Secretariat Office

Introduction to the Secretariat

The Secretariat was set up to provide heads of the University with staff members who follow the instruction of the President; they are in charge of coordination, communication, negotiations and supervision of different offices and units in the University. The Secretariat also organizes university-level meetings and reviews external official correspondences. At the same time, the Secretariat works with the Public Relations Office to enhance external communication, promote the university and enhance relations with the neighboring community. Following the University’s motto of “Revere the Divine. Love the Human”, the staff members of the Secretariat make efforts to create a warm and peaceful campus, and act as the bridge among all faculty members, staff members and students. Our services focus on “efficiency and effectiveness”, hoping to encourage academic and administrative offices and units of the University to work together and form a vibrant team to manage an outstanding international Catholic university of languages.

Organization

Organization
The Secretariat is managed by the Chief Secretary whose main task is to facilitate communication and coordination among the University President, Vice Presidents and various offices, departments and units.

The Chief Secretary is also in charge of all affairs of the Secretariat, including the University Archives, first and second divisions of the Secretariat, with the support from the director and the staff of the University Archives, two division chiefs and two division staff members.

 

Core Responsibilities

  • First Division:
    The first division is in charge of general affairs, such as the organization of university-level meetings, maintenance of the meeting management system, checking and verifying of outbound official documents, review and maintenance of data for the university network, coordination for complaint cases from inside and outside the campus, receiving of campus gender equality incidents, determination of delegations, compiling of data and statistics for college and university regular surveys. The division also supports the University in coordinating works related to visits of the evaluation team.
  • Second Division:
    The second division is in charge of internal affairs, including protection of personal information in accordance with Personal Information Protection Act, coordination and communication between the University and various education associations, organization of various celebratory activities.
  • University Archives:
    The primary task of the University Archives is to collect, assess, preserve and keep in archive all artifacts, files and materials produced during the development process of the University and/or resulting from the University’s policies. Secondly, the Archives is also responsible for the arrangement and editing of the aforementioned materials for publication, exhibitions or activities, so that the teachers and students can use these materials in teaching or to conduct research. Thirdly, as the University belongs to the family of Ursuline schools and colleges, the Archives also works to fulfill its mission to pass on the education spirit and philosophy of Saint Ursula by preparing various courses on the University history and the educational philosophy of the University, by creating digital teaching materials and by conducting studies on Ursuline education.

Latest News

Announcement of the University’s Gender Equity Education Regulations

This announcement is made to provide the latest information of Gender Equity Education for school’s faculty members, staff and students.

1.Guidelines for the Implementation of Gender Equity Education (107.05.23 update)

2.Provisions for the Prevention and Handling of Sexual Assault, Sexual Harassment or Sexual Bullying on Campus (105.12.14 update)

3.Regulations on the Prevention of Sexual Harassment (103.11.08 update)

ALL faculty members, staff members, and students should follow these regulations.(click for more information)

Gender Equity Education Committee

107.10.04

Services

■ Checking and verifying of inbound and outbound official documents from each department
■ Planning and handling of important meetings
■ Communicating and coordinating with each department
■ Handling incidents of gender equality on campus
■ Planning and handling of Internal Control
■ Handling of business from various education associations
■ Planning and handling of various ceremonial activities
■ Schedule arranging and contact for President and Vice President
■ Handling grievance cases submitted to Office of the President

Job Description

Chang-Long Wang

Chang-Long Wang

Secretary-General

Ext: 1111
Email: sc0001@mail.wzu.edu.tw

Responsibilities:
■ Review official documents and papers from all units.
■ Serve as a communicator and facilitator for all units.
■ Manage affairs related to the Secretariat.
■ Handle internal and external complaints received by the Office of the President.
■ Serve as an executive secretary to the Gender Equity Education Committee.
■ Handle duties assigned by the President.

