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Queen's University
 

The University Council By-Laws

(Approved by the University Council May 2013, amended May 2014)

The By-laws of the University Council are attached and consist of By-laws A through I.  The following is a preamble to, but does not form a part of, these By-laws.

The Council was established by provincial statute in 1874 and confirmed by a federal statute in 1882.  In 1973, the Council recommended that those who have rendered outstanding service to Queen's be recognized and in 1974 the first Distinguished Service Awards were presented.

The elective members of the Council are elected by and from among the alumni of the University in a manner provided for by the By-laws of the Council, which also provide for the annual retirement of the necessary number.

The Council annually elects two of its elected members to the Board of Trustees for three-year terms. All elective members are eligible, including those in the final year of their term on Council.

The powers assigned to the Council by Statutes include:

  • The power to take into consideration all questions affecting the well-being and prosperity of the University, and of making representations from time to time on such questions to the Board of Trustees and/or the Senate, who shall consider these representations and return to the Council their conclusions
  • The power to frame and pass by-laws for the appointment and installation of the Chancellor; the election of a Rector by the students; and the election of members to the Board of Trustees by the University Council
  • The power to frame and pass such by-laws as it deems necessary to carry out the powers and functions above.

University Councillors can assist in fulfilling these roles and responsibilities through:

  • Performing ambassadorial and advocacy roles for Queen's and seeking to enhance the image and reputation of University Council and Queen's University at every opportunity
  • Being personally philanthropic to Queen’s University
  • Remaining informed on matters of significant strategic importance to the University
  • Serving on University and Board committees, task forces and advisory groups to discuss matters of importance to the prosperity and well-being of the University and providing advice regarding issues of strategic or emerging importance to the University

Table of Contents

  1. The Council 
  2. Committees of the Council
  3. Elections and Appointments to the Council
  4. Election of Trustees by the Council 
  5. Appointment of the Chancellor 
  6. Election of the Rector 
  7. Honorary Life Members
  8. Convocations
  9. Institution of Bylaws

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BY-LAW A. THE COUNCIL

Membership

A1. The University Council shall consist of the following membership:

 

  1. The Chancellor, ex officio;
  2. The Principal, ex officio;
  3. Not more than forty members elected by and from among the alumni for terms of four years each (hereinafter referred to as "elected members");
  4. One member of the Senate, appointed by the Senate for a two-year term; and,
  5. One member of the Queen's University Alumni Association, appointed by its Board of Directors for a two-year term.

PROVIDED that:

 

WHERE an elected member of the Council is elected to the Board of Trustees and the elected member's term on the Council expires before the conclusion of the term to which he or she was elected on the Board, that elected member shall continue to be a member of Council, ex officio, until the conclusion of his or her elected term on the Board; and,

 

WHERE an elected member is elected to the Executive Committee and the elected member's term on the Council expires before the conclusion of the term to which he or she was elected on the Executive Committee, that elected member shall continue to be a member of Council, ex officio, until the conclusion of his or her elected term on the Executive Committee.

Chair of Council A2. THE University Council shall be chaired by the Chancellor of Queen's University.
Secretary of the Council A3. THE Council shall, by resolution, appoint a Secretary whose official title shall be "Secretary of the Council." The Secretary shall hold office until a successor is appointed.  The Secretary of the Council and the Secretary of the University shall be present at all meetings of the Council.
Annual Meeting A4. THE Council shall meet not less than once in a year at an Annual Meeting of the Council to be held on a date and at a place to be named by the Executive Committee of the Council at least six months in advance.
Special Meeting A5. A Special Meeting of the Council shall be called by the Secretary of the Council upon the direction of the Chancellor or the Principal of the University, or upon the written request of at least ten members of the Council. No business shall be transacted at a Special Meeting other than that specified in the notice calling the meeting.
Notice of Meeting A6. NOTICE of any meeting of the Council shall be transmitted by the Secretary to each member of the Council at least fourteen days prior to the date of the meeting.
Rules of Order A7. THE rules of order used in conducting the business of the Council at its meeting shall, wherever applicable and unless otherwise provided, be the most recently published version of Bourinot's Rules of Order.
Quorum of Meeting A8. Quorum at any meeting of the Council shall be fifty percent plus one of the current membership, including ex officio members. 
Attendance of Members

A9. Subject to Section A10. of this By-law, attendance of Members at regular or special meetings of the Council or any of its committees shall be in person or by means of telephone, electronic or other communication facilities as permit all persons participating in the meeting to communicate with each other simultaneously and instantaneously, and a Councillor or committee member participating in such a meeting by such means is deemed to be present at that meeting. 

