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Appendix to the Resolution No. 5/2019
of the Council of the University of Wrocław
of 26 November 2019

RULES OF PROCEDURE
of the Council of the University of Wrocław

Passed/Enacted on the basis of Article 22, section 2 of the Act on Higher Education and Science Law of 20 July 2018 (Journal of Laws of 2020, item 1668, as amended [Dz. U. z 2020 r., poz. 1668, z późn. zm.])  and § 45, item 3 of the Resolution No. 102/2019 of the Senate of the University of Wrocław of 29 May 2019 enacting the Statute of the University of Wrocław.

§ 1
General Provisions

  1. The Rules of Procedure of the Council of University of Wrocław determines the mode of conduct of the Council of University of Wrocław in all matters not regulated by the Polish the Act on Higher Education and Science Law and the Statute of the University of Wrocław.
  2. Terms used in the following regulations have the following meaning:
    1) Member of the Council – Member of the Council of the University of Wrocław,
    2) Chair of the Council – the Chair of the Council of the University of Wrocław,
    3) Council – the Council of the University of Wrocław,
    4) Rules of Procedure – the Rules of Procedure of the Council of the University of Wrocław,
    5) Rector – Rector of the University of Wrocław,
    6) Senate – the Senate of the University of Wrocław,
    7) Statute – the Statute of the University of Wrocław,
    8) University – the University of Wrocław,
    9) Act – the Act of 20 July 2018 – the Polish Act on Higher Education and Science Law
  1. In case of any discrepancies between the Rules of Procedure with the provisions of the Act or the Statute, the provisions of the Act or the Statute shall apply.
  2. A change of the provisions of the Act or the Statute regarding the Council obliges amendment of the Rules of Procedure. Provisions of item 3 shall apply accordingly.

§ 2
Membership in the Council

  1. The Members of the Council shall provide the email address for service of announcements and any documents regarding the tasks of the Council.
  2. In case of absence from a meeting the Member of the Council informs the Chair of the Council about the reasons for absence in writing, by a postal operator, email or verbally to the minutes of the meeting of the Council. The provisions of § 4, items 5 and 6 of the Rules of Procedure shall apply accordingly.
  3. The Members of the Council have the right to:
    1) propose draft of the agenda and changes to it,
    2) formal requests during the meetings regarding:
    a) ordering a secret voting,
    b) repetition of voting,

§ 3
Collaboration of the Council with other bodies of the University

  1. The Council collaborates with other bodies of the University prescribed by the Act and the Statute.
  2. The Chair of the Council and other Members of the Council may take part in meetings of collective bodies of the University in order to present the position of the Council and hear the findings and proposals of members of the bodies in the matters within the Council’s spheres of competence.
  3. In collaboration with the other bodies of the University the members of the bodies may take part in meetings of the Council on the principles laid down in § 6 of the Rules of Procedure.

§ 4
Responsibilities of the Chair of the Council

  1. The Chair of the Council carries out activities that fall within a scope of labour law with respect to the Rector.
  2. The Chair organises and coordinates the activities of the Council, and in particular:

1) convenes its meetings,
2) regulates and presides over the proceedings,
3) maintains constant contact with the President of the Senate of the University of Wrocław,
4) represents the Council externally.

  1. The Chair of the Council is elected based on the principles set out in § 17, item 2 of the Statute. The Council may present a candidate for the Chair of the Council to the Senate.
  2. The Council elects two Vice-Chairs from among the elected Members of the Council. The first and second Vice Presidents are elected separately.
  3. In the absence of the Chair of the Council the proceedings are presided by the first Vice-Chair, while in their absence the proceedings are presided by the second Vice-Chair.
  4. The provisions of the Rules of Procedure apply to the powers and responsibilities of the Vice-Chairin the matters concerning substitution.

§ 5
Sessions of the Council

  1. The Council holds sessions at least once every quarter.
  2. The Chair of the Council notifies the Members of the Council and people referred to in § 6 of the Rules of Procedure about the time and place of the sessions, by email or by serving the notice directly to the Members of the Council and people invited.
  3. Meetings of the Council are convened upon the initiative of the Chair of the Council or at least three Members of the Council.
  4. The Chair of the Council convenes the session of the Council also upon a request of the Rector or the Senate. In such cases, the Session shall be held within 14 days of the request.
  5. The session of the Council may also be held without prior formal convocation if it is attended by all Members and no one objects to the meeting of the Council and the proposed agenda.
  6. The Chair of the Council orders convocation of a meeting of the Council upon their own initiative or upon a request of at least three Members of the Council, with the use of means of distance communication, with the use of video or phone links, internet connection or other means allowing the identification of the persons taking part in the meeting of the Council.

§ 6
Participation in the meetings of people other than Members of the Council

  1. Accordingly to the present needs and approvals meetings of the Council may be attended by, without taking part in voting:
    1) Rector and/or Vice-Rectors of the University
    2) deans of the faculties
    3) other people
  1. Invitation to the participation, referred to in item 1 takes place:
    1) upon the initiative of the Chair of the Council,
    2) upon the request of at least three Members of the Council,
  1. with the agreement of the majority of the Members of the Council upon the request of the persons referred to in item 1.

§ 7
Minutes of the sessions of the Council

  1. The sessions are recorded in minutes.
  2. The minutes are drawn up by an employee of the University designated by the Director of Rector’s Office.
  3. The minutes shall determine the validity of the convocation of the session, the agenda, names and surnames of the Members of the Council present, the content of the adopted resolutions, and the results of the voting. Furthermore, the minutes shall contain the main assertions formulated during the discussion, including dissenting opinions, as well as names and surnames of persons other than Members of the Council present in the session pursuant to § 6 of the Rules of Procedure.

§ 8
Validity of the sessions of the Council

Conditions of the validity of sessions and the adopted resolutions are:
1) Efficient notice of convocation of the meeting of the Council of all Members of the Council according to the procedures, subject to the provisions of § 5, item 5 of the Rules of Procedure and
2) presence in the meeting of the Council at least half of its statutory composition, including the Chair of the Council or Vice-Chairs of the Council, in the case described in § 4, item 5 of the Rules of Procedure.

§ 9
Adopting resolutions

  1. Resolutions of the Council are passed by a simple majority, subject to provisions of the Act, the Statute and § 10, item 2 of the Rules of Procedure.
  2. In the case of an equal number of votes, the vote of the Chair of the Council is deciding.
  3. The Member voting against a resolution may state for the minutes a substantiated dissenting opinion.
  4. Resolutions of the Council are signed by the Chair of the Council.
  5. Secret voting may be ordered in a matter outside of provisional or statutory voting procedure after adopting by the Council a formal proposal of a Member of the Council referred to in § 2, item 3, point 2 letter a of the Rules of Procedure.
  6. For the purpose of secret voting a ballot counting committee, consisting of at least three Members of the Council is to be appointed, excluding the Chair of the Council.
  7. In case of secret voting, the Chair of the Council defines a ballot specimen and the conditions of validity of the vote and the way of casting the vote on the ballot.
  8. In case of secret voting, the provisions of item 2 do not apply.
  9. Secret voting ballots are prepared by the person referred to in § 7, item 2 of the Rules of Procedure.
  10. In exceptional cases, the Chair of the Council may order a resolution of the Council by voting with the use of means of distance communication in the form of an email. Preparation of the documentation of voting and the record of the voting falls to the Chair of the Council.

§ 10
Final Provisions

  1. Rules of Procedure enter into force on the date of its adoption.
  2. Amendment of the Rules of the Procedure may be adopted by an absolute majority of votes, upon the request of at least two Members of the Council.