University of Oxford Homepage


 

Regulations of Congregation for the conduct of business in Congregation


Congregation Regulations 2 of 2002

Made by Congregation on 5 March 2002
Amended on 12 October 2004 and 14 October 2008 (
Gazette, Vol. 139, pp. 4-8)

[ Page 1 of 2 : Contents : 1 2 ]

* Part 1: Definitions and General Provisions for Meetings
* Adjournments
* Speaking at meetings
* Correction of errors, slips, and omissions
* Part 2: Legislative Proposals
* First meeting
* Second meeting
* Other provisions
* Voting
* Part 3: Resolutions
* Resolutions for the suspension of statutory procedures
* Other resolutions
* Amendments to resolutions
* Amendments acceptable to Council which are unopposed
* Voting on amendments
* Opposition to resolutions
* Resolutions and amendments which lapse
* Obligations of Council

Part 1

Definitions and General Provisions for Meetings

1.1. In these regulations:

(1) references to 'members' are references to members of Congregation; and

(2) the expression 'a legislative proposal' means a proposal made by Council under section 1 (1) or (2) of Statute IV to amend or repeal a statute or add to the statutes.

1.2. Meetings of Congregation shall be held on the Tuesday in each of the first, second, fourth, sixth, and eighth weeks in each Full Term and on the second Tuesday after each Full Term and at such other times as the Chancellor or Vice-Chancellor may determine.

1.3. If there is no business for a meeting it shall be cancelled.

1.4. Notice of every meeting of Congregation and of the business to be conducted at it shall be published by the Registrar in the University Gazette not later than the day specified in the relevant Part of these regulations.

1.5. (1) A notice published under regulation 1.4 above must state a period beginning with the date of the notice within which notice of opposition to any item of business or of a proposed amendment must be given or a request for an adjournment must be made.

(2) If no such notice of opposition is given amendment proposed or request for an adjournment made the provisions of section 7 of Statute IV shall apply and the meeting may be cancelled.

(3) If a meeting date is outside Full Term, notice of opposition or the proposal of an amendment by at least two members shall automatically also be treated as a request for adjournment to be handled by the procedure under regulation 1.9.

1.6. When

(1) a legislative proposal is made; or

(2) a regulation is proposed under section 1 (2) of Statute IV; and

(3) the passing of the proposal or the making of the regulation will involve additional expenditure from university funds Council shall either in the notice of the proposal or in a separate notice published with it state whether the expenditure can be met without curtailment of existing services or of services for which money has already been allocated.

Adjournments

1.7. The discussion of a question at a meeting of Congregation may be adjourned in accordance with regulations 1.8-1.12 below.

1.8. In the case of any question on the agenda for a meeting in respect of which a notice of objection must under any statute or regulation be given before the meeting of Congregation any twenty members of Congregation may, not later than noon on the eighth day before a meeting of Congregation, give notice in writing to the Vice-Chancellor that they request the adjournment of that question.

1.9. (1) Whenever a request for adjournment is received under regulations 1.5 (3) or 1.8 above, the Vice-Chancellor shall refer it to the Proctors, who shall decide whether or not it shall be granted.

(2) The Proctors' decision shall be published in the University Gazette not less than four days before the meeting of Congregation to which the question or questions concerned was or were originally due to be submitted.

(3) If the Proctors decide that the request shall not be granted, any two members of Congregation may, by rising in their places at the meeting, demand that a vote be taken on whether or not the question or any of the questions in respect of which the request was submitted shall nevertheless be adjourned; and, if such a demand is made, the Chairman shall, after any debate on the question of adjournment, put that question to the vote in accordance with the provisions of regulation 1.11 below.

1.10. Consideration of any question adjourned under the provisions of regulations 1.5 (3), 1.7 or regulation 1.8 above shall be resumed at the next meeting of Congregation (or at such later meeting as the Chairman may determine), and the Registrar shall give not less than five days' notice in the University Gazette that the debate will be resumed.

