STANFORD UNIVERSITY SenD#1354
SENATE OF THE ACADEMIC COUNCIL
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A SUMMARY OF PARLIAMENTARY PROCEDURE
Originally prepared by Arthur C. Hastings, October 22, 1968;
modified by the Steering Committee of the Senate of the Academic
Council, September 11, 1974, so as to accord with the
SENATE RULES (SenD#1140)
1. Basic procedure in making a motion; 2, a. through f.
2. Major method of modifying a motion; amendment; 2, e.
3. Five major ways of disposing of a motion, other than voting it
up or down:
Referring to Committee; 2, f.
Definite time postponement; 2, c.
Indefinite time postponement; 2, b.
Tabling; 2, d.
Declaring improper business; 2, k
4. Six major ways of modifying procedure in the consideration of a
question or order of business:
Motion to divide a question; 2, g.
Motion to invoke two-stage process; 2, o.
Motion to limit debate; 2, i.
Motion to close debate; 2, j.
Removal from Action Calendar; 2, n.
Special order of business; 2, h.
Appeal from decision of Chair; 3.
5. Two ways to seek a change in prior action:
Motion to reconsider; 2, 1.
Motion to repeal; 2, m.
6. Procedures for recess and adjournment:
Motion to recess; 2, p.
Motion to adjourn; 2, q.
7. Procedure for interrupting debate:
Point of order (information, etc.); 4.
8. Procedures for voting; 5.
A SUMMARY OF PARLIAMENTARY PROCEDURE
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1. THE BASIC PROCEDURE IN MAKING A MOTION IS AS FOLLOWS:
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a. A member seeks and obtains recognition by the Chair.
He then has the floor.
b. The member proposes a motion: "Madam Chair, I move that..."
c. The motion is seconded.[1]
d. The Chair states the motion to indicate that it is in order
and open for discussion.
e. The motion is discussed.[2]
f. The motion is put to a vote and the result of the vote is
announced by the Chair.
A motion made in this manner is a MAIN MOTION. It states the
proposal and should do so as simply and specifically as possible.
Whenever possible, the motion should be written and handed to the
Chair.
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2. ONCE A MOTION IS OPEN FOR DISCUSSION, THERE ARE SEVERAL WAYS
OF DISPOSING OF IT.
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a. VOTING A MOTION UP OR DOWN. [3]
b. INDEFINITE POSTPONEMENT. The member obtains recognition by the
Chair: "Madam Chair, I move that this motion be postponed
indefinitely."
The motion to postpone indefinitely requires:
i) A second.
ii) A majority vote in order to carry.
A motion to postpone indefinitely may be debated. A motion to
postpone indefinitely is used when the Senate wishes neither to
pass nor reject a proposal; it is a way of dropping that proposal
without commitment on the issue. If a main motion is postponed
indefinitely, it may not be brought up again at the same meeting,
though it may be reintroduced at a subsequent meeting.
c. DEFINITE POSTPONEMENT. The member obtains recognition by the
Chair: "Mr. Chair, I move to postpone the motion until
i) Later in this meeting
ii) A specified time in this meeting (e.g. 4:30 p.m.)
iii) A later meeting (e.g. December 14)."
A motion to postpone to a definite time requires:
i) A second.
ii) A majority vote in order to carry.
A motion to postpone definitely may be debated, but such is
strictly limited to a discussion of the propriety or wisdom of
postponing the motion: the merits of the main motion may not be
debated. This action may be used when a motion would be better
considered at another time, e.g. because of the attendance of
necessary resource persons. A motion to postpone definitely must
state specifically when the original main motion is to be
reintroduced. If the definite time is during the same meeting,
then other business stops at that time, or reasonably close
thereto, and the original main motion is back on the floor. If
the definite time is at a later meeting, the main motion which has
been postponed automatically falls into the category of Unfinished
Business and must be taken up at the specified meeting unless the
Senate by a two-thirds vote rejects its consideration.
d. TABLING A MOTION.[4] The member should obtain recognition by the
Chair: "Madam Chair, I move that the motion be tabled."
A motion to table requires:
i) A second
ii) A majority vote in order to carry.
A motion to table may not be debated. This action is used when
more urgent business must be taken up by the Senate. A main
motion which has been tabled may be raised later at the same
meeting, and when so taken up has precedence over any other main
motion before the Senate. However, if a motion which has been
tabled is not taken up later at the same meeting, it is treated as
having been dropped from the agenda and does not recur under the
heading of Unfinished Business at a subsequent meeting, though it
may be raised anew at a subsequent meeting.
e. AMENDING A MAIN MOTION. The member should obtain recognition by
the Chair: "Madam Chair, I move to amend the motion by (e.g.
adding the words ... )"
A motion to amend properly includes motions
i) To strike out words, phrases or paragraphs within a main
motion or a primary amendment.
ii) To add the same.
iii) To substitute new language for specified language in the
original main motion or a primary amendment.
However, if an entirely new text is proposed as a substitute for a
main motion, such a motion to substitute the new text may not be
introduced while an amendment is pending. A motion to amend
requires:
i) A second.
ii) A majority vote in order to carry.
