Standing orders

The General Council was instituted by the Universities (Scotland) Act, 1858, but its constitution and organisation have been considerably altered by subsequent statutes.

The membership of the General Council is governed by ordinance No. 96 of the University of St Andrews and is as follows:

The Chancellor, all graduates of the University (including honorary graduates) and holders of the Licentiateship in Dental Surgery, members and former members of the University Court, Professors and former Professors of the University, Readers and Lecturers who have been in office for more than one year, former Readers and Lecturers who were members of the Council during their tenure of office as such and who continued in the employment of the University until retirement.

The Chancellor of the University is elected by the General Council and is President of the Council.

The business of the Council is to take into consideration all questions affecting the well-being and prosperity of the University, and to make representations from time to time on such questions to the University Court, who shall consider the same, and return to the Council their deliverance thereon. Members may raise any matter bearing upon the University, by reference to the Convener of the Business Committee of the General Council by emailing generalcouncil@st-andrews.ac.uk or by post to the Convener of the Business Committee of the General Council, General Council Office, 91 North Street, St Andrews KY16 9AJ.

Under the Universities (Scotland) Act,1966, new Ordinances and Resolutions are communicated in draft form to the General Council, whose opinion thereon is taken into consideration.

The Council nominates two Assessors to the University Court.

The affairs of the Council are conducted by a Business Committee exercising duties determined by the Council in accordance with the Council’s instructions.

Standing orders of the General Council

1. Statutory Meetings — the Council shall assemble twice each year, such meetings to be held on the last Saturday in November and the last Saturday in June (subject to alteration from time to time by resolution of the Council with the approval of the University Court).
2. Special Meetings — special meetings of the Council shall be called through the Clerk either at the request of the Business Committee, made by a majority of all its members, or at the request of not less than 50 members of the Council.
3. Quorum — the quorum of the Council shall be twenty.
4. President — at meetings of the Council, the Chancellor, whom failing the Principal, whom failing the Chancellor’s Assessor, whom failing a Council Assessor on Court (in order of seniority), whom failing the Convener of the Business Committee, shall preside; in the absence of all of these, a President-depute shall be elected by the meeting. In every case the President or President-depute has a deliberative and also a casting vote.
5. Committees – the Council shall appoint and determine the duties of a Business Committee. From time to time the Council may appoint other committees to report on any matter remitted to them or to carry out instructions given to them by the Council.
6. Notice of Motion — notice of every motion except procedural motions to be proposed at a meeting of the Council shall be given to the Clerk in writing, signed by the member giving it, at least eight days prior to the date of the meeting in question. Such a motion shall be succinctly addressed in not more than fifty words as a request to General Council to approve a particular course of action. If the President or President-depute is satisfied that due notice could not reasonably have been given in respect of a specific item of business, this Order may be suspended, for the sole purpose of discussing the business in question, on the vote of two-thirds of the members present at a meeting of the Council.

General Council Register

Changes of designation or address should be communicated immediately to the Registrar to the General Council by emailing generalcouncil@st-andrews.ac.uk or by post to the Registrar to the General Council, General Council Office, 91 North Street, St Andrews, Fife KY16 9AJ. (Note – to comply with Data Protection legislation, the Register available for public consultation no longer contains members’ addresses but relevant queries may be directed to the Clerk to the General Council by emailing generalcouncil@st-andrews.ac.uk or phoning +44 (0)1334 46 1913.)

Business Committee of the General Council

Following approval of the revised terms of reference for the Business Committee by the General Council held on Saturday 28 June 2025 the new draft standing orders below have been developed for consideration at the General Council meeting in November 2025.

Business Committee Standing Orders - draft

1. Purpose

The General Council Business Committee (GCBC)’s purpose is to support and strengthen the relationship between the University and its General Council. It will advise on alumni programmes and services, promote alumni involvement and assist in fostering a sense of community.

2. Core responsibilities

The GCBC’s core responsibilities are:

• To support alumni programmes, services and events
• To act as ambassadors for the University within their local and professional communities
• To assist in fundraising efforts
• To offer feedback and insights on alumni needs and interests
• To build and maintain relationships with other alumni
• To provide feedback on new initiatives
• To provide regular updates to the General Council on its activities
• To discharge any tasks or remits that the General Council may choose to give it

3. Membership and appointment process

1. The GCBC will consist of Nominated Members and ex officio members.
2. The Nominated Members will be up to 20 in number, nominated by the most active alumni clubs based on number of events per year, committee size and engagement with the University. The Convenor will take advice from the Development Office on the clubs to be approached. The clubs will be selected from those listed on the Alumni and Supporters website.
3. The ex officio members shall be the Principal and Vice-Chancellor, the Chancellor’s Assessor, the General Council Assessors to Court, the Registrar and Clerk to the General Council, and the Alumni Relations Manager.
4. The most active 20 alumni cubs will be invited to nominate one member of their club committee to sit on the GCBC. The nomination process will be managed at club level, including the call for nominees, screening of nominees and, where required by the club, voting for their representative.
5. Any member of the General Council who has demonstrated a commitment to the University and its alumni community is eligible to be nominated by the relevant alumni club unless they are:
   1. a member of the governing body of another Scottish Higher Education Institution or its GCBC
   2. engaged in ongoing litigation against the University or its subsidiaries
6. No individual is eligible to be nominated by more than one alumni club.>
7. Individuals are members of the General Council if they are listed on the General Council Register or can otherwise demonstrate that they are eligible for membership of the General Council under relevant Ordinances (currently Ordinance 96).
8. The list of nominated members will be collated by the Convener of the GCBC and, following verification by the Registrar and Clerk that the individuals are bona fide members of the General Council and are not ineligible to be nominated, the list will be presented for information to the autumn meeting of the General Council, and the individuals’ appointment will formally start immediately thereafter.
9. Appointments of Nominated Members will be for an initial period of four years, with the possibility of renomination at the end of one four-year term by mutual agreement of (a) the GCBC, (b) the relevant alumni club, (c) the individual concerned. Any Nominated Member who has served two consecutive terms shall be ineligible either to be nominated for a third term or to be co-opted on to the GCBC during the two years before the next round of nominations.
10. Following the initial round of recruitment in 2025, the GCBC will develop, maintain and regularly review a succession planning policy to ensure appropriate turnover and diversity in its nominated membership.

