Congregation Regulations 2 of 2002

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.

(3) Whilst COVID-19 social distancing or other restrictions remain in place:

(a) Where “written” notice or a “written” request must be given or anything must be submitted “in writing”, the notice, request or submission (including any notice to the Vice-Chancellor) will only be valid if sent by email to [email protected] (provided that a notice to this effect is published in the Gazette).

(b) Where there is a requirement that a notice or other submission be “signed” this requirement is met by the signatory sending an email to [email protected] which attaches a copy of the relevant document and confirms their intention to sign it. The email must include the full name and the department and/or college of the signatory.

(4) Council may decide that any postal vote shall be held electronically, in which case the following interpretations shall apply:

(a) A “ballot paper” or a “voting paper” includes an electronic voting paper in such form as the Vice-Chancellor shall determine, including a vote hosted by an online voting or polling agency.

(b) A “postal vote” or a “postal ballot” may be conducted entirely electronically and the “dispatch” of voting papers may mean only the dispatch of electronic voting papers by email or the dispatch of a link to an online voting site.

(5) Whilst the COVID-19 situation means that physical meetings of Congregation may take place only with social distancing requirements in place and there is insufficient physical capacity to accommodate all members of Congregation wishing to attend a meeting, or where national restrictions prevent the holding of physical meetings, Council may decide that a meeting of Congregation shall be held electronically, in which case the following interpretations shall apply:

(a) A “meeting” of Congregation shall mean a virtual meeting held through a suitable platform which allows members of Congregation to attend and, where required, to participate. Where a virtual meeting is to be held, members will be notified of this in the Gazette when it is confirmed that the meeting will be going ahead, including details of the platform to be used and the registration process in place. Details will also be published on the Congregation website at https://unioxfordnexus.sharepoint.com/sites/OXINTRANET-strategy-governance-planning/SitePages/congregation.aspx.

(b) The “House” and the “floor of the House” shall both mean the “meeting” and “on the floor of the House” shall mean “at the meeting”. “Admitted to the floor of the House” shall mean “permitted to attend the meeting as a potential speaker”.

(c) Where members may make a demand or challenge, or signify an objection, by “rising in their places” members will be able to signal this electronically by submission during the meeting of the statement “I rise in place”; attendees will be notified of how this functionality works.

(d) A “ballot paper” or a “voting paper” includes an electronic voting paper in such form as the Vice-Chancellor shall determine, including a vote hosted by an online voting or polling agency.

(6) Whilst the COVID-19 situation means that physical meetings of Congregation may take place only with social distancing requirements in place and the meeting is split across multiple physical venues to allow all those wishing to attend to do so, the “House” and the “floor of the House” shall both mean all venues to which a live broadcast of the meeting is being made.

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.

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 Chair 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 Chair 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 Chair 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 Chair 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 Chair shall fix another day.

1.12. No question shall be adjourned more than once.

1.13. No member of Congregation shall without leave of the Chair 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 Chair considers that a speaker’s remarks are irrelevant to the question concerned, the Chair may direct the speaker to confine his or her remarks to that question, and the speaker shall comply with the Chair’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 Chair at the Chair’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

¹ See Appendix A following Part 10.

² See Appendix B following Part 10.

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.

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.

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.

2.13. The second meeting shall take place on a date to be fixed by the Chair 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.

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.

(1) If the Registrar receives notice of Council’s withdrawal of a legislative proposal after 9.00am on the Tuesday before the first notice under 1.4 above appears in the Gazette but before noon on the eighth day before the meeting of Congregation at which the legislative proposal is due to be moved, the Registrar shall publish a notice in the Gazette not less than four days before that meeting announcing the withdrawal of the legislative proposal.

(2) If the Registrar receives notice of Council’s withdrawal of a legislative proposal later than noon on the eighth day before the meeting of Congregation at which the legislative proposal is due to be considered, the Registrar shall notify Congregation electronically of the withdrawal and that notification shall thereafter be published in the Gazette.

2.21. At any meeting of Congregation the Chair 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 His Majesty in Council, whichever is the latest.

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.

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.

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 Chair 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.

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.

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 Chair to be carried without question put; or

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

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. There will not be a meeting of Congregation and the amended resolution shall be declared carried.

3.18. Where an amendment is proposed the Chair 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.

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.

