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FILM AND TV SCHOOL OF ACADEMY OF PERFORMING ARTS IN PRAGUE

The Senate of the Academy of Performing Arts in Prague internal regulations

The Senate of the Academy of Performing Arts in Prague internal regulations

THE SENATE – Internal regulations of the Academy of Performing Arts in Prague
The Ministry of Education, Youth and Sport, under Section 36 (2) of Act No. 111/1998 Coll., on Higher Education and on a change and supplement to other acts (the Universities Act), registered on 12 March 2008 under ref. no. 4 601/2008 – 30 the Electoral Rules and Rules of Procedure of the Senate of the Academy of Performing Arts in Prague.
doc. Ing. V. Vinš, CSc.
director of the higher education department
The Senate of the Academy of Performing Arts in Prague

Electoral Rules and Rules of Procedure
of 12 March 2008

Article 1
Elections to the Senate of the Academy of Performing Arts in Prague (hereinafter the “Senate”), its organs and its work shall proceed in accordance with Act No. 111/1998 Coll., on Higher Education and on a change and supplement to other acts (the Universities Act), as amended (hereinafter the “Act”), and the provisions of these Electoral Rules and Rules of Procedure.

Article 2
Elections to the Senate
1. The Rector shall announce elections to the Senate within 60 days before the end of the term of office of individual members of the Senate.
2. Elections shall be organised and conducted by an Electoral Committee appointed by the Rector after discussing its composition in the boards of the individual faculties. In conjunction with the chairmen of the boards of the individual faculties, this Committee shall also ensure that the Membership of the Academy of Performing Arts in Prague (hereinafter “the Membership of AMU”) are promptly informed of the date of the election and the procedure by which candidates are selected.
3. The Chairman of the Electoral Committee shall be appointed by the Rector. No member of the Electoral Committee shall be eligible to stand for membership of the Senate.
4. Candidates for membership of the Senate for a certain faculty may be nominated by any member of one of the faculties and departments, and any member of one of the faculties and departments may apply for this office. Candidacy to become an academic-staff member of the Senate cannot be alternated with candidacy to become a student member of the Senate and vice-versa.
5. The list of electors to the Senate shall be supplied three days before the first day of elections in the form of an extract from the relevant registers. This list shall be adopted by the Electoral Committee. The Electoral Committee shall divide a special list of electors from the departments into three equal parts and shall allocate each of them to one of the three AMU faculties.
6. The Electoral Committee shall gather proposals, which must be delivered to it in writing and be accompanied by the candidate’s written consent. The Committee shall publish the list of candidates not later than seven working days before the elections. In the same time-limit it shall announce an assembly of the relevant faculty membership, at which the candidates for membership of the Senate shall be presented so that they can answer questions and hear suggestions.
7. All members of the faculty or department represented by the elected candidate shall, in accordance with paragraph 2, be eligible to vote for Senate candidates from that faculty. A member shall mean an academic-staff member of AMU and a student of AMU (both categories as defined by the Act).
8. For the actual elections the Electoral Committee shall set aside at least two working days during the semester, and on each of these at least three hours when the polling station will be open. During this time at least one member of the Electoral Committee must be present in the polling station. This person shall, in accordance with the list of AMU members, issue each elector with a pre-printed ballot paper.
9. The ballot paper shall state the names of all candidates. It must also state the number of members of academic staff and the number of students who will be elected to the Senate from the candidates of the individual faculties. It must also state the manner in which the ballot paper is to marked.
10. Between the first and the second day of elections the ballot box must be sealed and deposited for safekeeping. After the elections, at least three members of the Electoral Committee must be present at the counting of the votes.
11. The Electoral Committee shall draw up a report on the elections, which shall be signed by the Chairman and one other member of the committee. The report shall be kept with the other important records of the Senate.
12. The candidates who receive the largest number of votes shall be elected to the Senate.
13. If, in the event of a tie, the number of candidates elected is greater than the number of vacancies that the elections are being held to fill, new elections shall be held between those candidates within 7 days. The candidate that receives the largest number of votes shall be elected. The number of electors shall not be taken into account.
14. If even the second round of elections is inconclusive, the outcome shall be decided by lots drawn by the candidates who received the same number of votes.
15. The other candidates, who have received fewer votes, shall become alternate members and can, in the event of vacancies in the Senate, be immediately co-opted to the Senate in the order of who has received more votes.
16. The Chairman of the Electoral Committee shall send the elected members of the Senate written confirmation of their election and shall publish the election results in the manner customary in the individual faculties. The Chairman of the Senate shall invite the co-opted alternate member to take up a vacant position as member of the Senate in writing. Following his or her invitation by the Chairman on the Senate, the alternate member shall become a due member of the Senate on the day that it first meets. The alternate member’s term of office shall end on the day that the term of office would end of the member of the Senate that the alternate member is replacing.
17. If the Electoral Committee’s report fails, in the event of a vacancy in the Senate, to put forward another alternate member from among the academic-staff members or students at one of the faculties, the Rector shall, at the instigation of the Chairman of the Senate under paragraph 1, call additional elections in the faculty, which shall be organised and conducted by a special Electoral Committee appointed by the Rector after discussing its composition in the board of the relevant faculty. Article 2 (elections to the Senate), paragraphs 3 to 15 shall apply to these additional elections in the faculty accordingly. A special Electoral Committee, in conjunction with the Chairman of the relevant faculty’s board, shall also ensure that the faculty’s membership is promptly informed.
18. Membership of the Senate shall end with the stepping down of the member, the expiry or termination of the member’s contract with AMU, his or her transfer to another AMU faculty than that for which the Senate member was elected, or by the member’s interrupting or completing his or her studies. The mandate of a member of the Senate shall also terminate if, for whatever reason, he or she fails to attend four consecutive Senate meetings.
19. If a member of the Senate behaves in a way which does not conform with generally accepted ethical principals, his or her membership of the Senate may be revoked by:
a) an affirmative resolution by the boards of at least two faculties, one of which must be the faculty at which the candidate was elected a member of the Senate, or
b) an affirmative resolution by an absolute majority of all members of the Senate and of the board of the faculty where he or she was elected a member of the Senate as part of the delegation of the faculty.
20. The Senate can decide to shorten its term of office if, in a secret ballot, at least two thirds of the members of the Senate vote in favour of this.

