(1) An important part of the constitution of the University of Newcastle is its Convocation, which is recognised in sections 4 and 14 of the University of Newcastle Act 1989 (NSW). (2) The Alumni Advisory Committee is the standing committee of Convocation established by the University’s Council under section 14 of the University of Newcastle Act 1989 (NSW). (3) The intent of this Rule is to provide the framework in which Convocation can positively engage with the University, including through an executive committee constituted by the Alumni Advisory Committee. (4) The President will prepare an agenda of the business of every meeting of Convocation, including the Annual General Meeting. (5) The agenda will be made available on, or on a page that is linked to, the University home page on the internet, not less than 7 days before the meeting of Convocation. (6) The President will place on the agenda all notices of motion received not less than 10 days before the meeting of Convocation. (7) The order of business of each meeting of Convocation (other than the Annual General Meeting) will be as follows: (8) Any member of Convocation may propose a notice of motion for discussion and resolution by Convocation. (9) Every notice of motion must be in writing and signed by the member giving it. (10) A motion may be amended or withdrawn by the mover with the leave of Convocation. (11) Any motion not seconded will not be further discussed. (12) When a motion has been made and seconded it will be reduced to writing and the question will be proposed to Convocation by the Chair. (13) Any member who may have a personal or commercial interest in the outcome of the motion will state that interest and will not speak nor vote for that resolution. (14) The Chair will determine the scope and duration of any discussion or debate of a motion before calling for a vote. (15) A motion will be resolved in the affirmative or the negative by a simple majority, by a show of hands. (16) The Chair will determine whether the vote has been resolved in the affirmative or the negative. (17) In case of an equality of votes, the Chair will give the casting vote and any reasons stated by the Chair will be entered in the minutes. (18) The election of members of Convocation to the Alumni Advisory Committee, and for the President and Deputy President, will take place at each Annual General Meeting where a term of office has expired or there is a vacancy. (19) Nominations for election to the Alumni Advisory Committee will be called in the notice of the Annual General Meeting and will be accepted up to 7 days before the Annual General Meeting. (20) Each nomination must be signed by two members of Convocation and be endorsed with or accompanied by the written consent of the candidate. (21) Each candidate should provide at the time of his or her nomination a statement containing the following information: (22) Nominations for the positions of President or Deputy President will: (23) A separate ballot will be held for: (24) The procedure for conducting a ballot for elected members of the Alumni Advisory Committee is as follows: (25) The procedure for conducting a ballot for the positions of President or Deputy President of the Alumni Advisory Committee is as follows: (26) There is an Alumni Advisory Committee comprising of: (27) The Alumni Advisory Committee will manage the affairs and perform such duties of Convocation so as to: (28) At all times when Convocation is not meeting, the Alumni Advisory Committee has all the powers of Convocation. (29) The Alumni Advisory Committee has authority to raise funds and to expend such funds in the interests of Convocation and the University in the form of supporting the University’s philanthropic program, functions, or meetings. (30) The Alumni Advisory Committee may invite any member or officer of the University to attend any meeting of the Alumni Advisory Committee, or to serve as a member of sub-committee appointed by it. (31) The Alumni Advisory Committee is at all times subject to the direction of the Council. (32) Members of the Alumni Advisory Committee will not be held personally liable for any acts performed in good faith or within the authority of the Alumni Advisory Committee. (33) Members of Convocation elected to the Alumni Advisory Committee hold office for a period of 2 years. (34) An elected member of the Alumni Advisory Committee may resign from office by notice in writing to the Alumni Officer. Such resignation takes effect from the time the notice is received by the Alumni Officer. (35) The Alumni Advisory Committee may resolve that any elected member who is absent without leave from three consecutive meetings of the Alumni Advisory Committee will be deemed to have resigned from the Committee. (36) Any casual vacancy arising in the Alumni Advisory Committee may be filled by the Alumni Advisory Committee appointing a member of Convocation. The person appointed will be subject to:- (37) The President is responsible for ensuring that the Alumni Advisory Committee fulfils its responsibilities to Convocation and for the success of the Alumni Advisory Committee. The President will:- (38) The President will hold office for a term of two years. (39) The office of President will be deemed to be vacant if: (40) The President may resign from office by notice in writing to the Alumni Officer. Such resignation takes effect from the time the notice is received by the Alumni Officer. (41) In the event of a casual vacancy in the office of President, the Deputy President will become Acting President until the next Annual General Meeting when an election for the position of President will be held. (42) In the event that the former President’s term has not been completed at the date of the Annual General Meeting, the person elected as President will serve for the remainder of the President’s term. (43) A retiring President is eligible for re-election unless he or she has already held office for three consecutive terms. (44) The Deputy President is responsible for assisting the President fulfil his or her responsibilities to Convocation and the Alumni Advisory Committee. The Deputy President will:- (45) The Deputy President will hold office for a term of two years. (46) The office of Deputy President will be deemed to be vacant if:- (47) The Deputy President may resign from office by notice in writing to the Alumni Officer. Such resignation takes effect from the time the notice is received by the Alumni Officer. (48) In the event of a casual vacancy in the office of Deputy President, the Alumni Advisory Committee at its