Standard rules of procedure for Boards of Studies

Section 1.-(1)   The board of studies is comprised of ...(at least four and no more than eighteen)... members, with an equal representation of academic staff and students. The number of members is determined by the dean, with due consideration for the scope of the subjects covered by the board of studies.

Subsection (2) Boards of studies can be established which cover one or more degree programmes, and boards of studies may also be established at different levels. If boards of studies are established at different levels, the dean determines the distribution of tasks among them.

Subsection (3) The board of studies can invite non-members to participate, to specified extent, as observers at meetings of the boards of studies. Observers have a right to speak, but do not have voting rights.

Section 2.-(1)   The academic staff members of the board of studies are elected to three-year terms. The student members of the board of studies are elected to one-year terms.

Subsection (2) The board of studies holds its constitutive meeting no later than one week before newly elected student members join the board. The outgoing chair calls the meeting. At the meeting, the outgoing chair briefs members on the work of the committee and the committee schedules future meetings.

Subsection (3) At the constitutive meeting, the board of studies elects a chair from among the elected academic staff members.

Subsection (4) At the constitutive meeting, the board of studies also elects a vice-chair from among the student members. The vice-chair participates in the organisation of the work of the board of studies.

Subsection (5) The election of the chair is directed by the outgoing chair. Immediately after election, the new chair takes over chairing the meeting and a vice-chair and (where relevant) an alternate for the chair are elected in accordance with the rules in subsection (3). No one can be elected chair, vice-chair or alternate against their will.

Subsection (6) At the constitutive meeting of the board of studies in years when both academic staff and student members are newly elected, the board of studies recommends a director of studies to the dean. The director of studies is appointed by the dean to a three-year term. However, the board of studies can submit a recommendation to the dean that a director of studies be removed during his or her term of office.

Subsection (7) The dean must approve the elected chair and vice-chair.

Section 3.-(1)   The board of studies is responsible for ensuring the organisation, performance and development of degree programmes and teaching, including:

1. Quality assurance and development of degree programmes and teaching and follow-up on evaluations of degree programmes and teaching.
2. Drafting and amending academic regulations,
3. Approving the plan for the organisation of classes and exams and other forms of assessment included in exams,
4. Considering applications for credit transfer, including advance approval of transfer credit, and for dispensations, and
5. Making statements on all matters of importance to degree programmes and teaching within its scope and discussing matters related to degree programmes and teaching activities presented to it by the rector.

Subsection (2) In cooperation with the board of studies, the director of studies is responsible for the practical organisation of teaching, tests and other forms of assessment which form part of examinations.

Section 4.-(1)   The board of studies can delegate tasks and the authority to make decisions to committees, which will have the same proportional composition as the board of studies. The committee’s members must also be members of the board of studies.

Subsection (2) Decisions of major importance and decisions regarding establishing/changing practice cannot be delegated. In addition, decisions cannot be delegated to such an extent that the board of studies in effect becomes superfluous.

Section 5.-(1)   The board of studies can delegate decision-making authority to the chair in connection with time-sensitive matters when convening the board of studies is not possible. The chair can reject requests to re-consider matters if no relevant new information is available, and can approve applications for credit transfer and dispensations, in accordance with a procedure established by the board of studies.

Section 6.-(1)   In consideration with the consideration of routine matters, the board of studies can, where there is an established practice, delegate decision-making authority to the administration.

Section 7.-(1)   The board of studies can also appoint advisory committees, but cannot delegate decision-making authority to them.

Section 8.-(1)   The board of studies conducts its business at meetings, cf. however section 10. Ordinary meetings are held at the university ..............................., although in the period 1 July - 15 August.

Subsection (2) The chair sends out an agenda or a notice cancelling the meeting to the members no later than four working days prior to each ordinary meeting. The vice-chair helps to organise the work of the board of studies, including drafting agendas. At the same time, the agenda or the cancellation must be published on the university’s website or in another suitable manner. A supplementary agenda setting out additional items to be considered may be sent out no later than two days before the meeting.

Subsection (3) If, no later than one week prior to an ordinary meeting, a member requests that a matter be considered, the chair must include the matter as an item on the agenda for the meeting in question.

Subsection (4) The chair ensures that the information required to consider the matters at hand is provided to the members. If this information is not sent to the members along with the agenda for an ordinary meeting, members must be informed in connection with the distribution of the agenda of when they can expect the material to be distributed or handed out to them.

Section 9.-(1)   Extraordinary meetings must be held as and when deemed necessary by the chair. Extraordinary meetings must also be held if so requested by one-third of the members of the board of studies. Members can require that the meeting be held no later than one week following the date of the request.

Subsection (2) Invitations to extraordinary meetings must be sent at least 24 hours in advance. The items on the agenda must be stated in the invitation, along with the information members need to consider the matters at hand.

Section 10.-(1)   If all members agree, routine matters for decision may be considered in writing without holding a meeting. A proposal for decision with the information required for the consideration of the matter for decision is distributed as a basis for consideration. The members must indicate whether they can accept the procedure for the consideration of the matter and if so, whether they agree with the proposed decision. In the event that a member is unable to accept the consideration of the matter in writing, the matter must be included as an item on the agenda for the next meeting of the board of studies.