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Electronic Voting

A10.

  1. The Chancellor or Principal and Vice Chancellor, or in their absence the vice-chair of the Executive Committee, in consultation with the Secretary of the Council, may designate which matters may be decided by electronic vote of the members where:
    1. a decision of a matter is required before the Annual Meeting of the Council (A4); and,
    2. items in question, in the opinion of the Chancellor or Principal and Vice Chancellor, or in their absence the vice-chair of the Executive Committee, are not controversial and do not require extensive background and explanation; and,
    3. it would be impractical, in the view of the Chancellor or Principal and Vice Chancellor, or in their absence the vice-chair of the Executive Committee,  to schedule a Special Meeting of the Council (A5). 
  1. The Chancellor or Principal and Vice Chancellor, or in their absence the vice-chair of the Executive Committee, will request that the Secretary of the Council circulate the motion(s) to voting members of the Council and open the voting period.
    1. The voting period shall be a minimum of seven (7) days.
    2. The vote may be conducted via email, or other electronic method that authenticates voters' identities.
    3. No amendments to the motion(s) are permitted unless allowed by the Chancellor or Principal and Vice Chancellor, or in their absence the vice-chair of the Executive Committee.
    4. Quorum for electronic votes shall be reached when fifty percent plus one of the current membership, including ex officio members, have voted.
      1. If quorum is not achieved by the end of the voting period, the period may be extended by a maximum of 7 days at the Secretary's discretion.
    1. The Secretary of the Council will announce the results as soon as is practicable following the end of the voting period. 
  1. Decisions of the Council made by electronic voting shall be placed before the next Annual Meeting of the Council for ratification and, unless there is a procedural or other defect so significant that it would invalidate the decision(s), as determined by a two-thirds majority of the members present, the Council shall ratify the decision(s), which shall be recorded in the minutes of that meeting.  
Plenary Session A11. The Plenary Sessions of all regular meetings of the Council shall be open to attendance by the members of the Board of Trustees, the Senate and Honorary Members of the Council with the right to speak upon being recognized by the Chair, but without voting privileges. Subject to Section A3. above, all remaining sessions of the Annual Meeting shall only be open to attendance of the members of the Council and such guests as may be invited by the Chancellor. 
Voting Rights  A12. Subject to Section A10. of this By-law, Councillors and committee members must be present at a meeting, in a manner as provided for in Section A9 above, to exercise their vote.  Proxy votes are not allowed.  Ex officio members of the Council have voting privileges at all meetings of the Council and the committees on which they sit. 
Register of Alumni  A13. FOR voting and other purposes stated in Council By-laws, the alumni are those individuals who have received a degree or diploma from the University, or have registered and attended classes for at least one full session (academic year or equivalent) and whose class has graduated and alumnus and alumna shall have corresponding meanings.
Amendments to Bylaws A14. AMENDMENTS to the Council Bylaws shall be considered at any Annual or Special Meeting of the Council at the request of the Executive Committee of the Council or of any ten members of the Council; provided that written notice of the proposed amendments has been received by the Secretary of the Council at least thirty days before the date of the meeting. Proposed amendments shall be transmitted to Council members at least fifteen days prior to the date of the proposed meeting. Such amendments shall be voted upon by the members present at the meeting, and must receive at least two-thirds of the votes cast in order to be carried. 
Effective Date A15. This By-law A shall come into force at 12:01 a.m. on May, 10, 2013 and shall remain in force until amended or repealed in accordance with the terms herein. 
Repeal of Former By-laws

 A16. By-laws A, B, C, D, E, F and G as they read immediately prior to passage of this by-law be and are hereby repealed.

 

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BY-LAW B. COMMITTEES OF THE  COUNCIL 

Executive

Committee

B1.  THERE shall be an Executive Committee of the Council. The said committee shall consist of:

 

  1. the Chancellor, ex officio;
  2. the Principal, ex officio;
  3. one member of Council elected to the Board of Trustees, appointed by the Board of Trustees for the lesser of two years or the balance of the member's then current term on the Board of Trustees;
  4. the member of the Senate elected to the Council, ex officio; and,
  5. five elected members of the Council, each elected by the Council for a three-year term commencing on December 1 following their election. The Vice Chair of the Executive Committee shall be elected by the Executive Committee from among the aforementioned five elected members of Council for a term coterminous with that member's term on the Executive Committee.

