Rules for the Conduct of Business


 1.  Procedures
  1.1 The business of the Senate standing committees shall be conducted by informal discussion. Decisions made by standing committees will be made by motions which are voted upon and recorded in the minutes. Motions will be decided only by in-person votes at a meeting. In-person meetings may include teleconferencing or videoconferencing, at the discretion of the chair. Minutes of the meetings shall be provided to Senate for information.
   1.2 Quorum for decisions and motions is a minimum of fifty (50) per cent of voting membership.
   1.3 The chairs of standing committee in which the chair is nominated by the committee and approved by Senate will be no longer than one year and will end on July 31.
   1.4 Chairs of standing committees may speak at Senate on items from standing committees to Senate.
   1.5 Chairs of standing committees with membership on other standing committees of Senate who wish to appoint a designate shall notify the Chair of the host committee in advance.
  1.6 Standing committees will elect a vice-chair annually from its membership who will chair meetings in the absence of the chair and in the event that the chair wishes to be an active participant in discussions. If the chair or vice-chair is absent from a meeting, the committee may appoint an acting vice-chair for that meeting.
2. Voting
  2.1 Resolutions proposed at standing committees may be approved by a majority vote of the voting members present. The committee chair may vote.

Voting on resolutions may be conducted by e-mail and approved if the number of voters attains the quorum requirement of the standing committee and if the resolution is approved by a vote of 75% or greater but only under the following circumstances:

a. Where the standing committee has discussed the     subject matter of the resolution and requires further alteration or refinement of the motion and resolves that the final resolution may be approved prior to the next scheduled meeting by way of an e-mail vote;
b. Where the chair and vice chair of the standing committee unanimously agree that exceptional and extenuating circumstances exist that require an approved resolution prior to the next scheduled meeting because of urgency, then an e-mail vote may be conducted under the following additional provisions:

i. The rationale for the e-mail vote and its urgency must be communicated to members of the standing committee;
ii. Two business days must be set aside for reply-all e-mail comments and questions from standing committee members before e-mail voting may be conducted and then at least three days set aside for voting.


All results of e-mail voting must be reported to the next meeting of the standing committee and entered into the minutes.

 3.  Meeting schedule

The following standing committees will meet monthly, unless cancelled by the chair, with a minimum of three meetings per year. If needed, the chair may call a meeting, with at least seven days’ notice.

  • Academic Planning and Priorities Committee
  • Senate Governance Committee
  • Undergraduate Education Committee

The following standing committees will meet as required, as determined by the committee, with a minimum of three meetings per year. If needed, the chair may call a meeting with at least seven days' notice.

  • Senate Awards and Honours Committee
  • Senate Standing Committee for Student Appeals
  • Senate Budget Committee
  • Faculty Standards Committee of Senate
  • Senate Graduate Studies Committee
  • Senate Indigenization Committee
  • Senate Research Committee
 4.  Terms of office
   4.1 The terms of the Senate members on the Senate standing committees shall be the balance of the member’s term on Senate, renewable for additional terms, subject to being re-elected to Senate, except in the case of students, whose terms shall be a maximum of three years, subject to being re-elected to Senate.
   4.2 Non-Senate members on the standing committees shall have two-year terms. This does not apply to ex-officio members. Membership on the standing committees may be renewed, for additional terms.
 5.  Attendance
   5.1 Regular attendance is expected of all members of the Senate standing committees.
   5.2 Any member of a standing committee who misses two consecutive meetings per year, without prior arrangement with the chair, shall receive written notice from the chair. Any member of a standing committee who misses three consecutive regular meetings per year, without prior arrangement with the chair, and who has received written notice, shall have his/her membership on the standing committee reviewed by the Senate Governance Committee
 6.  Amendments to the terms of reference
   6.1 Changes to the standing committees’ terms of reference and rules for the conduct of business may be submitted, as required, to the Senate Governance Committee for review and, if appropriate, recommended to Senate for approval. The Senate Governance Committee will conduct a formal review of standing committees’ terms of reference and membership composition every three years, and any recommendations for changes be brought to Senate for approval.

Approved at Senate on October 15, 2010.
Revisions approved at Senate on April 11, 2014                                                           


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