3.21. (1) A resolution submitted under 3.1 above by at least twenty members of Congregation may be withdrawn in accordance with (a)-(d) below if the Registrar receives written notice from one or more of the signatories that the signatories have withdrawn their signatures from the resolution such that fewer than twenty signatures remain.

(a) The person or persons submitting the request for withdrawal under 3.21(1) above shall take responsibility for obtaining the consent of those who wish to retract their signatures, and for submitting evidence of their consent to the Registrar.

(b) If the Registrar receives sufficient evidence that fewer than twenty signatures remain before 9.00am on the Tuesday before the notice under 1.4 above first appears in the Gazette, the resolution shall be withdrawn without notice being published.

(c) If the Registrar receives sufficient evidence that fewer than twenty signatures remain after 9.00am on the Tuesday before the notice under 1.4 above first appears in the Gazette but before noon on the eighth day before the meeting of Congregation at which the resolution is due to be moved, the Registrar shall publish a notice in the Gazette not less than four days before that meeting announcing the withdrawal of the resolution.

(d) If the Registrar receives sufficient evidence that fewer than twenty signatures remain later than noon on the eighth day before the meeting of Congregation at which the resolution is due to be considered, the Vice-Chancellor, in consultation with the Proctors shall determine whether or not the resolution may be withdrawn. If the Vice-Chancellor in consultation with the Proctors determines that the resolution may be withdrawn, the Registrar shall notify Congregation electronically of the withdrawal and that notification shall as soon as possible thereafter be published in the Gazette.

(2) A resolution submitted by Council under 3.1 above may be withdrawn by Council at any time.

(a) If the Registrar receives notice of Council’s withdrawal of a resolution after 9.00am on the Tuesday before the first notice under 1.4 above appears in the Gazette but before noon on the eighth day before the meeting of Congregation at which the resolution is due to be moved, the Registrar shall publish a notice in the Gazette not less than four days before that meeting announcing the withdrawal of the resolution.

(b) If the Registrar receives notice of Council’s withdrawal of a resolution later than noon on the eighth day before the meeting of Congregation at which the resolution is due to be considered, the Registrar shall notify Congregation electronically of the withdrawal and that notification shall thereafter be published in the Gazette.

(3) A resolution once withdrawn may not be submitted again for the same meeting of Congregation.

3.22. 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.

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

(a) carried on a vote in the House with at least 125 members voting in favour, or

(b) carried without a vote in the House 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 Chair 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 vote in the House, certify the number of members present on the floor of the House at the time when the resolution is declared by the Chair to have been carried.

3.24. (1) If Council is required by a resolution of Congregation to make a regulation under regulation 3.23 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.

4.1. (1) Every vote in Congregation shall be taken immediately after the close of the debate (if any) on the question concerned, unless that question has been adjourned under regulation 1.7 or regulation 1.8 in Part 1 of these regulations.

(2) Every question shall be settled by a simple majority (with the Chair having a second or casting vote in the case of an equality of votes) except where the statutes or regulations provide otherwise.

4.2. (1) When any question has been put to Congregation by the Chair he or she may direct that a vote be taken, or may announce that in his or her opinion the proposal is accepted or rejected, as the case may be.

(2) If the Chair’s opinion so declared is challenged by at least six members rising in their places, he or she shall direct that a vote be taken.

(3) Where the Chair directs that a vote is to be taken at a meeting of Congregation it shall be conducted by division of the House unless

(a) the Vice-Chancellor and Proctors have determined that it shall be determined by ballot and have made a statement to that effect in the notice of the meeting given under regulation 1.4 above or in a subsequent notice published in the Gazette not later than four days before the meeting; or

(b) twenty or more members of Congregation have given written notice to the Registrar not later than noon on the eighth day before the meeting that they wish the vote to be conducted by ballot.

(c) the meeting is being held electronically, in which case any vote shall be determined by ballot.

4.3. For the purposes of any regulation which refers to the number of members present ‘on the floor of the House’, that expression shall, in the case of a meeting held in the Sheldonian Theatre, mean the Area and Semicircle of the Theatre.

4.4. (1) Where a vote is to be conducted by ballot the ballot paper (which may be an electronic voting paper, including a vote hosted by an online voting or polling agency) shall be in a form determined by the Vice- Chancellor which will enable a vote For or Against each proposal or resolution to be clearly registered.

