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| Approving Authority: |
Council |
| Establishment Date: |
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| Date Last Amendment: |
10 August 2006 |
| Nature of Amendment: |
changes to clauses 2.3; 3.1; and 4.2.1 |
| Date Last Reviewed: |
August 2005 |
| Publication Reference: |
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| Contact Officer: |
Alumni Relations Coordinator, Marketing and Communications Office |
| Preamble |
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| The following Rules provide for the operation of the Flinders University Alumni Association established in accordance with Statute 9.1, Alumni Association. The Rules are subject to approval by the Council of the University on the recommendation of the Alumni Association Committee. |
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| 1 | General | |||
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1.1 | Resources | ||
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The Vice-Chancellor will ensure that administrative support and a budget allocation are provided for the Alumni Association. | |||
| 1.2 | Annual Report | |||
| The Alumni Association will submit an Annual Report to Council. | ||||
| 2 | Membership of the Alumni Association | |||
| 2.1 | General | |||
| 2.1.1 | The Alumni Association Committee may prescribe that a membership fee will be payable by a member and may determine the level of the fee and the manner of payment of the fee. | |||
| 2.1.2 | The Alumni Association Committee will prescribe any conditions of membership which may apply. | |||
| 2.2 | Honorary Members | |||
| A person who is deemed by the Alumni Association Committee to have given outstanding service or support to the University may be awarded membership as an Honorary Member. A Foundation Member, or a Life Member, or an Honorary Member of the former Flinders University Alumni Association may be awarded membership as an Honorary Member. | ||||
| 2.3 | Graduate Members | |||
| Upon graduation, a graduate will automatically be awarded membership as a Graduate Member free of charge. | ||||
| 2.4 | General Members | |||
| General membership may, at the discretion of the Alumni Association Committee, be awarded to: | ||||
| (a) | a staff member or former staff member of the University; | |||
| (b) | a student or former student of the University; or | |||
| (c) | a person who has had a close association with the University. | |||
| 3 | President of the Alumni Association | |||
| 3.1 | Appointment of a President | |||
| 3.1.1 | From amongst its members who are graduates of the University, the Alumni Association Committee will recommend to the Council a President, no later than two months before the expiry of the term of the current President. | |||
| 3.1.2 | If the office of President becomes vacant prior to the end of the incumbent's two year term, the Committee will recommend a replacement to the Council within two months of the vacancy occurring. However, if such a vacancy occurs less than four months before the end of the incumbent's term, the Committee will appoint as President a Vice-President, who is a graduate of the University, for the remainder of the term. | |||
| 3.1.3 | The method of appointing a President by the Committee will be determined in accordance with sub clause 4.4.1 of clause 4.4 Operating Procedures of the Rules of the Alumni Association. | |||
| 3.2 | Powers and Responsibilities of the President | |||
| The President of the Alumni Association will be responsible to the Council of the University, the Convocation and members of the Alumni Association, for the effective operation of the Alumni Association in accordance with the Flinders University of South Australia Act, Statute 9.1, Alumni Association, and these Rules. | ||||
| 4 | Alumni Association Committee | |||
| The Alumni Association Committee may establish subcommittees, appoint officers, and determine its own operation, in accordance with the provisions in Statute 9.1, Alumni Association, and these Rules. | ||||
| 4.1 | Appointment of Chairperson and Deputy Chairperson of the Alumni Association Committee | |||
| 4.1.1 | The President of the Alumni Association will be the Chairperson of the Alumni Association Committee. | |||
| 4.1.2 | The President will appoint a Deputy Chairperson of the Alumni Association Committee to act as Chairperson in his or her absence. The Deputy Chairperson will normally be a Vice-President of the Alumni Association. | |||
| 4.1.3 | In the absence of the Chairperson and Deputy Chairperson, the Alumni Association Committee may elect a Chairperson from amongst its members to Chair a meeting of the Committee. | |||
| 4.2 | Appointment of Members of the Alumni Association Committee | |||
| 4.2.1 | The Council of the University will appoint up to thirteen members of the Alumni Association, the majority of whom shall be graduates of the University, on the recommendation of a Nominating Committee as outlined in 4.3 below. | |||
| 4.2.2 | Members of the Alumni Association will be appointed for a term of two years, and may be reappointed. | |||
| 4.2.3 | Members will normally be required to attend meetings regularly or submit an apology. If a member cannot attend for more than three consecutive meetings he or she should seek leave of absence from the Alumni Association Committee. | |||
| 4.3 | Nominating Committee | |||
| 4.3.1 | A Nominating Committee will consider nominations for the appointment of eligible persons as members of the Alumni Association Committee, and recommend to Council the names of appointees and expressions of interest. | |||
| 4.3.2 | The Nominating Committee will be comprised of; | |||
| * | the President of the Alumni Association {Convenor); | |||
| * | two graduates of the University nominated by the President of the Alumni Association; | |||
| * | a staff member nominated by the Vice-Chancellor; | |||
| * | a member of Council who is not a member of staff of the University nominated by the Chancellor. | |||
| 4.3.3 | At least twenty-one days prior to the closing date for nominations an advertisement will be placed in either (i) a relevant University publication which is circulated to all members or (ii) a notice which is circulated to all members, inviting eligible members of the Alumni Association to submit a nomination or written expression of interest in being appointed to the Alumni Association Committee. | |||
| 4.3.4 | The Nominating Committee will consider each nominee against the following selection criteria: | |||
| * | the range of skills and experience which the person can bring to the Alumni Association Committee; | |||
| * | demonstrated ability or willingness to participate in a voluntary capacity on the Alumni Association Committee. | |||
| 4.3.5 | The Nominating Committee will recommend to Council the names of thirteen persons for appointment as members of the Alumni Association Committee, the majority of whom will be graduates of the University, appointed in accordance with the Rules of the Alumni Association. | |||
| 4.3.6 | The Alumni Association Committee will make appointments as required to fill casual vacancies. The Nominating Committee will recommend to the Alumni Association Committee the names of persons to fill such vacancies, having regard in the first instance to any suitable appointee from amongst the list of persons who had previously been nominated or who had submitted an expression of interest. | |||
| 4.4 | Operating Procedures | |||
| 4.4.1 | The Alumni Association Committee will adopt formal voting procedures, and these will apply when the Committee is considering the following matters: | |||
| * | elections and appointments; | |||
| * | expenditure of funds; | |||
| * | membership matters; | |||
| * | recommendations on the Rules of the Alumni Association. | |||
| 4.4.2 | Formal procedures may be adopted to decide any other matter, if a majority of the members present at a meeting so decide. Except on the matters specified above, formal procedures may be suspended by means of a motion made with or without notice. Such a motion must be carried by a majority of the members present and voting. | |||
| 4.4.3 | Decisions taken at a meeting of the Alumni Association Committee in which formal procedures are to be adopted will be valid only if a quorum comprising at least half plus one of its appointed members are present at the time the decision is taken. | |||
| 4.4.4 | If a matter of procedure arises which is not dealt with in the formal procedures of the Alumni Association the decision of the President will be final. | |||
| 5 | Vice-Presidents and Office Holders | |||
| 5.1 | Vice-Presidents | |||
| The Committee may appoint one or more Vice-Presidents to assist the President with the operation of the Alumni Association. The Vice-Presidents will be responsible to the President. | ||||
| 5.2 | Office Holders | |||
| The Committee may appoint Office Holders to be responsible for particular matters or functions of the Alumni Association Committee. The role and responsibilities of any such officers will be identified by the Alumni Association Committee. | ||||
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