NEW WEBSITE IS NOW st-annes-jcr.org!
This site will no longer be updated and will be deleted shortly. Hope you enjoy the new site.
NEW WEBSITE IS NOW st-annes-jcr.org!
This site will no longer be updated and will be deleted shortly. Hope you enjoy the new site.
This is the new home of St. Anne's College JCR. If you are here simply to check the hall menu, or to find out more about the committee, then you've come to the right place.
If you are not a member, then you are also welcome. Prospective students may find the message from the committee, subject information, and Life at St Anne's of interest; and friends from other colleges should check out the hall menu, and eye our breakfast pancakes with despair.
Members also have the opportunity to browse our archives, submit motions, and enter their welfare issues anonymously.
If you still wish to access the hall menu, fear not, for I have a helpful guide:
All posts are moderated before being published, and the committee will not hesitate to refuse publication to any post in contravention of these guidelines.
Abuse of the ability to post blogs will result in the suspension of users' rights to post.
A posting ban may result in censure in the JCR. We do not wish to impose this, but will if we have to!
Please read the rules below, there are not many, and abiding with them helps everyone. Any views expressed by committee members are their own views and do not necessarily represent those of the committee and the JCR body as a whole.
We value the feedback and input we get from the community. Seriously. As long as posts abide by forum rules and guidelines, we’ll step back, take note and respond to input or feedback given. If you have any issues or something you’d like to discuss privately please do not hesitate to contact a member of the committee via their relevant e-mail addresses. We are here to help and to steer the conversation and give any input needed. If you have questions about the forums let us know!
We will temporarily or permanently ban members from the forums for repeated rule breaches, including our policies on trolling or any other form of consistent disruptive behaviour. Forum bans will usually be temporary and will only be used when other alternatives have already been looked at and have not been successful. To avoid disruption to your forum privileges, please observe the rules in this document at all times and always follow direction from the committee. They will report serious rule infractions and a warning or forum ban may result. If your account has been banned (temporarily or permanently), you will still be able to browse the forums, but not be able to comment or post new threads. Access to other site services will be maintained. A committee member will contact you at your registered email address in the event that your account has restrictions placed on it with further information.
A forum ban may result in censure in the JCR. We do not wish to impose this, but will if we have to!
Last updated: 28/05/2014 - IT Officer
We the people of the Junior Common Room of St Anne’s College, Oxford University, in order to form a more perfect union, establish justice, insure domestic tranquility, provide for the common defense, promote the general and academic welfare, and secure the blessings of liberty to ourselves and our posterity, do ordain and establish this Constitution for St Anne’s College, Oxford University.
The Junior Common Room (JCR) shall comprise of and shall be subscribed to by all the undergraduates of St Anne’s College, including those on extended terms except those of senior status or mature students who are first members of the MCR. The JCR shall seek to:
All JCR Members will have the following rights, unless expressly disqualified hereinafter:
Members of the JCR are expected to respect the undergraduate community embodied by the JCR. Any action they take which is malicious or harmful to this community may be brought to the attention of the whole membership in a General Meeting.
Any undergraduate who does not wish to become a member must indicate this to the JCR President and Secretary in writing, which will become effective at the start of the next full term. They may then rejoin in a similar fashion at the beginning of the next full term, provided that they are still eligible for membership. The JCR will provide services (welfare, recreational and social) for non-members on an agency basis for Governing Body. Those undergraduates, who decline membership of the JCR, as described above, will be provided with services by the JCR on such a basis, but will not be entitled to any financial reimbursement or be able to attend common room meetings, stand in elections or vote.
Any member of the JCR may propose a motion to confer honorary membership on a person. The membership will normally last for three years, and honorary members will be subject to all the provisions of this Constitution with the exception of the right to entertain guests and to vote in meetings, referendums and elections. The membership may be revoked at any time by resolution of a General Meeting.
The JCR Committee shall seek to work with the MCR wherever possible and especially where mutual interests are concerned. Full members of the MCR are automatically honorary members of the JCR.
All motions passed by the JCR shall be binding on the Committee and the membership of the JCR, unless such motions are inconsistent with the express provisions of this Constitution. Resolutions of motions passed become policy of the JCR for a period of three years, after which time they will lapse. No motion may be allowed to contradict current policy, unless it explicitly resolves to do so and thus reverse or override a previous resolution. The responsibility for ensuring policy is maintained lies with the JCR Executive, and policy will be recorded on the JCR committee's sharepoint or other currently suitable means and be handed over to the following committee. The JCR can mandate its Committee prior to negotiations with Governing Body or its sub-committees on the understanding that a mandate is used solely as a starting point for such negotiations. Any strong deviation from such a mandate shall be considered against the spirit of the Constitution. No JCR member shall give an official policy or view of the JCR without having been mandated or designated to do so.
