Regulations Governing the Board of Trustees of Effat University, 2024

Regulations Governing the Board of Trustees of Effat Uni sity

PO Box 34689

Jeddah 21478

Saudi A rabia

Telephone : + 966 92 0 0 0 3331

Fa x: + 966 12 637 7447

Email : effatuniversity@effatuniversity.edu.sa

Disclaimer:

The information contained in this document is the property of the Effat University, whose approval will be obtained prior to any distribution. The document is copyrighted and registered at the King Fahd National Library. Any copying, distribution or omission made to the document is strictly prohibited.

Terminologies

The following terms shall have the meanings assigned thereto:

1. Law: Law of the Universities rendered by the Royal Order No. (M/27) on 2/3/1441 H and its amendments.

2. Governing Regulations: The regulations governing the Board of Trustees of Effat University.

3. The Minister: The Minister of Education and Chair of the Council of Universities Affairs

4. The General Secretariat: The General Secretariate of the Council of Universities Affairs.

5. The Owner: King Faisal Foundation

6. The Board of Trustees: The Board of Trustees of Effat University.

7. Chair: The Chair of Effat University Board of Trustees.

8. Vice Chair: The Vice Chair of the Chair of Effat University Board of Trustees.

9. Member: Member of Effat University Board of Trustees, collectively referred to as “members”

10. Secretary of the Board: The Secretary to the Board of Trustees of Effat University.

Purpose

These Regulations govern the roles, responsibilities, and operations of the Board of Trustees of Effat University. They are intended to ensure that all actions and decisions of the Board are in full compliance with the applicable laws, regulations, and directives issued by the Council of University Affairs

Board

of Trustees’ Formation

of Trustees appointed by a decision of the Minister for a renewable term of three years, and composed as follows:

1. Four (4) members with expertise in finance, investment, and law, nominated by the Owner and not employees by the University.

2. Three (3) members with expertise in higher education, nominated by the Owner and employed by the University.

3. The President of the University

4. A representative from the General Secretariat

5. The Board of Trustees numbers may increase with the approval of the Minister.

6. If any position of the Board of Trustees members becomes vacant, a replacement shall be appointed for the remaining term, with the approval of the Minister.

7. The Minister may extend the term of the Board of Trustees after the end of its term for a period not exceeding one year

The Board of Trustees shall elect from among its members a Chair and a Vice Chair, provided that neither shall be the University President nor the representative of the General Secretariat. The Chair of the Board of Trustees shall be accountable to the Minister.

In the event that the position of the Chair, Vice Chair, or any other member of the Board becomes vacant for any reason including, but not limited to, incapacity, death, resignation, or dismissal—a replacement shall be appointed, subject to the approval of the Minister, to serve for the remainder of the unexpired term

The appointment of the Chair, Vice Chair, or any member of the Board may be terminated prior to the expiration of the designated term by order of the Minister.

Board of Trustees Authorities & Responsibilities

The Board of Trustees shall be in charge of establishing the overall policy of the University in a way that ensures the effective fulfillment of its mission and the achievement of its administrative, financial, and academic objectives. The Board of Trustees’ role includes, but no limited to the following:

1. Approving the University Charter and its amendments, in accordance with the regulations and laws of the Kingdom of Saudi Arabia.

2. Establishing academic, financial, administrative and educational policies, as well as the objectives of the University.

3. Assuming the governance of the University and ensuring the realization of its vision, mission and objectives.

4. Approving the development p ans of the University.

5. Nominating the University President, appointing the Vice President, the Provost, the Deans, and the Supporting Deans

6. Approving the internal bylaws and regulations governing the financial, administrative, academic, and other matters, as well as its amendments and modifications.

7. Approving scholarships and governing rules for the training and the professional development of the faculty members and the like.

8. Approving the regulations governing the support for research, innovation, authorship, translation and publication

9. Approving the regulations governing the provision of consultation and academic services

10. Approving investment and endowment policies, and accepting donations, grants, and other forms of funds, provided they do not contradict with the University’s goals, nor violate its relevant laws and regulations.

11. Recommending the approval of academic programs for the degree offered by the University and submitting them to the General Secretariate of the Council of Universities Affairs.

12. Approving the tuition fees for academic programs.

13. Approving the formation of the Scientific Council

14. Recommending the approval of the establishment, merging, abolition, or

amendment of the names of colleges, deanships, institutes, centers, and academic departments, and submitting the to the General Secretariate of the Council of Universities Affairs.