Article 3
Organs of the Senate
1. The Senate shall elect a Chairman from its members who are members of the academic staff. The Chairman’s term of office shall be three years. The Chairman of the Electoral Committee, who has been appointed by the Rector under Article 2 (3), shall call meetings of the Senate to elect a Chairman, and shall conduct the elections.
2. The election of the Chairman of the Senate shall be held by secret ballot. An absolute majority of all members of the Senate is required to elect or remove the Chairman.
3. If no candidate for the office of Chairman receives an absolute majority in the first round, the two candidates who receive the largest number of votes shall proceed to a second round. In the second round a simple majority is sufficient for election.
4. If the event of a tie in the second round, the Chairman shall be selected from the candidates by lots.
5. The term of office of a Senate Chairman who has been selected by drawing lots shall be shortened to one year.
6. The Chairman shall represent the Senate externally in relations with the Deans of the individual faculties, with the Rector, with the boards of the faculties, with the representative organs of other universities, and with the public; he or she shall call meetings of the Senate, preside over its deliberations, and see to the carrying out of the decisions it has taken.
7. The Chairman of the Senate, in agreement with the Rector, shall determine the manner in which the administrative, archival and record-keeping services of the Senate are ensured.
8. The Senate shall elect two Vice-Chairmen from among its members, one from the academic staff and one from the student body. Their terms of office shall be three years. A simple majority is sufficient to elect or remove the Vice-Chairmen.
9. A proposal to remove the Chairman of the Senate must be submitted by at least one third of all its members (at least five members). A proposal for a vote to remove a Vice-Chairman can also be made by the Chairman acting alone.
10. The Senate can if necessary establish a working committee to assess and prepare background material for the proceedings of the Senate. The working committee shall be headed by a member of the Senate who has been entrusted with the task and who shall organize the work of the committee and preside over it.

