Terms of reference

Faculty of Health Sciences
Department of Integrative Biomedical Sciences
Transformation and Equity Committee
TERMS OF REFERENCE
2021

1. NAME

1.1 The name of the Committee is the Department of Integrative Biomedical Sciences (IBMS) Transformation and Equity Committee (TEC) or the IBMS TEC”.

2. Logo

3. SCOPE OF AUTHORITY

3.1 The IBMS TEC is a Committee of the Department of Integrative Biomedical Sciences and is established through the IBMS Executive committee in consultation with the Faculty of Health Science (FHS) Deanery and FHS Transformation and Equity Committee.
3.2 The FHS Dean’s office provides the IBMS TEC with the authority to request any information to assist them in the execution of their duties under these Terms of Reference.
3.3 The Chair (or acting chair) of the IBMS TEC will be a member of the IBMS Executive committee and FHS TEC and will participate in all decisions and fulfil the mandates of these committees through consultation with IBMS staff and students.

4. POLICY FRAMEWORK

4.1 The TEC functions in accordance with the following national frameworks and policies:
4.1.1 The constitution of the Republic of South Africa (No. 108 of 1996)
4.1.2 The obligations in terms of the Employment Equity Act (No. 55 Of 1998) as regularly amended
4.1.3 The Higher Education Transformation Agenda vis-à-vis Education White Paper 3: A Programme for the Transformation of Higher Education.
4.2 The TEC functions in accordance with the following institutional frameworks and policies:
4.2.1 The Vision and Mission statements of the University of Cape Town
4.2.2 The FHS TEC Transformation Framework and TOR
4.2.3 The University of Cape Town Employment Equity Policy
(as approved by Council, December 2006)
4.2.4 The University of Cape Town Employment Equity Plan
(1 April 2010 to 31 March 2015) and as amended from time to time
4.2.5 (f) student equity plan as approved by university council
(Approved: Council – October 2004, PC 09 2004) and as amended from time to time
4.2.6 All other anti-discrimination and transformation policies including (a) the UCT Policy on HIV Infection and Aids; (b) the UCT Disability Policy; (c) the policy on Racism and Racial Harassment; (d) the Sexual Harassment and Sexual Offences Policies; (e) University of
Cape Town: Statement of Values;
4.2.7 Social responsiveness (as approved by Senate 14 September 2012)

5. IBMS TEC TRANSFORMATION GOALS

5.1 University of Cape Town and the FHS TEC goals will form the basis of IBMS TEC goals but the latter will focus on departmental issues such as:
5.1.1 making the department more representative in terms of its profile of academic and PASS staff, and of its student body;
5.1.2 promoting vigorous discussion that celebrates diversity of both thought and opinion.
5.1.3 furthering the understanding of the idea of race and institutional transformation which includes discrimination based on sex, disability and socio-economic status;
5.1.4 empowering staff and students to take charge of their career paths;
5.1.5 improving departmental climate and building African perspectives on teaching and research.
5.1.6 creating spaces that promote inclusivity and celebrates diversity;
5.1.7 identifying, promoting, and advocating for change in policies and institutional systems that do not promote transformation in all its forms.

6. SCOPE

6.1 The TEC will specifically focus on transformation, equity and social responsiveness issues pertaining to IBMS, including:
6.1.1 Academic staff
6.1.2 Soft-Funded Academic Research staff
6.1.3 Support/PASS staff
6.1.4 Contract and technical staff
6.1.5 Joint-appointment staff
6.1.6 Students (Undergraduate and postgraduate)
6.1.7 Postdoctoral fellows

6.2 It is recognised that there are certain limitations on the roles and responsibilities as well as the influence of the IBMS TEC with regard to the appointment of, and recommendations pertaining to the employment conditions of, Joint-appointment staff.

