Arts Faculty Council Constitution Approved by Senate: April 28, 1966 Constitution Revised: December 14, 1976 1. The Name of this body shall be the Arts Faculty Council of the University of Waterloo. In the remainder of this document it shall be referred to as the Council. 2. Membership: The membership of the Council shall be: a) i. The President of the University; ii. The Vice-President, Academic & Provost; iii. The President or other Head of each Federated or Affiliated Arts College; iv. The Dean of Arts; v. The teaching staff of the Faculty of Arts (defined as professors, associate professors, assistant professors and full-time lecturers in Arts at the University and at the Federated and Affiliated Colleges); vi. The Librarian, or the Librarian=s delegate1 vii. The Registrar, or the Registrar=s delegate1 viii. Two representatives from each of the other Undergraduate Faculty Councils; ix. Research Professors and Adjunct Professors, who as part of their appointments, have teaching responsibilities are to be considered members of the Arts Faculty Council.2 x. Three Undergraduate and two Graduate Students, chosen by the Arts Student Union and the Graduate Student Association respectively shall be invited to attend the meetings of the Arts Faculty Council as full members of Council according to clause 2(b) of the constitution. 3 xi. The Academic Counsellor for the Faculty of Arts4 xii. The Distance Education Counsellor5 xiii. Any others the Council may wish from time to time to add. 1 Amended Arts Faculty Council, 95/10/10. 2 Amended Arts Faculty Council, 85/10/29. 3 Amended Arts Faculty Council, 72/04/11. 4 Amended Arts Faculty Council, 92/10/03. 5 Amended Arts Faculty Council, 97/10/14. Arts Faculty Council 2 Constitution b) All members of Council as defined in Clause 2 shall have full voting rights. 3. Chair: The Council shall at its Annual Meeting elect one of its members to serve as Chair; and one of its members to serve as Deputy Chair, each to serve for one year. The Chair and Deputy Chair may be re-elected. In the absence of the Chair, the Deputy Chair shall assume every and all duties of the Chair. In the absence of both officers the Council will elect a presiding officer for the meeting. The Secretary will conduct the election. 6 Procedures for the selection of Chair of the Council: a) Nominations would be received from the floor at the December meeting, and b) Each nominated candidate must indicate to the Council his/her willingness to stand or, if he/she is not in attendance, must provide his/her nominator with his/her written approval to stand. c) Balloting will be by mail and preferential in such a fashion as to ensure a majority. 7 4. Secretary: The Assistant to the Dean of Arts will be the Secretary to the Council, who will not be a voting member of Council. In the absence of the Secretary the Chair will appoint an Acting Secretary from the membership of the Council. Such Acting Secretary will not lose his/her voting rights at the meeting at which he/she serves. 5. Powers and Duties: The Powers and Duties of the Council shall be to: a) Make rules and regulations for governing its proceedings, including the determination of the quorum necessary for the transaction of business; b) Subject to the approval of Senate, fix and determine the courses of study in the faculty; c) Subject to approval and confirmation by the Senate, appoint the examiners for, and conduct the examination of the courses in the Faculty of Arts and determine the results of such examination; d) Consider and report to the Senate upon such matters affecting the Faculty as the Council may consider appropriate; e) Formulate and express opinions in the name of the Council on matters deemed by the Council to be of concern to it and to forward such expressions of opinion to the appropriate body within the University. 6. Meetings: The Council will hold regular monthly meetings at such time and date as the Council, through its Executive Committee, may from time to time determine. The January monthly meeting in each year shall be the Council=s annual meeting. If the urgency of the occasion demands, special meetings may be called at any time. The agenda of such special meetings shall be restricted to those matters which cannot be postponed until the next 6 Amended Arts Faculty Council, April 1971. Approved by Senate 71/06/21. 7 Amended Arts Faculty Council, 68/12/10. Arts Faculty Council 3 Constitution regular meeting. The Council, through its Executive Committee, may postpone or cancel regular meetings, but not the Annual Meeting. Regular meetings will not be held during the months of June, July or August. 7. Calling of Meetings: Regular meetings will be called by the Secretary, or Acting Secretary. Special meetings will be called by the Secretary, or Acting Secretary, on request of (a) the Chair, (b) the Dean of Arts, (c) the Executive Committee, or (d) a petition of not less than fifteen members of Council. 