Rules Governing the Operation of the Alumni Advisory Committee

Document Number	000991
Date Approved	3 March 2006
Date Last Amended	12 October 2012

     1.  Application

(1)      These rules shall apply to the Alumni Advisory Committee, which has been established by the Council of the University of Newcastle under:

(a)   section 14(6) of the University of Newcastle Act, 1989 (the Act); and

(b)   the University of Newcastle By-law 2005 (the By-law).

    2.  Definitions

In these rules unless the context or subject-matter otherwise indicates or requires:

Alumni has the same meaning as Convocation, and includes a person who has received:

(a)       an award on completion at the Hunter Institute of Higher Education(or any of its predecessors) or an advanced education course, and

(b)       a Teacher’s Certificate after the successful completion of the academic requirements of any predecessor of the Hunter Institute of Higher Education, and

(c)       any award or certificate that, in the opinion of the Council, is equivalent to an award or certificate that has been received as a result of enrolment at the National Art School in Newcastle or the Newcastle Branch of the New South Wales Conservatorium of Music.

Convocation means the Convocation of the University as defined in Section 14 (1) of the University of Newcastle Act 1989 and Part 5 Division 1 of the University of Newcastle By-law 2005;

Alumni Officer means the member of the administrative staff of the University appointed by the Vice-Chancellor to serve as Alumni Officer;

Council means the Council of the University;

Vice-President means the person elected to be Vice-President of Alumni;

Alumni Advisory Committee means the Standing Committee of Convocation established under section 14(6) of the Act and also the Management Committee for the purposes of the By-law;

President means the person elected to be President of Alumni and having the functions and duties of the Warden of Convocation as set out in Part 5 of the By-law;

Returning Officer means the Alumni Officer;

Treasurer means the person appointed to be Treasurer by the Alumni Advisory Committee;

University means the University of Newcastle.

3. Membership of the Alumni Advisory Committee

There shall be an Alumni Advisory Committee comprising:

(1)      the following ex-officio:

(a)       the immediate past President;

(b)       the immediate past Vice-President; and

(c)       one of the external graduate members of Council.

(2)      the following elected from the membership of Alumni by those members present at the Annual General Meeting (AGM):

(a)       a President,

(b)       a Vice-President, and

(c)       no less than twelve and no more than eighteen members elected from the membership of Alumni.

      4.  Powers

Subject to policies and directives of any meeting of Alumni, the executive power of Alumni shall be vested in the Alumni Advisory Committee.

      5.  Election of Members

(1)      The election of members will take place at the AGM which will be held in accordance with the provisions of clauses 40 and 41 of the By-law.

(2)      The elected members of the Alumni Advisory Committee shall be elected in accordance with the provisions of this rule:

(a)       Nominations for election to the Alumni Advisory Committee shall be called in the notice of the AGM of Alumni and shall be accepted up to 5.00 pm on the business day prior to the AGM.

(b)       Each nomination shall be signed by two members of Alumni and shall be endorsed with or accompanied by the written consent of the candidate.

(c)       Nominations for the positions of President or Vice-President shall:

(i)        be noted as such on the nomination paper;

(ii)       be deemed to also be a nomination to become an elected member;

(d)      The procedure for conducting a ballot for the positions of President or Vice-President, of the Alumni Advisory Committee shall be as follows:

(i)        a ballot paper shall be prepared including the names of duly nominated candidates and the position for which they are nominating;

(ii)       voters shall be instructed to insert a cross alongside the name of their preferred candidate;

(iii)      the Returning Officer shall after rejecting those ballot papers that fail to comply with the requirements count the valid votes recorded;

(iv)      the candidate who polls the highest number of votes shall be declared elected to the position for which they have nominated; and

(v)      in the event of an equality of votes and the necessity of excluding one or more of the candidates, the matter shall be resolved by the Returning Officer by lot, in the manner prescribed in clause 27 of the By-law.

(e)      The procedure for conducting a ballot for elected members, of the Alumni Advisory Committee shall be as follows:

(i)        ballot papers shall be prepared including the names of duly nominated candidates in order determined by lot;

(ii)       voters shall be instructed to indicate chosen candidates by inserting a cross alongside the name of each such candidate to the number of vacancies to be filled;

(iii)      the Returning Officer shall after rejecting those ballot papers that fail to comply with the requirements count the valid votes recorded;

(iv)     the candidate who polls the highest number of votes shall be declared elected, the candidate who polls the next highest number of votes shall also be declared elected, and the process continued until the number of vacancies has been filled; and

(v)       in the event of an equality of votes and the necessity of excluding one or more of the candidates, the matter shall be resolved by the Returning Officer by lot, in the manner prescribed in clause 27 of the By-law.

