Governance

Guild departments

  1. 7.1   Role
  2. 7.2   Departments
  3. 7.3   General Regulations
  4. 7.4   Guild Department Ordinary General Meetings
  5. 7.5   Guild Department Special General Meetings
  6. 7.6   Rules of Guild Department Meetings
  7. 7.7   International Student Services

7.1 Role

7.1.1 The role of each departmental committee is to—

(a) assist the Department Officer; and

(b) address all matters referred to it by the Guild Council.

7.1.2 The role of each department is the same as the role of the person elected to the position in the second column of the Fourth Schedule of these Regulations.

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7.2 Departments

7.2.1 The Guild Departments are the:

(a) Aboriginal and Torres Strait Islander Students Department;

(b) Environment Department;

(c) International Students Service;

(d) Postgraduate Students Association;

(e) Queer Department;

(f) Residential Students Department;

(g) Student Parent On Campus Department;

(h) Women's Department; and

(i) Welfare Department.

7.2.2 The Guild Council may resolve to create additional departments from time to time, however no two departments must fill substantially the same role.

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7.3 General Regulations

7.3.1 Subject to these Regulations, the roles and rights of committee members are determined by the rules of the Department made under Regulation 7.3.2.

7.3.2 Guild departments have the power to make rules for the proper conduct of their affairs.

7.3.3 All rules made under Regulation 7.3.2, and alterations to such rules must be ratified by Guild Council and then included in the Guild Statute Book.

7.3.4 The department committee is elected at an Ordinary General Meeting of the department, subject to Regulation 7.3.11.

7.3.5 Each department officer must provide, in relation to their Guild department, for the information for the Guild Strategic Resources Committee, a copy of the budget for the current academic year together with its financial statements.

7.3.6 Membership of a department is free for all students, subject to Regulation 7.3.2.

7.3.7 The ordinary general meeting elects the departmental committee by the rules of proportional representation as described in the Second Schedule of the election regulations.

7.3.8 The total dollar amount of funding provided to each Guild department by the Guild is determined by the Guild Council.

7.3.9 Subject to these Regulations, the purposes for which the funding provided to each Guild department is expended is at the discretion of the relevant department officer.

7.3.10 The following positions are elected at the annual general meeting of the department:

(a) the Postgraduate Students' Association President;

(b) the Queer Officers; and

(c) the Guild Aboriginal and Torres Strait Islander Students Department.

7.3.11 The President of the Residential Students' Department is elected at the first meeting of the reconstituted Residential Students' Department Committee in accordance with the approved rules made by the Department under Regulation 7.3.2.

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7.4 Guild Department Ordinary General Meetings

7.4.1 Each Guild department will hold one ordinary general meeting in first and second semester.

7.4.2 The department officer will ensure that notice specifying the time and place of an ordinary general meeting of their department is displayed on the Guild noticeboards at least five University working days prior to the date of the proposed ordinary general meeting.

7.4.3 The order of business for an ordinary general meeting of a Guild department is:

(a) confirmation of the minutes of the previous ordinary general meeting and of any special general meetings held since the last ordinary general meeting of the Guild department;

(b) department officer's report (second semester ordinary general meeting only);

(c) consideration of the current budget or upcoming budget as appropriate;

(d) motions on notice; and

(e) general business.

7.4.4 At the ordinary general meeting of Guild departments held during second semester, the department officer will give a report on the activities of the Guild department which is provided in written form to the Guild Council.

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7.5 Guild Department Special General Meetings

7.5.1 The department officer will call a special general meeting of the relevant Guild department—

(a) at the direction of the Guild Council;

(b) at the direction of the department committee; or

(c) on the written requisition of at least 10 members qualified to vote at a meeting of that Guild department.

7.5.2 The department officer must call a special general meeting within 14 days of receiving a direction or requisition under Regulation 7.5.1.

7.5.3 If the department officer fails to do so, the persons named in the direction or requisition are entitled to call a special general meeting of that department.

7.5.4 A special general meeting of a Guild department must be held—

(a) within 21 days from the date that the departmental officer received the direction or requisition; and

(b) at the time and place nominated by the department officer.

7.5.5 All directions and requisitions for a special general meeting of a Guild department must specify the business for which such meeting is called.

7.5.6 Only business specified in the direction or requisition is discussed at that special general meeting.

7.5.7 The department officer will ensure that a notice, specifying the time and place of a special general meeting of their department, is displayed on the Guild noticeboards at least seven days prior to the date of the proposed special general meeting.

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7.6 Rules of Guild Department Meetings

7.6.1 The department officer is entitled to act as chair at the meeting.

7.6.2 If a department officer nominates not to act as chair, the members present will elect a chair from among those present.

7.6.3 The chair of the meeting has an ordinary vote and casting vote.

7.6.4 The quorum for a Guild department meeting is 20 students.

7.6.5 If, at the expiration of 30 minutes from the time appointed for the commencement of a Guild department meeting, there is no quorum, the meeting will lapse.

7.6.6 Unless otherwise provided in these Regulations, all Guild department meetings are conducted in accordance with the procedures set out in the standing orders.

7.6.7 A Guild department meeting cannot be held on a day during the student vacation period as published in the University calendar from year to year.

7.6.8 A Department Officer will—

(a) be provided with telephone and office facilities sufficient to carry out their role under these Regulations;

(b) hold standing invitee status at all Guild Council meetings;

(c) attend all meetings of the Public Affairs Council and Education Council and report on these meetings to the relevant Guild department; and

(d) be eligible for election as a voting member of a Guild committee under Regulation 6.1.1 and will not be eligible for election under Regulation 6.1.4.

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