Equity Committees Review, June 2010
EQUITY COMMITTEE REVIEW & RECOMMENDATIONS
30 JUNE 2010
PROPOSAL FOR VCC - NOVEMBER 2010
APPROVED BY VCC - 2 FEBRUARY 2011
At its 2 February, 2011 meeting the Vice Chancellor's Committee approved the recommendations from the Equity Committees Review of June 2010, that a Social Justice Committee structure as outlined (see below), be ratified and implemented.
SUMMARY
The structure which will operate from June 2011 is:
1. UNE Social Justice Committee
2. Sub-committees reporting back to the UNE Social Justice Committee
- Staff Equity Advisory Group
- Student Equity Network
- Disability Advisory Network (staff & students)
- Furthering Women at UNE
3. Aboriginal & Torres Strait Islander Access & Participation Committee will have the capacity to refer matters to the Social Justice Committee. ATSI staff and students will have representation on the Social Justice Committee and its sub committees.
Initial Report & Recommendations
1. Background:
Briefing Paper provided to Acting Vice Chancellor for consideration at VCC, February 2010.
Request for Review of Equity Committee Structure at UNE
Author: Dr Eliza Kent, Manager, Employment Equity & Diversity.
Purpose
The purpose of this brief is to request a review of the Equity Committee structure at UNE. It was compiled at the request of Professor Graham Webb, Acting Vice Chancellor, in response to issues raised by Employment Equity & Diversity, Human Resource Services.
The Committees in question are:
- VC’s EEO Advisory Committee (18 members, chair Vice Chancellor)
- Student Access and Equity Committee (9 members, chair PVC (Academic))
- Directorates’ Equity Committee (9 members, chair nominated member)
- 10 School Equity Committees (various, elected chairs)
The VC’s EEO Advisory Committee is the peak committee to which all others report.
Key activities and strategic intent
UNE currently has a very complex system of thirteen separate Equity Committees. These committees are responsible for advising the Vice Chancellor, cost centre managers, and other senior managers regarding the policy, procedures and guidelines governing access, participation and equitable treatment of all equity target groups in education and employment. These committees are required to provide advice regarding legislative and statutory compliance, any impediments to equitable access to education and employment, and for ensuring that any recommendations appropriately embody quality assurance and are consistent with UNE strategic planning goals.
During 2009 this advice was not provided by the Equity Committees at UNE, but by specialist work units, namely Employment Equity & Diversity (HRS), Student Access and Equity (DSAS) and the Oorala Centre. The Equity committees functioned only as forums for ratification of initiatives, compliance reports and programs, and it is questionable whether committee representatives have the required specialist knowledge and expertise to provide advice as required by their terms of reference.
Performance, monitoring and evaluation
Performance, monitoring and evaluation of each committee occurs via a committee ‘self-review’ every twelve months per each committee’s terms of reference. To the knowledge of EE&D only the VC’s EEO Advisory Committee performed this, and members found no significant issues arising.
Issues:
The Manager, Employment Equity & Diversity is requesting that the number, representation and structure of the UNE Equity Committees be reviewed as they are currently not functioning as required by their terms of reference. In particular:
Vice Chancellor’s EEO Advisory Committee:
- This Committee has eighteen members of whom only three members have specialist knowledge and expertise regarding employment or student equity (Director, Oorala, Manager, Employment Equity & Diversity, Student Access and Equity Officer)
- The VC’s EEO Committee members undertook no initiatives in 2009, relying on the work of the Oorala Centre and EE&D to produce program initiatives and outcomes reported in the Committee papers.
- The VC’s EEO Advisory Committee has tended to become a forum for complaint rather than action.
- The membership of the Committee has not, despite opportunity, provided advice and oversight as required by the terms of reference.
School Equity Committees:
- The aim of the School Equity Committees (established 2007) was to provide staff and students within Schools with a mechanism to address and resolve local equity issues, and to advise school managers regarding equal opportunity in education and employment.
- Very few of the School Equity Committees function in this manner. During 2009 only one School Equity committee formulated a School Equity Plan (based on a template provided by EE&D) and had it signed off by the School Executive. Few issues were raised, and those generally related to academic staff conditions – ie SSP leave. No general staff or student issues were reported.
- Very few School representatives utilized their capacity to bring equal opportunity issues to the attention of the VC’s EEO Advisory Committee, or other significant management forums.
- The majority of School Committees did not meet in 2009.
- The membership of these committees are elected or appointed from academic and general staff, who are generally without the specialist knowledge and expertise to oversight legislative and statutory compliance regarding equal opportunity.
