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Last updated Trinity Term 2013

The Constitution of Wadham College Students Union

Part I A. General B. SU Meetings C. SU Policy D. Charities & Levies E. Complaints procedure against the SU Part II F. SU Offices G. Elections H. SU Committee I. Other Committees and Representatives

Part I
A. General
1. The Students Union shall exist in order to promote the interests of, provide services for, and represent its members. 2. At the start of each academic year the SU shall automatically consist of all members of Wadham who are resident Junior, or Middle Common Room, members of the university, or members of the Sarah Lawrence program. Students shall remain members unless they choose to opt out. See A4. 3. All graduate students will automatically be members of the SU and MCR. 4. Students may opt out of the SU by informing the SU Vice President in writing. However a student who has opted out will not be able to opt back in again until the beginning of the next academic year. 5. Those who have opted out shall not be permitted to attend any SU Meetings, stand for office, vote in elections or referenda or take part in any SU political activities, but shall have continued access to the facilities provided by the SU. 6. Members of the MCR who opt out of membership of the SU shall not be considered members of the MCR, though they may continue to use the facilities provided by both the SU and the MCR. 7. An SU Defence Fund shall be set up as necessary, as according to A8-9. 8. Any member of the SU who becomes the victim of internal disciplinary or other legal measures through acting in accordance with SU policy shall have priority on the financial resources of the SU for payment of fines and legal fees through an SU Defence Fund. 9. Whether a member is acting in accordance with SU policy shall be determined by a subsequent meeting.

10. At the Second Normal meeting of Trinity Term a motion shall be brought to the SU proposing affiliation to any body that the SU wishes to affiliate to for the following academic year. 11. Voting rights at OUSU Council shall be held by the SU President, OUSU/Communications Officer, the OUSU Council Delegate(s) (see OUSU Section), the MCR Committee President and the MCR Council Representative. In absence of the SU President, the Vice President should take their vote on OUSU Council. In the absence of both the President and Vice President, or the absence of any of the other voting members detailed above, other OUSU Council Delegates may take up said voting rights in OUSU Council meetings. 12. A Club constitutes any group that receives SU recognition through this Constitution, SU meetings or meetings of the Amalgamated Clubs. SU meetings may withdraw recognition from any Club with a two thirds majority vote. 13. All officers, representatives and committees of the SU shall always act in accordance with this Constitution.


SU Meetings

1. SU Meetings exist as a free forum of discussion on any matter which a member of the SU wishes to raise with the rest of the student body. Any SU member may submit a motion or discussion point to be added to the agenda of the next SU Meeting of term. 2. There shall be at least four ordinary meetings of the SU each term. The SU Vice President shall announce all ordinary meetings at least four days in advance by email to the student body and call for the submission of motions by the student body. 3. No SU meeting shall be called outside full University term, or commence before 1.00pm or after 9.00pm. Only days of the full University term shall be counted in scheduling a meeting. 4. The quorum for any ordinary meeting shall be 30 members of the SU. Any meeting of the SU shall be opened as soon as a quorum is present. If after 10 minutes no quorum has arrived, the meeting shall not be held. At any time during a meeting, except during a vote, any member of the SU may call for a quorum count of members, and if a quorum is not present, the meeting shall be closed. 5. Except for emergency motions, procedural motions, for points of order and information and for the discretion of the chair, the order of business at ordinary SU meetings (except for the last meeting of term) shall be: a. Matters arising from the minutes of the previous meeting. b. Reports from, and questions to, Officers who have anything relevant to report. c. Motions. Firstly the first reading of Motions to Amend this Constitution, then all others. d. Discussions and Speakers e. OUSU f. Any Other Business 6. Each motion shall be summarised by its proposer and, if no objection is raised the motion shall be deemed passed. In the case of an objection being raised to that motion the

motion shall be discussed immediately. 7. Discussion of a motion shall begin with an explanation of the motion by the proposer, or, in their absence, the seconder of the motion. The motion in full must also be displayed while it is being discussed. If this is not possible, the motion must be read out in full. followed by short factual questions then open discussion among the members of the SU conducted by the chair. All speakers shall address themselves solely to the Chair. No speech shall be permitted which is not strictly relevant to a motion or amendment or to a point of order or information. It is at the discretion of the chair to order the discussion; they may allow the proposer or opposer of a motion to respond to points out of turn if it will benefit the discussion. 8. At the end of this discussion there shall be a short summing up speech in favour of and in opposition to the motion. No new information shall be introduced during a summing up speech. 9. The outcome of a Discussion, in the sense of 5d, shall not determine SU Policy, however at the end of a Discussion a motion may be proposed that captures the spirit of the Discussion and if accepted at the discretion of the chair this shall be voted upon as any other motion.

Emergency Meetings
10. An emergency SU meeting shall be called by the SU President within 48 hours of receipt of a petition of 30 members of the SU. The President shall publicise such a meeting immediately on receipt of the petition. Emergency meetings shall discuss only the specific motion or motions for which they have been called. The quorum for such a meeting shall be 60 members of the SU. The President may also call an emergency meeting at his/her discretion if an issue arises which he/she believe requires the immediate attention of the S.U.

The Chair
11. SU meetings shall be chaired by the SU Chair, except where: a. a matter of business in which they are involved or wish to speak arises. b. a motion challenging the ruling of the chair, or a motion of no confidence in the chair is proposed in which case the Chair shall be replaced by another member of the SU present. 12. The Chair may be removed permanently by a motion of no-confidence passed by two thirds of all members voting. In that event a new chair shall immediately be elected for the remainder of term. 13. The Chair only shall have the casting vote. In the event that Wadham SU owns a living tortoise or tortoises any tied vote amongst the SU will be resolved by the tortoise(s) having the casting vote. The tortoise(s) always vote for the motion due to their radical desire for change. In the event that no such tortoise is present the casting vote shall remain with the Chair. 14. Only the Chair shall be able to rule upon the conduct of a meeting or interpret this Constitution. The Chair shall be obliged to make a ruling on any matter requested of them by a point of order.

