Organizational Structure & Governance System of Higher

Education in Ethiopia

Content outline

Concept of Higher Education

What is organizational structure and Governance?

Organizational structure and Governance system of Ethiopian Higher Education

Experiences of Some Selected Ethiopian Higher Education(HE) Institutions: Public and Private

Conclusion

1. What is Higher Education(HE)?

An education in the arts & sciences offered to undergraduates & graduate students who attend degree programmes through any of the delivery modes( Regular, distance, continuing)(Proc. 650/2009)

An education beyond the secondary level; especially : education provided by a college or university(Merriam Webster dictionary)

Cont….

• Therefore, HE refers to an education provided beyond certificate and diploma programmes for tertiary level students; undergraduate, graduate & Post graduate students

HE in Ethiopia includes:

University

University College

College

Institute

2. Organizational Structure and Governance System of HE

What is organizational Structure?

are sets of relations b/n the roles of an organization. For example, ‘‘vertical differentiation’’ or ‘‘authority structure’’ of organizations, usually considered to be a ‘‘hierarchy’’ structure. (Fararo 1997; Sørensen 1978)

Hence, organizational structure is the way in which organization’s activities divided, organized and coordinated.

Currently, higher Educations in Ethiopia are organized in to decentralized type of structures by which institutions granted autonomy. What is its advantage?

What is Governance System of HE?

Higher Education governance is multi level concept

including several different bodies & processes with different

decision-making functions(Kezar and Eckel, 2004).

Is the legally defined working r/ship among academic and

administrative units or organs of the institution and the

arrangement that governs institutional decision making by

different hierarchical organs of lawfully constituted bodies.

? Governance of HE become a crucial issue in the 21st C.

Why? Kennedy(2003)

?Do you believe that the participation of external

stakeholders in governance of HE is right ? Why?

Cont….? What are the common structural elements of

HE?There are common elements in the structure different HE

Institutions. these are; Ministry,

Governing Board

Senate

President

Vice Presidents(The number may vary): Academic & Administrative V/Presidents

Managing council

College/Institute

Academic commission

Department/school/centre

Advisory or specialized Committees or Councils etc

Cont…Generally HE Institutions have the ff staff categories;

A. Academic Staff• A staff of Academic professionals• involved in teaching and/or research, and in d/t

academic issues

? Can say there have been an academic freedom for teachers in HE?

B. Research Staff• Major role of Research and minor Role of Teaching

C. Technical Support Staff

A Staff of technical support to the administrative and academics; managing teaching, field research facilities, health and medical facilities, library resources, laboratories

Cont….D. Administrative Support Staff A staff that support the day to day functioning of the

administrative activities

Personnel of an institution employed to provide administrative, business management, accounting, catering, maintenance, safety, security and such other services(Proc.650/2009)

F. Professional in Teaching Hospitals

3. Organizational Structure & Governance System of Ethiopian HE Institutions

? Do you believe that the organizational structure of HE is similar across all institutions?

1. Board Has 7 voting members with chairperson appointed

by the Ministry and accountable to the Ministry

Responsible to; Supervision, Examine, approve& follow up organizational policy, plan, Nominate the President for appointment & appoint V/Ps, Auditors, Taking disciplinary measures, Monitor implementation of senate legislation , approve promotion professorship etc…..

2. Senate

Majority members are academic staffs appointed by the

President

Members include; the President(Chairperson),

V/Presidents, Registrar, College Deans, Librarian,

Leaders of Academic staff, Directors, Members of

Academic Staff & Students Representatives, other

assigned members

The leading & highest decision making body of

Academic issues

Has different committees: standing & Ad hoc

Responsibilities of the Senate Determine academic calendar

Accredit & supervise academic programs and units

Legislating & ensuring proper implementation of institution

Determine conditions on which degrees, diplomas & certificates awarded or provoked

Decide on type, number, membership and responsibilities of its specialized committees

Approve nominations by for employment of Academic staff with rank of Professor

Advice the president on the appoint of academic office holders

3. The PresidentChief executive officer of Universities

Selected by the Board & appointed by the Minister

Term office; Six years

Responsibilities of the President• Direct and administer the public institution

• Open and operate bank accounts in the of the institution

• Represent the institution in all dealings with third parties;

• Build and maintain a reliable safety and security system

• Inform periodically about the institution to concerned

• Ensure that the institution prepares high quality graduates

Cont….

