Rules of Procedure of the Executive Council of the FUIW

DEFINITIONS

In these Rules of Procedure, it is meant by :
  • Federation : The Federation of the Universities of the Islamic World -FUIW-
  • Member Universities : The Member Universities of the Federation
  • Charter : The Charter of the Federation
  • General Conference : The General Conference of the Federation
  • President of the General Conference: The President of the General Conference of the Federation
  • The Council : The Executive Council of the Federation
  • Rules of Procedure : The Rules of Procedure of the Executive Council of the Federation
  • Chairman : The Chairman of the Council
  • Members : The representatives of the Member Universities in the Council
  • Secretary General : The Secretary General of the Federation
  • General Secretariat : The General Secretariat of the Federation.

CHAPTER I

Composition of the Council

Article 1 :

The Council shall be set up according to the provisions of Article 10 (a) of the Charter. It shall be made up of the representatives of the Member Universities of the Federation.

Article 2 :

The Council shall be made up of the representatives of fifteen Member Universities, elected by the General Conference for a period of three years, with consideration of the geographical balance and the regular payment of their universities' contributions at least for the last three years before their election. The renewal of the Council shall be made during the first General Conference session following the end of the Council's period.

Article 3 :

Each Member University shall appoint its representative in the Council.

Article 4 :

  • The President of the General Conference shall attend the Council meetings.
  • The Secretary General of the Organization of the Islamic Cooperations, or his representative, may attend the Council meetings.

Article 5 :

  • The Secretary General, or his representative, shall attend the Council meetings. The Secretary General shall invite his assistants to attend the Council meetings in order to give explanations falling within their field of competence.
  • The Secretary General shall conduct the work of the secretariat. He shall be assisted in this concern by a secretariat placed under his authority.

Article 6 :

  • The Chairman of the Council shall have the right to invite, in coordination with the Secretary General, officials, experts and specialists to attend the Council meetings as and when necessary.
  • The Secretary General shall have the right to invite officials, experts and specialists to attend Council meetings as and when necessary.

CHAPTER II

Council Meetings

Article 7 :

The Council shall meet in plenary sessions, unless it decides to hold them in camera. In case the Council meets in camera, only the Secretary General and the responsible for the secretariat shall be authorized to attend these meetings.

Article 8 :

Council meetings are valid only when the quorum is reached, that is half the members plus one.

Article 9 :

The Council shall meet at least once a year and may meet in special session in the following cases :

  • upon a decision made by the Council itself during a previous regular session ;
  • at the invitation of the Chairman and the approval of at least one third of the members, provided the invitation is received one month before the date set for the session ;
  • at the invitation of the Secretary General and the approval of at least one third of the members, provided that the invitation is received a month before the date set for the session.

Article 10 :

At each one of its sessions, the Council shall determine the date and venue of the following session.

Article 11 :

  • The Executive Council shall meet in a procedural session, after each regular session of the General Conference, to elect its Bureau.
  • The Bureau shall consist of a Chairman, three Vice-Chairmen and a Rapporteur. Members of the Bureau shall remain in office until the end of the next regular session of the General Conference, taking into account balance among the Member Universities of the Federation.

Article 12 :

  • In case of absence of the Chairman, the chairmanship shall be entrusted to the senior Vice-Chairman, following the order of hierarchy of the Bureau. In case of absence of the three Vice-Chairmen, the chairmanship shall be entrusted to the Rapporteur.
  • In case of vacancy of the Chairman's position for any reason, the chairmanship shall be entrusted to the Vice-Chairman or the Rapporteur, as stated in the previous paragraph, until the Council convenes and selects a new chairman at the following Council Session.
  • In case of vacancy of any other position in the Council Bureau, the Council shall select a substitute at the following Council session.

Article 13 :

The Chairman shall open and close the Council sessions and meetings. He shall also :
  • give the floor to the members in turn and according to the order in which requests for the floor have been made;
  • conduct discussions;
  • ensure implementation of the provisions of the Charter and the Rules of Procedure of the Council;
  • settle questions raised on points of order;
  • introduce all agenda items as well as any proposal which may be submitted to the Council;
  • participate, in his capacity as a Council member, in the Council's debates;
  • read out the Council's decisions.