1.11. (1) At any meeting of Congregation the Chairman may at any time propose the adjournment of the House.

(2) The motion shall be put immediately, and, if it is carried, the House shall be adjourned.

(3) After any meeting has lasted two full hours the Chairman shall have the power of adjourning the House without question put.

(4) Any adjournment of the House under this regulation shall be to the following day, unless the Chairman shall fix another day.

1.12. No question shall be adjourned more than once.

Speaking at meetings

1.13. No member of Congregation shall without leave of the Chairman speak more than once on any item, except that the mover of an item shall have the right to reply at the close of the debate on that item.

1.14. If the Chairman considers that a speaker's remarks are irrelevant to the question concerned, the Chairman may direct the speaker to confine his or her remarks to that question, and the speaker shall comply with the Chairman's direction.

1.15. (1) Any student member, as defined in section 4 of Statute II, may speak at a meeting of Congregation, if called upon to do so by the Chairman at the Chairman's discretion.

(2) The Vice-Chancellor may make rules governing speaking by student members in Congregation.1

(3) The Chairman may, nevertheless, at any time terminate a debate on the floor of the House and proceed to the final speeches and the taking of a vote.

1.16. Council may make rules governing the circulation of flysheets on matters before Congregation, or Convocation in regard to the election of the Professor of Poetry, or relating to matters of general interest to the University.2

Correction of errors, slips, and omissions

1.17. If the Vice-Chancellor is satisfied that the text of a legislative proposal made or passed under Part 2 or of a resolution proposed or passed under Part 3 of these regulations contains a clerical error or other accidental slip or omission, he or she may, after consultation with the Registrar and the Proctors, correct the error, slip, or omission without further reference to Congregation, and the correction made shall be as fully effective as an amendment duly passed under the Part in question.

Part 2

Legislative Proposals

2.1. The provisions of this Part in addition to those of Part 1 shall apply to legislative proposals.

2.2. Every legislative proposal to be submitted to Congregation shall be preceded by a preamble shortly stating the principle of the measure.

2.3. The Registrar shall publish in the University Gazette notice of every legislative proposal not less than nineteen days before the date of the meeting at which it is to be considered.

2.4. Any two members may not later than noon on the eighth day before the date of the meeting:

(1) give notice in writing to the Registrar that they intend to vote against the proposal in question; or

(2) submit to the Registrar in writing a proposed amendment signed by the mover and seconder; or

(3) both.

2.5. (1) If no notice is given or amendment proposed in accordance with regulation 2.4 above, the legislative proposal in question shall unless Council has decided otherwise be declared at the conclusion of proceedings on it to be passed without question put.

(2) Paragraph (1) of this regulation does not exclude or limit the exercise of the Vice-Chancellor's powers under section 7 of Statute IV.

2.6. Where an amendment is proposed the Vice-Chancellor in consultation with the Proctors shall decide and report to Council whether it is a true amendment or an alternative proposal.

2.7. The Vice-Chancellor shall report to Council all amendments which have been accepted as true amendments in accordance with regulation 2.6 above, and Council shall forward them to Congregation together with any amendments which Council itself may propose.

2.8. All amendments forwarded to Congregation under regulation 2.7 above, and any notice of opposition given under regulation 2.4, shall be published by the Registrar in the University Gazette not less than four days before the date of the meeting at which the legislative proposal is to be considered.

First meeting

2.9. Where more than one amendment is proposed the Vice-Chancellor in consultation with the Proctors shall decide whether the amendments are inconsistent with each other or may be taken cumulatively and, in the light of that decision, the order in which they should be put to the vote.

2.10. At the first meeting at which the legislative proposal is considered Congregation may first approve or reject any amendments to it which have been duly proposed in accordance with regulations 2.4, 2.7 and 2.8.

2.11. If no amendments have been proposed, or if all amendments proposed are rejected or under regulation 2.19 below have lapsed, Congregation may at the first meeting pass or reject the legislative proposal in the form in which it was originally proposed.