(2) It shall, other than at a meeting held electronically or where the vote is to be conducted electronically, be the duty of the Proctors to ensure that there is a sufficient number of ballot papers at the meeting to enable all members present to vote.

(3) A ballot paper shall not be counted unless it states the name and college or department of the person voting and is signed by that person or, in the case of a meeting held electronically or a vote conducted electronically, is submitted by someone registered as in attendance at the meeting and who is a member of Congregation.

(4) The Proctors shall be responsible for the checking and/or counting of the ballot papers and the result of the ballot shall be announced by the Vice-Chancellor as soon as possible at the meeting or, where a paper ballot is held and the COVID-19 situation means it is not safe to count the ballot papers immediately, up to three days after the meeting, by publication online and by email to all members of Congregation for whom an email address is held.

(5) The contents of individual ballot papers shall not be disclosed to any person except as necessary for the purpose of checking or counting the ballot papers or of investigating allegations of misconduct or taking legal advice.

4.5. (1) Any question decided or resolution carried or rejected at a meeting of Congregation shall, in the absence of provision to the contrary in the statutes and regulations, be submitted for confirmation or rejection to a postal vote of the members if, not later than 4 p.m. on the sixth day after that meeting (or, where the announcement of the result of the vote is delayed under paragraph 4.4(4) above, the sixth day after the announcement of the result),

(a) Council so decides, or

(b) the question has been decided, or the resolution has been carried or rejected on a vote in the House, at a meeting at which not fewer than twenty five members were present on the floor of the House at the time when the vote in the House was taken and if a requisition for such a postal vote signed by at least fifty members is delivered to the Vice Chancellor.

(2) For the purposes of paragraph (1) (b) above, the Proctors shall, whenever a vote is taken at a meeting of Congregation, certify the number of members present on the floor of the House at the time of the vote.

4.6. No decision taken, or resolution carried or rejected, by Congregation on a vote otherwise than by a postal vote under regulation 4.5 above shall be deemed to be operative or to have been carried or rejected:

(1) before 4.00 p.m. on the sixth day after the meeting of Congregation at which the question was decided or the resolution carried or rejected; or

(2) where a postal vote is required to be taken under regulation 4.5 above, before the decision has been confirmed by that vote.

4.7. A postal vote shall not be taken on:

(1) any decision of Congregation relating to the adjournment of the House;

(2) a resolution approving the conferment of a degree of the University (including a Degree by Diploma or an Honorary Degree);

(3) an election under the provisions of Part 8 of these regulations;

(4) appointments or reappointments to the Vice-Chancellorship; or

(5) the presentation of the Vice-Chancellor’s Oration or the Annual Review of the University under the provisions of Part 9 of these regulations.

4.8. The Registrar shall publish in the University Gazette a verbatim record (or if the Vice-Chancellor shall so decide, a summary record approved by the Vice-Chancellor) of the proceedings of Congregation relating to any question on which a postal vote is to be held under the provisions of regulation 4.5 above.

4.9. Where a question is submitted to a postal vote under the provisions of regulation 4.5 above the Vice-Chancellor may submit any other question decided at the same meeting of Congregation (whether decided on a vote in the House or not) to a postal vote at the same time if it appears to him or her that the questions are so related that they should be submitted for confirmation or rejection at the same time.

4.10. The procedure for the conduct of a postal vote shall be as follows.

(1) (a) The Registrar shall dispatch to every member, not less than fourteen days before the day fixed by the Vice-Chancellor for the vote, a voting paper on which shall be specified the latest time by which it must be delivered to the Registrar.

(b) The time specified under (a) above shall not be earlier than fourteen days after the publication of the University Gazette referred to in regulation 4.8 above.

(c) Where any part of the fourteen days referred to in sub-paragraph (a) above falls outside Full Term the Vice-Chancellor and Proctors shall agree suitable means for facilitating the participation of members of Congregation who may be outside Oxford at the time.

(2) The form of the voting paper (including the manner in which the question is to be put), and the method of recording votes, shall be prescribed by the Vice-Chancellor.

(3) If a postal vote requires votes to be cast on one or more amendments to a resolution in addition to the resolution itself, the sequence in which votes are to be cast in the postal vote shall, with such procedural explanation as necessary, follow the sequence in which votes were cast at the relevant meeting of Congregation.