next meeting will appoint a member of the Committee to this position until the next Annual General Meeting when an election for the position of Deputy President will be held. (49) A retiring Deputy President is eligible for re-election unless he or she has already held office for three consecutive terms. (50) The Alumni Advisory Committee may appoint a treasurer and any other office bearer(s) of the Alumni Advisory Committee as it considers appropriate. (51) The Vice-Chancellor will appoint a member of staff of the University to serve as Alumni Officer. (52) The principal duties of the Alumni Officer are to:- (53) The Alumni Advisory Committee may arrange such working groups as it considers appropriate. (54) Appointees to working groups do not need to be members of the Alumni Advisory Committee. (55) At the discretion of the President, the business of the Alumni Advisory Committee may be transacted by circular and a resolution in writing signed by a simple majority of the members of the Alumni Advisory Committee. (56) A resolution in accordance with Clause 55 will be as valid and effectual as if it had been passed at a meeting of the Alumni Advisory Committee. (57) The President will prepare and present a report to Convocation on the Alumni Advisory Committee's activities, decisions and recommendations at each Annual General Meeting. (58) The President will prepare and present an annual report of the activities of the Alumni Advisory Committee and Convocation to Council. (59) The Alumni Advisory Committee will meet at least 3 times a year to administer the affairs of Convocation. (60) The President will provide the University Secretary with a calendar of the meetings to be held each year by the Alumni Advisory Committee by 30 September the previous year, so that the calendar of meetings can be reported to the Council. (61) The President will provide each member of the Alumni Advisory Committee and the University Secretary with at least 21 days’ written notice of the time and place of the meeting. (62) The quorum of any meeting of the Alumni Advisory Committee is 7 members. (63) If within 45 minutes from the time appointed for a meeting a quorum is not present, the Chair has the discretion whether the meeting be dissolved or adjourned to such date, time and place as the Chair may determine. (64) The President will preside at meetings of the Alumni Advisory Committee. (65) If the President is absent or is unable to preside at a meeting, the Deputy President will preside. (66) If neither the President nor the Deputy President is absent or is unable to preside at a meeting, the members present will elect one of their number to preside. (67) The person who presides at a meeting in accordance with this clause is the Chair of that meeting of the Alumni Advisory Committee. (68) The President will prepare an agenda of the business of every meeting of the Alumni Advisory Committee. (69) The agenda will be made available to members of the Alumni Advisory Committee not less than 7 days before the meeting of the Alumni Advisory Committee. (70) The President will place on the agenda all notices of motion received not less than 10 days before the meeting of the Alumni Advisory Committee. (71) The order of business of each meeting of the Alumni Advisory Committee will be determined by the President, but should at least include: (72) Any member of the Alumni Advisory Committee may propose a notice of motion for discussion and resolution by the Alumni Advisory Committee. (73) Every notice of motion must be in writing and signed by the member giving it. (74) A motion may be amended or withdrawn by the mover with the leave of the Chair. (75) Any motion not seconded will not be further discussed. (76) When a motion has been made and seconded it will be reduced to writing and the question will be proposed to the Alumni Advisory Committee by the Chair. (77) Any member who may have a personal or commercial interest in the outcome of the motion will state that interest and will not speak nor vote for that resolution. (78) The Chair will determine the scope and duration of any discussion or debate of a motion before calling for a vote. (79) A motion will be resolved in the affirmative or the negative by a simple majority, by a show of hands. (80) The Chair will determine whether the vote has been resolved in the affirmative or the negative. (81) In case of an equality of votes, the Chair will give the casting vote and any reasons stated by the Chair will be entered in the minutes. (82) Subject to Clause 77, every member of the Alumni Advisory Committee is entitled to one vote. (83) All resolutions or motions which may be put to vote at a meeting of the Alumni Advisory Committee will be decided by a majority of votes of the members present at the meeting. (84) Members of the Alumni Advisory Committee may attend a meeting in person or by electronic means (such as video or audio conference, telephone call, electronic mail, electronic chat or instant messaging). (85) The Chair, with the consent of the majority of those members present, may adjourn the meeting of the Alumni Advisory Committee from time to time. The consideration of any business not transacted shall be adjourned to the next meeting. (86) All members of the Council are entitled to attend and to be heard at any meeting of the Alumni Advisory Committee. (87) These Rules are made pursuant to clause 20 of the By-law. (88) Amendments to these Rules may be made by the Council. (89) Proposals for amendments to these Rules may be initiated by: (90) In the context of this document: (91) Annexure 1 – Form of Notice of Meeting of Convocation (92) Annexure 2 – Form of Notice of Annual General Meeting of Convocation Rules Governing Convocation and the Alumni Advisory Committee (as the Standing Committee of Convocation)
Section 1 - Introduction
Section 2 - Rule Intent
Section 3 - Convocation
Agenda
Order of business
Notices of Motion
Election of the Alumni Advisory Committee
Top of PageSection 4 - The Alumni Advisory Committee
Establishment
Functions
Powers
Liability
Term of office
President
Deputy President
Office bearers
Alumni Officer
Working groups
Transaction of business
Reports to Convocation and to Council
Section 5 - Meetings of the Alumni Advisory Committee
Frequency
Notice of meeting
Quorum
Chair
Agenda
Order of business
Notices of Motion
Voting
Adjournment
Attendance by Council members
Section 6 - Amendments to Rules
Top of PageSection 7 - Relevant Definitions
Top of Page
Section 8 - Annexures
View Current
This is not a current document. It has been repealed and is no longer in force.