16.2.1
Policy on Elected Representation
1. Purpose
This policy ensures the representation and active participation of all University stakeholders — students (undergraduate and postgraduate), faculty members, and administrative and technical staff — in the University of Thessaly’s highest governing body, the Senate. The policy formalizes democratic governance and institutional inclusivity in accordance with Greek higher education law, European University Association (EUA) governance principles, and the University’s Charter.
2. Scope
This policy applies to:
– All elected representatives serving on the University Senate.
– All recognized stakeholder groups: students, faculty, and staff (non-faculty employees).
– The election, tenure, and participation of representatives in governance processes.
– University bylaws, election procedures, and committee structures related to Senate participation.
It ensures that all categories of the University community have an equitable voice in policy formation, strategic planning, and institutional oversight.
3. Definitions
– University Senate: The highest academic and administrative decision-making body of the University of Thessaly.
– Elected representation: The formal process by which members of the University community are chosen through democratic elections to participate in governance.
– Constituencies: Groups eligible to elect representatives — faculty, students (undergraduate and graduate), and administrative/technical staff.
– Term of office: The duration of the representative’s mandate as defined by University regulations.
– Participatory governance: A governance model that integrates all University constituencies into institutional decision-making.
4. Policy Statement
The University of Thessaly is committed to maintaining a democratic, participatory, and transparent governance structure. To uphold these principles, the University shall:
1. Ensure that elected representatives from students (undergraduate and graduate), faculty, and staff have seats in the Senate.
2. Conduct transparent, fair, and periodic elections for all categories of representatives.
3. Guarantee equality of participation, voting rights, and access to information for all members.
4. Uphold gender balance, diversity, and inclusivity in all election processes.
5. Protect the independence and impartiality of elected representatives.
6. Provide necessary administrative support and access to documents to facilitate participation.
7. Publicly disclose Senate composition and election results in accordance with transparency regulations.
5. Implementation Responsibilities
The Senate Secretariat, under the Rector’s Office, is responsible for implementing this policy. Specific responsibilities include:
– Overseeing election procedures for all constituencies.
– Verifying eligibility of candidates and voters.
– Maintaining official records of election results and terms of office.
– Providing induction and training for newly elected representatives.
– Ensuring compliance with national and institutional governance regulations.
– Reporting annually to the Senate on representation diversity and participation.
The Legal Affairs Office ensures alignment with Greek law and institutional statutes.
6. Monitoring and Reporting
Monitoring mechanisms include:
– Verification of the representative composition of the Senate after each election cycle.
– Annual reporting on participation rates, gender balance, and constituency representation.
– Documentation of policy decisions reflecting stakeholder input.
An annual Governance and Representation Report shall be submitted to the Senate and made publicly available on the University website.
7. Review and Amendment
This policy will be reviewed every three (3) years or earlier if legal reforms, structural changes, or new governance guidelines are introduced. Revisions will be proposed by the Rector’s Office and approved by the governing Council.
8. References and Compliance Frameworks
– Hellenic Authority for Higher Education (HAHE) – ESG Governance Standards (1.1–1.2)
– UN Sustainable Development Goal 16 (Peace, Justice and Strong Institutions)
– Greek Law 4957/2022 on Higher Education Governance
– European University Association (EUA) – Governance and Autonomy Principles
– University of Thessaly Charter and Statutes
– Transparency and Public Access to Information Regulations (Law 4727/2020)