Ensure capable internal leadership & Management

Determine & implement quality of education, research and efficient of service delivery

Ensure policies, directives & procedures are in conformity with Proclamation, laws and policies;

Resolve disputes peacefully and by legal means

Prepare plans & budget, and ensure their implementation and

Other responsibilities provided……………

4. Vice PresidentsNominated by the President& Senate and approved by

the Board

Executive officer of Universities

Term office; 4 years

No of vice Presidents vary (Proc.650/2009, Art. 54/2)

e.g. AAU(4 VPs),HU(4VPs), DMU(3VPs), AMU(3 VPs), Hawasa U(3VPs), Unity University Coll.(3V/Ps)

Responsibilities of the Vice Presidents(Art.54)

Advise, assist & support the president

Exercise the responsibilities the president may entrust to him/her and

Other responsibilities provided………..

5. Managing Council(MC)Established at University level to advise the president on

strategic issues and on other cases that the president believes

Include; President, V/presidents, Student Affairs officer & other pertinent officers

Its chairperson is the President

Accountable to the president

Responsibilities of MC Advise the president on strategic issues and on other cases that

the President require collective examination.

Serve as a forum for monitoring, coordination and evaluation of institutional operations.

Meet regularly at least twice a month on a regular day

6. University Council

Serve as an advisory/consultative body to the President on institutional proposals regarding plans, budget, organizational structures, academic programs, agreements of cooperation, and on division, merger, and closure of academic units as well on performance.

Accountable to the President.

Consist core members of MC, all deans, directors, members of senate standing committee, chief librarian, registrar, other key academic officers, dep’t heads, & academic staff and student representatives

7. College/Institute College: an academic unit of University that coordinates

& oversees the academic, research, and community services activities of departments/schools and centers.

Institute: an academic unit of University with principal objectives of carrying out multi-disciplinary research & publishing the results and engage in teaching.

College Dean: chief executive officer/manager of the college and

Director: executive manager of an institute or university offices .

In the university there may be different number of College/Institute. For example, AAU has 11 colleges and 11 institutes

Duties & Responsibilities of CollegesHas strategic leadership, managerial & financial responsibilities.

Coordinate formulation of standards & working procedures relevant to the academic units

Coordinate inter-college programs,

Coordinate and endorse research proposals for approval and funding,

Promote/support & disseminate research outputs.

Prepare consolidated plans & budget of the College and ensure implementation

Manage the college properties

Plan and process the annual procurement for the college;

Approve admission and placement of students

Ensure the standards of academic activities in each of its constituent units

8. College Council A consultative body that advise deans of colleges on college

proposals regarding plans, budget, academic programs, & on division, merger, and closure of academic units.

A broad forum for holding consultations among the academic units grouped under Colleges

It is chaired by college deans Advice and support the college deanComposition/Membership Dean; Associate deansDepartments/Centers chairs/School headsCollege Managing director;Elected senior academic staff members of a CollegeStudent representatives from both graduate and

undergraduate levels

9. Managing Council(MC)A council formed in each College/Institute for assisting

the managing affairs of the respective College or Institute.

It is accountable to College Academic Council & College Dean

Composed of:

o Chairs /heads of dep’ts/centers, schools under the college; academic staff & administrative officers of the college that the Dean chooses,

o Associate deans,

o Representatives of academic & administrative staff,

o College/Institute gender and educational equity officers;

o Elected representatives of students.

Meet at least twice every semester & discuss issues on which the AC and/or the Dean require professional advice.

10. Academic Commission (CAC) It is established in each College of the university

Term office: 3 years

Highest body of a college for academic/research matters.

Composed of;

The dean, chair;

Elected academic staff representatives

Dep’t/ Center chairs & School Heads; Vice Deans;

Student Representatives;

Managing Director of the college;

Head of the gender & educational equity office of the College;

Head of the College library; and

Associate registrar & other pertinent officers necessarily

CAC: Duties and Responsibilities

Set guidelines to facilitate the teaching-learning process;

Issue guidelines for setting/marking of examinations

Recommend to the Senate the establishment of new programs and modifications of existing ones

Promote research works in college & issue their execution

Review the missions and objectives of the academic units & evaluate the success of their implementation;

Promote the welfare of staff and students and ensure observance of discipline in the college

Cont…… Review grades and determine academic status of

students of the college every semester;

Recommend the Senate on graduation of and determine medal winner of the college in each semester.

Review and recommend budget proposals to the budget office and allocate approved budget for the various activities of the college.

