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.
I The Articles
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:
- Promote and maintain the welfare and development of students in St Anne’s through the provision of services and facilities covering economic, social, communal and recreational aspects.
- Gain maximum representation and involvement in matters pertaining to the administration of its members.
- Provide a facility which may be recognised as the Junior Common Room. All JCR business conducted by Committee members or otherwise should be done for the good of the whole JCR body.
All JCR Members will have the following rights, unless expressly disqualified hereinafter:
- the right to attend, speak and vote at JCR meetings.
- with specific exceptions, the right to vote in the election of JCR Officers and referendums and the right of candidature to any JCR Office.
- the right to use and enjoy responsibly facilities provided by the JCR. Members may also entertain guests in JCR facilities and shall be responsible for their guests.
- the right not to be discriminated against on the grounds of their gender, race, religion, nationality, disability, colour or sexuality.
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.
1.5 Honorary Membership
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.
1.7 Mandate & Policy
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.
1.8 Elections & Committee
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).
1.10 Senior Advisor
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.
2.2 Access & Maintenance
>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.
2.3 Changes & Review
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).
2.5 Standing Orders
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.
3 General Meetings
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.
3.2 Extraordinary Meetings
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.
3.3 Power of the General Meeting
The General Meeting shall be the sovereign body of the JCR. As such it has the power to:
- Hold its representatives to account and call any JCR member before it.
- Create policy and mandate its representatives to enact it.
- Censure JCR members for their conduct and dimiss its representatives from office.
- Confer honorary membership on a person.
- Take any matter which requires a decision to a referendum among the JCR membership.
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).
4 Executive and Committee
4.1 Organisation and Mandate
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.
4.1.2 GENERAL REMIT
The Committee and its individual members shall be generally but not exclusively responsible to the JCR for:
- The provision and supervision of JCR faculties.
- The representation of the junior members of College in all matters affecting members in respect of their membership of College or of the University.
- Ensuring that regular and frequent reports are given to the JCR of business arising from any meeting to which official JCR representation is made.
- Other matters as are provided for in this Constitution, or shall be provided for from time to time in General Meeting.
4.1.3 INDIVIDUAL REMIT
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:
- If approached for assistance or advice, ensure that the query is answered regardless of whether it falls within their specific remits as laid out hereforthwith.
- Represent the JCR in an official capacity when required, and to do so responsibly and with integrity.
- Work industriously and proactively for the JCR and shall make themselves accountable to it.
- Ensure that their successors are well prepared before starting their term in office, including the production of end reports
- Defend the rights of JCR members, as laid out in General.
- It is against these guidelines that Committee members shall be held to account. Failure to comply or act in the spirit of these guidelines, as judged by the Executive or entire Committee will result in the current disciplinary procedure being invoked (section 11.1).
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.
4.1.5 Limited Posts
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.
4.2 Executive Description
4.2.1 EXECUTIVE REMIT 1
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.
4.2.2 EXECUTIVE REMIT 2
The Executive is responsible for holding individual Committee members (both Executive and non-Executive) to account in the following regards:
- Ensuring Committee members sincerely attempt to hold true to the aims and pledges made on election manifestos if appropriate and consistent with JCR policy.
- Maintaining and following JCR policy.
- That all those appointed to work for the JCR make a positive contribution, particularly with regards to the general aims and spirit of the responsibilities laid out in this section.
- Automatically censuring Committee members under the provisions of the disciplinary procedure attached to this Constitution.
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:
- Be the prime representative of the JCR to external parties and organisations.
- Attend (or make provision for a replacement to attend) major College committee meetings and functions where junior representation is required and ensure that all meetings where junior representation is invited are attended by a suitably capable person.
- Meet with College management and staff frequently, and ensure the JCR is well informed of College business.
- Liaise with the Oxford University Student Union and other College JCRs, attending Council and other meetings where required and liaise with the National Union of Students when appropriate.