15. All motions for SU meetings shall require 48 hours notice, both by email to the student body and to the SU Vice President, except for procedural, emergency motions and discussion motions. Any motion shall require two members of the SU to propose and second it. Matters for discussion should also be publicised as much in advance as possible. 16. Motions to amend the Constitution shall be read once and deferred to the next meeting of term. A constitutional amendment must be voted on by a two-thirds majority and is effective immediately. It is the responsibility of the SU Vice President to ensure that the SU Constitution is accurately updated. 17. At the last ordinary meeting of term, items of business shall follow the same order as above except that after elections shall come motions to amend the Constitution. These shall be followed at the last meeting of Trinity Term by the Provisional Treasurers Motion and at the First Meeting of Hilary Term the Amended Treasurers Motion. 18. An emergency motion can be raised with the permission of the Chair who must rule on whether the matter has arisen since the deadline for motions. If permission is given then the matter will be immediately discussed. 19. There shall be the following procedural motions, in this order of importance, for all SU meetings: a. i. That a quorum count be taken. ii. That rules be suspended (see Suspension of the Rules, B54-61) iii. That the meeting has no-confidence in the chair. iv. That the ruling of the chair be overturned. v. That the meeting be closed. vi. That the meeting be adjourned. b. i. That a motion now be put to a vote. ii. That non SU Members be excluded from the meeting. iii. That voting be by secret ballot. iv. That the order of the meeting be changed. v. That a vote be recounted. c. i. That the matter be referred to the next meeting. ii. That a matter be referred to an officer to report back to the next meeting. iii. That the meeting note the failure of an officer or a representative to implement the terms of the Constitution or a mandate of a meeting or an assurance given to a meeting. iv. That a motion be voted on in parts. v. That speeches be limited to specific length of time for the rest of the meeting. vi. That members be allowed to speak only once on an item of business for the rest of the meeting except that: for the purposes of this clause, all amendments shall be counted as separate items; the proposer of the motion shall have the right to make a summing-up speech. 20. No Procedural Motion shall be raised during the discussion of another procedural motion unless it has a higher priority.

21. Only those present at the original vote shall be entitled to participate in the recount. All voters must vote the same way as in the original vote. 22. Discussion of a procedural motion shall be limited to a speech for and against. After this, a vote shall take place on the procedural motion, subject to B 39-43. 23. In the event of the passage of a motion under 18, c, iii above, the committee shall give due notice of, and propose a motion of, no-confidence in the officer or representative concerned at the next ordinary meeting. Any motions not discussed because of the closure of a meeting shall be referred to the next meeting. 24. Points of order shall take precedence over all other business, except that they may not be raised during a speech or during a vote. A point of order shall relate to the conduct of the debate, not refer to the subject matter and shall contain no argument. 25. Points of information shall be phrased as short factual questions or statements to the speaker. They shall not be raised during a summing-up speech. The speaker may refuse to accept the point of information. 26. An amendment to a motion may be put in at any time while the motion is under discussion. The proposer of a motion has the right to speak on an amendment. If the proposer accepts the amendment it becomes part of the motion unless any SU member wishes it to be taken to a vote. 27. If an SU member wishes the amendment to be taken to a vote, they must express this immediately after the amendment has been taken as friendly. 28. If this should occur, the resultant procedure is as follows: a. The will be one argument in favour of voting on the amendment from the person who has proposed the vote, and b. one argument against from the proposer of the motion. c. There will then be a vote on whether the Amendment should be taken to a vote. 29. If the vote on whether an amendment should be taken to a vote is passed OR If the proposer does not accept the amendment it must: a. be debated upon, in the same manner which a motion is debated on and b. be voted upon before discussion on the motion as a whole is continued. 30. If an amendment is passed, then: a. The proposer of the motion has the right to continue to propose the motion as amended. b. If they do not wish to do so, then the proposer of the amendment shall have the right to propose the motion as amended. Failing that any member of the SU may take the motion.

OUSU Section
31. The OUSU Section of the meeting is intended to allow the SU to express its option on matters related to the upcoming OUSU Council, such that the votes and points made by SU representatives at OUSU Council reflect the opinion of the SU. 32. The Communications Officer/OUSU Representative shall read out the motions coming to the upcoming OUSU Council, according to the agenda of said OUSU Council, and, if necessary, briefly explain the motions and/or their significance 33. On any item of the agenda on which no motion has been brought, the OUSU Representative shall then open discussion. This shall work in the same way as a

discussion point (see B9). 34. Representation at OUSU Council should, to the best of the ability of the representatives, reflect the outcome of this discussion, regardless of whether, subject to B9 and B36, a motion has been tabled on a matter at OUSU Council. 35. During the OUSU Section, any SU member at the meeting may propose that they attend the meeting as the OUSU Council Delegate (the third vote) 36. In the event that no one proposes in the meeting that they become the OUSU Council Delegate, SU members may contact the Communications Officer/OUSU Representative to request the third vote. The third vote may then be chosen at the discretion of the Communications Officer/OUSU Representative. This choice should, to the greatest degree possible, reflect the opinion expressed in the SU meeting. 37. The President, Communications Officer/OUSU Representative and OUSU Council delegate (or any delegate attending in place of the above) can be bound by a mandate to vote a particular way at OUSU Council. 38. In order to specifically mandate the OUSU representatives to vote in a particular way (For/Against/Abstain/any combination of these three) on a matter in OUSU Council, a motion must be brought to this effect, which will feature in the OUSU section of the agenda. 39. The format of the motion and discussion thereof shall follow the same procedures outlined above in B14-29, with the addition of the following procedural motion (the numbering of which reflects its place in the order of procedural motions): c. vii. That a proportional vote be taken 38. If the SU votes to allow a proportional vote to be taken, then this takes the place of the original proposed mandate, according to the following procedure: a. When the SU votes on the matter, the votes shall be counted and rounded up or down to the nearest third of all votes. b. Votes For represent votes for the OUSU Council motion, votes against represent votes against the OUSU Council motion, and abstentionsrepresent votes to abstain on the OUSU Council motion c. The resultant mandate on the three votes in council shall reflect the rounded proportion of votes in favour OR against OR abstaining on the motion.

