Constitution

THE CONSTITUTION OF THE STAPELDON SOCIETY
EXETER COLLEGE, UNIVERSITY OF OXFORD

PART I: GENERAL AND COMPLIANCE
Article 1: Name and Status of the Society
(a) The name of the Society shall be the “The Stapeldon Society” (“the Society”)
(b) The object of the Society is to promote the interests and welfare of, and social activities
among, its members, and to represent the interests of undergraduates of the College to the
Governing Body of the College (“the Governing Body”);
(c) The Society is a charity, and is exempt from registering as such under schedule 2 of the
Charities Act 1993;
(d) It shall consist of all Junior Members of Exeter College (“the College”), subject to Part II of
this document (“the Constitution”), and shall be the recognised body of such members of the
College in dealing with all College and University authorities and with other student bodies.
(e) The Society is a Student Union under section 20 of the Education Act 1994 (“the 1994 Act”),
and as such:
(i) the provisions of this Constitution are to be reviewed by the Governing Body of the
College, in accordance with section 22(2)(b) of the 1994 Act; and
(ii) the Society shall adhere to the other requirements to be observed in relation to
Student Unions under section 22 of the 1994 Act.
Article 2: Application and Interpretation of the Constitution
(a) This Constitution is applicable to and binding upon the Stapeldon Society;
(b) All other constitutions and constitutional amendments that have been passed by the Society
previously are hereby superseded and of no further effect;
(c) The Secretary of the Society shall be the interpreter of this Constitution;
(d) Any member of the Society may overturn any ruling of Secretary upon obtaining the support
of a two-thirds majority vote at a quorate General Meeting or in a quorate referendum; and
(e) Under this constitution, the words, “man”, “woman”, and any related gendered terms, will
be defined as including those who identify fully or partially as having that gender.
Article 3: Affiliation of the Society
(a) In accordance with sections 22(2)(j)-(l) of the 1994 Act, the President shall:
(i) give notice of the name of any organisation affiliated to, and any subscription paid or
donation made to it, to the Governing Body and all students of the College;
(ii) annually publish a report to the Governing Body and all students of the College
listing the same information as above; and
(iii) review and approve any affiliation on an annual basis.
(b) At the final General Meeting of Trinity Term, the Society shall vote to affiliate to
(i) the Oxford Student Union (“Oxford SU”); and
(ii) the National Union of Students (“the NUS”).
(c) The Society shall be responsible for the subscriptions of those Junior Members who are not
members of the MCR, but the MCR shall be responsible for its own subscriptions to these
bodies.
(d) The Society shall not affiliate itself with any political party unless given the approval of every
member of the Society.
(e) In order to comply with its legal requirements as a charity, the Society shall not donate
money to any political party, regardless of the wishes of its members.
Article 4: Media Interest in the Society
(a) All media interest in the Society and any of its members should be notified to the relevant
College Officer.
(b) This is not intended to prevent contact with the media, but to ensure that advice is available
in circumstances where it may be helpful.
PART II: MEMBERSHIP
Article 5: Ordinary Members
(a) The following shall be qualified to be Ordinary Members of the Society:
(i) All student members of the College, except those who are enrolled to study for a
higher degree or diploma of the University;
(ii) This includes students who otherwise would qualify under (a)(i) but have suspended
their studies; and
(iii) This includes Williams College students on the Williams-Exeter exchange.
(b) Those qualified to be members under this Article shall be hereafter referred to as “Ordinary
Members”.
(c) All persons qualified for membership under this Article shall be members without election
unless they choose to opt out of membership under the provisions of the Education Act 1994.
Article 6: Honorary Members
(a) The Society is empowered to elect, by simple majority vote of those present at a General
Meeting, Honorary Members, who may attend General Meetings of the Society, but may not
vote or hold office.
(b) Honorary Members must attend the meeting at which their membership is being voted on,
unless given special exemption by the President.
(c) Honorary Members may be stripped of their membership by a simple majority vote at a
General Meeting of the Society.
Article 7: Withdrawal of Membership
(a) In accordance with section 22(2)(c) of the 1994 Act, any member may withdraw from
membership by writing to the Sub-Rector of the College (“the Sub-Rector”), and they should
not be unfairly disadvantaged, with regard to the provision of services or otherwise, by
reason of their having done so.
(b) Any Junior Member of the College, regardless of whether they are a member of the Society,
shall therefore have full access to the Junior Common Room and the other facilities of the
Society.
(c) Withdrawal will take effect from the beginning of the Michaelmas Term following receipt of
notice of withdrawal by the Sub-Rector, except that if received in Michaelmas Term by
Saturday of Second Week it will take effect immediately.
Article 8: Rights of Membership
Any Member of the Society shall have the right to:
(a) view the minutes of all meetings relevant to the Society;
(i) Every executive officer shall ensure that the minutes of Meetings they are required to
attend in accordance with Article 14 are made available upon request.
(b) review any records that have been created and held by the Society;
(i) If any member of the Society wishes to be removed from any records that have been
created and held by the Society, they may do so by written mandate to the President.
(c) view all correspondence which the President receives, by virtue of their position, from any
University body or college upon request;
(i) If such correspondence is marked ‘private and confidential’, or contains words to that
effect, it shall not be available for viewing without the prior written consent of its
author.
(d) stand for election, and hold office in accordance with the procedures laid down in the Articles
under Part V of this Constitution.
Article 9: Rules for use of Society Rooms
(a) The rooms occupied by the Society are:
(i) The Junior Common Room (“the JCR”)
(ii) The General Common Room (“the GCR”)
(iii) The Kitchen
(b) The rooms occupied by the Society are an integral part of College property which are put at
the disposal of the Society but remain the responsibility of the College to maintain;
(c) The Society recognises that they have a responsibility to treat the rooms with care, and
protect the fabric and contents of the rooms from damage;
(d) There shall be no smoking in any of the rooms occupied by the Society; and
(e) The Society may not commission any maintenance or redecoration work in the rooms, or
install fittings, without the explicit consent of the relevant Officer of the College.