- Represent, when appropriate, the JCR to the University.
- Be the official spokesman of the JCR to the media and other external bodies.
- Be primarily responsible for ensuring that, wherever possible, that the JCR works efficiently and effectively for its members as per the aims and provisions set out under General.
- Chair (or appoint a chair for) the JCR Executive, Committee and General Meetings. The President will also be responsible for interpreting the Constitution as outlined in General.
- Be the Returning Officer in JCR elections and referendums with the exception of elections in Trinity term, where the president-elect shall act as Returning Officer.
The Vice-President shall be responsible for most in-house affairs and business of the JCR. He/she shall:
- Assist the President in his/her duties, and shall assume the full responsibilities of the President in the event of his/her resignation until the end of his period in office.
- By default, be either the second JCR representative at major College committee meetings or provide representation when the President cannot.
- Oversee the organisation and appoint committees where appropriate to produce JCR social events, including Balls, Entz and Bops.
- In coordination with the Treasurer, oversee spending from the various JCR funds and accounts (section 5.5).
- Be responsible for co-ordinating with College in the overseeing and running of the Freshers’ week following their election, (and therefore the Vice-President Elect assumes responsibility for this as soon as she is elected to office) including all mailings and publications, scheduling, organisation of entertainments, budgeting and other activities. The Vice-President may appoint a sub-committee of deputies to assist her in this task, subject to the agreement of College.
- Subsequent to Freshers’ week, primarily advise and assist the JCR to achieve its aims, as motivated by the President and Executive.
4.2.5 PRESIDENT AND VICE-PRESIDENT REMIT
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:
- Organise accounts and other banking facilities of the JCR, being the chief signatory to accounts where appropriate.
- React expeditiously to JCR decisions requiring expenditure.
- Advise the JCR of spending including the production of budgets.
- Represent the JCR at College meetings of a primarily financial nature.
- Organise for the provision and maintenance of such services as punts, newspapers and TVs.
- Act as Treasurer for the Amalgamated Sports Clubs Committee.
- Maintain the list of organisations to which the JCR affiliates or subscribes.
The Secretary shall be responsible for the routine administration of the JCR and shall:
- Organise meetings and publicise them as required by this Constitution.
- Take minutes of JCR Committee and General meetings, and Executive meeting minutes if requested.
- Ensure all JCR business is recorded efficiently and accurately.
- Maintain a record of current policy (section 1.7), and submit lapsing policy for review and ensure that the Constitution is kept current and accessible (section 2.2).
- Be the deputy returning officer in elections (section 7.1.5).
- Maintain a record of JCR Clubs and Societies and their associated transactions with the JCR. Consult section 9.
- Control the JCR Office and other administration facilities.
4.3 Committee Description
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).
4.3.1 ENTZ OFFICERS
The two Entz Officers shall:
- Organise, promote and oversee the running of entertainments for St Anne’s students.
- Manage the funds and financial requirements of JCR entertainments working with the Treasurer to do so.
- Provide a point of contact to JCR members wishing to organise entertainments.
- Provide junior representation to College where entertainments are concerned.
- Establish and maintain contact with relevant clubs, societies, companies and organisations which may be advantageous to students. In particular, they should work with other JCRs and OUSU if possible.
4.3.2 WELFARE OFFICERS
Two Welfare Officers. It is intended that this be a male/female pair. They shall:
- Provide a point of contact for JCR members in distress, be it related to finance, health, emotional, work or any other personal concern. They should listen to the student’s concerns, without attempting to solve their problems, referring the matter to appropriately qualified people where necessary.
- Consult with College where appropriate, and provide junior representation wherever welfare matters are concerned.
- Liaise with relevant OUSU structures for assistance, and shall undertake relevant welfare officer training at the earliest possible opportunity.
- Raise awareness among JCR members of welfare issues and the provision of support available.
- Provide necessary contraceptives, rape alarms and such like, to students in a manner which is sympathetic to their confidentiality.
