Representative Role of Student Members
Student members of the Academic Board and its committees function as representatives of the wider student body, and communicate to the Board and its committees the views and concerns of the student population as a whole. It is not the role of student members to air personal opinions or to use their positions for personal gain.
Reports to Academic Board Committees
Report of Student Members is a standing item on the agendas of most Academic Board committees. Many committees accept verbal reports. However, student members wishing to bring a matter forward for the attention of the Academic Programs Committee should submit a written report of no more than two pages to the Secretary at least a fortnight before the scheduled meeting outlining the issue(s) for discussion, the background to the issue(s), key points, and potential solutions/outcomes and/or action requested of the committee.
The report will then be circulated with the papers for that meeting, providing other committee members with a chance to give the matter(s) raised in the report due consideration prior to the meeting, which in turn will facilitate a more productive discussion at the meeting.
Student members are not obliged to make a report at every meeting.
The Committee Secretary can provide advice on the format of the report. The contact details for secretaries of Academic Board committees is provided on each committee's webpage.
Members of Academic Board committees must uphold the confidentiality of any matters discussed and/or papers received in committees. No information may be released outside the committee without the written consent of the chair or the President.
Student members of the Academic Board should refer to the current Standing Orders of the Academic Board which are available to view as a PDF document.
Except where committees have specified other protocols, the following protocols apply to all Academic Board committees.
Members who are unable to attend a meeting should submit their apology to the Secretary in advance of the meeting so that the apology can be recorded and noted at the meeting.
The Academic Board and its committees allow for proxies only where an individual is formally acting in the role which has membership of the committee. In relation to student members, this means that if the president of a student body is an ex officio member of an Academic Board committe, any individual officially acting as the president of that student body may attend a meeting of an Academic Board committee in that role. In this case, the Chair of the committee must be notified via the Secretary.
However, any student who is a member of an Academic Board committee as a nominee of the president of a student body may not send a proxy if he or she is unable to attend a committee meeting.
Guests & Observers
In certain circumstances guests or observers may be permitted to attend a meeting of the Academic Board or its committees at the discretion of the Chair. Permission for a guest or obeserver to attend must be sought in writing from the Chair, via the Secretary, at least one week prior to the meeting.
Speaking at Meetings
Any committee member may address the committee at a meeting. Guests and observers may speak only when called on by the Chair.
Voting at Meetings
All committee members, including proxies (i.e. individuals formally acting in a role which has ex officio membership of the committee) are entitled to vote at a committee meeting, if the occasion arises. Guests and observers are not entitled to vote.