All JCR elections shall be by secret ballot, and all members are entitled to vote in the election of major positions. The JCR membership shall elect a Committee (described by section 4) from amongst its members (as provided for below in section 7) to govern the JCR in accordance with this Constitution.
As all undergraduates would by default be members of the JCR, no motion shall be passed nor any decision taken which purports to deny any member any facility provided for the JCR as a whole. However, any member who deliberately damages JCR or other College property or who uses JCR or other College facilities in an irresponsible manner, may have his/her rights to facilities limited by the JCR Committee as per the disciplinary procedure included in this Constitution (section 11).
There shall be a Senior Advisor who shall be available to the JCR for consultation on financial, constitutional and other matters.
Complaints by any student, member or non-member, about the JCR shall be made as described by the complaints procedure attached to this Constitution (section 11.3).
A General Meeting may, by a motion passed by a two-thirds majority of those present, institute or amend the existing Constitution. The motion shall be posted on the JCR notice board not less than four days before the meeting. The motion shall state the exact changes to be made and give details of the intended positioning of any amendment to the Constitution.
>An up-to-date copy of the Constitution shall be permanently displayed on the JCR website. With the exception of Article changes, successful amendments to the Constitution will be effective immediately, and the JCR Secretary will be responsible for changing the printed Constitution within seven days of a motion to amend the Constitution passing. Copies of the JCR Constitution and Standing Orders shall be available to all students through the JCR Secretary and, if possible, through the JCR website.
Changes to the Articles of this Constitution must be ratified by Governing Body having been approved by the JCR. If approved by Governing Body, the changes will be effective immediately. The JCR President shall be responsible for ensuring that the whole Constitution is reviewed by Governing Body at intervals of no less than 5 years, and the JCR Secretary shall ensure that a record is kept of such reviews.
The JCR President will normally interpret the Constitution, but disputes may be resolved by a simple majority of a quorate General Meeting, to be chaired for this item by the Secretary, unless a procedural motion is brought to resolve the matter by a referendum (section 12.6.8).
A General Meeting may, by a motion passed by a two-thirds majority of those present, institute new, or amend existing Standing Orders. The motion shall be posted on the JCR notice board not less than four days before the meeting. The motion shall state the precise changes and additions required, and must locate them by reference to Standing Orders. Such Standing Orders shall not conflict with the provisions of the Constitution.
The Secretary shall organise at least four ordinary general meetings of the JCR in any one full term, on days and times as the JCR Committee may decide, ensuring that: 1. notice is given of any Ordinary General Meeting at least four days before it is due to be held, and that the meeting is adequately publicised. 2. the agenda is made publicly available at least twenty-four hours before the meeting. Failure to comply with these conditions shall normally invalidate an Ordinary General Meeting.
Provided that at least three days’ notice is given, an Extraordinary General Meeting shall be called by the Secretary on the receipt of a petition signed by at least fifteen members of the JCR, and specifying the nature of the business to be transacted. The JCR Executive or Committee may also decide that such an extraordinary meeting be necessary (An individual JCR member may, of course, petition the Executive or Committee to do so). No other business shall be formally discussed at such a meeting. The Secretary shall ensure that there is adequate publicity of the meeting for the full three days before it takes place.
The General Meeting shall be the sovereign body of the JCR. As such it has the power to:
In each term, one (or more) meeting(s) will discuss (but shall not be limited to) the charities to which the JCR donates (see section 5.5), and reviews the work done by the charities already to which the JCR has donated of late. Procedure for selecting Charities shall be regulated by the Schedules of this Constitution (section 8).
There shall be a Committee to be elected as provided by the Elections schedule (section 7) which shall comprise of the positions laid out forthwith. The JCR will comprise of three main bodies. The Executive shall be responsible for initiative, leadership and realising the ambition of the JCR, but shall have no power over the JCR. The Committee shall hold the Executive to account, and has the power to call any Executive member before it. The sovereign body of the JCR will lie with the General Meeting, and it is this body to which all JCR members are accountable. The membership of the JCR elects representatives and implicitly entrusts them to act in accordance with this Constitution. As such, in normal circumstances, the Executive and Committee shall bring matters to the General Meeting which require its attention.
The Committee and its individual members shall be generally but not exclusively responsible to the JCR for:
Individual committee members are responsible for providing a service to the whole JCR and their remits are therefore not to be limited to the descriptions of specific posts below. In particular, individual committee members shall:
The Committee will generally ensure that the Executive act in accordance with the wishes of the JCR, and the Executive in turn will ensure that the non-Executive members of the Committee remain true to their responsibilities. If either body should decide, by vote, that a representative is not compliant with these conditions, then that body will advise a General Meeting of appropriate action, as laid out in the disciplinary procedure. All members of the Committee must appear in person at General Meetings and Committee Meetings. If they are unable to attend, they must notify a member of the executive committee before the meeting, giving a written explanation for their absence. If a committee member has three unexplained absences within the year, current disciplinary procedure will be invoked (11.1). This should not apply to any member of the Committee who, at the time of the meeting, is a candidate, defined as having submitted a valid manifesto, in any JCR election.
