UCC Policy on the Appointment of Emeritus Staff

The Emeritus Committee’s Terms of Reference enables the application of the University’s Emeritus Policy on the Appointment of Emeritus staff.   It ensures fair and consistent recognition of distinguished UCC academic service post-retirement: granting, oversight, review and, where necessary, the revocation or adjustment of Emeritus / Emerita titles.

1. Purpose and Role

The Emeritus Committee is established by Academic Council to oversee and advise on the conferral, maintenance, and, where appropriate, revocation of Emeritus / Emerita titles at University College Cork (UCC).

Its role is to:

• Ensure the award of emeritus status reflects sustained, distinguished service to the University;
• Oversee transparent and consistent application of the UCC Policy on the Appointment of Emeritus / Emerita Staff;
• Support engagement between the University and emeritus appointees in line with academic and reputational standards; and
• Provide assurance to Academic Council and Governing Authority regarding compliance with UCC statutes and best practice across the sector.

2. Authority and Accountability

• The Committee operates under the authority of Academic Council, which receives its recommendations and forwards them to Governing Authority for final approval.
• The Committee has delegated authority to:

• Review and recommend nominations for Emeritus status;
• Recommend continuation, reclassification, or withdrawal of “Active Emeritus” status following periodic review;
• Initiate consideration of revocation where cause arises.

• The Committee reports annually to Academic Council on the number, type, and outcome of applications, reviews undertaken, and any policy or procedural recommendations.

3. Membership

3.1 Composition

3.2 Term of Office

• Appointed members serve three-year terms, renewable once.
• Members vacating office before term expiry will be replaced by nomination from the relevant College or Office.

3.3 Conflict of Interest

Members must declare any actual or perceived conflict (e.g. being a nominator or close collaborator of a nominee) and recuse themselves from discussion and decision on that case.

4. Quorum and Decision-Making

• A quorum shall comprise the Chair (or nominated Deputy Chair) and at least three voting members.
• Decisions will be made by majority vote; in the event of a tie, the Chair shall have the casting vote.
• Decisions and recommendations are recorded formally in minutes maintained by the Secretary.

5. Meetings

• The Committee shall meet at least twice annually, and as required to consider additional nominations.
• Meetings may be held in person or online.
• Agendas and papers are circulated at least seven working days in advance.
• Minutes, recording decisions and rationale, will be issued within ten working days of each meeting.

6. Functions and Responsibilities

6.1 Nomination Review and Recommendation

• Evaluate all nominations for Emeritus title (Honorary or Active) for completeness and eligibility.
• Assess each case against the criteria set out in the UCC Emeritus Policy.
• Request additional information from Heads of School or College where required.
• Make recommendations to Academic Council to approve, decline, or defer nominations.

6.2 Oversight of Engagement and Review

• Monitor “Active Emeritus” appointments through the three-year review cycle defined in Section 6 of the UCC Emeritus Policy.
• Review reports from Heads of School on ongoing engagement and confirm continuation or reclassification as “Honorary Emeritus”.
• Recommend adjustments to resource access (IT, library, workspace) where warranted.

6.3 Revocation or Adjustment

• Consider, on referral or on its own initiative, any case where conduct, inactivity, or other circumstances may warrant revocation or modification of status.
• Ensure a fair, transparent process allowing the individual to respond before recommending any revocation to Academic Council and Governing Authority for final decision.

6.4 Policy Advice and Benchmarking

• Periodically review the UCC Emeritus Policy to ensure alignment with evolving national and international best practice (benchmarked against Irish NUI partners and leading UK universities).
• Recommend policy amendments to Academic Council as required.

6.5 Register and Reporting

• Oversee the maintenance of the Central Register of Emeritus Staff, managed by the Office of Academic Affairs & Governance.
• Ensure the register is updated following each Governing Authority approval and that Schools and Colleges align local web listings.
• Report annually to Academic Council, including statistics on appointments, active vs honorary ratios, and policy review outcomes. The Emeritus Committee can recommend procedural changes for approval to Academic Council as part of its annual report.

7. Secretariat and Support

Office of Academic Affairs & Governance (AA&G) provides secretariat support, including:

• Scheduling meetings and circulating documentation;
• Maintaining the central register;
• Drafting minutes and the annual report; and
• Ensuring compliance with UCC record-keeping and data-protection standards.

8. Confidentiality

All Committee deliberations, documentation, and recommendations are confidential to members, Academic Council, and Governing Authority.

9. Review of Terms of Reference

These Terms of Reference shall be reviewed every five years, or sooner if required by changes in governance, policy, or legislation. Revisions are approved by Academic Council.