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Queen's University
 

University Council By-laws 

The University Council includes all members of the Board of Trustees, all members of the Senate and an equal number of elected graduates.

Table of Contents

Revisions
Preamble

  1. The Council and Election of Members to the Same
  2. Convocations
  3. Election of Trustees by the Council
  4. Election of the Chancellor
  5. Election of the Rector
  6. Honorary Life Members
  7. Institution of Bylaws

Revisions

General Revision:

May 1999 - A3, C1, D1, E2, E3, F1, G1, H1, I1, J4 (May 2000)

May 2002 - C1, D1, E2, E3, F1, G1, H1 and I1

May 2003 - A16, A17, C2, C3, D5, D6, E7, E8, K1

May 2004 - A13a, C2, D2, E, E2, E3, E4, F2, G2

May 2005 - A13a, A13b, A14, A15, A16, A17, C6, D2, D3, D6, E3, E5, E8, H6, I6, K2, K3, K4, K5, K6

May 2006 - A14, C2, C2a, C4, C5, C6, C7, C8, D4, E6, F2, F4, F5, F8, G2, G4, G5, G8, L4

May 2007 - A15, C5, D5, E7, F5, G5

Oct 2011 - K1, K2, K3, K4, K5, K6, K7, K8

May 2012 - B1, C, C1, C2, C2a, C3, C4, C5, C6, C7, C8

Effective May 5, 2012 the following By-Laws were eliminated:

D - Election of Trustees by the Graduates

E - Election of Trustees by the Benefactors

F - Election of Trustees by the Faculty, Librarians and Archivists

G - Election of Trustees by the Staff

H - Election of Trustees by the Society of Graduate and Professional Students

I - Election of Trustees by the members of the Alma Mater Society

The remaining by-laws were relettered: By-Law J to D, By-Law K to E, By-Law L to F and By-Law M to G

 

The University Council

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. Recipients become honorary life members of University Council.

The elective members of the Council are elected by and from the graduates 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 members to the Board of Trustees for three-year terms. All elective members are eligible.

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.

The Council’s mailing address is:

University Council
153 Richardson Hall,
Queen’s University
Kingston, Ontario K7L 3N6
Tel: (613) 533-6095
Fax: (613) 533-2793
email: ucouncil@queensu.ca

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A. THE COUNCIL, ITS OFFICERS AND ELECTED MEMBERS

Chair of Council A1. THE University Council shall be chaired by the Chancellor of Queen's University.
Secretary of the Council A2. 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
Annual Meeting A3. THE Annual Meeting of the Council shall be held on a date and at an hour and place to be named by the Executive Committee of the Council at least one year in advance.
Special Meeting A4. 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 A5. 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 A6. THE rules of order in conducting the business of the Council at its meeting shall, wherever applicable and unless otherwise provided, be Bourinot's Rules of Order or an equivalent Canadian procedural text.
Quorum of Meeting A7. FIFTEEN members present in person shall constitute a quorum at any meeting of the Council.
Register of Graduates A8. FOR voting and other purposes stated in Council By-laws, the graduates are those granted a degree, diploma or certificate by the Senate.
Executive Committee

A9. THERE shall be an Executive Committee of the Council. The said committee shall consist of:

  1. the Chancellor
  2. the Principal
  3. three persons designated by the Principal one of whom must be a Vice-Principal, two of whom must include a Dean or Principal of the Theological College for a two-year term
  4. one member of the Board of Trustees elected by the Board of Trustees for a two-year term
  5. one member of the Senate elected by the Senate for a two-year term
  6. three elected members of the Council elected by the Council for a three-year term, two of whom shall reside outside the Kingston area. One to retire each year.

