shall submit annually through the Academic Board to the Council, a statement of the human resource requirements which in the opinion of the Rector is necessary for the transaction of the Institute‟s business together with an estimate of the revenue required for the running of the Institute.

The Rector shall advise the Council and the Academic Board on matters affecting policy, finance, governance and administration of the Institute, and for this purpose the Rector has unrestricted rights of attendance and speech at the meetings of all bodies of the Institute, whether executive or advisory, which are charged with the consideration of those matters.

The Rector is responsible to the Council for the custody of the Seal of the Institute and for affixing it to documents in accordance with Regulations made by Council.

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17. The Rector may, subject to the approval of the Council, in writing under his signature, delegate a senior member to perform a function vested in the Rector by the Act or these Statutes.

Where the Rector and the Deputy Rector are absent, the most senior Dean in terms of length of service in the Institute shall act.

In the event of the incapacity of the Rector, the Council shall appoint the Deputy Rector to act as Rector until a substantive Rector is appointed. Such an appointment shall not exceed a period of six (6) months in the first instance.

The Rector may resign from office by communicating in writing his intention to do so to the Chairman of Council giving at least three (3) months‟ notice.

The Rector may be removed from office for good cause by the Council.

Good cause in these statutes means:

conviction for an offence deemed by Council to be such as to render him unfit for the execution of the duties of the office;

conduct of an immoral, scandalous or disgraceful nature that brings the Institute into disrepute;

conduct constituting failure or persistent refusal or inability or neglect to perform the duties or comply with the conditions of office; and

conduct in any other circumstance determined by a special resolution of Council to be of a sufficiently serious nature as to constitute good cause.

A process to have the Rector removed from office may also be initiated through assigned petition by two-thirds of Convocation submitted to Council and served on the Rector. Upon receiving

11 GIMPA Statutes 2015 (GS-2015)

the petition, Council shall determine whether the petition merits any further consideration;

When the Council is satisfied that the petition raises issues that may satisfy the good cause provisions of Section 13(21) above of these Statutes and that the issues are worthy of further investigation, the Council shall:

communicate the cause or the offence to the Rector in writing;

set up a five-member committee to hear and determine the matter(s) raised in the petition;

the petitioner(s) and the Rector shall be given the opportunity to be heard during the deliberations of the Committee; and

the Council may accept, partially accept, or reject the recommendation(s) of the Committee provided that the decision of the Council shall not take effect unless it has been approved by a special resolution of the Council supported by no less than two-thirds of the entire members of Council.

Secretary

Subject to the provisions of the Act, the Council shall appoint a Secretary of the Institute who shall act as Secretary to the Council and the Academic Board.

In the event of a vacancy, the Council shall cause a search to be conducted to appoint a Secretary in accordance with the provisions for the appointment of a Rector under Section 13, 5-9 of the Statutes.

Following a search under Section 13, 5-9 of the Statutes, the Council shall appoint a Secretary of the Institute with remuneration and terms and conditions determined by the Council.

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4. The Secretary shall be appointed for a term of up to four (4) years and may be renewed, subject to performance, provided that such renewal shall not extend beyond the end of the academic year in which he attains the compulsory retirement age of sixty (60) years.

Under the general direction of the Council and the Rector, the Secretary shall be the Chief Operating Officer, responsible for the effective and efficient management of the Institute. Specifically, he shall:

arrange the business of the Council;

attend meetings of the Council;

record and keep the minutes of the meetings of the Council;

exercise administrative control over the administrative, professional, infrastructural and municipal service units of the Institute;

be a member of statutory boards and committees of the Institute as provided for in the Statutes or as may be decided by Academic Board;

assist the Rector to take executive action on decisions of these boards and committees as appropriate; and

perform such other functions as the Council or the Rector may direct.

At the beginning of each academic year, the Secretary shall present an annual report to the Academic Board on the operations of the office of the Secretary during the preceding year, and on any other matters, which will assist the Academic Board in the performance of its functions.

The Secretary may resign from office by communicating in writing his intention to resign to the Chairman of Council, giving at least three (3) months‟ notice.

In the event that the Secretary misconducts himself or is involved in any act which borders on misconduct, the Rector

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may show cause by petitioning the Council. The Council shall consider and determine the merits of the petition using the process outlined in Section 13(21) above.

Other officers

Deputy Rector

Subject to the provisions of Section 24 of the Act, the Council shall appoint a Deputy Rector who shall be of either Professorial or Principal Lecturer rank.

The procedure for the appointment of a Deputy Rector shall be as follows:

There shall be an internal advertisement announcing the vacancy;

A Search Committee made up of the Rector, the Secretary and one senior member of Professorial/Principal Lecturer rank nominated by the Academic Board. The committee shall shortlist two candidates to be voted on by Convocation;

A special meeting of Convocation shall be convened for the purpose of voting, at which at least two-thirds of the membership must be present;

Elections shall be held in accordance with the procedure set out under Schedule E of these Statutes; and

The Rector shall then submit the results of the elections to the Council, which shall make the appointment.

Where there is no internal candidate, the Council shall appoint the most senior Dean to act for a period not exceeding one (1) year, during which period external candidates may be invited if no internal applicants are still available.

The Deputy Rector shall hold office for a term of three academic years and shall be eligible for a second term of up to three academic years only, subject to re-nomination by the Search Committee. There-nomination must be brought by the

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Rector to Convocation which shall approve the nomination by a simple majority out of a minimum of two-thirds of Convocation members present at a meeting for that purpose.

The end of term of office of a Deputy Rector shall coincide with the end of the relevant academic year.

The Deputy Rector shall not vacate his faculty position by virtue of his appointment.

The responsibilities of the Deputy Rector shall include the following:

to act in the absence of the Rector and carry out such academic and administrative duties as the latter shall determine;

to provide leadership and direction concerning academic operations in the areas of academic planning, programme development, student affairs, library, and academic registry;

to collaborate with the Rector, Secretary, Academic Board and the Executive Management Committee;

to advise the Rector on all matters pertaining to academic management, quality control and assurance, and research;

to provide leadership in developing and implementing the

Institute‟s strategic plan;

to enhance trust and collegiality among faculty;

to lead efforts that focus on student and faculty successes;

to assess performance of Deans;

to work closely with the consultancy unit and training centres to ensure the effective development of training programmes;

to work alongside the Schools to achieve academic excellence;

to provide leadership in the accreditation of the Institute‟s programmes; and

to provide leadership and guidance to faculty.

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8. The Deputy Rector may resign from office by communicating in writing his intention to do so to the Chairman of Council through the Rector, giving at least three (3) months‟ notice.

The Deputy Rector may be removed from office for good cause on such grounds as specified in Section 13 (21) above.

Further to Section 15(9) above, the removal of the Deputy Rector may be initiated through a signed petition by a simple majority of Convocation asking for removal of the Deputy Rector submitted to the Rector. The Rector upon receiving the petition shall submit it to the Council for consideration.

The Rector may show cause by petition to the Council for the removal of the Deputy Rector. Upon receipt of the petition, the Council shall consider and determine the merits of the petition using the process outlined in Section 13 (21) above.

Deans

There shall be Deans of Schools/Faculties and Students who shall be appointed by the Council and shall hold office according to the terms stated in Section 36 (1) of these Statutes.

Librarian

There shall be a Librarian who shall be responsible for maintaining modern and adequate library resources for teaching, learning and research. The Librarian shall report to the Deputy Rector.

The Librarian shall be appointed by the Council on the recommendation of the Appointments and Promotions Committee of the Institute.

The responsibilities of the Librarian shall include the following:

implement the decisions of the Library Committee or any other appropriate statutory body and shall ensure that

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libraries, information and communication materials of the Institute are professionally managed;

b. manage employees, products, services and goals of the Library;

design and implement an overall strategic plan for the development of the Institute‟s Library;

build on existing resources and services to create a modern library which would respond to teaching, research and learning programmes of the Institute;

recommend and implement systems that would create a seamless extension of the Library that provides scholars with access to evaluated, organized, achieved and preserved information in any format;

create effective cross-departmental working relationships and assist both in-house and outside scholars with world class library services;

provide regular updates on books to the Deputy Rector;

maintain advisory and consultative relations with all departmental heads;

maintain cordial and professional relations with external clients/potential students and participants;

be responsible for protection, conservation and efficient utilization of books, computers, vehicles, projectors and other equipment assigned to the Library; and

perform other related duties as required by the Deputy Rector.

Director of Finance

There shall be a Director of Finance who shall, under the Secretary, be responsible for the management of the finances of the Institute.

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2. The Director of Finance shall be appointed by the Council on the recommendation of the Appointments and Promotions Committee of the Institute.

In particular, the Director of Finance is required:

to inform, update and advise the Rector on the finances of the Institute in a regular and timely manner;

to ensure that proper books of accounts and records of assets and liabilities of the Institute are kept in such manner and form as the Council and the Auditor-General may require;

to prepare for consideration of the Council through the Academic Board such statements, accounts and estimates as the Council may require;

to call for and receive earnings, revenues and contributions to the Institute from all sources, including fees paid by students and course participants (fees, charges, and dues in respect of services rendered by or through the Institute), and proceeds of the sale of publications of the Institute;

to accord every necessary assistance to both Internal and External Auditors in the discharge of their duties;

to maintain advisory and consultative relations with all departmental heads;

to maintain cordial and professional relations with external clients/potential students and participants;

to be responsible for the protection, conservation and efficient utilization of all assets assigned to the Department; and

to perform other related duties that may be required by the Secretary.

Director of Internal Audit

There shall be a Director of the Internal Audit Unit who shall be responsible for the audit of the Institute‟s internal controls

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and checks, and report to the Council through the Audit Report Implementation Committee.

The Director of the Internal Audit Unit shall be appointed by the Council on the recommendation of the Appointments and Promotions Committee of the Institute.

The Director of Internal Audit shall be responsible for ensuring the Internal Audit Unit is properly and adequately resourced to carry out the full functions expected of an internal audit unit including but not limited to:

reporting on the existence and operation of an efficient and effective internal control system;

carrying out financial; operational; compliance; efficiency; procurement; and special audits;

where necessary to oversee the vetting of expenditure to ensure compliance with laid-down internal control, budgetary and statutory requirements;

conducting periodic examination of the accounts of the Institute including the units with limited financial and operational autonomy;

conducting periodic management audits and submitting reports thereon;

liaising with external auditors and ensuring that appropriate action is taken on reported audit findings;

generally being responsible for ensuring that the Institute complies with the Internal Audit Agency Act 2003 (Act 565);

discharging any other related assignments that shall be assigned to him by Council or Rector.

Director of Academic Affairs

There shall be a Director Secretary, who shall apply

of Academic Affairs under the or enforce approved standardized

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procedures and regulations for proper and efficient administration of the academic programmes and student certification processes of the Institute.

The Director of Academic Affairs shall be appointed by the Council on the recommendation of the Appointments and Promotions Committee of the Institute.

The Director of Academic Affairs shall in particular:

be the head of Academic Affairs, co-ordinating and monitoring the academic administration of the Institute which shall include admissions, administration of student academic records, examinations and academic ceremonies;

be a non-voting member of the Academic Board and shall assist the Secretary to take executive action on decisions of the Board as appropriate;

implement decisions of the Academic Board in relation to academic administration, procedures and regulations;

provide a link between the Institute and other tertiary institutions;

ensure that all programmes are appropriately accredited as per the standards of the National Accreditation Board;

maintain up-to-date student records;

maintain advisory and consultative relations with all departmental heads;

maintain cordial and professional relations with external clients/potential students and participants;

be responsible for the protection, conservation and efficient utilization of all assets assigned to the department; and

perform other related duties as assigned by the Secretary.

Director of Human Resource Management

There shall be a Director of Human Resource Management who shall be responsible to the Secretary for the human resource needs of the Institute.

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2. The Director of Human Resource Management shall be appointed by the Council on the recommendation of the Appointments and Promotions Committee of the Institute.