The Committee may create specific limited posts or ad hoc committees as it shall see fit, and appoint thereto, provided that notification is given at the next General Meeting.
The President, Vice-President, Treasurer and Secretary will form an Executive Committee, whose responsibility is to lead the JCR, ensure that policy is adhered to, and that decisions of the JCR and Committee are actioned. The Executive will report to, and be held to account by the Committee and the general JCR membership. The Executive may meet at the discretion of its members and the meetings need not be minuted, however, the Executive should discuss business with the Committee and JCR.
The Executive is responsible for holding individual Committee members (both Executive and non-Executive) to account in the following regards:
The President shall be the Principal Officer of the JCR and its sole major Officer in the meaning of the Education Act 1994. The President shall:
The Vice-President shall be responsible for most in-house affairs and business of the JCR. He/she shall:
Together the President and Vice-President will be responsible for ensuring the JCR remains true to the aims laid out in General, that JCR members’ rights are not infringed, and for promoting the JCR by whatever legitimate means they see fit.
The Treasurer shall be responsible for duties laid out under section 5 and for the quotidian financial affairs of the JCR. She shall:
The Secretary shall be responsible for the routine administration of the JCR and shall:
The following positions, together with the Executive, will form the JCR Committee. All members must attend Committee meetings, unless they have sent written apologies to the Chair of the meeting beforehand. Failure to attend 3 meetings in a row by any member, voting or non-voting will incur an automatic motion of censure, as outlined in the disciplinary procedure (section 11.1).
The two Entz Officers shall:
Two Welfare Officers. It is intended that this be a male/female pair. They shall:
As a male/female pair, the welfare officers will also provide representation in gender related issues.:
This Constitution does not forbid for the male welfare officer, (or otherwise) to provide a ‘Men’s Officer’ function, or for the creation of either gender-representation post.
The Academic Affairs Officer shall:
The OUSU and NUS Officer shall:
The Access and Equality Officer shall:
The equality officer shall:
The Committee shall meet twice a term – (meetings to be organised by the Equal Opps Officer, and the Welfare Officer are encouraged to attend.) Will be led by the Equal Opportunities representative (who will be on the JCR committee) The Equal Opportunities committee will consist of:
Each Rep shall:
The Domestic Affairs and Bar Officers have similar responsibilities, and it is expected that they coordinate their efforts in providing essential JCR services to St Anne’s students. In particular, they will often work with the JCR Treasurer and Entz Officers. The Domestic Affairs Officer shall:
The Bar Officer shall:
The First Year Affairs Officer shall:
The Careers and Development Representative shall:
The Arts and Literature Representative shall:
The Sports Representative shall:
The Environment Representative shall:
The Charities Representative shall:
The Duck Representative shall:
The Computing Representative shall:
The International Students Representative shall:
The Chair of the Committee will be responsible for ensuring that the Committee meets frequently and regularly. Committee members should ensure that the entire Committee is made aware of urgent business at the earliest possible opportunity, and call on the Chair to convene a meeting if required. The Committee should meet at least as often as the whole JCR meets each term in a General Meeting. Minutes of Committee meetings will be made available to JCR members, although items may be discussed in camera – such items will not appear on a public record of the meeting. To discuss a matter in camera requires a majority vote from all voting-eligible members present. The public record shall note that an item has been discussed in camera. Either the Executive or Committee may propose motions: the procedure for doing so is noted in the Standing Orders (section 12.3.2).
Members of the Executive and Committee shall enjoy the following privileges for their work for the JCR. All such members are reminded that benefits may be removed by the disciplinary procedure, and that benefits must not be abused. On no account is a JCR member to benefit by means of a salary or other stipend (it is noted however, that JCR members may be paid for certain occasional jobs). Any Executive officer may take residence during Noughth week of each term whilst in office with the cost met equally by the JCR and College. Committee officers may also do this if they are required for JCR business. The Committee shall be guaranteed one table at Christmas Formal, to be balloted for within the committee. This should occur before the main ballot for Christmas Formal, to allow members who are not allocated a seat to organise themselves on to other balloting tables.
At the end of their terms in office, the Executive will reward up to two (non-Executive) Committee members who have, in their view, contributed most to the JCR: in doing so, these Committee members shall have demonstrated the qualities of working beyond the call of duty, for working as an integral part of the team and for outstanding performance in office. The reward shall not be in cash, and its value will not exceed £15 for each person.
The JCR finances shall be administered by the JCR Committee. At the beginning of each term subscriptions to the Common Room funds shall be paid to College as demanded on College fees for that term. The JCR Treasurer shall subsequently receive the amount of JCR dues from the College Treasurer. The JCR Treasurer shall ensure that the JCR is regularly informed of the level of funds in JCR accounts, including if appropriate, any estimated income and expenditure. The JCR Treasurer shall publish termly accounts to be displayed on the JCR notice board not less than three days before the first Ordinary General Meeting of the following term, and to be presented to that meeting. These accounts should include a summary of the organisations to which the JCR is currently affiliated. In addition, the Treasurer shall publish an annual summary for the academic year to be displayed on the JCR notice board no later than fifth week of Michaelmas Term of the following academic year.