Directorates’ Equity Committee:
- This committee meets regularly and discusses issues, but has yet to take any action or initiatives of its own accord.
- This committee, like the VC’s Equity Committee, relies on EE&D to provide reports on activities and to undertake initiatives.
- The membership of this committee is drawn from general staff within the Directorates, who are generally without the specialist knowledge and expertise necessary to oversight legislative and statutory compliance regarding equal opportunity.
Student Access and Equity Committee:
- This Committee has only met once in 2009.
Areas of risk
- None of these Committees are acting in accordance with their terms of reference.
- The membership of these committees generally does not have the requisite expert knowledge to oversight equal opportunity legislative and statutory compliance. In an increasingly complex legal, industrial and legislative environment, there is a risk in non-specialists providing such advice.
- These committees are not providing oversight for UNE’s EEO, Student Equity and other strategic equity plans, nor are they involved in the formulation of these plans.
- These committees are not providing effective communication mechanisms for staff and students to report/escalate issues regarding equal opportunity in education and employment, or impediments encountered by equity target groups at UNE.
- These committees are not providing an effective communication mechanism by which senior managers can communicate issues resolved or initiatives taken to students and staff.
- These committees are not providing leadership or championship of equity agendas.
Recommendations:
The Manager, Employment Equity & Diversity recommends that a working group be convened to review the current Equity Committee structure, in particular to assess the viability of each committee in regards to its terms of reference and make recommendations to the Vice Chancellor, as Director, Equity, at UNE, for a streamlined, effective structure.
2. Response: Extract VCC Minutes forwarded to Equity 16/2/2010:
VCC recommends that:
“A review is undertaken to examine the possible rationalization of existing equity committees and determine draft terms of reference and membership for new and/or restructured Committees…”
3. Equity Committee Review (April- June, 2010)
Review Panel:
Eve Woodberry (Chair)
Peter McClenaghan (BEPP)
Stephen Winn (Education)
Rose Williamson (Arts)
Rhonda Leece (DSAS)
Michael Brogan (Oorala)
Wendy Cowan (Oorala)
Eliza Kent (EE&D)
Bernice O’Mahoney (EE&D, notetaker)
Review coordinator: Eliza Kent
Process for Review
Meetings Schedule
8 April, 2010, 6 May 2010, 3 June 2010
The members of the Review group were recruited on the basis of experience and expertise, as well as ensuring adequate representation from student and staff Equity, and academics and general staff. In addition, Oorala was asked to provide additional representation given the necessity of devising a committee structure that would better enable representation from Aboriginal and Torres Strait Islander students and staff at UNE.
A review working group of the above members agreed to meet as per the schedule to discuss the current equity committees structure, and provide input into a draft proposal for a more integrated, streamlined and effective structure. Members of the working group were presented with a number of equity committee models from across the University sector. A desktop audit conducted by the Manager, Employment Equity and Diversity indicated that there was no tertiary sector standard model for equity committee structures, and there is a great deal of diversity between Universities. The working group considered that the model from the University of Southern Queensland was the superior model, and well suited to conditions at UNE. This assessment was based on:
- The ‘social justice’ focus of the committee structure, which the working group felt was more in keeping with a ‘social inclusion’ focus.
- The USQ model permitted both an emphasis on social inclusion, but also allowed for the individual representation of specific interests groups within the UNE community, such as staff, students, and the current ‘equity’ groups.
- The capacity of the USQ model to provide a forum for an ‘all of University’ approach to common social justice issues.
The Social Justice Committee structure operating at the University of Southern Queensland was considered by the Review Committee members to reflect an integrated and effective approach which could be amended to suit UNE’s specific needs and implemented to successfully address the issues raised in the briefing paper considered by VCC in February 2010. The Review Committee members met on three occasions and liaised by phone and email to review progress and to provide input to the draft Social Justice Committee structure proposal.
The Equity Review Committee proposes that a Social Justice Committee structure incorporating appropriate allied committees be implemented, as detailed in the following recommendations.
Final Recommendations
4. Recommendations:
1. The proposal to establish a Social Justice Committee structure should be forwarded to the Vice Chancellor’s Committee for consideration
2. Accompanied by the recommendation that it be ratified and implemented
3. The current VC’s EEO Advisory Committee, and the Student Access & Equity Committee should be disestablished and their membership and responsibilities subsumed in the new structure
4. The Directorates Equity Committee becomes an HRS committee.
5. The current Schools Equity Committees become autonomous entities within those Schools that wish to support such committees. Where they exist the School committees have the capacity to refer relevant matters to relevant sub-committees of the Social Justice Committee.
