About Governance and Policy

The following departments form part of Governance and Policy:

- Institutional Regulatory Code (IRC) Office
- Management and Administrative Language Service
- Meeting Administration
- Records Management and Archives

Institutional Regulatory Code (IRC) Office

The IRC office’s purpose is to:

Maintain a central repository of all approved regulatory documents, which includes policies, procedures, guidelines, standards, rules, regulations, standard operating procedures (SOPs), codes, remits and manuals.

Ensure that all policies, procedures, guidelines, standards, rules, regulations, SOPs, codes, remits and manuals are developed, written, presented, formally approved, implemented, monitored and reviewed using the approved policy framework and format.

Management and Administrative Language Service

The Management and Administrative Language Service is primarily responsible for providing English language editing services to the UFS senior management and support services. The department can also provide translation services between English and Afrikaans, when required.

Meeting Administration

Meeting Administration is primarily concerned with corporate governance, effective administration and compliance with regulations (remits). The main function of the department is to provide procedural and administrative support for meetings of the UFS Council and Senate and their committees, as well as engagements of the Executive Management Committee and University Management Committee.

The functions of the department include the following:

• Scheduling of meetings in accordance with the Institutional Calendar.
• Liaison with members of committees and assistance with travel arrangements of the Council members as required.
• Coordination and distribution of meeting agendas and accompanying documentation.
• Distribution of draft minutes and finalisation of the minutes.
• High-level maintenance of meeting records.
• Providing advice and assistance regarding the membership of meetings and upcoming vacancies.

Records Management and Archives

The department is responsible, among other things, for:

• Developing and implementing relevant policies related to records management.
• Processing and archiving records.
• Providing records management support.