All exceptional expenditure (expenditure not otherwise indicated in the published budget) of less than 1% of the current termly income, and of less than £70 in value can be authorised by a majority decision of the Executive. The Committee may approve expenditure up to £200 by majority decision. Larger amounts must be approved by a two-thirds majority of a General Meeting, for which the quorum shall be thirty.
The threshold values given here will increase or decrease with inflation each year (at the start of the Long Vacation), in £5 increments. If inflation would not justify a minimum £5 change, then the compound inflation rate will be taken the following year (and so on and so forth). This section of the constitution will, by default, be altered to reflect the new threshold value. This shall also apply to other nominal amounts given in this section.
The yearly accounts should clearly indicate any regular sums paid out by the JCR as a matter of course, such as subscriptions to organisations for example.
The JCR Treasurer will be the main signatory to all accounts operated and shall work with the committee and the JCR to provide the funds needed for approved JCR activities. All accounts operated shall be reported in the JCR’s end of year report, and to the College Treasury.
JCR levies are optional, with the exception of those marked compulsory. Any JCR members who do not wish to pay any optional levy must notify the JCR Treasurer of their decision. The JCR Treasurer shall ensure that the JCR is regularly informed of the level of funds in JCR accounts, including if appropriate, any estimated income and expenditure. A member of the JCR may propose a new levy by motioning it at a JCR meeting. JCR levies should be reviewed by the President and committee regularly and adjusted accordingly.
The JCR shall appoint an external auditor for the JCR accounts, and such an audit shall be published annually. The audited accounts shall be presented to and approved by a quorate General Meeting. The annual budget shall be presented to the Governing Body annually, for the purposes of monitoring expenditure.
A motion of affiliation or disaffiliation of the JCR may only be put at a General Meeting if notification of the motion was given at the last General Meeting, and notice of the motion is posted on the JCR notice board at least seven days before the meeting at which it is to be put. The quorum for a motion of affiliation or disaffiliation shall be 15% of the total JCR membership, and the motion shall require a two-thirds majority of those present. Consult section 12.1.
In the case of any affiliation to an external organisation, the name of the organisation, level of affiliation fee and any extra donations made should be published. Furthermore an annual list of affiliations and donations should be made available to members of the JCR . This must be approved in the first General Meeting of Trinity Term each year and a copy given to Governing Body.
All full members of the JCR shall be eligible to vote in JCR elections, with the exception of specific posts or as the result of a previous disqualification. The Alternative Voting System as defined by the Electoral Reform Society shall be used in all JCR elections. (consult http://www.electoral-reform.org.uk/votingsystems/systems2.)
With the exception of the election of the First Year Officer (item 3a of section 7.2) and the Equal Opportunities Committee, there shall be two election sessions: the Executive, the two Welfare Officers and Entz Officers, the Academic Officer and the International Students’ Representative shall be elected in Hilary term. These officers shall proceed to shadow the existing Committee members as a Committee-Elect during Trinity Term, before taking up their positions in the following Michaelmas Term. All other posts shall be elected in Trinity Term.
Notice of elections shall be given by the Secretary two weeks in advance in each case. There shall be hustings prior to all elections.
Members who wish to stand for a post should do so individually except for the posts of Welfare Officers – the pair should be a man and a woman – and Entz Officers. Nominations must be presented to the Secretary by midnight of the Saturday of the week prior to the election. A candidate shall at the time of nomination submit a manifesto signed by a Proposer and Seconder from the JCR together with a photograph of himself/herself of passport photograph size, proportion and clarity, as either part of, or attached to the manifesto. The Proposer and Seconder must not be past or present members of the JCR Committee. Manifestos will be typed or hand-written on one side of A4, with the exception of Executive candidates who may publish one side of A3. The Secretary shall publish the manifestos on the JCR notice board as soon as reasonably possible after the close of nominations. The Secretary may make equal numbers of copies for all Candidates standing for any one post. In the event of no manifesto being submitted for a JCR Committee post, the Secretary shall publicise the vacancy and accept nominations for a further 24 hours. If at the end of the period the post remains unfulfilled, then the appointment shall be deferred until the first General Meeting after the elections. Nominations will then be taken verbally at the meeting and the appointment made by election by a show of hands vote. The JCR Committee shall be charged with the responsibility of ensuring that the post is filled – all Executive and Officer posts must be filled. In the event of a tie in the ordinary elections, there shall be a second round of elections in the next JCR general meeting including only those candidates who ran in the ordinary elections. The candidates shall be given the opportunity to answer questions from the incumbents and the floor. There shall be a secret election after the meeting.
