Issuu

ASIAN INSTITUTE OF TECHNOLOGY

POLICY AND PROCEDURE STATEMENT Reference

Issued By

PRESIDENT

Section

Responsible Officer

VP-Administration

2-7

Date Issued

10 November 2016

Date Revised

16 February 2023

Serial No. Academic & Administrative Affairs No. of Pages

TITLE:

II.

CENTRAL ADMINISTRATION STRUCTURE

PURPOSE 1.

To set forth the policy for the central administration structure of the Institute, especially on its service centers.

To delineate the responsibilities and functions of the service centers in the central administration.

SCOPE AND DEFINITIONS 1.

President. The President is the Chief Executive Officer of the Institute, and is responsible for conducting the affairs of the Institute within the policies and budgets established by the Board of Trustees and Executive Committee. All employees of the Institute are subject to the authority of, and are responsible to, the President in the exercise of their official duties.

Vice Presidents. Vice Presidents are appointed by the President on a part-time or full-time basis. Authority is delegated extensively from the President to the Vice Presidents within their respective areas of responsibilities. Vice Presidents shall foster mutual cooperation and integration across their respective functional areas and provide the necessary interface between the administration and the Schools and other units. In performing their duties, the emphasis of the Vice Presidents should essentially be on the content and quality assurance aspects of research, education, and external relations and not on operational matters. In collaboration with the Schools, Academic Senate, students, alumni and other stakeholders, the Vice Presidents take responsibility in administering their respective functions.

Lines of Authority and Responsibility. Organizational lines of authority and responsibility on service-related tasks pass from individual employees through Page 1/13

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the Service Center Directors to the President / Vice Presidents (Please see Annex1). a. b.

The Service Center Directors are accountable to the President or his delegated Vice President(s). The Service Center Directors operate within the Institute’s Charter, Byelaws, policy and procedures, approved budget, and relevant tasks assigned by the President and Vice President(s). The performance of Service Center Directors will be evaluated by the President and/or his delegated Vice President(s). For the purpose, the President and Vice President(s) may seek feedback from the Responsibility Centers and other Service Centers who are users of the services.

AIT Management Team. The AIT Management Team (AMT) advises the President on strategic issues of the Institute. The AMT consists of the President as Chair, Vice Presidents, School Deans, (Executive) Directors of Responsibility Centers (RCs), Institute Secretary, Director of Advancement & Alumni Affairs, Director of Finance, Director of the President’s Office, and the Director of Academic Administration, who serves as AMT Secretary. Matters to be discussed by the AMT are strategies, new initiatives and significant matters that may affect AIT’s future, for approval by the President. From time to time, the President may invite other members of the Institute, especially (Executive) Directors of Service Centers (SCs) to join the AMT meetings, to discuss specific matters. The AMT meeting also serves as a platform for AMT members to consult, communicate and canvass opinions on a range of management and operational matters prior to their endorsement for the final decision by the President.

Service Centers. The Service Centers render support services to the President, Vice Presidents, Responsibility Centers, other Service Centers, and the AIT community as a whole. The administrative, human resources, procurement and contract administration, and financial affairs of the Institute are conducted by the Service Centers, each of which is supervised by a (Executive) Director.

Service Center (Executive) Directors. The Service Center (Executive) Directors are appointed by the President. Service Center (Executive) Directors are authorized to develop internal work procedures, internal controls, risk management systems, and assign responsibilities to their employees. They have to develop an annual work plan and report on performance. Service Center (Executive) Directors are responsible for suggesting updates to policies and procedures related to responsibilities and functions of their Center, ensuring the effectiveness and efficiency of their services, compliance with the Institute’s Charter, Bye-laws, policy and procedures, approved budget, and relevant tasks assigned by the President and Vice Presidents. Service Center Directors are responsible also for the capacity building of their employees, developing and maintaining professional working relationships within the office and with the other Centers, safeguarding and proper use of the Institute’s resources, and maintaining custody of the documents. Page 2/13

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III.

SCOPE OF SERVICES AND RESPONSIBILITIES OF THE SERVICE CENTERS A.

Office of the President (OPRE) The Office of the President is responsible for providing comprehensive support to the President and the Vice Presidents and manages the Office of the President operations on administrative, logistic, and secretarial role which requires the ability to handle a wide variety of activities and confidential matters with discretion, as well as the following: 1. 2. 3. 4. 5.