PART III: MEETINGS OF THE SOCIETY
Article 10: Administration of Meetings of the Society
(a) There shall be four General Meetings of the Society in each full term;
(b) An Extraordinary Meeting of the Society may be called:
(i) by the President on the instruction of the Executive Committee; or
(ii) on the production of a written request to do so, accompanied by the signatures of ten
members of the Society;
(c) The Secretary shall give reasonable notice of any General or Extraordinary Meetings
(“Meetings of the Society”) and their agenda;
(d) Motions should be submitted to the Secretary at the time advertised by them;
(e) Emergency Motions may be submitted after this deadline at the discretion the Secretary;
(f) The Chair shall be taken by the President or, in their absence, in order: the Vice-President, the
Treasurer, or other members appointed by the President as necessary;
(g) The Chair shall:
(i) Decide priority of speaking;
(ii) Have the right to exclude a member from voting for disruptive conduct;
(iii) Relinquish the chair, should they be in a position of conflict of interest in a debate;
and shall
(iv) Have sole and final authority on all matters of order and have the casting vote.
(h) The Secretary shall take the minutes and record the votes.
Article 11: Procedure of Meetings
11.1 Motions
The following shall concern motions:
(a) A motion requires a proposer and seconder who are full members of the Society;
(b) The proposer or seconder of a motion shall have the right to begin the debate on the motion
with a speech, before the debate passes to the floor;
(c) Once the Chair is satisfied that no new or useful information remains to be offered to debate,
the Chair may propose that a motion be put to a vote;
(d) The Chair has the right to set a time limit to both speeches and debates on any given motion;
and
(e) Subsequent to an inquorate meeting, the Secretary will bring a motion to ratify the decisions
of the last meeting, unless any were voted on under Article 12. If the motion to ratify is
rejected, each motion will be voted on individually at the next meeting, unless time-sensitive
or of sufficient importance to fulfil the criteria under Article 12.
(f) Subject to Article 11.2 the affirmative vote of a simple majority of those present and voting
shall be required to approve a motion.
11.2 Voting
The following shall concern voting:
(a) The quorum shall be twenty-five Members of the Society, except for Constitutional
Amendments, where it shall be thirty-five;
(b) Voting shall take place by secret ballot, except in the case of amendments, where it shall be by
show of hands; and
(c) Guests may be invited, at the discretion of the Chair, to speak at Meetings, but only Ordinary
Members can vote.
11.3 Procedural Motions
The following shall concern Procedural Motions:
(a) The following motions may be put at a Meeting by any member except the Chair:
(i) That a quorum count be held.
(ii) No confidence in the Chair. The affirmative vote of a two-thirds shall be required for
the Chair to vacate their position for the remainder of the meeting.
(iii) That a committee member be censured. This shall require a two-thirds majority to
pass.
(iv) That the meeting be temporarily adjourned for a specific period of time.
(v) That a motion be deferred to the next General Meeting.
(vi) That a motion or amendment shall be voted in parts.
(vii) That a motion or amendment be put to a vote, after any final points have been raised
at the discretion of the Chair.
(viii) That the motion or amendment not be put to a vote.
(ix) That the motion be adjourned.
(b) Procedural motions shall be considered points of order and may be put to the Chair at any
time. The Chair shall be obliged to hear any procedural motion put, and thereafter call a vote
before returning to the previous business; and
(c) The Chair may disallow all procedural motions except No Confidence in the Chair if they
judge them to be being put consecutively in a manner such as to disrupt the meeting.
11.4 Amendments
The following shall concern amendments to motions:
(a) An amendment must be proposed by an Ordinary Member;
(b) Amendments may not change the issue with which the motion is concerned;
(c) If the amendment is accepted by the proposer of the motion, the amendment is considered
part of the motion to be voted upon;
(d) If the amendment is opposed by the proposer of the motion, then the amendment will be
debated;
(e) If a further amendment is tabled it cannot be proposed until a vote has taken place on the
current amendment; and
(f) In the event of the proposer withdrawing the Motion as amended, the Chair shall have the
right to appeal to the floor for another proposer.
Article 12: Referenda
(a) A referendum on a motion submitted to the Society for discussion and debate may be called,
if:
(i) The signatures of 30 Ordinary Members of the Society are collected in support; or
(ii) The meeting at which it was debated was inquorate and a majority vote of the
Executive Committee deems the motion time-sensitive or of sufficient importance to
need urgent attention; or
(iii) The Chair of the Meeting at which it was discussed suspects, with evidence, that the
vote did not accurately reflect the opinion of those voting at the meeting;
(b) The procedure for referendums shall follow the procedure for elections as laid down in
Article 47(a) and the affirmative vote of a simple majority of those voting shall be required to
pass a motion, provided the number of people voting meets the quorum requirements under
Article 11.2
(c) A referendum may be called on an issue, providing that either the signatures of 30 Ordinary
Members of the Society are obtained or a majority vote of the Executive Committee
authorises one, even if that issue was not presented at a Meeting of the Society.
PART IV: OFFICERS OF THE SOCIETY
Article 13: Executive Officers and the Executive Committee
(a) The Executive Officers of the Society shall be elected in accordance with Part V of this
Constitution and shall comprise the Executive Committee of the Society.