(4) No postal vote shall be deemed to be invalid owing to misdirection or non-receipt of any voting paper.

(5) The Registrar shall be responsible for the counting of the votes, but the Vice-Chancellor and Proctors shall decide on the validity of any vote which, in the opinion of the Registrar, is in doubt.

(6) The result of the vote shall be published in the University Gazette.

4.11. (1) Any question submitted to a postal vote shall be determined by the majority of the votes cast, notwithstanding any provision of any statute or regulation relating to the number of persons required to vote for or against a proposal in order that it may be passed or rejected.

(2) In the event of an equality of votes the Vice-Chancellor shall have a second or casting vote.

4.12. The contents of individual voting papers shall not be revealed to any person except as necessary for the purposes of regulation 4.10 (5) or of investigating allegations of misconduct or taking legal advice.

5.1. Any member may at a meeting of Congregation in Full Term ask a question relating to any matter concerning the policy or the administration of the University.

5.2. (1) Written notice of any such question signed by the member proposing to put it and by one supporting member shall be sent to the Registrar not later than noon on the eighteenth day before it is to be asked.

(2) Unless the Vice-Chancellor considers the question to be inadmissible in substance or in form, it shall be published by the Registrar in the University Gazette, together with the reply (which shall be drafted by Council), not less than five days before the question is to be asked.

5.3. (1) Any reply so published shall be read in Congregation either by a member of Council or by another person nominated by Council.

(2) No debate shall be permitted upon the reply, but at the Chair’s discretion supplementary questions may be asked to elucidate it.

5.4. (1) A question submitted under 5.2 (1) above by a proposing members and a supporting member may be withdrawn in accordance with (a)−(b) below if the Registrar receives written notice from the proposing member or the supporting member or both that the proposing member or the supporting member or both have withdrawn their signatures from the question, such that fewer than one proposing member or one supporting member remain.

(a) The person or persons submitting the request for withdrawal under 5.4 (1) above shall take responsibility for obtaining the consent of those who wish to retract their signatures, and for submitting evidence of their consent to the Registrar.

(b) If the Registrar receives sufficient evidence of a request for withdrawal such that fewer than one proposing member or one supporting member remain:

(i) before 9.00am on the Tuesday before the question, with or without a reply, is to be first published in the Gazette, the question shall be withdrawn without notice being published; or

(ii) before noon on the eighth day before the meeting of Congregation at which the question is due to be asked, if the question, with or without a reply, has been published in the Gazette, the question shall be withdrawn and the Registrar shall publish a notice in the Gazette not less than four days before that meeting announcing the withdrawal of the question; or

(iii) after either of the deadlines given in (i) and (ii) above, the Vice-Chancellor in consultation with the Proctors shall determine whether or not the question may be withdrawn. If the Vice-Chancellor in consultation with the Proctors determines that the question may be withdrawn, the Registrar shall notify Congregation electronically of the withdrawal and that notification shall as soon as possible thereafter be published in the Gazette.

(2) A question once withdrawn may not be submitted again for the same meeting of Congregation.

6.1. (1) Either Council, or any twenty or more members, may put forward for discussion in Congregation any topic of concern to the University, including any issue on which it would be permissible for it or them to submit a resolution under the provisions of Part 2 or Part 3 of these regulations.

(2) In the case of a topic put forward by twenty or more members, the Vice-Chancellor may rule that topic inadmissible:

(a) if it is not, in his or her opinion, a topic of concern to the University; or

(b) if it relates to a particular college, society, or Permanent Private Hall, or to a particular person other than the Vice-Chancellor.

6.2. Notice of a topic put forward 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 at which they propose that it should be discussed.

6.3 Topics for discussion shall be scheduled for meetings within Full Term unless a reason for urgency is given, in which case that reason shall be published in the University Gazette.

6.4. Notice of a topic shall be published in the University Gazette not less than nineteen days before the meeting of Congregation at which it is to be discussed.

6.5 (1) A topic for discussion submitted under 6.1 (1) above by at least twenty members of Congregation may be withdrawn in accordance with (a)-(d) below if the Registrar receives written notice from one or more of the signatories that the signatories have withdrawn their signatures from the topic for discussion such that fewer than twenty signatures remain.

