These Standing Orders set out how the University Academic Assembly conducts its business and discharges its functions as set out in Statute 14 and Ordinance 12.

1. Membership and Chair

1.1 Membership of the Academic Assembly is as defined in Ordinance 11.

1.2 The Chair of the Academic Assembly shall be elected in accordance with Ordinance 11.

1.3 In the event of a tie for the election of the Chair, the result will be determined by the drawing of lots under the direction of the Governance Partner.

1.4 In the absence of the Chair, a Chair shall be elected at the meeting from among the members of the Academic Assembly.

2. Quorum

2.1 The quorum for meetings of the Academic Assembly will be 25 members; the Chair is counted towards the quorum. If the meeting becomes inquorate, discussions may continue, but no decisions can be taken.

2.2 The Chair may invite individuals to attend for specific items where their expertise or responsibilities are relevant to the business of the Assembly. Attendance at all or part of an Academic Assembly meeting for anyone other than members of the Academic Assembly is by invitation only, subject to the approval of the Chair.

3. Meetings

3.1 Academic Assembly will hold at least one ordinary meeting each year, which will include an address by the Vice-Chancellor, in accordance with Ordinance 12.1.

3.2 The Chair may convene additional meetings as required.

3.3 The Chair will convene an extraordinary meeting:

• At the request of the Vice-Chancellor, or

• Upon receipt of a written requisition from not fewer than twenty members, stating the purpose of the meeting in accordance with Ordinance 12.2.

3.4 The Chair has the power to adjourn a meeting temporarily or to another date. Their reasons for doing so must be notified to the Assembly and recorded in the minutes.

3.5 Meetings may be held in person, online, or in a hybrid format. Members participating remotely will be deemed present.

4. Agenda and supporting papers

4.1 The Chair will determine the agenda for each meeting.

4.2 Members may request items for inclusion on the agenda. Such requests should normally be submitted at least 10 working days in advance, together with any supporting papers.

4.3 Agendas and supporting papers will normally be circulated at least 5 working days in advance of the meeting.

4.4 Agendas and papers for an extraordinary meeting will normally be circulated at least 48 hours in advance of the meeting.

4.5 The inclusion of late or tabled papers is at the discretion of the Chair.

5. Order of business

5.1 The order of business will normally be:

a) Declarations of interest

b) Minutes of the previous meeting

c) Matters arising

d) Announcements

e) Matters referred by Senate or Council (if any)

f) Items for discussion

g) Any other business

5.2 The Chair may vary the order of business, or the Assembly may agree to do so.

5.3 Items raised under Any Other Business are normally for brief discussion or notification and may be deferred to a future agenda at the discretion of the Chair.

6. Conduct of meetings

6.1 Academic Assembly is a forum for open discussion. Members may speak on any matter under consideration, subject to the direction of the Chair.

6.2 The Chair will regulate debate to ensure fairness, relevance, and the efficient use of time.

6.3 Members are expected to contribute constructively and respectfully.

6.4 The Chair’s ruling on procedural matters will stand unless overturned by a two-thirds majority of members present and voting.

7. Resolutions and recommendations

7.1 Any member may propose a resolution or recommendation relating to a matter within the remit of the Academic Assembly at a meeting.

7.2 Resolutions and recommendations must be seconded before being considered.

7.3 The Assembly may pass resolutions expressing its opinion or making recommendations to Senate and/or Council in accordance with Statute 14.3 and Ordinance 12.4.

7.4 Where a resolution or recommendation is passed, the Governance Partner will ensure that it is formally reported to Senate and/or Council.

7.5 A resolution or recommendation may be withdrawn by the proposer with the consent of the seconder and members of the Assembly present.

8. Amendments

8.1 Amendments to resolutions and recommendations may be proposed and must be seconded.

8.2 Amendments will be considered before a vote is taken on the substantive motion.

8.3 Only one amendment may be considered at a time.

9. Voting and decision making

9.1 All members present, including those attending remotely, have the right to vote unless precluded by a conflict of interest.

9.2 Voting will normally be by show of hands (or equivalent electronic method) but may be conducted by ballot where considered appropriate by the Chair.

9.3 A resolution is carried by a simple majority of members present and voting.

9.4 In the event of a tie, the Chair will have a casting vote.

9.5 The Governance Partner will act as teller and record the outcome of votes, including votes for and against and any abstentions.

9.6 In exceptional circumstances, where an urgent matter requires a decision between meetings, a decision may be taken by correspondence, provided that:

• all members are consulted;

• a minimum of 25 members respond; and

• a minimum period of seven days is allowed for responses.

9.7 Any decision taken by correspondence will be reported to the next meeting of the Academic Assembly.

10. Minutes

10.1 The Governance Partner is responsible for the recording of the minutes of meetings.

10.2 Minutes will be approved by the Chair before circulation and subsequently approved by Academic Assembly at the next meeting.

10.3 Minutes will record key points of discussion, resolutions, recommendations, and any actions arising.

10.3 The Governance Partner will ensure that resolutions and relevant matters are reported to Senate and/or Council.

10.4 Where a meeting is held virtually, a recording may be made for the purpose of producing an accurate record. At the discretion of the Chair, and for a limited period agreed with the Governance Partner, such recordings may also be made available to members of the Assembly who were unable to attend, in compliance with data protection requirements.

11. Amendments to Standing Orders

11.1 Amendments to Standing Orders can be made by a simple majority of members of the Assembly present and voting.

11.2 Amendments will take effect following the conclusion of the meeting at which they are approved.

11.3 The Standing Orders will be noted by the Academic Assembly at its first meeting of each academic year and should be subject to formal review on a triennial basis.

Version information