2.12. If amendments to a legislative proposal are approved by Congregation under regulation 2.10 above, the following procedure shall be used.

(1) Congregation may at the first meeting pass or reject the amended proposal

(a) if the Proctors have stated in the notice of the meeting given under regulation 2.8 above that they recommend that postponement to a second meeting not be required and

(b) unless Congregation approves a motion put by two members at the meeting in question to require postponement to a second meeting.

(2) Otherwise further proceedings on the proposal in question shall be postponed to a second meeting in accordance with regulations 2.13-2.18 below and the proposal shall be republished in the University Gazette so as to show the amendments made.

Second meeting

2.13. The second meeting shall take place on a date to be fixed by the Chairman which is at least fourteen days after the date on which the amendments were passed.

2.14. The Registrar shall publish notice of the second meeting in the University Gazette at least eleven days before the date on which those proceedings are due to take place.

2.15. At any time before the date fixed for the second meeting under regulation 2.13 above Council may propose further amendments or submit to Congregation the choice between contradictory or inconsistent provisions which may have been introduced into the legislative proposal.

2.16. All proposals or submissions made by Council under regulation 2.15 above shall be published by the Registrar in the University Gazette not less than four days before the meeting at which they are to be considered.

2.17. On the date fixed for the second meeting under regulation 2.13 above Congregation may:

(1) accept or reject any amendments proposed under regulation 2.15 above; and

(2) if any amendment has been approved, accept or reject the legislative proposal as amended by that amendment.

2.18. If an amended legislative proposal is approved by Congregation under regulation 2.17 (2) above, the amended proposal shall come into effect.

Other provisions

2.19. Any amendment proposed under any of the preceding regulations which is not moved and seconded in Congregation shall lapse.

2.20. A legislative proposal made by Council under section 1 (1) of Statute IV may be withdrawn by Council at any time.

2.21. At any meeting of Congregation the Chairman shall have the right to withdraw a legislative proposal made under section 1 (1) of Statute IV at any time before it has been submitted to a vote, and Council may resubmit the proposal to Congregation at a subsequent meeting.

2.22. Council shall not be entitled to reintroduce a legislative proposal which has been rejected by Congregation earlier than the beginning of the fourth term after the term in which it was rejected.

2.23. A statute shall come into effect on the date on which it is approved by Congregation, or (if it is so approved) on such later date as may be specified in that statute, or (where applicable) on the date on which it is approved by Her Majesty in Council, whichever is the latest.

Voting

2.24. (1) The rules for voting on any legislative proposal are as follows.

(2) In the case of:

(a) a proposal made by Council under section 1 (1) of Statute IV, or

(b) a proposal which Council is instructed to make under section 1 (2) of Statute IV which is supported by or acceptable to Council, or

(c) an amendment which is proposed or supported by or acceptable to Council,

the proposal or amendment shall be deemed to have been passed unless at least 125 members vote against it and constitute a majority against it.

(3) All other proposals made under this Part shall be determined by a simple majority.

(4) The rules for the casting of votes and postal voting set out in Part 4 of these regulations apply to legislative proposals.

Part 3

Resolutions

3.1. (1) This Part applies to resolutions submitted under section 1 (2) of Statute IV by twenty or more members of Congregation that Council should be instructed to make legislative proposals, and to all other resolutions which are not legislative proposals.

(2) This Part does not apply to Parts 8 and 9.

Resolutions for the suspension of statutory procedures

3.2. Council or any twenty or more members of Congregation may at any time submit a resolution providing for the suspension of the operation of sections 5-7 of Statute IV or any regulations made by Congregation under them including these regulations.

3.3. (1) A resolution proposed under regulation 3.2 above shall be published in the University Gazette not less than four days before the meeting at which it is to be moved.

(2) The resolution shall contain both a reference to any statutes or regulations to be suspended and a statement of the procedure to be followed if the suspension is approved.