- Work alongside the deputy dean for the welfare on disability issues to ensure adherence to college’s disability policy.
- Make sure that sexual consent workshops are run during Freshers’ Week.
As a male/female pair, the welfare officers will also provide representation in gender related issues.:
- Confidential advice on gender related issues.
- Confidentially provide sanitary products, pregnancy tests, rape alarms and other health and welfare related material.
- Promote and defend women’s issues by means of social functions or direct representation.
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.
4.3.3 ACADEMIC AFFAIRS OFFICER
The Academic Affairs Officer shall:
- Be responsible for dealing with students’ concerns in regards their aspirations and problems in relation to education provision, representing these concerns to the College when appropriate in a suitable manner.
- Be proactive in reviewing the effectiveness of the tutorial system and classes within College, ensuring that the education provided is at least sufficient as defined by University, Departmental and College regulations.
- Develop and maintain systems for gathering student opinion regarding their education.
- Make herself aware of OUSU’s policies on academic provision so that St Anne’s, in conjunction with other College JCRs and SUs, may campaign effectively for the continual improvement and maintenance of standards of education within the University.
- Bring general academic matters to the attention of the JCR and provide junior representation to College on academic affairs.
4.3.4 OUSU & NUS OFFICER
The OUSU and NUS Officer shall:
- With the President, represent the JCR to OUSU through Council and other meetings and may be mandated to follow the JCR’s policy when appropriate.
- Be the College Returning Officer for OUSU Elections and Referenda.
- Represent the JCR to the NUS with a remit given to her by General Meetings and/or the Committee, and shall be a delegate to the NUS National Conference.
- Be responsible for providing point of contact membership services to JCR members (such as card distribution) for the NUS and OUSU when affiliated.
- Publicise OUSU and NUS activities within College and shall be available to all JCR members for consultation on OUSU and NUS affairs, ensuring that she is well informed of relevant issues at all times.
4.3.5 ACCESS OFFICER
The Access and Equality Officer shall:
- Work alongside nearby colleges such as Somerville and Lady Margaret Hall, in providing an Outreach Department.
- Coordinate with College to attend school open days, and organise the JCR’s role during the interviewing period (and may formally delegate these responsibilities to other JCR members subject to a General Meeting’s approval and subsequent accountability to the Committee). She shall also provide responsible, relevant and current material to prospective students in the form of an Alternate prospectus or otherwise.
4.3.6 EQUALITY OFFICER
The equality officer shall:
- Defend and maintain St Anne’s reputation as an open-minded and egalitarian Oxford College, and ensure that all students are treated equally within the College regardless of background.
- Ensure that students are not discriminated against in any JCR activity.
- Be aware of issues pertaining to access and equality on a College, University and international scale.
- Lead and aid the JCR’s Equal Opportunities Committee and be the primary representative of this to the JCR and to college
- Organise the ‘Equality Forum’ alongside the MCR’s Equality rep every trinity term
188.8.131.52 THE EQUAL OPPORTUNITIES COMMITTEE
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:
- A Women’s Rep
- An Ethnic Minorities Rep (BME)
- An LGBTQ rep
Each Rep shall:
- organise at least one event in college per term i.e 3 events per year (alternatively, they may wish to organise 3 events within one term, or 2 in one term and 1 in another if they feel their events coincide with relevant dates e.g Black History month)
- These events may be social events, events that raise money for relevant charities, speaker events, debate events, campaigning events or whatever else the rep believes to be beneficial.
- Provide a confidential welfare service to their relevant groups having undertaken appropriate training if possible, and work closely with the Welfare Officers.
- Promote awareness of campaigns and events occurring around the University
4.3.7 DOMESTIC AFFAIRS AND BAR OFFICERS
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:
- Represent the views of the JCR to College through College staff and Officers, and through relevant meetings where Junior representation is made.
- React to suggestions, feedback and complaints from JCR members regarding College-provided food.
