2.4 Roles & Responsibilities
The ultimate authority and responsibility for the management and operation of the OIST School Corporation (SC) lies with the Board of Governors (BOG). To meet this obligation, the BOG selects a University President; by the provision of the SC Bylaws, the University President also serves as the Chief Executive Officer (CEO) of the Corporation.
The Board of Governors selects a President for the OIST Graduate University; the President also serves as the Chief Executive Officer (CEO) for the School Corporation. The President, in consultation with the BOG, establishes a management structure for the University. That structure must effectively and efficiently facilitate the development, maintenance, operation, and growth of a renowned international graduate university that promotes outstanding achievement in science and technology through education and research and contributes to the self-sustaining development of Okinawa. The management structure must also ensure administrative and fiscal accountability and provide transparent oversight regarding use of government and private funds.
The BOG entrusts the day-today operations of the School Corporation and the Graduate University to the CEO/President, including:
management of the University and all its departments, operation of the physical plant, and administration of the University’s business activities;
preparation of annual University operating and other budgets, which must be submitted to the BOG for review and subsequent action; and
preparation and submission of periodic plans and reports to the BOG on the status of plans and projections and various other reports as needed.
One Senior Level Executive who is appointed by BOG ; by the provision of the SC Bylaws, also serves as the Vice-CEO of the School Corporation. The President may appoint, and prescribe the powers and duties of, other officers and employees that the President may deem appropriate to assist in the performance of Presidential duties and responsibilities.
The President is further responsible, directly or by delegation, for establishing and maintaining administrative policies and procedures to assure the carrying out of these responsibilities.
188.8.131.52 Tokyo Office Director
Tokyo Office Director is responsible for strengthening relationships in Tokyo with Japanese and foreign political, industrial, and academic circles to expand the presence and activities of OIST at home and abroad through science, technology, and innovation (excluding responsibilities and duties of other divisions).
184.108.40.206 Senior Advisor to the President for Institutional Development
The Senior Advisor for Institutional Development is responsible for cultivating and developing connections with relevant U.S.-Japan networks both in Japan and the U.S., and establishing a foundation for future fundraising activities for the University.
220.127.116.11 Senior Advisor to the President for Strategy
Senior Advisor for Strategy is responsible for managing planning activities and their implementation to ensure continued development of the University. Support and advise the President or any other Senior Level Executives, etc. on strategies for the growth of the university. Senior Advisor for Strategy reports to President/CEO.
18.104.22.168 General Counsel
The General Counsel provides legal opinions and advice in regard to the University's policies/business, risk managements, conflicts/disputes cases and contracts related matters and represents the University in legal matters concerning external entities. The President may permit the General Counsel to use a title of Vice President for Legal Affairs.
22.214.171.124 Chief Information Officer (CIO)
The Chief Information Officer (CIO) is responsible for [link: 17.4.7] promoting coherence and efficiency through university wide information technology (IT) strategy, and information security programs. The CIO is also responsible for conducing special programs or information related initiatives at the discretion of the President.
126.96.36.199.1 The CIO delegates the development and enforcement of the information security program to the Chief Information Security Officer (CISO).
188.8.131.52 Chief Compliance Officer (CCO)
The Chief Compliance Officer (CCO) conducts the audit based on the annual audit plan or on a temporary basis. The CCO reports those results to the CEO/President.
The Ombudsperson provides confidential, neutral, independent and informal assistance, such as listening, offering information and examining options for resolving concerns, to employees and students who have concerns arising from their work or studies at OIST.
The President nominates, and the Board of Governors appoints, the Senior Level Executive who also serves as the Vice-CEO of the School Corporation.
The Vice-CEO shall support the duties of the CEO or perform the duties of the CEO by proxy in the event that he/she is indisposed or absent. For long-term incapacity or absence of the CEO, the Board of Governors may appoint an Acting CEO from the Governors in accordance with Paragraph 2 of the Article 13 of SC Bylaws.
Auditors of the School Corporation (SC) are nominated by the BOG from among individuals who are not Governors, not employees of the University and not Councilors; the BOC must concur in the nomination, and the CEO must appoint the Auditors. The appointment becomes effective only upon approval by the Prime Minister. Auditors are responsible for auditing SC operations and asset condition, and for reporting on these matters to the BOG and the BOC following the close of each fiscal year. Auditors attend BOG meetings and express opinions on the SC’s operations and asset condition. If, as a result of their audits, Auditors discover violations of bylaws or illicit activities concerning the SC’s operations or assets, they must report these discoveries to the BOG, among others.
2.4.4 Provost and Secretary General
The Provost shall represent the University for academic and research matters. The Provost is in charge of interdepartmental coordination between the Dean of Graduate School, the Dean of Faculty Affairs and the Dean of Research in terms of academic affairs and has the authority to allocate resources and manage necessary resources, such as administrative support for concluding agreements with external academic partners. The Provost is also responsible for Research Support Services with Core facilities, and overall research support functions required for research activities, including occupational health and safety for researchers, lab workers, and students (excluding the items that are under the responsibility of the Dean of Faculty Affairs).
184.108.40.206.1 Assistant Provost for Administration
The Provost may have the Assistant Provost for Administration conduct the duties in part.