39. Every motion shall be voted on immediately following the last speech on it, except where: a. It is the first reading of a constitutional amendment. b. It is a motion authorising expenditure: i. from the Charities and External Donations Fund in excess of the remaining income due to the fund during that term plus the balance of that fund at that time. ii. from any other SU account in excess of 95% of the sum remaining. iii. to SU Clubs that have not published their full accounts for the previous year to the SU Vice President and have not deposited a copy with the SU Treasurer for

inspection. c. It is a motion to elect committees or representatives that does not specify the method of their election, their terms of office, and their functions. 40. In such cases, the vote will be taken in the subsequent SU Meeting 41. All voting shall be by show of hand, unless a motion specifying that the ballot be secret has been passed. The Vice-President shall then hand out to every member present a voting paper. After the vote, the slips shall be collected and the result read out at the next convenient opportunity. 42. The passage of any motion shall require the support of a simple majority of those present and voting excluding abstentions, except the passage of: a. Motions to amend the Constitution b. Motions of no-confidence in an officer or representative c. Motions to overturn the decision of an election tribunal d. Motions to overturn the ruling of the chair 43. 42a-42d shall require the support of a two-thirds majority of all those present and voting excluding abstentions. If such a motion fails to get a two-thirds majority, then a petition of 60 members of the SU may force a referendum on the matter. Upon the passage of a vote of no-confidence in an officer or representative, they shall be deemed to have resigned

44. Meetings may run longer than it is comfortable or practical for all attendees to remain in the room without a break 45. To facilitate the welfare of attendees, regular breaks will take place in the course of a meeting, where such meetings are particularly extended. 46. It shall be the Chair's responsibility to announce a break at between ninety minutes and two hours after the commencement of a meeting, and thereafter once every hour to hourand-a-half after the end of the last non-food break. 47. At meetings where food is provided, the Chair will also announce a break when food arrives. 48. If food arrives within twenty minutes of a planned break, the food break shall take the place of a planned break, otherwise the food break stands in addition to any other break. 49. Breaks shall last a minimum of ten minutes and a maximum of twenty minutes 50. At the Chair's discretion, breaks should be called at a natural stopping point in the meeting, where such a stopping point occurs within twenty minutes of a planned break 51. Breaks should not be called so as to interrupt the flow of a discussion or motion 52. Where a discussion or motion runs over a break, the Chair shall endeavour to call a break at the earliest practical point without interrupting the flow of a debate 53. If a break is deferred for more than half an hour past the earliest break time, the Chair shall call the break at the next possible juncture

62. At the last ordinary meeting of Trinity Term, the Treasurer shall propose a Provisional Treasurers Motion, which shall contain proposals for all regular SU expenditure throughout the following academic year. The Treasurer shall propose an Amended Treasurers Motion at the first ordinary meeting of Hilary Term, which may amend the provisions of the Provisional Treasurers Motion. Each Treasurers Motion shall set aside money to be spent as authorised by the SU Committee and by ordinary SU motions for the forthcoming financial year. It shall also set aside money for the payment of affiliation fees to all bodies of which the SU is a member, provided the fee is payable from the General Account. Treasurers Motions may be amended, but must be voted on as a whole. If any Treasurers Motion is not approved by the SU, then it shall be represented at subsequent meetings until such time as it is passed. 63. Amendment to the MCR Constitution shall be conditional on the approval of two thirds of those present and voting, excluding abstentions at a full meeting of the MCR. 64. Amendments to the constitution of the Amalgamated Clubs shall be conditional on the approval of a majority of two thirds of those present and voting at a full meeting of the Amalgamated Clubs.


SU Policy
1. Policy shall ordinarily be determined by SU Meetings, however in unusual or important cases a Referendum may be called to debate a policy as determined by an SU Meeting. 2. Should any member of the SU wish to call a Referendum they shall inform the President within 5 days of the meeting in question with a petition signed by 60 members of the SU. 3. The Referendum shall be called by the president after two days and within seven days of them being petitioned. 4. The options in the Referendum shall be Yes, in favour, No, against, and Abstain. 5. The full text of the Motion in question shall be posted by email to the student body. The Vice President shall ensure that the minutes of the relevant meeting are also displayed. 6. In a referendum the outcome shall be decided by a simple majority of those voting excluding abstentions, except in cases of Motions of no confidence, Motions overturning the ruling of the chair or an election tribunal, or amendments to the constitution. In which case the outcome shall be decided by a majority of two thirds of those present and voting, excluding abstentions. 7. In matters relating to Battels discussions or other dealings with College authorities, the President and Treasurer, Housing Officer and MCR Committee President shall have the power by unanimous consent to initiate a referendum. 8. All SU Members shall be entitled to vote on any matter except that: a. only female members shall have the right to vote on any motion of no confidence in the Womens officer. b. only SU members who are full MCR members shall have the right to vote on any motion of no confidence in any officer of the MCR.


Charities and Levies

1. The SU shall hold termly levies of its membership, subject to the right of each member to

opt out by writing to the Bursary to that effect, by Friday 0th week. It shall be the responsibility of the Charities, Environment and Ethics officer to ensure all SU members are aware of the current sum of the levies. 2. The Charities & External Donations Fund a. There shall be a Termly Rota of organisations which receive termly donations of 50 or 100 from the Charities & External Donations Fund. There shall be a further Annual Rota of organisation which receive similar annual donations. Both rotas may be amended by an SU Meeting. b. SU Meetings may vote donations to any external organisation, other than for internal purposes, from the Charities & External Donations Fund, by two-thirds majority. No such donation shall exceed 95% of the amount remaining in the fund at the time of the meeting. c. The remainder of the Fund at the end of each term shall be donated at the discretion of the Charities Committee to such organisations as may be nominated 72 hours in advance of the Charities Committee meeting, which shall take place in 8th Week of each term; such nominations shall be posted on the SU Noticeboard and shall require the signatures of 15 SU members. d. Donations to external organisations, other than for internal purposes, may also be made from the SU Meetings Motions Budget; but any such donation in excess of 100, or in excess of one-third of the initial Motions Budget, or in excess of twothirds of the remaining Motions budget, shall require a two-thirds vote of an SU Meeting. 3. Those who have opted out of their subscriptions to the Charities and External Donations fund may take no part in any discussion, votes or proposition of donations concerning charities money. 4. It is ultimately the SU Presidents responsibility to act in accordance with the Charity Act 2006 and other relevant legislation