FIVE members shall constitute a quorum at any meeting of the Executive Committee. The Principal shall be the Chair of the Executive Committee.  The Vice Chair of the Executive Committee shall assume the duties of the Chair in his or her absence.

 

EX OFFICIO members of the Executive Committee shall have voting privileges at all meetings of the committee except for the Chair, who shall vote only in the case of a tie.

 

THE Secretary of the Council shall ensure that a Secretary to the Executive Committee is appointed.

 

The Executive Committee may use electronic voting in accordance with the criteria and procedure set out in By-law A, section 10. 

Powers of

Executive

Committee

B2. THE Executive Committee shall:

 

  1. Have the power to transact business on behalf of the Council between regular meetings of the Council.  Any actions so taken must be reported to the Council as soon as may be practical and any amendments to By-laws of the Council shall be subject to ratification by the Council at the next Annual Meeting, and in accordance with the requirements of Section A13 of By-law A;
  2. Plan for and set the agenda of the Annual Meeting of the Council; and the Executive Committee may establish a program committee comprised of such members of the Council as are advisable to carry out the planning for the Annual Meeting for the approval of the Executive Committee;
  3. Ensure regular communication with and among Council members, committees, affiliated bodies and the alumni at large;
  4. Each year, identify with the Principal areas of strategic or emerging importance to the University that would benefit from advisory taskforces of the Council which may be charged with gathering input and providing advice for the consideration of the Principal;
  5. Appoint the members of the Nominating Committee after calling for expressions of interest to serve from members of the Council; and,
  6. Oversee committees and taskforces of the Council, including their membership, how they work and their communication and reporting to Council and other bodies, as appropriate.

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Nominating

Committee

B3. THERE shall be a Nominating Committee of the Executive Committee. The said committee shall consist of:

 

  1. Two members of the Executive Committee, as appointed by that Committee, for terms of two years each or for terms coterminous with those members' terms on the Executive Committee, which ever is the lesser; and,
  2. Three members of the Council who are not members of the Executive Committee, as appointed by the Executive Committee for terms of two-years each or for terms coterminous with those members' terms on the Council, which ever is the lesser.

THE Nominating Committee shall report to the Executive Committee. The members of the Nominating Committee shall elect the Chair of that Committee from among its members.

Powers of the Nominating  Committee

B4.  The Nominating Committee shall:

 

  1. Oversee the process governing the election of alumni to the Council and the election of University Council Trustees to ensure transparency and accountability in these processes;
  2. Liaise with the Board of Trustees' Governance and Nominating Committee;
  3. In consultation with the Board of Trustees and the Principal, develop annually a skills and attributes matrix that may be revised from time to time;
  4. Actively encourage  alumni whose skills align with the needs of Council and the Board to stand for election to Council;
  5. Have the right, together with the alumni, to nominate candidates for election to the Council in accordance with processes established within the by-laws of the Council; and,
  6. Report regularly to the Executive Committee and to the Council regarding its activities.

Elections to the

Executive

Committee

B5.  NOMINEES for election to the Executive Committee shall be elected members of Council nominated in accordance with Council By-laws.  Ex officio members of the Council are not eligible to be nominated or elected to the Executive Committee under subsection B1. e, above.

 

THE provisions of Sections D2, D3, D4, D5, D6, D7 and D8 of By-law D apply to the elections of elected members to the Executive Committee, with the necessary changes in context, provided only that no candidate shall be considered eligible unless nominated by at least two nominators.

 

AN elected member of Council who is in the final year of his or her term on Council is eligible to be nominated.

Other Standing Committees of

the Council

B6.  STANDING or permanent committees of the Council may only be established by amendment to the Council By-laws in accordance with Section A13 of By-law A.

Special

Purpose

Committees

of the Council

B7.  THE Council may establish special-purpose committees or taskforces at an Annual or Special Meeting of the Council at the request of the Executive Committee of the Council or of any ten members of the Council.  The purpose of such bodies will be to examine and discuss matters of importance to the prosperity and well-being of the University to assist Council in formulating an opinion that it may declare in regard to such matters.  In such cases all members of the Council shall be eligible for consideration to be included in the membership thereof.  At the time of the establishment of such committees or taskforces, terms of reference shall be approved by the Council which will specify, at a minimum:

 

  1. The maximum timeframe during which the committee or taskforce may exist, which timeframe cannot exceed one year but which may be extended at an Annual or Special Meeting of the Council one time for a further maximum duration of one year by subsequent vote of the Council not earlier than six months prior to the scheduled expiry of the said timeframe;
  2. Defined topics of examination;
  3. Administrative support for the committee or taskforce, which shall be provided by the membership thereof; and,
  4. A workplan sufficient to achieve the mandate within the established timeframe for the existence of the committee or taskforce.