(a) The person or persons submitting the request for withdrawal under 6.5 (1) above shall take responsibility for obtaining the consent of those who wish to retract their signatures, and for submitting evidence of their consent to the Registrar.

(b) If the Registrar receives sufficient evidence that fewer than twenty signatures remain before 9.00am on the Tuesday before the first notice under 6.4 above appears in the Gazette, the topic for discussion shall be withdrawn without notice being published.

(c) If the Registrar receives sufficient evidence that fewer than twenty signatures remain after 9.00am on the Tuesday before the first notice under 6.4 above appears in the Gazette but before noon on the eighth day before the meeting of Congregation at which the topic is due to be discussed, the Registrar shall publish a notice in the Gazette not less than four days before that meeting announcing the withdrawal of the topic for discussion.

(d) If the Registrar receives sufficient evidence that fewer than twenty signatures remain later than noon on the eighth day before the meeting of Congregation at which the topic is due to be discussed, the Vice-Chancellor, in consultation with the Proctors shall determine whether or not the topic for discussion may be withdrawn. If the Vice-Chancellor in consultation with the Proctors determines that the topic for discussion may be withdrawn, the Registrar shall notify Congregation electronically of the withdrawal and that notification shall as soon as possible thereafter be published in the Gazette.

(2) A topic for discussion submitted by Council under 6.1 (1) above may be withdrawn by Council at any time.

(a) If the Registrar receives notice of Council’s withdrawal of a topic for discussion after 9.00am on the Tuesday before the first notice under 6.4 above appears in the Gazette but before noon on the eighth day before the meeting of Congregation at which the topic is due to be discussed, the Registrar shall publish a notice in the Gazette not less than four days before that meeting announcing the withdrawal of the topic for discussion.

(b) If the Registrar receives notice of Council’s withdrawal of a topic for discussion later than noon on the eighth day before the meeting of Congregation at which the topic is due to be discussed, the Registrar shall notify Congregation electronically of the withdrawal and that notification shall thereafter be published in the Gazette.

(3) A topic for discussion once withdrawn may not be submitted again for the same meeting of Congregation.

6.6. It shall be the duty of Council to give consideration to the remarks made in the discussion, but Council shall not be bound to take any further action in regard to the topic.

7.1. The procedures for the conferment, both at the Encaenia and on other occasions, of Degrees by Diploma, Honorary Degrees, Ordinary Degrees, and Degrees by Incorporation shall be determined by regulation, and the regulations concerned shall be published from time to time in a Handbook for the Conduct of University Ceremonies.

7.2. (1) In the case of a person in any of the categories set out in paragraph (2) below who does not hold, and is not qualified for, any of the Degrees (other than Honorary Degrees) of Doctor of Divinity, Doctor of Civil Law, Doctor of Medicine, Master of Arts, Master of Biochemistry, Master of Chemistry, Master of Earth Sciences, Master of Engineering, Master of Mathematics, or Master of Physics of the University, Council shall as soon as possible propose to Congregation that a Degree of Master of Arts by Resolution be conferred upon that person without fee, if (and only if) he or she holds both a bachelor’s and a doctor’s degree (other than an honorary degree) of any university or universities or of any such other institution or institutions as Council may determine by regulation from time to time, or that at least twenty terms have lapsed since he or she first became a member of a university or such other institution, or, in the case of a person who is not a member of any university, that he or she is at least 25 years of age.

(2) The categories referred to in paragraph (1) above are:

(a) the Chancellor;

(b) the High Steward;

(c) the Vice-Chancellor;

(d) the Proctors;

(e) the heads of all the colleges, societies, and Permanent Private Halls included in Statute V;

(f) the members of the governing bodies of all the colleges and societies included in Statute V (but not of the Permanent Private Halls);

(g) the principal bursar or treasurer of each of the colleges and societies included in Statute V (but not of the Permanent Private Halls), if he or she is not a member of its governing body.

(3) In the case of a person excluded because none of the conditions in paragraphs (1) and (2) above is met, Council shall proceed as soon as possible after one of them has been met.

(4) Nothing in this regulation shall restrict the power of Council to propose to Congregation that a Degree by Resolution be conferred without fee upon any person it considers appropriate.

7.3. A Degree by Resolution shall be deemed to have been conferred with effect from the approval of the resolution by Congregation.

8.1. (1) Every election in Congregation shall be held in Full Term, unless Council orders otherwise.

