Soran University

Purpose

To establish the Steering Committee for the Strategic Plan at Soran University, responsible for coordinating, managing and monitoring institutional strategic planning and policy drafting and development. The SCSP shall ensure the continuity and effectiveness of strategic plan implementation and institutional policy development. The policy defines its structure, membership, duties and responsibilities, promoting accountability, participation and alignment with the University's vision and mission.

Policy Statement

Soran University is committed to an effective strategic plan and strong institutional policies. Through the SCSP, it shall oversee strategic objectives and develop, review and approve institutional policies. The policy promotes inclusive participation, evidence- and data-based decisions, and continuous improvement, ensuring that strategic decisions and policies reflect the University's needs and recognised higher education standards.

Policy Summary

The policy defines the SCSP's authority and operating scope in two main areas: monitoring the strategic plan during its implementation period and overseeing the procedures and stages of institutional policy drafting, development and implementation. It clarifies composition, decisions, documentation and responsibilities throughout strategic planning and policy development. The Committee provides an organised coordinating structure to ensure continuity, openness, alignment and documentation.

Scope, Ownership and Implementation

The policy applies to the SCSP, its office, and all University units involved in strategic planning, proposals, policy drafting and review, and implementation.

Responsible office: Soran University Policy Office (SUPO). Implementation oversight: University President.

Relevant parties: SCSP members, SUPO and all participating academic and administrative units.

Membership

The SCSP shall include standing and non-standing members representing stakeholders, ensuring effective leadership and inclusive participation. Members shall be selected according to their institutional duties and academic and administrative responsibilities.

Standing members:

A Vice-President of the University – Chair.
Director of Quality Assurance.
Director of SUPO.
Director of Finance.
Director of Information Technology.
Director of Legal Affairs.

Non-standing members:

Two deans appointed on a rotating basis every two years.
An administrative staff representative appointed by the President.
A student representative.
A graduate representative.
An external representative appointed by the President.
A person with expertise in strategic planning.

Selection shall consider institutional role, experience and readiness to contribute. Membership, other than standing membership, shall be reviewed every four years.

Committee Duties and Operating Principles

Strategic integration: Coordinate University policies and decisions with the mission, vision, strategic objectives and relevant national recommendations.
Clarity and transparency: Document strategic planning and policy development openly and make them available for assessment and review.
Participation: Involve different University groups in decisions.
Continuity and sustainability: Monitor, review and update plans and policies over time.
Compliance: Align institutional plans and policies with accreditation standards.
Quarterly reporting: Submit reports on work and activities to the Institutional Effectiveness Committee for information and approval of continuing activities.

Principal Objectives

Strategic planning. Oversee the drafting, review and approval of the University's strategic plan; monitor implementation across faculties, directorates and units; and ensure alignment with the mission, vision and requirements of external authorities, including the Ministry, KAAE and ESG standards.
Policy lifecycle. Oversee policy proposals, drafting, review, amendment, approval, withdrawal and archiving. Ensure that policies align with strategic objectives and remain current and accessible.
Institutional effectiveness. Integrate strategic planning with quality assurance, budgeting, risk management and performance assessment. Promote evidence-based decisions and continuing institutional improvement.
Stakeholder participation and communication. Expand stakeholder involvement in strategic planning and policy development and communicate strategic and institutional developments clearly.

Roles and Responsibilities

Strategic planning oversight. Define and approve the strategic planning framework and timelines. Guide drafting, implementation and review of the five-year strategic plan. Review progress reports from units, directorates and faculties and monitor key performance indicators (KPIs). Recommend updates in response to new developments, needs and external decisions or instructions.
Policy oversight. Review and approve proposals for new policies, amendments or withdrawal. Assign a team or working group to draft new policies in coordination with SUPO. Ensure that policies follow the standard format, pass through the correct procedures and are appropriately archived. Monitor implementation, review and maintenance of current policies.
Coordination and integration. Ensure practical alignment among strategic objectives, policy decisions and resource allocation. Align strategy and policy with national objectives, ESG and accreditation requirements. Support institutional review and external evaluation by aligning strategy and policy with the evaluation and monitoring of University management.
Communication and capacity development. Raise stakeholder awareness of strategy and policies. Organise workshops, seminars and meetings on strategic implementation and policy changes. Provide guidance and training for units responsible for strategic planning and policy development.