The President shall normally be the Returning Officer and shall compile a short report for the Common Room and the Governing Body on the elections. The Returning Officer may appoint and chair a committee, which will normally include the Secretary, to oversee and run the election.
In accordance with college regulations, all members running for a committee position must consult with their Personal tutors and the Senior tutor before undertaking any significant extra-curricular activity.
Failure to comply with which as judged by the RO or Election Tribunal shall normally result in the candidate being disqualified from the election:
The following posts have rules or restrictions attached to them:
The Equal Opportunities Committee:
Candidates who currently hold a position are not required to resign their posts for the election. (If they would normally be involved in the organisation of the election, then suitable replacements will be nominated by the Committee).
A member may only stand for one post in any one election session.
Candidiates must be eligible for JCR Membership during the post’s term of office, and must be current members of the JCR.
On no account will any candidate standing for a post be involved in any aspect of the operation of the election.
All candidates are entitled to canvass. However, no election publicity material may be produced.
The poll shall last from 8:00am till 8:00pm and shall be conducted according to the following procedure:
Candidates must hust for all posts in normal elections. The Returning Officer will conduct the hust. The RO must ensure that the husts are fair and that all questions are applicable to all candidates standing for a post. The RO may disallow a question being asked. Questions put to candidates which blatantly disrespect the candidate(s), or that infringe the rights of JCR members, will not be allowed. Candidates must, if asked, state whether they have ever been censured by the JCR, and whether they have any political affiliations.
The ballot box will be placed in an easily accessible room of College, termed forthwith as the polling room, which should allow some degree of privacy for members as they vote. Copies of manifestos, provided by the Secretary and RO, will be available for inspection during voting.
The ballot box will be supervised at all times by any two members of the JCR drawn from a list of volunteers, one of whom must be a Committee member. If there is an insufficient number of volunteers, the JCR Committee shall take responsibility for arranging supervision.
The ballot box shall be sealed before polling begins and not opened until after the close of polling. Any tampering with the ballot box likely to affect the course of the election shall render the election void.
The ballot shall not be removed from the polling room during polling.
The Returning Officer shall ensure that the ballot papers are numbered so that the number of papers used can be compared with the number of people who have voted. Any discrepancy must be reported and justified by the RO.
Those people wishing to vote shall sign the College list which shall be fixed down near the ballot box. Under no circumstances shall the College list be removed from the polling room during polling hours. No candidate or other person, except the Scrutineer supervising the ballot box at the time shall be permitted to examine the college list during the course of the election.
Any person loitering without good reason in the immediate vicinity (defined as within 3m) of the ballot box should be asked to leave either by the Returning Officer or the Scrutineer.
There will always be an option to vote for the re-opening of nominations (RON). The Returning Officer shall be responsible for conducting the election in accordance with these rules.
Those JCR members, who are on a year abroad and therefore have no possibility to vote in elections, may vote by proxy. They shall inform the Returning Officer about their proxy no later than 24 hours before the ballot opens. Manifestos shall be displayed on the JCR website for their information.
Failure to comply with these rules shall cause the Returning Officer to call an Election Tribunal.
The Dean shall satisfy himself/herself that there has been compliance with these rules as laid down in this section.
The count shall be conducted in a closed room after polling has closed, by the Executive under the direction of the Returning Officer, unless an Executive member is standing for re-election, in which case the RO shall bring in another Committee member. Each candidate will be allowed to send one representative (but who is not a candidate) to witness the count. No other persons will be allowed to enter the room during the count. No one may leave the room till the count is over except under circumstances judged to be exceptional by the RO. The result of the election will be announced by the RO as soon as reasonably possible after the count has completed. As required by the Education Act, the RO shall retain and make safe the ballot papers for a period of at least one year following the poll.
A member of the JCR wishing to raise a complaint about the conduct of an election shall submit his/her complaint in writing to the Returning Officer within 24 hours of the election result being officially announced. The Returning Officer may either resolve the complaint be means of direct communication with the parties involved to their mutual satisfaction, or may convene an Election Tribubal. The members of the Tribunal shall be the Returning Officer, Secretary, one Scrutineer, one Fellow of the College, and two other JCR members (who are not involved in the Election in any way) appointed by the Returning Officer. The Tribunal will interview the complainant and accused to decide whether the complaint is justified. If so, it may declare a result invalid and call a new election for the post(s) concerned and/or disqualify the candidate from standing in the ensuing, or all future elections. It may also recommend that the JCR censure the member. It may not declare an alternative result.