(2) The Registrar shall publish in the University Gazette forty-nine days’ notice of every election and shall at the same time give notice of the latest days on which nominations of candidates must be received.

(3) The forty-nine day period referred to in paragraph (2) above must fall within a single Full Term.

(4) An election to fill a casual vacancy shall be subject to the regulations of this Part.

8.2. Elections shall, in the absence of provision to the contrary in the statutes and regulations, be subject to the following rules for the nomination of candidates.

(1) No candidate shall have votes reckoned to him or her at any election unless he or she has been nominated in writing, not later than 4 p.m. on the twenty-eighth day before that fixed for the election, by no fewer than four members, and no more than ten members, other than the candidate.

(2) (a) All nominations, dated and signed, shall be delivered to the Registrar within the times laid down above, and in such form as shall be determined by the Vice-Chancellor, and shall be published by the Registrar in the University Gazette as soon as possible.

(b) Each candidate for election shall be invited to prepare a written statement, of no more than 250 words, setting out his or her reasons for standing and qualifications for the office being sought. In the event of contested election to the vacancies in question, these statements shall be published in the University Gazette and on the official Council Elections Web site. The Registrar shall be responsible for ensuring that the length of such statements does not exceed the stipulated 250 words, and in the event that they do, or of any other questions arising about the content of such statements, shall refer to the Vice-Chancellor and Proctors for a determination of how to proceed.

(3) If at the close of the time laid down for the nomination of candidates the number of candidates who have been nominated, or being nominated have not withdrawn, is no more than is sufficient to fill the vacancies, the candidates so nominated shall be deemed to be duly elected; and the result of the election shall be published in the University Gazette.

(4) If at the close of the time laid down for the nomination of candidates the number of vacancies is greater than the number of candidates nominated and not having withdrawn, the Vice-Chancellor and Proctors jointly shall have power to nominate a candidate for each vacancy remaining to be filled, and such candidates shall then be declared to be duly elected; and the result of the election shall be published in the University Gazette.

(5) If at the close of the time laid down for the nomination of candidates the number of candidates nominated and not having withdrawn is greater than the number of vacancies, the procedure of the election shall be as follows.

(a) The Registrar shall dispatch to every member of Congregation, not later than fourteen days before the day fixed by the Vice-Chancellor for the election, a voting paper on which shall be specified the latest time by which it must be delivered to the Registrar.

(b) The form of the voting paper, and the method of recording votes, shall be determined by the Vice-Chancellor.

(c) An election shall not be deemed to be invalid owing to misdirection or non-receipt of any voting paper.

(d) The Registrar shall be responsible for the counting of the votes, but the Vice-Chancellor and Proctors shall decide on the validity of any vote which, in the opinion of the Registrar, is in doubt.

(e) The senior in academic standing of any candidates for whom an equal number of votes have been given shall be deemed to be duly elected.

(f) The result of the election shall be published in the University Gazette.

(6) In any election where vacancies are to be filled for periods of different length, the elected candidates shall hold office so that the tenure of those who receive more votes shall be longer than that of those who receive fewer votes; but if the election is uncontested or if two candidates receive the same number of votes, the candidate senior in academic standing shall hold office for the longer period.

(7) An election in Congregation conducted under the procedure laid down in paragraph (5) above shall be deemed to be an election complying with the provisions of any regulation concerning the appointment to committees of persons who have passed the normal age limit.

8.3. The contents of individual voting papers shall not be disclosed to any person except as necessary for the purposes of regulation 8.2 (5)(d) or of investigating allegations of misconduct or taking legal advice.

8.4. For the purposes of these regulations, academic standing is as defined in Council Regulations 22 of 2002, Part 2: Academic Precedence and Standing.

9.1. This Part applies to the approval by Congregation of persons nominated in accordance with regulation 26.4 (2)-(3)¹ of Council Regulations 15 of 2002 to serve as members of Council under section 4 (7)-(10)
of Statute VI.

9.2. The nomination shall be published in the University Gazette.

9.3. The nomination shall be deemed to be approved unless not later than 4 p.m. on the fourteenth day after publication the Registrar has received from not less than twenty members of Congregation a written request for a postal ballot to be taken on a candidate, except that the period shall be extended by one day for every day of the initial fourteen days that lie outside of Full Term.