A motion to amend may be debated. This action is intended to
bring the main motion into closer agreement with the wishes of the
Senate, and it should be carefully phrased so as to achieve that
purpose. On matters on which there is general agreement, debate
on an amendment may be shortened if the proposers (the mover and
seconder) of the original main motion indicate, by "accepting the
amendment," that they are in sympathy with the suggested change.
While an amendment to a main motion is under debate, it is proper
to move an amendment to a primary amendment. However, third order
amendments may not be moved. [5] Prior to a vote on a primary or
secondary amendment the proposers of such amendments may withdraw
them. It should be noted that items on the Action Calendar may be
voted up or down, or removed, but they may not be amended. [6]
f. ReferriNG A MOTION TO COMMITTEE. The member should obtain
recognition by the Chair: "Madam Chair, I move to refer the
motion to a (or to a specific) Committee."
A motion referred to committee requires:
i) A second.
ii) A majority vote in order to carry.
A motion to refer to committee may be debated but such debate is
limited to the question of referring a main motion to a committee:
the merits of the main motion itself may not be debated. A motion
to refer to committee may properly embrace instructions to the
committee, details as to the composition of the committee, and the
date on which the committee is required to report.
g. DIVIDING A QUESTION. The member should obtain recognition by the
Chair: "Madam Chair, I move to divide the question into (a
specified number of) parts."
A motion to divide a question requires:
i) A second.
ii) A majority vote in order to carry.
A motion to divide a question may not be debated. Division of a
main motion is commonly effected by general consent rather than by
a formal motion to do so. It is desirable to move the division of
a question when the motion is first introduced, but this action is
in order at any time except when an amendment to the main motion
is pending.
h. A SPECIAL ORDER OF BUSINESS. The member should obtain recognition
from the Chair: "Madam Chair, I move that the Senate take up a
special order of business, namely..."
A motion to take up a special order of business requires
i) A second.
ii) A two-thirds vote in order to carry.
A motion to take up a special order of business may not be
debated. Such a motion must specify the topic which it is
proposed to take up and it may specify the time period within
which discussion of the special business must be confined.
i. LIMITING DEBATE.[7] The member should obtain recognition by the
Chair: "Madam. Chair, I move that debate of the pending business
be limited (e.g. to two more speakers, or e.g. until 4:30 p.m.)"
A motion to limit debate requires:
i) A second.
ii) A two-thirds vote in order to carry.
A motion to limit debate may be debated, but such debate must be
confined to the merits of the time-limitation: the merits of the
main motion may not be debated. A motion to limit debate is open
to amendment of the time limits specified by the mover and
seconder to limit debate.
j. CLOSING A DEBATE. The member should obtain recognition by the
Chair: "Madam. Chair, I move the previous question."
Motion of the previous question requires:
i) A second.
ii) A two-thirds vote in order to carry.
Motion of the previous question may not be debated. If a motion
of the previous question carries when put to the vote, all debate
on the pending question ceases, and the pending question is put to
vote immediately. Strictly speaking, pending questions may embrace
(a) a main motion and (b) amendments to a main motion; on a
successful vote of previous question, all pending questions must
be voted on in order, i.e. pending amendments and then the main
motion. However, it should be noted that the Senate has regularly
entertained and passed motions to close debate on an amendment
without closing debate on the main motion.
k. CLAIMING THAT AN ITEM IS IMPROPER BUSINESS.[8] The member should
obtain recognition from the Chair: "Madam Chair, I move that the
matter under discussion is not the proper business of the Senate."
A motion that an item is not the proper business of the Senate
requires:
i) A second
ii) A majority vote in order to carry.
A motion that an item is not the proper business of the Senate may
not be debated. When moved and seconded, this motion takes
precedence over all other motions concerning the pending item.
l. RECONSIDERING A MOTION. The member should obtain recognition from
the Chair: "Madam Chair, I move that the Senate reconsider the
motion that..."
A motion to reconsider business previously transacted requires:
i) That the proposer of this motion must previously have voted
with the prevailing side on the earlier item.
ii) A second.
iii) That the motion be made at the same meeting at which the
item was earlier considered and acted on.
iv) A majority vote in order to carry.
A motion to reconsider may be debated. Such a motion ordinarily
arises when, during the course of a meeting, information bearing
on an earlier item of business becomes available to the Senate for
the first time.
m. MOVING A REPEAL. The member should obtain recognition by the
Chair: "Madam. Chair, I move that the (specified) motion passed
(at our previous meeting or earlier in this meeting be repealed."
A motion to repeal requires:
i) That no other motion is pending.
ii) A second.
iii) A two-thirds vote in order to carry.
