Senate Advancement and Community Engagement Committee

Establishment of Senate Advancement and Community Engagement Committee

1. The University’s Senate is the governing authority of the University established under the University of Queensland Act 1998. The Act permits Senate to delegate its powers under the Act to an appropriately qualified Committee that includes one or more members of Senate.

2. Senate has established an Advancement and Community Engagement Committee as a Committee of Senate.

Role of the Committee

3. The role of the Committee is to support and advise Senate in exercising its oversight in relation to the matters set out in these terms of reference. The establishment of this Committee does not discharge Senate of its responsibility for these matters.

The University of Queensland has benefited from the service, contributions and advocacy of thousands of alumni, donors and friends since its inception. The University recognises the need for- and benefits of- the involvement of alumni, community members and philanthropic partners.

The Senate Advancement and Community Engagement Committee was established to help advise, endorse and advance UQ’s philanthropic and community engagement programs led by the University Executive to foster mutually beneficial lifelong relationships between UQ and its community, raise the profile of UQ globally, and support related initiatives within the University’s Strategic plan. This committee also plays a critical role in the assurances related to donor stewardship, gift governance and any repurposing of philanthropic funds.

Responsibilities of the Committee

UQ’s Advancement and Community Engagement strategy is set by the Vice-Chancellor and the Vice-President (Advancement and Community Engagement). It is supported and enabled through partnership with the UQ Senior Executive Team and a growing network of volunteers and partners. The Senate Advancement & Community Engagement Committee is critical in the oversight of the strategy.

4. Responsibilities undertaken as a committee include:

• provide advice and perspective to the Advancement and Community Engagement Executive team in regard to the philanthropic and community engagement programs
• advise on and endorse matters related to gift governance, inclusive of repurposing of philanthropic funds which require Senate approval
• ensure UQ’s Advancement and Community Engagement efforts are appropriately governed by robust policies and procedures that mitigate risk and support growth ambitions
• ensure UQ’s distribution of philanthropic funds and stewardship of donors and gifts of volunteer time align with UQ values and mission
• identify potential committee members, within Senate and externally to a maximum membership determined by the Committee.

5. Responsibilities undertaken as individual Committee members include:

• serve as an ambassador in the Senate to ensure an understanding of the value of Advancement and Community Engagement and opportunities to support efforts
• serve as public advocates, including promoting the University with alumni, donors, the business community, foundations and the public at large
• identify and facilitate introductions and connections with potential supporters and partners
• activate Senate member networks to support philanthropic and engagement objectives
• offer personal leadership support through personal philanthropy and directly support efforts to reach 100% Senate Giving (at a level appropriate to each member)
• host or speak at events or meetings with staff, volunteers, partners and donors as appropriate.

Power of the Committee

6. The Committee has no delegated authority other than the authority set out in these terms of reference.

7. The Committee provides the first line of oversight for Senate on matters set out in these terms of reference.

Structure and Composition of the Committee

8. Membership and Chair
Senate determines the membership and terms of appointment of the Committee members. Members of the Committee should have appropriate and recognised expertise in matters relevant to the role of the Committee.  Senate appoints a member of Senate to chair the Committee.

9. Membership composition
Senate Members

• Chancellor
• Vice-Chancellor and President
• A minimum of three individuals who are identified as being philanthropic advocates, community leaders, networked ambassadors and committed to ensuring UQ has a best-in-class Advancement and Community Engagement program.

In attendance

• Provost
• Vice-President (Advancement and Community Engagement)
• By invitation of the Committee, individuals from alumni and external communities who are identified as being philanthropic advocates, community leaders, networked ambassadors and committed to ensuring UQ has a best-in-class Advancement and Community Engagement program. 

Nominations and appointments of new or additional members are to be considered and confirmed by the Chair and Chancellor, submitted for endorsement by the Governance Committee, then submitted for approval by the Senate.

10. Terms of appointment
The term of appointment of a member is up to four years and may be renewed. Appointment terms should be staggered to ensure continuity of membership. 

Operation of the Committee

11. The Committee will meet a minimum of four times per annum. The Committee will report to Senate quarterly, at minimum.

12. Secretariat support is provided by a delegate from within the Office of the Vice-President (Advancement and Community Engagement).

13. The format of the agenda and minutes should, where possible, be consistent with those produced for Senate meetings.

14. The agenda papers should be distributed at least a week before the meeting.

15. Members of the Committee may participate in the meeting by way of teleconference/video facilities.

16. The quorum for meetings is a majority of members.

17. The Terms of Reference of the Committee and the functioning of the Committee should be subject to regular review by Senate, including self-assessment by the Committee every two years, to ensure that it is operating effectively and fulfilling its functions. Self-assessment will be facilitated by the Committee Secretariat.

*As of 25 June 2024