9.4. If a nomination is deemed approved under 9.3 above, a notice to that effect shall be published in the University Gazette.

9.5. If a postal ballot is requested under 9.3 above, the procedure shall be as follows.

(1) The Registrar shall publish notice of the postal ballot in the University Gazette which shall include the date fixed by the Vice-Chancellor for the vote.

(2) The Registrar shall dispatch to every member a voting paper on which shall be specified the latest time by which it must be delivered to the Registrar; that time shall be at least fourteen days after dispatch of the voting papers, except that the
period shall be extended by one day for every day of the initial fourteen days that lie outside of Full Term.

(3) If a postal ballot has been requested in respect of more than one candidate there shall be a separate voting paper for each candidate.

(4) The time specified under (1) above shall not be earlier than twenty-one days after the publication of the University Gazette referred to in regulation 9.4 above.

(5) Each voting paper shall state the name of the candidate in question and enable the voter to cast a vote For or Against that candidate.

(6) No postal ballot shall be deemed to be invalid owing to misdirection or non-receipt of any voting paper.

(7) The Registrar shall be responsible for the counting of votes, but the Vice-Chancellor and Proctors shall decide on the validity of any vote which, in the opinion of the Registrar, is in doubt.

(8) In the event of an equality of votes the Vice-Chancellor shall have a second or casting vote.

(9) The result of the ballot shall be published in the University Gazette.

9.6. The contents of individual ballot papers shall not be revealed to any person except for the purposes of regulation 9.5 (7) or of investigating misconduct or taking legal advice.

¹ Following the renumbering of Council Regulations 15 of 2002 on 28 July 2011, a consequential change has been made to the cross-reference in this sub-section. This change will be submitted for approval by Congregation when the next substantive change to the regulation is put forward.

10.1. (1) During each academic year the Vice-Chancellor shall at a meeting of Congregation deliver an Oration in which he or she shall address the House on issues of current concern to the University.

(2) In a year in which the holder of the office of Vice-Chancellor changes, the Oration shall be delivered by the outgoing Vice-Chancellor before the installation of the incoming Vice-Chancellor.

10.2. During each academic year Council shall produce an Annual Review of such of the affairs of the University in the preceding academic year as shall seem to Council to be of particular importance in the national and international context.

10.3. The Vice-Chancellor’s Oration shall be published in the University Gazette and shall during Michaelmas Term subsequently be placed on the agenda for a meeting of Congregation at which, at the discretion of the Chair, discussion shall be permitted and questions may be asked concerning it.

10.4. The Annual Review shall be circulated to all members and subsequently presented at a meeting of Congregation at which, at the discretion of the Chair, discussion may be permitted and questions may be asked concerning it.

10.5. (1) Notice of the presentation of the Vice-Chancellor’s Oration under regulation 10.3 above, or of the Annual Review of the University under regulation 10.4 above, shall be published in the University Gazette not less than nineteen days before the meeting.

(2) Any member who wishes to speak or to ask a question concerning the Oration or the Annual Review shall, not later than noon on the eighth day before the meeting, give notice in writing to the Registrar of his or her wish to do so.

(3) If notice under paragraph (2) above has not been given by at least two members, the Chair shall declare the Oration or the Annual Review to have been presented without question put.

Speaking by Student Members in Congregation: rules made by the Vice-Chancellor

1. The Vice-Chancellor has, with the agreement of Council, approved the following arrangements for student members to speak in Congregation under the terms of regulation 1.15 of Congregation Regulations 2 of 2002.

2. The Chair of Congregation will normally expect to call upon nominated representatives of the Oxford University Student Union if they wish to speak in debate, and will normally expect to call upon student members to speak only from among those who have given advance notice of their wish to be called.

3. If the Chair considers that the number of student members who have given notice is excessive, he or she will have discretion to be selective in calling upon them.

4. (1) The Chair will try to ensure a balanced debate in relation to the apparent spread and strength of views held by student members.

(2) If informed selection is to be possible, it is desirable that when giving notice of the wish to be called a student member should indicate:

(a) whether he or she intends to support or oppose the proposal before the House;

(b) whether he or she would speak on behalf of any club, committee, group, or association;

(c) whether he or she is supported by other student members (up to twelve of whom might sign his or her notice).