The Director of Human Resource Management shall:

advise and support Management on all matters relating to strategic human resource management of the Institute;

provide day-to-day leadership and management of staff in the Human Resource (HR) Department;

institute, develop and administer various human resource policies, programmes and procedures for staff of the Institute;

prepare and maintain handbooks for policies and procedures and ensure that policies are kept up to date;

perform compensation and benefits administration in collaboration with the Finance Department;

oversee recruitment process in close coordination with Heads of Departments;

plan and ensure execution of staff orientation and career development training programmes;

draw and maintain an effective succession plan;

implement and maintain HR information systems and ensure effective records management;

manage an effective Performance Management System;

ensure all Job Descriptions are kept up to date and create new Job Descriptions as and when necessary;

provide reports on staff turnover, cost of recruitments, reference checks, and other related issues;

perform other related duties assigned by the Secretary.

Director of General Services

There shall be a Director of General Services who shall be responsible to the Secretary for the municipal and management services of the Institute.

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2. The Director of General Services shall be appointed by the Council on the recommendation of the Appointments and Promotions Committee of the Institute.

The Director of General Services shall have the following responsibilities:

liaise with contractors/staff to improve estate maintenance, facilities maintenance, general sanitation and aesthetics of the Institute;

review and maintain security and safety of the Institute and its properties, including the establishment of security and safety procedures;

investigate availability and suitability of options for new premises or land for expansion purposes;

ensure that agreed work by staff or contractors have been completed satisfactorily and on time and follow up on any deficiencies, thereafter, for timely corrective measures to be implemented;

establish early warning systems that identify and provide warning about safety and security of buildings, sites, locations, events and activities;

respond timely to emergencies or urgent issues as they arise;

manage projects, supervise and coordinate works of Contractors/Staff and provide timely feedback to Management;

ensure that appropriate logistics are made available to Management and Staff;

calculate and compare costs for required goods or services to achieve maximum value for money;

plan for future development in line with strategic business objectives as enshrined in the Institute‟s Strategic Plan;

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k. direct, plan and implement essential central services such as reception, security, maintenance, cleaning, catering, waste disposal and recycling;

ensure that buildings meet health and safety requirements;

plan best allocation and utilisation of space and resources for new buildings, or re-organise current premises to maximise space and resource utilisation;

ensure that all buildings and their fittings and fixtures, equipment, vehicles and other valuable properties are periodically serviced, maintained and adequately insured;

keep an up-to-date inventory of all buildings, equipment, vehicles and other valuable properties with their respective service, maintenance and insurance renewals schedules; and

undertake any other related assignments as determined by the Secretary.

Director of Information Management Services

There shall be a Director of Information Management Services (IMS) who shall under the Secretary of the Institute, contribute to achieving the Institute‟s vision, and to providing leadership for developing and managing Information Systems (IS) initiatives that align with the vision and strategic goals of GIMPA.

The Director of Information Management Services shall be appointed by the Council on the recommendation of the Appointments and Promotions Committee of the Institute.

Broadly, the Director of Information Management Services shall be responsible for directing and managing computer-based information systems. He shall contribute to the development of the Institute‟s strategic plans, policies and programmes to support the goals and objectives of GIMPA, and to efficiently and effectively meet the Information Management Services requirements pertaining to the areas of teaching, learning, research, training, consultancy, management, advertising, and

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community and customer service. Specifically, he shall be responsible for:

directing the affairs of the IMS Unit;

ensuring the development, procurement, implementation, management of security of information systems and ICT infrastructure and equipment;

presiding over all ICT-related projects;

developing and reviewing ICT security policies and contingency procedures and plans; and

undertaking any other related assignments that the Secretary of the Institute shall deem necessary.

Director of Corporate Affairs and Institutional Advancement

There shall be a Director of Corporate Affairs and Institutional Advancement, who, reporting to the Rector, shall be responsible for developing, leading, managing and promoting all aspects of

GIMPA‟s advancement efforts.

The Director of Corporate Affairs and Institutional Advancement shall be appointed by Council on the recommendation of the Appointments and Promotions Committee of the Institute.

The activities of the Director of Corporate Affairs and Institutional Advancement shall be focused in five primary areas:

fundraising (including major gifts, special project or capital campaigns, deferred/planned donations; corporate and foundation grants; with a special focus on cultivating, soliciting and stewarding support from Alumni, individuals, corporations, foundations, and other constituencies);

internal publics and Alumni Relations;

marketing and communications (including marketing GIMPA, overseeing all public relations and special events);

strategic leadership and management: of the department, staff and budget; and

protocol duties.

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4. The Director shall serve the interests of GIMPA by giving guidance to the development and implementation of GIMPA‟s strategic goals which are primarily focused on fundraising.

Specifically, the Director of Corporate Affairs and Institutional Advancement shall be responsible for the following development-

related functions, which include but are not limited to:

a. provide executive leadership in the productivity and effectiveness of the Department by assisting the Rector, the Secretary, the Faculty, and the Staff in advancing the mission of the Institute;

b. collaborate closely with the Rector and the Policy and Strategy Committee to establish achievable philanthropic, sponsorship, event, and marketing/public relations goals for

GIMPA;

manage a portfolio of high level donors and prospects for which he cultivates, solicits and stewards in their relationship to GIMPA;

develop and implement a comprehensive fundraising plan that addresses the needs and strengths of all the constituent units of GIMPA;

develop and implement workable, practical, and sustainable systems and processes that enhance and reward productivity in all areas of Institutional Advancement;

develop and implement strategies to identify, cultivate, and steward new funding sources;

work closely with the Rector to determine fundraising priorities, including measurable goals and benchmarks of short and long-term objectives;

measure the success of Institutional Advancement and report to the Rector once every semester and as and when appropriate;

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i. participate in the identification, cultivation, training and mentoring of “Friends of the Institute”;

remain current on national policies and procedures that are relevant to fundraising programmes; and attend fundraising and donor cultivation events as necessary.

Coordinator of International Programmes and Development

There shall be an office of International Programmes and Development for which a Coordinator shall be appointed for a period of two (2) academic years in the first instance and may be re-appointed for further terms of two (2) academic years each subject to satisfactory performance.

Satisfactory performance shall be measured as the returns from proceeds of International Programmes being at least two (2) times the total cost of appointing and maintaining the Coordinator of International Programmes and Development.

The Coordinator of International Programmes and Development shall be at least at the rank of a Senior Lecturer. He shall be appointed on contract terms by the Council on the recommendations of the Appointments and Promotions Committee of the Institute and shall be under the direction of the Deputy Rector.

The Coordinator shall be required to take a leave of absence from the School/Faculty for the duration of the appointment.

Managing Consultant

There shall be a Managing Consultant who shall be appointed by the Council on the recommendation of the Appointments and Promotions Committee of the Institute.

He shall be the administrative head of the Consultancy Services Unit of the Institute and shall be responsible to the Rector for revenue generating activities of the Institute through consultancy services.

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3. The Managing Consultant shall be appointed on contract for a term of four (4) years in the first instance subject to mid-term reviews and may be reappointed for a further term of four (4) years subject to satisfactory performance.

Satisfactory performance shall be measured as the returns from proceeds of consultancy services being at least two (2) times the total cost of running and maintaining the Consultancy Services Unit of the Institute.

The Managing Consultant shall be responsible for the following:

develop plans and budgets to guide the Unit‟s activities in both the short- and long-term;

provide strategic direction and ensure the efficient supervision and coordination of both the technical and administrative activities of the Unit for the achievement of its objectives;

provide leadership in adding value to the existing service lines and also rolling out new product/service lines for business growth;

negotiate business contracts;

collaborate with other consultancy and research organizations to undertake projects for the overall benefit of the Unit;

guide consultancy/research teams in carrying out assignments/studies and preparation of detailed project reports;

actively be involved in customer engagement practices such as frequent interactions, understanding requirements, collecting feedback on implementation and taking corrective measures, where required;

establish standard systems and procedures in the Unit for high quality service delivery to clientele and ensure higher profitability by effective utilization of resources;

derive learning and development plans for capacity building of members of staff;

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j. prepare case studies/publish articles in relevant local and international journals;

submit monthly progress report to the superior on activities of the business unit, strategies derived and the effect on development, implementation and profitability of the business unit along with the issue faced and the strategies used for mitigation;

undertake periodic assessment of performance of subordinates using agreed industry-based performance measurements;

perform any other related duties that may be assigned from time to time by the Rector.

Resignation of Directors

Directors may resign from office by notice in writing to the Rector, in accordance with the terms and conditions of their appointments. Council may also remove Directors from office for good cause and in accordance with the instrument of their appointments.

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CHAPTER FOUR

Structure of the Institute

Academic Units

GIMPA shall have Academic units including but not limited to the following:

Business School

School of Public Service and Governance

School of Technology

Faculty of Law

Consultancy Services Unit

There shall be established a Consultancy Services Unit known as GIMPA Consultancy Services (GCS) mainly for revenue generation.

The Unit shall focus on projects and research aimed at providing clients with practical and implementable solutions.

The Unit shall compete for consultancy services both within and outside Ghana.

The Unit shall coordinate and offer technical/professional advice to other revenue generation entities of the Institute and in general offer administrative and academic support to the Institute as and when necessary or appropriate.

The cost of technical/professional advice to the other revenue generation entities of the Institute as well as the administrative and academic support shall be valued and treated as revenue to the Unit in their books.

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30. Library

The Library shall be an academic unit serving the Institute and shall have a collection of books, journals, pamphlets, serials, maps, music scores, photographs, prints, manuscripts, micro-reproductions, and other materials purchased or acquired in any manner and preserved and used by it to support instruction and research. Such materials may include sound, electronic and magnetic recordings, motion picture films, slides, filmstrips, other appropriate audio-visual aids, and computer files.

Specialized Units

In addition to the Academic and Consultancy Units, there shall be other units rendering technical or professional services in support of the overall functions of the Institute. The terms and conditions of service of staff of specialized units, designated as revenue generating establishments, shall be defined from time to time as determined by Council.

Central Administration

The Central Administration of the Institute is the highest administrative unit with executive oversight responsibility for all the Schools, Faculties and Units of the Institute. The key officers in the Central Administration are the Rector, Deputy Rector and Secretary. They shall be appointed by Council under terms and conditions determined by Council from time to time.

Units within the Central Administration include the Rector‟s Office, the Deputy Rector‟s Office, the Secretary‟s Office, Finance, Internal Audit and General Services.

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CHAPTER FIVE

Administration of the Institute

Academic Board

The Board shall consist of:

The Rector who shall be the chairperson;

The Heads of academic divisions and departments of the Institute;

two other persons representing the academic, professional and administrative staff of the Institute elected by Convocation;

all Professors of the Institute.

In attendance shall be:

the Deputy Rector;

the Secretary;

the Directors;

the Principal Lecturers;

the Librarian;

the Managing Consultant; and

one Student Representative.

Election of two members of Convocation to the Academic Board

The Secretary of the Institute shall be the Returning Officer for the purpose of elections to the Academic Board.

Where a vacancy occurs in Convocation’s representation on the Academic Board, the Returning Officer shall call for nominations of members who are teaching/administrative staff and hold elections in accordance with provisions of Schedule E.

Where at the close of nominations, the number of candidates is more than the number of vacancies, the Returning Officer

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shall proceed to hold elections in accordance with provisions of Schedule E.

A member who fills a casual vacancy shall hold office for the remainder of the term of the representative in whose place that person was elected before beginning his own full term.

