1 Regulations on Conduct of Meetings (Approved by Executive Council vide Agenda No.5 in its 1st meeting held on 19-08-2008) 2 3 (Regulations Under Section 32(1)(c) and (d) of Haryana Act No.26 of 2008) CONDUCT OF MEETINGS OF THE COURT
1. The annual meeting of the Court shall, unless otherwise directed by the Vice- Chancellor, be held in the month of March each year at which the budget estimates for the ensuing year shall be submitted:
Provided that ordinary meetings of the Court may be convened, at any time, by the Registrar, under the direction of the Vice-Chancellor, for the due disposal of business.
2. A special meeting of the Court may be convened at any time by the Chancellor, Vice-Chancellor or on a written request of one-third of its members. The written request by the members intimating the purpose for which such meeting is deemed to be necessary will be submitted to the Vice-Chancellor, who may after consideration fix the date and time of such meeting. The Registrar shall circulate the notice of the meeting, together with the business which is intended to be transacted in the meeting to the members of the Court, at least seven days before the date fixed for such meeting.
3. The Registrar shall, under the direction of the Vice-Chancellor, give to all members of the Court at least 15 days notice, convening the meeting specifying the date, time and place of the meeting. The agenda and related papers shall also be sent alongwith the notice of the meeting. However, in case of emergency, the Vice-Chancellor may convene an ordinary meeting at a shorter notice.
4. Except in emergent meeting, not less than seven days before the date of a meeting, the Registrar shall, under the direction of the Vice-Chancellor issue to every member, agenda papers, specifying the date, time and place of the meeting and the business to be transacted in the meeting.
5. (i) In all the meeting of the Court, two-fifths of the Members shall form a quorum.
(ii) If the required number of members for purposes of quorum is not present by the half an hour after the appointed time of the meeting, the meeting shall not be held and the Registrar shall make a record of that fact.
6.[1] [2] The Chancellor shall, if present, preside over the meetings of the Court. In the absence of Chancellor, the Vice Chancellor shall preside over the meetings, but in the absence of both the Chancellor and the Vice-Chancellor, the officer who will be looking after the duties of Vice- Chancellor shall preside over the meeting.
7. All questions shall be decided by a majority vote of the members present at the meeting and in the case of equality of votes, the Chairperson shall have a casting vote in addition to his own vote as a member.
8. All proceeding of the meetings shall be recorded in writing and signed by the Registrar and approved by the Chairperson.
9. The proceedings of the Court having been duly approved shall be circulated to the Chancellor and the members of the Court and the Executive Council within one month of the meeting.
10. Any member who ceases to hold the qualification by virtue of which he was appointed to the Court shall cease to be member thereof.
4 CONDUCT OF MEETINGS OF THE EXECUTIVE COUNCIL
1. Meetings of the Executive Council will ordinarily, be held once in four months or earlier as and when required, on a date and time to be fixed by the Vice- Chancellor. However, the duration between two meetings should not exceed four months in any case.
2. [1] [2] The Vice-Chancellor shall be the Chairperson of the Executive Council and shall preside over its meeting. In the absence of Vice-Chancellor, the officer who will be looking after the duties of Vice-Chancellor shall preside over the meeting.
3. The Registrar shall give to all members of the Executive Council at least 10 days notice, convening the meeting specifying the date, time and place of the meeting.
The agenda and related papers shall also be sent alongwith the notice of the meeting. However, in a case of emergency, the Vice-Chancellor may suspend or modify the operation of this rule.
4. Two-fifths of the members shall form the quorum.
5. All questions shall be decided by a majority vote of the members present at the meeting and in the case of equality of votes, the Chairperson shall have a casting vote in addition to his own vote as a member.
6. Notice of motion or resolution to be included in the agenda of the meeting of the Executive Council must reach the Registrar not less than five clear days before the meeting. It will be included in the agenda at the discretion of the Vice-Chancellor.
7. The proceedings of the meeting shall be recorded in writing and signed by the Registrar and approved by the Chairperson.