Section 1:

Meihuei Zheng

Meihuei Zheng

Manager, Section 1

Ext: 1113
Email: sc2001@mail.wzu.edu.tw

Responsibilities:
■ Arrange and complete administrative tasks of Section■
■ Initially review official documents (/drafts), accounting documents and resignation forms submitted to the Secretariat, and provide coordination.
■ Manage the registry of electronic official documents for the Secretariat and the Gender Equity Education Committee.
■ Create an authority hierarchy chart and coordinate rolling revision operations.
■ Serve as a coordinator and contact person for administrative preparation for activities related to the Ministry of Education, such as educational evaluation and visit.
■ Assist in conducting, facilitating and promoting e-administration.
(e.g. electronic official document system, faculty history system, document management system, committee management system, website integration, etc.)
■ Organize consensus building activities for executives.
■ Hold an election to select faculty and staff representatives of the President Election Committee.
■ Manage the homepage layout of the Chinese version for Wenzao’s website; maintain and manage content of certain categories and segments (Categories: About Wenzao, Campus Information, Ministry of Education Section; Segment: Faculty and Staff).
■ Perform administrative duties of the Gender Equity Education Committee.
a. Compile information on the annual work plan/annual work performance/self-evaluation of annual work performance.
b. Allocate budget and write off expenses for the secretary team of the Committee.
c. Amend/announce regulations related to gender equity.
d. Accept gender equity cases, recommend review panels, hold review meetings, and notify whether or not a case has been accepted.
e. Organize/hold committee meetings, take meeting minutes, and notify concerned units of decisions and suggestions.
f. Hold an election to select committee members and announce elected members.
g. Co-maintain the Committee’s website.
h. Handle appeals for gender equity cases (recommend members, hold meetings, notify review results, and report at a committee meeting).
i. Assist in a complaint or petition procedure (file a response and provide relevant information).
j. Approve incoming official documents with signature and produce statistics.
k. Hold an election to select people/clubs contributing to the promotion of gender quality.
■ Co-organize university anniversary celebration, graduation ceremony and important events.
■ Handle other duties as assigned.

Rita Zhuang

Rita Zhuang

Clerk

Ext: 1115
Email: sc2002@mail.wzu.edu.tw

Responsibilities:
■ Organize the University Meeting, the Administrative Meeting and executive meetings, provide meeting notifications, collect meeting materials, take meeting minutes, and track/control meetings.
■ Hold elections to select members of the University Affairs Meeting and the Administrative Meeting.
■ Complete all kinds of tasks related to educational associations.
■ Collect information and complete necessary forms for Regular Statistics of Institutes of Higher Education required by the Ministry of Education.
■ Take charge of the task force of English version of Wenzao’s website.
■ Allocate budget, purchase office supplies, handle reimbursement requests, and write off expenses for Section
■ Collect information on important meetings every semester to create and upload a schedule.
■ Create documents of summary of university affairs and operational features based on media studies.
■ Manage the activity and meeting system of the faculty history system (account settings, education and training, promotion of system use, etc.).
■ Manage the committee system.
■ Prepare congratulatory letter/reply drafts for festivals/activities and book donations of other universities, and distribute messages regarding internal important events.
■ Update Base Database of Higher Technological and Vocational Education. (Form 13)
■ Handle other duties as assigned.

Section 2:

Chunhuei Fang

Chunhuei Fang

Manager, Section 2

Ext: 1112
Email: sc3001@mail.wzu.edu.tw

Responsibilities:
■ Arrange and complete administrative tasks of Section
■ Plan and complete tasks related to the internal management system.
■ Plan and complete tasks related to the personal information protection and administration system.
■ Organize Chinese New Year activities, distribute gifts on Teacher’s Day, and provide support for internal festivals/events.
■ Collect information to prepare reports for the Board of Trustees, Leming Foundation, and evaluation/visit of the Ministry of Education.
■ Complete tasks related to employment of student workers, sponsorship service, volunteer management and other relevant matters.
■ Manage property of the Secretariat and perform stocktake.
■ Manage the Secretariat’s website.
■ Manage Personnel-Related Information Section of Wenzao’s website.

Zoee Tsai

Zoee Tsai

Clerk

Ext: 1116
Email: sc3002@mail.wzu.edu.tw

Responsibilities:
■ Plan and complete tasks related to the internal management system (education and training, integration, review, etc.).
■ Plan and complete tasks related to the personal information protection and administration system (information collection, stock-taking of personal information, education and training, verification, etc.).
■ Organize Chinese New Year activities, distribute gifts on Teacher’s Day and provide support for internal festivals/events.