With the exception of First Year Officer, successful candidates shall take office on the Saturday of ninth week of Trinity full term and continue in office until the ninth Friday of next Trinity full term. The treasurer will take office on the first day of the JCR financial year, and shall remain in office until the last day of the JCR financial year, however she should be made a signatory on the JCR account before this in order to assist preparations for Freshers’ Week. A reasonable amount of liaison shall be expected between outgoing and incoming JCR officials including the production of end reports by out-going officials to guide incoming committee members. End reports should be written by the outgoing committee members. It is advisable for the elected members to go to the relevant committees with the existing officers, at their discretion, in Trinity Term. It is the responsibility of the existing Committee to ensure that the Committee-Elect is well prepared for the start of their terms in office.
In the event of any JCR Committee posts becoming vacant more than eight weeks before the end of the holder’s term in office, an election shall the held on the first possible Saturday of full term excluding the Saturday of eighth week provided that seven days of notice of the election has been allowed within that term. A JCR Officer elected in this way shall hold office until the time when his/her predecessor would have retired. In the event of a casual vacancy occurring less than eight weeks before the time at which the officer would have retired:
Welfare should be taken to refer to responsibilities including, but not limited to, the emotional and sexual wellbeing of the JCR. A welfare-event is any event that promotes welfare within the JCR.
The spending on emotional wellbeing shall be funded by the welfare levy and, if necessary, additional money at the discretion of the JCR Treasurer.
Spending on sexual wellbeing, specifically, any provision of contraceptives or other items that promote sexual health, shall not be funded by the welfare levies. Funding should be sourced from the general grant that college provides to the JCR. The level of funding should be decided by the Treasurer and the Welfare Officers.
If a member of the JCR wishes to obtain temporary funding for an arts project, then the project will be considered if
The Arts funding committee, consisting of the JCR President, JCR Vice-President, JCR Treasurer, Arts Representative and OUDS Representative or any other appropriate representative of the form of art under discussion, will rule on whether the project will be able to repay its loan and the loan will only be granted if this ruling is positive. In the event of a tie, the President has the casting vote.
If the loan exceeds the amount of £750, it will be treated as a typical expenditure as defined in 5.2. If an applicant’s loan is rejected, she has the right to go through ordinary JCR channels as defined in 5.2.
In addition to the provisions of section 5.5:
The money to be donated for each year must be distributed during the “Charity” meeting according to the following procedure:
The Charities Representative will compile a list of charities suggested as being suitable to receive a donation, taking into account applications which have been received by the JCR. He/she should then organise an informal transferable ballot to take place at the next JCR meeting, with all the selected charities being placed upon the ballot paper. Members will also be able to make brief presentations, and ask questions about the charities concerned at tins meeting. The Charities Representative and the JCR Treasurer will decide how many donations will be made and the value of each donation. The Charities Representative will then be responsible for the distribution of moneys to the chosen charities. Each term, a General Meeting shall briefly review the work done by the Charities to which the JCR donates.
A JCR Member wishing to setup an officially recognised Society or Club (called a Club for the purposes of this section) for JCR members shall submit a proposal to the JCR Executive. The proposal shall detail the aims of the Club. The Club must operate fairly and in a non-discriminatory fashion, and at least one current JCR member must be recognised for having a responsibility towards it. If the proposal is approved by the Executive, a motion will be submitted in the normal manner to resolve that the Club be recognised by the JCR under the terms laid out by the approved proposal.
A Club may apply for financial support from the account detailed under section 5.5; should it wish to disseminate funds itself it must do so with (a) the permission of the JCR with the extent purpose of doing so and (b) in a fair and open manner (subject to the control of part 9.1.3).
All JCR Clubs must be reviewed at least every three years by the JCR and their recognition may be terminated by such review: a motion must be submitted to approve that the Club continues. Should a period of three years elapse without such a motion being submitted, then the Club will be automatically terminated. Should the Club not be administered by a current JCR member, then the JCR Committee shall take control and may choose to terminate the Club. A Club that terminates will repay any support gained from the JCR back to the JCR before paying off any other interests. Each year, the member recognised with having responsibility for the Club will be charged with the responsibility of providing a summary of expenditure to the Treasurer which has been financed by JCR money. The JCR Secretary and Treasurer shall be charged with the responsibility of maintaining a record of JCR Clubs and their associated transactions; the record shall be published yearly.
There shall be an Amalgamated Sports Club Committee to govern expenditure on sport within college. This shall be comprised of representatives of the JCR, MCR and SCR as outlined in section 13.
A Referendum may be called if:
During the meeting, after discussion of the motion is complete, an indicative vote shall be taken. After the vote, the Chair shall ask the Proposer if he/she still requests a Referendum. If a Referendum is no longer requested, a vote shall be taken then and there as at an ordinary meeting; otherwise the Referendum shall go ahead. In either situation, minutes of the meeting concerning the item in question shall be published as soon as is reasonably possible after the meeting and in all cases before the Referendum takes place.
A Referendum shall be held not more than fourteen days after the motion in question is discussed at a General Meeting or an Extraordinary General Meeting on a date agreed by the JCR Committee and the Proposer of the item in question. The poll shall be by secret ballot. The procedure for the ballot shall be as for Elections as laid out in this Constitution.
