Over the last 15-20 years academic school meetings have gone from rambling and unstructured brawls to dull “executive infomercials”. The former led to marathon meetings. The current model has led to a middle-management culture that often does not take advantage of the very valuable specialists skills of talented, highly trained (and experienced) scholars in the department. Nor does it allow for reasonable checks and balances on the powers of the executive–something that is vital for the management of any group of academics.
Our school at the ANU has adopted a system informed both by ANU’s academic board and how the world’s top economics departments operate. The following is the template that we have adopted and which has replaced the executive committee.
1. Members of the School Meeting are all academic staff at level B and above who are engaged equal to or greater than 50% FTE. Observer status is given to all other staff in the School.
2. School Meetings are chaired by the Speaker of the School Meeting, who is chosen by the Head of School. The Speaker is a Member of the School Meeting who is not a Professor nor a Chair of one of the Committees nor the Head of School.
3. School meetings shall be held at least twice every semester during the academic year. Additional meetings may be called by the Head of School or at the written request of twenty-five percent of the Members of the School Meeting. One-half the Membership of the School Meeting constitutes a quorum.
4. Meetings shall be conducted in accordance with Robert’s Rules of Order. Minutes of the meeting and reports submitted to the Meeting shall be kept and made available to the Members.
5. The initial Agenda for regular School Meetings shall be prepared by the Speaker and circulated in written form at least five calendar days prior to the meeting. The initial Agenda includes the items 1. Apologies 2. Confirmation of Minutes of Previous Meeting 3. Reports of Head of School and the Chairs of Committees 4. Workplace Health and Safety 5. Other Business 6. Items added by the Head of School.
6. Additional items may be suggested by individual Members and, at the discretion of the Head of School, be added to the agenda for the forthcoming meeting. Alternatively, items may be placed on the agenda by written petition of twenty-five percent of the Members. All such additions to the agenda must occur at least three days prior to the meeting.
7. A simply majority of those present and those sending proxy votes and/or absentee ballots shall decide an issue arising from an item in the initial agenda or an item added at the discretion of the Head of School.
8. A majority above 60% of those present and those sending proxy votes and/or absentee ballots shall decide an issue arising from the agenda item not described in 7.
9. A majority above 70% of those present and those sending proxy votes shall decide a motion not arising from an issue on the agenda.
10. Proxies may be given from one member to another. Proxies are given in written form to the other member a copy of which must be received by the Speaker three calendar days prior to the meeting. Proxies cannot be specific to particular items on the agenda nor to a particular motion/amendment not arising from the agenda.