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The Principal B8.  IN addition to the powers conferred upon the Executive Committee pursuant to subsection B2. d, above, the Principal may request advisory assistance from Council and may strike special-purpose committees or groups comprised, in whole or in part, of members of the Council to fulfill this function.

 

THE Principal may, upon request from the Council or on his or her own initiative, update or respond to the Council from time to time on matters of significant strategic importance to the University.

Effective Date B9.  This By-law B shall come into force at 12:01 a.m. on May, 10, 2013 and shall remain in force until amended or repealed in accordance with the terms contained in By-law A.

 

BY-LAW C. ELECTIONS AND APPOINTMENTS TO THE COUNCIL

Election of Members and Assumption

and Tenure

of Office

C1. THE elected members of the Council shall be elected by and from among the alumni in accordance with Council By-laws. Such members shall assume office for four years on 1 September following their election. Retiring elected members shall be eligible for re-election provided that the maximum length of service shall be twelve consecutive years. Notwithstanding the foregoing, the period of service completed by anyone elected to serve a broken term of office (by-election) shall be disregarded in computing the length of service on the Council.

Election of

Board of Trustees Not

Representing Council

C2.  WHENEVER an elected member of the Council becomes a member of the Board of Trustees through any process other than by election to the Board of Trustees by the Council, his or her membership as an elected member of Council shall cease immediately and their seat shall be deemed to be forfeited and the provisions of Section C11. shall apply.
Qualifications C3. NOMINEES for election to the Council shall be alumni nominated in accordance with Council By-laws.

 

AFTER a break of at least one year, a former elected member whose eligibility for re-election has expired due to reaching the maximum length of service pursuant to Section C1., above, is eligible to be elected to the Council for a further maximum length of service of twelve consecutive years. 

 

WHERE a former elected member of the Council's term has expired but that person has continued as an ex officio member of the Council, the duration of service as an ex officio member shall count toward the break referred to in the foregoing paragraph.   In such cases, these persons are eligible to be nominated and elected to the Council provided that as of the date of commencement of the term of office for which the election is being held, at least one year will have passed since the conclusion of their most recent elected term of office on the Council.

Nominations C4. EACH Alumni member shall have the right to nominate in each election one candidate for each elected member vacancy on the University Council. Nominations shall be invited each year by the Secretary of the Council according to a process recommended by the Nominating Committee and approved by the Executive Committee of the Council. Candidates shall be nominated by at least two Alumni nominators. The names of the persons nominated shall be reported by the Secretary of the Council to the Nominating Committee and the names of those who are eligible to stand for election shall be brought forward to the Executive Committee of the Council.

Nominations from

Nominating

Committee

C5.  THE Nominating Committee shall have the right to nominate candidates as it sees fit each year, in addition to those who have been nominated as provided in Section C4. Additional nominations made by the Nominating Committee shall be brought forward to the Executive Committee.

 

THE Executive Committee will establish the ballot for the election, which shall consist of all alumni eligible to be elected to the Council who have complied with the requirements of Section C4 and the process as established by the Nominating Committee, together with those who have been nominated by the Nominating Committee.  The ballot shall not identify the source of the nomination.

Notification

and

withdrawal

of Nominees, Nomination

of Additional Nominees if Necessary

and Provision for Poll

or Acclamation

C6. FOLLOWING the establishment of the ballot for the election by the Executive Committee, the Secretary of the Council shall immediately notify the nominees of their nomination. Persons nominated may at any time on or before the date specified by the Secretary of the Council inform the Secretary of the Council in writing of their desire to withdraw their names as nominees. As a result of withdrawals, if the number of nominations is less than the number of vacancies, the Nominating Committee shall, as soon as possible, nominate and obtain the consent of as many nominees as may be required to fill all vacancies. If the number of nominees remaining exceeds the number of vacancies, the names of the remaining nominees shall be announced and an election held in accordance with Council By-laws. If the number of nominees remaining is less than or equal to the number of vacancies, those nominees shall be declared elected by acclamation. Any remaining vacancies may be filled, as a broken term of office, by by-election or at the following year's election.
Procedure for Poll C7.  IF an election is required, it shall be conducted in a manner and at such time or times as determined by the Nominating Committee, subject to the approval of the Executive Committee of the Council and otherwise in accordance with Council By-laws. In order to be valid, ballots shall be returned to the Secretary of the Council and must be received not later than the date specified by the Secretary of the Council. A ballot received from an alumna/us who votes for more than the number of vacancies to be filled will not be valid.