- Organise and promote dining events such as Formal Hall, and other social functions provided by College and/or the JCR for JCR members.
- Represent the JCR’s views and make contributions to discussions on such matters as improvements to JCR facilities, accommodation and the Bar; and to bring attention to new proposals.
The Bar Officer shall:
- Liaise with professional bar management to improve the bar services offered to students.
- Be the students’ point of contact for issues regarding entertainment, events and drinks prices in the bar, working with the Bar Manager and Entz Officers in order to provide such services.
- Work with the JCR Treasurer to fund such events and advise JCR members and College on the use of profits made from the bar.
- Represent the JCR at meetings whose agenda concerns the specific operation of the Bar.
- Endeavour to maintain a positive atmosphere and good state of repair in the Bar.
- If necessary, liaise with similar officers in nearby colleges to provide joint-college events for the benefit of St Anne’s and other college’s students.
- Maintain regular contact with the Dean and Assistant Deans keeping them informed of matters pertaining to the Bar, particularly on drink-related welfare issues.
4.3.8 FIRST YEAR AFFAIRS OFFICER
The First Year Affairs Officer shall:
- Make the JCR and Committee aware of specific issues pertaining to first years.
- Raise the profile of the JCR among the Freshers and assist in ensuring the Freshers understand the purpose of the JCR as quickly as possible.
- Assist with the organisation of Freshers’ week (see section 5).
- Be elected from the Freshers at the end of Michaelmas term as per the specific procedure laid down in the Elections Schedules for this post (consult item 3a of section 7.2).
4.3.9 CAREERS AND DEVELOPMENT REPRESENTATIVE
The Careers and Development Representative shall:
- Advertise University-wide careers events within college.
- Serve as the point of contact between the University Careers Service and the College.
- Work with the Careers Service to provide services to students, such as Careers Clinics.
- Promote the use of the St. Anne’s Careers Database which became accessible at the end of Trinity term 2009.
- Be the student representative at the college’s Development Working Group, and work on behalf of the group to improve contact and channel information between current students and alumni.
- Amendment (TT13 W3) – Work with the College Development Office to provide a week-long programme of Careers-related events at any point during their time in office.
4.3.10 ARTS & LITERATURE REPRESENTATIVE
The Arts and Literature Representative shall:
- Encourage participation in arts activities and support arts-related clubs and individuals with interests; providing support for them to succeed and financial assistance through means of managing the Arts Fund.
- Promote the work of students involved in the arts to the JCR. provide by all means possible, St Anne’s students with the opportunity to share their artistic and creative talents with other members of the College and the wider University.
- Organise a week-long programme of Arts-related activities during her term in office.
4.3.11 SPORTS REPRESENTATIVE
The Sports Representative shall:
- Act as the first point of contact for matters regarding sports in St Anne’s, seeking to be informed on all such matters.
- Be responsible for maintaining and improving the standard of College sports facilities.
- Raise the profile of College sports and facilities available among JCR members, regulating expenditure where appropriate.
- Chair the Amalgamated Sports Club, and work with College sports captains in matters regarding this Committee’s business. She shall also attend Sports Federations meetings, ensuring that any vote for St Anne’s is used to the College’s best interests.
- Liaise with the Treasurer in regulating the use of JCR punts (and any other related services) and organise their use.
4.3.12 ENVIRONMENT REPRESENTATIVE
The Environment Representative shall:
- coordinate with College Officers to ensure maximum undergraduate involvement in efforts aimed at making the college more environmentally sustainable (recycling, energy efficiency, etcetera), and ensure that the needs of undergraduates are taken into account in the formation of such efforts.
- provide Junior representation on such matters if appropriate.
- coordinate with other Colleges in pursuing this role, through OUSU or other structures.
