The Consortium is led by a board, consisting of 1 teacher representative, 1 doctoral student representative, and 1 replacement, from each Partner Unit. Each Partner Unit appoints their representatives, following local rules for such appointments. Teacher representatives are appointed for 3 years, while doctoral student representatives are appointed for 1 year at a time. The Consortium board convenes twice a year.
Unless specified otherwise in an annex to this agreement, board meetings are arranged as face-to-face meetings, and InterGender pay accommodation and food for 2 representatives, and travel for 1 representative, from each Partner Unit; travel costs for additional participants are paid directly by the Partner in question.
In the event that less than 2 representatives from each Partner Unit participate, any budgetary surplus created by this is allocated in a travel fund from which PhD students can apply for funding to take part in face-to-face board meetings. The purpose of implementing a travel fund is to ensure that there are financial means available that as far as possible ensure PhD student board representatives’ participation in board meetings.
In general, decisions are based on a regular majority vote. In certain cases, e.g. in membership matters (see section 3.7), qualified majority is required. In exceptional cases, e.g. for changes in the size of the Partners’ co-financing when an agreement is already in place (see 6.1), unanimous decisions are required. The different kinds of majority are defined as follows: Regular majority: Board decisions are based on majority vote. Each board member has one vote, and a minimum of 35 % of the board members has to be represented at the time of the decision. Decisions are made during board meetings.
A qualified majority decision requires no less than 2/3 of the votes to be in favor. Each board member has one vote, and a minimum of 2/3 of the board members has to be represented at the time of the decision. Qualified majority decisions are preceded by a voting process that allows for votes to be submitted via mail for up to two weeks after the board meeting on which the decision was an agenda item. An unanimous decision requires 100 % of the votes to be in favor. Each board member has one vote, and a minimum of 100 % of the board members has to be represented at the time of the decision. Unanimous decisions are preceded by a voting process that allows for votes to be submitted via mail for up to two weeks after the board meeting on which the decision was an agenda item. Decision items have to be announced on the agenda for the board meeting and no less than two weeks prior to the meeting. Notwithstanding the above majority requirements, all Partners may request that a specific decision item is to be decided after a qualified majority decision, rather than after a regular majority decision, so that 2/3 of the board members have to be present and 2/3 of the present members have to vote in favor of a decision. The request shall be sent in writing to the Consortium Coordinator no later than one week prior to the meeting. The Consortium Coordinator then notifies the Partners, which decisions are to be decided with qualified majority. For the avoidance of doubt, a request for qualified majority decision cannot be denied.
From its midst, the board elects to the Executive Committee a Chair, four Co-Chairs and a minimum of one representatives for the doctoral students. Together with the Director (see 5.3) and the Consortium Coordinator (see 5.3), the Chair, Co-Chairs and the doctoral students’ representative(s) form an executive committee which normally convenes 2 - 4 times per term, normally via Skype/Internet. The purpose of the executive committee is to prepare board meetings, and to represent the board in between board meetings. It operates as a forum in which the Director and Consortium Coordinator can be advised about, and get assistance in, the execution of the board’s decisions. The board may delegate its power of decision in specific matters, so that the executive committee can act in the board’s place in between board meetings. Delegations are decided by the board, and either specified in the board meeting minutes, on a case to case basis, or in the form of an annex to the consortium agreement. The executive committee agrees on its own statutes, which is to be presented before and decided by the board.
A Director (professor or docent), appointed by the Coordinating Partner (Linköping University), and a Consortium Coordinator, employed by the Coordinating Partner (Linköping University) and partly (1/3) funded by the common Consortium funds (see 1.6) are responsible for the day-to-day management of the Consortium under the auspices of the board.
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