5. (1) If the number giving notice is small, they will all be admitted to the floor of the House although this does not ensure their being called.

(2) In other cases some selection may be necessary at the stage of both admission and calling of speakers.

6. (1) If there is to be time to tell applicants whether they will be admitted, notice will have to be received in good time, and student members should therefore send notice, in writing, to the Registrar to be received by him or her at the University Offices not later than 10 a.m. on the Monday preceding the debate in question.

(2) The name of any representative nominated by the Oxford University Student Union should also be communicated to the Registrar, in writing, through the President by that time.

7. A notice will then be posted in the University Offices and on the gate of the Clarendon Building not later than 10 a.m. on the morning of the debate, indicating whether all applicants will be admitted to the floor of the House or, if selection has had to take place, the names of those selected for admission to the floor.

8. Student members not admitted to the floor of the House will normally be permitted to listen to the debate from the gallery (or, where the meeting is held electronically, join the meeting as an attendee).

9. Student members on the floor of the House will be asked to remain in their places while a vote is being taken.

Circulation of Flysheets: rules made by Council

1. Ten or more members of Congregation may arrange to have a flysheet circulated with the University Gazette 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, subject to the following general conditions:

(1) no flysheet will be circulated which in the opinion of the Vice-Chancellor and Proctors might be defamatory or otherwise illegal;

(2) the right is reserved on behalf of the University and its employees, without prior consultation with the signatories, to publish an apology in respect of any statement in a flysheet which is complained of as defamatory or otherwise illegal (whether or not the statement can be shown to be true);

(3) the signatories shall jointly and individually indemnify the University and its employees against any costs or damages payable in respect of their flysheet and, unless a King's Counsel (to be mutually agreed on by the signatories and the University) advises within four months of the making of any claim in respect of a flysheet that any proceedings could be contested with the probability of success, such damages shall include any sum paid by the University in settlement of any claim arising out of the flysheet;

(4) the flysheet shall consist of one leaf only (though text may appear on both sides of the leaf), and the text shall include the name and college (or society, Permanent Private Hall, or other designated institution), faculty, or department of each of the signatories;

(5) a copy of the text of the flysheet shall be delivered to the Registrar before 10 a.m. on the Monday of the week in which circulation is desired; it shall be accompanied by an indemnity in accordance with condition (3) above drawn up on a form obtainable from the Registrar and signed by each of the signatories of the flysheet; the Registrar shall be informed at the same time which of the signatories is to be notified as to whether the Vice-Chancellor and Proctors have authorised circulation;

(6) the Registrar shall arrange for the production of copies of a flysheet the circulation of which has been duly authorised.

2. Though every effort will be made to circulate on the day desired flysheets so received, it must be understood that this cannot be guaranteed.

Matters before Congregation or Convocation

3. If the flysheet deals with a matter that is a formal item of business for Congregation, or for Convocation in regard to the election of the Professor of Poetry, or the subject of a report published in the University Gazette, the production costs will be met from university funds.

Matters of general interest to the University

4. If the flysheet deals with a matter that is not a formal item of business for Congregation, or for Convocation in regard to the election of the Professor of Poetry, or the subject of a report published in the University Gazette, the Vice-Chancellor will decide whether it is of sufficient general interest to warrant circulation with the University Gazette; the production costs for such a flysheet will be the responsibility of the signatories.

Oxford University Student Union

5. The Executive and the Graduate Committee of the Oxford University Student Union may have flysheets circulated with the University Gazette under the arrangements and subject both to the conditions set out in rules 1-4 above, and to the following further conditions:

(1) the number of names to be included on the flysheet under rule 1 (4) shall be not less than a majority of the total number of members of the Executive or the Graduate Committee of the Oxford University Student Union, as the case may be, and each of the persons named shall sign the indemnity required under rule 1 (3);

(2) the maximum number of flysheets to be circulated as of right, whether on matters before Congregation or Convocation (to be paid for by the University) or on matters of general interest to the University (to be paid for by the Oxford University Student Union and to be subject to the Vice-Chancellor's decision as prescribed in rule 1 above) shall be three per term for each of these bodies, but the Vice-Chancellor shall have discretion to permit further flysheets.

6. Subject to rule 5 (1) above, the Executive and the Graduate Committee of the Oxford University Student Union may also support flysheets signed by not fewer than ten members of Congregation.