FIVE members present in person shall constitute a quorum at any meeting of the Executive Committee. The Principal or a member of the committee designated by the Principal shall be Chair of the Executive Committee.
Powers of Executive Committee A10. THE Executive Committee shall have the power to transact such business on behalf of the Council as the Council may from time to time delegate to it.
Election of Members and Assumption of Tenure of Office A11. ONE-SIXTH of the elected members of the Council shall retire from office each year, and their successors shall be elected by the graduates in accordance with Council By-laws. The elected members shall assume office for six years on 1 May following their election and shall retire from office on 30 April. Retiring members shall be eligible for re-election for a second consecutive term.
Election of Board of Trustees Not Representing Council A12. 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.
Qualifications A13. NOMINEES for election to the Council shall be graduates nominated in accordance with Council By-laws.

 

After two consecutive terms, any graduate may be nominated or appointed to Council following a break from Council of at least one year.
Nominations A13a. EACH graduate shall have the right to nominate in each election one candidate for each vacancy on the University Council. Nominations shall be invited each year by the Secretary of the University according to a process recommended by the Secretary of the University and approved by the Executive Committee of the Council. Notice shall include a statement that only graduates of Queen's University are eligible to make nominations. In order to be valid a nomination shall be in writing, shall be signed by the nominator or shall be submitted on-line when this option is available and received by the Secretary of the University on or before a date specified by the Secretary of the University. No candidate shall be considered eligible unless nominated by at least three nominators. The names of the persons nominated shall be reported by the Secretary of the University to the Executive Committee of the Council at a meeting held as provided in Section A13b.
Executive Committee A13b.THE Executive Committee shall have the right to nominate eligible nominees as it sees fit each year, in addition to those who have been nominated as provided in Section A13a. Additional nominations made by the Executive Committee shall be made at a meeting of the Executive Committee held as close as possible to the date specified by the Secretary of the University.
Notification and withdrawal of Nominees, Nomination of Additional Nominees if Necessary and Provision for Poll or Acclamation A14. THE Secretary of the Council shall immediately following the Executive Committee meeting notify the nominees according to Sections A13a and A13b, 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 Executive Committee shall, as soon as possible, nominate and obtain the consent of as many nominees as may be required. 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 the number of vacancies, those nominees shall be declared elected by acclamation. Any remaining vacancies shall be filled at the following year’s election.
Procedure for Poll A15. IF an election is required it shall be conducted in a manner and at such time or times as determined by the Secretary of the University 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. A ballot received from a graduate 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 A16. ALL valid ballots 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. A tie shall be broken by lot. The Secretary of the University shall then prepare and sign a report on the election results and forward it to the Secretary of the Council.
Notification of Members Elected or Appointed, and Publication of Same A17. THE Secretary of the Council shall immediately notify the successful candidates and publish the election results in such manner as he or she may see fit. The Secretary of the Council shall report on elections at the next Annual Meeting of the Council.
Forfeiture of Membership A18. ANY elected member of the Council who has been absent from all its meetings for three consecutive years shall forfeit membership in the Council if after considering the circumstances the Executive Committee so decides.
Filling of Vacancy A19. ANY vacancy in the elected membership of the Council by death, resignation or forfeiture of office or any increase in the membership of the Board of Trustees or the Senate may be filled by a graduate appointed by the Executive Committee. Any new member of the Council thus appointed 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 two further full terms.
Amendments to Bylaws A20. 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.

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B. CONVOCATIONS

Convocations B1. THERE shall be one or more Convocations 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.

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C. 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