Functions of the Academic Board

Subject to the Act, the Academic Board shall:

Determine the criteria for admission of students;

Decide matters that relate to the award of bursaries and scholarships at the Institute;

Determine the content of curricula;

Determine academic standards, validation and review of courses;

Determine the policy and procedure for the award of academic qualifications;

Regulate and assess the academic work of the Institute in the areas of teaching and research;

Determine the policy and procedure for the assessment and examination of students;

Determine the policy and procedure for the discipline of students;

Consider the resources required to support the academic activities of the Institute;

Approve the appointment of examiners in accordance with regulations of the Board;

Suspend or remove examiners for negligence or any other sufficient cause during their terms of office and appoint a substitute in the case of death, illness or resignation;

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xii. Make reports and representations to the Council on its own initiative or at the request of the Council, on a matter affecting the Institute;

Participate in the appointments of senior members of the Institute subject to the Statutes enacted in that behalf by the Council;

Formulate, modify or revise schemes for the organization of the Faculties, Schools, Centres and Departments of the Institute and assign to them their respective subjects and make recommendations to the Council on the establishment, combination and abolition, change of scope or division of a Faculty, an Institute, a School, Centre or Department;

Recommend to the Council on affiliation of institutions to the Institute on the appropriate terms and conditions;

Award degrees (other than honorary degrees) and diplomas;

Propose to the Council the names of persons for honorary degrees so that a person shall not be admitted by the Institute to an honorary degree whose name has not been first submitted to and approved by both the Academic Board and Council;

Make regulations for the discipline of junior members and participants of the Institute;

Refer proposals on matters to Convocation for consideration as required by these Statutes;

Make reports and recommendations to Council, and within the scope of policy approved by Council, take such action as it considers necessary for the development, welfare and good governance of the entire GIMPA community;

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xxi. Determine the length of each academic year and divide the year into appropriate terms, semesters or sessions;

Report back to Council on matters referred to it by Council;

Make proposals for new degrees, diplomas, and other academic distinctions;

Give directions to the Boards of Schools/Faculties and review any act of any Board of a School/Faculty;

Determine the academic dress (dress code) of the Institute;

The Academic Board, after consultation with Council, may revoke any degrees, diplomas, certificates and other academic awards conferred by the Institute and withdraw privileges connected thereto;

Without limiting the scope of the functions of the Board under Section 14(2) of GIMPA Act 2004, (Act 676), the Board shall advise Council generally and in particular on academic matters of the Institute, and shall perform such other functions as may be directed by the Council;

In respect of any matter on which the Academic Board is required to report or make regulations, Council shall not vary any report or regulations without further reference to the Board; and

The Academic Board may delegate any of its functions to a standing committee or officer of GIMPA with or without conditions.

Meetings of the Academic Board

There shall be a regular meeting of the Academic Board at least once every semester.

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b. An emergency meeting may be convened by the Rector by giving the members of the Board at least forty-eight (48) hours written notice.

A special meeting of the Academic Board shall be convened on the written request of at least one-third of the members of the Academic Board submitted to the Rector with a statement of the matters to be discussed at the special meeting.

The Rector shall convene the special meeting within seventy-two (72) hours of the receipt of the request specifying in the notice of the meeting the matters to be considered.

The quorum for the transaction of business of the Academic Board shall be one-third of the membership.

Questions arising from meetings of the Academic Board shall be decided by a simple majority of the members present and voting. In the event of there being an equality of votes, the Chairman shall have a casting vote, in addition to his deliberative vote.

Standing Committees of the Academic Board

In accordance with Section 15 of the Act, the Academic Board shall establish the following committees as it deems fit:

Executive Management Committee;

Faculty Appointments and Promotions Committee;

Administrative Appointments and Promotions Committee;

Library Committee;

Academic Planning and Quality Assurance Committee;

Staff Development Committee;

Research and Publications Committee;

Information Management Services Committee;

Student Affairs Committee;

General Services and Infrastructure Committee;

Disciplinary Committee; and

School/Faculty Boards.

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2. The Board may, for the discharge of its functions, appoint other committees and assign to these committees such functions as it may determine.

A standing committee of the Board, its membership, procedures and functions shall be in accordance with Schedule B.

A committee of the Board is responsible to the Academic Board on its activities.

The Academic Board may disallow a decision of a standing or any other committee set up on its behalf.

The term of office of non ex-officio members on a standing committee is two academic years.

The Academic Board shall report to the Council once a year.

School/Faculty Boards

Each School/Faculty shall have a Faculty Board, the membership of which shall include all Faculty members with the Dean as Chair. The Faculty Board shall have the authority to set up sub-committees as it deems fit.

A Faculty Board shall meet at least two times each semester;

An emergency meeting of a Faculty Board may be convened by the Dean. Three days‟ notice shall, however, be given to every member of the Board;

A special meeting of the Faculty Board shall be called by the Dean on the written request of at least half of the members of the Board submitted to the Dean with a statement of the subject matter to be considered at the special meeting. The Dean shall convene a special meeting of the Board within seven days of receipt of the request;

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5. The quorum for a meeting of Faculty Board shall be one-third of the total membership;

In the absence of the Dean, the Faculty Board meeting shall be chaired by the most senior Head of Department or most senior faculty member in the Faculty or School in terms of length of service in the Institute.

The Faculty Board shall set up an Examination Committee to moderate examinations at the School/Faculty.

Headship

Dean

The Academic Board may through advertisement invite applicants to apply for the position of a Dean. The Academic Board will set up a Search Committee and send the recommendation through the Appointments and Promotions Committee to Council. The Dean of a School/Faculty shall hold office for a term of four academic years and is eligible for another term of up to four years.

The requirements for the appointment of a Dean and the Dean‟s responsibilities shall be as follows:

Should preferably be of professorial status from a reputable institution;

should be capable of providing academic leadership to the School/Faculty;

should have proven competencies and experience in leading and managing an academic unit;

should be able to demonstrate experience in the running and management of educational programmes, or demonstrate experience in top management in industry and the public service;

satisfactory performance and recommendation for appointment at a selection interview;

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vi. During the absence from GIMPA or incapacity of the Dean of a School/Faculty for a period exceeding six months, or in the event of a vacancy occurring by resignation or death or any other sufficient cause, the Rector may appoint an acting Dean to serve for the remainder of the academic year or until such time when a new Dean shall be appointed;

In the absence of the Dean, the Academic Board may designate from among the eligible senior members of the faculty one person to serve as Acting Dean who shall perform the functions of the Dean for the period that the Dean shall be away;

An appointment to fill a vacancy in the deanship occurring as in (vi) above shall be made as soon as it is known that a vacancy has occurred or will occur. The appointment shall be made not later than the end of the academic year in which the vacancy occurred; and

The end of a term of office of a Dean shall always coincide with the end of the relevant academic year.

The Dean is responsible for the academic leadership and general administration of the School/Faculty in respect of human, financial and material resources of the School/Faculty within the general framework of GIMPA’s Statutes and policies.

Associate Dean

A School may request the Academic Board for an Associate Dean position, with justification.

An Associate Dean may be appointed by the Academic Board upon recommendation from the Dean of a School/Faculty.

The Associate Dean will assist the Dean with the academic and administrative matters of the School/Faculty.

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d. The Associate Dean shall hold office for a term not exceeding two academic years and is eligible for a further consecutive term with the approval of the Academic Board.

Head of Department

A Department shall have a Head who shall be appointed by the Academic Board in consultation with the Dean of the Faculty normally in rotation from among the professorial ranks of the Faculty of the Department or in their absence among the next lower category of the Faculty but not below the rank of Senior Lecturer. In the event of any difficulty, the Academic Board shall appoint a Head of Department from among the full-time teaching members of the Department. Such a person must be familiar with the School/Faculty’s programmes and must have demonstrated management and leadership skills.

The Head of Department reports to the Dean of the Faculty/School. Subject to the powers of the Academic Board, the Head of Department shall be the academic and administrative head of the Department and shall liaise with the Dean in all matters concerning the Department, including the preparation of Departmental budgets.

The Head of Department shall:

be the Chairman of the Department Committee.

in consultation with the teaching members of the Department, be responsible for the examinations within the Department, ensuring the timely preparation of examination papers, selecting and recommending the appointment of an external examiner, and collating, and preparing for the Faculty Board, examination results within the Department.

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iii. assist the Dean of the School/Faculty in the appointment of new members of the academic staff.

The Head of Department shall hold office for a term not exceeding two academic years and is eligible for a further consecutive term with the approval of the Academic Board. Departmental approval shall be by simple majority vote of Faculty in the respective School/Faculty.

Head of Centre

A Centre shall have a Head who shall be appointed by the Academic Board on the recommendations of the Rector and shall hold office for a fixed term not exceeding three years and shall be eligible for re-appointment for a further term only.

The Head of a Centre is under the respective Dean and shall be responsible for providing leadership to the Centre and for maintaining and promoting the efficiency and good order of the Centre in accordance with the Act and these Statutes.

A Head is responsible for the general administration of the Centre in respect of human, financial and material resources of the Centre within the general framework of GIMPA Statutes and policy.

Powers and Functions of Schools/Faculty Boards

Subject to the Act, the Statutes and resolutions of the Academic Board, the powers and functions of each Faculty/School Board shall include the following:

to determine all matters relating to teaching, learning and research in the subjects of the Faculty;

to carry out, subject to the approval of the Academic Board, the schemes of instruction and the regulations and syllabi for examinations in the subjects of the Faculty;

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c. to determine all matters relating to the progress of students following schemes of instructions, study and research within the Faculty and to keep appropriate records on them;

to ensure the provision of adequate instruction and facilities for research in the subjects assigned to the Faculty and to co-ordinate the teaching and research programmes of the various Departments of the Faculty;

to hold examinations;

to recommend to the Academic Board Internal and External Examiners for appointment;

to make recommendations to the Academic Board for the award of Degrees (other than Honorary Degrees), diplomas, certificates, fellowships, studentships, scholarships, prize and other academic distinctions within the Faculty;

to submit proposals to the Academic Board for academic development within the Faculty;

to discuss any matters relating to the work of the Faculty and express an opinion, if it so desires, to the Academic Board;

to deal with and, if requested, to report on any matter referred to it by the Academic Board;

to appoint such other sub-committees as it may consider necessary in the discharge of its functions; and

to appoint Examiners of the Faculty to constitute the Examinations Committee of the Faculty.

Powers and Functions of Centres

A Centre is an establishment which conducts specialized programmes normally oriented to providing services including teaching or research or advocacy.

Council may establish Centres for the purposes of engaging in research or professional activities, and their specific functions and

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the duties and responsibilities of their officers shall be contained in the establishment statute.

The Academic Board may approve new proposals for a teaching programme for a Centre only where it is satisfied that such a programme will not divert attention or resources from its core mission and cannot be run by a teaching department or a Faculty.

A Centre shall have a Head who shall be appointed by the Academic Board. The Head shall be eligible for re-appointment.

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CHAPTER SIX

Student Matters

Admissions and General Regulations

The students of the Institute shall consist of those persons receiving regular instruction at the Institute in courses prescribed in the Institute Regulations. Subject to their compliance with the Student Regulations approved by the Academic Board, the students shall enjoy all the privileges and facilities available to them in the Institute. Each student shall cooperate with the Institute authorities in maintaining and promoting efficiency and good order in the Institute.

Subject to these Statutes, the admission of students/participants to the Institute shall be the exclusive responsibility of a Board whose membership shall include the Deans of the Schools/Faculties and Departmental representatives appointed by the Academic Board. The Board shall act in accordance with the criteria approved previously by the Academic Board. Special regulations regarding admissions, examinations and certifications shall be made from time to time by the respective School/Faculty Boards for the purposes of supplementing or complementing the rules and regulations provided in Schedule F to these Statutes to suit their peculiar circumstances.

Special regulations made by School/Faculty Boards shall be laid before the Academic Board for approval.

Matriculation

A person enrolling in the Institute for the first time shall matriculate.

A person shall not be matriculated into the Institute unless that person has been accepted for admission and has fulfilled the conditions prescribed by the Academic Board.

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3. The Academic Board shall determine the manner of matriculation into the Institute.

Courses of Instruction and Examinations

The courses of instruction and the syllabi leading to an academic award or a part of such award and for any other purposes in the Institute are subject to the prior approval of the Academic Board.

The examiners for the prescribed examinations shall be approved prior to the examinations by the Academic Board on the recommendations of the respective School/Faculty Boards.

The abridged version of the Examination Regulations is as contained in Schedule F.

The courses of study pursued by a student of the Institute in an institution or place approved by the Academic Board and the results of examination of such student may, with the prior approval of the Academic Board, be accepted for a degree, diploma or certificate as appropriate in the Institute.

Students’ Representative Council

The Students‟ Representative Council (SRC) shall be the official organ of registered students of the Institute.