Responsibilities of the SCSP Office

The Office shall operate under SUPO supervision and provide administrative and logistical support.

Meeting organisation: Schedule meetings in consultation with the Chair; prepare and circulate agendas using QF-SCSP-xx at least one week before meetings; and send supporting documents in an organised and timely manner.
Documentation and archiving: Record formal minutes using QF-SCSP-MM-xx; submit them to the Chair for approval within one week; archive agendas, minutes, policy drafts and reports in University Google Drive with restricted, read-only access.
Communication: Manage the Committee's official email, for example [email protected], for internal and external communication; connect members, drafting teams and stakeholders.
Follow-up and reporting: Maintain a live tracking register of initiatives, proposals and approved policies; monitor assigned duties and actions and follow up decisions and strategies.
Drafting support: Assist assigned teams with draft-policy structure and procedures and ensure compliance with the University's policy-development requirements.

Meetings and Agenda Management

The SCSP shall hold a regular meeting at least once every two months. The Chair may call an extraordinary meeting for urgent or specific policy matters.

The Chair, in cooperation with the SCSP Office/SUPO, shall prepare the agenda. It shall identify whether the meeting is regular or extraordinary. Each item shall have a brief description, expected outcome and allotted time. Previous unresolved actions shall be included.

The Office shall circulate the agenda and all attachments at least one week before the meeting. Additions after circulation shall be reviewed and approved by the Chair.

The Chair shall ensure that discussion remains focused and that all members can contribute. The Office shall record decisions, actions and voting outcomes. Approved strategy and policy decisions shall be communicated formally to the relevant units and stakeholders.

Voting

Decisions shall reflect transparency, inclusion and institutional integrity.

Quorum: More than 50% of members shall be present to begin a meeting and conduct a vote.
Voting rights: Every member, standing or non-standing, shall have an equal vote. The Chair shall have a casting vote in the event of a tie.
Procedure: Voting may be by show of hands, email or electronic ballot. Members may approve, reject or abstain on a decision or proposal. Results shall be recorded in the minutes and communicated to all members.
Documentation: Approved decisions shall be formally recorded, signed by the Chair and retained in the SCSP archive. The Office shall follow up and communicate outcomes to relevant units and stakeholders.

Policy Development Lifecycle

The SCSP shall oversee all stages of policy formulation at Soran University:

Proposal. Any University unit or stakeholder may propose a new policy, an amendment or withdrawal. The proposal shall be submitted to the Office using form QF-SCSP-PP-xx.
Initial review and assignment. The Office/SUPO shall review the proposal's relevance and consistency with existing policies. The SCSP shall assign a working team including subject specialists, relevant unit representatives, and legal and quality assurance advisers. The team shall receive the policy template and drafting instructions.
Drafting and consultation. The assigned team shall prepare the policy and consult stakeholders. It shall submit its draft to the Office/SUPO for technical review of compliance with the drafting requirements before presentation to the SCSP.
Committee review and approval. The SCSP shall discuss the draft in a formal meeting and may request revisions before final approval. An approved policy shall receive a reference number, be signed by the Chair and be placed in the official policy record. Following approval by the Institutional Effectiveness Committee, it shall be circulated to all relevant units and stakeholders.
Implementation and monitoring. The Office/SUPO, in coordination with relevant units, shall disseminate and implement policies. The SCSP shall ensure that each policy is reviewed at least every five years, or earlier where circumstances require.

Legal Responsibility and Contact

Breaches shall be addressed under the State and Public Sector Employees Discipline Law No. 14 of 1991, as amended. Questions and requests may be sent to [email protected].

Steering Committee for the Strategic Plan (SCSP)