(1) The Academic Board and its Committees will conduct their meetings and other business in accordance with these Standing Orders and the customary practice of the Academic Board, subject to the University By-laws and University Council resolutions.
(2) Customary practice refers to the process by which the Board's business is conducted through a presiding member (normally the person referred to as the Chair) and proceeds on the basis of resolution. In the conduct of meetings of the Academic Board and its Committees, all reasonable discretion is allowed to the presiding member.
(3) These Standing Orders apply to Academic Board and all its subcommittees. School/College Boards are also governed by the Standing Orders of the Southern Cross University School-College Board.
(4) The positions of Chair, Deputy Chair (Research) and Deputy Chair (Teaching and Learning) will be filled as per the Terms of Reference - Academic Board Rules.
(5) Elections for these positions, where required, will occur as follows:
(6) The term of office of the Chair will be the lesser of:
(7) The term of office of the Deputy Chair will be three years commencing upon election.
(8) A Chair and Deputy Chair will hold office for no more than two consecutive terms.
(9) In the event that the Chair is elected from one of the academic members representing a School/College, the constituency concerned will be entitled to nominate an additional member to the Academic Board.
(10) In the event that no nominations for the Deputy Chairs are received by closing date, the Chair may extend the nomination period up to and including the next meeting of Academic Board.
(11) In the election of Chair and Deputy-Chair positions for the Academic Board, at least one of the persons elected will be of the other gender except in the event that there are insufficient female or male nominations.
(12) Upon request, Schools/Colleges will provide the Council Secretary with the name of their elected representative(s) on Academic Board (as per the Terms of Reference - Academic Board Rule);
(13) The term of office of an academic staff member on the Academic Board will be two years, commencing from the first meeting of the Academic Board following confirmation of membership.
(14) Students will be elected from the entire student body.
(15) The term of office of student representatives will be one year, commencing from the first meeting of the Academic Board following confirmation of membership.
(16) In order to fulfil its responsibilities, the Academic Board may establish committees to perform functions delegated to them by the Academic Board.
(17) All elected academic staff members of these committees will serve for a period of two years following election, or as otherwise determined by these Standing Orders. All student members will serve for a period of one year following election.
(18) The Academic Board Executive Committee will:
(19) The membership of Academic Board Executive Committee is:
(20) The Committee will meet at such times when requested to consider matters referred to it by the Vice Chancellor, the Academic Board or by the Chair of Academic Board.
(21) The Accreditation Committee advises the Academic Board on matters relating to unit and course approvals and course accreditation. The Committee will:
(22) The membership of Accreditation Committee is:
(23) Upon request Schools/Colleges will provide the Council Secretary with the name of the Chair of the School/College Board and the Deputy Chair of the School/College Board, who will be the alternate member if the Chair of the School/College Board is unavailable.
(24) The Academic Standards and Quality Committee is the principal advisory committee of the Academic Board on issues of standards and quality associated with teaching and learning at the University. The Committee will:
(25) The membership of Academic Standards and Quality Committee is:
(26) The Research Committee is the principal advisory committee of the Academic Board on issues of research across the University. On behalf of the Academic Board, the Research Committee will:
(27) The membership of Research Committee is:
(28) The Higher Degrees Research Committee is a committee of the Academic Board responsible for Higher Degree Research training across the University. On behalf of the Academic Board, the Committee will:
(29) The membership of Higher Degrees Research Committee is:
(30) The Committees of Examiners are sub-committees of School/College Boards which meet and are authorised to ensure that:
(31) The Committee of Examiners will:
(32) The membership of Committees of Examiners is:
(33) The Committees of Examiners meet at the end of each Study Period, and may meet more often at the discretion of the Chair.
(34) The Academic Board Appeals Committee is a Committee of Academic Board that assists in assuring quality and integrity in academic outcomes for students by considering potential irregularities in academic assessment and progression processes.
(35) The Academic Board Appeals Committee will:
(36) The membership of Academic Board Appeals Committee is:
(37) In accordance with rules of procedural fairness, persons who have participated in the prior assessment of an appellant's case are not permitted to be members of Appeals Committee.
(38) Each School/College will have a School/College Board and it shall follow the Standing Orders of the Southern Cross University School-College Board.
