Western Pacific University Organisational Structure
The organisational structure of Western Pacific University (WPU) is designed to welcome innovation and change, thus its structure has an inherent capacity for flexibility, but yet with sufficient stability to deliver an exceptional quality of education, since the vision, mission and values will remain constant. The WPU structure has the capacity to serve strategy rather than functional demands. The key to successful implementation of academic programs and management at WPU therefore is high-quality governance of the University that is committed and active in values-based leadership, guided firmly not only by the University’s values, but also a vision of the future and its mission, underpinned by a strategic commitment to empowerment, motivation, inspiration and effective communication.
Governance of Western Pacific University refers to the internal structure, organisation, policies and processes by which the University is formally organised and managed as a public University.
The University’s internal governance comprises the University Council, the President, the Vice Presidents, the Registrar, the Bursar, Faculty Deans and Director of Quality Assurance. The University Cabinet, Academic Board, Faculty Boards, Leadership and Management Board and Student Representative Council complete the administrative team.
Western Pacific University aspires to advance knowledge through research; provide technical education; be the leader in technology and industrial innovation and in this way to serve society by graduating conscientious and productive global citizens.
WPU is a public, government-funded ecumenical and coeducational University. Its primary purpose is to serve national objectives and, with support, partnership and collaboration from both public and private organisations, the University is committed to offering special training programs in response to the current and emerging needs of Papua New Guinea and the South Pacific. WPU’s vision is founded on ethical principles and profound respect for individual rights.
On 24 April 2013, the National Executive Council approved the establishment of a new University in the Ialibu/Pangia District of the Southern Highlands Province (NEC Decision No. 299/2013).
The National Executive Council's decision to establish a new university of technology was reiterated in the next Governmental pronouncements as below:
- the National Executive Council on 30 August 2013 (NEC Decision No.299/2013) approved the composing instructions by way of a draft bill;
- the First Legislative Council then vetted and issued a Certificate of Legal Compliance regarding the proposed Bill;
- in turn, the Governor General gave his clearance for the NEC to endorse the Western Pacific Bill 2013 to be tabled in Parliament;
- finally, on 27 August 2014, Parliament unanimously passed the 2013 WPU Bill with a majority vote of 71-0 and on 8 November 2014 the Western Pacific University Act 2014 came into force (Certified No. 36 of 2014).
WPU ORGANISATIONAL STRUCTURE
The WESTERN PACIFIC UNIVERSITY is a non-profit national educational institution. It is governed by a Council of not more than eleven members, who are vested with the corporate powers of the WPU incorporation. The Council duly appoints the President as the Chief Executive Officer of the University.
The overall governing body of WPU is the Council. The Council reports annually to the Minister for Higher Education, Research, Science and Technology.
The membership of the Council as established by the Western Pacific University Act 2014 is:
- the Chairperson who shall be the Chairperson of the Council is elected by three-fourths of its membership;
- the President - ex officio;
- two persons nominated by the Minister for Higher Education, Research, Science and Technology, representing the Government, not below the rank of Deputy Secretary of the Ministry of Higher Education, Research, Science and Technology or any other department relevant to the particular focus of the University
- four persons from society at large, being persons of distinction in the fields of administration, management, education, academe, law, accountancy, medicine, fine arts, architecture, agriculture, science, technology and engineering, such that the appointment of these persons reflects a balance across the various fields and provided that the particular focus in the manner described may be reflected in the number persons of distinction offer an area of expertise relevant to the University who are appointed to the Council by the Council of the University
- two persons from the academic community of the country, other than an employee of the University, at the level of professor or principal of a college who is appointed to the Council by the University Council and one person nominated by the Department of Higher Education, Research, Science and Technology.
Adviser status on the Council is extended to:
- the Vice Presidents
- the Deans
- the University Bursar
- the Director of Student Services and Experience
The Council meets at least three times a year.
The powers and functions of the Council are articulated in section 3.2 of the WPU Act.
The diagram above depicts the overall organisational structure of Western Pacific University as a National University since it will enrol students from all provinces of Papua New Guinea.
An appointed Governing Council is composed of ten people from outside the University and the President designated by the Council. They have governing responsibilities for the University. However, the University Council is advised by the Vice President Academic concerning academic matters; the Vice President Research regarding research, undergraduate and postgraduate programs; the Vice President for University Advancement (VPUA) concerning the University financial incomes; the Vice President for Administrative Affairs (VPAA) concerning all matters relating to administrative services offered to the University's Community; the Director of Student Services and Experience about student services and the University Bursar about financial affairs. Those above are independent of the views of staff and students and perform an advisory role in the governing structure of WPU. This approach to governance stimulates the creative engagement and enthusiasm of the academic and administrative staff and students rather than the introduction of more regulations.
