16.2.4
Policy on Participatory Bodies for Stakeholder Engagement
1. Purpose
This policy establishes the framework for inclusive participation of local stakeholders — including residents, local authorities, businesses, civil society organizations, and community representatives — in University decision-making and advisory processes. It aims to strengthen transparency, social accountability, and collaborative governance at the University of Thessaly.
2. Scope
This policy applies to:
– All University governance structures and advisory committees that engage with external stakeholders.
– All University departments, institutes, and research centers that operate community engagement or outreach initiatives.
– Local government authorities, regional development agencies, NGOs, and other partners formally collaborating with the University.
– Representatives of civil society groups, including refugee resettlement agencies, environmental organizations, and social enterprises.
The policy applies to both institutional and departmental levels, ensuring stakeholder participation is embedded in the University’s governance system.
3. Definitions
– Participatory body: A formal advisory or consultative body that includes representatives of external stakeholders who provide input into University planning, operations, and outreach.
– Stakeholder engagement: The structured process of collaboration and dialogue between the University and its external community.
– Local stakeholders: Residents, institutions, and organizations located in the region who are directly affected by or contribute to the University’s activities.
– Advisory committee: A University-recognized platform for consultation and cooperation between internal and external representatives.
– Meaningful participation: Involvement that ensures all voices are heard, documented, and considered in policy and decision-making processes.
4. Policy Statement
The University of Thessaly is committed to shared governance and the active involvement of local stakeholders in its strategic, operational, and community decisions. To this end, the University shall:
1. Establish formal Participatory Bodies for Stakeholder Engagement (PBSEs) at the institutional and faculty levels.
2. Include representatives from local authorities, community organizations, civil society, and residents in these bodies.
3. Ensure that PBSEs operate with clear mandates, procedures, and meeting schedules.
4. Maintain transparency in membership selection, meeting agendas, and outcomes.
5. Guarantee that stakeholder input is formally documented and integrated into Senate and Rectorate decisions.
6. Promote inclusivity by ensuring gender balance, diversity, and equitable participation of marginalized or vulnerable groups.
7. Encourage collaboration on sustainable development, education, social inclusion, and regional innovation.
5. Implementation Responsibilities
The Office of Public Relations, in coordination with the Sustainability Committee, is responsible for implementing this policy. Responsibilities include:
– Coordinating the establishment of PBSEs across University units.
– Drafting and publishing Terms of Reference (ToR) for each participatory body.
– Managing stakeholder nominations and maintaining a Stakeholder Representative Registry.
– Supporting participatory meetings, workshops, and public consultations.
– Ensuring that recommendations from PBSEs are communicated to the University Senate.
– Providing annual reports to the Rector’s Office on stakeholder participation outcomes.
Each faculty or department must designate a Stakeholder Engagement Coordinator to liaise with local representatives and manage participation mechanisms.
6. Monitoring and Reporting
The University shall establish a Stakeholder Participation Monitoring System, which will include:
– Annual reviews of PBSE composition, meeting frequency, and attendance.
– Evaluation of the effectiveness and inclusivity of participation processes.
– Reporting of recommendations and their integration into University decisions.
– Public dissemination of PBSE reports and outcomes via the University website.
An annual Stakeholder Participation Report will be submitted to the Senate and included in the University’s Sustainability Report.
7. Review and Amendment
This policy shall be reviewed every three (3) years or earlier if required due to changes in national law, governance standards, or institutional strategy. Proposed amendments shall be prepared by the Sustainability Committee and approved by the Governing Council.
8. References and Compliance Frameworks
– Hellenic Authority for Higher Education (HAHE) – ESG 1.2 & 1.3
– UN Sustainable Development Goals (SDG 16 & SDG 17)
– Greek Law 4957/2022 on Higher Education Governance
– European University Association (EUA) – Public Engagement Guidelines
– University of Thessaly Strategic Plan and Community Engagement Framework
– ISO 26000: Social Responsibility Standards