Governance and Structure

1. Introduction
1.1 East Africa University Governance is the systems, structures, procedures and rules by which the University takes decisions on its affairs and is deemed accountable for them. This includes aligning the University’s strategic aims and targets, monitoring and evaluating performance against these, ensuring accountability and effective scrutiny, and naming and making sure the effectiveness of the principals of the institution and other senior officers.
1.2 The form is distinguishable from the day-to-day management of the University by pursuing approved aims and objectives, the implementation of policies, the training of future policy proposals, and how to efficiently and effectively deploy resources.

2. The Founders Committee

The Primary Responsibilities of the Founders Committee are as follows:

a. Shall elect and dismiss the University Board
b. Shall elect and dismiss the Chancellor shall
c. Delegate authority to the Chancellor for the academic and organizational management of the University, and keep under systematical appraisal the policies, procedures and functions as shall be assumed by and under the authority of the Chancellor.
d. Delegate supervision tasks to the University Board
e. Ensure that the University’s Rules and Ordinances are followed.

3. Powers of the Founders Committee

3.1 The Founders Committee shall exercise all the conveyed authorities of the University, including the powers:

a. To invest any monies belonging to the University;
b. To borrow money on behalf of the University;
c. To employ staff and determine their pay and conditions.

3.2 The University Founders Committee shall possess the right to reserve itself or to delegate such powers as it considers fit, except that the Council shall not delegate the following abilities:

a. To appoint the President and the Chancellor and Vice-Chancellors;
b. To make, amend, alter or repeal Ordinances;
c. To approve the University’s annual accounts;
d. To approve the University’s strategic plan and annual budget;
e. To reach a decision regarding the desirability of a reduction in the staff of the University by way of redundancy.

4. The University Board

3.1 Assure the formation and monitoring of University system to ensure accountability, including financial, operational controls and risk assessment, protect against fraud, and procedures for handling internal grievances and for managing conflicts of interest.
3.2 Establish and assess the performance and strength of the University foundation against the strategic plans place.
3.3 Ensure the monitoring and assessment of the performance and efficiency of the Chancellery.
3.4 Embody the University’s legal authority
3.5 Certify that University systems meet the institution’s legal obligations, including those arising from contracts and other legal commitments made in the institution’s name.
3.6 Shall act as trustee for the University in any property.
3.7 The Chancellor shall hold keep office until the Founder Committee shall pronounce his/her replacement or until his/her resignation.
3.8 The Chancellor may resign by written notice sent to the secretary of the Founders Committee and the chairman of the Founders Committee.

5. The Chancellor

4.1 The Successors to the first Chancellor shall be elected by the Founders Committee.
4.2 The Chancellor shall hold keep office until the Founder Committee shall pronounce his/her replacement or until his/her resignation.
4.3 The Chancellor may resign by written notice sent to the secretary of the Founders Committee and the chairman (or acting chairman) of the Founders Committee.

The responsibilities of the Chancellor include.

a. Oversee the development and implementation of the University’s comprehensive institutional plan
b. Oversee the quality of the academic and support programs of the University and all of its component entities;
c. Oversight the administration of the university
d. Promoting the University’s activities in the wider community and, in particular, assisting fund raising projects of the University.
e. Perform consultative and advisory role on major policy and strategic matters.
f. Develop and maintain relationships with a wide range of internal and external stakeholders, including the Board, faculty, students, staff and alumni, community leaders, granting agencies, other educational institutions, and officials in all levels of government

6. The Vice-Chancellor for Administration and Vice-Chancellor for Academic Affairs

5.1 The Vice-Chancellor for Administration and Vice-Chancellor for Academic Affairs shall be elected by the Founders Committee.
5.2 The Vice-Chancellor for Administration and Vice-Chancellor for Academic Affairs shall hold office for four years and shall be eligible for re-election.
5.3 The Vice-Chancellor for Administration and Vice-Chancellor for Academic Affairs may resign by written notice directed to the Founders Committee and a copy addressed to the Board Committee and a copy to the Chancellor.

7. The Vice-Chancellor for Administration Duties

Provides executive leadership in policy formulation, operational management and non-academic affairs program management in administrative affairs such
a. Planning, budget, fiscal, human resources, environmental safety and health,
b. Develop, direct and implement responsive, proactive, sound and accountable fiscal, budget, human resources,
c. Manage grievance, benefit administration, contract interpretations, workers’ compensation,
d. To ensure the solvency of the University.
e. To safeguard the University’s assets.
f. To ensure the effective and efficient the administration.
g. To ensure that the funds provided by the funding body are used in accordance with the terms and conditions specified in the University’s Memorandum of Assurance and Accountability with the funding body.
h. To ensure that financial control systems are in place and are working effectively.
i. To approve the University’s Financial Forecasts and Annual Budget and the annual financial statements.