15. Approving the establishment of scientific chairs.

16. Approving the formation of advisory councils, defining their authorities and establishing their operating rules.

17. Approving academic and technical collaborative agreements and memorandum of understanding.

18. Approving the social responsibility plan.

19. Approving one or more external auditors for the University’s accounts.

20. Approving the University’s annual report and providing copies to the owner and the Secretariate General

21. Approving the University’s final accounts and submitting them to the Owner.

22. Recommending the approval of the University’s annual budget and submitting it to the Owner.

23. Reviewing matters referred to by its Chair or proposed by any of its members. The Board may delegate certain powers to its Chair, and it has the right to form as well as nullify interim or standing ad hoc committees or councils from among its members, or other to review matters referred thereto

Board of Trustees Meetings

The Board of Trustees shall meet at least once every four months during the academic year, or upon a call by its chair when necessary

The Board of Trustees Meetings shall not be valid unless attended by at least two thirds of its members, including the Chair or the Vice Chair, and the Secretariate General’s representative, or on behalf of the Secretariate General.

Invitations to attend a Board meeting shall be sent at least ten days prior to the scheduled date and shall include the meeting agenda.

1. Decisions shall be passed by majority vote of attending members; in case of a ties, the Chair of the meeting shall have a casting vote. Decisions sha l take effect as of the date of their issuance by the Board.

2. The Board’s decisions may be made by circu ation subject to be presented for approval in the first subsequent meeting.

3. The Board of Trustee may also, when necessary, deploy modern technology systems for its meetings and voting, in accordance with the governing regulations

Without prejudice to the powers and responsibilities assigned by Effat University Charter to both the Board of Trustees and the University Council, if either body objects to a matter falling within the jurisdiction of the other, the objecting body shall submit a written notification outlining the grounds and justification for its objection. The matter shall then be reconsidered by the other body. Should the original position be maintained, the contested decisions shall be referred to the University Council for final determination at its next regular or exceptional meeting.

at the

Secretary of the Board of Trustees

The Board of Trustees may, based on the request of the Chair or any member, and upon the approval of the Chair, invite to its meetings others deemed relevant to issues proposed for

The Board shall appoint, in coordination with the University President, a suitable university staff member to serve as Secretary of the Board. The Secretary shall have no voting rights and shall not be counted towards the quorum of the Board meetings

A Board member may delegate another member to attend and vote on their behalf, provided that such delegation is made in writing, and that no member may act as a proxy for more than one other member

1. No member of the Board may attend the Council deliberations on any issue relat ng to him/her or to any of his/her relatives, up to the second-degree relatives.

2. The member shall also be prohibited from voting or participating in the decision-making process if they have a direct or indirect interest in the matter It is the responsibility of the Chair of the Board to inform the member and the rest of the Board of the reasons for the member’s exclusion from the discussion

The Secretary of the Board shall be responsible for the following:

1. Organizing and preparing for meetings of the Board and its subcommittees.

2. Preparing the agendas for Board meetings and distributing them to members well in advance of the scheduled meeting date.

3. Recording and accurately documenting the minutes of Board meetings, and ensuring they are duly signed by the members.

4. Communicating the Board’s resolutions to the relevant councils or concerned parties.

5. Managing the administrative affairs of the Board.

6. Receiving and processing members’ proposals concerning the meeting agendas.

7. Performing any additional duties assigned by the Board or its Chair.

Board of Trustees’ Meetings Documentation

The following shall be observed in the preparation and documentation of the Board of Trustees meetings:

1. A Board member may formally object to any decision by stating their reasons in the meeting minutes Absence from the meeting does not exempt the member from responsibility unless they were unaware of the decision or unable to object promptly after learning of it.

2. Meet ng minutes shall be prepared for each meeting of the Board and its committees, numbered sequentially. The minutes shall record the date and location of the meeting, the names of members present and absent (with reasons for absence, if any), the agenda items, a summary of discussions, decisions taken, and the results of any votes

3. The Secretary of the Board shall prepare the final version of the minutes within three working days following the conclusion of the meeting.

4. The Secretary shall distribute the draft minutes, approved by the Chair or delegate, to attending members for review. Members must submit any comments within three working days; otherwise, the minutes are considered approved

5. The Secretary shall distribute the final version of the minutes to all members for signature within three working days of receiving comments or members’ approval.

6. The final minutes shall be signed within two working days of their distribution by the Secretary. The Chair shall sign the minutes after all Board members and the Secretary have signed

7. The minutes, along with all attachments, shall be filed in the designated record book, and the decisions shall be recorded in the corresponding database.

8. The Chair of the Board sha l communicate relevant decisions and recommendations to the Secretariat of the University Affairs Council.

9. The Secretary of the Board, in coordination with the Chair and the University President, shall follow up with relevant parties to implement the Board’s decisions and recommendations, and report progress and obstacles at the next meeting.