Copies of the motion in question and the relevant Minutes shall be displayed in a prominent position. Ballot papers shall list the options “For” and “Against”.
Constitutional amendments, amendments to Standing Orders, motions of No Confidence and motions of Affiliation and Disaffiliation shall require a two-thirds majority. All other motions require a simple majority.
Motions passed by Referendum shall be binding on all members of the JCR.
All JCR Members have rights as expressed in General, and by being members of the Common Room, are expected to respect the rights of others. Committee and Executive Members also have a number of responsibilities as detailed in Executive and Committee. In the event that:
then the following procedure shall be followed. It shall be automatic, and the whole Committee shall be responsible for ensuring that it is invoked when necessary.
Any JCR Member (including Committee Member) may be censured and in the case of Committee Members, “no-confidenced“. A motion of censure or no-confidence shall be brought to a General Meeting and must be submitted and publicised at least 7 days before the General Meeting is due to take place. The motion may either be proposed by the JCR Committee (and need not be seconded) or it may be proposed by one and seconded by five JCR Members. The Motion will be read out by the Chair of the meeting, and must detail how the conduct of the accused meets with the provisions of part 11.1. The accused will have the right to respond to the allegations before any further debate occurs.
In the case of censure, the motion should usually resolve to censure the member by the following methods:
In the case of no-confidence, the motion may also resolve to dismiss a Committee Member from Office. If the motion is carried, the member will have 24 hours to tender her resignation; if this is not forthcoming than the member shall be considered as being dismissed. Being removed from office does not necessarily preclude the member from standing in a subsequent election
Should the motion pass, the JCR Member will receive a letter from the Secretary detailing the reasons why the JCR has chosen to censure or pass a vote of no-confidence against them, according to the debate held in the General Meeting. The vote on the motion shall be conducted by secret ballot. For the motion to pass, a two-thirds majority of those present must be attained. The decision may be taken to referendum in the usual way.
Any student who is eligible to be a member of the JCR may complain about unfair disadvantage or discrimination to the JCR Advisors in writing. The Advisors will liaise with the JCR Committee to investigate the complaint; their recommendations shall be given to the Committee and Complainant who shall consider and act upon them. Complaints with regards to elections shall be made to an Election Tribunal. In any case, the JCR may only recognise complaints regarding misconduct within the provisions of this Constitution; complaints about specific non-professional behaviour or discrimination are to be made to the Deans, Governing Body, and/or the Independent Adjudicator depending on the severity of the complaint.
In addition to any provisions made in the Articles and Schedules:
The quorum for general meetings shall be thirty JCR members, for all motions except:
In the event that a meeting fails to achieve the basic quorum of thirty members, it shall be adjourned for ten minutes, and then, if still inquorate, it shall be closed. Motions listed in (1), (2) and (3) above shall fall in the absence of the relevant quota. Only members of the JCR and MCR of St Anne’s College and guest speakers invited to speak on particular motions shall be admitted to speak on motions at JCR meetings provided that the JCR Committee is informed on receipt of the motion and then has the option of finding an opposing speaker on the motion. Guests may be admitted to JCR Meetings provided that the Chair is informed beforehand and the meeting accepts the guest by a simple majority in a show of hands vote.
The publicised agenda shall be followed at all JCR meetings unless altered with reasonable cause at the discretion of the Chair.
Motions to be debated must be presented to the Secretary at least forty-eight hours before the meeting and must be submitted by a Proposer and a Seconder from the JCR, both of whom shall be present at the meeting, unless written apologies have been sent to the Chair of the Meeting naming a substitute.
Motions raised by the Committee or Executive must first have been raised in a JCR Committee meeting of at least two thirds of the voting members, or all the Executive, and must have been approved unanimously by those present.
Financial motions requesting more £250 shall be given to the Secretary in writing not less than three days before the General Meeting at which it is to be debated. The motion should be published as soon as possible following receipt. This provision shall not apply to motions proposed by the JCR Committee.
Motions requiring expenditure from the Charities account may only be debated at a charity meeting save that they may be debated at a non-charity meeting if:
Emergency motions on matters arising after the latest time for receipt of motions for a meeting shall be included on the agenda, provided that this is agreed by a two-thirds majority of those present at the General Meeting. No motion which contains a request for more than £150 shall be admissible under this section. Any motion which has, or seems likely to have, a member of the JCR, whether named or implied, as the subject of its discussion, shall likewise be inadmissible under this section, unless permission is gained from the individual concerned before the motion is submitted to the Secretary. Emergency motions must reach the executive committee at least 2 hours before the start of the meeting.
Questions for members of the JCR Committee must be presented to the JCR Secretary at least forty eight hours before the meeting and must be signed by a Proposer and Seconder, both of whom shall be present at the meeting:
The Chair shall be taken by the President, but shall be passed to the Vice-President, or to any other JCR member approved by the General Meeting if the President and/or Vice-President are absent or if the Chairperson wishes to speak on a motion.
