Rules of Procedure of the Schelling Forum

The Rules of Procedure govern the conduct of meetings of the Schelling Forum coordination committee and, in this respect, supplement the cooperation agreement concluded between the Julius-Maximilians-Universität Würzburg (JMU) and the Bavarian Academy of Sciences and Humanities (BAdW) (Section 2 of the cooperation agreement). In addition, the key responsibilities of the coordinator are set out (Section 3 of the cooperation agreement). In case of doubt, the provisions of the cooperation agreement shall take precedence.

The coordination committee deliberates and decides, within the framework set out in the cooperation agreement, on activities designed to achieve the objectives of the Schelling Forum as set out therein, in particular regarding:

• In-house interdisciplinary events
• External interdisciplinary events at which current key issues are discussed and the scientific community can engage with the general public
• The establishment of a forum for the design and development of new research projects, particularly in the field of the digital humanities

The coordination committee

• Adopts the budget for the relevant financial year
• Accepts the financial report on the implementation of the budget
• Grants discharge to the coordinator for the management of the institution

The Schelling Forum’s coordination committee consists of seven members. To this end, four members will be appointed by the BAdW and three by the JMU. The appointment is for a period of four years. At BAdW, the decision on who is appointed is made by the Executive Committee; at JMU, the decision is made by the university management.

The members of the coordination committee shall elect a chairperson and a deputy chairperson from among their number for a term of four years. If the chairperson or deputy chairperson leaves the coordination committee before the end of their term, a successor shall be appointed for the remainder of the committee’s term.

1. The coordination committee shall be convened at least once a year. The invitation should be accompanied by the motions to be put to the vote and, where necessary, explanatory documents. Invitations to meetings must be issued in writing and in good time so that members of the coordination committee receive them two weeks before the meetings. In urgent cases, the invitation deadline may be reduced to one week. The invitation is issued by the Schelling Forum coordinator on the instructions of the chair.
2. Motions regarding the agenda may be tabled by any member of the coordination committee. They must be submitted to the chair at least one week before the meetings. Items not received by the deadline may still be added to the agenda at the start of the meeting by a decision of the coordination committee. Items on the agenda that could not be dealt with, or could not be dealt with conclusively, during a meeting should, where possible, be placed at the top of the agenda for the next meeting.
3. Members of the coordination committee who are unable to attend should give sufficient notice of their absence from meetings. Written statements from members who are unable to attend may be read out.
4. A meeting, or parts of a meeting, may also be held via digital media (e.g. video conferencing) at the discretion of the chairperson where there is good cause to do so, provided that the transmission is secure and complies with data protection regulations.

1. The coordination committee has a quorum if at least half of its members attend the meeting.
2. Resolutions are passed by a simple majority of the votes cast. Votes are usually taken openly by a show of hands. A vote must be taken by secret ballot if requested by at least one member present who is entitled to vote.
3. Before any vote, with the exception of elections and appointments, the chairperson must, in consultation with the proposer, phrase the question to be put to the vote in such a way that it can be answered with ‘yes’ or ‘no’.
4. In the event of a tie, the chairperson has the casting vote.
5. Abstentions shall not be counted as votes cast.
6. Voting rights may be transferred from one member to another. Only one vote may be transferred to each person.

1. Members of the coordination committee may not take part in deliberations or voting on any matter which may result in a direct advantage or disadvantage to themselves, their spouse or a close relative, or to a natural or legal person whom they represent by virtue of law or power of attorney.
2. The coordination committee shall decide whether the conditions referred to in paragraph 1 are met by a majority of the votes cast, without the participation of the person concerned.
3. If a member who is required to abstain from voting due to a personal interest takes part in the vote, the resolution shall be invalid if that participation was decisive for the outcome.
4. Paragraph 1 shall not apply in the case of the election of the chairperson.

1. The chairperson opens the meeting and confirms that it has been duly convened (in terms of form and notice period) and that the coordination committee has a quorum.
2. The agenda shall then be adopted and, where applicable, a vote shall be taken on any motions received after the deadline. No further additions to the agenda may be proposed during the meeting.
3. The individual items on the agenda will be discussed and decided upon in the specified order. The chairperson introduces the relevant agenda item or calls on a member to speak on it.
4. The following motions may be tabled: a) adjournment or temporary suspension of the meeting; b) postponement of an agenda item; c) closure of the debate; d) closure of the list of speakers; e) formulation of the question to be put to the vote; f) secret ballot. If no objection is raised to a motion, the motion is carried. Otherwise, a vote will be taken after hearing the opposing view.
5. The chairperson shall have all the powers necessary to maintain order (withdrawing of speaking rights, excluding participants, suspending the meeting, and adjourning the meeting). He or she may address the meeting at any time during the proceedings.
6. Once the agenda has been dealt with and any questions have been answered, the chairperson shall declare the meeting closed.

1. The minutes are taken by the coordinator. He or she shall draw up minutes setting out the time, venue, number of members present, the agenda, the wording of the resolutions and the results of the votes.
2. Upon request, personal statements made by members of the coordination committee must be included in the minutes or attached to them as a separate annex.
3. Minutes must be drawn up within two weeks, signed by the chairperson and the coordinator, and made available to members without delay.

1. Where these Rules of Procedure do not clearly address a procedural matter, the chair shall determine how to proceed.
2. Deviations from these Rules of Procedure regarding meetings are only permitted if no member of the coordination committee objects.

In addition to the duties described in the section on the coordination committee, the coordinator is responsible in particular for the following:

• Coordination of the Schelling Forum
• Public relations for the Schelling Forum
• Organising events in consultation with the chair of the coordination committee
• Implementing the decisions of the coordination committee
• Carrying out tasks assigned to her/him by the coordination committee
• Preparing the budget for business operations for the financial year (1 January to 31 December).
• Budget management
• Preparing the accounts for the financial year.

The Rules of Procedure will come into force upon the signing of the cooperation agreement on 2 February 2021. It may be amended by the coordination committee by a resolution passed by an absolute two-thirds majority.