Scrutiny and Count of

Ballots, and Resolving

Tie Vote

C8.  ALL valid ballots received by the Secretary of the Council on or before a date specified by the Nominating Committee shall be tabulated under the supervision of the Secretary of the University on the next working day. A tie shall be broken by lot. The Secretary of the Council shall then prepare and sign a report on the election results and forward it to the Executive Committee.
Notification of Members Elected or

Appointed, and

Publication of Same

C9. THE Secretary of the Council shall immediately notify the successful candidates and shall publish the election results for the whole of the Council as soon as is practicable.

 

 

 

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Forfeiture of

Membership

C10.  ANY elected member of the Council who has been absent from more than one Annual Meeting in a four-year term shall forfeit membership in the Council if, after considering the circumstances, the Executive Committee so decides and the Executive Committee may declare that member's seat to be vacant.
Filling of Vacancy

C11. ANY vacancy in the elected membership of the Council by death, resignation or forfeiture of office may be filled as a broken term of office by an alumnus/a appointed by the Executive Committee or pursuant to a by-election. Any newly elected or appointed member of the Council shall take the place of his or her predecessor for the remainder of the replacement term, and following that term be eligible for election for three further full terms in accordance with Section C1.

 

IN such a case, the elected member who has resigned or forfeited their office is not eligible to be nominated, elected or appointed hereunder. 

Council Member

appointed by the Senate

C12. THE member of the Council appointed by the Senate shall assume office for two years on 1 September following their appointment, regardless of whether they remain a member of the Senate during the entire term of their appointment to the Executive Committee. Retiring Senate appointees shall be eligible for re-appointment provided they are, at that time, a senator and further provided that the maximum length of service shall be twelve consecutive years. Notwithstanding the foregoing, the period of service completed by a senator appointed to serve a broken term of office (by-election) shall be disregarded in computing the length of service on the Council.

 

AFTER a break of at least one year, a former member of the Council appointed by the Senate whose eligibility for re-appointment has expired pursuant to the above is eligible to be appointed to the Council for a further maximum length of service of twelve consecutive years. 

 

SENATE may appoint an alternate who may attend in the stead of the member appointed by Senate from time to time and, in such cases, the alternative shall have all of the authority, powers and duties of the appointed member. 

Council Member

appointed by

the Alumni

Association

C13. THE member of the Council appointed by the Board of Directors of the Alumni Association shall assume office for two years on 1 September following that person's appointment. Retiring Alumni Association appointees shall be eligible for re-appointment provided that the maximum length of service shall be twelve consecutive years. Notwithstanding the foregoing, the period of service completed by an Alumni Association member appointed to serve a broken term of office (by-election) shall be disregarded in computing the length of service on the Council.

 

AFTER a break of at least one year, a former member of the Council appointed by the Alumni Association whose eligibility for re-appointment has expired pursuant to the above is eligible to be appointed to the Council for a further maximum length of service of twelve consecutive years.

 

THE Board of Directors of the Alumni Association may appoint an alternate who may attend in the stead of the member appointed by the Board of Directors of the Alumni Association from time to time and, in such cases, the alternative shall have all of the authority, powers and duties of the appointed member. 

Effective Date

C14. THIS By-law C shall come into force at 12:01 a.m. on May, 10, 2013 and shall remain in force until amended or repealed in accordance with the terms contained in By-law A. 

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 BY-LAW D. ELECTION OF TRUSTEES BY THE COUNCIL 

THE Council elects six University Council Trustees to the Board of Trustees for 3-year terms. 

 

Election and Assumption

and Tenure

of Office

D1.  TWO University Council Trustees elected by the Council shall retire each year and their successors shall be elected by the Council in accordance with Council By-laws. Trustees shall assume office for three years on 1 June following their election. A University Council Trustee shall be eligible for re-election to the Board of Trustees except in the following circumstances and according to the provisions of By-Law #1 of the Board of Trustees.