Board of Trustees Members’ Duties & Responsibilities

The Members of the Board shall be responsible for the following:

1. Provide prior notice of absence if unable to attend a scheduled meeting.

2. Carry out assigned tasks and responsibilities efficiently and effectively

3. Be well-prepared to engage actively in discussions and to vote on agenda items

4. Be well-prepared for effective discussion and voting on agenda items.

5. Make decisions that serve the best interests of the university and support its mission.

6. Sign the minutes of meetings.

7. Respect and accept the outcome of the Board’s majority vote

8. Maintain confidentiality regarding matters and decisions until they are officially disclosed.

9. Disclose to the Board at any time any potential conflict of interest and avoid such conflicts wherever possible.

10. Sign the Conflict of Interest and Disclosure Policy and adhere to its provisions.

11. Fulfill their Board duties and responsibilities with full cooperation and a spirit of flexibility in working with the University’s executive leadersh p and governing councils.

12. Refrain from attending Board discussions on matters that concern them personally or individuals related to them up to the second degree.

13. Abstain from voting or participating in decision-making on matters in which they have a direct or indirect interest

Board of Trustees’ Committees

The Board shall have the authority to establish and dissolve ad hoc or permanent committees and councils, composed of its members or external individuals as deemed necessary. The Board shall approve the formation of each committee or council, including its objectives, scope of authority, and duration of service.

Founders’ Committee

The University shall have a committee called The Founders Committee, which always consists of Their Roya Highnesses, descendants of King Faisal bin Abdulaziz, and Her Highness Princess Effat Al Thunayan (may they rest in peace), this committee serves as a liaison between the Board of Trustees and the owner. The committee may appoint one or more additional members from outside the Board and has the authority to remove them.

Founders’ Committee Roles & Responsibilities

1. Preparing a strategic plan for the establishment of the University and setting work priorities.

2. Defining the University’s organizational structure and ensuring its compliance with relevant local and international laws

3. Developing a financial plan that ensures the long-term financial sustainability of the University

4. Nominating the members of the Board of Trustees.

5. Selecting and appointing the University President

6. Assess the performance of the University President in both academic and administrative domains, ensuring that responsibilities are carried out in accordance with the approved strategic goals and in pursuit of the University’s short- and long-term objectives.

7. Oversee all financial matters related to the University, including the authority to make financial decisions and allocate the budget in alignment with the University’s academic and administrative objectives.

8. Oversee the planning, development, and management of university spaces and facilities, with the aim of enhancing the campus environment to meet the needs of students, faculty, and staff, and ensuring that the University’s infrastructure aligns with its academic and environmental goals

9. Oversee academic and administrative matters pertaining to students, support the ongoing development of academic programs, and establish

strategic plans for advancing academic education in line with the University’s vision and strategic goals, including the setting of academic priorities. The committee may, upon the request of its Chair or any member and with the Chair’s approval, invite relevant indiv duals to attend meetings concerning specific agenda items. Such invitees shall have no voting rights

Evaluation of the Board of Trustees’ Performance

The Board, under the supervision of the Chair, shall conduct periodic evaluations of its performance. The evaluation shall include assessing the Board’s effectiveness in fulfilling its duties and achieving its objectives.

Evaluation of the Board of Trustees’ Performance is a periodic process aimed at assessing the Board’s effectiveness in fulfilling its duties and responsibilities This evaluation focuses on the Board’s role in overseeing the University’s strategies, ensuring policy implementation, and making decisive decisions that impact the University’s future. The purpose of the evaluation is to enhance operational processes and achieve optimal performance of the Board of Trustees.

The performance evaluation procedures shall be documented, transparent, and disclosed to the Board members, its committees, and relevant stakeholders.

Individual evaluations of Board members shall consider the extent of each member’s active engagement and dedication to their responsibilities, including consistent attendance at Board and committee meetings and adequate time devoted to preparation.

General Provisions

The Chair of the Board shall provide the General Secretariat of the University Affairs Council with the following:

1. The University’s annual report outlining its achievements and activities.

2. A copy of the approved meeting minutes, decisions, and attachments of the Board of Trustees, in cases where implementation of certain decisions requires the Secretariat’s approval.

The owner shall determine the remuneration and financial benefits for the Chair and members of the Board, as well as for members of the University’s councils and committees appointed from outside the University, to be disbursed from the University’s budget.

Article 30

Effat University’s Board of Trustees shall have the right to interpret, amend, and revise these bylaws, provided that such actions do not conflict with the University’s Constitution.

Article 31

These bylaws shall take effect as of the date of their approval by the Board of Trustees of Effat University.