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Administrative support

Administrative support

Records management

Hearing processes

Guidelines on how to prepare consultation responses, suggestions for how to take use of PR potential and political influence.


What is a hearing?

A hearing is a proposal for an amendment to a law or a regulation, a report, other documents or proposals submitted on a public hearing from either the Government, a Government department or any other public authority.

This way, before the final decision is taken, HiOA gets the opportunity to express our views on political issues concerning our areas of expertise and within our sector.

Short version of routines

  • The Section for Records and Information Management (SDI) registers all invitations to make a comment at a hearing. The invitations are distributed to the rector’s staff. The rector's staff then assesses whether the hearing should be allocated to a department of the public administration or a faculty / center, and if coordination across multiple units is necessary.
  • The faculty itself must assess whether it will be named as the sender of the statement, or whether it is more appropriate to send the hearing invitation onwards to the relevant department.
  • The responsible unit is in charge of forankring and input within the unit. If a department is the responsible unit for a consultation response, it should consider whether the response should be discussed in the faculty management meeting as well. The responsible unit should also check whether HiOA previously has been a consultative body in similar cases.
  • If HiOA has not received a hearing notice for a hearing, but individuals or academic groups want the college to participate, this must be clarified at the departmental level by the head of department. The department will then appear as the sender of the hearing statement. The head of department considers whether the faculty should be involved as well. The public administration however, must clarify this with the rector. The unit must also check whether other units have started writing a consultation response; only one response should be sent from HiOA.
  • If necessary the Department of External Relations and Communications (SK) works as a counsellor in the hearing processes and helps to evaluate whether or not to draw up a communication plan relating to the statement. SK is responsible for consultation and for the publication of consultation responses on HiOA’s external websites. Anyone can contact André Almås Christiansen for assistance.
  • Employees at HiOA are free to participate in hearing processes as individuals, but not on behalf of a unit or an institution as a whole.

Procedures for consultation responses

The guidelines for consultation responses at HiOA should assist in the professional preparation of consultation responses and ensure good participation in the political debate.

  1. HiOA’s hearing invitations must always be registered in P360 as new case of the Section for Records and Information Management (SDI) and then be given to the rector’s staff. Hearings will be included and go under the project "Hearings 2016".
  2. The rector's staff considers whether the incoming hearing is within HiOA’s area of expertise, and whether it concerns administrative or professional issues. The staff should also consider whether the hearing invitation requires coordination across faculties and / or the public administration.
  3. As a main rule, administrative matters should be allocated to the Director / Deputy Rector in the relevant department in the public administration. Professional issues should be allocated to the faculty and the dean with a copy to the faculty director.
  4. If the statement cuts across several faculties, as would happen with matters concerning changes to framework plans or regulations that affect several education programs, one faculty will be given the hearing with the others on copy. This faculty is responsible for coordinating with the others. The coordinator must make sure to get input from all affected faculties. A joint hearing comment must then be prepared on this basis. The joint comment should be anchored in the management meeting before being sent.
  5. If the statement cuts across several departments in a faculty, the faculty is the coordinator in the same way as the public administration appears in step 4. . This also applies if you notice that a hearing should have been distributed to several faculties.
  6. The unit responsible for the statement should try to make the work on the statement an open process. This means that it must carefully consider which persons, units and communities in the institution to invite to give input in the process.
  7. Forankring and quality assurance should be ensured through input invitations, discussions in relevant professional forums and committees, and processing in the management meeting of the responsible unit. The responsible unit must also assess whether the statement from a unit should be discussed in the management meeting, even though the unit is named as the sender. Furthermore, it must examine whether HiOA previously has been a consultative body in similar cases.
  8. The Department of External Relations and Communications (SK) acts as a resource for all consultative inputs at HiOA. When hearing invitations are distributed in P360, a copy is sent to SK which then contacts the responsible unit if they consider the topic to be of special external interest. When necessary, the Department SK can also provide assistance for communication plans and monitor the responsible entity. Anyone can contact Thomas Jacobsson for assistance.
  9. The responsible unit (its head) will be listed as the sender of the statement. This means that if, for example, the statement is allocated to the Faculty of Health Sciences, the faculty by the dean will be signing. The case officer may also be named. This means that the chief manager is the one who finally approves the document and is responsible for its content.
  10. In the public administration, the rector is the responsible manager of all statements. This also applies if a department in FA has been the coordinator of a statement, ref. Section 4. Here too the case officer can be named.
  11. The case proceedings and all internal input are registered as the same case as the hearing invitation in P360, so that all correspondence about a specific hearing is gathered. The statements must then be approved in the line in P360. In all cases where HiOA by the rector is listed as the sender of the statement, the matter must be discussed in the management meeting. The case officer can / should be present in the management meeting to take note of any comments. When the comments are incorporated, the case is sent to the rector’s staff that then sends the hearing to the government.
  12. If HiOA participates in a hearing process, either as an institution, a faculty or a department, only one joint statement should be sent. This applies regardless of whether HiOA is invited to submit responses to the consultation, or whether the unit itself is the initiative taker. Anyone taking the initiative to prepare a statement is required to check whether any other units are already working on the matter, and, if so, who may have been given the responsibility for the statement.
  13. Employees at HiOA are free to participate in the hearing process, but only as private persons.