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Reporting to the Higher Education Authority (HEA)

 

Along with all the other Irish universities, we are required to report every year to the Higher Education Authority (HEA), the regulatory authority which oversees the governance and funding of the higher education sector, on our compliance with key aspects of the relevant national legislation (the Universities Act, 1997 (the 1997 Act), and the Higher Education Authority Act 2022.) and the Code of Practice for the Governance of State Bodies.

Oversight Agreement

Under the HEA Governance Oversight Framework, every University has an Oversight Agreement with the HEA, which sets out the key responsibilities which form the basis of our relationship with the HEA in relation to our governance and accountability framework.

The Oversight Agreement is renewed every year and is co-signed on behalf of University of Galway by the Chairperson of Údarás na hOllscoile and the President as Chief Officer. In signing the agreement, they are confirming that the University is accepting the responsibilities set out in the agreement and that the public funds provided by the HEA to University of Galway are used for the purposes intended.

The Oversight Agreement also commits us to adhering to HEA reporting requirements in an accurate and timely manner.

Our reporting responsibilities to the HEA set out in the Oversight Agreement include the following: 

 

Name of Report

What it entails

Who is responsible in the University

Annual Governance Statement, including Statement on Internal Controls

 

 

Under the Code of Governance 2019, Universities are required to submit a completed Annual Governance Statement (AGS) to the HEA by 31 March each year, with reference to the previous financial year ending in September.

It is a detailed annual report on key operational and financial governance matters, confirming compliance with a wide range of legislative and governance obligations, including effective internal control and risk management systems, tax, public pay and pensions policy, public sector capital requirements.

A formal template for the AGS is provided by the Higher Education Authority (HEA). The template is updated annually.

For approval: UMT, Audit & Risk Committee and Údarás na hOllscoile

Office: Secretary for Governance & Academic Affairs and  Director of Governance

Annual audited Financial Statements

 

Annual audited financial statements setting out the University’s financial position are required to be submitted to the HEA and the Department of Further and Higher Education, Research, Innovation and Science within one month of the signed audit report from the Comptroller and Auditor General (the government auditors).

For approval: UMT, Audit & Risk Committee and Údarás na hOllscoile

Office:The Bursar and Director of Financial Accounts

Annual Budget Meetings

The HEA holds Annual Budget Meetings in late Q1/early Q2. The meetings require an annual budget submission from the University, which includes declaration of any governance matters as necessary.

 University of Galway participants: President. Bursar, Deputy President & Registrar, Secretary for Governance & Academic Affairs 

Grant Allocation (RGAM) Returns (Student Numbers)

The Grant Allocation (RGAM) return is an annual report to the HEA confirming the eligible student numbers in the University for the purpose of receiving the per capita grant allocation of funding to the University. All RGAM eligible student FTE’s (full-time equivalents) are “weighted” by module of study to give a total weighted student FTE. 

The return is prepared by the Management Accounts Office and the Office of the Secretary for Governance and Academic Affairs and submitted by the Management Accounting Office.

Student Record System (SRS) Return

The Student Record System (SRS) return is submitted twice annually (November and March) to the HEA and is a detailed report of the student population based on a census taken on 1st November and 1st March each year.  The March return is the official final return each year.

The return is prepared by the Administrative Officer Academic Resources, Office of the Secretary for Governance & Academic Affairs, and signed off by the Deputy President & Registrar and is audited by the HEA prior to final approval.

Quarterly Staff Return

This is a report submitted each quarter on 3 staffing cohorts (Academic, Administrative & Research) on which a headcount/FTE report is sent to the HEA. 

Prepared and submitted by Human Resources.

System Performance Compact 

The System Performance Framework 2023-2027 sets out parameters under which designated institutions of higher education, including University of Galway, can identify our contribution to the achievement of institutional and national strategy. Performance Agreements with institutions under the framework are intended to provide evidence on the higher education landscape and to inform the development of national policy.

Our annual reports to the HEA under the four year period of the System Performance Framework 2023-2027 will cover University of Galway’s strategic performance against a specific performance agreement closely linked to our strategic objectives.