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Meeting Procedures


Any member of SUPRA has the right to sit in, observe and speak at any Council meeting, or any meeting of a SUPRA Standing Committee. Members also have the right to add items of discussion to the Agenda of any Council or Standing Committee meeting.

Only SUPRA Councillors may vote at Council or Standing Executive Committees. All members of SUPRA are entitled to vote at Standing Working Committees.

SUPRA encourages its membership to attend and participate in all of its meetings. Council views this as an important way to have the voices of postgraduates heard and represented.

For more information on the Rules of Order for meetings.

For more information on Council.

For more information on Standing Committees.


Notice of Meetings and Agenda

All meetings of Council are required to have at least seven (7) days notice. All Standing Committees require at least five (5) days notice. Agendas and additional documents for Council meetings are circulated at least three (3) days prior to the meeting. Agendas for Standing Committees are usually circulated with the notice of meeting, and updated prior to the meeting.

No confidential documents are circulated electronically. Confidential documents may be accessed in person at the SUPRA Offices. Members of SUPRA must request permission from the President; Councillors may access confidential documents at any time.

All members and Councillors are encouraged to read and consider the documents prior to the meeting. This will facilitate discussion and speed up meetings.

If any member or Councillor is unable to access documents or agendas, they are encouraged to contact the SUPRA Secretary at



Quorum is the minimum number of persons required in attendance for a formal meeting to be legitimately held. If quorum is not met within thirty (30) minutes of the appointed time, then the meeting shall lapse and must be rescheduled.

A quorum for a meeting of Council is nine (9) Councillors.

A quorum for a Standing Executive Committee is four (4) Councillors, where at least one present is not a member of the Executive (The President, the Vice President, the Education Officer, the Secretary and the Treasurer).

A Quorum for a Standing Working Committee is at least three (3) Councillors, where at least one present is a member of the Executive.


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