Minutes Meeting 2 | 4 May 2011

POSTGRADUATE STUDENTS GOVERNANCE WORKING PARTY
Meeting 2/2011 4 May 2011 1
Present: Mr Aleks Atrens, Ms Helen Berents, Mr Michael Bergin, Mr Liam Coulthard, Ms Sandra
Depelsenaire, Mr John Humphreys, Mr Jurij Karlovsek, Mr Mark Mayhew, Mr Nilesh
Modi, Mr Sandeep Sarathy, Mr Markus Schober, Ms Niikee Schoendorfer, Mr Chris
Shulha, Mr Kristin Tan, Mr Ben Gorrie (UQ Union), Mr Brodie Thompson (UQ Union).
Apologies: Ms Katie Greenaway, Ms Irena Larking, Ms Vinita Nahar.
1. Comments by the UQ Union regarding existing postgraduate governance structures
The President and Secretary of the UQ Union provided information regarding the existing structures at
the UQ Union for postgraduate governance via a ‘Postgraduate Students Board.’ The UQ Union policy
structures related to this board are provided as an attached appendix item.
The UQ Union put forward the argument that it was advantageous for UQ postgraduate students to utilise
that existing structure when trying to implement a central postgraduate organisation for governance.
Specifically, they commented that:
(i) The UQ Union desired to be inclusive and representative of postgraduate
students and their concerns;
(ii) A postgraduate organisation separate from the UQ Union would have more
difficulties due to a lack of pre-existing policy structures and consequently at
greater risk of failure;
(iii) The UQ Union offers substantial resources in terms of funding, personnel, and
authority that will not be available to a new organisation; and
(iv) The UQ Union is flexible in its perspectives regarding postgraduate students,
and wants to work with them to make sure any UQ Union policy/actions are in
place for postgraduate governance to be successful.
The UQ Union envisaged that a central postgraduate organisation would be particularly suited to:
(i) Appointing postgraduate student representatives to central UQ committees;
(ii) Communicating between postgraduate students in different schools/faculties;
(iii) Raising issues regarding policies related to postgraduate students; and
(iv) Submitting recommendations to UQ regarding policy or procedure related to
the above.
2. Discussion regarding specifics of postgraduate governance
Members discussed an extensive range of postgraduate governance issues, in particular those related to
governance by a central postgraduate organisation through existing UQ Union structures. Members
commented that:
(i) There is concern about the politicisation of activities related to the UQ Union,
and that this could negatively affect a central postgraduate organisation, either
directly through subversion of goals, or indirectly through discouraging
otherwise-interested students who have no wish to be engaged with political
institutions;
(ii) There are major concerns regarding existing candidature processes for research
postgraduate students that are not currently being addressed, particularly in
regards to conflicts between students and academics, and student workload;
(iii) A central postgraduate organisation is probably an effective channel to convey
concerns from groups of individual postgraduate students to UQ senior
management and central governance institutions;
(iv) It is unclear what specific approaches a central postgraduate organisation
would use to effect change to UQ policies and procedures; and
(v) The UQ Union noted that they have experience with making policy
submissions and are keen to assist;
The issue of potential conflict with the UQ Union was raised, but it was noted:
(i) By the UQ Union that any policy-making by postgraduate students would be
considered by the UQ Union Council, which does not have a precedent of
blocking policy;
(ii) By postgraduate students that this issue could be addressed if it arises by
separating the central postgraduate organisation from the UQ Union.

POSTGRADUATE STUDENTS GOVERNANCE WORKING PARTY
Meeting 2/2011 4 May 2011 2
The potential for funding advantages for postgraduate clubs and societies to be gained from a
postgraduate organisation separate from the UQ Union was raised. The UQ Union responded
that:
(i) If a postgraduate organisation is predicated on funding due to compulsory
student union fees (CSU), then it may not be long-term-sustainable;
(ii) The UQ Union provides support beyond just clubs and societies; and
(iii) The UQ Union is seen by the university as an integrated, stable, long-term
partner (as evidenced by a 15-year funding agreement currently in its 3rd year);
3. Forming a UQ postgraduate organisation
Representatives from the UQ Union left the meeting. Remaining members discussed the options available
for forming a central postgraduate representative body, specifically whether to proceed within existing
UQ Union structure or to create an entirely separate organisation.
Motion –
(i) That a postgraduate representative body be established, operating within the
structures of the UQ Union.
(ii) All postgraduate representatives in the university should be informed of this
decision and given one week to object. If there are no objections within one
week, then the motion is considered valid.
Moved: John Humphreys | Seconded: Aleks Atrens | Affirmed
4. Follow-up meeting
It was resolved that –
(i) A follow-up meeting would be convened, to be held in a fortnight at the same
time and place;
(ii) John Humphreys would act as Interim Chair and Aleks Atrens would act as
Interim Secretary until elections can be held;
(iii) All postgraduate students involved in school-, faculty-, institute-, and centrallevel
governance roles, and all postgraduate student society presidents are to be
invited to that meeting (with a minimum of one week’s notice); and
(iv) Aleks Atrens would confirm the room for the meeting, and liaise with Kristin
Tan and Michael Bergin to ensure comprehensive invitation & notification of
all relevant postgraduate students.
Action:AA,
KT