4. Resignation and removal

1. Any Nominated Member of the GCBC may resign by giving written notice to the Convener, copied to the Registrar and Clerk. Resignations will take place with immediate effect from the receipt of said notification. Members will resign in the event of
   1. being appointed to membership of the governing body of another Scottish Higher Education Institution or its GCBC
   2. cessation of membership of the nominating alumni club
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2. A Nominated Member of the GCBC may be removed from office by a simple majority vote of those present at the relevant GCBC meeting following the tabling of a relevant motion. Grounds for removal of membership include:
   1. persistent non-attendance at GCBC meetings or non-engagement in GCBC activities or both
   2. actions or activities likely to bring the University or the General Council into disrepute
   3. breach of the GCBC code of conduct

   The relevant Nominated Member will have the opportunity to present their case, and to be heard, at the GCBC but will not participate in any vote to remove them.

3. Any member removed under 4b may seek a review of their case, by writing to the Registrar and Clerk. The review will be considered by a senior member of the University who has had no prior involvement in the previous decision. Appeals will only be considered on the grounds of (a) substantial new evidence that was not available at the time of the original decision, and which could have had a material impact on the outcome and (b) material procedural error, or both. The result of the review will be final. The relevant member may not attend any GCBC meeting or receive any papers pending the outcome of their appeal.

5. Office holders

1. The GCBC will appoint, under arrangements to be determined by the GCBC from time to time (see SO 12, Operating Procedures), a Convenor and Vice-Convenor, each for a renewable term of four years subject to SO 3i above in the case of Nominated Members.
2. The Convenor will preside over GCBC meetings, ensure agendas are followed, and act as the primary liaison between the GCBC and the University.
3. The Vice-Convenor will support the Convenor and will assume their duties in the Convenor’s absence.
4. The GCBC may appoint such other office holders as it may deem necessary, provided these are (a) provided with terms of reference and (b) notified to the General Council.

6. Meetings

1. The committee will meet on a quarterly basis, or as needed.
2. Meetings may be held in-person, online or in a hybrid format.
3. A quorum, defined as 50% of the total committee members, is required for official decisions.
4. At the Convenor’s discretion, an emergency meeting of the GCBC may be called with not less than five working days’ notice.
5. In the event of a tied vote, the Convener (or in their absence the Vice-Convener) shall have a deliberative and casting vote.

7. Subcommittees

1. The GCBC may establish subcommittees to focus on specific areas, for example, events, communications, fundraising. Subcommittees will report to the GCBC regularly and may include non-committee members.
   
   
2. Sub-committees will automatically cease to exist after a period of two years from their creation, unless the GCBC decides to renew them for a further two-year period.

8. Co-opted members

1. In exceptional circumstances, the GCBC may co-opt up to four members where these (a) are a member of the General Council and (b) bring particular skills or experience.
2. Co-opted members who have completed two terms or a maximum of eight years as Nominated Members will not be eligible for appointment until four years have passed since the expiry of their last term as a Nominated Member.
3. The GCBC may also approve the co-option of non-committee members on to established sub-committees, provided these are members of General Council and do not form more than 50% of the membership of the particular sub-committee.

9. Reporting

1. The GCBC will provide a report to the General Council at its bi-annual meeting, to include a summary of activities and initiatives, and any recommendations for future action.

10. Code of Conduct

1. Committee members are expected to:
   1. adhere to ethical and professional standards in their interactions
   2. avoid conflicts of interest and disclose any potential conflicts
   3. respect the confidentiality of sensitive information discussed during meetings
2. Any breach of this code of conduct will be referred to the nominating club with a recommendation for action.
   
   
3. Any breach of this code of conduct may result in the member’s removal from the GCBC under SO 4b above.
   
   

11. Responsibilities of members

1. Members are expected to:
   1. attend GCBC meetings, online or in-person
   2. actively participate in discussions
   3. represent wider alumni views, not just their own
   4. volunteer at events or initiatives as needed
   5. maintain confidentiality and professionalism in committee matters
   6. advocate for the University and its alumni programmes
   7. fulfil any specific roles or projects assigned during their term
   8. understand that no pay and no expenses are offered for this role

12. Operating procedures

1. Within the framework of these standing orders, the GCBC will develop its own operating procedures for the conduct of business, to include:
   1. preparations for and minuting of meetings and maintenance of appropriate records
   2. circulation of papers in advance of meetings
   3. conduct of meetings and communications between meetings
   4. decision making and holding of votes
   5. the appointment of office holders
   6. succession planning and future rounds of nomination

13. Review

1. The standing orders will come into effect immediately following their approval by the General Council.
2. The GCBC will review and update its standing orders one year after they come into operation, and thereafter on a period not exceeding five years to ensure these remain fit for purpose.