(39) The School/College Boards and/or their sub-committees shall:
(40) Each School/College Board may establish sub-committees and delegate powers given under these rules to sub-committees or nominated officers.
(41) The composition of each School/College Board will be determined by the Standing Orders of the Southern Cross University School-College Board.
(42) A School/College Board may co-opt such other persons to its membership as it determines from time to time.
(43) The Chair and Deputy Chair of a School/College Board will be elected by the full time and fractional (50% and above) academic staff of the School/College for a two year term.
(44) The Chair shall be the School/College representative on Accreditation Committee, and the Deputy Chair shall be the alternate member.
(45) Nominations will be called by email and/or other appropriate publication from the student body to fill the student position(s) available on the relevant sub-committee of the Academic Board.
(46) If necessary, an election will be conducted by secret ballot, using an optional preferential voting system.
(47) If from any cause, other than the expiry of the term of appointment, a vacancy occurs, that vacancy will be a casual vacancy.
(48) A casual vacancy, except in the case of the Chair of Academic Board, will be filled by a person elected or appointed from the constituency in which the vacancy occurred.
(49) A person appointed to fill a casual vacancy, including the Chair of Academic Board, will hold office for the remainder of the term of office of the person's predecessor.
(50) If the casual vacancy is for the position of the Chair of Academic Board, one of the Deputy Chairs may be appointed to that position by the members of Academic Board for a period normally not exceeding six (6) months.
(51) The Secretary of Academic Board will call for nominations for a casual vacancy as soon as possible after the vacancy arises.
(52) Where membership of the Board or Committee is by ex-officio position then any person appointed in writing to act in that position for a period which attracts a higher duties allowance, will hold membership of the Board or Committee for the period so appointed.
(53) No nominee of the Academic Board or any of its Committees may further delegate a nominee to the position they hold.
(54) Other than the Chair of the Academic Board, no academic staff member elected to a position on the Academic Board or any of its Committees may be represented by a nominee.
(55) The term of office of any nominee on the Academic Board or its Committees will expire at the same time as the term of office of the member being represented by the nominee.
(56) The Chair of the Academic Board or a Committee will convene the ordinary meetings.
(57) The Chair may convene a special meeting when the Chair considers it necessary in the interests of the University that the Academic Board or a Committee should meet.
(58) The Chair of the Academic Board or of the relevant Committee will convene a special meeting upon the written request of no less than 25 per cent of members of the Academic Board or the relevant Committee stating the business that they wish to address at such a meeting.
(59) The Vice Chancellor may summon a special meeting of the Academic Board or a Committee for the purpose of considering any business to be submitted by the Vice-Chancellor.
(60) Academic Board and its Committees will develop a meeting schedule on an annual basis, with a frequency sufficient to meet its respective Terms of Reference.
(61) Notwithstanding Section 8 - , if the Chair is of the opinion that there is not sufficient business to justify a meeting of the Academic Board or of a Sub-Committee, the Chair may cancel the meeting.
(62) A notice of meeting of the Academic Board or Committee will be circulated by the Secretary to each member at least four business days prior to the date of that meeting. The notice will include a copy of the business papers, a copy of the previous regular meeting's minutes and, where applicable, minutes of any special meetings held since the last regular meeting of Academic Board or the Committee,
(63) In exceptional circumstances, the Chair may allow additional business to be circulated. Materials may only be tabled at the discretion of the Chair.
(64) The Chair of the Academic Board or a Committee, or in that person's absence a Deputy-Chair, will take the chair at all meetings.
(65) If neither the Chair nor a Deputy Chair is present at any meeting, the meeting may elect a member to chair the meeting from those members present.
(66) Where the structure of a Committee does not have a Deputy Chair, the meeting may elect a member to chair the meeting from those members present.
(67) The Chair will have a vote and, in the case of an equality of votes, a second or casting vote.
(68) The Chair may adjourn an ordinary, an adjourned or a special meeting of the Academic Board or a Committee in appropriate circumstances.
(69) The Chair will not adjourn a meeting to prevent a motion or amendment being put, except with the approval of a majority of the members present. This discretion will not limit any other powers of the Chair to adjourn a meeting.
(70) If a meeting of the Academic Board or its Committees is adjourned, the Chair will re‑convene the meeting at a date and time approved by a majority of members present.