220.127.116.11 Secretary General
The Secretary General shall assist the President and serve as the final authority on all administrative matters. The Secretary General oversees all administrative functions, including financial management, human resources, facility management, information technology. The Secretary General is also responsible for risk management.
18.104.22.168.1 Associate Vice President (SG Office)
The Secretary General may have the Associate Vice President in SG Office conduct the duties in part of governmental relations, rules and procedures, and compliance.
22.214.171.124.2 Emergency Response Coordinator
The Secretary General may have the Emergency Response Coordinator conduct the duties in part of the Safety Management on the whole university level.
The following university officers serve as Vice Presidents (including Deans) of the University as represented in the University Organization Chart in 2.5 below. Each Vice President is assigned an annual budget, with full authority to administer the budget for which they are held responsible by the President.
126.96.36.199 Senior Vice President
The Senior Vice President shall support the duties of the President in the areas of the university management as defined by the President.
188.8.131.52 Dean of the Graduate School
The Dean of the Graduate School (DGS) is responsible for providing services and programs that support the full cycle of attending the Graduate School at OIST Graduate University. Thus the Dean of the Graduate School is responsible for all elements of planning and support that start with admission and end with graduation and the initial post-graduate placement. The Dean of the Graduate School is responsible for all aspects of the graduate school curriculum including the assignment of faculty to teach the graduate courses.
184.108.40.206.1 Vice Dean of the Graduate School
The DGS may delegate duties to Vice Dean.
220.127.116.11 Dean of Faculty Affairs
The Dean of Faculty Affairs (DFA) is responsible for administration of general matters concerning the faculty as described in detail in the Faculty Handbook, including:
- Faculty search and appointments
- Administration of research unit reviews, tenure reviews, and promotion of the Faculty
- Management of leaves of absence, sabbatical leaves, and salary setting of the Faculty
- Appointment of non-faculty researchers
- Appointment and evaluation of Research Unit Technicians and Research Unit Administrators
- Administrative support for the operation of the Faculty Assembly and the Faculty Council
- Maintenance of Faculty Handbook (PRP Chapter 3) and related Handbooks
- Faculty Development
- Career development of non-faculty researchers
- Appointments and administrative support for Dean’s Research Group
The Dean of Faculty Affairs is also responsible for the operation of the University Library and Institutional Repository, and the appointments and administrative support for the Science and Technology Group(STG).
18.104.22.168.1 Vice Dean of Faculty Affairs
The DFA may have the Vice Dean of Faculty Affairs conduct the duties in part.
22.214.171.124 Dean of Research
The Dean of Research is responsible for developing a network with other universities and research institutions on academic and research matters. The Dean of Research is also responsible for grant applications and management (excluding the grants managed by the Executive Vice President for Technology Development and Innovation).
126.96.36.199 Executive Vice President for Technology Development and Innovation
Executive Vice President for Technology Development and Innovation administers the functions that support the University mission to further the self-sustaining development of Okinawa. Key elements of this mission are management of intellectual property, technology transfer and business development.
188.8.131.52.1 Associate Vice President for Technology Development and Innovation
The Executive Vice President for Technology Development and Innovation may have the Associate Vice President for Technology Development and Innovation conduct the duties in part.
184.108.40.206 Vice President for Financial Management
The Vice President for Financianl Management (VPF) is responsible for all aspects of the University budgets and the accounting against such budgets. The VPF is responsible for procurement, which includes tenders, routine procurements and internal supply lines.
220.127.116.11 Vice President for Buildings and Facilities Management
The Vice President for Buildings and Facilities Management (VPBFM) is responsible for all aspects of new construction, from the planning through procurement, to contract management, to physical constructions and completion of the facility. The VPBFM is responsible for all aspects of building, facility and site maintenance, including modifications made to University buildings.
18.104.22.168 Vice President for Communication and Public Relations
The Vice President for Communication and Public Relations (VPCPR) is responsible for public relations in its broadest sense, be it interactions with local, Okinawan, national, or global communities. The VPCPR is responsible for all aspects of media and press. The VPCPR is responsible for the logistics of University events, including workshops, symposia, colloquia, celebrations, and public events.
22.214.171.124 Vice President for Human Resources
The Vice President for Human Resources(VPHR) is responsible for overall management of Employment and Employee Relations Management, Labor Management Agreement, Talent Development, Training and Education, HR Management, Recruiting and Relocation, to enhance productivity of the diverse workforce, to promote diversity, and to improve work-life balance at OIST.
126.96.36.199 Vice President for Information Technology
The Vice President for Information Technology (VPIT) is responsible for ensuring that IT services are appropriately architected, implemented and maintained. The VPIT is responsible for ensuring IT remains engaged with all areas of the University, and that IT services are developed to support the programs and policies set by the CIO.
188.8.131.52 Vice President for University Community, Child & Youth Services
The Vice President for University Community, Child & Youth Services (VPUCS) is responsible for providing campus-wide community services that will enhance the lives of all faculty, staff, students and their families at the University.
The University may rely upon committees, standing and ad hoc, internal and external, whenever needed to assist in the carrying out of various functions or to provide advice regarding selected topics. Whatever their purpose, such committees must be operated in accordance with the Terms of Reference regarding formation, composition and organization of committees. To create the Terms of Reference, refer to the Terms of Reference example. Details concerning the payment of honoraria and other expenses for external committee members may be found in Chapter 26, Finance & Accounting, Appendices.