8. Notice of Meetings: Notice of regular meetings, including a copy of the Agenda, shall be sent out by the Secretary no fewer than seven days before the meeting. Special meetings may, if circumstances demand, be called upon shorter notice. Neither failure to receive notice, nor the insufficiency of notice in the case of special meetings, shall be grounds for invalidating any meeting. 9. Conduct of Meetings: In the conduct of its meetings the Council shall observe the following procedures: a) There shall be no discussion except upon a motion, or procedural question. b) No major motion may be discussed in Council unless prior notice of the intention to introduce such a motion is given in the Agenda. With the consent of the Council this rule may be suspended for urgent business. A major motion is one which is declared by the Chair to have significant policy implications. Prior notice is not required for minor, routine, or procedural motions, or for amendments to major motions. c) In all other matters of procedure the Council shall be guided by Robert=s Rules of Order , except as to the order of business on the agenda. 8 10. Agenda: The Agenda will normally be drafted by the Executive Committee. Any member of Council may, by notice in writing to the Chair of the Executive Committee no fewer than fourteen days before a regular meeting, request that any item be placed on the Agenda. The Agenda must contain the full text of any major motions to be moved in Council, together with the name of the mover and seconder, full reports from any Committees that wish to report or make recommendations to Council, with the text of such recommendations; and written reports from any other body or individual wishing to raise a matter for discussion within Council. It shall be for the Council, through its Chair to decide whether or not to consider any item not set out in writing in the Agenda. 11. Quorum: The quorum for all meetings, regular and special, shall be 10% of the total membership, or 25 members, whichever is the greater. The call for a quorum cannot be taken until no fewer than fifteen minutes after the scheduled time for the opening of the meeting. If after this time any member calls for a quorum count the Chair shall interrupt proceedings to count the house. If no quorum is present he shall give notice that unless a 8 Amended Arts Faculty Council, 76/12/14. Arts Faculty Council 4 Constitution quorum is present within five minutes the meeting will be adjourned. If at the end of five minutes notice a quorum is still lacking the meeting shall at once be adjourned. No member who has spoken on the motion shall call for a quorum while that motion is still on the floor. No action shall be taken to invalidate the business of any meeting on the grounds of lack of quorum unless attention to the lack of quorum is drawn during the meeting or under the heading of ABusiness Arising out of the Minutes@ at the next subsequent meeting. 12. Minutes: The Minutes of the Council or of any of its Committees shall be open to the inspection of any member of the Council upon request. The Secretary will maintain a complete file of all such minutes. 13. Committees: The Council shall have power to appoint such Standing and Ad Hoc Committees as it shall from time to time determine and shall have power to delegate to such Committees any powers and responsibilities which the Council itself possesses. Committees in existence at the time of this Constitution shall remain in effect until changed by the authority of Council. 14. Executive Committee: There shall be an Executive Committee, chaired by the Dean, with such membership as the Council shall from time to time determine. The Dean of Arts and the Chair of the Council shall be ex officio members of the Executive Committee. 9 The Executive Committee shall: a) Act as a nominating or appointing committee for all Council committees whose membership is not otherwise provided for. b) Prepare the agenda for all Council meetings. c) Act in the name of the Council in circumstances when it is not possible to call a Council meeting. Such action by the Executive shall be subject to later ratification by Council. d) Conduct preliminary investigations and make report and recommendations to Council on such items of the Council Agenda as the Executive wishes to consider. 15. Adoption and Amendment: This Constitution, which amends that adopted on January 31st, 1961, shall come into effect on its acceptance by a two-thirds majority of those present and voting at a meeting of Council called for the purpose of amending the constitution. Further amendment to the Constitution shall require two-thirds of those present and voting at a regular Council meeting called for the purpose of amendment. Notice of motion for amendment must be given at a preceding general meeting. 16. Other Matters: In any matter not covered by this Constitution, the Council shall determine its own procedure by a simple majority vote of those present and voting. 9 Amended Arts Faculty Council, 66/11/08.
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