Section 11.-(1)  The meetings of the board of studies are public. The board of studies may decide, however, that selected items on the agenda are to be considered behind closed doors if this is deemed necessary due to the nature of the matters for consideration or circumstances in general.

Subsection (2) If the board of studies finds that its deliberations are being disrupted, it may exclude one or more members of the audience from the meeting in question. If necessary, the rest of the meeting can be held behind closed doors.

Subsection (3) Meetings must be held behind closed doors during consideration of matters involving information that must be kept confidential to safeguard public or private interests. This means that these and other matters must be considered behind closed doors:

1. Applications for dispensations, insofar that such cases concern identifiable individuals.
2. Matters brought before the board for opinion or for information, and which concern the personal or financial situation of individuals.

Subsection (4) Any uncertainty as to whether a matter warrants deliberation behind closed doors must be settled behind closed doors if deemed necessary by the chair or a majority of the members.

Subsection (5) The board of studies can grant permission for observers to be present during the consideration of matters conducted behind closed doors.

Subsection (6) Members and observers must observe confidentiality in connection with matters considered behind closed doors in accordance with subsection (3).

Section 12.-(1)  To the extent that the board of studies has delegated authority to committees pursuant to section 4, the provisions in section 11 also apply to such committees.

Section 13.-(1)  A quorum exists when at least half of the members of the board of studies are present.

Subsection (2) The chair chairs the meetings of the board of studies. The chair decides all questions regarding how meetings are chaired.

Subsection (3) Matters on the agenda are considered at meetings in the order in which they are listed on the agenda.

Subsection (4) The board of studies can decide to include new items on the agenda, and it can decide to deviate from the original order set out in the agenda and consider matters in a different order.

Subsection (5) Decisions on matters which were not included as individual items on the agenda distributed prior to an ordinary meeting may only be made in the event that none of the members present at the meeting object to this.

Subsection (6) Decisions on matters which were not included as individual items on the agenda distributed prior to an extraordinary meeting can only be made in the event that all the members are present and none of the members object to this.

Section 14.-(1)  The decisions of the board of studies are carried by a simple majority of votes.

Section 15.-(1)  The members have a duty to attend meetings of the board of studies.

Subsection (2) Members who are unable to attend a meeting must notify the chair thereof before the meeting. The resolution minutes taken for each meeting must state which members were absent.

Subsection (3) Members can only vote at meetings of the board of studies if they are personally present at such meetings, see, however, section 9.

Section 16.-(1)  A member must notify the chair of any circumstances which may give rise to doubts about the member’s competence to act. Such notification must as far as possible be provided before the meeting.

Subsection (2) In case of doubt, the board of studies decides whether the member can participate in the consideration of the matter in question. In the event that the member cannot participate in the consideration of the matter and an alternate has been elected for the member, the chair calls in the substitute to participate in the consideration of the matter.

Section 17.-(1)   In the event that a member is absent due to illness, a study trip etc. for a period of more than two months and is therefore unable to participate in the work of the board of studies, the chair calls in the alternate to take the member’s place on the committee during the period of absence. The chair decides whether the conditions for calling in the alternate are met. The election secretariat must be informed of decisions regarding the calling in of alternates.

Subsection (2) Any members who are no longer eligible must resign from the board of studies. In the event of absence due to leave, the member steps down from the board during the period of leave only.

Section 18.-(1)  In the event of a vacancy on the board of studies and where a sufficient number of alternates have not been elected or appointed to ensure that the board of studies has the required number of members, the board of studies submits a recommendation to the rector (through the election secretariat) on whether the vacant seats should be filled through by-elections or whether the seats should remain vacant until the next ordinary elections.

Section 19.-(1)  The board of studies’ decisions are recorded in resolution minutes, which are to be sent out no later than fourteen days after the meeting, as far as possible. The minutes are approved in writing or are submitted for approval at the next meeting. All members are entitled to have a minority viewpoint recorded in the minutes.

Subsection (2) The chair executes the decision of the board of studies.

Subsection (3) Approved minutes from the meetings of the board of studies are published on the university’s website provided such decisions are not subject to confidentiality. The minutes are sent to the dean, the head of department/school and the director of studies.

Subsection (4) The chair of the board of studies is responsible for ensuring that the board of studies actively reports on its work.

Section 20.-(1)  Any questions concerning the interpretation of the rules of procedure are settled by the board of studies.

Subsection (2) However, any questions regarding the interpretation of the standard rules of procedure or regarding the compliance of the rules of procedure with the standard rules of procedure must be submitted to the rector.

Section 21.-(1)  These rules of procedure come into force on 1 March 2014. The board of studies can amend the rules of procedure by a simple majority of votes, where such proposed amendment has been submitted no later than fourteen days prior to the meeting at which it is to be considered.

Subsection (2) Any amendments to the standard rules of procedure for the boards of studies laid down by the rector also apply to these rules of procedure.

Subsection (3) In exceptional cases and within the framework of the by-laws, the rector can grant an exemption from the provisions of these rules of procedure.