Standing Orders for Faculty Boards

5.1 In exceptional circumstances, items of business of a faculty board can be dealt with between formal meetings, usually for matters of particular urgency or when a scheduled meeting is cancelled, for example, due to a lack of quorum. Subject to the Chair's approval and the limitations outlined in clause 5.1(iii), decisions can be made between meetings either by circulating a flying minute, in accordance with clause 5.1(i), or by executive action on behalf of faculty board, in accordance with clause 5.1(ii).

(i) Flying minute

    (a) Subject to limitations outlined in clause 5.1(iii), the Chair of faculty board may pass a resolution on behalf of faculty board, outside of a formal meeting, by circulating a flying minute to all members of faculty board, outlining the proposed action and providing full information to members at least seven calendar days before the proposed action which the resolution authorises, unless one-third of the number of members or more indicate in writing before the expiration of the seven calendar days that the decision should be made by the faculty board at a meeting.

    (b) The flying minute shall include a clear and accurate statement of material facts and reasoning for the proposed action, and the urgent need to circulate the flying minute, with the advice that the Chair will take the action after the expiration of the seven calendar days, unless one-third of the number of members or more indicate in writing (including electronic means) before the expiration of the seven calendar days that the decision should be made by the faculty board at a meeting.

    (c) Upon expiration of seven calendar days, the Chair and members of faculty board are to be informed about the outcome of the flying minute. Subsequently, the Chair can take the action detailed in flying minute, unless one-third of the number of members or more indicate in writing before the expiration of the seven calendar days that the decision should be made by the faculty board at a meeting.

    (d) Details of action taken by Chair under this provision must be reported at the next faculty board meeting and included in the minutes of the meeting.

    (e) The faculty manager shall maintain all relevant records on a registered file/TRIM.

(ii) Executive action on behalf of the faculty board

    (a) Subject to limitations outlined in clause 5.1(iii), the Chair is authorised to take executive action on behalf of the faculty board (in consultation with, and with the endorsement of the faculty manager), where exceptional circumstances require faculty board business to be conducted urgently and between meetings.

    (b) Notice of the action the Chair proposes to take should be given to members of the faculty board, at least seven calendar days before the proposed action. If this requirement is not met, a record of rationale for extenuating circumstance must be maintained and reported at the next faculty board meeting; and included in the minutes of the meeting.

    (c) Details of action taken by the Chair under this provision must be reported at the next faculty board meeting and included in the minutes of the meeting.

    (d) The faculty manager shall maintain a register of executive action recording all actions taken under this provision; and relevant records on a registered file/TRIM.

(iii) Limitations

    (a) For endorsement of award course accreditation material to be submitted to the Courses Accreditation Committee, a full faculty board decision must be made either at a faculty board meeting, or if timing renders an urgent decision be made, via a special meeting (clause 4.5) or by utilising the method outlined in clause 5.1(i).

    (b) For endorsement of course plans to be submitted to the Courses Planning Committee, where timing renders an urgent decision be made, this can be achieved by utilising methods outlined in either clause 5.1(i) or in clause 5.1(ii).

6. Elections and filling of remaining vacancies

6.1 The elections for all elected members of a faculty board (except Deputy Chair, see clause 3.3) will be conducted in accordance with UTS General Rules G3 Part 2.

6.2 For the election of a Deputy Chair:

    (i) the Dean or appointed Chair (or delegate) shall be the Returning Officer

    (ii) only members of the faculty board present at the meeting are eligible to vote

    (iii) notification of a possible election shall be by its inclusion as an item on the agenda for that meeting

    (iv) nominations shall be called for twelve working days prior to the meeting and shall close at 5pm, two working days prior to the meeting. Nominations should include the name of the nominator, the nominee and the position for which the person is being nominated. The nominee must have agreed to the nomination prior to its submission. Any nominations received after the deadline stipulated in the call for the nominations, will not be accepted, unless agreed by the majority of the Board

    (v) an election to be held at the meeting shall be deemed necessary when the number of nominations received exceeds the number of positions to be filled

    (vi) all voting shall be first-past-the-post, with each member accorded one vote

    (vii) ballot papers shall be distributed to members at the meeting

    (viii) ballot papers shall be collected at the meeting. The Returning Officer shall determine whether it is feasible to count ballot papers and declare the elections during the meeting. If the Returning Officer determines that this cannot be done, the Chair and the candidates will be informed of the result as soon as possible after the meeting and the Board shall be notified at the subsequent meeting

    (ix) votes will be counted by the Returning Officer, and

    (x) the results of an election held at a meeting shall be published in the minutes of Board.

6.3 Where a remaining vacancy occurs in the office of an elected member of a faculty board the vacancy may be filled by resolution of the faculty board and in accordance with procedures for the filling of casual vacancies as set out in clause 7.

6.4 A person selected to fill a remaining vacancy shall be appointed for the period stated in the notice of election for that office, and is, unless disqualified, eligible for election to that office at the expiry of the term of office for which he or she was appointed.

7. Extended leave and casual vacancies

7.1 A casual vacancy in the office of an elected member of the faculty board occurs if the member:

    (i) ceases to be qualified for election, or

    (ii) resigns from office by notifying the faculty manager (or nominee) in writing, or

    (iii) is on extended leave that would result in missing two or more scheduled faculty board meetings (for example, leave under the Professional Experience Program; see Professional Experience Program Policy section 4.17), or

    (iv) is formally acting in a position which carries ex officio membership of the faculty board for a period exceeding 12 months, or

    (v) is absent from two consecutive ordinary meetings of the faculty board unless the absence is excused by the faculty board. An absence cannot be excused retrospectively.

7.2 Where a casual vacancy of an elected member of a faculty board occurs as per clause 7.1, the vacancy may be filled as follows:

    (i) the Chair of Faculty Board may, as soon as practicable after the vacancy occurs, with the consent of the next eligible runner-up in the most recent election for that office, appoint that runner-up to hold that office for the remainder of the term of office. In the event that the runner-up does not consent to fill the vacancy or the candidates in the election are exhausted, the position is filled by resolution of faculty board for the remainder of the term of office; as set out below

        (a) in the case of academic staff, undergraduate and postgraduate students of the faculty, on the recommendation of the relevant Responsible Academic Officer, or

        (b) in the case of professional staff of the faculty, on the recommendation of the Dean

    (ii) a person selected to fill a casual vacancy shall be appointed for the remainder of the term of office, and is, if otherwise qualified, eligible for election to that office at the expiry of the term of office for which he or she was appointed.

7.3 A casual vacancy in the office of an appointed, co-opted or nominated member of the faculty board occurs if the member:

    (i) resigns from office by notifying the faculty manager (or nominee) in writing, or

    (ii) is on extended leave.

7.4 Where a casual vacancy of an appointed, co-opted or nominated member of the faculty board occurs as per clause 7.3, an appropriate alternative should be nominated by the original nominating authority and appointed by the Chair to fill the vacancy.