Complaints Procedure against the SU

1. Should a complaint arise, the SU Complaints Panel should be formed from three exofficers or ex-Chairs of the SU, the SU President and MCR Committee President. The SU President shall be responsible for convening the Complaints Panel. The SU President shall be Chair of the Complaints Panel. 2. This complaints panel shall deal with complaints from students who are dissatisfied with the actions of any officers, representatives or committees of the SU, or feel that they have been unfairly disadvantaged by having exercised their right to opt out. See A4 3. Complaints shall be lodged in writing to the Chair of the SU Complaints Panel, who shall convene the Complaints Panel within 48 hours. 4. The Complaints Panel shall decide whether the complaint is upheld and provide an effective remedy. 5. Interested parties shall have the right to bring a representative and also present evidence to the panel. 6. If either party is dissatisfied with the panels decision they may request that an appeal be convened. This will comprise the Chair of the Complaints Panel, the Domestic Bursar, two of the College Counsellors, the SU President and the MCR Committee President. The Appeals Panel shall convene within a week of the request and render a decision

within two weeks. The Appeals Panel shall have the power to overrule decisions made by the Complaints Panel and determine any further action necessary. 7. Should either of the interested parties remain dissatisfied with the decisions rendered, they may appeal to an independent person, appointed by the Governing Body in consultation with the SU, who shall investigate the complaints and report accordingly to the Governing Body.

Part II
F. SU Officers
1. It is the responsibility of Officers to provide such services and assistance as is required to ensure the welfare and best possible student experience of members of the SU, represent members of the SU and promote their interests to the college and other bodies. 2. There shall be 22 SU Officers, including the Chair, Sarah Lawrence Representative and MCR Representative. Each position shall be held by one person, excepting the Welfare Officers (two people) and the Entertainments (Entz) Officers (two people). 3. All SU Officers shall support other officers and representatives with any large projects they arrange, as coordinated in SU meetings and Committee meetings. 4. Each SU Officer shall have the right to appoint a sub-committee for the length of their term or a portion thereof, and delegate powers to them. Members of such a subcommittee shall be approved as a group by a motion proposed by the responsible officer and seconded by the SU President. 5. Any change to the power of an SU officer shall take effect at the next election of that officer. If a change in the powers of an SU officer shall result in more than one officer holding the same power at the same time then the power shall pass permanently to the newly-elected position. If a change in an officers powers at election shall result in no officer holding a power that they previously held those powers will remain that officers power until it is taken by a newly-elected officer. 6. The Officers of the SU shall be as listed below in descending order of rank. 7. All SU Officers shall attend all SU Meetings, and SU Committee Meetings, unless an apology be given. If no apologies are given or the apologies given are not accepted anyone may propose a procedural motion of dissatisfaction, as in Section I, B, 18, c, iii. 8. The President shall be the chief officer of the SU and shall: a. from their election be named President Elect', until the end of that term, whereupon they shall become President' and begin to perform that role b. as President Elect familiarise themselves with the running of the SU c. be an ex officio member of such committees with SU representation as SU meetings shall determine d. represent the SU and act in accordance with its interests as defined by its meetings e. assist and advise individual SU members f. ensure that all officers and representatives of the SU fulfil their Constitutional and mandated duties g. have ultimate responsibility for the administration of the SU h. Where possible attend meetings of Governing Body, OUSU Council, Liaison

Committee, the Welfare Panel, Charges Committee, Food Committee, Computer Committee, Library Committee, Amalgamated Clubs, and other relevant college committees i. coordinate with the Freshers' President and Freshers' Committee in organizing Freshers' Week j. assist the President Elect in their preparation for office k. ensure that the SU complies with the provisions of the 1994 Education Act, The Charities Act 2006 and all other relevant legislation l. write such letters as mandated by an SU meeting 9. The Vice President Shall a. from their election be named as Vice President-Elect b. assist the President wherever necessary c. publicise all SU events and SU meetings and make available information on SU services d. have responsibility for SU publications and work in conjunction with any officer that embarks on a publication e. With the Communications Officer, be responsible for the content of the Students' Union website f. be returning officer in all SU elections unless the SU Vice President resigns, by which the Chair of the SU shall take over the responsibilities of Returning Officer. g. compile the agenda for SU meetings h. call SU Meetings at least four times a term i. inform in writing or by email, officers, representatives or committees of the SU of mandates on them, or of forthcoming votes of no-confidence in them j. write such letters as mandated by an SU meeting k. at the beginning of every term ensure that the Constitution is updated to include Constitutional amendments from the previous term, and make this available to the President and record this constitution in permanent form. l. inform the College of those junior members who have chosen to opt out of membership of the SU. m. Attend relevant College meetings in place of the SU President's absence. n. minute meetings of the Complaints Panel when a complaint arises. o. Compile an SU mid-term report, detailing the work and future plans of SU Officers, each term, and action plans of all SU Officers in the term they are elected. 10. The Communications Officer shall: a. Record minutes of all ordinary SU meetings and record them in permanent form. b. act as press officer for the Students' Union c. keep and publish on the SU notice board, minutes of SU meetings and SU Committee meetings within a week of their occurrence; make the minutes available for inspection by individual members of the SU at 24 hours' notice send copies of the minutes to the SU President and to such others as an SU meeting may direct d. advertise SU Committee meetings e. at the end of each term, reproduce relevant sections of the minutes of SU Meetings in which affiliation to external organisations is agreed upon, and to communicate this along with details of the subscription fee to Governing Body and to display this information on the SU notice board

