(1) The Standing Committee of (2) Membership of the Standing Committee of comprises 13 members elected by Convocation as follows: (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 (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 (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: (8) All nominees for membership and members of Standing Committee of (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 (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: (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 (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. (15) Members of the Standing Committee of (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: (18) In the event of a vacancy, and on the recommendation of the Committee, the Chair may co-opt a member of (19) The Standing Committee has the following functions: (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. (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. (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. (23) A quorum is a majority of the total appointed members of the Standing Committee. (24) A resolution of the Standing Committee of (25) The procedures for receiving and advising the Chair of Convocation on agenda items for (26) Minutes of the meetings of the Standing Committee will be circulated to members as soon as possible after the meeting. (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 (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. (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 (31) Words and phrases used in this document have the following meanings, unless the context requires otherwise: (32) Section 14(1) of the University of New England Act 1993 (NSW) provides that the members of (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):Terms of Reference (Council approved) - Standing Committee of Convocation
Section 1 - Overview and Objectives
Section 2 - Standing Committee of Convocation Membership
Membership
Membership eligibility and Chair
Gender representation and diversity objectives
Elections
Term of Office
Section 3 - Standing Committee of Convocation Functions
Functions
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Section 4 - Conduct of Standing Committee Business
Meetings
Use of Technology
Resolutions
Quorum
Procedures for advising
Circulation of minutes
Secretary
Authority and Compliance
Section 5 - Definitions and interpretation
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