(b) There shall be the following officers:
(i) The President;
(ii) The Vice President;
(iii) The Treasurer;
(iv) The Secretary;
(v) The Welfare Officer (Female);
(vi) The Welfare Officer (Male);
(vii) The Access and Academic Affairs Officer;
(viii) The Amalgas Officer (also known as the President of the Amalgamated Clubs);
(ix) The Domestic and Accommodation Officer;
(x) The Entertainments Officers (also known as the Entz Officers), who shall only have
one vote on the Executive Committee between them;
(xi) The Environment and Ethics Officer;
(xii) The International Students Officer;
(xiii) The Music, Arts and Drama Officer;
(xiv) The Equalities Officer;
(xv) The Catering Officer;
(xvi) The Oxford SU Officer;
(xvii) The Women’s Officer;
(xviii) The Disabilities Officer;
(xix) The LGBTQ Officers, who shall have only one vote on the Executive Committee
between them;
(xx) The BME Officer; and
(xxi) The Charities Officer.
(c) All Executive Officers should attend meetings of the Executive Committee, and provide a
report of action taken with regards to their position;
(d) There shall be no quorum of the Executive Committee;
(e) Voting of the Executive Committee may be taken electronically, provided that all members
are given the opportunity to vote.
Article 14: Duties of Executive Officers
(a) Every Executive Officer shall attend General Meetings of the Society, Meetings of the
Executive Committee, and any College meetings that the President nominates them to attend;
(b) In unavoidable circumstances, an Executive Officer must send apologies to the Secretary,
and, for College meetings, inform the President in reasonable time so that a replacement
attendee can be found;
(c) Any Executive Officer who attends a College committee shall produce, upon request of a
Member of the Society, the minutes of that meeting;
(d) Every Executive Officer shall prepare a hand over pack before the end of their term,
containing a detailed description of the responsibilities of their role and is intended to be read
in conjunction with this Constitution. These packs shall be revised annually, and any dispute
about the description of the role in them shall be resolved by the President;
(e) Every Executive Officer shall make endeavours to be available to offer reasonable assistance
in explaining to their successors how duties are to be fulfilled, upon request by their
successors for such assistance; and
(f) Any Executive Officer may chair and appoint a committee to aid them in their role, and will
be accountable for it and its decisions.
Article 15: The President
The President is an Executive Officer and, in addition to those duties set out in Article 14, shall:
(a) Be responsible for the commercial operation of the Society and shall oversee the provision of
facilities. This will include:
(i) making provision for the division of functions and for the exercise of any tasks not
assigned in this Constitution;
(ii) co-operating with other Officers in the carrying out of their responsibilities; and
(iii) directing the resources and functions of the Society towards goals which are
important to the Members of the Society; and shall
(b) Make themselves available to members of the Society for discussion of all Society matters;
and shall
(c) Nominate Executive Officers to attend meetings that the Society is entitled or invited to be
represented on; and shall
(d) Attend meetings of College committees at which their presence is requested or desirable; and
shall
(e) Ensure a fair balance of responsibilities between the Executive Committee, giving particular
regard to the role of the Vice President, and ensuring that the occupier of that office is given a
fair balance of the work of the Society, including in that balance some desirable
responsibilities; and shall
(f) Supervise the Ball Committee and Freshers’ Representatives; and shall
(g) Be a signatory for the Accounts of the Society; and shall
(h) In co-operation with the Secretary, be responsible for all official communications; and shall
(i) Ensure that Executive and non-Executive officers of the Society carry out their duties as
mandated in this Constitution; and shall
(j) Ensure the Constitution is respected, having veto over a motion if, and only if, it contradicts
the Articles of this Constitution.
Article 16: The Vice-President
The Vice President is an Executive Officer and, in addition to those duties set out in Article 14, shall:
(a) Assist the President and the Executive Committee in their roles. This will include:
(i) sharing the burdens of the responsibilities for the operation of the Society in an
arrangement as agreed with the President;
(ii) with the President, assisting generally other Officers in their roles;
(iii) assist the President in making provision amongst the Executive Committee for the
exercise of any tasks or functions not assigned in this Constitution; and shall
(b) Replace the President, where appropriate, when they are not able to fulfil the duties of that
office; and shall
(c) Not be a signatory for the Accounts of the Society; shall not be responsible for the efficient
financial operation of the Society; shall not be responsible for official communications of the
Society; and shall not have a veto over motions which contradict the Articles of this
Constitution.
Article 17: The Treasurer
The Treasurer is an Executive Officer and, in addition to those duties set out in Article 14, shall:
(a) Be accountable for the efficient financial operation of the Society together with the President,
in accordance with Part VI of this Constitution; and shall
(b) Keep all the accounts of the Society and regularly update records of all financial transactions
of the Society in computerised form; and shall
(c) Present a brief financial summary of the previous term’s spending at the first General
Meeting of each term; and shall
(d) Be able, upon request and given reasonable notice, to present at a General Meeting, a meeting
of the Executive Committee, or to a member, a full account of the financial status of the
Society;
(e) Obtain from the College termly updates on the incomes of the three budgets; General, Arts
and Charities in order to be able budget accurately throughout the year; and shall
(f) Be a signatory for the accounts of the Society; and shall
(g) Both when taking up office and when stepping down, ensure that signatories on the Society’s
accounts are changed as applicable; and shall
(h) Be personally responsible for any financial loss to the Society demonstrably [NOTE: i.e.
responsibility must be robustly proved before action takes place] caused by their wilful neglect; and
shall
(i) Ensure that their successor is taught how to maintain and complete the accounts of the
Society. The Treasurer shall also ensure that, at the point of hand-over to the new treasurer,
the accounts of the Society are as up-to-date as possible, and to do everything reasonably
within their power to ensure that, at the point of hand-over, the Society’s accounts are in such
order as to allow the new treasurer to take over their maintenance without undue difficulty;
and shall
(j) Ensure that, within a fortnight of assuming office, they have learnt from their predecessor
how the accounts are to be maintained and completed, including a meeting with the college
accountant who will be able to provide up to date information on the state of the JCR
accounts; and shall
(k) Reimburse all Society members for expenditure on behalf of the Society as quickly as can be
reasonably expected, where such expenditure has been previously authorised by a meeting of
the Society, by the Executive Committee, by the President or under this Constitution; and
shall
(l) Ensure the termly charities are paid their designated amounts by 8th week of said term; and
shall
(m) Replace the President, where appropriate, when they and the Vice President are both unable
to fulfil the duties of that office; and shall
(n) With the President, supervise the Ball Committee, giving regard to the financial status of that
committee; and shall
(o) Organise the provision of Punts for the use of members during Trinity Term, and shall be
given the additional title of Admiral of the Punts in recognition.