4.3.13 CHARITIES REPRESENTATIVE
The Charities Representative shall:
- Ensure there is a charity election in the first two weeks of Michaelmas term each year in which every member of the JCR is entitled to vote. The charity that wins this election will be the St Anne's Charity of the Year and all unspecified fundraising by the St Anne's JCR will go to this charity.
- Run at least two fundraising events of their choice in Michaelmas term, at least two fundraising events of their choice in Hilary term, and at least one fundraising event of their choice in Trinity term.
- Act as St Anne's' RAG Rep, attend the fortnightly RAG Rep meetings and publicize all Oxford RAG's events in college.
4.3.14 DUCK REPRESENTATIVE
The Duck Representative shall:
- Be a member of a previous JCR Committee, preferably Executive, who will advise the JCR Committee when appropriate. She shall give such advice in an unbiased and careful manner, ensuring that the current Committee is not subverted by a previous Committee’s attitudes, whilst seeking to maintain some continuity in initiatives taken by the JCR on a year to year basis.
- Provide representation for the ducks which visit St Anne’s from the Parks during the summer months.
- Concern himself/herself with issues pertaining to undergraduates in their final year of study. In particular, she shall liaise with the careers service to provide essential careers information to students.
- Look after a plant when ducks are not present.
4.3.15 IT REPRESENTATIVE
The Computing Representative shall:
- Provide JCR representation on all computing related issues, attending College meetings where appropriate.
- Maintain and improve the JCR website.
- Be responsible for maintaining any computing facilities owned exclusively by the JCR.
- Provide computing support services to members of the JCR.
4.3.16 INTERNATIONAL STUDENTS REPRESENTATIVE
The International Students Representative shall:
- Provide a point of contact for non-UK students
- When necessary, represent non-UK students to the JCR, OUSU and College
- Distribute relevant information to non-UK students (e.g. Societies, Language centre information etc.)
- Organise a variety of social events aimed at non-UK students within the JCR
- Concern him or herself with issues relating non-UK students in the JCR
- Should take special care of visiting students
4.4 Accountability & Rewards
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).
4.4.2 SPECIFIC REWARDS
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.
4.4.3 DISCRETIONARY REWARDS
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.
5.2 General Expenditure
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.
5.3 Inflation Adjustment
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.
5.4 Regular Payments
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.
5.5 Accounts Operated
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.
6 Affiliation & Disaffiliation
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.
II The Schedules
7.1 General Remarks
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.)
7.1.2 ELECTION SESSIONS
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.
7.1.5 RETURNING OFFICER
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.
7.2 Rules, Exclusions and Restrictions
Failure to comply with which as judged by the RO or Election Tribunal shall normally result in the candidate being disqualified from the election:
- There shall be no intimidation or financial coercion.
- There shall be no written or display material except that published by the Secretary or the RO. Only the RO and Secretary may alter or remove manifestos or other election material.
The following posts have rules or restrictions attached to them:
- First Year Officer: only first years may stand. This post may be filled by election immediately following a hust at a General Meeting, the format will be that of a secret ballot vote. The candidates must submit manifestos as usual. If this officer runs and succeeds in running for another position whose term of office overlaps with this office, then the officer must resign before taking up the new post, and must find, with the aid and consent of the Committee, a replacement from the first year to be co-opted for the remainder of this post’s term of office. This post will be elected at the end of Michaelmas or start of Hilary terms by a General Meeting or full election, and will last for one year.
- Duck Representative: only current or previous JCR Committee Officers or Executive members may stand.
- Welfare Officers: must be a male/female pair.
- Entz Officers: must stand as a pair.
The Equal Opportunities Committee:
- The Equal Opportunity rep, would be elected by the whole JCR in trinity term
- Gender, BME and LGBTQ will also be elected in Trinity term. Anyone can stand for these positions. The whole JCR will not elect these positions- they will be elected by the relevant groups- Those who self-identify as women can vote for women’s rep, those that self-identify as part of an ethnic minority can vote for BME rep, and those that self-identify as LGBTQ may vote for LGBTQ rep.