(VPA) Developing, updating and implementing standard procedures for internal audit, compliance review, and risk management. (VPAA/VPA) Offering counseling services to the students and other members of the AIT community. (VPAA) Providing support for the quality assurance of the research and academic programs at the Institute. (VPAA) Providing administrative coordination and support for the management of sponsored and contracted projects. (VPAA) Providing support to the Faculty Evaluation Panel and other initiatives related to faculty evaluation.

Office of the Institute Secretary (OIS) The Office of the Institute Secretary is responsible for the following: . 1. 2. 3.

Providing secretarial support to the AIT Board of Trustees and its Committees as stipulated by the Bye-laws of the Institute. Coordinating the process of preparing and disseminating monthly and annual reports of the Institute. Serving as the secretariat of the Academic Senate and some of its standing committees.

Office of Academic Administration (OAA) The Office of Academic Administration (OAA) is responsible for the following: 1. 2.

3. 4.

Facilitating the review, revisions, and online publication of Institute policies and procedures. Fostering coordination among Service Centers and Responsibility Centers in order to offer academic as well as non-academic information of integrated nature, and other services to the President and Vice President(s). Serving as the secretariat of the AMT and other committees. Providing support for the performance evaluation of all Service Centers, which is managed by the Office of Human Resources Services (OHRS).

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Office of Finance (OFIN) 1.

The Finance Office (OFIN) is responsible for the following: 1.1

1.2 1.3 1.4 1.5 1.6 1.7

1.8

Coordinating with all Responsibility Centers and Service Centers and provides guidelines for preparing the budget estimates of the Centers and Institute as a whole. Coordinating the Budget Committee meetings and provides expert opinion and support in the budget formulation process. Preparing a consolidated budget to be submitted by the President to the Board of Trustees through the Executive Committee. Supporting Responsibility Centers and Service Centers in due process of budget revision and internal re-allocations. Monitoring budget implementation status with a focus on both revenue and expenditure. Coordinating with OHRS in order to process salary and benefit payments as per the approved budget. Examining the supporting documents and approvals of authorized officials, to determine the consistency and compliance with budget, policy and procedures of the Institute, and other relevant provisions. Monitoring the spending of projects under Fund 30 and Fund 31 to ensure they operate within the approved budget.

OFIN is responsible for the bookkeeping, reporting and other financial management functions and services. 2.1

2.2

2.3 2.4

2.5 2.6

Maintaining books of accounts and prepares general and specific purpose financial reports through ERP and supplementary records as per established accounting policies and standards including the Thai Financial Reporting Standards for NonPublicly Accountable Entities. Maintaining records of the capital funds of the Responsibility Centers and professional development funds (PDF), and processes payments under such funds. Managing investment portfolio of all funds. Maintaining bank accounts, ensures the collection and custody and deposit of cash in time, maintains custody of bank checks and other payment instruments, and upholds the security of the on-line payment system. Calculating and submitting personal income tax, VAT, and withholding tax to the revenue department in time. Coordinating internal and external audits and other oversight activities and leads the process for implementation of reports received from such audits and oversight.

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Office of Human Resources Services (OHRS) 1.

The Office of Human Resources Services (OHRS) is responsible for the following: 1.1 1.2 1.3 1.4 1.5 1.6

Ensuring compliance with human resources policies, procedures and decisions. Developing consistent job evaluations for all positions, including job descriptions, qualifications, and experience. Posting job vacancies on the AIT website and other sources. Supporting the recruitment and selection process, including shortlisting and interviewing. Supporting performance evaluations. Processing contract extensions or terminations.

OHRS is also responsible for performing the following human resources management related functions. 2.1

2.2

2.3 2.4

2.5

2.6 2.7 2.8 2.9 2.10

Maintaining and updating employee records and a database including job classification, title, level, step, salary, address, account number, leave, and attendance record through the Human Resources Information System (HRIS) and other supplementary records. Maintaining personal files of employees with important documents including hiring decisions, certificates, experience letters, appointment letters, contract extension or termination decisions and letters, disciplinary actions, and other relevant and important documents. Developing and maintaining an electronic version of the documents kept in the personal file. Preparing and forwarding list of salary and benefit payments of employees to OFIN following consultation with the Responsibility Centers and Service Centers. Providing information and handling matters pertaining to the administration of benefit packages for employees, retirees, and their families. Issuing identity cards to employees and issuing letters pertaining to their work experience, and other applicable information. Providing employee counseling and guidance services. Undertaking initial employee disciplinary and grievance processes. Identifying needs and organizing training for employees of the Institute. Managing the Medical Clinic of the Institute.

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Office of Student Affairs (OSA) 1.

