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Terms of Reference (Council approved) - Standing Committee of Convocation

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Section 1 - Overview and Objectives

(1) The Standing Committee of Convocation (Standing Committee) is established by the Council to support the efficient, safe, and effective conduct of Convocation consistent with the UNE Act 1993 (NSW) and UNE By-Law 2005 (NSW) and has the functions specified in Section 3.

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Section 2 - Standing Committee of Convocation Membership 

Membership

(2) Membership of the Standing Committee of comprises 13 members elected by Convocation as follows:

  1. the Chair of Convocation (Chair);
  2. Six (6) graduates of the University;
  3. Four (4) current and former staff of the University:
    1. 2 persons including current or former academic staff; and 
    2. 2 persons including current and former professional staff;
  4. Two (2) members who are either a current or past member of Council or a member of Convocation who has been invited by Council to be a member of Convocation.

(3) The UNE Vice-Chancellor and Chief Executive Officer or nominee is an ex officio member.

(4) The Chair of the Standing Committee on the recommendation of the Committee may co-opt members to achieve diversity consistent with (9). These positions are in addition to the 13 members elected by Convocation. 

Membership eligibility and Chair

(5) At any given time, a person will be eligible and can only nominate to be a member of the Standing Committee in one category of Convocation membership as described below:

  1. A staff member invited by Council to be a member of Convocation or a member of a group of staff invited by Council to be a member of Convocation;
  2. A person admitted to Convocation by Council being a person who Council considers to have given outstanding service to the University or to be specially qualified to advance the interests of the University;
  3. A current or past academic staff member with at least 12 months service with the University;
  4. A current or former professional staff member with at least 12 months service with the University;
  5. A graduate of the University;
  6. A Council member or past Council member of the University.

(6) The Standing Committee will be chaired by the Chair of Convocation or in their absence, their nominee. The nominee must be a member of the Standing Committee.

(7) Nominations for membership of the Standing Committee will be open for 3 weeks and called for by:

  1. email to all staff, alumni or former academic staff or Council members for whom UNE has current details;
  2. email to persons who register to attend Convocation meetings; and
  3. postings on UNE official social media and news webpages.

(8) All nominees for membership and members of Standing Committee of Convocation agree to uphold the UNE Code of Conduct and complete a Fit and Proper Person Declaration Form.

Gender representation and diversity objectives 

(9) Membership should comply with the Gender Representation on Decision Making and Advisory Committees Policy but more broadly, and to the greatest extent reasonably practicable, reflect the diversity of UNE Convocation. The Chair should ensure that the deliberations of the Standing Committee draw as fully as possible on the diversity of membership of the UNE Convocation.

Elections

(10) Members to Standing Committee are elected from the membership of Convocation at such times when a vacancy on the Standing Committee occurs or six months before the end of a member’s term.

(11) The University Secretary is the Returning Officer for elections and may appoint one or more Deputy Returning Officer(s).

(12) The Returning Officer will issue a notice of election and vote registration which will be open for 3 weeks supported by:

  1. an email to all staff and all graduates or former staff and Council members/invited members of Convocation for whom UNE has current details;
  2. an email to all members of Convocation who register to attend Convocation meetings; and 
  3. postings on UNE official social media and news webpages.

(13) Nominees for election and persons registering to vote will be asked to confirm which category of membership they fall into and provide permission for UNE to email them in order to nominate or vote.

(14) Voting will be electronic via secret ballot using optional preferential voting and a UNE approved tool. Members with the most votes within the relevant category or subcategory of membership will be elected.

Term of Office

(15) Members of the Standing Committee of Convocation will be elected for a 2-year term and may be subject to re-election up to a maximum of 3 terms of service.

(16) After six years of service and following a two-year break, members may be eligible for election.

(17) A membership position becomes vacant if a Standing Committee member:

  1. is absent for two consecutive ordinary meetings of the Committee without leave of the Committee; or 
  2. absent for four consecutive ordinary meetings of the Committee; or 
  3. the member is subject to a successful motion that they be removed due to a breach of the UNE Code of Conduct; or 
  4. resigns.

(18) In the event of a vacancy, and on the recommendation of the Committee, the Chair may co-opt a member of Convocation to fill a vacancy for the remainder of the term or until an election is held.