C1. 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 and shall retire from office on 31 May. 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 Council Representative to the Board of Trustees by the Council who has been elected as a Council Representative to the Board of Trustees for four 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 C2. Each member of the Council shall have the right to nominate in each year two nominees for University Council Trustee. Nominations shall be invited by the University Secretary according to a process recommended by the University Secretary and approved by the Executive Committee of the Council. In order to be valid, nominations shall be in writing and shall be signed by the nominator or shall be submitted on-line when this option is available and received by the University Secretary on or before a date specified by the University Secretary.
By Councilors at Irregular Intervals C2a. If for any reason no nominations are made as provided in Section C2, nominations and the subsequent election may take place in a manner specified and advertised by the University Secretary.
Scrutiny and Count of Nominations C3. THE nominations that have been received by the University Secretary on or before a date specified by the University Secretary shall be tabulated under the supervision of the University Secretary on the next working day. The University Secretary shall prepare and sign a report on the nominations and shall transmit the report to the Secretary of the Council. No candidate shall be considered eligible unless nominated by at least five members of the Council.
Nomination and Withdrawal of Nominees and Provisions for Poll or Election if Necessary C4. THE University Secretary shall immediately notify the nominees and persons nominated may at any time before on or before the date specified by the University Secretary inform the University Secretary 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 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 C5. 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 University Secretary, 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 University Secretary and must be received not later than the date specified by the University Secretary. Councilors shall vote for not more than one nominee for each vacancy.
Scrutiny and count of Ballots, and Resolving of Tie Vote C6. THE ballots that have been received by the University Secretary on or before the date specified according to section C5 shall be tabulated under the supervision of the University Secretary on the next working day. A tie shall be broken by lot. The University Secretary 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 C7. THE University Secretary shall immediately notify the successful candidates and publish the election results in such manner as he or she may see fit. The University Secretary shall also transmit a report on the election results to the Secretary of the Board of Trustees, specifying the date upon which those elected will take office.
Filling of Vacancy C8. ANY vacancy in the University Council Trustees caused by death or resignation from office, shall be filled at the next election by the Council in accordance with Council By-laws.
Provision for ex-officio Status C9. IN case any University Council Trustee shall cease to be an elected member of the Council before his or her maximum term of office as Trustee has expired, that person shall continue to serve as an ex-officio member of the Council until the expiry of his or her term as Trustee.

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D. APPOINTMENT OF THE CHANCELLOR

(formerly By-Law J)

Appointment and Tenure of Office

D1. 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.
At Regular Intervals

D2. Appointment/Re-Appointment

 

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 D2a. ANY vacancy in the office of the Chancellor caused by death or resignation shall be addressed as outlined in D2b. below
Procedure

D2b. Appointment Procedure

 

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 D2c. The appointment of the Chancellor shall be announced following approval of the appointment by the University Council.
Installation D3. A new Chancellor shall be formally installed at Convocation following his or her appointment
Vice-Chancellor to preside D3a. THE Vice-Chancellor of the University shall preside at the Convocation at which a Chancellor is to be installed.
Declaration of Fidelity D3b. 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 D3c. AFTER making the Declaration of Fidelity, the Chancellor shall take the Chancellor's chair and preside at the subsequent proceedings of Convocation.

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E. ELECTION OF THE RECTOR

(formerly By-Law K)

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 E1. 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 E2. 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

E3. 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 E4. WHEN a vacancy in the position of Rector has occurred or is imminent, the University Secretary shall immediately notify the AMS and the SGPS, or vice versa.
Nomination Notice E5. 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 E6. 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 E7. THE responsible Electoral Officer, as identified by the procedures referenced in E6, 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 E8. 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 University Secretary specifying the date upon which the Rector-elect will take office.

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F. HONORARY LIFE MEMBERS

(formerly By-Law L)

Institution of Honorary Life Members F1. 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.
Rights and Privileges F2. SUCH Honorary Life Members are entitled to participate fully in the deliberations and discussions of Council. They do not have voting privileges in Council deliberations or in elections of Council members to the Board of Trustees. Nor are they eligible to hold office on the Executive Committee of the Council or on the Board of Trustees as a Council Representative. They do however, have the right to nominate members for election as Council Representatives to the Board of Trustees.
Those Eligible F3. RECIPIENTS are not restricted to graduates of the University.
Nomination Notice F4. NOMINATIONS are to be made to the Secretary of the Council in writing by a date in February specified by the Secretary of the Council, and must be signed by at least five members of the Council or of the Queen’s Alumni Association.
Choice of Nominees F5. THE Executive Committee of the Council will review nominations and select the recipients.
Presentation of Award F6. 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.

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G. INSTITUTION OF BYLAWS

(formerly By-Law M)

Institution of New and Rescinding of Old Bylaws G1. THESE Bylaws shall come into force and take effect on May 5, 2012, and thereupon all earlier Bylaws of the Council shall be repealed and rescinded.

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