8. Vice-Chancellor for Academic Affairs Duties
Provides executive leadership in policy formulation of academic affairs
a. Plan, develop, organise, direct and evaluate academic programs, policies, procedures and guidelines.
b. Evaluate and review of academic programs and curriculum development;
c. Implement board policies and procedures related to academic programs;
d. Exercise seasoned judgment in determining the means, methods and resources necessary to achieve academic goals and objectives;
e. Serve as academic liaison with various academic institutions
f. Oversee faculty appointments, promotion and tenure recommendations made by college deans;
g. Recommend budget proposals for academically related programs;
h. Advice the allocation of and reallocation funds and resources;
i. Advice budget preparation for the academic and academic-related programs, allocating and reallocating funds and resources to and from these programs.
j. Provides leadership in creating and maintaining academic standards and policies

9. Constituent Branches

6.1 Branches can be formed and can participate the University programs. However, Branches are required to respect the following rules:

a. All Constituent Branches will have its academic mission, role and capacity as that of the mission and vision of the University.
b. The Constituent Branch will accept students with the purpose of pursuing certain programs of study and students may continue to study and transfer to any Branch to continue their study.
c. Students enrolled one Constituent Branch may continue to study at Constituent Branch as long as the other Branch course offered the equivalent course.
d. Constituent Branches are required to devote the necessary resources for the running of their branch.

10. University Board

9.1 The East Africa University has a Founders Council body which appoints the University Board, the Chancellor and the two vice-chancellors.
9.2 The Board is the University’s supreme governing body of the University and has the responsibility to oversee the systems, structures, procedures and rules for the running of the University are fit for purpose.
9.3 The Management, which is the chancellery, is involved with the day-to-day running of the University. Their tasks include:

a. Advising the governing body about policies and objectives;
b. Devising means of implementing agreed policies and meeting agreed targets.

9.4 The Management of the University is accountable to the University Board of the University in respect of these issues.

9.5 Duties and Responsibilities of the University Board

a. Adopt policies for the governance of the University, and periodically review the University’s Policy for compliance and revision
b. Establish, and periodically review, the mission, goals, the objectives of the University,
c. Approve all degrees awarded by the University.
d. Approve the organizational structure for the University, and any major revisions proposed by the President.
e. Take any other actions required by law to be decided at the level of the Board.

11. The Executive Committee

10.1 The members of the Executive Council of the University are:

a. The Chancellor,
b. Vice-Chancellor for Administration and Finance,
c. Vice-Chancellor for Academic Affairs,
d. The Director of Finance,
e. The Head of Registration Department,
f. Head of the Examination Department, and
g. The Head of the Student Affairs.

10.2 The Executive Council is responsible for maintaining and promoting the efficiency, effectiveness and good order of the University.
10.3 The Chancellor is accountable to the Board of the University for the exercise of his/her responsibilities and has a formal responsibility
10.4 The Vice-Chancellor for Administration and Finance is responsible for running the administrative part of the university.
10.5 The Vice-Chancellor for Academic Affairs is responsible for all the academic tasks by making sure the integrity of all academic works is appropriate to the level of the university objectives.
10.6 Where the tasks cross between the two vice-chancellors will be harmonized by the two authorities.`
10.7 The Registration Department is responsible to ensure the University’s registration systems to be working properly. He/she has to demonstrate the University’s commitment to thoughtful treatment of its students, past and present, through the timeliness and accuracy of the transcription system. Another responsibility is to insure good order and an atmosphere conducive to academic activity by producing timely and accurate statistics, grades, certifications and other reports, and by serving as a guard for academic policies.

12. Audit, Finance, Nominations Remunerations

11.1 The minutes of all the Board of the University committees are documented and each committee report by way of minutes and/or reports on matters of substance to its superior body.
11.2 Delegation of Powers certain powers to the committees and officers of the University, subject to their responsibility to report to the Board of the University

13. Register of Interests

12.1 Members of Board of the University are required at all times to adhere to the University’s procedure for the Registration and Declaration of Interests.

14. Publication of the Proceedings of Meetings of Board of the University

13.1 The minutes pertaining to non-confidential information transacted by the Board of the University will be available on the University’s website.

15. Grievances and Complaints

14.1 The procedure for dealing with grievances by individuals from staff in connection with their work at the University is set out in the regulations. The systems for dealing with student grievances are published in the Regulations.
14.2 It is normal that where any individual from staff knows about, or suspects with great purpose, that there is a fraud, they will, immediately, report the matter to the Director of Finance under the systems set out in the Fraud Response segment of the Financial Regulations.
14.3 Where a suspicion of fraud or financial irregularity is raised, the procedure for investigation accord with those laid out in the Fraud Response arranges.

Last modified: December 2016.