Academic Board Regulations
Made by the Monash University Council
Version incorporating amendments as at 12 July 2013
Part I - President and vice-presidents
1.
Election
1.1
1.2
1.3.
2.
The members of the Academic Board must from time to time elect 1.1.1
one of their number to be the president of the Academic Board; and
1.1.2
up to two of their number to be vice-presidents of the Academic Board.
To be eligible for election as president a member must 1.2.1
be nominated by two members of the Academic Board;
1.2.2
be a member of the academic staff; and
1.2.3
hold the rank of professor.
To be eligible for election as vice-president a member must 1.3.1
be nominated by two members of the Academic Board;
1.3.2
be a member of the academic staff; and
1.3.3
hold the rank of associate professor, reader or above.
Powers and duties
2.1
The president is2.1.1
chair of the Academic Board; and
2.1.2
a member ex officio of any committee of the Academic Board.
2.2
A vice-president must assist the president in the execution of his or her powers
and duties, as directed by the president.
2.3
Where 2.3.1
the president is unable to attend a meeting of the Academic Board;
Academic Board Regulations
2.3.2
the president is, for a brief period, unable to fulfil the responsibilities of
the office;or
2.3.3
there is a casual vacancy in the office of president –
the vice-president, or where there are two, the vice-president nominated for the
purpose by the vice-chancellor, will be acting president at any meeting, during the
brief period or until the casual vacancy is duly filled, as the case requires.
3.
4.
Term of office
3.1
Subject to this section, the term of office of president and vice-president is two
years commencing 1 January following election.
3.2
A member who has held office as president or vice-president, other than to fill a
casual vacancy, is eligible for election to that office for no more than one further
term of two years.
3.3
After the expiration of his or her term of office, a president and a vice-president
shall remain a member of the Academic Board until 30 June in the following year.
Casual vacancy
4.1
A casual vacancy in the office of president or vice-president occurs where 4.1.1
the president or vice-president 4.1.1.1
sends a signed statement of resignation to the vice-chancellor;
4.1.1.2
is absent from the university for a period exceeding three
months;
4.1.1.3
ceases to be a member of the staff of the university;
4.1.1.4
dies; or
4.1.2
the term of office is terminated by a formal resolution of the Academic
Board passed by two-thirds of the members present and voting.
4.2
Where a casual vacancy occurs in the office of president or vice-president,
the members of the Academic Board must elect an eligible member to fill
the office for the balance of the term.
4.3
Where a member of the Academic Board, other than an ex officio
member, is elected to the office of president or vice-president, a casual
vacancy occurs in the office of member of the board previously held by
the member.
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Academic Board Regulations
Part II - Term of office of Academic Board members
5.
Term of office
5.1
Subject to subsection 5.2, the term of office of a member of the Academic Board
(other than an ex officio member) is two years commencing 1 July following
election or appointment.
5.2
The term of office of a student member of the Academic Board is one year
commencing January in the year following election.
5.3
A member of the Academic Board is eligible for re-election or appointment
subject to remaining qualified.
6.
Casual Vacancy – elected member
6.1
A casual vacancy in the office of a member of the Academic Board appointed or elected
under subsection 3.3 or 3.4 of Statute 2.2 occurs where a member -
6.2
6.1.1
sends a signed statement of resignation to the president of the board;
6.1.2
is absent from three consecutive ordinary meetings of the board without
special leave granted by the board at or before the last of those three
meetings; or
6.1.3
ceases to hold any qualification required for membership under
subsection 3.3 or 3.4 of Statute 2.2 - or where for any reason a vacancy in
the office of an elected member occurs otherwise than by the expiration
of the member’s term of office.
Where 6.2.1
at an election under subsection 3.4 of Statute 2.2 no member, or an
insufficient number of members, is elected; or
6.2.2
an election under subsection 3.4 of Statute 2.2 should have been but has
not been held - a casual vacancy is deemed to have occurred in each
office of member of the Academic Board not so filled.
6.3
Where a casual vacancy occurs three months or less before the expiration of the
term of office of a member of the Academic Board, it shall not be filled.
6.4
Where a casual vacancy occurs more than three months before the expiration of
the term of office of a member of the Academic Board, it must be filled by an
appropriately qualified person appointed, in the case of –
6.4.1
a member appointed under subsection 3.3 of Statute 2.2, by the faculty;
6.4.2
an academic staff member elected under subsection 3.4.1 of Statute 2.2,
by the relevant faculty board;
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Academic Board Regulations
7.
6.4.3
a director elected under subsection 3.4.2 of Statute 2.2, by the directors
referred to in that paragraph; and
6.4.4
an undergraduate student, by nomination of the presidents of the
University student associations; and
6.4.5
a coursework graduate student or higher degree by research student, by
nomination of the Monash Postgraduates Association.
6.5
Where a member of the Academic Board resigns office and the resignation is to
take effect at a later date, a person may be appointed under subsection 6.4
before that date to fill the vacancy when it arises.
6.6
A member appointed to fill a casual vacancy is entitled to hold office 6.6.1
for the balance of the term of office of the member replaced; or
6.6.2
in the case of a deemed casual vacancy under subsection 6.2, as if duly
elected at the election concerned.
Vacancy on expiration of term of an elected member
A vacancy on the expiration of an elected member's term of office must be filled by an
election held before that expiration.
Part III - Meetings and proceedings
8.
Secretary
The Academic Board may appoint an officer of the university to be secretary to the
board.
9.
Meetings
9.1
An ordinary meeting of the Academic Board must be held at least four times each
year.
9.2
A special meeting of the Academic Board must be held 9.2.1
when so directed by the vice-chancellor; or
9.2.2
on the written request of the chancellor or ten members of the board.
9.3
The secretary must give at least seven days notice of a meeting of the Academic
Board to each member of the board, specifying the time, place and agenda of the
meeting.
9.4
If not less than two-thirds of the members of the Academic Board agree, a
meeting of the Academic Board may be held by a method of communication, or a
combination of methods, approved by the chair for the purposes of that meeting.
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Academic Board Regulations
9.5
10.
A member of the Academic Board who participates in a meeting held as permitted
by subsection 9.4 is present at the meeting even if he or she is not physically
present at the same place as another member participating in the meeting.
Resolutions without Meetings
10.1 If a majority of the members of the Academic Board sign a document circulated
by, or on behalf of, the chair containing a statement that those members are in
favour of a resolution in terms set out in the document, a resolution in those
terms shall be taken to have been passed at a meeting of the Academic Board
held on the day on which the document is signed or, if the members do not sign it
on the same day, on the day on which the last member signs the document.
10.2 If a resolution is taken to have been passed under subsection 10.1, each member
must be advised as soon as practicable and given a copy of the terms of the
resolution.
10.3 For the purposes of subsection 10.1, two or more separate documents containing
a statement in identical terms, each signed by one or more members, shall
together be taken to constitute one document.
11.
Quorum
11.1 A quorum at a meeting of the Academic Board is one-third of the members.
11.2 A quorum at a meeting of a committee of the Academic Board is as follows 11.2.1 two members, where the committee has three members;
11.2.2 four members, where the committee has four to ten members;
11.2.3 five members, where the committee has eleven to fifteen members; and
11.2.4 one-third of the members, taken to the nearest whole number, where the
committee has sixteen or more members.
End Notes
1.
Table of amendments from 1 November 2011 (as incorporated into this version):
Amendment
Sections amended
Commencement
Date
(promulgation)
Academic Board Regulations
(Amendment) (No. 9 of 2013)
Section 6
12 July 2013
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