Operations Committee

Terms of Reference

Approved: 10 June 2026

Preface

The Terms of Reference of the Operations Committee have been drafted having regard to the Universities Act 1997 (as amended), the University's governance framework and the authority delegated by the President through the Executive Committee (EC). The Operations Committee is established as a subcommittee of EC to support effective executive governance, workload discipline and operational oversight.

Part A: Main object, scope of authority and workplan

1. Main object

1.1 The purpose of the Operations Committee is to support EC by exercising delegated authority for the effective management of the University's operational activities, thereby ensuring that EC focuses on strategy, cross-institutional leadership, stakeholder engagement and decision-making.

1.2 The Committee will:

  • Act as the primary forum for operational decision-making under delegated authority.
  • Review and approve operational matters.
  • Assist in the delivery of the University Strategic Plan through oversight, coordination and resolution of operational implementation issues.
  • Ensure that the system of internal controls is effective and operating efficiently.
  • Ensure efficient escalation of matters to EC where strategic judgement is required.
  • Ensure coordination of operations across units and services.
  • Monitor operational performance, risks and issues.
  • Facilitate cross-functional collaboration and issue resolution.
  • Assist in driving efficiency across the University.

2. Scope of authority

2.1 The Operations Committee's authority derives from EC under delegation from the President.

2.2 Within this authority, the Operations Committee may:

  • 2.2(a) Make and implement operational decisions.
  • 2.2(b) Coordinate cross-functional operational issues.
  • 2.2(c) Approve operational plans and implementation approaches.
  • 2.2(d) Monitor and coordinate operational programmes, risks and performance.
  • 2.2(e) Approve or note routine or recurring operational matters under delegated authority.
  • 2.2(f) Commission short operational analyses or assurance checks where required.
  • 2.2(g) Escalate matters to EC where appropriate.
  • 2.2(h) Refer matters that are outside delegated authority.

Exclusions and interfaces

  • The Committee does not replace EC as the University's senior management decision-making body.
  • Matters reserved to EC, the President, Academic Council or Governing Authority remain unaffected.

3. Workplan

3.1 The Operations Committee shall agree an annual workplan in line with the EC workplan to ensure duplication is avoided and that the workplan is aligned with EC priorities and the University Strategic Plan.

3.2 Progress against the workplan shall be reported to EC quarterly, with issues escalated as required.

Part B: Values, responsibilities and decision-making

4. Values and behaviours

4.1 The Operations Committee will operate in line with the University's values and culture, including:

  • Creative and innovative – Shape the future by looking at things differently to others. Appreciating risks but trusting our judgement.
  • Inclusive and diverse – Welcoming all. Rooted in our region but global in reach.
  • Ethical and sustainable – Doing the right things, in the right way, for the right reasons. Tackling regional, national and global challenges and supporting sustainable goals.
  • Supportive and transformational – Empowering our students and staff to lead.
  • Ambitious and driven – Working with all to push the boundaries of knowledge.

4.2 The Operations Committee will ensure alignment with UL's core values and behaviours and will promote a culture of ethical conduct and integrity, ensuring that institutional practices, including codes of conduct, reflect high standards of accountability and professionalism.

4.3 Promote and live UL's Culture Charter, which comprises the target mission, vision, values and behaviours that can be supported through practices, processes and procedures.

4.4 Members are expected to model these behaviours consistently in all meetings, decisions and follow-through actions, and address departures constructively.

4.5 Meetings will be conducted in line with the University of Limerick's Meeting Guidelines.

5. Responsibilities

5.1 The Operations Committee shall:

  • 5.1(a) Approve, recommend or note operational and policy matters within delegated authority.
  • 5.1(b) Maintain visibility for EC through an Operations Digest covering items handled under delegation.
  • 5.1(c) Monitor trends in EC workload, recurring submissions and operational risks.
  • 5.1(d) Where appropriate, escalate concerns regarding capacity, prioritisation or governance discipline to EC, and oversee and coordinate operational efficiency across the institution.

6. Frequency of meetings

6.1 The Operations Committee will meet every second Wednesday between September and June unless EC is scheduled for the same day. The schedule of meetings will be agreed in advance by the Committee.