      6. Term of Office for Committee Members

(1)      Members elected at an AGM shall hold office until the AGM in the second year following their election.

(2)      The Alumni Advisory Committee may resolve that any elected member of the Alumni Advisory Committee who is absent without leave from three consecutive meetings of the Alumni Advisory Committee shall be deemed to have resigned from the Committee.

(3)      Any casual vacancy in the Alumni Advisory Committee may be filled at the discretion of the Committee by co-option from the membership of Alumni by optional preferential election by members present at a meeting of the Committee.  Notice of intention to hold an election shall be given in the notice paper for the meeting. The person co-opted shall hold office for the remainder of the term of office of the former member.

(4)      The Council shall annually appoint one of its external graduate members to the Alumni Advisory Committee for a term of one year.

      7.  Office Bearers

(1)      At the AGM, the members of Alumni shall elect:

(a)       the President; and

(b)      the Vice-President.

in accordance with election procedures set out in section 5(2) of these rules.

(2)      The Alumni Advisory Committee may appoint:

(a)       a Treasurer; and

(b)       any other office bearer(s) it may deem appropriate.

(3)      Subject to 8(5), 8(6) and 9(4), if any office is vacant for any reason, the Alumni Advisory Committee may appoint a replacement office bearer from the Alumni Advisory Committee who will serve until the next AGM, or in the case the of a President or Vice-President until the next AGM at which that particular office bearer was to be re-elected.

      8.  President of Alumni

(1)      The President shall be elected in accordance with election procedures set out in section 5(2) of these rules.

(2)      The President shall hold office for a term of two years.

(3)      The office of President shall be deemed to be vacant if:

(a)       the President dies;

(b)       the President resigns from office by notice in writing addressed to the University Secretary and the Alumni Advisory Committee;

(c)       the President is absent without leave from three consecutive meetings of the Alumni Advisory Committee;

(d)       the Council acting on the recommendation of the Alumni Advisory Committee supported by at least two-thirds of the members of the Alumni Advisory Committee so resolves.

(4)      In the event of a casual vacancy in the office of President, the Vice-President shall become Acting President until the next AGM of Alumni when an election for the position of President shall be held.

(5)      In the event that the former President’s term has not been completed at the date of the AGM, the person elected as President shall serve for the remainder of the President’s term.

(6)      The offices of the President and Vice-President shall be filled by election in alternate years.

      9.  Vice-President of Alumni

(1)      The Vice-President shall be elected in with election procedures set out in section 5(2) of these rules.

(2)      The Vice-President shall hold office for a term of two years.

(3)      The office of Vice-President shall be deemed to be vacant if:

(a)       the Vice-President dies;

(b)     the Vice-President resigns from office by notice in writing addressed to the University Secretary and the Alumni Advisory Committee;

(c)     the Vice-President is absent without leave from three consecutive meetings of the Alumni Advisory Committee.

(4)      In the event of a casual vacancy in the office of Vice-President, the Alumni Advisory Committee at its next meeting shall appoint a member of the Committee to this position. Notice of intention to hold an election shall be given in the notice paper for the meeting. The person co-opted shall hold office for the remainder of the term of office of the former member.

      10. Sub-committees

The Alumni Advisory Committee may appoint such sub-committees as it deems necessary.

Appointees to sub-committees do not need to be members of the Alumni Advisory Committee. Such sub-committees shall report to the Alumni Advisory Committee.

      11.  Meetings of the Alumni Advisory Committee

(1)      The Alumni Advisory Committee shall meet as frequently as is necessary to administer the affairs of Alumni.

(2)      At least 21 days notice of a meeting of the Alumni Advisory Committee shall be given in writing.

(3)       (a)   The quorum of any meeting of the Alumni Advisory Committee shall be 15  members; and

           (b)   if within 30 minutes of the time appointed for the meeting a quorum is not present the meeting shall lapse and the business set down for the meeting shall be undertaken by the Office Bearers of the Alumni Advisory Committee.