7. COMPOSITION OF THE IBMS TEC

7.1 The IBMS TEC should endeavour to have representation from all races on the TEC.
7.2 The TEC should have a core-membership of not more than 7 members.
7.2.1 Chair
7.2.2 Senior faculty member
7.2.3 Postgraduate student representative
7.2.4 Postdoctoral fellows representative
7.2.5 PASS staff representative
7.2.6 Academic Staff member
7.2.7 Scribe

7.3 The TEC will co-opt additional members to ensure both representations including gender and diversity.

7.4 Representatives of the IBMS TEC will be nominated after consultation with academic staff, PASS staff and students, respectively.
7.4.1 A nomination process will be followed when electing new members of the TEC.
7.4.1.1 Any member of the IBMS may be appointed in case of a vacant position, subject to approval by one third (1/3) vote by the committee. A letter from the TEC through the HOD and department secretary will be circulated to all research group leaders to identify and nominate members of their groups that may be interested in becoming committee members.
7.4.1.2 Nominations shall be in writing, stating the name of the nominee and the office (Sec 7.2) for which the nominee is standing.
7.4.1.3 If no nominations for a position have been received in writing by the time of election, the chairman may seek verbal nomination from the meeting attendees.

7.5 The Chair of the IBMS TEC will be appointed from the elected representatives after discussion between IBMS TEC and Executive Committee.

7.6 Quorum for meetings will require 51% of the membership to attend.

7.7 Decisions that are not by consensus will require a two-thirds majority of core-committee members.

7.8 Decisions or voting can be done using electronic means if not taken during a committee meeting.

7.9 Terms of office: Two years from 1 July. As a general rule a member will not serve more than three terms of Two years.

7.10 Vacant positions: Any member of the IBMS may be appointed by the TEC in case of a vacant position, subject to approval by one third (1/3) vote by the committee.

7.11 Resignation: Any member of the TEC may terminate association with the committee immediately upon lodging written notice of their wish with the chairperson.

7.12 Membership renewal: Membership to the TEC is automatically renewed after the two-year term unless specified in writing as per section 7.11.

7.13 Disqualification: A member of the TEC may be suspended or terminated from the committee subject to ratification by a two-thirds (2/3) vote of the core-membership.
7.13.1 A member who has missed more than two TEC meetings without informing the chair and scribe.
7.13.2 A member who has failed to perform their duties as per agreed upon terms.
7.13.3 A member who brings the committee to disrepute in behaviour and conduct.

8. PURPOSE OF THE IBMS TEC

8.1 To review and advise on all policies, and related procedures, relating to equity, transformation, and social responsiveness when input is requested by FHS TEC
8.2 To promote the education of staff on employment equity matters and to advance understanding of the importance and meaning of employment equity within the IBMS.
8.3 To advise the IBMS Executive Committee on matters pertaining to transformation in the FHS and IBMS.
8.4 To facilitate and advocate for ‘transformation’ to be embedded into the portfolios of HODs, HODivs and line managers.
8.5 To provide a voice for all staff and students and to communicate all issues pertaining to transformation and equity to IBMS Executive committee and ensure that actions are put into place to address these issues.
8.6 To provide safe spaces for discussions on topics which will include but will not be limited to race, language, sex, power-sharing, institutional transparency.
8.7 To ensure that all postgraduates, post doctorates, PASS staff and academic staff have access to information and processes that will enable advancement in their degrees, positions, or posts.
8.8 To promote departmental participation in transformation, equity, and social responsiveness processes through defined activities.
8.9 To have open communication with postgraduates, post-doctoral fellows, pass staff and academic staff on matters pertaining to transformation in the department.

9. MEETINGS & REPORTING

9.1 The IBMS TEC will meet every 2 weeks for the first 6 months of the new committee forming and then once a month thereafter.
9.2 Minutes from meetings will be recorded and distributed to members within 14 days of each meeting held.
9.3 Minutes of IBMS TEC meetings will be made available on TEAMS to which the HOD will have access.