Without prejudice to 42 (1) above, students shall be entitled to form other associations in exercise of their rights to freedom of association guaranteed under the Constitution of the Republic of Ghana. No student association shall be formed nor operated within the Institute without the written approval of the Academic Board.

The rights of students to demonstrate or to undertake other public protests or to go on processions on or outside the campus shall be subject to regulations enacted for that purpose by the Academic Board. Without prejudice to the generality of the foregoing, students may not demonstrate or undertake other public protests or go on processions outside the campus without the prior written

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approval of the Dean of Students and in accordance with the relevant national law.

The Constitution and other governing instruments of the SRC and other student associations shall at all times conform to the Act, the Statutes of the Institute as enacted by Council, and any other rules, regulations, directives and edicts, duly issued by the principal officers of the Institute in conformity with the Act.

The Constitution of the SRC shall be subject to approval by the Academic Board.

The Academic Board shall regulate the conduct of students of the Institute.

Disciplinary Matters

Every student shall be subject to such rules regulating the conduct of students as may from time to time be made by the Academic Board and approved by Council.

A formal charge against a student for conduct which may be discreditable to the Institute or detrimental to the discharge of its duties or a violation of its rules should be referred to the Student Affairs Committee.

The Committee shall define its own guidelines for addressing all cases of student misconduct.

A student whose case has been determined by the Student Affairs Committee may appeal the decision to the Rector whose decision on the matter would be final.

Without prejudice to, nor limiting the authority of the Student Affairs Committee, it shall be the duty of every teaching staff and other senior staff member to check any disorderly conduct that may occur in a classroom, a laboratory, or an examination room, and take disciplinary action in line with the guidelines published by the Student Affairs Directorate. Any such action is subject to the review of the Student Affairs Committee.

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6. Persons holding office in the Institute shall have the power to check disorderly and improper conduct by students occurring on the premises of the Institute. As soon as practicable, such conduct must be referred to the Student Affairs Committee which is empowered to review any such disciplinary action.

The Academic Board shall invest specific members of the academic staff or other staff with the disciplinary powers of wardens. Such staff shall be in charge of students at hostels in which the Institute has an interest. The staff shall have the power to exclude a student from that residential facility where good cause is shown. Such actions by the staff may be reviewed by the Student Affairs Committee and referred to the Academic Board if there is cause for such referral.

Alumni of the Institute

There shall be an Alumni Association of the Institute representing the past students of the Institute.

Any past student of the Institute shall be eligible for membership of the Association on fulfilling the conditions of membership prescribed by the Association.

The Association shall have power to make its own regulations

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CHAPTER SEVEN

Staff Matters

Staff Categorization

Employees of the Institute shall be categorized by appointment into: Senior Members, Middle Level and Junior Staff.

The Academic Staff of the Institute are Senior Members and shall consist of:

the Rector, the Deputy Rector;

Professors, Associate Professors, Senior Lecturers/Senior Research Fellows, Lecturers/Research Fellows, Assistant Lecturers,

Principal Lecturers and any other faculty position that may be approved by the Academic Board.

The Senior Administrative/Professional Staff of the Institute who are appointed as such by Council are Senior Members.

Other employees of the Institute who by appointment are not senior members shall include Middle Level and Junior Staff.

The Rector, in consultation with the Academic Board, may petition Council for the establishment of new administrative and academic positions by regulation in addition to those specifically established in these Statutes.

Council shall by Regulations approve job titles, specifications and descriptions and staff establishment from time to time, on the advice of the Academic Board.

Staff Associations

GIMPA Senior Members Association

a.There shall be a GIMPA Senior Members Association

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(GISMA) representing all senior members of the Institute (Teaching, Administrative and Professional Staff).

The Association shall have the power to make its own regulations in as far as such regulations do not conflict with the GIMPA Act and Statutes.

Middle Level Staff Association

There shall be a GIMPA Middle Level Staff Association representing all middle level staff of the Institute.

The Association shall have the power to make its own regulations in as far as such regulations do not conflict with the GIMPA Act and Statutes.

Junior Level Staff Association

There shall be a GIMPA Junior Level Staff Association representing all junior level staff of the Institute.

The Association shall have the power to make its own regulations in as far as such regulations do not conflict with the GIMPA Act and Statutes.

Appointments

All appointments of senior members shall be made by Council.

The Rector shall have the authority to appoint a person into a visiting or temporary senior member position for a period of up to one year subject to the approval of the two members of Council on the Appointments and Promotions Committee. No extension shall be granted. Any such senior member must go through the regular recruiting process during the period of temporary appointment.

Appointments of non-senior members of staff shall be made by the Rector, on the recommendation of the Secretary.

Subject to the Act, appointments made by the Rector shall be in accordance with any unified conditions of service or Collective

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Bargaining Agreement that may be in existence between the employer (Council) and the employees.

There shall be separate criteria for appointments and promotions of Academic and Administrative Staff as defined in Schedules C and D of these Statutes.

Appointment and duties of Senior Members.

A member of the Academic or Administrative staff shall be assigned by the Rector to a School/Faculty, the Library or to the Administrative organization on the advice of the Appointments and Promotions Committee.

A member of the Academic staff shall hold office under the terms and conditions of these Statutes, any Regulations made there under and any Resolution of the Council and upon such further terms and conditions as may be specified in his letter of appointment.

The emoluments on which any Senior Member is appointed include the remuneration and payments for all services and duties performed and rendered within or on behalf of the Institute by the Senior Member.

The Rector may, from time to time, appoint part-time lecturers on the recommendation of the Head of Department and may recommend the appointment of visiting Academic staff.

The Head of a Centre which is a constituent part of a School/Faculty shall be responsible to the Dean for the work of the Centre and shall co-operate with him in the coordination and development of the work of the Faculty.

Unless otherwise stated in these Statutes, the Director of an entity which is not a constituent part of a School/Faculty shall be responsible to the Rector for the general organisation and activities of the entity.

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g. A member of the Academic staff who is a member of an academic department shall be responsible to the Head of Department and thereafter to the Dean and ultimately to the Rector.

A member of the Academic staff of an entity which is a constituent part of a School/Faculty shall be responsible to the Director of the entity and thereafter to the Dean and ultimately to the Rector.

A member of the Library staff shall be responsible to the Librarian and thereafter to the Rector.

A member of the Administrative staff shall be responsible to the Head of Department concerned and thereafter to the Secretary.

Each member of the Academic and Administrative staff shall be ultimately responsible through the Rector to Council.

A member of the Academic staff shall carry out such teaching, research, examining, invigilation and such other duties as may be determined by the Academic Board, Dean of the School/Faculty or Head of the Academic Department as the case may be, and shall also attend Faculty or Departmental Committee meetings.

Each Senior Member shall give such time and labour to the work of the Department to which he is attached and to its extension and development and to the general interests of the Institute as shall be considered sufficient by the Rector or the Head of Department.

Private work and consultancy services may be allowed provided that:

There is no conflict between the private interests of a Senior Member and his official duties;

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ii. The Senior Member has obtained the permission of the Rector through the Dean of School/Faculty before engaging in private work;

Where an abuse of this facility is proved, appropriate disciplinary action, including possible barring of the Senior Member from the use of these facilities, shall be taken by the Rector.

Whether the services referred to in the clause above are undertaken by individuals or groups, the Institute will determine the percentage which shall be paid to it.

Members of staff shall be expected to be at their workplace during normal working hours.

No member of the Academic staff may undertake academic duties outside his own School/Faculty, Department etc, without the Rector’s express consent.

No Senior Member may leave the country without permission from the Rector and the Rector may not leave the country without the permission of the Council Chairman.

Council may make Regulations with respect to the terms, conditions of service, and manner of appointment of Senior Members and may from time to time vary or revoke any such Regulation.

An employee wishing to have his appointment renewed shall notify the Secretary in writing at least three months before the expiry of his contract.

Every appointment or offer of appointment to a person who is not a citizen of Ghana is subject to his obtaining a residence permit. Should the residence permit be refused or withdrawn, the appointment shall lapse.

Except as may be otherwise provided by Council, a Senior Member may resign his appointment and may thereby terminate his engagement with the Institute on giving, in

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writing under his signature to the Rector, at least three calendar months’ notice. As far as possible, the effective date of resignation should be at the end of the semester.

Council may terminate the appointment of any Senior Member/Staff of the Institute by giving notice of termination of the appointment the length of which shall not be less than the minimum period by which the person is required by his contract with the Institute to give notice of resignation, except that the person concerned shall, before the termination of his appointment becomes effective, have the right to appeal to Council within one month of the receipt of the notice.

Where a person appeals against a notice of termination of his appointment, Council shall consider the appeal at least two months before the date on which the termination is supposed to take effect and Council’s decision shall be final.

Conditions of Service

In the absence of a Collective Bargaining Agreement over conditions and terms of employment between the Institute and any particular category of staff, these Statutes in as much as they cover terms and conditions of staff employment, shall apply to all categories of Staff mutatis mutandis.

Deans and Heads of Departments shall once in the academic year, review/appraise the performance of all staff who have participated in the work of their Schools/Faculties and Departments and submit appropriate reports to the Director of Human Resource Management. The assessment report shall be copied to the staff concerned.

A recognized staff union may exercise the right to resort to industrial action if, and only if, the processes laid down by law have been exhausted. The right to embark on industrial action shall be exercised:

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a. in a peaceful manner, in a responsible way and in accordance with Labour Act 2003, (Act 651).

subject to respect for the rights and freedoms of others and for the public interest, and shall not infringe on the rights of others to carry on with their lawful activities.

Retirement Date

Employees who attain the statutory age of retirement shall retire at the end of the academic year in which they attain the compulsory retiring age of sixty (60).

Retirement on Medical Grounds

Where it appears that the removal of a member of staff on medical grounds would be justified, the Rector or any officer on his behalf:

shall inform the staff member accordingly; and

shall notify the staff member in writing that it is proposed to make an application to the staff member’s doctor for a medical report and shall seek the member’s consent in writing in accordance with the requirements of the law.

If the staff member consents, then the Institute shall meet the reasonable costs of any medical opinion required.

If the staff member does not consent, the Rector shall refer the case in confidence, with any supporting medical and other evidence (including any medical evidence submitted by the member), to a Board comprising one medically qualified person nominated by the Institute, and another nominated by the member concerned, and a medically qualified Chairman jointly appointed by the nominee and the Institute.

The Board may require the member concerned to undergo medical examination at the Institute’s expense.

If the Board determines that the member shall be required to retire on medical grounds, the Rector shall direct the Director of Human

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Resource Management to terminate the employment of the member concerned on those medical grounds.

Disciplinary Process

Discipline of Senior, Middle Level and Junior Staff

The Rector shall be responsible for the discipline of all employees within the Institute and in this connection, shall act in accordance with statutory rules or other rules approved by Council, or formulated through a Collective Bargaining Agreement, if any.

The Rector shall appoint a committee to advise him on the exercise of his disciplinary authority.

The following are penalties that may be imposed for breaches of discipline on behalf of Council:

Reprimand

Warning

Deferment of increment, i.e., a postponement of date on which the next increment is due, with corresponding postponement in subsequent years.

Stoppage of increment, i.e., non-payment for a specific period of an increment otherwise due.

Forfeiture of pay for a stated period.

Suspension for a stated period with or without pay.

Reduction in rank or grade.

Termination of appointment.

Summary dismissal.

For the purpose of these Statutes, penalties (g), (h) and (i) shall be treated as major penalties which shall be imposed by only the Rector with the prior approval of Council.

Any person affected by any decision of the Rector or the person or body to whom he has delegated authority shall have the right of appeal as prescribed by the rules and regulations made from time to time by the Institute in the absence of any Collective Bargaining Agreement.

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52. Disciplinary Committee of the Academic Board

There shall be established a Disciplinary Committee to whom the Rector may refer disciplinary matters involving academic staff and senior administrative staff. The composition of the Disciplinary Committee shall be:

a Dean (Chair);

a Senior Member; and

a representative of GIMPA Senior Members Association (GISMA).