      12.  Presiding Officer

(1)      The President shall preside at all meetings of the Alumni Advisory Committee.

(2)      Should the President be absent or be unable to act, the Vice-President shall preside.

(3)      Should neither the President nor the Vice-President be present or able to act, the members present shall elect one of their number to preside.

      13.  Alumni Officer

(1)      The Vice-Chancellor of the University shall appoint a member of the administrative staff of the University to serve as Alumni Officer.

(2)      The principal duties of the Alumni Officer shall be to:

(a)       serve as secretary of the Alumni Advisory Committee;

(b)       prepare and dispatch notices of meetings and agendas as required by the President or under the President’s authority;

(c)       prepare minutes of the Alumni Advisory Committee; and

(d)       attend to correspondence;

(e)       assist in the maintenance of financial records for the Alumni Advisory Committee;

(f)        assist in the administration of the affairs of Alumni as required by the Alumni Advisory Committee;

(g)       serve as Returning Officer for the purpose of elections held in accordance with section 5(2) of these rules, and

(h)       ensure that the database of Alumni is maintained.

      14.  Financial Matters

(1)      The Alumni Advisory Committee shall have authority to raise funds and to expend such funds in the interests of Alumni and the University in accordance with financial procedures of the University.

(2)      The Alumni Advisory Committee shall arrange for appropriate audit review of the accounts of Alumni annually with outcomes to be reported at the AGM.

      15.  Contributory Membership

(1)      The Alumni Advisory Committee may establish and administer a scheme of contributory membership under which members of Alumni may be invited to subscribe an annual fee.

(2)      All fees received under such a scheme shall be administered by the Alumni Advisory Committee in furthering the interests and welfare of the University.

      16.  Amendments to Rules Governing the Operation of the Alumni Advisory Committee

(1)      Amendments to these rules may be made only by resolution of the Council.

(2)      Proposals for such amendments may be initiated by a general meeting of Alumni, by the Alumni Advisory Committee, by the University Secretary or by Council.

(3)      Before any such proposal initiated by Council is determined, the advice of the Alumni Advisory Committee shall be sought and considered.

Approval Authority	Council
Date Approved	3 March 2006
Date Last Amended	12 October 2012
Policy Sponsor	University Secretary
Policy Owner	Vice-Chancellor
Policy Contact	Deputy Academic Registrar, Governance and Academic Administration
Amendment History	1 January 2013 - Further amendments made to Clauses 3(1)(c), 6(4) and replaced Clause 13 to align with the new composition of Council as approved 12 October 2012. Council Resolution (C12:188) on 12 October 2012 approved the creation of a new rule - “Rules Governing the Operation of the Alumni Advisory Committee 000991” replacing the previous “Rules Governing the Operation of the Executive Committee of Convocation 000310” to align with the new composition of Council. The changes provide greater clarity regarding the terms Convocation and Alumni; further information on election processes and clarity around the role of sub-committees. Further amendments to Clauses 3(1)(c), 6(4) and 13, to align with the new composition of Council, will take effect from 1 January 2013 Amendments to Clause 5(2)(a) re timing for nominations; addition of Clause 6(6)(4); insertion of Clause 13 and renumbering of subsequent Clauses. Approved by Council 2 December 2011. Rules Governing the Operation of the Standing Committee of Convocation Rules Governing the Operation of the Executive Committee of Convocation Approved: 3 March 2006 – The Convocation Constitution which was approved by an Interim Council in 1990 was revoked and replaced by the “Rules Governing the Operation of the Executive Committee of Convocation 000310”. Rule Amended: 12 October 1990, 13 December 1991 - Rules Governing the Operation of the Standing Committee of Convocation Rule Approved by Council: 8 June 1990.

Policy Library

Rules Governing the Operation of the Alumni Advisory Committee

1. Application

2. Definitions

3. Membership of the Alumni Advisory Committee

4. Powers

5. Election of Members

6. Term of Office for Committee Members

7. Office Bearers

8. President of Alumni

9. Vice-President of Alumni

10. Sub-committees

11. Meetings of the Alumni Advisory Committee

12. Presiding Officer

13. Alumni Officer

14. Financial Matters

15. Contributory Membership

16. Amendments to Rules Governing the Operation of the Alumni Advisory Committee