The WPU Council is a policy-making body responsible for the overall direction of the University. It approves all academic programs, confers degrees, diplomas and other awards, the operating and capital budgets, and approves academic and physical planning. The Council meets at least three times a year.
Council liaises directly with the President who is advised by the University Cabinet and the Academic Board. Where the need arises, Council may call on any of the Vice Presidents or Head of an administrative division or departments to report or clarify matters.
In this organisational structure, Council has the option to obtain diverse perspectives of the different functions and activities from the executives and principal officers of the University. There is, therefore, a clear outline of the communication processes among the executives of the University and the University Council reflecting the internal structure, organisation and processes by which the University is formally organised and managed as an independent University.
Council will be advised by the President concerning all matters relating to the leadership and management of the University. The President is required per annum to submit to Council at least three reports which consist of issues raised at the Leadership and Management Board, the University Cabinet, as well as the overall administration of the University.
WESTERN PACIFIC UNIVERSITY CABINET and ITS FUNCTION"
The Cabinet is the main consultative body of the President. The President's Cabinet is an advisory body that shares information with the President on the main projects and initiatives taking place across the University. It includes the individuals on the Executive Committee and other leaders representing various departments and divisions at the University.
The Cabinet meets regularly and provides a forum through which the President can communicate critical information. Its function is stated in the University Act, Section 12.5
WESTERN PACIFIC UNIVERSITY ACADEMIC BOARD and ITS FUNCTION
The Western Pacific University Academic Board is the principal policy-making and advisory body on all academic matters relating to and affecting the University’s learning, teaching, research and educational programs. It is responsible for assuring academic standards and quality, and, in fulfilling this function, ensures academic freedom, academic integrity and high standards in research, assessment and admissions.
Academic Board is responsible for maintaining the highest possible standards of learning, teaching and research. It fulfils these responsibilities as stipulated in the WPU Act, Section 12.7
Academic Board will perform its function through various standing committees. The committees undertake the detailed work of the Board and provide it with informed advice and recommendations on specific matters associated with their particular portfolios.
Vice President Academic
The University Council is advised three times a year concerning academic matters by the Vice President for Academic Affairs, who will present all the issues relating to educational activities that are raised at Faculty Board meetings and Academic Board meetings. The Vice President for Academic Affairs may forward the minutes of Academic Board to the University Council upon request.
Vice President for Research
The University Council will be advised three times a year concerning research, undergraduate and postgraduate matters by the Vice President for Research (VPR). Under the leadership of the Vice-President for Research, and in close collaboration with the Vice-President for Academic Affairs, the Office oversees matters related to research and development as well as issues pertaining to undergraduate and postgraduate studies involving research, with the overall aim of fostering research excellence and the enhancement of research, undergraduate and postgraduate education.
Vice President for University Advancement
On matters related to finance, investment and physical resources of the University the University Council will receive a minimum of three reports presented by the Vice President for University Advancement in cooperation with the University Bursar. These matters are likely to be related to investments, physical assets and financial management of the University as well as issues raised by the External Independent Audit.
The Vice President for University Advancement is responsible for providing the leadership necessary to develop and maintain the integrated, comprehensive internal and external fund development activities of the University. The VPUA will oversee and lead fundraising activities including corporate giving, government and foundation relations, special events fundraising, campaigns and related programs. The VPUA will work collaboratively with the President on prospective donor development for major gift solicitation. The VPUA will also work in close cooperation with other Vice Presidents, the Deans, and Director of Student Services and Experience to coordinate and prioritise University Advancement objectives.
Director of Quality Assurance
WPU's quality framework covers a broad range of strategies and policies, all of which are in place to ensure that WPU continues to develop and maintain high standards of academic excellence. Thus the Director of Quality Assurance will proactively promote and provide quality assurance in the delivery of faculties’ plans; support the continual development of the research, teaching and learning experiences delivered by all WPU academic programmes; advises the President, Vice President Academic, Vice President Research , Faculty Deans, the Registrar and the Head of Departments and other key office bearers on all matters relating to Quality Assurance; monitor Quality Assurance systems and promote best practice and Quality Assurance developments across the University.