Article 4
The Rules of Procedure of the Senate
1. The Chairman shall call a meeting of the Senate at least four times in the academic year. However, the Chairman is obliged, in addition to cases required by the Act, to call a meeting of the Senate without delay if this is requested in writing by:
a) the board of one of the faculties, or
b) at least one third of all members of the Senate.
In either case, the written request must contain the reasons for which an extraordinary meeting should be held.
2. The following shall normally be invited to meetings of the Senate: the Rector, the Bursar, and the representatives of AMU in organs representing the memberships of post-secondary institutions.
3. The Senate shall be entitled to deliberate and take decisions, providing an absolute majority of all academic-staff members of the Senate and an absolute majority of all student members of the Senate are present.
4. If the Act, the Statutes of AMU or these Electoral Rules and Rules of Procedure do not require another method of adopting resolutions, then the Senate shall decide by acclamation. On a proposal of a member, however, the Senate can decide to hold a secret ballot on any question. The method of voting shall be decided in secret, and a majority of the votes of those present shall suffice for the adoption of a proposal.
5. The Senate shall decide by an absolute majority of votes of the members present in accordance with paragraph 3, with the exception of the following:
a) voting on a proposal for the appointment of the Rector,
b) voting on a proposal for the removal of the Rector.
6. The presence of at least two thirds of all members of the Senate shall be required for:
a) the election of the Chairman of the Senate or his or her removal,
b) voting on the termination of membership of the Senate in accordance with Article 2 (19)b,
c) voting on the Rector’s proposal for the establishment, merger, consolidation, division or dissolution of parts of AMU,
d) voting on the AMU budget,
e) voting on the annual report and financial statements of AMU,
f) voting on the evaluation of AMU’s activity,
g) voting on the long-term aims of AMU (according to Section 9 (1)i of the Act,
h) voting on proposals for the appointment of the Rector, and proposals for his or her removal,
i) voting on resolutions on legal acts requiring the consent of AMU’s Board of Trustees under Section 15 (1) a) to d) of the Act.
7. The Senate shall always take decisions by secret ballot concerning:
a) the election of the Senate Chairman and his or her removal,
b) voting on the termination of Senate membership in accordance with Article 2 (19)b,
c) approval of the AMU budget,
d) approval of the annual report and financial statements of AMU,
e) the evaluation of the work of AMU,
f) proposals for the appointment of the Rector, and proposals for his or her removal,
g) statements on the Rector’s intention to appoint or remove Pro-Rectors.
8. When deliberating matters related to one of the faculties, the Senate shall first request the written statement of the board of that faculty, and shall invite the chairman of the board of that faculty to participate in the meeting.
9. The members of the Senate shall be obliged to inform the members of the faculty that they represent about the meetings and decisions of the Senate in the manner customary in their faculty. Reports on meetings shall be published on the AMU website.

Article 5
The Selection of Candidates for Rector
1. The beginning of the selection of suitable candidates for the Rectorship (hereinafter “the candidates“) shall be announced by the Senate with a resolution:
a) not later than three months before the end of his or her term of office,
b) as soon as the Senate learns of the Rector’s resignation, removal, or similar outcome when he or she ceases to serve as Rector.
2. A resolution in accordance with paragraph 1 shall be communicated by the Chairman of the Senate in writing to the chairmen of the faculty boards and to the deans of all the faculties, thus making it available to the whole Membership of AMU.
3. A resolution in accordance with paragraph 1 must include the date of the deadline for nominating candidates and the date when the Senate will decide on the proposal for the appointment of the Rector.
4. There shall be a period of six weeks between the announcement that candidate selection has begun and the last day for nominating candidates.
5. There shall be a period of six weeks between the last day for nominating candidates and the day when the Senate shall decide on the proposal for the appointment of the Rector.
6. Candidates may be nominated by:
a) the boards of the individual faculties,
b) the arts councils of the individual faculties,
c) the deans’ committees of the individual faculties,
d) one third of all members of the Senate,
e) 20 per cent of students from any faculty or 7 per cent of all AMU students, who shall sign the nomination and include their date of birth with their signature.
Proposals shall be presented personally, in writing to the Senate Chairman.
7. Candidates shall, in writing and in four copies, express their consent to their candidacy and also outline their plans if appointed, within four weeks of the date when the Senate decides on the proposal for the appointment of the Rector. Not meeting the deadline for presenting his or her plans shall mean the automatic disqualification of the candidate.
8. The Chairman of the Senate shall without delay send to the chairmen of the individual faculty boards and members of the Senate one copy of each of the candidates’ plans if appointed to the office.
9. On the date when the Senate decides on the proposal for the appointment of the Rector, the Senate Chairman shall call a meeting of the Membership, at which the candidates shall, in person, introduce themselves, respond to questions, and describe in greater detail their plans for office if appointed.