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.
7.3.1 GOVERNING BODY OVERSIGHT
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.
7.5 Following an Election
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:
- For the Vice-President, Treasurer and Secretary, the vacancy shall be filled on an acting basis by election by the Committee from among their members, and the resulting vacancy shall remain until filled by a replacement co-opted by the Committee and acceptable to a General Meeting.
- The Vice-President will take the office of President in the event of her resignation until a replacement can be elected by a General Meeting, and will act as a Retuning Officer in the event of a full election taking place.
- In the case of any other office, a replacement shall be co-opted from the ranks of the Committee, should the Committee so wish it, to serve until the time the post would normally be offered for election. Otherwise, a fresh election will be held to fill the post until the time it would normally be offered for election. All such elections will be in the format of a candidate nominated at a General Meeting, followed by winning a simple majority in a simple (yet secret) ballot held after the meeting. As such, the President will normally serve as the Returning Officer, and for these casual vacancies may relax the organisational rules laid out for full elections, if a General Meeting agrees to such steps. The option to re-open nominations always remains.
8 Fund Regulation
8.1 Welfare Spending
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.
8.1.2 Emotional Wellbeing:
The spending on emotional wellbeing shall be funded by the welfare levy and, if necessary, additional money at the discretion of the JCR Treasurer.
8.1.3 Sexual Wellbeing:
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.
8.2 Loans for Arts Productions
If a member of the JCR wishes to obtain temporary funding for an arts project, then the project will be considered if
- It has the participation of at least one St Anne’s member, and
- It is expected to raise revenues at least sufficient to cover the costs of the loan
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.
8.3 Charities Fund
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.
9 Clubs & Societies
9.1 JCR Clubs
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.
9.1.2 FINANCIAL SUPPORT
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.
9.2 Amalgamated Sports Club
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:
- The JCR Secretary receives at any one time a motion to be referred, proposed by one member (the Proposer) and signed by no fewer than 29 other members.
- A Procedural motion is passed at a General Meeting or an Extraordinary General Meeting (section 12.6.8).
- The JCR Secretary receives, prior to the first General Meeting of term, a motion on affiliation to be referred, proposed by one member and signed by no fewer than five percent of the total membership.
- In the event of situation (1) or (2), an Extraordinary General Meeting (section 3.2) to discuss the motion shall be called not more than ten and not fewer than three days after the Secretary receives the request. The usual procedures of giving previous notice shall be required for these types of motions that require such notice. In the event of (3), discussion of the motion shall take place in the first General Meeting of Trinity term. Voting on affiliation motions shall be by secret ballot in which all JCR members are entitled to vote and the results of which shall be published by the JCR Secretary.
10.2 Resolution to Hold a Referendum
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.
10.3.1 GENERAL 1
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.
10.3.2 GENERAL 2
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.
10.4 Motions Passed
Motions passed by Referendum shall be binding on all members of the JCR.
11 Disciplinary & Complaints Procedure
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:
- Rights of JCR Members have been infringed by any JCR Member(s),
- a Committee member persistently neglects her duties as provided for in this constitution,
- a Committee member deliberately contravened JCR policy, or maliciously worked against JCR interests, or did not carry out a mandate,
- or the provisions of this Constitution are broken,
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.
11.2 Censure and No-Confidence
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.
11.2.2 PROCEDURE FOR CENSURE
In the case of censure, the motion should usually resolve to censure the member by the following methods:
- Write a letter of censure to the member: the member shall receive a letter of censure written by the Committee on behalf of the JCR. If this member stands for any JCR Election, she must state at hustings that she has been censured.
- Disqualify the member from standing in JCR Elections, or for any specific JCR Election.
11.2.3 PROCEDURE FOR NO-CONFIDENCE
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.
III Standing Orders
12 Standing Orders
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:
- Financial motions containing a request for £150 pounds or more, or a change in budget allocation for the same amount, for which a quorum of forty JCR members shall be required (see section 5.2).