Article 14 :

  • Voting at the Council shall normally be by show of hands or by roll call if so requested by a member, or if the Council deems that the first method does not show the majority. Voting may take place through secret ballot if necessary.
  • Any member may abstain from voting or make partial or full reservation on any decision. The reservations shall be read out after the decision, and recorded in the session's minutes.

Article 15 :

Each Council member shall be entitled to one vote. Only the Council members shall have the right to vote.

Article 16 :

Council decisions shall be made on the basis of the majority of the attending and voting members. In case of a tie, the Chairman shall have the casting vote.

Article 17 :

The General Secretariat shall record all discussions on agenda items as well as all decisions resulting from those discussions.

Article 18 :

The General Secretariat shall prepare a report of the deliberations and decisions of the Council, which shall be sent, within a period of three months, from the end of the Council session, to the Council members and the Member Universities of the Federation.

Article 19 :

A special record containing all the minutes of Council meetings shall be kept at the General Secretariat. It shall be signed by the Chairman and by the Secretary General.
Full audio recordings of all sessions shall also be kept at the General Secretariat. Article 20

Article 20

The Council sessions shall be closed after all agenda items have been considered.

CHAPTER III

Functions of the Council

Article 21 :

The Council shall discharge the following tasks during its sessions :
  • examine the Secretary General's progress report on the programmes and activities which are being implemented by the Federation, adopt it, and submit it to the General Conference for adoption;
  • examine the Financial report of the Secretary General, adopt it and submit it to the General Conference for adoption;
  • consider the draft action plans of the Federation, adopt them and submit them to the General Conference for adoption;
  • consider the draft budgets prepared by the Secretary General, adopt them and submit them to the General Conference for adoption;
  • prepare the draft agendas of the General Conference sessions upon a proposal by the Secretary General;
  • prepare the internal administrative regulations of the Federation with the exception of those falling under the competence of the General Conference;
  • approve subsidies and donations in accordance with the provisions of Article 13 (c) of the Charter;
  • take all the necessary measures to ensure that the Secretary General implement efficiently the programmes of the Federation, in accordance with the resolutions of the General Conference;
  • entrust one or several universities, members in the Council, with the task of preparing a study on a particular subject. The rest of members shall take cognizance of the study at least one month before the meeting in which it will be discussed;
  • set up one or several technical committees to ensure follow-up of the Organization's operation and evaluate performance;
  • take cognizance of the agreements signed by the Secretary General with the various parties;
  • consider applications for membership in the Federation and submit its recommendations to the General Conference;
  • recommend the suitable mechanisms to implement the decisions and recommendations of the General Conference;
  • adopt the equivalence of diplomas among Member Universities;

CHAPTER IV

Agenda

Article 22 :

The Secretary General shall prepare a draft agenda for each Council session and shall send it out to the Council members at least two months before the meeting, along with all the necessary documents and the letter of invitation, except in the case of an extraordinary session.

Article 23 :

In addition to administrative, legal and financial matters as well as the programmes of the Federation, the draft agenda shall include :
  • all matters referred to the Council by the General Conference ;
  • items which the Council had, in a previous session, decided to include in the agenda ;
  • minutes of the previous session for adoption;
  • report of the Secretary General on the Federations activities and the measures taken to implement the decisions of the Executive Council and the resolutions of the General Conference;
  • issues, reports and statements which must be submitted to the Council in accordance with the administrative and financial regulations;
  • setting up committees or working groups to ensure a smooth conduct of its proceedings and to examine any matters which might arise.

Article 24 :

Any member of the Council or the Secretary General may request that an item or several items be added to the agenda. The request shall be submitted :

  • two months before the date set for the Council meeting; or
  • at the opening of the Council session, if the question is deemed by the majority of Council members to be important and pressing.

CHAPTER V

General Provisions

Article 25 :

Each member shall bear his own travel expenses to attend the Conference meetings or to fulfill other tasks entrusted to him. He shall also bear his accommodation expenses unless they are born by the hosting party.

Article 26 :

These Rules of Procedure shall come into force upon their adoption by the Council.