Senate Operations

Key Information: In response to a survey on Senate's operational effectiveness, which revealed a generally high level of satisfaction with current arrangements, Senate agreed a series of actions to enhance its effectiveness.

For whom: Senators and all staff contributing to Senate business.

Summary: In March 2007 the Senate had received a report on the opinion survey conducted earlier in the session. Although this revealed a generally high level of satisfaction with current arrangements, it was agreed that some suggested changes should be explored further, and a working group was established for this purpose. This group reported to the May meeting of Senate which approved the recommendations summarised below.

The Senate quorum is prescribed by Ordinance as one-third of the total membership. The working group addressed the implications of membership being currently in the region of 500 while attendance at meetings is usually about 100. Also with respect to governance, the group had reflected that members of Senate were not always aware of its constitutional role and how that role was translated into practice. Actions agreed:

1. Draft a new Ordinance to address the Senate quorum. 
2. Prepare a statement of the purpose and function of Senate - its powers and position in the governance structure, what it does, what it delegates, its composition, protocols for speaking, how committees are appointed, etc.  
3. Proposals to Senate should be accompanied by a statement of alternatives and the pros and cons of each. Papers should identify who will lead discussion at Senate.  
4. When engaged with contentious matters, committees should consider arranging open meetings in order to include larger numbers in formal discussion and to explain at first hand the decisions made. Web sites should also be used to increase access to discussion. 
5. The Senior Management Group to provide Senate with regular reports on current issues. 
6. Senate to review regularly the need to promote discussion at meetings. 
7. Senate to receive an annual presentation on University finances. 
8. RPSC to consider how to provide Senate with more information on research-related matters.  
9. Hold annual ceremony for professorial inductions outwith normal Senate meetings.  
10. Ensure that the Senate agenda facilitates efficient transaction of business. 
11. Agenda items should be distinguished as being for: (a) discussion and decision, or (b) formal approval, or (c) information. 
12. Clerk of Senate to determine matters of a non-controversial nature between meetings, reporting such decisions to the next normal meeting of Senate. 
13. Improve the presentation and distribution of Senate papers, and the dissemination of Senate decisions. 
14. Explore options – with reference to practice elsewhere and the requirement for a flexible space - for refurbishment of the Senate Room, to include the installation of a PA system, improved AV facilities and ventilation. 
15. Pending developments under 14, Senate should explore alternative venues and seating arrangements in 2007-08. 
16. Reduce number of meetings from seven to five. 
17. Move the start time of meetings to 3 pm, these concluding normally by 5 pm.

URL:

• Working group report to Senate
  

Date effective: Session 2007-08.

Policy Number: N/A

Approved by: Senate, 3 May 2007