A motion to repeal may be debated and it may be amended. An
exception to the requirement for a two-thirds carrying vote arises
when a member gives due advance notice, either orally at a meeting
of the Senate or in the call for a meeting of the Senate, that a
motion to repeal will be made. It may be noted that so far the
only Senate actions that can be described as having been in any
sense repealed have, in fact, been actions that were superseded by
subsequent Senate actions.
n. REMOVING AN ITEM FROM THE ACTION CALENDAR.[9] The member should
obtain recognition from the Chair: "Mr. Chair, I move that the
(specified) item on the Action Calendar be placed at the end of
Unfinished Business."
This motion requires:
i) That the action item is being considered.
ii) A second.
iii) A majority vote in order to carry.
A motion to remove an item from the Action Calendar may not be
debated.
o. INVOKING THE TWO-STAGE PROCESS. [10] The member should obtain
recognition from the Chair: "Madam Chair, I move that we deal with
the (specified) motion under the two-stage process."
A motion to invoke the two-stage process requires:
i) A second.
ii) A majority vote in order to carry.
This motion may be debated with respect to the merits of applying
the two-stage process to the pending motion, but the main motion
may not be debated at this stage. A motion to involve the two-
stage process is in order (a) in the introduction of the main
motion, (b) at any time during the debate of a main motion: this
action takes precedence over all other motions concerning the
pending matter except a motion that the pending matter is not the
proper business of the Senate.
The two-stage process is useful in dealing with difficult or
lengthy items of business, permitting the mover and seconder of a
main motion to gain a "Sense of the Senate." The following
restrictions apply when the two-stage process is invoked:
i) During the first stage, i.e. at the meeting in which the
motion is introduced, a vote on the main motion or the main
motion as amended shall not be binding on the Senate;
ii) A roll call vote is out of order during the first stage;
iii) A final vote on the main motion or the main motion as
amended is out of order at the meeting in which it is
introduced.
iv) The pending matter must be placed on the agenda of the next
regular meeting so as to ensure its being considered at that
meeting.
p. MOVING TO RECESS. The member should obtain recognition by the
Chair: Mr. Chair, I move that the Senate recess until (specified
time)"
A motion to recess requires:
i) A second.
ii) A majority vote in order to carry.
A motion to recess may not be debated if there is other business
before the Senate, but in the absence of other business it may be
debated. If there is general agreement to recess it may not be
necessary to put this motion to vote, the house has sometimes gone
into recess while ballots are counted.
q. MOVING TO ADJOURN. The member should obtain recognition by the
Chair: "Madam Chair, I move we adjourn."
A motion to adjourn requires:
i) A Second.
ii) A majority vote in order to carry.
A motion to adjourn is a privileged motion which takes precedence
over all other motions, including pending questions: it may not be
debated.
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3. APPEAL FROM A DECISION OF CHAIR
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Provided the appeal from a decision made by the Chair is lodged
immediately after the ruling has been stated, any member may appeal
the decision by rising and saying: "I appeal from the decision of the
Chair." This appeal may be lodged even if to do so involves
interrupting another member who is seeking recognition. An appeal
from a decision of the Chair requires:
i) A second
ii) A majority vote in order to carry.
Such an appeal may not be debated. On putting the question following
an appeal, the Chair must first determine the number of members in
favor of sustaining the Chair and then the number of members opposed
to the Chair's decision. Only if the number of votes opposing the
Chair's decision exceeds the number of votes favoring the Chair's
decision it that decision overturned.
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4. POINT OF ORDER (PRIVILEGE, INFORMATION, ETC.)
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A member may rise at any time and address the Chair: "Madam Chair, I
rise on a point of order (Privilege, etc.)" The Chair responds by
asking: "What is your point of order?" before the member may then
proceed to state his point of order.
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5. VOTING PROCEDURES
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These are specified in Senate Rule IV, 7, a, b and c, and state that
voting shall be by voice vote, show of hands, roll call, or secret
written ballot. Under Charter Article III, E, the secret written
ballot was commonly used only in the selection of the Chair and
Steering Committee by the Senate-elect.
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[1] A motion introduced by a Committee of the Academic Council or
Senate is deemed to be moved and seconded.
[2] Under Senate Rule II, 4, a, items on the Action Calendar must be
debated and voted on within the time limit specified by the
Steering Committee.
[3] Voting procedures are specified in Senate Rule IV, 7, a, b and c.
[4] Under Senate Rule II, 6, a matter placed on the agenda by the
Steering Committee may not be tabled; though a motion may
properly be made to postpone definitely or indefinitely, or to
refer to committee any such item.
[5] Senate Rule IV, 6.
[6] Senate Rule II, 4, a, explicitly prohibits amendment of items on
the Action Calendar.
[7] Under Senate Rule II, 4, a, the Steering Committee is empowered
to specify the time allotted for discussion of items on the
Action Calendar, and there is no appeal against these announced
time limits except by a motion to suspend the Rules supported by
a two-thirds vote of the Senate.
[8] Under Senate Rule II, 4, a, a member may, at any time during the
debate of an action, move that the item is not the proper
business of the Senate.
[9] Under Senate Rule II, 4, d, a matter may be removed from the
Action Calendar only by a motion to place the matter on the
agenda of that meeting at the end of Unfinished Business.
[10] Senate Rule II, 10.