The Office of Student Affairs (OSA) is responsible for student admissions, scholarships, invoicing, registry, career, student welfare functions, and also supports the Student Union. 1.1 1.2

1.3

1.4 1.5 1.6 1.7

1.8 1.9

1.10 1.11 1.12 1.13 1.14 1.15

1.16

1.17 1.18

Providing support to the Schools in application screening, selection, and admission. Maintaining and updating admissions database for monitoring applicant records, and the offering of admission, scholarship or financial aid. Preparing and sending admission decisions, certificates of admission, visa letters, required documents, and forms to applicants. Coordinating with the Office of Thailand Affairs (OTA) for the processing of student visas. Handling all forms of inquiries of prospective applicants, parents, or visitors about AIT’s degree programs. Organizing student orientation programs and graduation ceremonies. Maintaining/updating student funding database using the Student Information System (SIS) and needed supplementary records. With the collaboration of OFIN, issuing invoices for tuition and other fees, and performing related activities. Preparing and submitting periodic reports of scholarship status and graduation to donors and sharing relevant information with the Responsibility Centers and Service Centers on request. Monitoring payment of fees, following up with concerned / anxious students, and implementing the Credit Policy. Managing academic records such as degree certificates and transcripts of records issued by the Institute. Providing printing facilities for student ID cards, degree certificates, and transcripts of records. Serving alumni by providing academic records and special certification on request. Offering consultation services and counseling to students on academic and non-academic matters. Maintaining a database of the students on Student Information System (SIS) and managing the website for online information and services. Providing secretarial support to the Admissions Committee, Doctoral Progress Review Committee (DPRC), the Academic Senate on its review of students’ progress, and the Tribunal of Appeals. Providing support to students to purchase medical insurance and in processing medical claims. Providing career counseling, placement assistance, student assistantship, and internship guidance. Page 6/13

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1.19 1.20 1.21 1.22 1.23 1.24

AIT Library 1.

The AIT Library is responsible for the following: 1.1 1.2

1.3

1.4 1.5

1.6

Exploring opportunities and counseling for further studies and exchange programs. Organizing industry fairs on a regular basis. Providing a venue for face-to-face interaction with alumni, students, and faculty. Coordinating with the Office of Facilities and Assets Management (OFAM) on student accommodation issues. Updating the Student Handbook. Supporting the Student Union on administrative matters, budget preparation and approval, and other affairs requiring involvement of other offices of the Institute in order to facilitate Student Union activities such as promoting the interests and welfare of the students, enhancing gender equity and equality, and raising awareness of the international character and appreciation of the diverse cultures at AIT.

Providing resources required to support teaching, research, and outreach activities. Offering in-depth reference service, interlibrary loan, computerized literature search, photocopy service, bibliography compilation, and document delivery services. Strengthening collaboration with neighboring institutions in the area for resource sharing, and joins a consortium of Thai university libraries to enhance electronic journal access. Serving as a depository of the publications of the Asian Development Bank. Maintaining the Library Database that contains bibliographic information of all resources both purchased and acquired after 1971 and making them available for searching through the Online Public Access Catalog (OPAC). Supporting Schools, other Responsibility Centers and Service Centers in the identification of sources and purchasing of academic and research information.

Office of Advancement and Alumni Affairs (OAAA) 1.

The Office of Advancement and Alumni Affairs (OAAA) is responsible for the following: 1.1

Collaborating with multinational and Thai companies, with a view to creating awareness and exploring internships, tuition scholarships, and other funding opportunities.

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Advancement 1.2 1.3 1.4

1.5 1.6

Collaborating with foundations, corporate sectors and other partners for scholarships, and other funding opportunities. Continuously doing research through online media to identify potential new partners and potential donors to seek new funding. Developing the prospect list of high net worth individuals in Thailand and overseas with respect to naming of relevant Centers in AIT. Engaging awareness of partners and donors on the Institute’s fundraising campaigns Serving as the focal point for individual alumni, the AIT Alumni Association (AITAA), and national chapters in providing support to alumni, and developing mutually beneficial collaboration and partnerships, with a focus on fundraising.

Alumni Affairs 1.7

1.8

1.9

1.10

Liaise between AIT, AITAA, and its National Chapters in a wide array of programs, including highlighting the achievements of its alumni, social activities, continuing education, and professional development, among others. To increase the effectiveness and regularity of alumni communications through all possible communications means, such as websites, periodicals, and the alumni directory. Increase alumni participation and involvement in institute activities as well as increase participation in fundraising activities. Create partnerships between AIT and Alumni in areas of mutual interest. It will take a role in fostering interactions between the alumni and current students in the form of mentorships, internships, and job opportunities, and work with AIT Extension to provide lifelong training programs for alumni at a special package fee. Identify and create partnerships with alumni to support the student exchange scholarships that will provide our Master’s students an opportunity to broaden their international exposure through a one-semester academic exchange.