The Office of the Western Pacific University Registrar provides a variety of services to members of the WPU Community. The Office of the University Registrar supports the learning, teaching and student progress of those enrolled at Western Pacific University by providing quality services to students, faculty, academic and administrative departments, parents, sponsors and the public. The following services are provided by the office:
- Support students, faculties and departments during registration and the evaluation of transfer credit;
- Maintain student academic records and record grades;
- Issue transcripts;
- Verify enrollment and graduation;
- Issue diplomas;
- Assign teaching space;
- Develop a class schedule;
- Schedule final examinations;
- Develop the academic calendar and
- Coordinate residency.
Vice President for Administrative Affairs
The Vice President for Administrative Affairs (VPAA) oversees the division of administrative services, which is responsible for providing essential operations and functions in support of the University's community and its vision, mission and purpose. The Vice President for Administrative Affairs cooperates with the Director of Service Department; the Director of Student Services and Experience Department and the Human Resources Department.
Director of Service Department is responsible for the following:
- Ensuring proper management of University physical assets;
- Planning, design, construction, maintenance, and operation of the physical plant;
- Managing real estate activities;
- Complying with governmental, environmental, health, and safety regulations;
- Assuring a safe and supportive campus environment;
- Providing essential human resource functions to the University Community; and
- Maintaining relationships with local people, government and administrators of organisations as well as conducting joint projects with these groups to benefit the University community and surrounding region.
Director of Student Services and Experience
- The University Council will be advised by the Director of Student Services and Experience (DSSE) concerning matters of student recruitment, enrollment and nonacademic activities and student support services, such as counselling or appeals. The DSA is required to submit at least three reports per year to the University Council.
- The particular purpose of the role of Director of Student Services and Experience will be to assist the Heads of Departments in ensuring that the University’s and Faculties’ strategic and operational plans for undergraduate and postgraduate student support are achieved. S/he will provide leadership in developing and implementing a policy which will ensure the quality of services offered to students and provide a high-quality life experience at the University.
- The Director of Student Services and Experience will cooperate with the senior management team in the area of student support, including the maintenance of consistent practices across the University.
Director of Human Resources
- The Direct of Human Resources Department provides a full range of professional Human Resource (HR) services on employment matters to all University staff. He/she focuses on flexible, cost-effective Human Resource solutions that support the University’s vision, mission, and objectives and create sustained value. This includes advice and guidance on recruitment, promotion, appraisals and terms and conditions of employment.
The University Bursar
The University Bursar is the officer in charge of the business and financial aspects of WPU administration. He/she is assisted by Senior Manager, Financial Accountant, and Management Accountant
The Bursar is responsible to the University Council and the President for the conduct of financial affairs, business management and the material state of the premises. In broad terms the bursar would be expected to have responsibility for the following:
The Finance Department provides financial support in the realisation of the Western Pacific University Vision, Mission and the Department seek to:
- Advising on general financial policy within the University.
- Preparing annual estimates of income and expenditure to include the preparation of Faculties budgets within the University, the latter in consultation with the head or senior academic staff.
- Monitoring income and expenses about the budget and presenting regular management reports to the President.
- Keeping the accounts of the University and preparing Statements of Financial Activity (SOFA) and balance sheets by the University’s policies.
- Maintaining cash flow projections for the current and future years.
- Advising on investments in consultation with the Independent External Auditor.
- Preparing students' bills and collecting all fees and extras.
- Payment of all salaries and wages, Superannuation and National Insurance Contributions and compliance with regulations for benefits in kind.
- Scrutinising and passing for payment all invoices received by the University.
- Organising special appeals for capital projects or endowment funds.
- Keeping analyses of costs and other statistical records.
- Preparing forecasts for the future financial performance of the University, usually over a period of five years.
- Making commercial appraisals of special projects.
- Advising the President on taxation matters.
- Dealing with the University’s income tax and rating assessments.
Director of WPU ICT
The Director of WPU ICT is responsible for the Department of Information & Communication Technology (ICT). The ICT department provides the highest levels of ICT support and services to the staff and students of the University. Its staff are involved in various important roles ranging from managing our Online Study System; Intranet; the Internet; Customer Operations; Desktop Support Services; Computer Laboratory Maintenance and Management; LAN Administration; Web Development and Communications, including the maintenance of the Standard Operating Environment (SOE) for the University.