 

NO candidate for election as a University Council Trustee who has been elected as a University Council Trustee for three consecutive terms shall be eligible for re-election unless that person is Chair or Vice-Chair of the Board in which case he or she may be re-elected for one further term not exceeding three years.

Nomination Procedure D2.  Each elected and ex officio member of the Council shall have the right to nominate in each year two elected members of Council for the elected position of University Council Trustee. An elected member of Council who is in the final year of his or her term on Council is eligible to be nominated.

 

NOMINATIONS shall be invited by the Secretary of the University. according to a process recommended by the Nominating Committee and approved by the Executive Committee.

 

NO candidate shall be considered eligible unless nominated by at least five members, elected, appointed or ex officio, of the Council.

 

NO member of the Nominating Committee shall be eligible to be nominated or elected as a University Council Trustee.

 

NO ex officio member of the Council is eligible to be nominated or elected as a University Council Trustee.

By Councillors

at Irregular Intervals

D3.  IF for any reason no nominations are made as provided in Section D2, nominations and the subsequent election may take place in a manner specified and advertised by the Secretary of the University.
Scrutiny and Count of Nominations D4.  THE nominations that have been received by the Secretary of the University on or before a date specified by the Secretary of the University shall be tabulated under the supervision of the Secretary of the University on the next working day. The Secretary of the University shall prepare and sign a report on the nominations and shall transmit the report to the Secretary of the Council.

Nomination

and

Withdrawal

of Nominees and Provisions for Poll or Election if Necessary

D5.  THE Secretary of the University shall immediately notify the nominees and persons nominated may at any time on or before the date specified by the Secretary of the University inform the Secretary of the University in writing of their desire to withdraw their names as nominees. If more than two nominees remain, the names of those nominees remaining shall be announced and an election will be held in accordance with Council By-laws. If only two nominees remain, they shall be declared elected by acclamation. If only one nominee remains, he or she shall be declared elected by acclamation and an election to fill the vacancy existing shall be held over until a further election takes place or shall take place at the next election. If no nominees remain, a vote to fill the vacancy shall be held over until a further election takes place.
Procedure for Poll D6.  IF an election of University Council Trustees is required it shall be conducted in a manner and at such time or times as determined by the Nominating Committee, subject to the approval of the Executive Committee of the Council and otherwise in accordance with Council By-laws. In order to be valid, ballots shall be returned to the Secretary of the University and must be received not later than the date specified by the Secretary of the University. Councillors shall vote for not more than one nominee for each vacancy.

Scrutiny and count of Ballots, and Resolving of Tie Vote

D7.  THE ballots that have been received by the Secretary of the University on or before the date specified according to section D6 shall be tabulated under the supervision of the Secretary of the University on the next working day. A tie shall be broken by lot. The Secretary of the University shall then prepare and sign a report of the election results, and forward it to the Secretary of the Council.
Notification of Nominees Elected and Publication of Same D8. THE Secretary of the Council shall immediately notify the successful candidates and shall publish the election results for the whole of the Council as soon as is practicable.
Forfeiture of Office D9.  ANY University Council Trustee who has been absent from more than twenty-five per cent (25%) of the regularly scheduled meetings of the Board of Trustees in one academic year shall forfeit membership on the Board, if after considering the circumstances, the Executive Committee so decides and the Executive Committee may declare that member's seat to be vacant.
Filling of Vacancy D10.  ANY vacancy in the office of University Council Trustee caused by death, resignation or forfeiture of office, shall be filled as a broken term of office by election to take place in a manner specified and advertised by the Secretary of the University. Any newly elected University Council Trustee shall take the place of his or her predecessor for the remainder of the replacement term, and following that term shall be eligible for election for three further full terms in accordance with the By-laws of the Board of Trustees.

 

IN such an election, the elected member who has resigned or forfeited their office is not eligible to be nominated or elected hereunder. 
Effective Date D11. THIS By-law D shall come into force at 12:01 a.m. on May, 10, 2013 and shall remain in force until amended or repealed in accordance with the terms contained in By-law A. 

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BY-LAW E. APPOINTMENT OF THE CHANCELLOR 

Appointment

and Tenure

of Office

E1. THE Chancellor

 

(1) The University Council shall, in accordance with its by-laws, appoint a Chancellor of Queen's University as the highest officer of the University.

 

(2) The Chancellor holds office for three years from the date of appointment or until a successor is appointed, whichever is later.

 

(3) The Chancellor shall preside at all meetings of the University Council, holding both a deliberative and a casting vote on all motions submitted to any meeting of the University Council.