Article 18: The Secretary
The Secretary is an Executive Officer and, in addition to those duties set out in Article 14, shall:
(a) Take the minutes of any meeting they attend and shall circulate the minutes to the Society.
The Secretary must be prepared to make a hard copy of the minutes available to any member
of the Society upon request; and shall
(b) In co-operation with the President, be responsible for all official communications; and shall
(c) Be responsible for the supply and interpretation of the Constitution. The Secretary shall
ensure that, both in printed copy and on the website of the Society, the Constitution is kept
up to date, making amendments when directed by the Society; and shall
(d) Ensure that the minutes for all meetings of their term, notes of all policy decisions made at
meetings of the Society and meetings of the Executive Committee are passed on to the next
Secretary; and shall
(e) Maintain the Society’s e-mail mailing list and distribute relevant information to those on the
list; and shall
(f) Maintain and update the notice-boards in the Junior Common Room with current and
relevant information; and shall
(g) Be responsible for the organisation of Matriculation photos and the photos of the Society
taken in Trinity term, liaising with the Amalgas Officer in the process; and shall
(h) Liaise with the President, and any Website Representative regarding the updating and
maintenance of the information presented on the Society’s Website; and shall
(i) Agree with the relevant member of the College the Housing Ballot procedure each year, and
administer the Housing Ballot in accordance with it.
Article 19: The Welfare Officers
The Welfare Officers are Executive Officers, one of whom shall be male and one of whom shall be
female, in accordance with the definitions under Article 2 and giving regard to Article 42(b)(ii). In
addition to those duties set out in Article 14, they shall:
(a) Liaise with other sources of welfare provision within College, including the Junior Dean, the
Sub-Rector, and the Chaplain; and shall
(b) Liaise with Oxford SU regarding welfare issues, meetings and the purchasing of welfare
equipment; and shall
(c) Purchase and provide condoms and pregnancy tests, and organise reimbursement for the
purchase of emergency contraception on behalf of the Society; and shall
(d) Undergo peer support training and organise peer support training for additional members of
the Society. The Welfare Officers shall advertise the peer support service; and shall
(e) Ensure that welfare related discussion can take place in a private room; and shall
(f) Understand and be able to advise on the College’s provision of hardship funds; and shall
(g) Update the welfare sections of the Society’s website, the alternative prospectus and the
freshers’ guide when necessary; and shall
(h) Organise a welfare meeting with freshers in Michaelmas term in so that new Members are
aware of welfare resources available; and shall
(i) Liaise with the Freshers’ Representatives to ensure adequate welfare provision during
Freshers’ week; and shall
(j) Provide a weekly welfare tea to the JCR.
Article 20: The Access and Academic Affairs Officer
The Access and Academic Affairs Officer is an Executive Officer and, in addition to those duties set
out in Article 14, shall:
(a) Be responsible for co-ordinating the JCR team & their duties for the Admissions procedure, in
close consultation with the Academic Administrator; and shall
(b) Liaise with Oxford SU on all relevant affairs and attend all relevant committees; and shall
(c) Liaise with the Academic Administrator in the organisation of College Open Days; and shall
(d) Liaise during Hilary term with the Alternative Prospectus Editor on the production of the
college Alternative Prospectus; and shall
(e) Liaise with the College and University Access scheme staff; and shall
(f) Work with the Academic Dean to represent and care for the academic interests of members of
the Society; and shall
(g) Shall be responsible for keeping the information on admissions, careers and academic affairs
on the website up-to-date; and shall
(h) Provide information on course-changing and academic complaints procedures when
requested by members of the Society.
Article 21: The Amalgas Officer
The Amalgas Officer (President of the Amalgamated Sports Clubs) is an Executive Officer and, in
addition to those duties set out in Article 14, shall:
(a) Be responsible for monitoring the state of all College sports facilities; and shall
(b) Ensure all college sports clubs are adequately funded, pursuing sponsorship, in consultation
with individual club captains, if necessary; and shall
(c) Ensure that, for interested teams, the taking of sports photos in Trinity term takes place and
that said photographs are distributed and battled in the correct manner; and shall
(d) Arrange for Sports Club Dinner(s) to take place, in consultation with the Sports Team
Captains; and shall
(e) Arrange for the reimbursement of legitimate expenditure by sports team Captains; and shall
(f) Compile a report, in consultation with the Sports Team Captains, containing sporting
fixtures, results and points of interest concerning members of the Society to be emailed to the
members.
Article 22: The Domestic and Accommodation Officer
The Domestic and Accommodation Officer is an Executive Officer and, in addition to those duties set
out in Article 14, shall:
(a) Report any grievances to College that members of the Society express regarding communal
food and facilities, including vacation residence; and shall
(b) Be responsible for liaising with the relevant scouts (and, if applicable, the Kitchen
Representative) regarding the looking after of the Kitchen and Junior Common Room; and
shall;
(c) Compile and maintain a Housing Guide, containing information about the ballot procedure,
accommodation offered by the College, and living privately; and shall
(d) Act as an adviser to those members of the Society who are considering private
accommodation; and shall
(e) Plan the renovation of public and private spaces in College with the financial support of the
Society, and liaise with college to organise action on such.