f. Maintain an active SU presence on social media including but not limited to Facebook and Twitter g. Maintain the SU online termcard h. ensure proper liaison between the SU and OUSU, and between the SU and NUS i. attend all OUSU Councils and General and NUS Committee Meetings j. exercise the voting rights of the SU in accordance with the mandates of any meeting k. ensure that if the SU sends a representative to any meeting of a body to which it is affiliated, that representative shall exercise voting rights as determined by SU meetings l. assist and advise individual SU members concerning those organisations to which the SU is affiliated m. inform SU members of OUSU Council and General Meetings and in particular shall place a copy of OUSU Council Agenda on the SU notice board prior to each OUSU Council Meeting n. publish the services and activities offered by OUSU to SU members o. be responsible for advertising the services and activities of NUS and NUS Area to SU members p. assist and advise individual SU members concerning the NUS q. Keep the SU updated on the happenings at each national conference of NUS r. In the event of the OUSU and NUS Representative failing to attend all OUSU Council meetings or to vote in accordance with SU Policy, or to fail to attend NUS without due cause or explanation, as ruled by the chair of the meeting they shall be deemed to have resigned. 11. The Treasurer shall: a. keep a regular, complete, and accurate record of all SU accounts, available for inspection by individual SU members at 96 hours' notice b. be able to report to each ordinary SU meeting how much money is available for expenditure in each account under the provisions of the previous Treasurer's Motion c. present for ratification concurrent with the Amended Treasurer's Motion, Accounts containing a full statement of income and expenditure on all SU accounts for the previous academic year d. propose the Preliminary Treasurer's Motion at the last meeting of each Trinity Term, and the Amended Treasurer's Motion at the first meeting of the subsequent Hilary Term, presenting each, once passed, to subsequent meetings of Governing Body e. ensure that no Treasurer's Motion contains provisions for illegal expenditures or projects a deficit. f. liaise with the Bursary on financial administrative matters, especially regarding subscriptions to the SU and SU items on Battels g. have available at each meeting the maximum possible expenditure permitted at that meeting. h. attend meetings of Governing Body, Liaison Committee, Charges Committee, and other relevant college committees. 12. The Welfare and Equalities Officer shall: a. make available to all SU members information regarding housing provisions offered by the College, the City Council, OUSU, NUS and any other relevant bodies

b. attend meetings of Governing Body, Liaison Committee, the Welfare Panel, and other relevant college committees c. Hold regular Welfare Surgeries to advise and assist students on welfare matters d. Attend Wadham Equalities Committee e. Represent the general views and concerns of ethnic minority students to the in general SU meetings f. Organise a delegate to attend the NUS Black Students Conference g. Attend OUSU Campaign for Racial Equality and Awareness or organise a delegate to do so h. investigate the position of minorities with regard to admissions and in doing so, act with and then through the Target Schools Committee i. publicise issues and events both within the University and the city and in the rest of the country. j. Represent the general concerns of disabled students k. Organise a delegate to attend the NUS Disabled Students Conference l. Attend OUSU Disability Action Committee. m. To compile an opt-out list of names not to be included in Wadwords and check that said names do not appear in Wadwords prior to its termly publication within the terms of the original motion. n. Promote sexual-health and sexual consent awareness for Wadham Students o. Provide welfare amenities 13. The MCR Committee President shall: a. attend meetings of Governing Body, Liaison Committee, the Welfare Panel, Charges Committee, Graduate Provisions Committee and other relevant college committees b. provide information to the SU on issues and concerns arising within the MCR, and vice versa and ensure graduate representation on Food Committee, Library Committee, Computer Committee and at NUS and OUSU general meetings and conferences c. assist other members of the SU Committee in fulfilling their obligations to MCR members d. inform the SU termly of the financial status of the MCR e. inform the SU of entertainment's and social events run by the MCR, open to all SU members. 14. The Women's Officer shall: a. have overall responsibility within the SU to represent women and the interests of women, so that they may participate as fully as they wish, in university and SU life, without fear of offence, intimidation or discrimination b. attend OUSU Women's Campaign c. maintain and co-ordinate the use of the Women's Room d. ensure the provision of sufficient sanitary protection, contraceptives and pregnancy testing kits at all times, to be stored in the Women's Room e. provide information on all services available to women in Oxford and nationally f. liaise with the women's tutor regarding tutorial problems g. attend meetings of the Welfare Panel and other relevant college committees. 15. The Food, Amenities and Housing Officer shall: a. monitor the provision of food in college and the views of students on this provision.

Take comments to Food Committee meetings and follow up proposed changes. Deal with other matters related to food in College b. represent the Student Union in Health and Safety Committee meetings c. attend Liaison Committee Meetings d. work with College to achieve a well-run bicycle shed e. administer the SU lockers. f. manage the SU shop. g. maintain and replace furniture in the Junior Common Room and any new amenities that are decided upon in an SU meeting. h. make available to all SU members information regarding housing provisions offered by the College, the City Council, OUSU, NUS and any other relevant bodies i. attend meetings of Governing Body, Liaison Committee, and other relevant college committees j. be responsible for organising in a fair and democratic manner the Room Ballots. k. hold regular Housing Surgeries' to advise and assist students on welfare and housing matters. 16. The Technical Officer shall: a. represent Students in matters relating to College's provision of computer facilities and attend any Computer Committees b. maintain the provision of photocopying services in college c. maintain and administer the SU's technical equipment d. research into and report back on the feasibility of the provision of new amenities to students when such issues arise, particularly with respect to the allocation of Sarah Lawrence grants to the SU e. Organize the setting up of technical equipment at Bops and SU events. f. To maintain and replace any tech amenities. g. Represent Students in matters relating to College's provision of computer facilities and attend any Computer Committees. h. Ensure that the Wadham SU Website is updated and maintained, with the Vice President and Communications Officer (who are responsible for the websites content) 17. The Access Officer shall: a. compile, edit and produce the Alternative Prospectus and ensure its availability by the end of Hilary term, and organise its distribution b. work towards achieving a fair and unbiased admissions system to Wadham College c. compile and provide statistics and information relating to Education and Admissions issues for SU Committee members and other interested members of the SU d. liaise with the Target Schools' scheme representative and with representatives of other similar schemes e.g. admissions working party and academic affairs. e. assist the Welfare Officers and the Academic & Careers Officer in matters relating to the academic welfare of Wadham students f. Participate in the work of the Oxford Access Scheme g. help co-ordinate the hosts during the Michaelmas term interview period. h. Assist the Wadham College Access and Admissions staff in the coordination of Access events, both hosted at Wadham and elsewhere i. Assist in the training and coordination of the Student Ambassadors.