Article 6
Voting in the Senate on the Proposal for Appointment of Rector
1. The Senate shall elect a three-member Electoral Committee to be in charge of voting on the proposal for the appointment of the Rector. The Chairman shall then be elected from the elected members.
2. The Electoral Committee shall check the validity of the mandates of the members of the Senate, and shall, before voting on the proposal for the appointment of the Rector, report the number of present members of the Senate to the Membership.
3. At least two thirds of all members of the Senate shall be required for voting on the proposal for the appointment of the Rector. If the Senate fails to achieve a quorum, elections will take place on an alternative occasion within a week of the first elections.
4. If two thirds of all members of the Senate cannot be convened to vote even in this second period, the provisions of Section 8 (3) of the Act shall apply – the mandates of all members of the Senate shall end on the date of the alternative elections and the Rector, or the Pro-Rector authorized to stand in for the Rector, shall within thirty days call elections for a new Senate.
5. The Electoral Committee shall issue to each member of the Senate a set of ballot papers printed with the names of the candidates together with an envelope in which to place their ballot. Members of the Senate shall confirm receipt of the ballot papers with their signatures on the document, which shall also constitute a record of the voting.
6. The Electoral Committee shall ensure that the conditions for a secret ballot are maintained throughout the elections.
7. Once voting has finished, the Committee shall open the envelopes and count the votes. A valid vote shall be one in which the ballot envelope contains the issued ballot paper with the pre-printed name of one of the registered candidates. If the envelope contains more than one pre-printed ballot paper, or if the ballot paper has been altered, the Committee shall consider it a spoilt ballot. An empty ballot envelope shall be taken to mean an abstention from voting.
8. If no proposal for the appointment of the Rector receives the number of votes required to be adopted (an absolute majority of the votes of all members of the Senate) in accordance with paragraph 7, the two candidates who received the most votes shall proceed to the second round. This regulation shall be used commensurately in the event that several candidates have each received the same number of votes. The second round shall take place thirty minutes after the announcement of the results of the first round.
9. If no proposal for the appointment of the Rector receives the number of votes required for adoption in accordance with paragraph 8, the candidate who has received the most votes shall proceed to the third round. The third round shall take place thirty minutes after the announcement of the results of the second round.
10. If no proposal for the appointment of the Rector receives the number of votes required for adoption of the resolution in accordance with Paragraph 9, a fourth round of voting shall take place a week later. In the fourth round, candidates who, in accordance with Paragraph 8, took part in the second round will be voted for. The seven-day deadline shall be used by members of the Senate to debate about the individual candidates and their programmes with the boards of the faculties for which they were elected. The Chairman of the Senate shall within this period acquaint all the candidates with the results of the voting and request written statements from those standing in the fourth round, which shall state whether they still intend to stand for the office of Rector.
11. If even in the fourth round no proposal for the appointment of the Rector receives the number of votes required for the adoption of the resolution in accordance with paragraph 10, the provision of Section 8.3 of the Act shall be used commensurately – namely, the mandates of all members of the Senate shall expire on the date of the fourth round, and the Rector or Pro-Rector authorized to represent the Rector shall call elections to the Senate within 30 days.

Article 7
Proposal for the Removal of the Rector
1. To initiate proceedings on a proposal to remove the Rector the following shall be required:
a) a statement of agreement from the boards of at least two faculties and a third of the votes of all members of the AMU Senate,
b) a statement of agreement from an absolute majority of all the academic-staff members of the Senate, the members of the Senate, and an absolute majority of all student members of the Senate.
The proposal, together with the reasons supporting it, must be presented in writing.
2. To meet the terms and conditions set out in paragraph 1, the Chairman of the Senate shall, within 14 days of the delivery of the proposal, call a meeting of the AMU Membership, at which the proposal shall be publicly debated. The Rector must be accorded the right to comment on the proposal at this meeting.
3. After the debate by the Membership of AMU, the members of the Senate shall vote on the proposal to remove the Rector. Voting shall take place by means of printed ballots with the words “for removal” and “against removal.” An envelope containing more than one ballot or a ballot that has been altered shall be considered a spoilt ballot. An empty envelope shall mean abstention. The proposal for the removal of the Rector shall be adopted if at least three fifths of all members of the Senate of AMU vote in favour of the proposal.

Article 8
Concluding Provisions
1. The Electoral Rules and Rules of Procedure of the Senate, which were registered at the Ministry of Education, Youth and Sport of 18 April 2006 under ref. no. 10 746/2006-30, shall hereby be revoked.
2. These Electoral Rules and Rules of Procedure were adopted in accordance with Section 9 (1)b of the Act by the Senate on 19 February 2008.
3. These Electoral Rules and Rules of Procedure shall come into affect in accordance with Section 36 (4) of the Act on the day of their registration by the Ministry of Education, Youth, and Sport.

(signed by) Miloslav Klíma,
Vice-Rector representing the Rector
12 March 2008