The Director of Human Resource Management or his representative shall serve as secretary of the Disciplinary Committee and the quorum for the transaction of business shall be one hundred percent (100%).

The Disciplinary Process for Senior Members

Where it is established that there is a disciplinary issue involving

senior member the Rector shall refer the matter to the Disciplinary Committee of the Academic Board, except that in cases where the Senior Member asserts a conflict of interest on the part of the Rector, the Rector shall refer the matter to the Disciplinary Committee.

If it appears to the Rector that an alleged wrong-doing or infringement is of a nature such that such matters are normally disposed of within the Unit, Department or School/Faculty, or that the matter is trivial or invalid, the Rector may dismiss the matter summarily, or decide not to proceed further.

Where the Rector decides that a matter merits adjudication he may decide on the case himself in light of the available rules and regulations of the Institute (Administrative Manual), refer the matter to a committee of advisors of his own choosing, or refer the matter to the Disciplinary Committee of the Academic Board.

The Disciplinary Committee of the Academic Board or any other committee established by the Rector under this Section of the

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Statutes shall conduct its business according to its own rules but the conduct of its investigations and adjudication must be based on the dictates of natural justice and due process. It is required that all complainants, accused persons, and relevant witnesses must be given a hearing.

The Disciplinary Committee of the Academic Board or any other committee established by the Rector under this Section of the Statutes shall send its decision on any charge referred to it (together with its findings of fact and the reasons for its decision regarding that charge and its recommendations, if any, as to the appropriate penalty) to the Rector and to each party to the proceedings.

The Rector and/or any disciplinary committee shall draw attention to the period of time within which any appeal should be made in sending a copy of its decision to the party/parties to the proceedings.

Appeals

A senior member adversely affected by a disciplinary decision of the Rector or the recommendation of the Disciplinary Committee may institute an appeal to Council within ten (10) working days of the receipt of the decision or recommendation.

A senior member shall institute an appeal by serving on the Secretary within the time allowed, notice in writing setting out the grounds of the appeal.

The Secretary shall bring any notice of appeal received (and the date when it was served) to the attention of Council and shall inform the appellant that he has done so and make its determination.

Where the notice of appeal was served on the Secretary outside the time allowed, Council shall not permit the appeal to proceed unless it considers that justice and fairness so require in the circumstances of the case.

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5. Where an appeal is instituted the Council Administration, Legal and Grievance Committee shall hear the appeal and make its determination.

Council, upon the recommendation of the Administration, Legal and Grievance Committee, may further appoint a person or persons as a Special Committee to hear that appeal on behalf of Council.

The appellant may attend the hearings with a representative of his choice including but not limited to a Union member, an Association member, or a Lawyer.

The Special Committee (the Council Committee or the person or persons hearing the appeal) may allow or dismiss an appeal in whole or in part and may:

remit an appeal from a decision to the full Council as the appropriate body for further consideration; or

recommend an alternative penalty that would have been open following the findings by the Rector or the Disciplinary Committee.

The Council Administration, Legal and Grievance Committee or the person/s appointed to hear an appeal shall send the reasoned decision, together with any findings of fact different from those arrived at by the Rector or the Disciplinary Committee of the Academic Board as the case may be, to the Rector and to parties to the appeal.

A decision of the Council Administration, Legal and Grievance Committee or a Special Committee appointed by Council, when adopted by Council shall be final.

Discipline of Middle Level and Junior Staff

The Rector or his assignees shall be responsible for the discipline of Middle Level and Junior Staff within the Institute and in this

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connection, shall act in accordance with rules formulated by the Institute and approved by Council, or the Collective Bargaining Agreement, if any.

The Rector shall appoint a committee to advise him on the exercise of his disciplinary authority.

Any person affected by any decision of the Rector or the person or body to whom he has delegated authority shall have the right of appeal as prescribed by the rules and regulations made from time to time by the Institute in the absence of any Collective Bargaining Agreement.

Management may compose an Investigation Committee to include the Union to enquire into any matter at the work place.

Misconduct/Termination of Appointment

If a charge of misconduct is made against an employee and the Rector or his representative is satisfied that a prima facie case has been established, the Rector may interdict the employee from duty, with full or half pay during investigation, the interdiction being without prejudice to the rights of the individual.

No disciplinary action shall be taken against any employee until an opportunity is given to him to be heard within a reasonable time.

An employee convicted of a criminal charge shall not receive any emoluments for the period following the date of his conviction. In the event of any acquittal on appeal, the question of emoluments shall be restored in accordance with the judgment.

Upon conviction of a criminal charge, an employee shall be dismissed or have his appointment terminated with effect from the date on which he was interdicted or convicted.

When terminating the appointment of an employee, the Rector or his representative shall give the employee the notice required under the terms of his appointment. Appointment may, however,

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be terminated by the Institute without the required period of notice for:

Gross misconduct

Inefficiency

Repeated absence from duty without permission or sufficient cause.

Grievances

Grievances are matters of concern relating to appointments or employment as they affect staff as individuals, or as they affect their personal dealings or relationships with other staff of the Institute.

It shall be the duty of the Rector and Management, and ultimately Council to settle or redress individual grievances promptly, fairly and so far as may be, within the School/Faculty, Department or other relevant area by methods acceptable to all parties.

If other remedies within the School/Faculty, Department or other relevant areas have been exhausted, the member of the academic staff may raise the matter with the Head of Faculty, Department or other Head.

If the member of the academic staff is dissatisfied with the result of an approach or if the grievance directly concerns the Head of the School/Faculty, Department or other relevant area, the member may apply in writing to the Rector for redress of the grievance.

If it appears to the Rector that the matter has been finally determined or the grievance is trivial or invalid, he may dismiss it summarily, or take no action upon it. If it so appears to the Rector, he shall inform the member and the Academic Board accordingly.

Where it is determined by the Rector that the matter presented must be addressed the Rector may address the grievance himself, or refer the matter to a committee of neutral senior members

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appointed by the Academic Board for determination and recommendation.

The appellant may attend the hearings with a representative of his choice including but not limited to a Union member, an Association member, or a Lawyer.

Where a grievance is not resolved to the satisfaction of a senior member/senior staff the Rector shall refer the grievance to Council for determination by the Council Administration, Legal and Grievance Committee.

The determination of the Council Administration, Legal and Grievance Committee, including any proposals for redress, if adopted by Council shall be final.

The procedure in connection with the consideration and determination of grievances shall be in such a manner as to ensure that the aggrieved person and any person against whom the grievance lies shall have the right to be heard and at a hearing.

Grievances against the Rector

Grievances and complaints against or involving the Rector shall be filed directly with the Chairman of the Council who shall bring the matter to Council.

Council shall refer the matter to the Administration, Legal and Grievance Committee for its findings and determination.

The determination of the Council Administration, Legal and Grievance Committee, including any proposals for redress, if adopted by Council shall be final.

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CHAPTER EIGHT

Miscellaneous Provisions

Affiliations

The Institute may admit to affiliation with it or to any of its privileges a College or an Institution, or to the members of students of the College or School in the manner and on the terms and conditions determined by the Council.

The Institute may at any time terminate or modify the terms of the affiliation, granting of privilege or recognition subject to the terms of the affiliation or recognition.

The Director of Academic Affairs shall maintain a register of the affiliated Colleges and Schools and shall submit an annual report to the Council on the affiliated Colleges and Schools, through the Rector.

Congregation

There shall be a Congregation of the Institute composed of the members of the Council, members of Convocation and the graduates of the Institute for the purpose of receiving reports and for awarding degrees, diplomas and certificate of the Institute, and for any other purposes determined by the Council.

A person shall not be allowed to take a degree, certificate, or diploma or any other qualification other than an honorary degree, without the prescribed examination or any other adequate test approved by the Academic Board.

A Congregation for the conferment of regular degrees shall be convened at least once every year at the time and place determined by the Academic Board in consultation with the Council, and shall be presided over by the Chairman of the Council.

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4. The procedure for the presentation of graduands and for the conferment of degrees and any other matters relating to the Congregation shall be determined by the Academic Board.

Convocation

There shall be Convocation of the Institute, which shall be composed of all categories of senior members of the Institute.

The Secretary shall provide the Rector with a register of the members of Convocation, which shall be published every academic year.

The persons whose names appear on the Register of Convocation are entitled to vote at Convocation.

In addition to any other function granted by these Statutes to Convocation, a meeting of Convocation may express an opinion on a matter affecting the Institute and may refer a matter to a GIMPA statutory body for further consideration.

Convocation shall meet at least once each academic year at a time determined by the Rector to receive the Rector’s report on the state of the Institute and its future plans.

Convocation shall determine the procedure to be followed at its meetings. Convocation shall perform the following functions:

express its opinion on any matters affecting the Institute and petition the Council and/or the Academic Board to reconsider any matter which in its opinion affects the Institute, and

receive an Annual Report from the Rector on the workings of the Institute.

Upon the request in writing of not less than fifteen members of Convocation stating the purpose for which the meeting is to be called, the Rector shall summon an extraordinary meeting of Convocation within seven days and the notice summoning the meeting shall specify the business to be considered.

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8. Copies of the minutes of Convocation shall be deposited in the Library and offices of the Deans for reference by interested members of Convocation.

Decisions of Convocation shall be arrived at by consensus. Where it becomes necessary for Convocation to vote on any issue, voting shall be by secret ballot and the decision shall be by a simple majority in such a case.

Regulations

The Council, the Academic Board, and the standing committees respectively may make regulations for their own procedures and for the exercise of their respective powers and the performance of their functions under these Statutes.

The Academic Board shall not make or ratify a regulation amending or repealing the regulations for the time being in force except at an ordinary meeting of the Academic Board and unless notice of the Amendment or repeal has been placed on the agenda paper for the meeting.

Regulations made by a standing committee or any other subordinate body of the Institute pursuant to subsection (1) above are subject to the approval of the Academic Board and shall not come into effect unless approved by the Academic Board.

The Council and the Academic Board respectively shall in approving, ratifying, making, amending or repealing Regulations, observe the conditions specified in subsections (5) to (8) below.

The Regulations shall not be inconsistent with, or repugnant to, a provision of the Constitution of the Republic of Ghana, the GIMPA Act, 2004 (Act 676) or the Statutes of the Institute.

A regulation shall not be held invalid by reason only of the fact that it confers on female members, physically challenged individuals or others duly identified by the Institute benefits which are not extended to any other persons.

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7. Where a question arises as to the validity under these Statutes of a Regulation made by the Academic Board or standing committee or any other body authorized to make regulations within the Institute, the decision of the Council on that question is subject to the operation of clause (3) of Article 125 of the Constitution of the Republic of Ghana.

For the purposes of this section, “Regulations” include By-Laws.

Meetings

Unless otherwise provided by the Act, these Statutes or the Regulations or the Schedules, the quorum for the transaction of business of an Institute body shall not be less than one-third plus one of the total memberships.

Where a committee of the Academic Board cannot raise a quorum for two successive meetings, the Chairman shall request the Rector for a variation in its quorum.

Where Convocation cannot raise a quorum for three consecutive meetings, the Rector shall request Academic Board for a variation in the quorum.

A decision reached at a meeting of an Institute body shall not have effect unless it has the approval of at least a simple majority of the members present and voting at that meeting; and if there is an equality of votes, the person presiding at the meeting shall have a second or casting vote.

Subject to these Statutes, and to the Regulations, a question as to the procedures to be observed in respect of a matter arising at a meeting of an Institute body shall be determined by the person presiding at the meeting.

A matter not expressly covered in the Act, or in the Statutes, or in the Regulations shall be determined by the Rector subject to ratification by the Council.

Votes taken at an Institute meeting shall show those in favour, those against and the abstentions.

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8. Matters to be considered at all meetings shall be classified either as Ordinary or Reserved Business as determined by Council or Academic Board as the case may be. Reserved Business includes a business dealing with matters concerning individual employees or students of the Institute.

The concerned individual and representatives of the Students’ Representative Council shall withdraw from discussions concerning Reserved Business and shall not receive papers and minutes relating to these items.

