Meetings of the Academic Senate
Procedure at meetings
1. Except where otherwise provided, the applicable regulation dealing with meetings applies to meetings of the Academic Senate.
Frequency of meetings
2. The Academic Senate must meet at least six times each year.
Calling of meetings
3. The Chair may call a meeting at any time.
4. The Chair must call a meeting if—
a. requested to do so by the Vice-Chancellor; or
b. a written request, signed by ten members of the Academic Senate, is received by the Chair.
5. A meeting which has been requested under clause 4 must be held within 21 days of receipt of the request unless the Chair considers that it is impracticable to do (in which case the meeting shall be held as soon as is practicable).
Notice of meetings
6. The Secretary must give at least three working days’ notice of a meeting of the Academic Senate.
7. Notice of meeting may be given by email.
8. Notice of a meeting under clause 6 must—
a. be in writing;
b. be given to each member of the Academic Senate;
c. specify the time, place and agenda of the meeting.
9. A meeting is not invalidated by—
a. failure, by accidental omission or otherwise, to send a notice of meeting to a member of the Academic Senate; or
b. the fact that a member of the Academic Senate has not received notice of a meeting.
Quorum at meetings
10. The quorum at a meeting of the Academic Senate or a Committee of the Academic Senate is 50% of the members then in office except where otherwise provided in these Regulations.
11. If a quorum is not present within 15 minutes after the time nominated for the commencement of a meeting—
a. if the meeting was convened at the request of members – the meeting is dissolved;
b. in any other case – the meeting stands adjourned to a day which is one week later, at a place and time nominated by the Chair or, at the election of the Chair, any unfinished business may be dealt with by circulation under clause 19.
12. If, in the course of a meeting, the Chair’s attention is drawn to the absence of a quorum the Chair must—
a. adjourn the meeting for one week at the same place, or to a place, date and time nominated by the Chair or declare that any unfinished business is to be dealt with by circulation under clause 19; or
b. cancel the meeting.
13. If a meeting is cancelled under clause 12(b), the Chair may declare that any unfinished business on the notice paper of the meeting be dealt with by circulation under clause 19 or be first priority business for the next ordinary meeting of the Academic Senate.
14. If a meeting is adjourned under clause 11(b) or 12(a), the members present at any time during the next meeting shall constitute a quorum.
15. Voting at a meeting of the Academic Senate is by show of hands.
16. Decisions are by majority. The Chair does not have a casting vote. If there is a tied vote the motion lapses in the negative.
Revocation and repetition
17. Resolutions may not be revoked unless—
a. six months have elapsed since the resolution was passed; or
b. the members present at a meeting agree, without dissent.
Alternative means of meeting
18. The contemporaneous linking of members by telephone, video or other means of communication constitutes attendance at a meeting of the Academic Senate or a Committee provided all members have been notified of and invited to participate in the meeting.
Resolutions by circulation
19. A written resolution by a majority of members of the Academic Senate or a Committee is valid. The resolution may consist of several documents from one or more members and may be in the form of electronic mail or other messaging service provided it forms a written record.
Persons in attendance
20. The Academic Senate may invite any person to attend the whole or part of a meeting.
21. Members of the Council may attend and speak at meetings of the Academic Senate, but without voting rights.
22. Any member of the University may attend a meeting of the Academic Senate as an observer, subject to clause 23.
23. The Chair or member presiding at a meeting of the Academic Senate may limit the number of observers or change the venue of a meeting to accommodate observers.
24. Observers may speak at a meeting only on the invitation of the Chair.
25. If there is incorrect behaviour on the part of an observer which could interfere with the running of a meeting, the Chair of the meeting—
a. may request that the behaviour be corrected;
b. if the behaviour continues, may ask the observer to leave;
c. if an observer fails to leave as requested, may adjourn the meeting until the person has been evicted.
Meetings of Committees
26. The quorum for a meeting of a Committee is—
a. if the Academic Senate has specified a quorum – that quorum;
b. if the Academic Senate has not specified a quorum - half of the number of members of the Committee.