Office of Thailand Affairs (OTA) 1.

The Office of Thailand Affairs (OTA) is responsible for serving as a relationship builder and focal point between the Institute and agencies of the Royal Thai Government, to receive scholarships, grants, and other support, as well as the following: 1.1

Proposing the multi-year plan and yearly budget request to the Royal Thai Government for scholarships and fellowship grants and coordinating with the Office of the Permanent Secretary of

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1.2 1.3 1.4 1.5 1.6 1.7

the Ministry of Higher Education, Science, Research, and Innovation (MHESI) to receive the grants. Coordinating with the agencies of host governments to explore opportunities for other grants and support. Processing the Thai permit to stay, including entry, re-entry, and extensions of visas. Processing visas for official travel of faculty, staff, and students to various countries. Obtaining and renewing work permits for non-Thai employees. Completing customs clearance for items imported by the Institute, and the belongings of employees when relocating. Supporting the AIT community in obtaining driving licenses and other relevant documents from government agencies.

OTA is also responsible for initiating, developing, and maintaining collaboration with Thai universities, institutions, and associations in the interest of the Institute.

Office of International and Public Affairs (OIPA) 1.

The OIPA Executive Director serves as a spokesperson for the Institute.

The International Affairs (IA) Unit is responsible for the following: 2.1

2.2

2.3

2.4

2.5

2.6

Coordinating the development and maintenance of partnerships with governments, universities, official development funding agencies, international organizations, the United Nations, international non-governmental organizations, and research and development institutions. Serving as a resource to senior management and the AIT community in establishing and enhancing constructive cooperation with external stakeholders. Overseeing the development, finalization and signing of MOUs and MOAs with partners and donors for scholarships and fellowships, faculty secondment and exchanges, research sponsorship, student exchanges and dual degree programs, internships, and other collaborative activities. Supporting employee and student international mobility exchanges, such as Erasmus+ ensuring that activities are undertaken in compliance with mobility agreements. Maintaining the Institute’s Partnership Management Information System (PMIS) and keeping track of the implementation of MOUs and MOAs, including the transfer of scholarship funds by partners and donors in a timely manner. Preparing and submitting financial, technical and performance reports in accordance with partnership agreements.

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The IA Unit is also responsible for the following: 3.1

3.2

3.3 3.4

3.5

Supporting AIT’s overall strategic development of international initiatives, producing analyses and intelligence briefs for senior management to assist in generating new resources from bilateral and multilateral donors. Developing visit programs and receiving VIP guests, academic visitors, donors, partners, evaluation missions, as well as participants of graduation ceremonies and annual consultative meetings. Establishing and maintaining linkages to regional and global platforms and networks to grow the AIT brand. Positioning AIT within the higher education landscape as an autonomous institute for international cooperation and social impact. Support institute thought leadership events and seminars, in cooperation with the AIT community and partners.

The Public Affairs (PA) Unit is responsible for the news, branding, media relations, social media, photography, and graphic design functions of the Institute. 4.1

4.2

4.3 4.4 4.5

4.6 4.7 4.8 4.9 4.10

Writing and disseminating news, articles, stories and opinion pieces of important events, activities, and achievements of AIT, and updates relevant sections of the website. Developing periodic news-based digital and print products including bulletins and E-newsletters, and the design of the annual report and similar publications. Monitoring media coverage and sharing relevant information with concerned stakeholders. Preparing relevant advocacy and outreach materials that reinforce the AIT brand. Promoting the AIT brand, through consistency in the use of the logo, regular updating of the brand policy, and ensuring consistent use of logo and branded materials by both internal and external users. Maintaining relationships with media at national and international level. Developing digital products including print, photography, multimedia content, and video. Drafting press releases, articles, and photographs for media coverage. Preparing, and assisting in the design and printing of promotion materials, including brochures and posters. Launching, maintaining, updating, and using official social media channels such as Facebook, Twitter, and LinkedIn, and others.

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4.11

4.12 4.13

Providing photography and liaising with service providers for video services to capture important events, maintaining a photo/video archive of the history of AIT. Producing artwork, visual products, and infographics Support institute thought leadership events and seminars, in cooperation with the AIT community and partners.

Office of Facilities and Assets Management (OFAM) 1.

