Guild Departments

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.

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) Student Parent On Campus Department; and

(g) Women's 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.

7.3 General Regulations

7.3.1 Subject to these Regulations, the roles and rights of committee members are decided by the general meeting of students defined in Regulation 7.3.6.

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

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

7.3.4 The department officer of each Guild department is the person elected to the position in the second column of the Fourth Schedule of these Regulations.

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

7.3.6 Each department officer will convene a meeting of students listed in column 3 of the Fourth Schedule of these Regulations.

7.3.7 The meeting will elect by the rules of proportional representation as described in the Second Schedule of the election regulations, a departmental committee.

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.

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 twenty members qualified to vote at a meeting of that Guild department.

7.5.2 The department officer must call a special general meeting within ten 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 fourteen 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 three University working days prior to the date of the proposed special general meeting.

7.6 Rules of Guild Department Meetings

7.6.1 The department officer is entitled to act as chair at the meeting. If a department officer nominates not to act as chair, the members present will elect a chair from among those present.

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

7.6.3 The quorum for a Guild department meeting is twenty students.

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

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

7.6.6 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.

7.6.7 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.

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

7.6.9 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.

7.6.10 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.

7.7 International Student Services

7.7.1 Role

7.7.1.1 The role of the International Student Services (I.S.S.) Committee is to—

(a) foster co-operation amongst international students and also between international and other students on campus;

(b) encourage discussion and take action on matters of interest to international students, including social awareness;

(c) promote the welfare of international students;

(d) work to implement approved policies of the I.S.S. Committee; and

(e) work to implement approved policies of the National I.S.S Conference subject to the approval of the I.S.S. Committee.

7.7.2 Membership

7.7.2.1 The I.S.S. Executive comprises:

(a) the Director;

(b) the Secretary;

(c) the Treasurer;

(d) the Deputy Director (Social);

(e) the Deputy Director (Welfare and Education);

(f) the Liaison Officer;

(g) the Welfare and Education Officer;

(h) the Sports Secretary;

(i) the Social Secretary; and

(j) the Editor of ISS publications.

7.7.2.2 The director of I.S.S.—

(a) is elected in accordance with the Election Regulations;

(b) must regularly report to Guild Council on the activities of the I.S.S.; and

(c) must present an annual report to the November meeting of Guild Council on the activities of the I.S.S.

7.7.2.3  Members of the I.S.S. Executive, other than the director—

(a) are elected by the I.S.S. Committee at its second semester meeting each year;

(b) can be nominated by an international student who is a member; and

(c) can declare a position vacant with a two-thirds majority of members.

7.7.2.4  Each international student organisation affiliated to the Guild will appoint two delegates to the I.S.S. Committee.

7.7.2.5 Delegates are appointed prior to the first semester meeting of the I.S.S. Committee.

7.7.2.6 The I.S.S. is governed by the I.S.S. Committee.

7.7.2.7 The I.S.S. Committee has the power to make rules for the proper conduct of its affairs. 

7.7.2.8 All rules and alterations to those rules are included in the Guild Statute Book upon receiving approval from Guild Council.

7.7.2.9 The I.S.S. Committee consists of the I.S.S. Executive and the appointed delegates of international student organisations affiliated to the Guild.

7.7.3 Quorum

7.7.3.1 The quorum of a meeting is at least half of the members of the I.S.S Committee which must include delegates representing at least half of the international student organisations affiliated with the Guild.

7.7.4 Frequency of Meetings

7.7.4.1 The I.S.S. Committee meets at least once first and second semester of each year.

7.7.4.2 Additional meetings may be held at the request of the Director.

7.7.5 General Regulations

7.7.5.1 The I.S.S Committee may form a sub-committee to deal with and report on any matters deemed necessary by the I.S.S Committee.

7.7.5.2 The policies of the I.S.S. are approved by a simple majority of the I.S.S Committee members.

7.7.5.3 As far as they are applicable to the I.S.S. Committee, the standing orders of the standing committees of the Guild will apply to all meetings of the I.S.S. Committee.

7.7.5.4 The I.S.S. Executive will prepare the budget prior to the first semester meeting of the Committee.