3.4. If the resolution is published not less than nineteen days before it is to be moved, Council may include in the notice of the resolution a requirement that any member who intends to oppose the resolution must, by noon on the eighth day before the meeting at which the resolution is to be moved, give notice in writing to the Registrar of his or her opposition.

3.5. If notice is received under regulation 3.4 above from at least two members in respect of a resolution for which Council has imposed such a requirement, the Registrar shall publish that notice in the University Gazette not less than four days before the meeting.

3.6. (1) If no notice is received under regulation 3.4 above, the resolution shall unless Council has decided otherwise be declared by the Chairman at the conclusion of proceedings on it to be carried without question put.

(2) A resolution proposed with less than nineteen days' notice shall not be moved if twenty or more members signify their objection by rising in their places after the resolution has been read by the Registrar.

(3) Paragraph (1) of this regulation does not exclude or limit the exercise of the Vice-Chancellor's powers under section 7 of Statute IV.

3.7. Council shall be bound by the vote on a resolution providing for the suspension of the operation of statutes or regulations.

Other resolutions

3.8. Council or any twenty or more members of Congregation may at any time submit a resolution on any topic.

3.9. If a resolution is submitted by twenty or more members, the Vice-Chancellor may rule that resolution inadmissible:

(1) if it is not in his or her opinion on a topic concerning the policy or administration of the University; or

(2) if it relates to a particular college, society, or Permanent Private Hall, or (subject to paragraph (1) above) to a particular person other than the Vice-Chancellor.

3.10. For the purposes of regulation 3.9 above a resolution calling upon Council or any other body or person to propose, amend, or repeal a regulation shall be deemed to concern the policy or administration of the University.

3.11. Notice of a resolution proposed by twenty or more members, signed by all the members concerned, shall be delivered to the Registrar not later than noon on the twenty-second day before any stated meeting of Congregation at which they propose to move it.

3.12. Subject to the provisions of regulation 3.3 above and of regulation 3.13 below, notice of a resolution shall be published in the University Gazette not less than nineteen days before the meeting of Congregation at which it is to be moved.

3.13. (1) A resolution submitted by Council conferring a Degree by Resolution under the provisions of Part 7 of these regulations shall be published in the University Gazette and shall be deemed to have been approved without opposition at noon on the fourth day after the day on which it was published, unless by that time the Registrar has received notice in writing from two or more members that they wish the resolution to be put to a meeting of Congregation.

(2) If such notice is received, Council may either withdraw the resolution (in which case the Registrar shall publish notice of this withdrawal in the University Gazette) or republish the resolution not less than four days before it is to be moved in Congregation.

Amendments to resolutions

3.14. (1) Any two members may propose an amendment to any resolution, except a resolution submitted under the provisions of regulation 3.2 or regulation 3.13 above.

(2) Notice of any such amendment, signed by the proposer and seconder, shall be delivered to the Registrar not later than noon on the eighth day, and published in the University Gazette not later than five days, before the meeting of Congregation at which the resolution is to be moved.

3.15. Members proposing an amendment under the provisions of regulation 3.14 (1) above shall state whether or not they would oppose the resolution if their amendment were rejected.

3.16. (1) If an amendment is proposed under regulation 3.15 above, Council may decide that proceedings on the resolution and the proposed amendment shall be adjourned to a meeting of Congregation held not less than fourteen days after the meeting at which the resolution was originally to be moved under regulation 3.11 above.

(2) (a) If proceedings have been adjourned under paragraph (1) above, Council may also, by publication of a notice in the University Gazette not later than the twelfth day before the meeting of Congregation to which the proceedings have been adjourned, require that any two members who intend to vote against the amendment shall give notice in writing to the Registrar of that intention not later than the eighth day before the meeting to which the proceedings have been adjourned.

(b) Notice received under sub-paragraph (a) above shall be published by the Registrar in the University Gazette not later than the fourth day before the meeting.