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SCHEDULE A

COMPOSITION OF STANDING COMMITTEES OF THE COUNCIL

Finance and Development Committee (FDC) Membership

Chairman of Council or a member of Council designated as Chairman

One other Council Member

Two members elected by Academic Board

Rector

Deputy Rector

On Invitation

Director of Finance

Secretary of the Institute

Director of Human Resource

Terms of Reference

To formulate the financial and physical development policies of the Institute.

To consider and recommend annual estimates of income and expenditure to carry out functions of the Institute.

To ensure the satisfactory and timely audit of accounts of the Institute.

To review the recurrent and capital expenditure of the Institute and make provision for replacement of capital equipment.

To recommend for approval by Council the financial regulations of the Institute and amendments thereof.

To attend to detailed planning with architects.

To advise and supervise the expenditure of the Institute‟s development funds.

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2. Entity Tender Committee (ETC) Membership

This shall be in accordance with the Public Procurement Act, 2003 (Act 663) namely:

Chairman of Council or a member of Council designated as Chairman

Rector

Secretary of the Institute

Director of Finance

a lawyer appointed by Council

one member nominated by the Finance and Development Committee

one member appointed by National Council for Tertiary Education (NCTE)

one representative of the Students’ Representative Council (SRC)

one representative from Convocation

one member appointed by the Ministry of Education

On invitation

Resource persons as may be required may attend the meeting but shall have no vote.

Secretary: As appointed by the Secretary of the Institute

Meetings

Quorum: Five members

Voting: Decisions shall be by simple majority and the Chairman shall have a casting vote.

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Terms of Reference

The Committee shall:

Review procurement plans in order to ensure that they support the objectives and operations of the Institution, School/Faculty, Department or Entity;

Confirm the range of acceptable costs of items to be procured and match these with the available funds in the approved budget;

Review the schedules of procurement and specifications and also ensure that the procurement procedures to be followed are in strict conformity with the provisions of the Public Procurement Act (2003), Act 663, its operating regulations and guidelines;

Ensure that the necessary concurrent approval is secured from the relevant Tender Review Board, in terms of the applicable threshold in Schedule 3 of the Public Procurement Act, prior to the award of the contract;

Facilitate contract administration and ensure compliance with all reporting requirements under the Public Procurement Act;

Ensure that stores and equipment are disposed of in compliance with the Public Procurement Act; and

Operate generally in accordance with the provisions of the Public Procurement Act.

Audit Report Implementation Committee (ARIC)

To be established in accordance with the provisions of the Internal Audit Agency Act, 2003 (Act 658)

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Membership

A Chairman appointed by Council

Rector

Director of Academic Affairs

Representative of Internal Audit Agency

Representative of the Association of Internal Auditors

Terms of Reference

Receive and review the annual report of the Director of Internal Audit;

Ensure that internal auditing is carried out by the Director of Internal Audit in accordance with the Internal Audit Act, 2003 (Act 658);

Ensure that the internal financial control systems of the Institute are functioning efficiently and effectively and that they meet the objectives of the Institute;

Periodically review the internal audit system of the Institute; and

Recommend to Council measures to improve the quality of the internal audit system of the Institute

Policy and Strategy Committee (PSC) Membership
- Two members of Council one of whom shall be Chairman

Rector

Deputy Rector

Secretary of the Institute

Two Deans appointed by Academic Board

A representative of Convocation

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Terms of Reference

To advise on planning and development of the Institute’s academic priorities, financial considerations, and building needs.

To regularly review the strategic plan of the Institute and give directions to positioning and policy implications.

To report to Council.

Administration, Legal and Grievance Committee (ALGC) Membership
- Three Council Members, one of whom shall be Chairman.

A senior member nominated by Convocation.

The Dean of the Law Faculty or his representative

In attendance

Rector

Deputy Rector

Secretary of the Institute

Terms of Reference

To promptly settle or redress individual grievances as they affect staff as individuals by methods acceptable to all parties.

Consider matters referred to it by Council in respect to administrative and legal matters as well as grievances emanating from staff.

The committee may co-opt an expert to assist in its work

Appointments and Promotions Committee (APC) Membership

Two Members of Council one of whom shall be Chairman

Rector

Deputy Rector

Two Deans of School/Faculty in rotation.

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v. One Professor appointed by the Academic Board (not already on the Faculty Appointments and Promotions Committee)

One Senior Administrator/Professional appointed by the Academic Board

Secretary of the Institute

On invitation

Director of Human Resource Management

Dean of the Faculty or School where the respective candidate is being appointed

Terms of Reference

a. Recommend to the Council the appointment of senior members.

Recommend, at its discretion, the retention of such staff beyond the age of retirement as may be necessary.

Recommend the extension or non-renewal of contracts of members of staff.

Determine the status and entry point on the salary scale of all staff recommended for appointment.

Determine where appropriate the status and salary increments of the academic staff on acquisition of additional qualifications.

Carry out an annual review of all senior members and make such recommendations as may be necessary.

Review, from time to time, the terms and conditions of service of senior members and make such recommendations as may be necessary.

Delegate where necessary any of its functions to a sub-committee or person or body.

The Chairman of Council shall have the power to approve appointments on behalf of Council and shall report thereon to Council at the earliest opportunity.

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SCHEDULE B

STANDING COMMITTEES OF THE ACADEMIC BOARD

Executive Management Committee (EMC) Membership
1. Rector as Chairman

Deputy Rector

Secretary of the Institute

All Deans

Managing Consultant

Director of Finance

Director of Human Resource Management

In Attendance

Any member of staff may be co-opted to attend meetings but may not vote.

Terms of Reference

To exercise a co-ordinating role across the whole of the Institute‟s business.

To take such actions and make decisions as are necessary to implement the general policy established by the Council and the Academic Board.

To carry out any other functions delegated to it by the Council and the Academic Board.

To report to the Council and the Academic Board on actions or decisions taken on their behalf.

Staff Development Committee (SDC) Membership

i.Deputy Rector as Chairman

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ii. Two representatives from each School/Faculty (One Faculty; One Administrator)

Director of Human Resources

Terms of Reference

To administer the funds made available to the Committee by recognizing and rewarding staff on merit to undertake undergraduate and postgraduate studies and by doing so to promote the Institute’s student recruitment activity in accordance with the strategy approved by the Academic Board.

To advise the Academic Board on GIMPA scholarship and faculty education policies and to award the approved GIMPA scholarships and sponsorships.

Research and Publications Committee (RPC) Membership

Two Faculty of Professorial rank; one of whom shall Chair.

One representative from each School/Faculty

One representative from the Consultancy Services Unit

Terms of Reference

To determine general policy and guidelines on research and publications and co-ordinate research activities in GIMPA as a whole in order to respond to the needs of the public sector and business and to contribute to regional economic growth.

To advise on the allocation and disbursement of funds for research and to receive periodic reports on the expenditure and on the progress of execution of the research projects.

To examine and take appropriate action on all applications for grants chargeable to the Research and Conferences Fund.

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4. General Services and Infrastructure Committee (GSIC) Membership

Secretary of the Institute as Chairman

One representative each from the three Employee levels (Senior Members, Middle Level & Junior Staff)

Director of General Services

Director of Finance

One Student Representative

Terms of Reference

To advise the Academic Board on institutional policies in relation to maintenance of physical infrastructure and inventory of stores, assets and properties of the Institute.

To monitor and evaluate the work of all entities performing the above duties and other municipal support services.

To perform other functions as the Academic Board may assign from time to time.

Student Affairs Committee (SAC) Membership

Dean of Students as Chairman

One representative from each School/Faculty in rotation

Director of Academic Affairs

Coordinator of Student Affairs

One Student Representative

Terms of Reference

To be responsible for student disciplinary matters.

To advise the Academic Board on student support systems.

To monitor and evaluate implementation of programmes/activities and services instituted to promote student academic and social wellness in the Institute.

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6. Academic Planning and Quality Assurance Committee

(APQAC) Membership

Deputy Rector as Chairman

One Faculty member of Professorial rank

Three members nominated by Convocation

Director of Academic Affairs

One Student Representative

Terms of Reference

To consider and recommend new course and programme proposals to Academic Board for consideration.

To give policy support for the work of the Quality Assurance Unit.

To advise the Academic Board on implementation and updating of the Institute’s learning and teaching strategy.

To administer any funds which the Institute makes available for the support of teaching and curriculum development.

To provide a framework for greater emphasis on staff training.

To promote and encourage learning and teaching in the Institute.

To advise the Academic Board on all matters relating to teaching (including academic standards, admissions and academic practice) with particular regard to issues concerning resource.

Library Committee (LC) Membership

One Faculty member of professorial rank elected by Academic Board as Chairman

One representative from each School/Faculty

Librarian

Director of Information Management Services

Terms of Reference

a. Formulate policies for management and use of the Library

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b. Suggest and control Library budget every year

Formulate policies for collection, development, and acquisition of materials and equipment

Determine automation priorities

To add, amend, or delete any rules prescribed for the use of the Library

Information Management Services Committee (IMSC) Membership

Deputy Rector as Chairman

Dean, School of Technology

Two Academic Board Representatives

Director of Information Management Services

Two members from Convocation

Director of General Services

One Student Representative

Terms of Reference

To continually formulate and develop an innovative and world-class Information Management strategy aligned to the overall GIMPA strategic plan.

To ensure that the strategy evolves to meet the changing needs of

GIMPA

To manage the planning and delivery of significant Information Management Services projects

To provide general policy direction to the IMS Directorate.

Faculty Appointments and Promotions Committee

(FAPC) Membership

Deputy Rector as Chairman

Three Faculty of professorial status elected by the Academic Board

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iii. Two members elected by Convocation

In attendance

Secretary of the Institute

Director of Human Resource Management

Dean of the School where the appointment is being made

Terms of Reference

To receive and act on recommendations from Schools on faculty and other academic appointments and promotions.

To make recommendations to the Council Appointments and Promotions Committee on behalf of the Academic Board.

To approve appointments and promotions as mandated by Council.

Administrative Appointments and Promotions Committee (AAPC)

Membership

Secretary of the Institute as Chairman

Two senior administrative/professional members elected by Convocation

Two faculty members elected by Convocation

Director of Human Resource Management

The Head of the Unit where the appointment is being made (in attendance).

Terms of Reference

a. To receive and act on recommendations from Administrative/Professional Departments and units on Senior Member (other than faculty) appointments and promotions.

To make recommendations to the Council Appointments and Promotions Committee on behalf of the Academic Board.

To approve appointments and promotions as mandated by Council.

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11. Disciplinary Committee (DC) Membership

Deputy Rector as Chairman

Two appointed by Academic Board, one of whom shall be the Dean of the Faculty of Law Faculty or his representative

Two elected by Convocation

Two representatives of Union or Staff Associations.

Terms of Reference

Receive allegations of misconduct made against employees;

Establish whether a misconduct has been committed by an employee;

Make recommendations for appropriate sanctions if it is established that an employee has misconducted himself or herself;

All recommendations shall be considered by the Rector who will take action as appropriate.

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SCHEDULE C

APPOINTMENT OF SENIOR MEMBERS

I. Appointments by Council

All senior member appointments shall be made by Council.

The Appointments and Promotions Committee shall consider all applications and make appropriate recommendations to Council where appropriate.

All recommendations for appointments must be submitted in report form from the Faculty Appointments and Promotions Committee or Administrative Appointments and Promotions Committee, on behalf of the Academic Board to the Council Appointments and Promotions Committee.

General Procedure for the Appointment of Faculty members

Vacancies

Vacancies for the purposes of appointments shall be:

announced by internal or external advertisement as appropriate;

the vacancies may also be filled through:

secondment from other institutions under a scheme of staff exchange;

technical assistance;

a recommendation to the Rector by the Dean or Director as appropriate.

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2. Appointments

Appointments shall normally proceed from a Department to the School then to the Faculty Appointments and Promotions Committee.

The Dean of the School shall chair the School Committee.

Faculty Appointments Process

Applications for appointment indicating the position sought shall be submitted to the Secretary. Applications received at the Faculty level or the Rector’s Office shall be sent to the office of the Secretary. The Secretary shall forward the application to the appropriate Dean or Head of Department/Entity within seven (7) days of receipt.