- Motions of affiliation or disaffiliation for which a quorum of 60 JCR members shall be required.
- Motions of no confidence or censure, for which a quorum of 60 JCR members shall be required.
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.
12.3.1 SUBMITTING A MOTION
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.
12.3.2 COMMITTEE AND EXECUTIVE MOTIONS
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.
12.3.3 FINANCE REQUESTS
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:
- The motion has been submitted in accordance with the requirements of the Constitution and Standing Orders, and a two-thirds majority of those present agree to the motion being included in the agenda.
- The motion has been submitted as an emergency motion.
12.4 Emergency Motions
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 subject matter of the question must relate to the Committee member’s duties under the Constitution.
- The Secretary shall ensure that the question is passed on to the appropriate member as soon as possible.
12.6 The Chair & Procedure
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.
12.6.2 ORDER 1
The Chairperson shall ensure that the meeting is in order at all times.
12.6.3 ORDER 2
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:
- The Chair will invite either of the Proposer or Seconder to speak on the motion.
- The Chair will ask for a speech in opposition from the floor.
- A second speech for the proposition may follow, from any of those present with the Proposer and Seconder’s consent.
- A second speech in opposition may follow from the floor.
- Questions of a brief factual nature will be put to the proposers, through the Chair, from the floor. The Chair may disregard a question which does not conform to being brief and factual. The proposers must respond accordingly.
- Once questions have been exhausted, or any of those present proposes the special procedural motion of “Move to debate” and its subsequent passing by simple majority, the motion will move into debate, where anyone may speak on the motion when invited to by the Chair.
- Debate terminates with either the passing of an appropriate procedural motion from those listed below or following an exhaustion of speeches. The motion will then normally be voted on.
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:
- The Chair shall inform the meeting that abstentions will effectively count against the motion and shall offer anyone wishing to abstain the right to leave the room before the vote is taken.
- A count shall be taken of all those in favour of the motion.
- A count shall be taken of all those against, and of all those present who did not vote.
- If the number of those in favour is two-thirds or more of the total then the motion is carried.
For a member of the JCR to vote by proxy, they must inform a member of the executive committee, in writing, before the meeting.
12.6.8 PROCEDURAL MOTIONS
There shall be the following procedural motions:
- “That the question shall be put” or,
- “That the meeting shall move to a vote”.
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.
- “That the question not be put” or,
- “That the motion shall fall”.
The Proposer of the item concerned shall have the right to speak in opposition.
- “That the question be remitted to a Committee”;
- “That the item be discussed in camera”,
Any other item relating to the procedure of the meeting. Motions under these two shall be debated as though they were ordinary motions.
- “That the motion is referred” or,
- “That a referendum be taken on this motion”.
- “That the vote be taken by secret ballot”.
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.
12.8 Appeals Against Passed Motions
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.
13 Amalgamated Sports Club Funding Procedures
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.
13.2 Fund Allocation Procedure
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.
- ‘Necessary expenditure’
- Referees fees for competitive events involving JCR Sports Teams.
- Compulsory Insurance (e.g. Rugby Personal Injury Insurance)
- League and Cuppers Entry fees.
- Kit washes.
- Nominal amounts for essential Sporting equipment/activities (of no more than £20)
- ‘Blues expenditure’
- Any expenditure regarded as essential for participation of individual, or groups of, college members in all sports officially recognised as ‘Full Blue’, ‘Discretionary Full Blue’, ‘Half Blue’ or Extraordinary Blue’ by the Oxford University Sports Federation.
- Any expenditure regarded as essential for participation of individual, or groups of, JCR members in other sports classed as ‘University level’ by the Sports Rep.
- ‘Extraordinary expenditure’
Any expenditure not covered under ‘Necessary expenditure’ or ‘Blues expenditure’; including, but not limited to:
- New kit
- Sports equipment costing over £20
- Extraordinary funding support
- ‘Funding claim’ - Any claim made against the ASC for funding of St Anne’s JCR Sporting affairs.