(71) The quorum for meetings of the Academic Board and for each of its Committees will be as follows:
(72) Any meeting of the Academic Board or its Committees may be declared inquorate if insufficient members are present to constitute a quorum, 10 minutes after the time set for a meeting.
(73) After the meeting is declared inquorate, the Chair may proceed with the business of the meeting. Any decision or resolution arrived at by Academic Board or one of its Committees will be ratified:
(74) The business of the meeting will be considered in the order determined by the Chair of the meeting.
(75) At the beginning of the meeting, the Chair will invite members to star any un-starred agenda item for discussion.
(76) Agenda items containing resolutions that are un-starred will be approved without further discussion.
(77) If there is unfinished business on the agenda at the time at which a meeting is due to end and those present do not agree that the meeting should be extended, that business is to be deferred to the next meeting of Academic Board or the Committee.
(78) Business that has been deferred to the next meeting of Academic Board or the Committee is to have precedence over other business to be conducted at that meeting unless the Chair determines otherwise.
(79) The Chair has discretion regarding the acceptance of motions, except for the procedural motions covered in clause (86). The Chair's discretionary ruling may be reversed if a majority of the members present support a motion to this effect.
(80) All notices of motion accepted by the Chair will appear on the business paper for the meeting concerned. These motions will be given to the Secretary, in writing.
(81) The introduction of a topic during the discussion of a motion that is ruled by the Chair to be additional to that relating to the motion must be raised in writing to a subsequent meeting.
(82) A point of order accepted by the Chair takes preference over all other discussion.
(83) Amendments will be considered prior to a vote on the substantive motion.
(84) All amendments must be relevant to the original motion and no amendment may directly negate the substantive motion or the original motion.
(85) Circulating resolutions (flying minutes) require approval from two thirds of Academic Board or Committee members, evidenced by the members' signatures, which may include electronic signatures, or email confirmation sent from an authorised email account.
(86) Debate on a motion or amendment will be immediately suspended, even if a person is speaking, if any of the following procedural motions is moved and seconded:
(87) Any such motion except clause (86)e may not be moved or seconded by a person who has already spoken to the motion or to an amendment, and will immediately be put without amendment or debate.
(88) Any of the above motions is carried only if a majority of the members present vote in favour. If clause (86)c above is carried in relation to an original motion, the mover of that motion may reply before the motion is put. If a motion is moved under clause (86)e, debate may continue on matters to which the attention of the person or body should be drawn.
(89) The Chair's decision on procedural motions is binding. No motions of dissent shall be moved.
(90) As soon as debate upon a question is concluded, the Chair will put the question to the Academic Board or the Committee.
(91) All matters considered by the Academic Board or its Committees will be decided by consensus. If consensus cannot be achieved, then that matter is to be resolved by voting on the motion or motions.
(92) A question will be decided on the voices. Alternatively, any member present may request a show of hands, and a secret ballot can be held at the discretion of the Chair or if requested by at least 25 per cent of the members present.
(93) 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 Chair his or her views and request that those views be made known during the course of consideration of the item.
(94) No member may speak to any question after it has been put by the Chair and the show of hands or ballot has been taken.
(95) The Academic Board may refer any matter arising from the business of the Board to a Committee, or may establish a Working Party to consider any such matter.
(96) The Committees of Academic Board may establish a Working Party to consider any matter arising from the business of the Committee. Academic Board will be informed of the formation of such a Working Party.
(97) Should questions which are not dealt with in these Standing Orders arise, either at an ordinary, special or adjourned meeting, the decision of the Chair will be final.
(98) A motion for making, rescinding or amending a Standing Order will not be made except in pursuance of notice conveyed to the Secretary in writing five working days before the meeting. A resolution for any such purpose will require a two-thirds majority of the total membership.
(99) Any Standing Order may be suspended for the time being on a motion made with or without notice, provided that such a motion will have the concurrence of a majority of all the members of the Academic Board or the Committee.
(100) Any staff member or student of the University may, at the discretion and with the prior permission of the Chair, attend meetings of the Academic Board or its Committees, but may not in any event speak or otherwise participate in the meeting without the permission of the Chair. The Chair may limit the number of observers present at any meeting, or require an observer to withdraw in order to preserve confidentiality, or to maintain good order in the meeting.