Shouzhen Yi

Shouzhen Yi

Curator, Wenzao Archives

Ext: 1118
Email: sc1001@mail.wzu.edu.tw

A. General Duties
■ Develop plans for the University Archives.
■ Formulate the University Archives Collection Development Policy.
■ Prepare annual budget.
■ Manage property of the University Archives (including maintenance and procurement).
■ Edit university history.
■ Set up the Collection Policy and Development Committee and hold committee meetings.

B. Education Promotion
■ Introduce university history and traditions to new students (1~2 hours for each class).
■ Organize and implement educational activities to promote university traditions.
■ Organize themed or special exhibitions for internal festivals and events.
■ Provide and edit writing of university history for publication.
■ Promote or support researches related to university history and traditions.
■ Support academic or administrative units if necessary.

Vivian Huang

Vivian Huang

Archivist

Ext: 1117
Email: sc1002@mail.wzu.edu.tw

C. Display
■ Exhibit objects and materials in rotation or reproductions.
■ Write, edit and print guidebooks.
■ Guide important guests to visit the University Archives and provide introduction.
■ Plan and maintain the exhibition space for the University Archives.
■ Train and manage a group of volunteer guides for the University Archives.

D. Collection
■ Collect historical materials, objects and images for the University Archives.
■ Review, approve and catalogue new collections.
■ Store, count, organize and maintain historical materials and objects (including repair and reproduction).
■ Compile and edit major events of the University.
■ Manage archive rooms and workrooms.

E. Digitalization
■ Set up and manage the website of the University Archives.
■ Manage the major event system.
■ Manage the archive database.
■ Create digital teaching materials based on specific topics of university traditions.
■ Digitalize exhibition of historical materials and objects/collections.

Q&A

Q&A for Sexual Harassment and Assault Prevention

Who identifies sexual harassment?
Sexual harassment is defined by the person harassed based on his/her feelings. Sexual harassment includes any action or unconformable joke. Any conduct can be considered sexual harassment as long as the conduct is unwelcome and violates someone’s will.
What is Campus Gender Case (people involved)?
Campus Gender Case refers to a case involving one person who is a student and the other a student or a faculty member (including anyone from another school).
What are the signs of sexual harassment?
There are 4 main signs of sexual harassment: unwelcoming, violation of one’s will, sexual indication, and making someone feel uncomfortable. If any verbal or physical conduct toward you has these 4 signs, it is a suspected case of sexual harassment.
What are the common forms of sexual harassment on campus?
Verbal: Unwanted speech of a sexual nature or making a person feel humiliated. Remark of sexuality insult is also considered sexual harassment.

Physical: Hidden camera in toilet or bathroom, peeking, touching buttock or breast, dissemination of pornography, disclosure of private sexual images, sexually explicit letters, exposure of genitals, etc.

Does sexual harassment include conduct of a person who regrets breaking up or keeps harassing another person after breakup?
If a person does not take action against his/her partner’s will in a broad sense (e.g. hug, holding hands, kiss, oral sex, sex, etc.) before ending the relationship, it is not sexual harassment. However, it may be considered sexual harassment or even sexual assault when his/her partner is forced to do anything aforementioned.
Where on campus are sexual harassments or assaults likely to occur?
Usually an offender chooses somewhere that is dark and quiet and does not have security cameras installed. For example, an empty classroom at noon, a toilet located at a great distance (female toilet is often targeted), and a small and quiet byway surrounding the campus are dangerous areas.
Myths and Facts
Q1: Does sexual harassment occur due to inappropriate or revealing clothing?
A1: No!

Q2: Does sexual harassment apply to someone who did not reject or resist the offender in the first place?
A2: There are various reasons for not rejecting or resisting the offender immediately. For example, the offender is the victim’s teacher or boss or a sudden action which does not give the victim a good response time. The truth will be identified according to investigation conversation and relevant evidence.

Q3: Will only sick men do this?
A3: No. Men can be sexually harassed too.

Q4: Does same-sex sexual harassment occur?
A4: Yes, it is possible.

