Rules Governing the Operation of the Executive Committee of Convocation
| Document Number | 000310 |
|---|---|
| Date Approved | 3 March 2006 |
| Date Last Amended | 12 October 2012 |
This rule has been replaced by the Rule Governing the Operation of the Alumni Advisory Committee [000991]
1. Application
(1) These rules shall apply to the Executive Committee of Convocation, which has been established by the Council of the University of Newcastle under:
(a) section 14(6) of the University of Newcastle Act, 1989 (the Act); and
(b) the University of Newcastle By-law 2005 (the By-law).
(2) The Convocation Constitution which was approved by an Interim Council in 1990 has been revoked and replaced by these rules.
2. Definitions
In these rules unless the context or subject-matter otherwise indicates or requires:
"Convocation" means the Convocation of the University;
"Convocation Officer " means the member of the administrative staff of the University appointed by the Vice-Chancellor to serve as Convocation Officer and Returning Officer;
"Council" means the Council of the University;
"Deputy President " means the person elected to be Deputy President of Convocation;
"Executive Committee " means the Standing Committee of Convocation established under section 14(6) of the Act and also the Management Committee for the purposes of the By-law;
"President" means the person elected to be President of Convocation and having the functions and duties of the Warden of Convocation as set out in Part 5 of the By-law;
“Returning Officer ” means the Convocation Officer;
"Treasurer" means the person appointed to be Treasurer by the Executive Committee;
"University" means the University of Newcastle.
3. Executive Committee
There shall be an Executive Committee of Convocation comprising:
(1) the following ex-officio:
(a) the President;
(b) the Deputy President; and
(c) one of the members of Convocation appointed to Council.
(2) eighteen members elected from the membership of Convocation by those members present at the Annual General Meeting (AGM).
4. Powers
Subject to policies and directives of any meeting of Convocation, the executive power of Convocation shall be vested in the Executive Committee.
5. Election of Members
(1) The election of members will take place at the AGM which will be held in accordance with the provisions of clauses 40 and 41 of the By-law.
(2) The elected members of the Executive Committee shall be elected in accordance with the provisions of this rule:
(a) Nominations for election to the Executive Committee shall be called in the notice of the AGM of Convocation and shall be accepted up to 5.00 pm on the business day prior to the AGM.
(b) Each nomination shall be signed by two members of Convocation and shall be endorsed with or accompanied by the written consent of the candidate.
(c) The procedure for conducting a ballot for elected members of the Executive Committee shall be as follows:
(i) ballot papers shall be prepared including the names of duly nominated candidates in order determined by lot;
(ii) voters shall be instructed to indicate chosen candidates by inserting a cross alongside the name of each such candidate to the number of vacancies to be filled;
(iii) the Returning Officer shall after rejecting those ballot papers that fail to comply with the requirements count the valid votes recorded;
(iv) the candidate who polls the highest number of votes shall be declared elected, the candidate who polls the next highest number of votes shall also be declared elected, and the process continued until the number of vacancies has been filled; and
(v) in the event of an equality of votes and the necessity of excluding one or more of the candidates, the matter shall be resolved by the Returning Officer by lot, in the manner prescribed in clause 27 of the By-law.
6. Term of Office for Committee Members
(1) Members elected at an AGM shall hold office until the AGM in the second year following their election.
(2) The Executive Committee may resolve that any elected member of the Executive Committee who is absent without leave from three consecutive meetings of the Executive Committee shall be deemed to have resigned from the Committee.
(3) Any casual vacancy in the Executive Committee may be filled at the discretion of the Committee by co-option from the membership of Convocation by optional preferential election by members present at a meeting of the Committee. Notice of intention to hold an election shall be given in the notice paper for the meeting. The person co-opted shall hold office for the remainder of the term of office of the former member.
(4) The Executive Committee position of member of Convocation appointed to Council shall be rotated on an annual basis amongst the four members.
7. Office Bearers
(1) At the AGM, the members of Convocation shall elect:
(a) the President; and
(b) the Deputy President.
in accordance with election procedures set out in section 5(2) of these rules.
(2) The Executive Committee may appoint:
(a) a Treasurer; and
(b) any other office bearer(s) it may deem appropriate.
(3) Subject to 8(5), 8(6) and 9(4), if any office is vacant for any reasons, the Executive Committee may appoint a replacement office bearer from the Executive Committee who will serve until the next AGM, or in the case the of a President or Deputy President until the next AGM at which that particular office bearer was to be re-elected.
8. President of Convocation
(1) The President shall be the chief executive officer of Convocation.
(2) The President shall be elected in accordance with election procedures set out in section 5(2) of these rules.
(3) The President shall hold office for a term of two years.
(4) The office of President shall be deemed to be vacant if:
(a) the President dies;
(b) the President resigns from office by notice in writing addressed to the University Secretary and the Executive Committee;
(c) the President is absent without leave from three consecutive meetings of the Executive Committee;
(d) the Council acting on the recommendation of the Executive Committee supported by at least two-thirds of the members of the Executive Committee so resolves.
(5) In the event of a casual vacancy in the office of President, the Deputy President shall become Acting President until the next AGM of Convocation when an election for the position of President shall be held.
