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► Part E
Part E – STANDING ORDERS OF ULU SENATE
E.1 GENERAL AND INTERPRETATION back to top
E.1.1 ULU Senate Meetings shall be conducted in accordance with the Standing Orders laid down below.
E.1.2 The Chair of Senate shall interpret the Standing Orders and rule on any matters relating to the interpretation of the Standing Orders in conjunction with the President.
E.1.3 “Days” shall mean all days including weekends, Bank Holidays and other holidays except where stated otherwise.
E.2 NOTICE OF MEETINGS back to top
E.2.1 Notice of all ULU Senate Meetings shall be sent, in writing, to all members of ULU Senate, at least 21 days prior to the meeting. The Notice shall state the time, date and place of the Meeting and the closing date for Proposals.
E.2.2 The dates of Meetings shall normally be in accordance with a timetable approved annually by ULU Senate, normally at the first Meeting of each Academic year.
E.2.3 Notice of any Extraordinary or Emergency ULU Senate Meetings shall be sent in writing to all members 7 days before the meeting, stating the time, date, location and the reason for the meeting being called.
E.3 SUBMISSION OF PROPOSALS back to top
E.3.1 Any members of ULU under 3.2a of the Constitution may submit a proposal to ULU Senate provided that it is seconded by another such member. Proposals may be submitted by committees.
E.3.2 Proposals may not be withdrawn once the meeting has opened. Requests for withdrawal of proposals will be referred to the Chair before the meeting commences.
E.3.3 All proposals must be submitted at least 7 days prior to the meeting.
E.4 AMENDMENT OF PROPOSALS back to top
E.4.1 Any student member of ULU may submit an Amendment to a Proposal provided that another such member seconds it.
E.4.2 All Amendments to Proposals must be submitted to the President’s Office by noon on the weekday before the meeting.
E.4.3 Amendments may be made verbally at the meeting providing that a written copy of the amendment be submitted to the Chair of ULU Senate and Minute-taker. Amendments that merely contradict part or the whole of a motion will not be accepted.
E.4.4 Amendments to Amendments may be made in the same manner as E.4.3
E.5 SUBMISSION OF EMERGENCY PROPOSALS back to top
E.5.1 Emergency Proposals may only be concerned with the events occurring after the final date of submission of Proposals. They may be discussed at the discretion of the Chair of ULU Senate and the President, whose decision may only be overturned by a two-thirds majority of those members eligible to vote.
E.5.2 An Emergency Proposal must be submitted to the President’s Office by noon on the weekday prior to the Meeting and must be distributed by the Chair at the Meeting.
E.6 AGENDA FOR MEETINGS back to top
E.6.1 The President shall set an Agenda for each Meeting which shall include
the following:
i) Confirmation of Minutes of previous meeting
ii) Matters Arising from the minutes of the previous meeting
iii) Reports from all ULU Officers and Standing Committees
iv) Elections or by-elections if necessary
v) Proposals (in the order submitted)
vi) Emergency Proposals (in the order submitted)
vii) Any other business
E.6.2 This Agenda, including all relevant documentation, must be circulated to all members of ULU Senate the following working day after the deadline for proposals.
E.7 CONDUCT OF MEETINGS back to top
E.7.1 ULU Senate meetings shall be conducted under the following stipulations:
i) All members, in their speeches, actions and attitudes will uphold the spirit of ULU Equal Opportunities Policy.
ii) All members will abide by the direction of the ULU Senate Chair is regards to order and timings of discussions.
iii) All members will give every other member due courtesy and respect.
E.7.2 The Chair shall be taken throughout the Meeting by the Chair of ULU Senate.
E.7.3 The Chair of ULU Senate in conjunction with the ULU President shall rule on all matters of procedure and shall interpret the Standing Order and their decision is final subject to a successful challenge as a Procedural Motion under E.8.2. They shall not have the right to rule on the conduct of previous meetings.
E.7.4 If the Chair of ULU Senate desires to propose or speak on a motion they shall vacate the Chair.
E.7.5
(i) It shall be the duty of the Chair of ULU Senate to see that the meeting is in order, that remarks are relevant to the matter of debate and that no defamatory remarks are made about another member of ULU Senate.
(ii) Any member that is in breach of these Regulations and also Constitution Regulation 2.2 shall be deemed to be in Contempt of Senate A letter of Notification shall be sent to the Member’s own Union stating the reasons why the Member was in Contempt of Senate.
E.7.6 A member shall always address themselves by Name and College to the Chair of ULU Senate.
E.7.7 The Chair ULU Senate shall decide the right of priority in speaking, and when the Chair of ULU Senate speaks all other members must refrain from speaking and resume their seats.
E.7.8 If the Chair of ULU Senate calls the Meeting to order then all members shall refrain from speaking. If the meeting remains out of order then the Chair of Senate may call on specific members to leave or may adjourn the Meeting. An expelled member shall not be allowed to re-enter the room or take part in any future meetings until an apology satisfactory to the Meeting is given.
E.7.9 In the case of an adjournment the Chair and President shall decide upon the date, time and place (within 14 days) of the adjourned session and shall circulate details to all ULU Senate members in the usual way.
E.8 PROCEDURAL MOTIONS AND POINTS OF ORDER back to top
E.8.1 Procedural Motions and Points of Order have precedence over all other business except that they may not be raised during a speech unless it relates to the conduct of the meeting during that speech or during a vote unless relating to the conduct of that vote.
