Committees and Other Statutory Bodies

School Committees 

Ordinance VI: School Committees specifies the functions of School Management Teams and other major School Committees. [link to ordinance page] 

Ordinance IV: School Forums specifies the purpose and arrangements for meeting of School Forums for members of a School. [link to ordinance page] 

Other Statutory Bodies 

Academic Assembly 

This small group of people often do 'behind the scenes' work at the instigation of the Assembly – an excellent way of keeping a finger on the pulse of activities within Aston. Not only are they an important forum to discuss major (or minor) issues, they are also a good way for academics from across the University to meet and increase levels of extra-curricular University activities.  

The Academic Assembly Standing Committee meets twice a term, usually on Wednesday lunchtimes, to discuss any matters which affect the University and its staff. 

Generally speaking, the Academic Assembly keeps a watching brief on any matters which affect its members, including conditions of appointment and service. It can discuss any topic which is of concern to members and bring it to the attention of the relevant University body.   

As a statutory body of the University, the Academic Assembly is kept informed and is entitled to express an opinion before any changes are made to the Charter and Statutes, the Constitution of the University, or the Conditions of Service of the Academic Staff.   

Part 2.8: The Academic Assembly
2.8.1 

The Academic Assembly shall consist of the members of the Academic Staff, Research Staff, Other Related (Teaching) Staff, and such other members of the staff of the University as the Senate on the recommendation of the ­Academic Assembly may determine.

2.8.2

It shall meet at least once a term. Special meetings may be called by the Vice-Chancellor and Chief Executive or upon the requisition in writing of not fewer than twenty-five of its members.

2.8.3

It shall determine its own procedure provided that not less than seven days’ notice of items to be discussed be given.

2.8.4

It shall elect a member to the Council in accordance with Class 3 of paragraph 1 of Section IV of the Statutes and members to the Senate in accordance with Class 6 of Section 2.6.1.1 of the Ordinances.

2.8.5

Copies of the minutes of meetings of the Senate shall, ­unless the Senate otherwise determines, be available to members of the Assembly. The Assembly shall receive an annual report on the progress of the University from the Vice-Chancellor and Chief Executive. Other matters may be reported or referred to it by the Council, the Senate, the Vice-Chancellor and Chief Executive, any other duly constituted body in the University or by a group of not fewer than twenty-five of the members of the Assembly.

2.8.6

It may discuss and declare an opinion on any matter ­affecting the University.

2.8.7

The Academic Assembly shall be informed and allowed to express an opinion before any change shall be made in the Charter and the Statutes, or the constitution of the University, or the conditions of service of the Academic Staff in general, provided that any such opinion shall be expressed not later than the last day of the term next following the date when the Academic Assembly was so informed.

Constitution and Terms of Reference 

Set out in Ordinance 2.8

Terms of Reference and Membership 

1. Title 

The Committee shall be called the Standing Committee of the Academic Assembly. 

 

2. Terms of Reference 

The Standing Committee of the Academic Assembly has responsibility for ensuring that the 

relevant Ordinance concerning the Academic assembly is compiled with (currently Part 2.8). 

 

3. Membership 

The membership of the Academic Assembly Standing Committee shall be as follows – all 

members to be elected by the Academic Assembly in accordance with the Ordinance on 

Conduct of Elections. 

Chairperson of the Academic Assembly 

Vice-Chairperson of the Academic Assembly 

The member of the Academic Assembly on the Council (Class 3) 

Members of the Academic Assembly on the Senate (Class 6), one member for each 

seventy-five members of the Academic Assembly 

Two Academic Assembly representatives from each constituent School of the 

University, to retire by rotation. 

 

4. Chairperson 

The Chairperson of the Academic Assembly shall be the Chairperson of its Standing 

Committee 

 

5. Quorum 

A quorum shall be four members of the membership of the Standing Committee (excluding 

vacancies), to include the Chairperson or Vice-Chairperson. 

 

6. Terms of Office 

The term of office shall be two years for all members. Retiring members shall be eligible for 

re-election. 

 

7. Secretary 

The Secretary of the Standing Committee shall be the Secretary to the Academic Assembly, 

appointed by the Provost and Deputy Vice-Chancellor of the University. 

 

8. Meetings 

The Standing Committee of the Academic Assembly shall normally meet at least once each 

term. 

 

Membership 

The document online is two years out of date, so just leave this blank 

 

Contact 

Chair: Vacancy 

Secretary: Susan Seery (tel: Ext 4190, email: s.seery@aston.ac.uk

Convocation 

The Convocation is the body through which the University maintains influential contact with the wider community. The Convocation is chaired by Aston's Chancellor, Sir John Sunderland. It meets annually and its membership includes the University Council, Officers, academic staff, representatives of Students’ Union and Aston alumni, together with representatives of a wide range of external bodies. The Convocation appoints the Chancellor on the joint recommendation of the Council and the Senate. The Convocation typically receives presentations on the work of the University. 

Ordinance 2.7

2.7.1     
Constitution of the Convocation           

2.7.1.1 The Convocation shall consist of the following persons, namely:

Class 1
These Officers of the University:

The Chancellor
The Pro-Chancellor and Chair of Council
The Vice-Chancellor and Chief Executive
The Deputy Vice-Chancellors and the Pro-Vice-Chancellors
The Executive Deans

Class 2
Persons who at any time have been members of the Governing Body or Honorary and Elective Associates of the College of Advanced Technology, Birmingham.

Class 3
Her Majesty’s Lieutenants of and in the Counties of Herefordshire, Worcestershire, Shropshire, Staffordshire, Warwickshire and the West Midlands.

Class 4
Such representatives of religious bodies, not exceeding ten in number, as the Council shall from time to time determine.