The Rector or Deputy Rector shall handle applications for faculty and consultant positions and the Secretary for administrators.

The application shall be referred to the Faculty Appointments and Promotions Committee or the Administrative Appointments and Promotions Committee as the case may be for consideration. Shortlisted applicants shall be sent to the relevant committees.

Renewal of Contract

Renewals shall be by Academic Board taking into consideration the recommendations from the respective Appointments Committees.

A member of staff whose contract is coming to an end shall be notified in writing by the Secretary and copied the Head of Department, three months before the end of his contract. It is equally incumbent on a member of staff to take steps to have his contract renewed. The notice for contract renewal must be issued three months before the expiration of the existing contract.

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ii. For renewal of contract, the following other documents shall be required:

a. Letter expressing desire to have contract renewed; b.Head of Department’s assessment report;

c. Annual reports on staff member since last renewal; d.For faculty members, summary report of classroom

evaluations of staff member by students.

Information from the member of staff obtained under subsection b) above and comments by the Head of Department shall be reviewed by the Faculty Appointments and Promotions Committee or the Administrative Appointments and Promotions Committee which may recommend renewal, indicating the duration.

Renewals shall be by the Academic Board taking into consideration the recommendation from the respective Appointments and Promotions Committees.

The Faculty and Administrative Appointments and Promotions Committees shall refer all unsuccessful applications for renewal of contract to the Academic Board for final determination.

Post-Retirement Contract

Regular post-retirement contract appointments are restricted to faculty ranks of Associate and Full Professor. A candidate for such a contract must clearly demonstrate a potential contribution to GIMPA beyond teaching. Where a candidate is to be engaged in teaching only he may be offered an adjunct position since post-retirement contract holders may not hold substantive administrative positions. It is the responsibility of the applicant to set out an agenda that focuses on a mentoring role which can be clearly assessed. Junior/new faculty members as well as graduate students need mentoring to succeed.

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Faculty members are expected to provide guidance in the following areas:

Research, teaching, and service roles

Scholarly writing and manuscript development

Grant proposal writing

Planning and preparing for annual reviews and contract renewal as well as promotions

Thus, “mentoring” is the intentional helping that mentors perform. This is therefore a formal/structured process. It is the responsibility of the mentor to document the following in the application.

Number of mentees

Mentees tentative goals and objectives

Development of a road-map to achieving mentees goals and objectives

Feedback procedures

Assessment of the relationship effectiveness

In general, the expectation is that the mentor will assist in improving teaching skills and research productivity of mentees. Thus, a successful applicant for a post-retirement contract will have a track record of joint publications in good quality journals, supervision of dissertation/theses and mentoring relationships.

Criteria for Appointment of Faculty

Appointment to teaching and research faculty grades, shall consider the following factors:

Appropriate academic credentials;

Relevant work experience;

Research/contribution to knowledge;

Teaching credentials;

Professional and community services; and

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vi. National/international recognition;

An application shall be supported by publications, including books, refereed articles in journals or manuscripts (or evidence of acceptance for publication in such journals), papers from published proceedings, systematized teaching materials, and creative works, evidenced by patents, etc.

Academic Appointments

Lecturer or Research Fellow

For the appointment of a Lecturer or Research Fellow, advanced academic training and research preferably evidenced by a doctorate degree or its equivalent or higher professional qualification shall be required from a recognized accredited institution. Exceptions to this requirement may be recommended to the Rector by the Faculty Appointments and Promotions Committee (FAPC) through the Dean.

Appointment shall normally be for a fixed period of up to six

years subject to satisfactory performance; the first year shall be regarded as a period of probation.

The appointment shall be reviewed in the 3^rd year for 3-year contracts and in the 5^th year for 6-year contracts. For 3-year contracts where the faculty member meets the criteria

determined by the Academic Board, FAPC may recommend a further 3-year contract which shall be reviewed in the 5^th year. For 6-year contracts, a faculty member shall meet the criteria for promotion to the next rank. In all instances, where faculty do not meet the determined criteria, they shall be given a one-year terminal contract.

Senior Lecturer or Senior Research Fellow

For appointments to Senior Lecturer of Senior Research Fellow positions, the Faculty member must show competency in:

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a. Scholarship as exemplified through research or contribution to knowledge through publications,

Teaching; and

Professional and community service.

The Head of Department, Dean or other appropriate unit head shall provide an assessment on teaching, research and service taking into account the academic credentials, experience, student assessment, external examiners’ comments (if any) and three annual staff appraisal reports preceding the date of the application.

The application shall be supported by a self-assessment report covering the professional engagement of the applicant since the last appointment or promotion.

Professional and community service shall include contributions to governance activities; committee work; and local, national and international community service.

Applications for promotion based solely on teaching and extension work or service, or any other contributions that do not normally result in publications, shall not be considered during the first regular six-year contract.

Retention in the grade of Senior Lecturer is subject to continuous satisfactory performance evidenced by annual staff appraisal exercises.
The appointment shall be reviewed in the 3^rd year for 3-year contracts and in the 5^th year for 6-year contracts. For 3-year contracts where the faculty member meets the criteria determined by the Academic Board, FAPC may

recommend a further 3-year contract which shall be reviewed in the 5^th year. For 6-year contracts, a faculty member shall meet the criteria for promotion to the next rank. In all instances, where faculty do not meet the

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determined criteria, they shall be given a one- year terminal contract.

Publications for senior lecturers shall be sent for external assessment.

Principal Lecturer

The Principal Lecturer’s position is reserved for very senior and experienced practitioners in public service or industry whose expertise may be required by the Institute.

The general procedure for the appointment and promotion of Senior Members of the Institute as provided in the

Institute‟s Administrative Regulations shall apply in making the appointment which shall be on the basis of:

Outstanding expertise in the candidate’s career;

Contribution to the candidate’s profession and the development of the country;

Community service.

Retention in the grade of Principal Lecturer is subject to continuous satisfactory performance evidenced by annual staff appraisal exercises

4. Associate Professor

Appointment to the grade of Associate Professor shall be on the basis of:

Outstanding scholarship in the candidate’s field of teaching and research.

b.Contribution to the intellectual life of the Institute and the development of the country.

c. Professional and community service.

The application shall be supported by a self-assessment report covering the professional engagement of the applicant since the last appointment or promotion.

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iii. Three external assessors shall be required and two positive appraisals are required for appointment.

Appointment is tenured subject to continuous satisfactory performance evidenced by annual staff appraisal exercises.

Professor

Appointment to the grade of Professor shall be on the basis of:

a. Internationally acknowledged scholarship in the

candidate‟s field of teaching and research; b.Contribution to the intellectual life of the Institute and

the development of the country; and

c. Professional and community service.

Three external assessors shall be required and two positive appraisals are required for appointment.

Appointment is tenured subject to continuous satisfactory performance evidenced by annual staff appraisal exercises.

Professor Emeritus/Professor Emerita

A Professor Emeritus title may be conferred on a full professor who retires from GIMPA in good standing, with long and distinguished service.

Emeritus appointment grants certain tangible and intangible benefits to the holder such as continuing library privileges, invitation to major Institute events, access to Institute facilities, etc.

The title Emeritus Professor is reserved for Professors retiring after at least five (5) years of service to the Institute. The criteria for award will include the following:

Length of service to GIMPA;

Contributions to his field;

Dedication to the Institution and education;

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d. Significant participation in campus life;

Outstanding service to the community;

Esteem of students and colleagues.

A retiring professor from within may initiate the process of nomination by applying directly through his school/department to the Faculty Appointments and Review Committee.

A department/school may also nominate a retiring professor for consideration by the Faculty Appointments and Review Committee.

Visiting Scholar/Sabbatical Leave

In consultation with the Dean concerned, the Rector may approve a temporary appointment for a period of one year of a visiting scholar, or a scholar on sabbatical leave except that in cases where such appointment is more than one calendar year it should require the approval of the Academic Board and Council.

Part-time or Adjunct Lecturers

Persons or Practitioners, who have achieved distinction in the fields relevant to programmes of the Institute may be considered for part-time or adjunct appointments.

Nominations for part-time or adjunct appointments shall be reviewed by the relevant Dean who shall submit a recommendation, supported by the curriculum vitae of the candidate to the Rector to proceed to appoint the nominee.

Appointment of Part-time or Adjunct shall be on contract basis for a period of up to one year and is renewable.

GIMPA Fellowship Appointments

Teaching and Research Fellows of the Institute may be considered for persons who have achieved distinction as distinguished Chief Executives or equivalent

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positions in private or public organizations, or in areas of interest to the Institute.

ii) Nominations shall be reviewed by Faculty Appointments and Promotions Committee on behalf of the Academic Board, which shall submit a recommendation including curriculum vitae to the Rector.

Recommendations for honorary appointments shall be subject to Council‟s approval.

Award of Honorary Doctorate Degree

The Institute shall award an honorary doctorate degree (a degree honoris causa) to an individual who has distinguished himself in a myriad of achievements, contributions and public service actions or academia as may be determined by Council from time to time. Such an individual so awarded shall not use the title “Doctor”.

There shall be two types of awards, Doctor of Laws and Doctor of Literature. The Doctor of Laws shall be awarded for distinguished public service and Doctor of Literature shall be awarded for contribution to knowledge evidenced by publications.

IV. General Procedure for the Appointment to Administrative/Professional Grade

Criteria for Appointments to Administrative/Professional Grades

All first appointments to non-teaching positions shall begin with open advertisement and end in an interview by the statutory body.

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ii. For the appointment to the administrative or professional grades, demonstrated evidence of promise of continuing performance in respect of the following abilities and conditions shall be fulfilled:

Grasp of administrative procedures or regulations and organizational ability,

Leadership,

Initiative and reliability,

A sense of responsibility,

A specified minimum period of service in each grade; and

Availability of vacancy.

For the purposes of assessment in respect of subsection (ii) (a) – (d), the applicant shall furnish evidence of his contribution to the work of the Institute or any other institution, to which may be attached memoranda, other than a confidential material, to be reviewed as appropriate by the Rector, Deputy Rector, Dean, Secretary, the Administrative Appointments and Promotions Committee or any other person in a supervisory administrative capacity.

Administrative/Professional Appointment Process

i. Submission of Application by Administrative/Professional Staff

Applications for appointment indicating the position sought shall be submitted to the Secretary.

The Secretary shall forward the application to the appropriate Dean or Head Department / Entity within seven (7) days of receipt.

The application shall be referred to the Administrative Appointments and Promotions Committee for consideration within one month. No application for appointment shall be withheld from the Committees’ consideration.

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C. Renewal of Contract

A member of staff whose contract is coming to an end shall be notified in writing by the Secretary through the Head of Department. It is equally incumbent on a member of staff to take steps to have his contract renewed.

For renewal of contract, the following other documents shall be required:

Letter expressing the desire to have the contract renewed;

Head of Department’s assessment report; and

Annual reports on staff member since last renewal.

Information from the member of staff obtained under subsection (ii) (a) above and comments by the Head of Department shall be reviewed by the Administrative Appointments and Promotions Committee, which may recommend renewal, indicating the duration.

Except renewal of contract beyond the compulsory retiring age which shall require the approval of Council, renewal of other contracts shall devolve on the Administrative Appointments and Promotions Committee.

The Administrative Appointments and Promotions Committee shall submit summary reports to the Academic Board on each renewal application approved.

The Administrative Appointments and Promotions Committee shall refer all unsuccessful applications for renewal of contract to the Academic Board for final determination.

The Academic Board shall refer its decisions to Council through the Appointments and Promotions Committee.

Senior Administrative/Professional Appointments

Assistant Registrar, Programme Advisor and Equivalent Professional Grade

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i. The requirement for the appointment of an Assistant Registrar, a Programme Advisor or equivalent professional grade is:

A Master‟s degree or its equivalent plus at least four years of relevant experience; or

An advanced degree in administration or equivalent

professional qualification.

The appointment shall normally be for three years, the first year of which shall be regarded as a period of probation.