Initiate and execute schemes for scholarships, fellowships, prizes and other awards to promote academic excellence in the college;

Recommend the granting of graduate degrees, diplomas and/ or certificates

11. Dep’t, Schools and Centers

are basic units of higher education institutions. Why? Dep’t: a unit in the college/institute that offer courses and

conduct research. Or it is a discipline-based executive academic unit engaged mainly in teaching, research, and provision of community services and that runs

School: Academic unit equivalent to dep’t involve in teaching, research & provision of community services

Centre : a unit that is directly attached to the university for defined purpose

Head: Executive manager of departement or school

Chair: Executive manager of the Centre

In each department/center/school of every college, there shall be established an academic committees.

?How far dep’ts free from intervention and

influence by the higher organs in their decisions?

Duties & Responsibilities of Heads/ChairsHave executive authority over academic and administrative

matters

Initiate the creation or revision of academic programs and recommend to college

Propose the creation of new academic units or the restructuring or dissolution of existing units

Initiate and develop research proposals for their staff;

Facilitate the recruitment and selection of academic staff

Process the promotion of academic staff

Take minor disciplinary measures on academic staff including oral warning, written warning

Cont…….. Recommend leaves, transfers, resignations, joint

appointment and service extension of academic staff

Prepare plans and budget of their respective departments/schools/centers

Invite, select and , recruit, students for admission as per the Higher Education Proclamation and rules and regulations of the University

Process and approve the academic status of students on the basis of University academic requirements and recommend their graduation

Oversee the wellbeing of students of their respective departments/schools centers

Cont….Facilitate and follow-up academic advice of students

Direct teaching and research activities, organize workshops or conferences, encourage publications of research outputs

Prepare staff development plan

Ensure maintenance of up-to-date records on the teaching, research, and consultancy services of the department/school/center and report.

Assign teachers, tutors, advisors, supervisors, and examiners for graduate, undergraduate, regular and extension students

Cont…. Conduct and process performance evaluation of

academic staff every semester

Ensure the maintenance of proper records of students of the department/school/center

Initiate and recommend interdisciplinary programs in collaboration with other academic units

Plan and execute community services related to its academic activities

Conduct meetings with students

Compile biannual and annual report and submit same to the college

Perform other related duties assigned by the Dean of the college

4. Some Selected Experiences: Public and

Private HE Institutions

The organizational structure & governance system of Ethiopian HE Institutions have a slight difference.

But, mostly they are similar because of the common HE proclamation they used as a ground for their organizational arrangement and governance.

One of the major differences between these HE institutions is their number of Vice Presidents Assigned. For example, AAU(4 VPs),HU(4VPs), DMU(3VPs), AMU(3 VPs), Hawasa U(3VPs). In addition the naming of different organizational bodies of HE institutions also may vary.

Generally the following organizational structure chart of HE Institutions shows their slight difference and their commonalities .

……………………. …………….

………………………………………….

. ………

U: University Key: HoARECN:Horn of Africa

M: Managing Reg. Env’t Center & Network

AELC: Academy of Eth.

Lang. & Cultures

Governing Board

Office of PresidentU Senate

M Council

U Council

Colleges/Institutes

Dep’t/Schools/Centers

HoAREC

N

Off.Aca.VP

Off. VP

Adm& St. Servi

ce

Off.VPInstDev

’t

Off.Exec.Direc.CollH/Sc

Inst.Techno

IPSS AELC

Off.VPRes.

&TechTran

s

Addis Ababa University

Hawasa University

Haramaya University

Alpha University College

Concluding Questions

Why HE institutions employ a number of

members in different committees?

How do we evaluate the efficiency of

governance system of HE institutions of

Ethiopia?

Conclusion The current government Higher Education Institutions of

Ethiopia allows decentralized organizational structure and

governance.

Without prejudice to the Ministry proclamation 650/2009

Higher Education Institutions may apply slightly different

organizational structure with each other.

That means organizational structure and governance of HE is

diverse .

Majority of Ethiopian Higher education Institutions have

about three Vice Presidents with different duties and

responsibilities. Only few have four Vice presidents like

AAU, HU etc….

Cont……

• Institutional organization and governance of HEs is organized based on the national proclamation.

And governance structure of Institutions tells how stakeholders communicate each other.

Despite HEs are autonomous but still the government has a very crucial role especially in finance.

Decentralized structure of HE Institutions may

subject to abuse of power by the Institutions. But, if

this decentralized structure is properly handled it is

important to build effective and efficient institutions.

References Used Higher Education Proclamation No. 650/2009

Senate Legislation of Arba Minch University, 2013

Haramaya University Senate Legislation, 2013

Addis Ababa University Senate Legislation Revised,2013

Alpha University College Senate legislation

Merriam Webster Dictionary (http://www.merriam-webster.com/dictionary/higher%20education)

Interviews