Appendix: UQU REGULATIONS – UNION BODIES AND
POSTGRADUATE STUDENTS BOARD
R40 Postgraduate Students Board
40.1 The members of the Postgraduate Students Board are:
a) Postgraduate Officer (voting); and
b) all Postgraduate Students (voting).
40.2 The Postgraduate Students Board is delegated general responsibility for overseeing the Postgraduate
Students Department.
40.3 Without limiting R40.2, the Postgraduate Students Board is specifically responsible for:
a) facilitating the development of policy on issues of particular concern to Postgraduate
Students;
b) developing campaigns based on the policy of the Union;
c) coordinating social and cultural activities for Postgraduate Students; and
d) directing the Postgraduate Officer in the conduct of their duties.
40.4 The quorum for the Postgraduate Students Board shall be five.
R58 Additional Members
58.1 Unless provided for otherwise, the President, Union Secretary and Treasurer shall be ex-officio
(non-voting) members of all Union bodies and Consultative Committees established under these
Regulations except:
a) Women’s Rights Action Group;
b) Queer Rights Action Group;
c) International Students Board; and
d) Goorie Berrimpa Collective
58.2 Unless provided for otherwise, Union staff members employed under a department overseen by a
Union body shall be ex-officio (non-voting) members of that Union body except the Administrative
Committee and Executive Committee.
Division Four - Meetings
R59 Meetings
59.1 a) Each Union body other than Union Council must meet at least once before every ordinary
meeting of Union Council.
b) Each Consultative Committee shall meet as required or at the direction of Union Council.
59.2 The Union Secretary is responsible for calling all meetings of Union bodies and Consultative
Committees.
59.3 The Union Secretary is responsible for giving notice of all meetings.
R60 Meetings of Certain Union bodies
60.1 R60 does not apply to Union Council.
60.2 If the Union Secretary receives a requisition signed by ten students to hold a meeting of the Union
body, the Union Secretary must give notice of a meeting of that Union body.
60.3 The requisitioned meeting must be held within one week of the requisition being received.
60.4 Unless provided for otherwise:
a) Each Union body must at its first meeting after the Annual Meeting elect a voting member to
be Chair.
b) The Union body may at any time elect another voting member to be Chair.
c) If the Chair decides not to chair the meeting or is absent, the Union body must elect another
voting member to be Chair.
Division Five - Standing Resolutions on Policy

R61 Status
61.1 By this Division, Union Council delegates its power to make Standing Resolutions on Policy to each
Union body on matters within the delegated responsibilities of that Union body.
61.2 Union Council reserves the power to make Standing Resolutions on Policy on matters of urgency
and on matters not within the responsibilities of any Union body.
61.3 Union Council may not make Standing Resolutions on Policy in respect of the Union Newspaper.
R62 Applicability
62.1 The Regulations in this Division are for the establishing, amending and revoking of Standing
Resolutions on Policy by all Union bodies.
62.2 Subject to the Constitution and Regulations, Standing Resolutions on Policy established under
this Division are binding on all Officers, Union employees and Members, and the Union's activities.
R63 Notice
63.1 Any student wishing to move to establish, amend or revoke a Standing Resolution on Policy must
submit the motion in writing to the Union Secretary.
a) The Union Secretary must give at least three clear days’ notice of the motion to each member
of the Union body which will be considering it.
b) The Union Secretary must place a copy of the notice of the motion on the Union Noticeboard
at least three clear days before the date of the meeting of the Union body which will be
considering the Standing Resolution on Policy Motion.
c) If the Union Secretary does not give notice of the Standing Resolution on Policy motion, any
member of the Union body which will consider the Standing Resolution on Policy Motion may
do so.
d) No motion may be considered unless the notice required by this Regulation has been given,
unless the Union body concerned waives the notice requirement by a simple majority of votes
exercisable.
R64 Format
64.1 All Standing Resolutions on Policy must be in the following format:
a) Relevant section of the Union Policy Volume
b) Title
c) Preamble
d) Platform (states the position of the Union in relation to the Preamble)
e) Action
R65 Union Policy Volume
65.1 The Union Policy Volume is a folder which contains all existing Standing Resolutions on Policy.
65.2 The Union Secretary is responsible for maintaining the Union Policy Volume and must make copies
freely available to all Members and Union employees.
65.3 The Union Secretary shall be responsible for ensuring that all Standing Resolutions on Policy are
correctly numbered when included in the Union Policy Volume.
R66 Establishing, Amending or Revoking Standing Resolutions on Policy
66.1 Any student may move or second a motion to establish, amend or revoke a Standing Resolution on
Policy.
66.2 A Union body may establish, amend or revoke a Standing Resolution on Policy only on matters that
fall within the departments of the Union for which they are delegated responsibility.
66.3 Union Council may establish, amend or revoke Standing Resolutions on Policy in areas only on
matters outside the responsibilities delegated to another Union body.
66.4 A motion to establish, amend or revoke a Standing Resolution on Policy takes effect when:
a) i) it is carried by a simple majority of votes exercisable; and
ii) the requirements of R51 have been met; or

) it is carried by a simple majority of Union Council in accordance with R66.
66.5 The motion must be incorporated into the Union Policy Volume within seven days of it taking effect.
66.6 A motion to amend a Standing Resolution on Policy must not be a direct negation of the existing
Standing Resolution on Policy.