E.8.2 Procedural Motions and Points of Order shall have priority in the following order:
Points of Order:
i) A request for a quorum count
ii) A request for a ruling or interpretation
iii) A request for a poll (E.9.6)
iv) A request for a secret ballot (E.9.7)
v) A request for a student numbers vote (Constitution 5.3.3)
vi) A request for a re-vote (E.9.5)
vii) That a Senate member is in Contempt of Senate
viii) Any other matter related to the conduct of the meeting
Procedural Motions:
viii) The meeting has no confidence in the Chair of Senate
ix) The Chair of Senate’s ruling be overturned
x) Point of information
xi) Point of privilege (objection to a personal affront)
xii) That specific Standing Orders be suspended for a length of time
xiii) That the meeting be adjourned
xiv) That the meeting go into recess
xv) That the meeting be closed
xvi) That the motion shall be voted on in parts
xvii) That there be another round of speeches
xviii) That the question specified not be put
xix) That the question specified now be put
xx) That the question specified be adjourned to a later Meeting or remitted
to another body or person
xxi) That a person be granted speaking rights
xxii) That the Agenda paper be re-ordered in a specific manner
E.8.3 All procedural Motions shall be voted by simple majority after at least one speech in favour and one speech against apart from point of information or privilege.
E.8.4 If Procedural Motion E.8.2 (viii) or (ix) is called for then the current Chair of Senate shall hand over the Chair to the President. The outgoing Chair of Senate shall be given the right to speak against the Procedural Motion, which shall be discussed in the normal way. If the Procedural Motion is passed in the case of no-confidence then the Chair of Senate will continue with the person to which it was handed, otherwise the former Chair of Senate shall re-take the Chair.
E.8.5 Points of Information may be raised to the speaker holding the floor by a call of ‘Point of Information’. They must be phrased as a short question to the speaker and must be used solely to seek or offer strictly factual information. They must not refer to matters of opinion. The speaker may refuse to accept the point of information in which case the mover shall give way. If a speaker indicates that he is not willing to take any further points of information, it shall be out of order for a member to raise any further points of information during that speech.
E.8.6 No procedural motions, original motions or amendments may be proposed on a point of order, information or privilege.
E.9 VOTING PROCEDURE back to top
E.9.1 Each member shall have one vote except the Chair of Senate who shall only have a casting vote (except in the case of a secret ballot, where there shall be no casting vote) to be used when the meeting is equally divided.
E.9.2 Voting shall be by show of hands except where Regulations state otherwise.
E.9.3 Any Proposal, Amendment or Procedural Motion shall be declared carried or defeated according to the majority of votes recorded unless expressly provided to the contrary elsewhere.
E.9.4 The number of votes for, against, and the abstentions, shall be announced and recorded in the Minutes.
E.9.5 A vote of the Meeting may be challenged by a minimum of five Senate Members and re-vote shall be taken without any further debate.
E.9.6 If point of order E.8.2 (iii) is passed, delegates will be issued with Poll forms on which they shall write their Name and College and whether they vote “Yes” or “No” or Abstain on the Motion or Amendment in question. The voting details of any Poll shall be included in the Minutes of the Meeting; that is to say a Division List stating details of which Members voted which way.
E.9.7 If point of order E.8.2 (iv) is passed, delegates will be issued with vote forms on which they shall write whether they vote “Yes” or “No” or Abstain on the Motion or Amendment in question.
E.10 POLICY AND POLICY LAPSE back to top
E.10.1 All Policy, including Recommendations shall lapse after 5 academic years at the end of the fifth academic year unless such Policy has explicitly been laid down as a Regulation of ULU.
E.10.2 Regulations may only be approved or amended by a two-thirds majority. They may not lapse, only be superseded or rescinded.
E.10.3 A record of all Passed Policy, including Recommendations, must be kept by the President and shall be open to inspection by all Members of ULU upon request.
E.10.4 Lapsed Policy shall be presented to the last ULU Senate meeting in the academic year before it lapses. If there is a challenge to a policy lapsing then it shall be discussed in the same way as a motion and amendments may be taken in the same way. If a two-thirds majority of the Meeting decides that a policy should be kept then it shall remain in place for another 5 years.
E.11 EMERGENCY MEETINGS back to top
E.11.1 Emergency Meetings of ULU Senate shall be held within 14 days of the receipt of a written request signed by at least 10 members of the ULU Senate who between them must be registered at not less than 4 colleges, or Institutes. Such a request shall signify the purpose for which the meeting is to be held.
E.11.2 The relevant parts of the Standing Orders shall apply to all Emergency Meetings.
E.12 MEMBERSHIP back to top
E.12.1 The membership of ULU Senate shall be as detailed in Section 5 of the Constitution.
E.12.2 The following shall have Observer status with power to speak but not to vote:
i) The General Manager of the ULU
ii) The Warden of the Laurels;
iii) Student members of the ULU who are not ULU Senate members;
v) NUS London Regional Officer;
vi) All other persons who may from time to time be nominated by resolution of the ULU Senate Chair in conjunction with ULU President
E.12.3 Other persons may be admitted as Observers with the power to speak but not to vote if nominated by the Chair or another member of ULU Senate and approved by the Meeting. All Members of the ULU may attend ULU Senate Meetings as Observers unless the Meeting or part of the Meeting is deemed to be a Closed Meeting. Meetings may only be called Closed when confidential matters are being discussed and Meetings may only be called Closed on a vote of more than two thirds of those in attendance. Should a
meeting or Part of a Meeting be deemed Closed all Observers, except those specifically requested to remain by ULU Senate, shall immediately leave the meeting.
E.12.4 Any other Members of ULUs may automatically be entitled to observe any Meeting but may not speak unless permission is expressly granted.
E.12.5 All Observers shall be subject to these Standing Orders and the Chair of ULU Senate ruling upon them.