(6) In the event that the former President’s term has not been completed at the date of the AGM, the person elected as President shall serve for the remainder of the President’s term.
(7)The offices of the President and Deputy President shall be filled by election in alternate years.
9. Deputy President of Convocation
(1) The Deputy President shall be elected in with election procedures set out in section 5(2) of these rules.
(2) The Deputy President shall hold office for a term of two years.
(3) The office of Deputy President shall be deemed to be vacant if:
(a) the Deputy President dies;
(b) the Deputy President resigns from office by notice in writing addressed to the University Secretary and the Executive Committee;
(c) the Deputy President is absent without leave from three consecutive meetings of the Executive Committee.
(4) In the event of a casual vacancy in the office of Deputy President, the Executive Committee at its next meeting shall appoint a member of the Committee to this position. Notice of intention to hold an election shall be given in the notice paper for the meeting. The person co-opted shall hold office for the remainder of the term of office of the former member.
10. Committees
The Executive Committee may appoint such Committees as it deems necessary.
11. Meetings of the Executive Committee
(1) The Executive Committee shall meet as frequently as is necessary to administer the affairs of Convocation.
(2) At least seven days notice of a meeting of the Executive Committee shall be given in writing.
(3)
(a) The quorum of any meeting of the Executive Committee shall be six members; and
(b) if within 30 minutes of the time appointed for the meeting a quorum is not present the meeting shall lapse and the business set down for the meeting shall be undertaken by the Office Bearers of the Executive Committee.
12. Presiding Officer
(1) The President shall preside at all meetings of the Executive Committee.
(2) Should the President be absent or be unable to act, the Deputy President shall preside.
(3) Should neither the President nor the Deputy President be present or able to act, the members present shall elect one of their number to preside.
13. Members of Convocation appointed to Council
(1) In accordance with Clause 3(1) c, one of the four members of convocation appointed to the Council shall be a member of the Executive Committee.
(2) The Convocation Officer shall ensure that all four members of Convocation appointed to council are included in the distribution of all notices, minutes and other Executive Committee papers and are invited to attend the meetings of the Executive Committee of Convocation.
(3) The Convocation Officer shall invite all four members of Convocation to the Annual General Meeting.
(4) In accordance with Clause6(4) the Executive Committee position of member of Convocation appointed to Council shall be rotated on an annual basis amongst the four members, based on consideration of the dates of their tenures on Council.
14. Convocation Officer
(1) The Vice-Chancellor of the University shall appoint a member of the administrative staff of the University to serve as Convocation Officer.
(2) The principal duties of the Convocation Officer shall be to:
(a) serve as secretary of the Executive Committee;
(b) prepare and dispatch notices of meetings and agendas as required by the President or under the President’s authority;
(c) prepare minutes of the Executive Committee; and
(d) attend to correspondence;
(e) assist in the maintenance of financial records for the Executive Committee;
(f) assist in the administration of the affairs of Convocation as required by the Executive Committee;
(g) serve as Returning Officer for the purpose of elections held in accordance with section 5(2) of these rules.
15. Financial Matters
(1) The Executive Committee shall have authority to raise funds and to expend such funds in the interests of Convocation and the University in accordance with financial procedures of the University.
(2) The Executive Committee shall arrange for appropriate audit review of the accounts of Convocation annually with outcomes to be reported at the AGM.
16. Contributory Membership
(1) The Executive Committee may establish and administer a scheme of contributory membership under which members of Convocation may be invited to subscribe an annual fee.
(2) All fees received under such a scheme shall be administered by the Executive Committee in furthering the interests and welfare of the University.
17. Amendments to Rules Governing the Operation of the Executive Committee
(1) Amendments to these rules may be made only by resolution of the Council.
(2) Proposals for such amendments may be initiated by a general meeting of Convocation, by the Executive Committee or by Council.
(3) Before any such proposal initiated by Council is determined, the advice of the Executive Committee shall be sought and considered.
| Approval Authority | Council |
|---|---|
| Date Approved | 3 March 2006 |
| Date Last Amended | 12 October 2012 |
| Date Promulgated | 6 March 2006 |
| Policy Sponsor | University Secretary |
| Policy Owner | Vice-Chancellor |
| Policy Contact | Deputy Academic Registrar, Governance and Academic Administration |
| Amendment History | Council Resolution (C12:188) on 12 October 2012 approved the creation of a new rule - “Rules Governing the Operation of the Alumni Advisory Committee 000991” replacing the previous “Rules Governing the Operation of the Executive Committee of Convocation 000310” to align with the new composition of Council. The changes provide greater clarity regarding the terms Convocation and Alumni; further information on election processes and clarity around the role of sub-committees. Further amendments to Clauses 3(1)(c), 6(4) and 13, to align with the new composition of Council, will take effect from 1 January 2013. Amendments to Clause 5(2)(a) re timing for nominations; addition of Clause 6(6)(4); insertion of Clause 13 and renumbering of subsequent Clauses. Approved by Council 2 December 2011. Rules Governing the Operation of the Standing Committee of Convocation - Rules Governing the Operation of the Executive Committee of Convocation - Approved: 3 March 2006 Rule Amended: 12 October 1990, 13 December 1991 Rule Approved by Council: 8 June 1990 |