5. Proposed Social Justice Committee structure
5.1. Social Justice Committee
Purpose:
The Social Justice Committee has responsibility for ensuring that activities undertaken by UNE are consistent with principles of equity, social justice and social inclusiveness, as they relate to both staff and students of the University.
Social Justice Principles:
The Social Justice Committee will adopt the following principles:
1. Increasing social, civil and educative participation
2. Providing stakeholders with a greater voice, combined with greater responsibility
3. Building on individual and community strengths
4. Building partnerships with key stakeholders
5. Giving a high priority to early intervention and prevention
6. Building integrated services and whole of University solutions
7. Using evidence and integrated data to inform policy and service provision
8. Planning for sustainability
Terms of Reference:
The Social Justice Committee will oversee all equal opportunity, equity, social justice and social inclusion-related programs, practices and strategies at UNE , including:
1. Assuring effective policy development processes and frameworks, evaluation and review.
2. Coordination of the development and delivery of social justices programs, practices and strategies.
3. Quality assurance in the development and delivery of social justice programs, practices and strategies.
4. The provision of oversight and advice regarding the social justice agenda
5. The provision of leadership and sponsorship in relation to the social justice agenda
6. Developing proposals for social justice funding
7. Monitoring and regular reporting on the expenditure and acquittal of any allocated social justice funding.
8. Ensuring a diversity of representation from among staff and students
9. Providing advice, internally and externally, regarding legislative requirements and other relevant matters.
Frequency of Meetings:
Four per year
Membership:
PVC(Students and Social Inclusion) (Chair)
Director, Oorala Aboriginal Centre or nominee
Director, Student Administration and Services or nominee
Equity Representative, Faculty of the Professions
Equity Representative, School Equity Committees, Faculty of Arts and Sciences
Equity Representative, UNE Directorates
Heads of Residences Representative
Student Equity Network Chair
Staff Advisory Group Chair
Disability Advisory Group Chair
Co-option
The Committee can co-opt where needed any members required to achieve or maintain appropriate gender representation, where the membership does not include at least two women and two men. The Committee can invite individuals to provide additional appropriate expertise as necessary.
Term of Office
Elected members will hold office for a two-year period and may serve a maximum of two consecutive terms. In the event that an elected member vacates office within six months of their election, then the next ranked candidate will be invited to serve. Otherwise an election will be conducted by the appropriate body for a replacement to serve the remainder of the term.
Self-Review
Once in every twelve-month period, the Committee shall devote at least part of one meeting to a review of its policies, practices and procedures over the preceding 12 months.
Administrative support: Eliza Kent, Employment Equity & Diversity
5.2 Student Equity Network:
Purpose:
The Student Equity Network will provide a means to ensure that the student voice is represented within the Social Justice Committee. It will provide a mechanism for referring matters and best practice concerning students and social justice issues to the Social Justice Committee and the Vice Chancellor’s Committee.
Terms of Reference:
The Student Equity Network will
1. Provide a forum for discussion of social justice and equity matters as they relate to the student experience at UNE
2. Report to and advise the Social Justice Committee of current issues relating to social justice and the student experience
3. Respond to agenda items forwarded by the Social Justice Committee
4. Facilitate the integration of the Social Justice Committee, social justice and social inclusion principles across UNE activities as they relate to students.
5. Provide appropriate University support to enable virtual meetings.
Frequency of Meetings:
- Two per year with all members present, external students will be funded to attend
- 1 per semester via electronic meeting
- Other meetings as required, or sub-committees formed as required
Co-option
The Committee can co-opt where needed any members required to achieve or maintain appropriate gender representation, where the membership does not include at least two women and two men. The Committee can invite individuals to provide additional appropriate expertise as necessary.
Term of Office
Elected members will hold office for a two-year period and may serve a maximum of two consecutive terms. In the event that an elected member vacates office within six months of their election, then the next ranked candidate will be invited to serve. Otherwise an election will be conducted by the appropriate body for a replacement to serve the remainder of the term.
Self-Review
Once in every twelve-month period, the Committee shall devote at least part of one meeting to a review of its policies, practices and procedures over the preceding 12 months.
