Purpose

1.-(1) University management meetings are regularly scheduled meetings between the rector, the additional members of the Rector's Office (pro-rector and university director) and the heads of the main academic areas. The

topics addressed at these meetings are decided by the rector; the role of

participants is to advise on decisions, coordination and the exchange of information.

Participants

2.-(1) The regular participants in university management meetings are as follows:

• the rector
• the pro-rector
• the university director
• the deans and the director general of NERI

Observers and secretariat:

• the deputy director for the Management Secretariat
• the head of the Rector's Staff
• the university's head of press affairs

(2) By agreement with the rector, the deans and the director general of NERI may be represented by a deputy under special circumstances.

(3) The rector may invite other participants to make presentations in connection with specific items on the agenda or to observe the discussion of one or more items on the agenda.

Arranging and chairing meetings

3.-(1)  The rector is responsible for arranging and chairing meetings.

(2)   In the rector's absence, the pro-rector is responsible for chairing meetings.

Location and scheduling

4.-(1) As a general rule, meetings are held monthly on Mondays from noon to 5 pm in the Frandsensalen conference room (Århus).

Secretariat

5.-(1) Secretariat support for university management is provided by the Rector’s Staff, which is responsible for scheduling and for booking conference rooms, technical equipment and catering.

Agenda, documentation and minutes

6.-(1) Suggested topics for consideration may be submitted by the Rector's Office, the deans and the director general of NERI. Proposals should be submitted as early as possible and two weeks before the meeting is scheduled to take place at the latest.

(2) The head of the Rector's Staff and the vice-deputy are responsible for

preparing a draft agenda. The draft agenda is reviewed by the Rector's Office at a Rector's Office meeting at least two weeks before the meeting is scheduled to take place. The Rector's Office must approve the final agenda one week before the meeting.

7.-(1) The deputy director for the Management Secretariat is responsible for ensuring the quality of the agenda and any documentation prior to distribution and publication.

(2) The agenda and any documentation must be published on the AU website by the Tuesday before the meeting at the latest. All documentation must be password protected. Regular meeting participants are sent an email which contains the password for accessing documentation informing them that the material is available on the website. A copy of this email is sent to FALK (the central administration’s senior management group) and the administration managers. A PDF file containing all documentation is sent as an attachment to the email.

8.-(1) The head of the Rector's Staff is responsible for keeping the minutes. The vice-deputy for the Management Secretariat is responsible for keeping the minutes in the absence of the head of the Rector's Staff.

(2) A draft of the minutes must be sent to the regular meeting participants one week after the meeting at the latest. Participants are to submit any

written comments by email within a week of receipt of the draft minutes.

(3) The official version of the minutes is approved at the next meeting.

(4) The official minutes must be published within two days of their approval.               

Briefing and confidentiality

9.-(1) By agreement with the rector, participants in the meeting brief their respective units on the business discussed and the decisions taken by university management.

(2) Meeting participants have a duty of non-disclosure regarding confidential matters pursuant to the Danish Public Administration Act (Forvaltningsloven).

Questions regarding the interpretation of these rules of procedure

10.-(1) The rector is responsible for settling any questions regarding the interpretation of these rules of procedure.

Commencement

11 -(1) These rules of procedure come into force on 01 March 2010.

Lauritz B. Holm-Nielsen

Rector