(3) Unless notice of opposition has been received under paragraph (2) above, and unless Council has decided that the proposed amendment is unacceptable to it, Council may publish a notice to that effect in the University Gazette not later than the fourth day before the meeting; in which case:

(a) the amended resolution shall, at the conclusion of any proceedings on the amendment and the resolution, be declared by the Chairman to be carried without question put; or

(b) Council may nevertheless decide that a division shall be taken on the amended resolution at the conclusion of those proceedings

Amendments acceptable to Council which are unopposed

3.17. If:

(1) no notice of opposition to an amendment has been received under regulation 3.16 (2) above; and

(2) Council decides that the amendment proposed is acceptable to it

Council may publish a notice to that effect in the University Gazette not later than the fourth day before the meeting.

(3) In a case to which paragraph (1) of this regulation applies

(a) the amended resolution shall, at the conclusion of any proceedings on the amendment and the resolution, be declared by the Chairman to be carried without question put; or

(b)Council may nevertheless decide that a division shall be taken on the amended resolution at the conclusion of those proceedings.

Voting on amendments

3.18. Where an amendment is proposed the Chairman in consultation with the Proctors shall decide:

(1) whether each amendment is a true amendment or in substance an alternative proposal;

(2) whether, if more than one amendment is proposed, the amendments are inconsistent with each other or may be taken cumulatively; and

(3) in the light of (1) and (2) above the order in which they should be put to the vote.

3.19. (1) At the conclusion of any debate and voting on any proposed amendments, the resolution shall be put.

(2) If an amendment has been carried, the resolution as finally amended shall be put to the House as a substantive resolution, and the proposer of the resolution shall have the right to speak first in the debate on the amended resolution.

(3) If all amendments have been rejected or have lapsed, the unamended resolution in the form in which it was originally proposed shall be put without further debate.

Opposition to resolutions

3.20. (1) Except in the case of resolutions to which regulations 3.2-3.6 and 3.13 above apply, any two members may, not later than noon on the eighth day before the meeting at which the resolution is to be moved, give notice in writing to the Registrar that they intend to oppose the resolution; or Council may instruct the Registrar to give notice that the resolution is unacceptable to Council.

(2) Such notice (whether of opposition by members or of unacceptability to Council) shall be published by the Registrar in the University Gazette not less than four days before the meeting.

(3) If such notice has not been given, and unless Council has decided otherwise, the resolution shall, at the conclusion of proceedings on it, be declared by the Chairman to be carried without question put.

Resolutions and amendments which lapse

3.21. Except in the case of a resolution declared carried without question put under the provisions of regulations 3.16 or 3.20 above, any resolution or amendment to a resolution which is not moved and seconded in Congregation shall lapse.

Obligations of Council

3.22. (1) Except in cases to which regulation 3.2 or regulation 3.13 above apply, if a resolution is:

(a) carried on a division with at least 125 members voting in favour, or

(b) carried without a division at a meeting at which at least 125 members are present on the floor of the House at the time when the resolution is declared by the Chairman to have been carried, or

(c) declared by the Vice-Chancellor to have been carried without holding the meeting under the provisions of section 7 of Statute IV,

Council shall be bound, not later than the eighth week of the Full Term after the term in which the resolution is carried, to submit to Congregation a legislative proposal, or to make a regulation, or to take any other action it considers appropriate, as the case may be, in order to give effect to the resolution.

(2) For the purposes of paragraph (1) (b) above, the Proctors shall, whenever a resolution is carried without a division, certify the number of members present on the floor of the House3 at the time when the resolution is declared by the Chairman to have been carried.

3.23. (1) If Council is required by a resolution of Congregation to make a regulation under regulation 3.22 above, the regulation shall be put to Congregation for approval.

(2) Such a regulation shall be published in the University Gazette not less than nineteen days before the meeting, and amendments may be proposed under the same procedure as that laid down for amendments to resolutions in regulations 3.14-3.19 above.



1 See Appendix A following Part 10.

2 See Appendix B following Part 10.

3 See Regulation 4.3.