- ‘JCR Sports Team’ - A team representing the College in a formal competitive structure within the University.
- ‘ASC Committee’ - The body responsible for the formulation of decisions regarding ASC expenditure; comprising the JCR & MCR Sports Representatives, JCR & MCR Treasurers, JCR & MCR Presidents and the Boat Club President and Treasurer. The JCR Sports Representative should act as Chairperson and the minutes should be written by the MCR Sports Representative. There shall also be representation from Senior members of College in the form of the College Treasurer and the College Sports Fellow.
The ASC Committee shall meet three times per year, once per term. The date and time of each ASC Committee Meeting must be announced by the Sports Rep at least one week before the time at which the meeting is scheduled to take place. The Captains of the colleges Sports Teams are to be invited to one of these meetings, though attendance is not mandatory. If an issue pertaining to a certain sport is to be a discussed, or a Captain wishes to raise an issue, then the relevant Captains should be invited to the ASC meeting.
13.2.2 PROCESSES UNDER WHICH EXPENDITURE IS MADE
- Necessary Expenditure
- Will be funded in full by the ASC, with nominal amounts (as under 13.2.1 (a)) determined at the discretion of the JCR Sports Rep or Treasurer.
- Funding claims must be approved by the JCR Sports Rep or Treasurer in advance of being made. If necessary expenditure is not approved in advance, the Sports Rep and Treasurer are entitled to refuse any reimbursement ensuing, even if the expenditure accords with all other conditions for funding.
- Funding claims must obtain a receipt of the full amount of expenditure, to be submitted to the JCR Sports Rep and Treasurer. If funding claims for necessary expenditure is not accompanied by such a receipt, the Sports Rep and Treasurer are entitled to refuse any reimbursement ensuing, even if the expenditure accords with all other conditions for funding.
- Blues Expenditure
- Funding Claims will be considered in a meeting of the JCR & MCR Sports Reps and Treasurers. These claims shall be reported to the final meeting of the ASC Committee in Trinity Term of each year.
- Funding claims must be defined and submitted to the JCR Sports Rep & Treasurer at least 48 hours in advance of the meeting referred to in 13.2.2(b)(i); claims must include the object/ item of expenditure, the amount of expenditure, and proof of expenditure.
- No individual shall receive more than £200 in blues funding, and available funding for blues individuals shall be awarded to those who apply at the discretion of the JCR & MCR Sports Reps and Treasurers.
- Extraordinary expenditure can be awarded at the agreed discretion of the JCR Sports Rep and Treasurer. Granted funding must then be reported by the Sports Rep at each termly meeting of the ASC Committee. If such claims are over £150, they must be considered first at a meeting of the ASC Committee before being awarded. Where financial hardship might occur with delay, such an issue may be resolved outside of the committee by email between committee members. Concerns should be forwarded to the JCR Sports Rep who will forward these to the rest of the ASC members.
- Funding proposals must be defined and submitted to the JCR Sports Rep and Treasurer; the definition of expenditure must include the object/item of expenditure, the amount of expenditure, and a brief explanation of how the expenditure will promote sport.
13.2.4 EXECUTION OF EXPENDITURE
The JCR Treasurer shall cooperate with the Sports Representative, Sports Captains and other individuals concerned to execute expenditure
13.3 The College Gym
The ASC should be used as a forum in which to discuss continued investment into the College Gym including but not limited to:
- Funds for the maintenance of equipment
- Funds for the purchase of new equipment
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.
13.4 The Boat Club
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.
14 Election and appointment of the Ball Committee
The St. Anne's Ball Committee shall consist of
- Ball President
- Ball Vice-President
- Ball Treasurer
- And any further positions created by the President of the Ball Committee as he/she deems necessary for the organisation of the ball.
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.