Membership:
Director, Student Administration and Services or nominee, Chair
3 Off campus students
1 Residences Representative
1 On campus town student
2 Undergraduate students
1 UNE International student
2 Aboriginal and Torres Strait Islander students
Representative, Services UNE
Representative, Facilities Management Services
Representative, Information Technology Services
Representative, University Library
Representative, Student Assist
Administrative support: Student Administration & Services
5.3 Staff Equity Advisory Group:
Purpose:
The Staff Equity Advisory Group will provide a specialist reference group to consider social justice issues as they relate to staff at the University.
Terms of Reference:
The Staff Equity Advisory Group will:
1. Consider and provide advice regarding social justice issues as they relate to staff and employment practices at UNE
2. Provide a mechanism by which staff equity issues can be discussed and recommendations made to the Social Justice Committee
3. Provide a forum to which UNE staff can refer issues regarding equity and social justice in employment practices
4. Consider and provide recommendations on any matter referred to it by the Social Justice Committee
5. Develop and sponsor strategies and initiatives that promote social justice in relation to employment matters
Frequency of meetings:
Four meetings per year, prior to Social Justice Committee meetings
Membership:
Chair: Chief Operating Officer or nominee (Chair)
Manager, Employment Equity & Diversity
Director, Oorala Aboriginal Centre
1 Representative, Professions
1 Representative, Arts and Sciences
1 Representative, Directorates
3 invited expert members:
- ATSI Employment Officer
- Staff Disability Representative
- Discrimination & Access
Representative, NTEU
Representative, CPSU
Co-option
The Committee can co-opt where needed any members required to achieve or maintain appropriate gender representation, where the membership does not include at least two women and two men. The Committee can invite individuals to provide additional appropriate expertise as necessary.
Term of Office
Elected members will hold office for a two-year period and may serve a maximum of two consecutive terms. In the event that an elected member vacates office within six months of their election, then the next ranked candidate will be invited to serve. Otherwise an election will be conducted by the appropriate body for a replacement to serve the remainder of the term.
Self-Review
Once in every twelve-month period, the Committee shall devote at least part of one meeting to a review of its policies, practices and procedures over the preceding 12 months.
Administrative support: Bernice O’Mahoney, Employment Equity & Diversity
5.4 Disability Advisory Network:
Recommendation: formation of a Disability Access Working Group
The recommendation of the Equity Committee Review is that a working group be convened to establish the best model for student and staff disability access within UNE. It was recognised that there existed some significant issues relating to disability access, and that these had been longstanding. The working group will consider particularly:
- An integrated model that provides for both staff and students
- Consider implementation of policies that aim for universal design
- Consider accessibility issues in relation to the emerging electronic environments
- Consider how to establish a consultative mechanism
Working Group membership:
Robyn Muldoon, Director, TLC
Barb Shaw, Director, Residences
Rhonda Leece, Assistant Director, Student Services
Eliza Kent, Employment Equity & Diversity
Dr Stephen Winn, Education
Daphne McCurdy, OHS
Representative, Information Technology
Representative, Facilities Management Services
Report to: Chair, Social Justice Committee
Timeline:
The Disability Working Group will:
- Report to the Social Justice Committee by the end of 2010
- Implement its recommendations in Semester 1, 2011
5.5 Furthering Women at UNE
Purpose:
To provide a co-ordinated approach to the development, implementation and review of strategies to promote equality of opportunity for women at UNE, particularly in relation to employment and career progression.
Terms of Reference:
1. To develop strategies which achieve the operation of fair, consistent and equitable practices
2. To develop programs which enhance career planning and progression opportunities for women employees
3. To develop awareness programs that encourage promotion of women to senior levels across the University
4. To make any recommendations to the Social Justice Committee that may assist in achieving this
5. To provide a mechanism for staff to raise, and discuss collectively, issues relating to equal opportunity in employment practices as they relate to women’s career planning and progression.
Membership:
Bronwyn Kirk, Manager, Organisational Development
Gillian de la Motte, Training & Development Officer, Organisational Development
Eliza Kent, Manager, Employment Equity & Diversity
Frequency of Meetings:
As required.
Co-option
The Furthering Women Working Group can invite individuals to provide additional appropriate expertise as necessary to achieve specific development programs/outcomes.
Consultative mechanism:
University Women’s Forum
6. Aboriginal and Torres Strait Islander Access and Participation Committee and its relationships to the Social Justice Committee
- The ATSI Access & Participation Committee will have the capacity to refer matters to the Social Justice Committee, or any of its sub-committees.
- Aboriginal and Torres Strait Islander staff and students will have representation on the Social Justice Committee and its sub-committees.
- These representatives will have the capacity to refer matters to the Social Justice Committee, or to the ATSI Access & Participation Committee, when necessary.