The appointment shall be reviewed before the end of the third year and may normally be renewed for another three years.

At the end of the sixth year, the Appointment shall terminate unless the Assistant Registrar or equivalent can be promoted to the next grade.

In exceptional circumstances, the Appointments and Promotions Committee may, on the recommendation of the Administrative Appointments and Promotions Committee, extend the appointment for a further period not exceeding two more years at the end of which the appointment shall terminate unless the appointee can be promoted to the next grade.

Senior Assistant Registrar and Equivalent Professional Grade

For appointment to the grade of Senior Assistant Registrar or equivalent professional grade, Assistant Registrar or equivalent position for at least six years is required.

Deputy Registrar and Equivalent Grade

For the appointment to the grade of Deputy Registrar or equivalent professional grade, proven administration ability, demonstrated by substantial and relevant working experience of not less than ten years and written work including memoranda, reports, projects, are required.

Appointment is tenured.

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SCHEDULE D

PROMOTION OF SENIOR MEMBERS

Procedure for Promotion – Faculty

A faculty member who wishes to apply for promotion shall complete the relevant application forms with supporting documentation and submit them to the Head of Department (HoD) by the third Friday of September at the beginning of the academic year.

The HoD shall acknowledge receipt to the applicant and shall copy the Deputy Rector and Secretary and forward the application to the Departmental Appointments and Promotions Committee within one week of receipt.

The Departmental Appointments and Promotions Committee shall meet on the application and submit a written recommendation to the HoD. The recommendation shall be supported by written justification and the voting by

Committee members. This recommendation shall be submitted to the HoD within three weeks of receipt by the Committee.

The HoD shall forward the application together with his recommendation to the School Appointments and Promotions Committee (SAPC) within two weeks of receipt from the Departmental Appointments and Promotions Committee. The applicant shall be copied on this recommendation.

The School Appointments and Promotions Committee (SAPC) shall meet on the application. The Dean of the School/Faculty shall chair the meeting.

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vi) The Dean shall forward the application together with the recommendations of SAPC to the Faculty Appointments and Promotions Committee (FAPC) within two weeks of the School/Faculty‟s meeting. The applicant shall be copied on this recommendation.

The Deputy Rector, who is also chairman of FAPC, shall make a written recommendation to the Rector and copy the applicant. Where necessary the Deputy Rector may request external assessment of the applicant’s credentials prior to making a recommendation. The recommendation shall be made within four months of receipt from the Dean of the School and be copied to the applicant.

The Rector shall review the application and make a written recommendation to the Council Appointments and Promotions Committee within two weeks of receipt from the Deputy Rector. The applicant shall be copied on this recommendation.

The Council Appointments and Promotions Committee shall make a written recommendation to Council at its next regular meeting.

Council shall make a decision, which shall be communicated to the applicant by March 31 of the respective year.

Where the deadline cannot be met, it must be communicated to the applicant.

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Notes

Members of Departmental and School Committees shall not be below the rank for which the applicant is applying. Faculty from other departments and schools shall be invited to serve to meet the number for a quorum.

Applicants must provide three copies of the application and supporting documents. It is the sole responsibility of the applicant to ensure that all necessary documents are included in the application package. No material may be added once the application is received and acknowledged by the HoD.

In the absence of departments, applications must be submitted directly to the Dean of the School.

Procedure for Promotion – Senior Administrative and Professional Staff

A senior administrator/professional who wishes to apply for promotion shall complete the relevant application forms with supporting documentation and submit them to the Head of Unit/Section/Department by the third Friday of September at the beginning of the academic year.

The Head of Unit/Section/Department shall acknowledge receipt of the application and submit it together with his written assessment and recommendation to the Head of the Division within two weeks of receipt. The applicant shall be copied on this recommendation.

The Head of Division shall review and submit the application together with his recommendation to the Secretary of the Institute and Administrative Appointments and Promotions

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Committee (AAPC) within three weeks of receipt. The applicant shall be copied on this recommendation.

The Secretary of the Institute and AAPC shall review the application and make a recommendation to Council Appointments and Promotions Committee within two weeks of receipt from the Secretary.

Council Appointments and Promotions Committee shall make a written recommendation to the Council at its next regular meeting.

The Council shall make a decision which shall be communicated to the applicant by March 31 of the respective year.

Guidelines for Promotions

The guidelines for promotions shall be reviewed by the Academic Board every two years. Recommendation made shall be subject of approval by the Council.

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SCHEDULE E

VOTING PROCEDURE

Subject to the Statutes, elections or voting on issues at the Institute shall proceed as follows:

The election/voting shall be by secret ballot.

The Secretary shall be the Returning Officer.

All members qualified to vote may do so by proxy and shall, not later than twenty-four (24) hours prior to the election, communicate in writing the names of their proxies to the Secretary.

Every voter shall cast their vote by indicating or marking on the ballot paper the name of the candidate of their choice or their preference in relation to the issues at stake.

A ballot paper shall be invalid on which:

no name or none of the issues is indicated or marked; or

more than one name or issue is indicated or marked.

At the end of the voting:

the Returning Officer shall arrange the ballot papers (other than the invalid ones), in accordance with the votes recorded for each candidate or issue at stake.

the Returning Officer shall then credit each candidate or issue at stake with the total number of votes received in favour thereof.

The candidate or issue at stake that receives the highest number of votes shall be declared the winner.

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8. In the event of the first two (2) candidates obtaining an equal number of votes in an election, a second ballot or a third ballot shall be held as may be necessary.

In the event of the third ballot failing to produce a clear winner, the Returning Officer shall nullify the election and make a report thereof to the Rector.

The Returning Officer shall then nullify and call for fresh nominations for another election within two (2) weeks.

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SCHEDULE F

ABRIDGED VERSION OF EXAMINATION REGULATIONS

[PLEASE REFER TO STUDENTS HANDBOOK FOR FULL VERSION]

Examinations in the Institute Examinations in the Institute shall be:

set to curricula and syllabi approved by the Academic Board;

taken at the time prescribed by the Academic Board; and

assessed by examiners approved by the Academic Board.

The Setting of Papers

Each examiner is responsible for ensuring that questions are prepared and ready for distribution on the day of the examination.

The Dean should ensure that before the questions are administered, they have been appropriately moderated.

Each Dean shall designate one senior member as the Examination Officer for the School and his duty shall be to assist the Dean in examination matters.

Venue of Examinations in the Institute

Examinations in the Institute shall be taken only at approved premises.

Approval for Examinations of the Institute to be taken outside the Institute for the benefit of a student in hospital or others who cannot report to the Institute may be given by the Academic Board.

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3) Toilets in the vicinity of examination rooms/halls shall, for the duration of examinations, be considered part of the examination room. No notes or any other unauthorized materials, shall be allowed in the toilets before or during examinations.

Timetables

The draft examination timetables shall be put up on notice boards of the Institute not later than the tenth week of every semester or a week before examination in the case of sandwich/short programmes.

Suggestions for amendment of timetables may be made through the Dean.

The final timetables indicating day and hour of each examination shall be posted on notice boards of the Institute normally at least three weeks before the commencement of the examinations.

For the duration of the examinations, a daily timetable indicating day, hour and venue of each examination will be issued at least twenty-four hours in advance.

Notice of at least forty-eight hours shall be given if the time and hour given on the general timetable have to be changed on the daily timetable.

Invigilation

Examinations in the Institute shall be held under the supervision of appointed invigilators.

An Invigilator, who is a senior member, shall be appointed for each examination room and shall be required to:

Ensure that candidates are properly seated;

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ii) Ensure that candidates have the materials required for each examination including the correct question papers and answer books;

Invite candidates to start work allowing a 15-minute preview of the questions except that in objective structured questions no time shall be allowed for preview;

Check the attendance register indicating those absent;

See to it that candidates stop work at the appointed time; and

See to it that answer books are collected from the candidates, and the total agrees with the number that took the examinations.

The Invigilator is responsible for ensuring that a candidate does not have unfair assistance in the course of the examination, for which purpose, the Invigilator:

will need to walk round the examination hall periodically;

Should be personally satisfied that a candidate who needs to leave the examination room temporarily does not carry any notes which the candidate can refer to while outside the hall;

Will designate an invigilation assistant to accompany a candidate who has permission to leave the examination room temporarily;

Without stopping a suspect from completing the examination, shall submit a report on an instance of cheating to the Director of Academic Affairs;

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v) Shall report any other unusual incidents that come to his attention;

An Invigilating Assistant approved by the Director of Academic Affairs may be appointed to assist the invigilator as appropriate.

Handling of Examination Scripts

Each Examiner or his representative shall ensure the collection of scripts from the examination room for marking.

The scripts collected for marking shall be kept under tight security.

Assessment

Assessment of candidates’ work in an Examination of the Institute shall include continuous assessment whenever provided for.

Marks from continuous assessment shall be submitted to the Dean of School at least two weeks before the commencement of the main examinations at the end of a semester.

The overall assessment reflecting marks earned from continuous assessment and from the main examination shall be approved by the School and signed by the examiners before they are entered directly into the appropriate information system, online, with a hard copy of the results submitted to the Office of the Director of Academic Affairs.

Each School Board shall confirm the consolidated results of all candidates in the School before final approval by Academic Board. The details of these results shall be under the strictest confidentiality.

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8. Examinations Committee

Each School shall constitute an examinations committee to consider the results of all examinations in the School.

The examinations committee shall consist of all examiners in the School, chaired by the Dean.

The Board is responsible for determining the results of GIMPA Examinations in accordance with the Regulations passed by the Academic Board.

The quorum of an Examinations Committee shall be one-half of the membership of the Committee.

A report of the proceedings of the Examinations Committees shall be submitted to the Academic Board for approval.

Examination Malpractices or Offences/Misconduct

Examination offences include an attempt on the part of a candidate to gain unfair advantage, and breach of the Examination Regulations and Instructions to candidates including refusal on the part of the candidate to occupy an assigned place in an examination room; any form of communication with another candidate; possession of a book, paper or written information of any kind except as required by the rules of a particular examination; smoking; leaving an examination room without permission of the Invigilator; or refusal to follow instructions.

The following shall constitute misconduct in an examination:

Taking into the examination room, or possessing whilst in that room, any books, notes, duffle bags, cellular phone, brief cases, handbags, calculator covers or other materials which have not been authorized.

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ii) The use of any answer book, writing paper other than that supplied.

Written information or possessing written information, regardless of relevance, on any part of a candidate‟s body during the examination.

Such behaviour as may in the view of the Invigilator, prejudice the performance of other candidates.

In all instances of examination malpractices or offences a formal report shall be made to the Academic Board as soon as practicable.

The Chief Invigilator or his alternate shall administer the Examination Misconduct Form to the candidate and submit it to the Director of Academic Affairs. Upon receipt of the report, the Director of Academic Affairs shall inform the candidate in writing that his conduct shall be reported and that a decision as to whether his work shall be accepted rests with the Academic Board. Copy of the letter will be addressed to the Faculty Board/Board of Examiners concerned, through the Dean.

A candidate, who has been considered to have infringed the rule, shall be required to submit a written report of his side of the case to the Director of Academic Affairs within two (2) working days. Such a report shall be taken to the respective Faculty Board/Board of Examiners, through the Dean.

The Faculty Board/Board of Examiners shall review the reports received in connection with an examination malpractice or an offence and on the basis of its review, the Board, acting on behalf of the Academic Board may impose a sanction involving:

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i) loss of marks in a particular paper.

credit denial in respect of any courses or examination completed or attempted.

withholding of the candidate‟s result for up to one academic year.

The Board of Examiners shall make appropriate recommendations to the Academic Board for its final decision.

The Academic Board may review all the reported cases and may vary the sanctions as it thinks fit.

The Academic Board may take any other disciplinary measures deemed appropriate.

In extreme cases grade of „Z‟ shall be awarded where it is established that a candidate had attempted and had gained an unfair advantage in an examination and may be barred from writing any examination of the Institute for a stated period, indefinitely or expelled from the Institute.

First Revision: October 2010

Second Revision: July 2011

Third Revision: May 2015

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GIMPA SRC

Statutes of the Institute

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