8. The proceedings of meetings having been duly approved shall be circulated to the Chancellor and members of the Executive Council, ordinarily, within 15 days of the meetings.
9. Any member who ceases to hold the qualification by virtue of which he was appointed to the Executive Council shall cease to be member thereof.
5 CONDUCT OF MEETINGS OF THE ACADEMIC COUNCIL
1. [1] [2] The meeting of the Academic Council will ordinarily, be held once in six months or earlier as and when required, on a date and time to be fixed by the Vicechancellor. However, the duration between two meetings should not exceed six months in any case. The Registrar shall, ordinarily, at least ten days before each meeting of the Academic Council, issue to each member, a notice convening the meeting alongwith the agenda thereof:-
Provided that in the case of emergent meetings, the Vice-Chancellor may suspend or modify the operation of this rule.
2. In the case of emergent meetings, the Registrar shall give notice of the date, time and place of the meeting as per the circumstances in each case may permit.
3. [1] [2] The Vice-Chancellor shall preside over the meetings of the Academic Council. In the absence of Vice-Chancellor, the officer who will be looking after the duties of Vice-Chancellor shall preside over the meeting.
4. Two fifths of the members shall form a quorum.
5. All questions shall be decided by a majority vote of the members present at the meeting and in the case of equality of votes, the Chairperson shall have a casting vote in addition to his own vote as a member.
6. Notice of a motion or resolution to be included in the agenda of the meeting of the Academic Council must reach the Registrar not less than five clear days before the meeting. It will be included in the agenda at the discretion of the Vice-Chancellor.
7. Amendments to motions on the agenda and new proposals can be moved at an ordinary meeting with the permission of the Chairperson.
8. The proceedings of the meeting shall be recorded in writing and signed by the Registrar and approved by the Chairperson.
9. The proceedings of the meetings of the Academic Council having been duly approved shall be circulated to the Chancellor and the members of the Academic Council, ordinarily within 15 days of the meeting.
10. Any member who ceases to hold the qualification by virtue of which he was appointed to the Academic Council shall cease to be member thereof.
6 CONDUCT OF MEETINGS OF THE FINANCE COMMITTEE
1. [1] [2] The Vice-Chancellor shall preside over the meetings of the Finance Committee. In the absence of the Vice-Chancellor, the officer who will be looking after the duties of Vice- Chancellor shall preside over the meeting.
2. [1] [2] Three members shall form a quorum, out of which at least one shall be the Addl.
Chief Secretary to Govt. Haryana, Finance Department or his nominee or Addl.
Chief Secretary to Govt. Haryana, Medical Education & Research Department or his nominee.
3. The Controller of Finance, the Member-Secretary of the Committee shall give to all members of the Finance Committee at least 7 days notice, convening the meeting specifying the date, time and place of the meeting. The agenda and related papers shall also be sent alongwith the notice of the meeting.
4. The Finance Committee shall meet at least once every year to consider the annual accounts and the budget proposals for the next year for submission to the Executive Council with its recommendations.
5. All questions shall be decided by a majority vote of the members present at the meeting and in the case of equality of votes, the Chairperson shall have a casting vote in addition to his own vote as a member.
6. All proceeding of the meetings shall be recorded in writing, and signed by the Controller of Finance and approved by the Chairperson.
7. The proceedings of the meetings of the Finance Committee, having been duly approved, shall be ordinarily circulated to the members within 15 days of the meeting.
8. Any member who ceases to hold the qualification by virtue of which he was appointed to the Finance Committee shall cease to be member thereof.
7 CONDUCT OF MEETINGS OF THE FACULTIES
1. The Dean of the faculty shall preside at the meetings of the Faculty. In the absence of the Dean, the Senior most Professor in the Faculty shall act as Chairperson.
2. Meetings of the Faculties shall be convened by the Dean and shall be held at least once a year. However, special meeting may be convened as and when required.