18. The Academic & Careers Officer shall: a. Provide advice and support to Wadham Students on academic and career related matters b. Organise and promote career related events and workshops c. Represent the academic interests of students to college on the relevant committees d. Arrange for regular academic feedback sessions e. Keep students updated on OUSUs work in promoting students academic interests, and any events or opportunities offered by OUSU related to career development or academic representation 19. The Charities, Environment and Ethics Officer shall: a. keep a regular and accurate record of all charities accounts and present these to the bursary each term b. publish accounts termly c. keep a rota of charities regularly supported by the SU for inclusion in the next 3 Charities and External Donations Meetings, any change in this rota to be determined only by a full SU meeting d. Hold a Charities nominations meeting each term, and ensure nominations for charities are handed in no later than 24 hours before the meeting, to be signed by 8 SU members. e. oversee all deposits and withdrawals from the Charities and External Donations Account and act as an administrator for the decisions of the Termly Charity and External Donations meeting, subject to clause E34 f. Oversee and be responsible for the provision and maintenance of recycling facilities g. Attend all OUSU Environmental Committee meetings h. Inform SU meetings of OUSU Environmental Committee campaigns and activities i. Help organise relevant campaigns j. Ensure that Wadham maintains its Fairtrade status. k. Be responsible for organising or supporting the organisation and publicising of charity fundraising events 20. The International Officer shall: a. represent the interests of overseas students on the SU Committee b. liaise with the Welfare Officers and other relevant SU Officers in the interests of overseas students c. organise events and other activities for and with overseas students d. work to encourage the integration of overseas students into the student body, whilst promoting the importance of their cultural values 21. The Entertainments (Entz) Officers shall: a. arrange social events and concessions for SU members subject to the decisions of SU meetings b. compile jointly with the Bar & Social Officer a social diary on an ad hoc basis. c. keep regular account with the SU Treasurer of all income and expenditure relating to social functions d. With the Entertainments Committee, ensure that SU facilities are properly prepared for functions and returned to their previous state afterwards e. chair Entertainments Committee meetings and coordinate the Entertainments Representatives

f. assist and organize the clearing up after every SU social function g. Ensure that the song Free Nelson Mandela by the Special AKA is played at the end of every bop. 22. The Bar & Social Officer shall: a. liaise with the college authorities, subject to the decisions of SU meetings, on all matters concerning the bar b. publicise SU events in a social diary to be compiled jointly with the Entertainments Officer at the beginning of each term c. maintain all equipment used for the purpose of entertainment's for the SU d. jointly with the Entertainment's Officer and Entertainments Committee ensure that SU facilities are properly prepared for SU functions and returned to their previous state afterwards e. work with college to ensure that the Licencing Act 2003 and all relevant legislation is adhered to at student run events f. ensure the publication of Wadwords every term. g. To ensure that people who have opted out of Wadwords on the list given to the Bar and Social officers by the Welfare and Equal Opps officers are not included in Wadwords. 23. The Sarah Lawrence Representative shall: a. send a fortnightly newsletter to all Sarah Lawrence students, informing them of information relating to SU events and campaigns b. produce a fortnightly report for the Director of the Sarah Lawrence programme, to ensure effective liaison between the SU and Sarah Lawrence students c. ensure that Sarah Lawrence students are effectively represented on the SU Committee d. work to encourage the integration of Sarah Lawrence students into the student body 24. The LGBTQ Officer shall a. Oversee the welfare of Wadham's LGBTQ students b. Represent the views of LGBTQ students to the SU and college authorities c. Liaise with Entertainments Committee and any other relevant SU Officer on the organisation of Queer week d. Attend OUSU LGBTQ meetings 25. The Arts Officer shall: a. arrange a meeting to consider funding applications for arts productions in eighth week of every term; b. deal with any outstanding loans; c. coordinate Arts Week and appoint a sub-committee as they deem necessary, in accordance with F5. d. ensure that the allocation of funds is conducted in a fair and democratic manner and that any funds are used for the purposes that were approved by the meeting; e. act as a representative to any external university arts societies/organisations and an internal point of contact for students and college arts societies; f. publicise weekly arts related events and information including auditions, plays, concerts etc.; g. coordinate intercollegiate arts events including drama cuppers and dance cuppers. 26. The Sports Officer shall:

a. act as a representative to any external university sport societies/organisations and an internal point of contact for students and college sport societies; b. publicise weekly sport related events and information including tryouts, matches, etc.; c. aid college sport societies' in general, including helping to coordinate intercollegiate events, help to organise freshers' fair, overseeing the maintenance of college equipment; d. arrange a meeting of the full committee of the Amalgamated Clubs for the second week of every term; e. advertise the Full Meetings of the Amalgamated Clubs by e-mail to the Student body and by posting on the Clubs and Societies Notice board in the JCR Foyer at least a week in advance of the meeting; f. only accept claims for funding received at least twenty four hours before the next Full Meeting of the Amalgamated Clubs, submitted by pigeon post and signed by a President, Secretary, Treasurer of a Wadham Club or society, or any such person that is recognised by the Sports Officer as being responsible for submitting a bid; g. take the minutes of Amalgamated Club meetings and distribute these to all Club representatives prior to the succeeding meeting; h. make minutes of any one of the last three previous Full Meetings available to any SU member within forty-eight hours' notice; i. keep details of the income and expenditure of Amalgamated Clubs and advise SU members of these details; j. fulfil other duties required of them by Amalgamated Clubs' terms of reference; k. be mandated to ensure that the allocation of Amalgamated Clubs funds is conducted in a fair and democratic manner; l. ensure that any funds allocated are used for the purposes that were approved by the meeting; m. attend meetings of the Executive Committee of Amalgamated Clubs. 27. The SU Chair a. The SU Chair is elected at the last ordinary meeting of every term, except for the election of a Chair for Michaelmas term, which will take place at the end of the first ordinary meeting of Michaelmas term. b. the SU Chair must chair all ordinary SU meetings c. the SU Chair must act in accordance with Part 1 of the SU Constitution and is given the ultimate responsibility for its interpretation. d. the SU Chair cannot debate a motion unless he forfeits his chair to another SU member present. e. The SU Chair has the casting vote, subject to B13. 28. The Tortoise Officer: a. In the event that Wadham SU owns a real tortoise or tortoises a tortoise officer will be elected annually. The tortoise officer will be mandated to: b. Provide adequate care for our reptilian comrade(s) during the term and vacation or make alternative arrangements to that effect. c. Organise regular opportunities for students to visit the tortoises d. To enter the tortoise(s) if they are fit and well into the annual Corpus tortoise fair.

G. Elections
1. The terms of officers and representatives shall expire at the end of the full university term in which their successors are elected. 2. Elections will be held for the following positions in the following terms: a. Elections for Technical Officer, Welfare Officers, Communications Officer/OUSU Representative, Welfare Representatives, Academic & Careers Officer, and Womens Officer shall be held in Michaelmas term b. Elections for Arts Officer, Bar & Social Officer, Entertainments Officer, Freshers President, Freshers Committee, Tortoise Officer, Entertainments Representatives, and Bar & Social Representative shall be held in Hilary term c. Elections for President, Vice President, Treasurer, Access Officer, Food, Amenities & Housing Officer, Sports Officer, LGBTQ Officer, International Officer and Charities, Environment & Ethics Officer, Food, Amenities & Housing Representatives shall be held in Trinity term 3. It shall be the responsibility of the Returning Officer, subject to G2, to determine the week in which the elections for any particular officer are held. 4. It is preferable that each officer shall hold their position for the maximum term of a year. However in the event that an officer wishes to stand down before their term of office is up, they may do so, and an election for their position shall be held in the following week (see G6) Following this, the next election for that position shall be held in the normal term as laid out in G2. 5. Should an officer feel unable to hold their position until the next election session, or in the event of an officer having a motion of No Confidence in them passed, or a post not being filled in the normal manner because of lack of candidates, a RON vote or a call for a re-poll then an election shall be held every subsequent week until the office is filled. 6. All members of the SU shall be entitled to vote in elections, except that only female members may vote in an election for the Women's Officer, and that only full or associate members of the MCR may vote in an election for the MCR Committee President. 7. The Vice-President shall be the Returning Officer in all elections except that The SU Chair shall take the place of the Vice President in the event of an objection to them being made. 8. The Returning Officer shall: a. Publicise the posts for election that term as early as possible. b. Ensure that the election is run fairly. c. Conduct the counting of votes and invite scrutineering by any member of the SU d. Be responsible for the publication of the election results by email to the Student body. 9. To nominate themselves for an office a candidate must submit a declaration of their candidacy, signed by themselves and 10 other members of the SU by the deadline as determined by the Returning Officer. This deadline should be at least 36 hours before the starting time of the election. Candidates for the post of Women's Officer may only be nominated by female members of the SU. Each member may only nominate one candidate for each post in any election. Any subsequent nominations by that member shall be deemed invalid. 10. There shall be a re-open nominations (RON) candidate in all elections to posts of the SU

Committee. If this candidate is elected there shall be a re-poll (see G6). If this is an election where multiple positions are available, and the RON candidate wins one of the positions, that position and all those below it on the ballot (i.e. all those elected with fewer votes than RON) shall be reopened. Only those with a higher vote share than RON are elected. 11. The post of Women's Officer may only be held by a woman. 12. When voting in an election SU Members shall rank the n candidates from 1 to n in order of preference. 13. The electoral system used in all elections shall be that of Single Transferable Vote (STV'), also known as preferential voting. The regulations to be used are those used in the mivoice voting algorithm, which were the latest regulations published by the Electoral Reform Society as of 1997. These regulations can be found at the following link. http://www.crosenstiel.webspace.virginmedia.com/stvrules/index.html. 14. In the event that the SU discontinues its use of mivoice, a constitutional amendment must immediately be tabled by the Returning Officer, seconded by the SU President, to establish new rules for the electoral system used in SU elections. 15. Polling in all elections shall take place online between 8:00 a.m. and 8:00 p.m. on the Friday of the week of the election. 16. In any election candidates will be requested to answer questions in hustings, to be held the day prior to the election. Hustings for the post of Women's Officer shall be held in the presence of women only. Hustings shall be publicised by the Returning Officer at least 24 hours before they are held. 17. Candidates may produce a manifesto of not more than 200 words to be placed on the SU Noticeboard and by the ballot box on the day of polling. Each candidate may also put up, up to 20 A4 posters, which shall contain no comments directed at other candidates, at the Returning Officers discretion 18. An election for President shall be as normal except that candidates may submit manifestos of not more than 500 words. 19. The Vice President shall ensure all manifestos are emailed to the student body no later than 24 hours prior to the election, and that links to all manifestos are displayed alongside the candidates name on the online ballot. 20. The following shall be offences on the part of the candidate: a. bribery or intimidation of an elector b. incitement of any person to impersonate somebody else for the purpose of voting more than once or to vote more than once c. the appropriation and use by any means of another SU members voting code d. the commission of any of the above listed offences by a person acting on behalf of, or with the connivance of, a candidate. 21. Complaints or allegations of offences shall be made to the Returning Officer within 48 hours of the close of the poll. 22. After the receipt of such a complaint or allegation, the Returning Officer shall call a meeting of the Election Tribunal within 96 hours of the close of the poll, and communicate this to the two parties in question. 23. The Election Tribunal shall consist of three Officers, ex-Officers or ex-Chairs of the SU as nominated by an SU Meeting following the receipt of a complaint or allegation. The Returning Officer, candidates and nominees shall not be eligible to serve on the Tribunal.

