Office of Student Affairs
P.O. Box 5
Hampden Sydney, VA 23943
Based on endowment per student, Hampden-Sydney is in the top 25% of institutions of higher education.
Rules of Procedures
Article I: Participants
Section 1: Only those fulfilling the requirements of participation as enumerated in this Club's Constitution may have seat, voice, and vote.
Section 2: The Club shall operate on the principle of one man, one vote.
Section 3: Those not having fulfilled the requirements of participation, but who wish to participate in the deliberative process may, at the discretion of the presiding officer of the meeting, be granted seat and voice, but not vote.
Section 4: Those people described in Section 3 may neither make a motion, outside of Points of Order and Points of Personal Privilege, nor a second to a motion.
Section 5: Any participant or observer may call a Point of Order at any time which point shall be taken up at once. Points of Personal Privilege, with the exception of grave emergencies, may only be made after the question period and before the introduction of a new Item.
Section 6: All participants must address themselves and the chair in the third-person.
Article II: Session
Section 1: Sessions may be called pursuant to the powers of the Constitution of the Club.
Section 2: Sessions shall be presided over by a presiding officer, typically the President of the Club. He shall have full rights of participation.
Section 3: A session, and the minutes thereof, shall begin when the presiding officer calls order and shall announce the time. A roll call shall be held. A quorum of 50% plus 1 is needed for any voting except for procedural matters.
Section 4: The rules of procedure must be adopted at the first meeting at which time they shall have been completed. They need not be approved at every session unless they have been amended in the interim as the Club's leadership shall see fit and proper.
Section 5: Next, the secretary will read off the agenda and topics under consideration. Adoption of the agenda will require a two-thirds majority of those present.
Section 6: Once the session begins, no participant or observer may leave their seat, exit the room, or otherwise disturb the proceedings unless granted a point of personal privilege.
Section 7: A participant arriving late may be recognized by the chair, but will lose their right to vote on the Item under consideration unless a two-thirds majority shall rule otherwise.
Section 8: Session shall end upon suspension or adjournment. Both mandate a simple majority vote.
Suspension may either recess the body for a specified time no longer than 15 minutes or may end the session until the next scheduled meeting, immediately taking up all work and debate begun during session at which the motion to suspend shall have been made.
Adjournment ends the session until the next scheduled meeting. The next session will be considered as an entirely new session.
Section 9: Suspension shall take first order of precedence followed by adjournment.
Article III: Debate and Voting
Section 1: The title of the Item under consideration will be read out by the secretary. Up to five minutes will follow in order for participants to read a copy of the Item.
Section 2: The proponent shall be granted 2 minutes to introduce and explain the item.
Section 3: Following the proponent speech, there shall be a question period. Questions should be used to gather information or clarify the Item, not to debate nor to make a motion on the Item. There will be a limit of 5 questions, follow-up questions do not count toward this total and may be approved at the discretion of the chair. A motion to extend the question section may be approved with a simple majority vote.
Section 4: The proponent, if they do not understand the question, may ask the questioner to rephrase it. Likewise, the questioner may ask that the answer to their question be rephrased if they do not understand. The proponent is not required to answer the question, though the chair may overrule this point if they so desire.
Section 5: After the completion of the question period, debate shall begin. A Speaker's List will be established giving equal time to both sides, both sides being represented by an equal number of participants. Each participant may speak for up to 3 minutes, any remaining time being yielded to the chair.
Section 6: The Speaker's List may be extended by a simple majority vote upon completion of the original Speaker's List. Priority shall be given to those not having spoken on prior lists.
Section 7: During a Speaker's time, if they are speaking against the Item, they may introduce an amendment to the Item. The amendment shall be read and discussion, debate, and voting shall follow the same rules as if the amendment were an Item. Amendments may not be themselves amended. Amendments require a simple majority vote to pass. If the amendment passes, a new Speaker's List shall be formulated, preference given to those on the prior List. If the amendment fails, the Speaker's List will stand and the Speaker may continue with their original 3 minute time allocation.
Section 8: Amendments must be pertinent to and must not alter the original intent of the Item. If two or more amendments are similar enough to be identical, the Chair may recognize discussion on only one motion. If an adopted amendment necessarily precludes another under consideration, the Chair shall not recognize the latter and debate shall resume.
Section 9: A motion to close debate and vote may be made upon completion of the first Speaker's List and requires two-thirds majority.
Section 10: A motion to suspend debate and table the Item until completion of the Agenda may be made upon completion of the first Speaker's List and requires two-thirds majority. Suspension of debate precedes closure of debate in order of precedence.
Section 11: Upon the commencement of voting, a participant may make a motion for either a roll call vote or a motion to vote by parts. A roll call vote shall require a consensus of one-fifth of those present. Voting by parts shall require a simple majority. Neither motion precludes the other.
Section 12: A vote will continue with those present. The numbers shall be recorded and the votes of the remaining members shall be gathered by the officers of the Club. Those who were not available to attend the meeting will be able to vote when confronted by a club officer. They will be provided a written record of the debate and must wait three days after being consulted by a club officer. The numbers shall be reported at the next weekly meeting, or earlier if results have been obtained. Any Item not having been voted on by a quorum of members within a week's time shall automatically fail. A simple majority of a quorum of voting participants shall suffice to approve an Item.