I. Enacting Clause:
The proceedings of Senate are governed by the Statutes of McGill University (as enacted in 1939, and re-enacted or amended by the Board of Governors from time to time) insofar as they are applicable; in particular, with reference to the following:
- Regular and Special Meetings (Articles 6.4.1, 6.4.2)
- Constitution of Quorum (Article 6.3.1)
- The Chair and His/Her Powers (Article 3.7)
- The Secretary-General (Article 5.1)
- Appointment of Committees (Article 6.3.15)
- Amendment of Statutes (Article 15)
II. Open Meetings of Senate and Attendance Conditions:
An "open" meeting is one that is open to observation by any member of the University community and accredited press subject to limitations of space, good conduct, and special consideration of confidentiality. Representatives of the Alumni Association who serve on Senate committees are also entitled to attend meetings of Senate as members of the audience.
No external person should ever be asked to address Senate without the proposal having been approved at a meeting of Senate or of the Steering Committee.
In view of the increase in the numbers of members of Senate committees attending meetings of Senate when the reports of their committees are being discussed, a general policy should be that where the chair of a committee is not a member of Senate, he or she be invited to sit with Senate and act as the committee's spokesperson in the consideration of its report. The other members of the committee desiring to be present should be welcome to attend the Senate meeting in the seating areas reserved for spectators and would, if Senate so desired, be invited to participate in the discussion.
III. Spectator and Press Attendance:
Meetings of Senate should be set up to provide room for about 60 spectators. Seating arrangements should be such as to allow senators to conduct their deliberations in comfort and without any undue sense of restraint. Since even 60 places may not be sufficient to permit admittance to all who might seek it, a system of passes should be established. Any member of the University community should be able to obtain (or reserve) a pass from the Secretary's office on the morning of the day of a Senate meeting, and any passes that remained would be available at the door just before Senate meets.
Ten admission passes shall be reserved for the press to be distributed by the University Relations Office. A press table shall be provided. Neither senators nor spectators, including members of the media, are permitted to use devices at Senate meetings for the purpose of recording sound or images. Furthermore, communicating or posting the deliberations of Senate is prohibited during meetings, except with the express permission of Senate.
IV. Frequency of Meetings:
Senate shall normally meet twice a month during the academic session. The Steering Committee shall be empowered to call special meetings or to cancel scheduled meetings of Senate as required, bearing in mind, however, that Article 6.4.1 of the Statutes states in part that "regular meetings of the Senate shall be held at least once a calendar month throughout the University session,” and that Article 6.4.2 states in part that "special meetings may be summoned by the Principal according to discretion and must be summoned on the request of any ten members of the Senate.”
V. Notice of Meetings:
Written notice of regular meetings shall be mailed or delivered to members by the Secretary at least five clear days in advance.
The notice both of regular and of special meetings shall contain a list of the items of business to be discussed; and the nature or subject matter of any report or other item upon which action is to be taken by the Senate shall, where possible, be clearly specified.
If any report be submitted to Senate without the subject matter thereof having been clearly specified in the notice of the meeting, then one-quarter of the members present shall be entitled to require that action by Senate on such report or any part thereof be deferred until the next meeting.