Appointment/

Re-Appointment

At Regular Intervals

E2.  TWELVE months before the end of the three-year term, the Executive Committee of the Council, through the Principal, shall discuss with the Chancellor her/his wish to be considered for re-appointment to a subsequent term.

In Case of

Vacancy

E2a.  ANY vacancy in the office of the Chancellor caused by death or resignation shall be addressed as outlined in E2b. below.
Procedure E2b. THE Executive Committee shall ask the Principal to form an advisory Committee to Select the Chancellor.

 

WHEN the Advisory Committee has made a recommendation to the Principal, the Principal shall inform the Executive Committee and ask for the Executive Committee's approval to bring the recommendation for appointment forward for endorsement by the University Council.

Appointment Announcement E2c. THE appointment of the Chancellor shall be announced following approval of the appointment by the University Council.
Installation E3. A new Chancellor shall be formally installed at Convocation following his or her appointment

Vice-Chancellor

to preside

E3a.  THE Vice-Chancellor of the University shall preside at the Convocation at which a Chancellor is to be installed.
Declaration of Fidelity E3b. THE Chancellor-designate will make the following declaration: "I, , undertake to perform to the best of my ability the duties of Chancellor of Queen's University at Kingston; and I promise as highest officer of the University, by all lawful means to defend its rights and promote its welfare."
Subsequent Procedure E3c.  AFTER making the Declaration of Fidelity, the Chancellor shall take the Chancellor's chair and preside at the subsequent proceedings of Convocation.
Effective Date E4.  This By-law E shall come into force at 12:01 a.m. on May, 10, 2013 and shall remain in force until amended or repealed in accordance with the terms contained in By-law A.

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BY-LAW F. ELECTION OF THE RECTOR 

 

THE students registered in academic programs of the University shall, in accordance with the By-laws of the University Council, elect a Rector to hold office for three years from the date of election or until a successor is elected, whichever is later.

 

Bill S-1001, An Act Respecting Queen's University at Kingston, 1st Sess, 41st Parl, 2011, cl 17.2 (assented to 26 June 2011)

Duties of the

Rector              

F1.  THE Rector, elected by the students registered in academic programs of the University, represents and is responsible to all students of Queen's University. The Rector is an ex officio member of the Board of Trustees of Queen's University. The Rector may be called upon to participate in ceremonial and administrative functions as a representative of all students.
Delegation F2.  THE University Council delegates and entrusts responsibility to the Alma Mater Society (AMS) and to the Society of Graduate and Professional Students (SGPS) to conduct the nomination, election and any removal of the Rector.

Election and

Assumption

and Tenure

F3. THE Rector of the University shall serve for a term of three years from the date of election or until a successor is elected.

 

PRIOR to the end of the term or, if a Rector leaves office early, prior to or on the departure of the Rector, there shall be a new election for Rector and the elected candidate shall assume office immediately after election.

Notification of

AMS and SGPS

Presidents

F4.  WHEN a vacancy in the position of Rector has occurred or is imminent, the Secretary of the University shall immediately notify the AMS and the SGPS, or vice versa.

Nomination

Notice

F5.  AN announcement inviting nominations for the office of Rector shall be made in accordance with the AMS and SGPS Constitutions or related by-laws, policy or procedures.

Procedures for Nomination

and Poll

F6.  ALL nomination and election procedures related to the position of Rector shall be described in identical terms in the AMS and SGPS Constitutions and any related by-laws, policy or procedures of each student society.

Notification and Withdrawal of

Nominees and Provision for

Poll or for Later

Election if Necessary

F7.  THE responsible Electoral Officer, as identified by the procedures referenced in F6, shall immediately notify the nominees. If more than one valid nomination is received, the names of the nominees shall be announced and an election held in accordance with the procedures. If only one valid nomination is received, the nominee shall be declared elected by acclamation.

Notification of Candidate

Elected and Publication

of Same

F8.  THE responsible Electoral Officer shall immediately notify the successful candidate and publish the election results in the manner specified in the procedures and shall also notify the Secretary of the University specifying the date upon which the Rector-elect will take office.
Effective Date F9.  This By-law F shall come into force at 12:01 a.m. on May, 10, 2013 and shall remain in force until amended or repealed in accordance with the terms contained in By-law A.