3. The Dean shall give to all members of the Faculty at least 10 days notice, convening the meeting specifying the date, time and place of the meeting. The agenda and the related papers shall also be sent alongwith the notice of the meeting. However, in a case of emergency, the Vice-Chancellor, may suspend or modify the operation of this rule and the meeting could be called at a shorter notice.
4. Notice of motion of resolution to be included in the supplementary agenda, of a meeting of the Faculty must reach the Dean, not less than 7 days before the date of meeting.
5. Amendment to motion on the agenda and new proposals can also be moved at the meeting with the permission of the Chairperson.
6. Two fifths of the members shall form a quorum.
7. All questions shall be decided by a majority vote of the members present at the meeting and in the case of equality of votes, the Chairperson shall have a casting vote in addition to his own vote as a member.
8. The proceedings of the meeting of the Faculties shall be circulated to the members of the Faculties ordinarily within 15 days of the meeting.
9. Any member who ceases to hold the qualification by virtue of which he was appointed to the Faculties shall cease to be member thereof.
8 CONDUCT OF MEETINGS OF BOARDS OF STUDIES
1. In the case of Post Graduate Boards of Studies, the Chairperson shall be from amongst the Senior Professors in the subjects constituting the board on the basis of seniority and rotation. The Chairperson shall preside over the meetings of the board but in the absence of the Chairperson, the seniormost member present shall preside at such meeting.
2. In the case of Under Graduate Board of Studies, the Director, Pt.B.D.Sharma PGIMS shall preside over the meetings of the board but in the absence of the Chairperson the seniormost member shall preside at such meeting.
3. Two Fifths of the members will form a quorum.
4. The Chairperson of the Board of Studies shall give to all members of the Board of Studies at least 7 days notice, convening the meeting specifying the date, time and place. The agenda and the related papers shall also be sent alongwith the notice of the meeting. However, in a case of emergency, the Vice-Chancellor may suspend or modify the operation of this rule and the meeting could be called at a shorter notice.
5. A Board may dispose of its business by meetings or by circulation or by both.
6. The meeting of the Board shall be convened by the Chairperson and shall be held at least once a year.
7. All questions shall be decided by a majority vote of the members present at the meeting and in the case of equality of votes, the Chairperson shall have a casting vote in addition to his own vote as a member.
8. The proceedings of the meetings of the Boards of Studies after having been duly approved by the Chairperson, shall be circulated ordinarily, within 15 days of the meeting.
9. Any member who ceases to hold the qualification by virtue of which he was appointed to the Boards of Studies shall cease to be member thereof.
9 [2] CONDUCT OF MEETINGS OF THE PLANNING BOARD
1. Meetings of the Planning Board will be held at least once in a year and time to be fixed by the Vice-Chancellor.
2. The Vice-Chancellor shall be the Chairperson of the Planning Board and shall preside over its meeting. In the absence of Vice-Chancellor, the officer who will be looking after his duties shall preside over the meeting.
3. The Registrar shall give to all members of the Planning Board at least 10 days notice, convening the meeting specifying the date, time and place of the meeting.
The agenda and related papers shall also be sent alongwith the notice of the meeting.
4. Two-fifths of the members shall form the quorum.
5. Notice of motion or resolution to be included in the agenda of the meeting of the Planning Board must reach the Registrar not less than five clear days before the meeting. It will be included in the agenda at the discretion of the Vice-Chancellor.
6. The proceedings of the meeting shall be recorded in writing and signed by the Registrar and approved by the Chairperson.
7. The proceedings of meetings having been duly approved shall be circulated to the Chancellor and members of the Planning Board, ordinarily, within 15 days of the meetings.
8. Any member who ceases to hold the qualification by virtue of which he was appointed to the Planning Board shall cease to be member thereof.
10 REFERENCES OF AMENDMENTS/INSERTIONS/SUBSTITUTIONS
1. Amended vide Haryana Act No.7 of 2009, amended by the EC in its 5th meeting held on
16.7.2009 vide Agenda No.26.
2. Amended by EC in 45th meeting held on 27.06.2022 vide Agenda Item No.45.23.
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