Article 23: The Entertainment Officers
The Entertainment Officers are Executive Officers and, in addition to those duties set out in Article 14,
shall:
(a) Be responsible for bops, of which there must be at least three in Michaelmas and Hilary
terms; and shall
(b) Aim to co-ordinate events with other colleges and bodies; and shall
(c) Publicise all social events internal to the College; and shall
(d) Liaise with Freshers’ Representatives to organise events during Freshers’ week; and shall
(a) Be responsible for organising Halfway Dinner for second year student in 4th week of Hilary
term; and shall
(b) Organise EXCAC awards each Trinity Term; which shall have the following rules:
(i) All Junior Members of the College shall have the right to nominate fellow Junior
Members for a number of humorous titles as decided by the Officers, in consultation
with the Executive Committee;
(ii) These categories shall not be unduly offensive; and
(iii) The choice of winner for each category is at the discretion of the Entertainment
Officers and President, subject to guidance from the nominations of Members of the
Society; and shall
(e) Be prepared to take and respond to suggestions from Society members concerning social
events other than bops, such as trips to theme parks, theatres and concerts.
Article 24: The Environment and Ethics Officer
The Environment and Ethics Officer is an Executive Officer and, in addition to those duties set out in
Article 14, shall:
(a) Promote environmental issues in college and raise awareness of recycling and energy
efficiency, especially with regard to college policy; and shall
(b) Keep in regular contact with Oxford SU regarding environmental issues across the
University; and shall
(c) Publicise, by email or otherwise, events and campaigns relating to environment and ethics
from across the University.
Article 25: The International Students Officer
The International Students Officer is an Executive Officer and, in addition to those duties set out in
Article 14, shall:
(a) Be an International Student; and shall
(b) Provide support to international students, expanding on the work of the International
Freshers’ Representative throughout the year; and shall
(c) Build links with the network of international students across the University; and shall
(d) Represent and voice the needs of international students within the JCR; and shall
(e) Ensure that suitable arrangements are made for storage of the belongings of international
students during the vacations.
Article 26: The Music, Arts and Drama Officer
The Music, Arts and Drama Officer is an Executive Officer and, in addition to those duties set out in
Article 14, shall:
(a) Be responsible for the efficient co-ordination of the John Ford and Music Societies by the close
co-operation with the Presidents of such societies and if said societies appear to be inactive,
appoint new Presidents of those societies; and shall
(b) Be personally responsible for the regular occurring of the following events:
(i) A Rector’s Musical Evening every term;
(ii) A Band Evening every term;
(iii) Recitals at appropriate times throughout the year;
(iv) The distribution and collection of the Society’s Art Collection on loan to Members of
the Society, and effective record keeping of all such loans;
(v) The buying and selling of Society Artwork (with the approval of the President and
Treasurer);
(vi) An Exeter College entry into Drama Cuppers in Michaelmas Term; and
(vii) Liaison with OUDS to ensure access to workshops and auditions for members of the
Society; and shall
(c) Be responsible for the maintenance, loaning and record keeping of the Society Art Collection,
ensuring that no Member of the Society is loaned any item or any collection of items above
the maximum level of £700; and shall
(d) Apportion money, with the approval of the President and Treasurer, for the pursuit of music,
art and drama by Junior Members in college from the Arts account at the request of the
Presidents of the Art Committee and the John Ford and Music Societies, or as they deem fit;
and shall
(e) Co-ordinate events with the college Turl Street Arts Festival representative in Hilary term.
Article 27: The Equalities Officer
The Equalities Officer is an Executive Officer and, in addition to those duties set out in Article 14,
shall:
(a) Co-ordinate the affairs of female, LGBTQ, BME, disabled and other minority members of the
Society and liaise with the Women’s Officer of Oxford SU or the NUS, the Officers of
LGBTQsoc and the autonomous LGBTQ Campaign, or any like body of Oxford students; and
shall
(b) Organise Equality events that raise awareness of Equalities issues throughout the academic
year; and shall
(c) Send out periodic circulars of university wide events of interest and relevant notices to
members of the Society, covering issues related to women, BME individuals, disabilities,
including mental health, LGBTQ individuals, and class and access issues; and shall
(d) Run fresher’s consent workshops alongside Welfare and Women’s Officer; and shall
(e) Ensure communication between the different Officers to aid community events and campaign
support; and shall
(f) Ensure communication between the different Officers to aid community events and campaign
support; and shall
(g) Support the Women’s Officer, LGBTQ Officers, BME Officer, and Disabilities Officer.
Article 28: The Catering Officer
The Catering Officer is an Executive Officer and, in addition to those duties set out in Article 14, shall:
(a) Be responsible for improving student satisfaction with meals; and shall
(b) Be responsible for Society action on all matters concerning College food quality, and liaise
with the head kitchen staff concerning hall food; and shall
(c) Assist the JCR Treasurer and President in any work related to catering and meal costs.
Article 29: The Oxford SU Officer
The Oxford SU Officer is an Executive Officer and, in addition to those duties set out in Article 14,
shall:
(a) Represent the JCR at the fortnightly Oxford SU Council Meeting; and in advance of each
Oxford SU Council meeting shall
(b) Circulate to the JCR by email a summary of the motions being proposed and possible points
of discussion; and shall
(c) Conduct a secure and anonymous online poll for the motions; and shall
(d) Vote in the Oxford SU Council Meeting according to the results of this poll, abstaining on
motions for which there is an amendment or revelation made during the Oxford SU Council
Meeting; and shall
(e) Coordinate with other delegates to best represent the spread of JCR opinion; and shall
(f) Circulate the Oxford SU Council results to the JCR.
