Standing Orders of Academic Board

Governance Committees Academic Board Standing Orders of Academic Board

Standing Orders of Academic Board

1.   Rules of Debate

1.1   Items of business shall be taken in the order in which they appear in the agenda unless the meeting agrees otherwise.

1.2   All motions and amendments (except Procedural Motions in Schedule 1 below) shall be proposed and seconded before being accepted for debate.

1.3   Motions before a meeting cannot be withdrawn without the meeting’s consent. The withdrawal must be made before putting the motion to the vote. If there is a seconder, then his or her consent to the withdrawal must be obtained for the withdrawal to be allowed.

1.4   Motions must be relevant to the business under consideration and within the scope of the notice of meeting.

1.5   The original motion is superseded once an amendment has been put and carried. The motion must be put again in its amended form, which then becomes the substantive motion.

1.6   No more than one amendment may be before the meeting at the same time.

1.7   The Chair has the right to determine the order in which intending speakers may address the meeting.

1.8   Each member has the right to speak more than once to any motion or amendment, subject to the Chair’s discretion and closure.

1.9   Members may at any time put a Procedural Motion, ask a question, raise a point of order, or give a brief explanation, at the discretion of the Chair.

1.10   Debate must be relevant to the subject under discussion and relate to business before the meeting in reference to a motion, amendment or Point of Order.

1.11   Points of Order must be made to the Chair, whose decision on the matter is binding. However, a member who disagrees strongly with the Chair’s ruling has an opportunity to challenge that ruling with a Motion of Dissent, provided that motion is seconded.

1.12   Interruption by a member must relate to a closure of the debate or a point of order.

1.13   When a resolution has been adopted, no motion to rescind that resolution may be put at the same meeting.

1.14   Questions addressed to officers of the University must be put through the Chair.

Schedule 1 – Procedural Motions

  • The Closure: “That the question be now put”.

  • Meeting Adjourned: “That the meeting be adjourned”.

  • Previous Question: “That the question be not now put”.

  • Next Business: “That the meeting do proceed to the next business” (or “That the motion be withdrawn”).

  • Debate Adjourned: “That the debate be adjourned”.

  • Matter Lie: “That the matter do lie on the table”.

  • Move to Committee: “That Academic Board move to Committee”.

2.   Motions of Dissent

When a member disagrees strongly with a ruling from the Chair on a Point of Order, a Motion of Dissent may be moved, for example: “Chair, I move a Motion of Dissent from your ruling that …”In order to proceed, a Dissent Motion must be seconded. If such a motion is moved and seconded, the Chair shall vacate the Chair while the motion is under consideration.

3. That the Matter be Minuted

When a member believes that a record of question and answer may be required, s/he may as a matter of course request the Chair that the Matter be Minuted and the Chair will make a ruling.

4. Absences from Meetings

Where a member is unable to attend a meeting but has a particular interest in an item, the member may provide in writing to the Chairperson, Academic Board his or her views and request that those views be made known to Academic Board during the course of consideration of the item. In the case of a committee of Academic Board the views should be provided to the Chair of that committee.

5. Circulating Resolutions

A Circulating Resolution is a resolution of Academic Board passed in accordance with this Standing Order without a meeting of Academic Board taking place.

“Participating Members” means Members of Academic Board exclusive of any who have notified the Secretary that they are unavailable for the purpose of receiving a motion for passing as a Circulating Resolution.

Whether a motion is to proceedby a Circulating Resolution is a decision of the Chair of the Academic Board.

All motions may be passed by a Circulating Resolution unless –
(a) Academic Board resolves that a particular subject matter must not be resolved by Circulating Resolution; or
(b) At least 35% of the Participating Members request that the motion be dealt with at a meeting of Academic Board.
A Circulating Resolution is passed by Academic Board if 66% of Participating Members communicate the acceptance of a motion sent to them for consideration and passing as a Circulating Resolution.

6. Notice of Meetings and Late Circulation or Tabling of Additional Agenda Items

Each member of the Academic Board shall be given at least three working days' notice of the date, time and place of a meeting or adjourned meeting. The notice of meeting shall set out the business of the meeting.
The Chairperson, Academic Board may allow additional business to be circulated with less notice or the Chair may allow it to be tabled at the meeting, but the Academic Board may resolve that any such additional or tabled business shall not be considered at the meeting.

7. Attendance at Meeting by Non-members

Observer Status is available to members of the University Community wishing to attend Academic Board. The following arrangements apply.
7.1 Meetings of the Academic Board are to be open for up to 10 members of the University community to attend with observer status. Observers are not permitted to speak at the meeting, unless invited to do so by the Chairperson, or to be in attendance during the discussion of confidential matters.
7.2 Members of the University community wishing to attend meetings of the Academic Board are required to apply to the Chairperson of Academic Board by email through the Governance Support Unit. At least 72 hours notice is required, in order to ensure the availability of the appropriate agenda papers.
7.3 The Student Association Representative and Research Officer and the Postgraduate Students' Association Research and Information Officer are granted permanent observer status at meetings of the Academic Board.  These representatives are requested to provide at least 72 hours notice of their intention to attend, to the Governance Support Unit, to facilitate the provision to them of an electronic copy of the Agenda.
7.4 Observers at meetings of the Academic Board  can ask to be provided with an electronic copy of the Agenda, excluding any confidential material.
The appropriate e-mail address for point 2. above:

8. Suspension of Standing Orders

Any of these Standing Orders concerning rules of debate may be suspended for the time being if a motion to that effect is carried by a majority of members present. Should questions which are not dealt with in these Standing orders arise at any meeting, the decision of the Chairperson shall be final.

9. Confidential Items

When the Board is considering a Confidential Item the following arrangements apply.
9.1 Permanent/Expert Advisors are to remain in the meeting unless otherwise determined by the
9.2 Observers are to leave the meeting for the duration of the Confidential Item unless otherwise
determined by the Chair.
Where an Item is not a Confidential Item but a Member wishes it to be treated as a Confidential
Item, the Member can request that an Item of business be considered as a Confidential Item
either before or during a meeting. An Item will become a Confidential Item at the discretion of the
Chair.  The Chair’s decision on whether an Item becomes a Confidential Item is binding.

Approval Details

Policy sponsor:Director, Governance Services & University Secretary
Approval authority:Academic Board
Version no:11-1
Date for next review:30/08/2015

Modification History

Version no.        Approval date          Implementation date                Details