In the event that one of the three originally nominated to serve on the Tribunal becomes a candidate or nominee, the vacancy shall be filled by means of an election to be held at the next SU Committee or General Meeting. 24. 24 hours' notice of the of the Tribunal shall be given to the parties in question where each side shall have the right to put their case, evidence from other sources may also be sought or heard. 25. The Tribunal shall have the power to order a re-poll. 26. The Tribunal shall present a full report of its findings to the SU Committee and to the two parties in question. 27. All rulings of the Election Tribunal shall be binding, subject only to appeal to an SU Meeting. 28. In the event of a tie in any elections, the tie shall be resolved by a re-poll when the candidates cannot settle the matter by mutual agreement.


SU Committee
1. No-one shall hold two or more posts on the SU Committee at any one time. If a person holding a post on the SU Committee wishes to run for another post on the SU Committee before their full one year term has expired, they must resign from the post that they are currently holding by posting a notice of resignation on the SU noticeboard. The post that they currently hold will be deemed vacant and will be opened for re-poll for any member of the SU to stand for, in an emergency election. If more than one person holds this post, they are all deemed to have resigned in this event, but are eligible for re-election in this re-poll. A person elected in a re-poll will hold the post for the remainder of the term of office and not the length of the full academic year. 2. Only one person shall hold an SU Committee post at any one time, except the positions of Welfare Officer, which shall be held by 2 persons at any one time, and Food, Amenities and Housing Officer, which shall be held by 2 persons at any one time. 3. Under the following circumstances, the functions ascribed to one officer of the SU Committee shall be ascribed to another: a. if the Presidency falls vacant, then that post shall be filled, until an election can be held, by the Treasurer. If the Treasurer is unwilling or unable to fill the post, it shall be filled by the next highest ranking officer to the President. b. If any other office other than Presidency falls vacant, then the Vice President shall invite any SU Officer to put themselves forward to fill the post, until an election can be held. If no Officer is able to fill the post, the next highest ranking officer after the vacant position shall fill the post. c. officers may, for a specified period, by mutual agreement and with the permission of the SU Committee, delegate responsibilities to each other d. In the event of the Communications Officer being absent from any SU, or SU Committee, meeting, the Vice President shall take the minutes. In the event of the Vice President also being absent from any SU, or SU Committee, meeting, the next highest ranking officer shall take the minutes. e. in all events, and subject to (a) and (c) above, the functions ascribed to the SU President in the Constitution of any body to which the SU is affiliated, shall be exercised by the OUSU Representative. 4. The President may call an SU Committee meeting, any time at their discretion, provided

5. 6. 7. 8.

48 hours notice is given. SU Committee meetings shall be chaired by the highest ranking officer present. All matters of dispute at Committee meetings shall be decided by a simple majority of those present, the chair only having the casting vote. No member of the SU Committee shall enjoy remuneration for performing a Constitutional duty. No SU Officer or Representative shall benefit from a privileged position on the room ballot.


Other SU Committees and Representatives

1. All Officers and Representatives of the SU shall be members of the SU. 2. There are the following SU Representatives. Their role is to support the officer(s) with which they are associated. Specific duties of each role are enumerated in I3 below: 3. a. Freshers Representatives (x5): elected in Hilary Term by the same election process as SU Officers to assist the Freshers President in organising Freshers' Week, and help coordinate other SU Officers in assisting with Freshers Week. b. Entertainments Representatives (x3): Elected in Hilary Term to assist the Entz Officers in the organising and setting up of bops and other events c. Welfare Representatives (x2): Elected in Michaelmas Term to assist the Welfare Officers in provision of welfare and support for Wadham students. d. Bar & Social Representative (x1): Elected in Hilary Term to assist the Bar & Social Officer in the organisation of events and provision of drinks for major events such as Wadstock and Queerfest, as well as in liaising with the college on matters pertaining to the bar. e. Technical Representative (x1): Elected in Michaelmas Term to assist the Technical Officer in setting up of events and provision of equipment as appropriate. f. Food Representative (x1): Elected in Trinity Term to assist the Food, Amenities & Housing Officer on matters relating to Food in College. g. Amenities Representative (x1): Elected in Trinity Term to assist the Food, Amenities & Housing Officer on matters relating to College Amenities h. Housing Representative (x1): Elected in Trinity Term to assist the Food, Amenities & Housing Officer on matters relating to Housing. 4. Other than the SU Officers and Representatives, there shall be representatives and other committees as determined by an SU meeting, subject to F5. 5. The following are the committees and other representatives of the SU: a. Complaints Committee: Elected as required, comprising three SU Members and the SU and MCR Committee Presidents unless any of those concerned is the subject of a complaint. b. Entertainments (Entz) Committee: Entertainments Officer, Bar & Social Officer, Technical Officer, Bar and Social Representative, Technical Representative, and Entertainments Representatives. Chaired by the Entertainments Officer, who shall call meetings as required. c. Freshers Committee: Freshers' President (see I5d), SU President and five Freshers' Representatives. Chaired by the Freshers President, who shall call meetings are required.

d. Freshers President: To be elected in Hilary Term by the same process as Officer elections. e. Welfare Committee: Welfare and Equalities Officers, Womens Officer, LGBTQ Officer, International Officer, and Welfare Reps. Chaired by the Welfare and Equalities Officers, who shall call meetings as required. f. Food, Amenities & Housing Committee: Food Rep, Amenities Rep, Housing Rep, and Food, Amenities & Housing Officer, who shall call meetings as required. g. OUSU Council Delegate: shall be appointed by the SU Meeting or by the Communications Officer/OUSU Representative before each Council, subject to B3435. h. SU Chair: To chair meetings of the SU. Elected for one term at the last meeting of each term. No member of the SU Committee may stand for or hold the position of SU Chair unless no other nominations are received.