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BY-LAW G. HONORARY LIFE MEMBERS 

Institution of Honorary Life Members        G1.  IN order to give suitable recognition to those who have rendered outstanding service to the University, the Council awards annually up to six Distinguished Service Awards. Recipients become Honorary Life Members of the Council.
Those Eligible G2. RECIPIENTS are not restricted to alumni of the University.
Nomination Notice G3.  NOMINATIONS are to be made annually to the Secretary of the Council in writing by a date specified each year by the Secretary of the Council, not to be later than June 30, and must be signed by at least five persons who are members (elected, appointed, ex officio or honorary) of the Council, the Queen's Alumni Association, the Board of Trustees or are present or retired employees of the University.
Choice of Nominees G4. THE Executive Committee of the Council will review nominations and select the recipients.
Presentation of Award G5. THE award will normally be presented at the time of the Annual Meeting of the Council. In exceptional circumstances, the Executive Committee may select a recipient and present an award at any time.
Effective Date G6.  This By-law G shall come into force at 12:01 a.m. on May, 10, 2013 and shall remain in force until amended or repealed in accordance with the terms contained in By-law A.

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BY-LAW H. CONVOCATIONS 

Convocations                 H1. THERE shall be one or more Convocation held at the University each year, for the conferring of degrees and for such other purposes as may be determined. The place, date and hour of Convocations and the procedure followed at Convocations shall be delegated to the Senate of the University.
Effective Date H2.  This By-law H shall come into force at 12:01 a.m. on May, 10, 2013 and shall remain in force until amended or repealed in accordance with the terms contained in By-law A.

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BY-LAW I. INSTITUTION OF BYLAWS 

Institution of New and Rescinding of Old Bylaws     

I1.   THESE Bylaws shall come into force and take effect on May10, 2013 , and thereupon all earlier Bylaws of the Council shall be repealed and rescinded.

Transitional Provisions          

I2.

  1. The persons who, immediately before the coming into force of these by-laws, were elected members of the Council continue to hold office for the remainder of the terms for which they were elected
  2. For greater certainty, the members of the Board of Trustees who are not University Council Trustees and the members of the Senate, shall cease to be members of University Council upon the effective date of these by-laws however the Principal and the Chancellor shall continue as ex officio members of the Council pursuant to Section A1 of By-law A;
  3. Notwithstanding the provisions of Section A1 of By-law A, the Council may elect alumni to the Council annually following the effective date of these by-laws despite the fact that the total number of elected members will exceed forty provided that the elected members of Council shall equal no more than forty on September 1, 2017. The following Figure 1 is provided for illustrative purposes only and does not form a part of the operative provisions of this by-law.

Figure 1

 

 

Number of Councillors pre-election

Number of Councillors with terms expiring

Number of Councillors to be elected

Number of Councillors post-election

May, 2013

96

17

0

79

May, 2014

79

19

8

68

May, 2015

68

20

10

58

May, 2016

58

18

10

50

May, 2017

50

20

10

40

May, 2018

40

10

10

40

  1. The persons who, on May 9, 2013, were either elected or appointed members of the Executive Committee continue to hold office for the remainder of the terms for which they were elected or appointed provided that:
  1. the persons who, on May 9, 2013, were the elected members of the Council elected by the Council shall have their respective terms extended, and each shall retire from office on November 30 of the calendar year in which their original term was to expire; and,
  2. the persons who, on May 9, 2013, were designated by the Principal pursuant to By-law A Section A.9 as it read on May 9, 2013, will retire from office on November 30, 2013.

 

  1. Notwithstanding the provisions of subsection B1. e of By-law B:
  1. One elected Councillor shall be elected to the Executive Committee after June 1, 2013 to take office December 1, 2013 for a one-year term;
  2. Two elected Councillors shall be elected to the Executive Committee after June 1, 2013 to take office December 1, 2013 for three-year terms.

 

  1. The Executive Committee will, not later than September 1, 2017, complete a review of the functioning of the Council as compared with the plan for Reform of University Council, as endorsed by it on January 17, 2013, and provide the results of that review, together with any recommendations that it may have, to the first meeting of the Council held thereafter.
  2. The provisions of this Section I2. shall be and are hereby repealed at 12:01 a.m. on December 2, 2017 and the current section I3. shall be renumbered I2. 
Review of By-laws I3. THE University Council Executive Committee shall conduct a review of the by-laws at least once every five years and shall bring forward recommended changes to the by-laws from time to time for the approval of the Council.
Effective Date I4.  This By-law I shall come into force at 12:01 a.m. on May, 10, 2013 and shall remain in force until amended or repealed in accordance with the terms contained in By-law A.

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