How can I prevent sexual harassment or assault on campus?
There is no ultimate solution. You need to avoid walking on a byway; walk with others, carry a whistle or camera phone. If you are sexually harassed or something like that happens on campus, please report it to the Campus Security Center by phone (07-3429958).

Q3: Will only sick men do this?
A3: No. Men can be sexually harassed too.

Q4: Does same-sex sexual harassment occur?
A4: Yes, it is possible.

Who can report sexual harassment or assault case on campus to the school?
The victim can report the case. If the victim has any concern, he/she can ask a faculty member, his/her parent or friend to make a report.
Is it shameful to be sexually harassed or assaulted? Why do I have to report it? Won’t it make my life harder if everyone in the school knows the truth?
Sexual harassment or assault is a crime. If you don’t come forward, you indulge the offender in crime and your dignity will be harmed again. Nowadays, school and authorities are obliged to handle sexual harassment or assault cases and have established corresponding procedures. Any victim shall actively ask for help to overcome sexual harassment or assault and stop the offender from taking illegal action, or punish the offender.
If a victim harassed or assaulted does not want to file a report, can a teacher or student who knows the case report it?
Yes, anyone who is aware of the case can report it to the Campus Security Center (07-3429958) or the Secretariat (Gender Equity Education Committee Hotline 07-3425800) as a “reporter” with supporting evidence.
Who can I talk to if I see sexual harassment or assault information online?
First, you should print out the information and list the reporter’s contact information. Then you can provide information to any faculty member/unit you trust via email or to the Campus Security Center/the Secretariat (Gender Equity Education Committee) in person, in order to file a report. The case will be further handled based on the information provided.
Is there any other channel to report sexual harassment or assault?
You can report a case to a police station/domestic violence and sexual assault prevention center in charge of the place where it happened, or call 113 (toll-free) to file a report.
Will the school accept the case if I file a report to police or a local domestic violence and sexual assault prevention center?
Yes. According to Article 30 of the Gender Equity Education Act, the Gender Equity Education Committee shall not be affected by the judicial procedures of the case in its investigation and handling of a case. In some cases, the offender may not be a faculty member or student of the school. The Gender Equity Education Committee does not have the right to investigate such offender. However, the school can provide the victim with proper mental or legal consulting services and support.
What can I do if the offender is from outside of the school?
If the offender is a student, the Gender Equity Education Committee contacts his/her school to form a collaborative team for investigation. If the offender is not a student, the Gender Equity Education Committee can provide the victim with mental and legal consulting services. The victim can also take legal action for relief. The statute of limitations for filing a sexual harassment claim is 6 months. The victim can report the case to the judicial authority within the aforementioned period. The judicial authority will properly handle the case because sexual assault is an indictable offence.
What kind of information is required when filing a report?
Relevant documents, recording or online information can all be submitted.
Can the school help me if I don’t know who sexually harassed or assaulted me?
Don’t worry! If the offender’s identity is unknown, the school can still help you. The school will do its best to identify the offender and provide the victim with mental and legal consulting services for calming him/her down and telling him/her about relevant legal right and obligation to make necessary decisions afterwards.
How will the school handle a sexual harassment or assault case if the offender transfers to another school, is suspended or has already graduated?
According to Article 27 of the Gender Equity Education Act, when the aforesaid offender transfers to another school for studies or employment, the competent authority and the former school where the offender worked or studied shall notify the new school where the offender works or studies within one month from the date of knowing such transfer. If the offender is suspended, the case will be properly handled based on the offender’s academic status when the case happened; or the offender will be investigated after returning from suspension. There is no regulation established for punishing the offender as an alumnus. However, the school can support the victim to file a lawsuit against the offender.
Campus Gender Case Report and investigation application resources are shown below:

(1) Report to the Campus Security Center: Please come to the Military Education Office located on B1 of the Millennium Hall or call the Campus Security Center at 07-342-9958.

(2) Submit an application/file a report for investigation: Please come to the Gender Equity Education Committee (the Secretariat) or call 07-342-5800/dedicated email: sc@mail.wzu.edu.tw.

Contact Us

Secretariat
Zhishan Hall 11F (Z1101)
TEL: +886-7-3426031 ext. 1112~1118
FAX: +886-7-342-7942
E-mail: sc00@mail.wzu.edu.tw

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