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Section 3 - Standing Committee of Convocation Functions

Functions

(19) The Standing Committee has the following functions:

  1. Advisory Functions:
    1. advise the Chair of Convocation on the Framework for Convocation;
    2. advise the Council on the Terms of Reference for the Standing Committee of Convocation;
    3. advise the Chair of Convocation on proposals submitted by members of Convocation for meetings of Convocation.
  2. The Chair of Standing Committee or nominee will communicate with the Council and Convocation regarding the business and functions of the Standing Committee.
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Section 4 - Conduct of Standing Committee Business

Meetings

(20) The Standing Committee will meet up to four times per year and at least two weeks before each meeting of Convocation. Additional Committee meeting/s will be held should agenda items not be considered at the scheduled meeting, due to time constraints.

Use of Technology

(21) For its business papers, meetings and otherwise to conduct its business, the Standing Committee may use technology including telephone, videoconferencing and email as arranged by the Chair and/or Secretary to the Committee.

Resolutions

(22) The Standing Committee may pass resolutions via flying minute provided that the resolution is approved by a simple majority of the Standing Committee at the time the resolution is made.

Quorum 

(23) A quorum is a majority of the total appointed members of the Standing Committee.

(24) A resolution of the Standing Committee of Convocation requires a simple majority of the voting (yes/no) Committee members.

Procedures for advising 

(25) The procedures for receiving and advising the Chair of Convocation on agenda items for Convocation or other business is as follows:

  1. The agenda and business papers for meetings of the Standing Committee will be distributed at least five (5) working days before the Standing Committee meeting and which will include any proposals for the agenda of Convocation.
  2. Meeting of the Standing Committee will be held at least two weeks prior to Convocation.
  3. During each meeting the Standing Committee members other than the Chair will provide advice to the Chair of Convocation on agenda items for Convocation or on the Framework for Convocation. 

Circulation of minutes

(26) Minutes of the meetings of the Standing Committee will be circulated to members as soon as possible after the meeting.

Secretary 

(27) The University Secretary and/or nominee will act as secretary and provide administrative support to the Chair including preparing minutes, attendance and membership records and be responsible for recordkeeping consistent with the UNE Records Management Rule.

(28) The University Secretary and/or nominee will call for proposals for agenda items for Convocation via email and on the website at least six (6) weeks prior to meetings of Convocation.

(29) The Chair of the Standing Committee or Secretary may seek appropriate governance and legal support and advice through the University in relation to the functions and business of the Standing Committee as required.

Authority and Compliance

(30) The establishment of these terms of reference is consistent with Section 14(7) of the University of New England Act 1993 (NSW) which provides that “The Council may establish a Standing Committee or such other committees of Convocation as it considers necessary”.

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Section 5 - Definitions and interpretation 

(31) Words and phrases used in this document have the following meanings, unless the context requires otherwise:

  1. Convocation has the form as set out in section 14 of the University of New England Act 1993 (NSW) and the function of Convocation as set out in By-law 16 of the University of New England By-law 2005 (NSW).
  2. Graduate is a person who has completed the requirements for a course and has had their award conferred on them by the University Council.
  3. UNE Act means the University of New England Act 1993 (NSW).
  4. UNE By-law means the University of New England By-law 2005.

(32) Section 14(1) of the University of New England Act 1993 (NSW) provides that the members of Convocation include:

  1. the graduates of the University;
  2. the members and past members of the Council of the University;
  3. the present and past full-time members of the academic staff of the University and other such members or classes of members of the staff of the University as the by-laws may prescribe;
  4. such graduates of other universities or other persons as are in accordance with the by-laws, admitted as members of convocation.

(33) By-law 16 of the University of New England By-law 2005 provides that the following are prescribed as members of Convocation for the purposes of section 14(1) of the University of New England Act 1993 (NSW):

  1. staff whose period of service with the University is at least 12 months;
  2. staff who are invited by the Council to be a member of Convocation or who are part of a group of staff that is invited by the Council to be a member of Convocation; and 
  3. such persons whom the Council considers to have given outstanding service to the University or to be specifically qualified to advance the interests of the University; and 
  4. such persons may only be admitted as members of Convocation by Council resolution.