Office of the University Secretariat

Organisation

Office of the University Secretariat

n.d.

The University Secretary is assisted by an Associate Secretary of the Senate and Secretary of University Council, an Associate Secretary of the Board of Trustees and Convocation Coordinator, the Coordinator of Dispute Resolution Mechanisms and support staff.

The posts of the Secretary of the Board of Trustees and Secretary of the Senate are as old as the University: the position of Secretary of the Board of Trustees, in fact, was first described in the Royal Charter. For most of Queen's history the two positions were held by separate people, sometimes in combination with other posts. The post of Secretary of the Senate was held jointly from the 1930s to 1968 with the position of Registrar. The position of Secretary of the University was created in 1959, and since then has been held jointly with that of Secretary of the Board of Trustees. The three positions were finally combined in 1989 in order to take advantage of the considerable overlap in subject matter in the three areas, and facilitate linkages between the Board of Trustees and Senate.

The duties associated with the titles of Secretary of the Board of Trustees and Secretary of the Senate are similar, involving in both cases the provision of various kinds of support to these senior policy-making bodies. The Secretary is responsible for undertaking research and preparing background material and agendas for the meetings of these bodies and their committees, taking minutes of these meetings, communicating officially with the bodies and individuals affected by Senate and Board decisions, and providing information about the Senate and Board to the university community and external bodies. The Secretary also serves as an important resource person for the Senate and Board and their committees, helping to ensure continuity in their work despite the periodic turnover in their membership. And the Secretary regularly advises senior university officials on Senate and Board matters, including procedural matters.

The Secretary of the University keeps the corporate seal of the University and is authorized to sign agreements and apply the seal on behalf of the University according to guidelines established by the Board of Trustees, A variety of other corporate functions arise from this role. The Secretary signs and keeps records of many of the University's contracts and agreements with outside agencies, officially receives money bequeathed to the University, and administers the University's tendering process for the more valuable tenders.

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