Class 5
The Members of the Commons House of Parliament elected for the Constituencies in the Counties of Herefordshire, Worcestershire, Shropshire, Staffordshire, Warwickshire and the West Midlands.

Class 6
The Chairs of the County Councils of Herefordshire Worcestershire, Shropshire Staffordshire and Warwickshire. Such other representatives of local authorities, not exceeding twenty in number, as the Council shall from time to time determine.

Class 7
One representative of each of the following Local Education -Authorities: the County Councils of Herefordshire, Worcestershire, Shropshire, Staffordshire and Warwickshire; the Metropolitan District Councils of Birmingham, Coventry, Dudley, Sandwell, Solihull, Walsall and Wolverhampton

Class 8
Such representatives of industry and commerce, not exceeding fifty in number, as the Council may from time to time determine.

Class 9
Such representatives of the following, not in any category -exceeding forty in number, as the Council on the recommendation of the Senate may from time to time determine:
The Engineering Council and other Professional Institutions, Research Associations and Establishments, Learned Societies, Universities, Other Educational Institutions.

Class 10
The members of the Council.
The members of the Academic Staff.
The Graduates of the University, including Honorary Graduates.
The Associates of the College of Advanced Technology, Birmingham.
The President and Secretary for the time being of the Students’ Union.
Emeritus Professors.
Such other Members of the University as the Council on the recommendation of the Senate shall from time to time determine.

Class 11
Retired members of the Academic Staff.
Former members of the Council.
Members of committees and advisory bodies who are not otherwise members of the Convocation.
Directors of Companies wholly owned by the University who are not otherwise members of the Convocation.
Appropriate Members of the European Parliament.
Such other classes or persons as may on the recommendation of the Senate be invited by the Council.

2.7.1.2 Upon a change or changes in the boundaries of the Constituencies for the Commons House of Parliament, or in the boundaries, areas or composition of the Counties or other bodies referred to above, the Council may from time to time in its absolute discretion make appropriate alterations in the composition of the Convocation as listed in this Section 2.7 of these Ordinances, and thereafter the lists so altered from time to time by the Council shall operate in substitution for the corresponding lists set out in Ordinance 2.7.1.1.

2.7.1.3 Except as otherwise by the Charter provided and subject to these Ordinances the Council may determine all matters relating to the nomination and appointment of members of the Convocation and their respective periods or terms of office and all other matters relating to the constitution of the Convocation.

2.6.1.4 Ex officio members shall be members of the Convocation during their tenure of office only. Representative members shall be members for a period to be determined by the nominating or appointing body, and persons appointed by the Council shall be members for such periods as the Council may determine provided that in no case shall the period of office exceed five years.

2.7.1.5 Any casual vacancy occurring by resignation, incapacity or death among the representative members shall be filled as soon as convenient by the person or body which appointed the member whose place has become vacant.

2.6.1.6 Members retiring by effluxion of time may be re-nominated or re-appointed.

2.6.1.7 Except where otherwise provided representative members need not be members of the body by which they are nominated or appointed.

2.7.1.8 Any member of the Convocation may resign by writing addressed to the Convocation.

 
           
2.7.2    Powers of the Convocation

2.7.2.1 The Convocation shall receive the Vice-Chancellor and Chief Executive’s report on the working of the University and audited accounts, and shall have the right to discuss and to express its opinion to the Council or the Senate upon any matter concerning the working of the University.

2.7.2.2 The Convocation shall appoint the Chancellor on the joint recommendation of the Council and the Senate.     
           
2.7.3    Meetings of the Convocation

2.7.3.1 The Convocation shall hold a General Meeting at least once each year within fifteen months of the preceding General Meeting. A special meeting may be convened at any time by the Council, or on the written request of fifty members of the Convocation.

2.7.3.2 A quorum for all meetings of the Convocation shall be fifty members.

Regulations 

Approved by the Convocation at the first Meeting of 2nd July 1966. Amended January 1992, February 2008, November 2012 and July 2015. 

1.     The Convocation of Aston University is established by the provisions of Article 9 of the Charter of the University and its composition and powers are defined in Ordinance 2.7: The Constitution, Powers and Functions of the Convocation. 

2.     These regulations are in amplification of these requirements and are subject to all provisions of the Charter, Statutes and Ordinances. 

3.     Ordinary Meetings 

In addition to the Annual General Meeting and any special meetings as prescribed by Section XV of the Statutes, ordinary meetings may be held at times to be decided by the Convocation. 

4.     Chairman 

Meetings of the Convocation shall be presided over by the Chancellor or the Pro-Chancellor. 

5.     Secretary 

The University shall be responsible for providing secretarial services for the Convocation and any committee thereof, and the Secretary or Secretaries thus appointed shall ensure that appropriate minutes and records are kept. 

6.     Business at meetings 

The business conducted at meetings shall be only that included in the notice calling the meetings; this notice shall be sent to all members of the Convocation whose addresses are recorded in the Register at least one month before the date of the meeting. 

7.     Elections, Resolutions and other Decisions at Meetings 

These shall be determined by simple majority on the vote of those present and voting at any meeting, except that any amendments, deletions, or additions to these regulations shall require a two-thirds majority of those present and voting. 

8.     A register of the Convocation shall be maintained in which the names of all members in the classes set out in Section XIII of the Statutes shall be recorded. Notices shall be sent to all members whose current addresses are registered, and these will be deemed to be those members who have advised such addresses either on a reply form sent with the notice of the Annual General Meeting, or who have subsequently advised the University of their addresses. 

9.     When the Council and Senate of the University have recommended a successor to a Chancellor consequent upon a vacancy in that office, a joint recommendation shall be duly submitted to the Convocation for the purpose of making an appointment.