The Chairperson shall ensure that the meeting is in order at all times.
During debate of motions, every speaker shall address himself/herself to the Chair. A speech shall not be permitted if it does not relate to the motion in question at the time or to an amendment to that time (see below). Points of order and/or information may be raised at any time.
Motions will be debated according to the following procedure:
An amendment to a motion may be proposed by any JCR member at any time whilst the motion is under discussion, provided it does not substantially alter the substance of the motion. If the amendment is not accepted by the Proposer and Seconder, a vote will be taken on the amendment with a speech in proposition from the proposer of the amendment and a speech in opposition from any volunteering member selected by the Chair. The amendment shall be incorporated into the substantive motion if carried by a simple majority; in this event the proposer of the amendment shall then be recognised as the proposer of the substantive motion. Following a vote, debate on the motion, amended or otherwise, shall then continue as normal.
Any JCR member may at any time propose that the motion under discussion be taken in parts. This shall only be accepted if the Proposer and Seconder agree.
Voting shall be by a show of hands. There shall be two tellers who shall be appointed by the Chairperson before the start of each meeting. In instances where voting is considered to be too close after a recount, a division shall be permitted. On motions requiring a two-thirds majority, the following procedure shall be adopted:
For a member of the JCR to vote by proxy, they must inform a member of the executive committee, in writing, before the meeting.
There shall be the following procedural motions:
These motions may not be moved without the consent of the Chair. In the event that the motion is passed the Proposer of the original motion shall have the right to sum up.
The Proposer of the item concerned shall have the right to speak in opposition.
Any other item relating to the procedure of the meeting. Motions under these two shall be debated as though they were ordinary motions.
These motions may be moved after all discussion of the item is complete and immediately before the vote is due to be taken. In any case, a speech proposing the procedural motion shall then be made, followed by a speech in opposition, the Proposer of the original motion having first refusal. The vote on the procedural motion shall then be taken. A majority of two-thirds of all present shall be required to refer the motion. If the procedural motion is earned, the Chair may announce that the motion is to be decided by referendum or by secret ballot; otherwise the vote on the item in question shall be conducted as usual. In the event of (9) being carried, the meeting shall be temporarily adjourned and the Secretary will ensure the following procedure is followed: ballot papers shall be made and distributed to those present at the JCR meeting. The papers will carry “For” and “Against”. The meeting shall continue as soon as voting has completed.
Minutes of every General Meeting shall be taken and kept secure in a file or by other mechanism for the permanent record of the JCR. Not more than seven days after the meeting the Chair shall confirm the minutes and a copy shall be posted on the main JCR notice board and/or JCR Website. Subject to there being no complaints raised about the minutes at the next Ordinary General Meeting they shall be deemed to be in order.
If, within 24 hours of a motion passing, 20 people appeal individually to a member of the executive committee in writing, and the president agrees that there is a legitimate cause for appeal, then an emergency meeting is held within seven days of the original motion passing. Normal procedures apply, but with a quorum of 40. The motion is suspended until the emergency meeting.
The St Anne’s College Junior & Middle Common Room Amalgamated Sports Club (‘the ASC’) receives a termly Capitation amount (‘ASC Capitation’). ASC Capitation is separate from any other JCR or MCR income, and is paid directly into an independent ASC bank account. The ASC Committee is charged with the responsibility of formulating and executing decisions about the allocation of all ASC funds.
The following has been devised in order to specify further the ways in which ASC funding should be allocated. Taken as a whole, the following outlines three broad types of sports expenditure, and specifies processes to be adhered to by the ASC Committee when formulating decisions regarding each type of expenditure. All expenditure of ASC funds must be classed as either Necessary, Blues or Extraordinary expenditure.
The JCR Treasurer shall cooperate with the Sports Representative, Sports Captains and other individuals concerned to execute expenditure
The ASC should be used as a forum in which to discuss continued investment into the College Gym including but not limited to:
The ASC should also be used to discuss charges pertaining to those members of the JCR & MCR who use the gym, as well as any specific investment by the JCR & MCR into the gym*. The outcomes of these discussions should be presented at relevant JCR & MCR General Meetings. *As of 2012/13, the JCR & MCR have each committed to spending £200 per term (to a combined total of £1200 per year) for maintenance and equipment purchase.
The ASC should be used to discuss the funding of the Boat Club with the aim of reducing costs of termly subscription fees to boat club members. The Boat Club’s accounts should be made available for consideration at each meeting of the ASC.
The St. Anne's Ball Committee shall consist of
The President, Vice-President and Treasurer of the Ball Committee shall be elected by the JCR Membership according to the general procedure defined in 1.8 of the Constitution.
For all further positions the President of the Ball Committee shall interview applicants and make appointments accordingly.
The JCR President and the JCR Treasurer shall be ex officio members of the Ball committee and act as a link to the JCR committee.