The Office of Facilities and Assets Management (OFAM) is responsible for the development and management of the Institute’s physical and environmental resources in order to make the campus a conducive place to work, study and live, as well as the following: 1.1

1.2 1.3

1.4

1.5 1.6

1.7

1.8

1.9

1.10 1.11

Managing general services like, the call center, campus mail, motor and labor pools, technical maintenance, gardening and ground maintenance, pest control, janitorial and garbage collection, and security services. Maintaining and servicing all academic and administrative buildings and facilities. Overseeing the operation and maintenance of air conditioning systems, electrical systems, water and sewage distribution systems, fire protection systems, and taking necessary safety measures during an emergency. Managing and controlling construction and renovation projects for Responsibility Centers and Service Centers on a cost recovery basis. Operating the telecommunication systems including technical maintenance and billing, and responds to visitor inquiries. Managing employee accommodation including allocation of units, billing of rent and utilities, repairs and maintenance, and housekeeping services. Managing student accommodation including allocation of rooms in collaboration with the Office of Student Affairs, billing of rent and utilities, repair and maintenance, and housekeeping services. Overseeing the operation of the AIT Conference Center (AITCC) to provide hotel and dining facilities, to hold international conferences, meetings, and other official functions. Overseeing auxiliary services such as the Outreach building, arcade and other rented facilities, to offer quality products and services at competitive prices. Operating the Cafeteria to provide food services. Managing the IT system and services to support learning, research, and social interaction. Offers support to operate the Management Information System (MIS) and helpdesk services.

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OFAM is responsible for initiating, developing, and maintaining collaboration with external partners for further development of physical resources.

Office of Procurement, Inventory and Assets (OPIA) 1.

The Office of Procurement, Inventory and Assets (OPIA) is responsible for the following: 1.1 1.2 1.3 1.4

OPIA is also responsible for the following: 2.1

2.2 2.3 2.4

2.5

Clearly identifying the needs and specifications of the goods, works, and services required. Helping to develop bidding documents, bid invitations, bid evaluations, and preparing contracts. Supporting contract administration including the interpretation of contract clauses. Assisting in purchasing various insurance policies and processing insurance claims.

Developing lists of vendors able to regularly supply quality inventory at competitive prices, as well as vendors requiring competitive quotations. Issuing purchase orders following approved requisitions and budget. Maintaining minimum facilities inventory levels in consultation with OFAM. Facilitating the delivery of and payment for goods, works, and services in collaboration with concerned Responsibility Centers, Service Centers, and OFIN. Managing assets using QR codes and other actions including physical verification to initiate preventive maintenance, disposal, and to deter theft.

Office of Sustainable Campus (OSC) 1.

A unit under the Office of the President (OPRE) that directly reports to the President, the Office of Sustainable Campus (OSC) is responsible for the following: 1.1

1.2

1.3

coordinating with the respective Schools, Centers, and Offices in materializing and operationalizing the approved initiatives and campus plans. designing, planning, developing, implementing, monitoring and evaluating the sustainability of the AIT campus and its operations under the supervision of the President. Assisting the Campus Sustainability Committee (CSC) to drive and operationalize the vision, aims, and goals contained in the sustainability policy and procedures, and in sharing these plans Page 12/13

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1.4

1.5 1.6

1.7

1.8

with the broader community of AIT for the adoption and implementation of this institutionalized Sustainability Plan. Overseeing the plans for the sustainable development of the campus with an aim to transform AIT to a Net Zero Carbon Emission campus. Developing short-, medium- and long-term SDG community awareness campaigns. Encouraging research and innovations that contribute to SDG goals and campus sustainability to develop visible on-site demonstration projects that contribute to campus sustainability goals and to transform campus as living laboratory. Creating a sustainability network to form a core social backbone to support and advance sustainability actions and policies across departments, schools, centers and external stakeholders as needed. Contributing as an editorial committee member of the annual AIT Sustainability Report, assisting Institute-wide SDG ranking, and marketing with regular updates.

The Campus Sustainability Committee (CSC) is chaired by the AIT President and its members act as experts in planning tangible initiatives for campus sustainability, where the OSC Director serves as secretary of the committee.

1st Revision Modification History:

Reviewed By: 2nd Revision

4 February 2021 AIT Governing Team (18 Jan 2021); AIT Management Team (16 Feb 2023; 4 Feb 2021); Task Force 16 February 2023

Related Policies Keywords 16 February 2023 ● Reviewed responsibilities and functions of Service Centers ● Redefined the AIT Management Team Rationale for Revisions:

4 February 2021 ● Reviewed responsibilities and functions of Service Centers ● Redefined the AIT Governing and Management Teams ● Excluded the AITMT standing committees ● Updated the AIT Organizational Chart

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