Article 30: The Women’s Officer
The Women’s Officer is an Executive Officer and, in addition to those duties set out in Article 14,
shall:
(a) Fully or partially identify as a woman, or as having no gender identity; and shall
(b) Receive the Oxford SU first responder training; and shall
(c) Receive the Peer Supporter training; and shall
(d) Assist the Welfare Officers with the reimbursement of pregnancy tests and emergency
contraception; and shall
(e) Lobby for women’s rights within college and ensure college policy is inclusive of women; and
shall
(f) Liaise with the SCR or Governing Body, the JCR Welfare Officers, the MCR Women’s Rep,
and the Oxford SU Women’s Campaign; and shall
(g) Liaise with other sources of welfare provision within College, including the Junior Dean, the
Sub-Rector, and the Chaplain; and shall
(h) Liaise with Oxford SU regarding women’s issues; and shall
(i) Work with college, seeking Oxford SU advice where necessary, to combat academic attrition
and the gender gap at finals; and shall
(j) Alongside the Welfare Officers, organise consent workshops; and shall
(k) Encourage all members of the Welfare Committee to attend sexual violence first response
training; and shall
(l) Ensure there are safe spaces for women in college, including bops; and shall
(m) Contribute to the relevant sections of the Alternative Prospectus and the Freshers’ Guide; and
shall
(n) Raise awareness in college of gender equality related campaigns within the university.
Article 31: The Disabilities Officer
The Disabilities Officer is an Executive Officer and, in addition to those duties set out in Article 14,
shall:
(a) Represent those who identify as having both physical and mental disabilities; and shall
(b) Raise awareness of disabilities issues throughout the academic year; and shall
(c) Liaise with other relevant officers in and out of college to provide welfare, information, and
resources to college on disabilities issues; and shall
(d) Provide support on relevant issues and lobby for the correction of them to the relevant
college authorities; and shall
(e) Make sure there is adequate provision of disabilities resources.
Article 32: The LGBTQ Officers
The LGBTQ Officers are Executive Officers, and in addition to those duties set out in Article 14, shall:
(a) Be an individual who identifies as being lesbian, gay, bisexual, transgender and/or queer;
and shall
(b) Represent those who identify as being lesbian, gay, bisexual, transgender and/or queer; and
shall
(c) Raise awareness of LGBTQ+ issues throughout the academic year; and shall
(d) Liaise with other relevant officers in and out of college to provide welfare, information, and
resources to college on LGBTQ+ issues
(e) Provide support on relevant issues and lobby for the correction of them to the relevant
college authorities; and shall
(f) Organise regular LGBTQ drinks in College.
Article 33: The BME Officer
The BME Officer is an Executive Officer and, in addition to those duties set out in section Article 14,
shall:
(a) Be an individual who identifies as being black or from a minority ethnicity; and shall
(b) Represent those who identify as being black or from a minority ethnicity; and shall
(c) Raise awareness of BME issues throughout the academic year; and shall
(d) Liaise with other relevant officers in and out of college to provide welfare, information, and
resources to college on BME issues
(e) Provide support on relevant issues and lobby for the correction of them to the relevant
college authorities; and shall
(f) Organise BME drinks in College.
Article 34: The Charities Officer
The Charities Officer is an Executive Officer and, in addition to those duties set out in Article 14,
shall:
(a) Advertise charitable endeavours Members of the Society can get involved in;
(b) Fundraise for charities and the Charities Account through events for Members of the Society;
(c) Administer a poll to choose the termly charities; and
(d) Advertise charitable events that are happening in the University or area local to the College.
Article 35: Non-executive Officers
(a) All Non-Executive Officers of the Society shall be appointed by the Executive Committee,
unless otherwise provided in this Constitution, and shall be accountable to the Executive
Committee.
(b) The Executive Committee may appoint additional Non-Executive Officers from time to time,
including, but not limited to:
(i) A Yearbook Representative;
(ii) A Website Representative; and
(iii) A Field-Marshal
Article 36: The Returning Officer
The Returning Officer is a non-Executive Officer, appointed by the Executive Committee at the end of
Trinity Term for all elections the following academic year, and shall:
(a) Give at least seven days’ notice of every forthcoming election in writing to the Sub-Rector;
and shall
(b) Advertise the dates of all elections and nomination deadlines; and shall
(c) Receive nominations for office, and post all such nominations in the Junior Common Room,
and be responsible for extending the deadline for nominations if no nominations are
forthcoming; and shall
(d) Arrange for Hustings to be conducted for all elections at a time suitable for members of the
Society to attend, and on a day between the last day allowed for receipt of nominations and
the day of the election itself; and shall
(e) Chair Hustings, and advertise the event at least 24 hours in advance; and shall
(f) Organise an online system by which the votes can be cast; and shall
(g) Conduct the counting of vote to determine the winner of all elections of the Society; and shall
(h) Be responsible for the organisation of all referenda, if and when such occur; and shall
(i) Resign if they become a candidate for any other office;
(i) In this event, the Executive Committee shall appoint another person or, if no other
suitable member is found, the duties of the Returning Officer shall be undertaken by
the President.
Article 37: The Ball President
The Ball President is non-Executive Officer, elected by the Society during Trinity Term to serve in the
following academic year, and shall:
(a) Co-ordinate the administration of the Ball, and liaise with the President, the Treasurer and
the College on related matters; and shall
(b) Appoint, manage, and be responsible for the Ball Committee; and shall
(c) In the circumstance that a Summer Ball is not permitted by the College authorities, organise
tickets for members of the Society at another Oxford ball, and in order to do so shall take
input from the Society as to which ball to go to, approach the ball committee of the chosen
ball, negotiate bulk discounts, and arrange drinks for the Society posse before going off to the
designated ball en masse.