6.2 The Chair may convene additional meetings to consider particular issues of concern.

6.3 Between meetings of the Operations Committee, occasions may arise where an urgent matter requires consideration by the Committee. The Chair may agree in such circumstances to seek guidance from the Committee by email to all members. Any guidance and resulting decision will be recorded in the minutes of the Committee's next meeting.

7. Quorum

7.1 A quorum for a meeting of the Operations Committee shall be half of the total number of members, rounded up to the nearest whole number, plus one. Participation by members through teleconferencing and/or video conferencing will count towards quorum.

7.2 To ensure legitimate decision-making and prevent under-representation, no meeting will proceed in the absence of a quorum.

8. Conflicts of interest

8.1 To safeguard the integrity and defensibility of decisions, Committee members and persons in attendance shall take personal responsibility for declaring any potential conflict of interest, perceived or otherwise. The declaration of conflicts of interest will be the first agenda item at each meeting. Where a conflict is declared, the member will absent themselves from consideration of the relevant agenda item. Any associated documentation will not be made available following the declaration. These matters will be recorded in the minutes.

9. Questions and decision-making

9.1 Questions and decisions arising at any Committee meeting should be decided by consensus. Where consensus cannot be reached, the matter will be decided by a majority vote of members present either in person or through teleconferencing and/or video conferencing. In the event of an equality of votes, the Chair shall have a casting vote.

9.2 Where decisions are unanimous, they shall be recorded as such in the minutes.

9.3 Dissensions and negative votes shall be summarised in the minutes in terms acceptable to the dissenting member.

9.4 While members are encouraged to dissent where necessary, once a collective decision has been made by the Operations Committee, the integrity of the decision-making process and outcome should be respected by all members. This unity and coherence is necessary for good governance and for providing certainty to stakeholders regarding decisions and their implementation.

10. Reporting

10.1 The Operations Committee will report to EC after every meeting through an Operations Digest summarising:

  • Items approved, noted or redirected;
  • Items escalated to EC;
  • Emerging operational risks or pressures.

The Operations Digest will be noted by EC.

10.2 The Operations Committee will submit an annual summary report to EC outlining activity, outcomes, trends and recommendations.

10.3 Operations Committee papers will be shared through an Operations Committee SharePoint site and all members of EC will have full access to the site.

Part C: Membership, attendance and functioning

11. Membership and composition of the Operations Committee

11.1 Membership shall include senior leadership with cross-institutional responsibility.

11.2 Membership and attendees are detailed below:

Members

  • Chair, appointed by the President and Executive Committee. The role will rotate annually between the Director of Finance and the Director of Human Resources.
  • Director of Human Resources and two nominees.
  • Director of Finance and two nominees.
  • Director of ITD and nominee.
  • Director of Buildings and Estates.
  • Corporate Secretary.
  • Vice President Research and Innovation nominee.
  • Vice President Global and Community Engagement nominee.
  • Director, Marketing, Communications and Public Affairs Division.
  • Director of Strategic Planning.
  • Associate Vice President Student Engagement.
  • Director of Academic Registry.
  • Two representatives from Heads of Department/School nominated by the President and Executive Committee.
  • Chief Operating Officer, PCC.

In attendance

  • Relevant subject-matter leads, as required.
  • Secretariat.

11.3 Due consideration shall be given, where practicable, to achieving an appropriate gender balance of 40% in the composition of the Operations Committee.

11.4 In addition, efforts should be made, where possible, to promote broad diversity in committee membership.

12. Appointment of Chair and members

12.1 Appointments are made under the authority of the President and EC.

12.2 Vacancies will be filled using the same appointment process.

12.3 Members will receive induction covering delegation arrangements, escalation rules and reporting expectations.

13. Persons in attendance

13.1 As business requires, other persons may attend for specific agenda items at the request of the Chair.

14. Secretariat

14.1 Secretariat support will be provided by the office of the Chair. The Secretariat is responsible for agenda planning, minute-taking, action tracking, document control and coordination with other committees as necessary.

15. Review

15.1 These Terms of Reference shall be reviewed annually and any proposed amendments submitted to EC for approval.

16. Document control

Document version: Version 1.0

Document owner: Chair

Approved by: Executive Committee

Date: 10 June 2026

Effective date: 10 June 2026

Scheduled review date: 10 June 2027

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