Section 9 in First Statutes of the Indian Institute of Petroleum and Energy, 2018
9. Meeting of the Senate.
(1)The Senate shall meet as often as is necessary but not less than four times during a calendar year.(2)The Director shall convene meetings of the Senate in his capacity as the Chairperson of the Senate, either on his own initiative or on a requisition signed by not less than five members or twenty percent of the members, whichever is higher, of the Senate. A requisitioned meeting shall be a special meeting to discuss only those items of agenda for which the requisition has been made. The Chairperson of the Senate shall convene the requisitioned meeting on a date and time convenient to him/her within fifteen days of the submission of such a requisition.(3)One-third of Senate including the Chairperson fraction being rounded off to the next higher number, shall be the quorum for a meeting of the Senate.(4)The Director, shall preside over meeting of the senate:Provided that in the absence of the Director, the senior most professor shall preside over the meeting.(5)The Secretary of the Senate shall serve a written notice of every meeting to the members of the senate at least two weeks before the meeting. The notice shall state the date, time and place of the meeting:Provided that the Chairperson of the Senate may call a special or emergency meeting of the Senate at short notice to consider urgent or special issues.Provided further that - (a) whenever notice of a meeting is required to be given to any person the under provisions of the Act, or of these statutes, it shall be in writing to such person either personally or by serving a copy thereof by registered mail or speed post or courier service charges prepaid, or by facsimile or electronic mail, to the person's address, electronic address, or facsimile number appearing on the books of the Institute; (b) If the notice is served by mail, it shall be deemed to have been given to the person entitled thereto when deposited in the Indian Post and the Telegraph mail or with a courier service for delivery to that person; (c) a notice of meeting shall specify the place, date, and time of the meeting and any other information required by the Act or these Statutes.(6)The agenda for all meeting, except those convened at short notice as referred to in sub-statute (5), shall be sent to all members such that it is in their hands at least one week before the date of the meeting.Provided that, in the case of special or emergency meetings mere mention of the special issue to be considered shall suffice in lieu of the detailed item of the agenda note.(7)Notice of motion for inclusion of items on the agenda, if any, together with the detailed item note should be communicated by individual members to the Secretary of the Senate at least ten days before the date of the meeting.Provided that the Chairperson of the Senate may permit inclusion of any item for which either due notice has been given or for which notice has not been given beyond the deadline stipulated aforesaid.(8)At any meeting of the Senate, decisions shall be formalised by means of either a consensus or an affirmative vote of a majority of members, present including the Chairperson of the Senate. If the votes be equally divided, the Chairperson shall have and will cast a second vote.(9)The ruling of the Chairperson with regard to all questions of procedure shall be final.(10)A decision once taken by the Senate shall not normally be re-opened within one year from the date of the decision:Provided that the Chairperson may move to reconsider the matter within a year under exceptional circumstances.(11)The minutes of the proceedings of a meeting of the Senate shall be drawn up by the Secretary of the Senate and circulated within three working days to all members of the Senate:Provided that any such minutes shall not be circulated, if the Senate considers such circulation as being prejudicial to the interest of Institute. The minutes shall be finalised within the next three days, with or without the members' comments. The minutes, along with amendments, if any, suggested by members shall be placed for confirmation at the next meeting of the Senate. After the minutes are confirmed and signed by the Chairperson of the Senate, they shall be recorded in a minute book which shall be open for inspection by members of the Senate and the Board of Governors at all times during office hours.(12)A copy of the agenda and minutes of every meeting of the Senate shall be placed before the Board for its consideration after the Senate has confirmed the same. Any decision or recommendation of the Senate that requires approval of the Board shall be separately highlighted.(13)If a non-ex-officio member fails to attend three consecutive meetings of the Senate without leave of absence of the Chairperson of the Senate, he shall cease to be a member of the Senate.(14)Proposals relating to matters requiring immediate action may be circulated to members of the Senate with the approval of the Director:Provided that where five members of the Senate are not in favour of such a proposal or where five members desire that the matter under circulation be discussed at a meeting, a special meeting may be called for that purpose or the matter be placed before the next regular meeting of the senate and no action thereon shall be taken in the meantime:Provided further that all matters circulated to the Senate between meeting and the decisions arrived at shall be reported at the next meeting of the Senate for confirmation.