Article 38: The Ball Treasurer
The Ball Treasurer is non-Executive Officer, elected by the Society during Trinity Term to serve in the
following academic year, and shall:
(a) In consultation with the President, the Treasurer, the Ball President and the College, manage
the finances of the Ball; and shall
(b) In the circumstance that a Summer Ball is not permitted by the College authorities, organise
tickets for members of the Society at another Oxford ball, and in order to do so shall take
input from the Society as to which ball to go to, approach the ball committee of the chosen
ball, negotiate bulk discounts, and arranging drinks for the Society posse before going off to
the designated ball en masse.
Article 39: The Freshers’ Representatives
The Freshers’ Representatives are non-Executive Officers, elected by the Society in the Trinity Term of
their first year to serve during Michaelmas Term of their second year, and shall:
(a) Produce a “Freshers’ Guide”, containing information relevant to freshers, and send said
booklet to said freshers; and shall
(b) Organise the Society ‘parenting scheme’ for the benefit of incoming freshers; and shall
(c) Organise Freshers’ Week,: a series of social events, orientation events, and social orientation
events in 0th week of Michaelmas Term. This shall be done giving due regard to the diversity
of interests of Members of the Society, including that many do not drink alcohol; and shall
(d) Liaise with the Welfare Officers to ensure adequate Welfare provision during Freshers’ Week;
and shall
(e) Maintain a close working relationship with the President and the Sub-Rector of the College
during the organisation of and running of Freshers’ Week.
Article 40: International Freshers’ Representative
The International Freshers’ Representative is a non-executive officer, elected by the Society in Trinity
Term of their first year to serve during Michaelmas Term of their second year, and shall:
(a) Be an International Student; and shall
(b) Have the responsibilities described in Article 37; and shall
(c) Ensure that adequate provision is made for international freshers, with reference to the fact
that they may arrive earlier than other students.
Article 41: The Kitchen Representative
The Kitchen Representative is a non-Executive Officer, appointed and dismissed at the discretion of
the President, and shall:
(a) Ensure the Kitchen is clean, tidy and hygienic; and shall
(b) Keep an inventory of JCR property that is in the kitchen and ensuring that adequate utensils
are provided for cooking. The inventory is to be checked weekly for missing items; and shall
(c) Provide stocks of cooking oil, milk, salt and pepper; and shall
(d) Ensure that there is a supply of kitchen roll, fairy liquid and sponges; and shall
(e) Wash the tea towels at least once a week; and shall
(f) Name and shame anyone who has misused the kitchen; and shall
(g) Consult with members and the Domestic and Accommodations Officer on how the kitchen
can be improved.
(h) A budget will be provided to the Kitchen Rep in order that they may carry out their
responsibilities;
(i) The Kitchen Rep is answerable to the Domestic and Accommodations Officer, who must
ensure the Kitchen Rep is fulfilling their responsibilities and report back to the President.
(j) A fee of £25 will be paid to this officer.
Article 42: Tortoise Guardian
The Tortoise Guardian is a non-Executive Officer, elected by the Society in Trinity Term to serve in
the following academic year, and shall:
(a) Lobby the College to allow the Society to have and care for a Tortoise; and, in the event of a
successful acquisition of a Tortoise, shall
(b) Make provision for its housing, feeding, recreation, and welfare, recruiting other members of
the Society to help as they feel is needed.
PART V: ELECTIONS OF THE SOCIETY
Article 43: Eligibility for Office
(a) All Officers shall be current Members of the Society, and any Officer who ceases to be a
member shall resign forthwith;
(b) All Ordinary Members of the Society shall be eligible to run for and hold offices of the
Society, except that:
(i) Eligibility to run for and hold the offices for Welfare, Women, International Students,
LGBTQ, BME, and Amalgas, shall be subject to the requirements in Articles 2, 18, 20
24, and 29;
(ii) A person who identifies as agender, may run for either of, but not both, the Welfare
Officer roles;
(iii) When running for office, the Secretary, the Freshers’ Representatives and the
International Freshers’ Representative shall be engaged in the first year of an
undergraduate degree;
(iv) Nominees for International Freshers’ Representatives shall be taken to have been
nominated for the position of Freshers’ Representative in addition to International
Freshers’ Representative; and that
(v) No one member of the Society shall run for or hold two positions on the Executive
Committee at any one time.
(c) All Officers of the Society shall be elected in accordance with Articles 44 – 48, except that:
(i) Candidates for Entertainment Officers shall stand in pairs, and two pairs will be
elected;
(ii) Candidates for Ball President and Ball Treasurer will stand in pairs, and one pair will
be elected;
(iii) Five Freshers’ Representatives will be elected, plus the International Freshers’
Representative, if the same Member is elected both Freshers Representative and
International Freshers Representative, they shall be taken not to have been returned
as Freshers Representative, and the Member with the next most votes will be
returned;
(iv) If no Member is nominated for the position of International Freshers’ Representative,
six Freshers’ Representatives will be elected, one of whom will take the role of
International Freshers’ Representative;
(v) The LBTQ and BME Officers will not be elected but appointed, in accordance with
Articles 31 and 32;
(vi) The Womens’ Officer will be elected by those who identify fully or partially as a
woman, or as having no gender identity; and that
(vii) Unless otherwise specified in this Constitution, non-executive positions shall be
appointed rather than elected.
(d) All Officers shall hold office for one year from taking officer, except that:
(i) Any officer elected in a by-election to replace an officer who has resigned or been
removed shall hold office until the expiry of the term of office of the officer who has
resigned or been removed;
(ii) Any person who has been elected may stand for re-election at the end of their term
provided they will not spend more than 6 terms in one role; and that
(iii) Nobody shall hold the office of President, Treasurer or Secretary for more than 4
terms.
Article 44: Elections and Timing of Elections
(a) All Ordinary Members shall be entitled to vote in all elections;
(b) The ultimate arbitrator on all matters of electoral malpractice shall be the Sub-Rector, who
shall retain the right to disqualify candidates and call a result void;
(c) Elections for the following roles will take place in Michaelmas Term, and the Officer shall,
subject to other provisions of this Constitution, take up their role on the Sunday after
Michaelmas Term ends:
(i) President;
(ii) Vice-President;
(iii) Treasurer;
(iv) Secretary;
(v) Access and Academic Affairs Officer;
(vi) Amalgas Officer;
(vii) Domestic and Accommodation Officer;
(viii) Environment and Ethics Officer;
(ix) International Students Officer;
(x) Catering Officer;
(xi) Oxford SU Officer;
(xii) Disabilities Officer; and
(xiii) Charities Officer.
(d) Elections for the following roles will take place in Trinity Term, and the Officer shall, subject
to other provisions of this Constitution, take up their role on the Sunday after Trinity Term
ends:
(i) Entertainment Officers;
(ii) Equalities Officer;
(iii) Music, Arts and Drama Officer;
(iv) Welfare Officer (Female);
(v) Welfare Officer (Male);
(vi) Women’s Officer;
(vii) Ball President and Ball Treasurer;
(viii) Freshers’ Representatives, including the International Freshers’ Representative; and
(ix) Tortoise Guardian
(e) All the provisions of this constitution concerning elections shall apply to by-elections, except
that the successful candidate shall take up office as soon as the vacancy is effective.
(f) The Returning Officer shall organise and advertise a suitable time for nomination periods,
election, and hustings in these terms, and will receive and advertise nominations during the
advertised period.
Article 45: Nomination
(a) All candidates for office must be nominated by members of the Society using the form:
“I [name of nominator] being of sound mind and a full member of the Stapeldon Society do hereby
nominate [name of nominee] for the post of [title of office].”
(b) No candidate may be nominated or seconded by:
(i) themselves;
(ii) the President;
(iii) the Returning Officer;
(iv) an Honorary Member of the Society; or by
(v) the current holder of the office concerned.
(c) The number of seconding signatures required for each post shall be as follows, each of which
must be from an Ordinary Member of the Society:
(i) President: 10
(ii) Vice President, Treasurer, and Secretary: 5
(iii) Equalities Officer: 3
(iv) Amalgas Officer: 3
(v) All other positions: 1
(d) In the event of only one candidate standing for a particular post at the time nominations are
due to close, the following shall apply:
(i) Nominations shall remain open for a further 48 hours; and
(ii) After this time has elapsed, nominations shall close unless that candidate has
withdrawn and no further candidates have come forward.
(e) In the event that no candidate has been duly nominated for a particular office by the time
nominations are due to close, the following shall apply:
(iii) Nominations for that office shall remain open for a further 48 hours;
(iv) If no candidate has been duly nominated at the end of the further 48 hours, the
President shall assign the duties of the office concerned to one or more members of
the Executive Committee and a by-election shall be held in the following term;
(v) If a candidate has been duly nominated, an election shall be held.
Article 46: Hustings
(a) The Returning Officer shall arrange for Hustings to be conducted for all elections at a time
suitable for members of the Society to attend, between the last day allowed for receipt of
nominations and the day of the election itself.
(b) Hustings shall be chaired by the Returning Officer or their agreed delegate, and the taking of
minutes shall be at the discretion of the Chair.
(c) During hustings, questions shall be offered to all candidates in turn.
(d) Questions shall not contain personal references or cause undue offence to any person present,
and the Chair shall duly have the power of veto.
(e) In addition, the following rituals shall be observed:
(i) In hustings for the position of Treasurer, unless given exemption by the Chair,
candidates shall have to chase a mock thief around the Quad, to show that they are
able to protect the monies of the Society.
(ii) In hustings for the position of Entertainments Officers, the candidates shall be asked
to tell a dirty joke, to prove their ability to entertain.
(f) If an election is uncontested then the incumbent holder of that position shall participate in
any challenge set by the Returning Officer during hustings. This shall not include the
questions posed by the floor. If the incumbent is unavailable, or is unopposed in seeking reelection
to their office, the JCR President shall participate in their stead.
Article 47: Procedure of the Election
Elections shall be carried out in accordance with the following procedure:
(a) Before the ballot opens, all Members of the Society shall receive an email with their unique
voter code (“UVC”). The UVCs shall be determined in a random way, such that they are not
calculable. An online system shall then be created, on which all eligible Members can vote
using their UVC. The system shall run for the full duration for which the ballot is open, and
neither the Returning Officer nor any other person may see any results before the ballot
closes, except the overall turnout. A “Spoil/Abstain” option must also be provided on the
system.
(b) In every election, the first ballot for each office shall offer the option of reopening
nominations for that office. If that option is successful in the ballot, nominations shall be
opened for a further seven days after the day of election; otherwise the candidate who is
successful in the ballot shall be returned.
(c) At the end of any period during which nominations have been reopened, the candidates shall
be those duly nominated either before or during that period. If there is only one candidate,
that candidate shall be returned unopposed; otherwise a second ballot shall be held within
seven days (not counting days outside Full Term).
(d) Any second ballot shall be held during Full Term, and may be held in Eighth Week. The
option of again reopening nominations shall not be offered. The candidate who is successful
in the ballot shall be returned.
(e) In the event of an electoral tie, a second ballot shall be held that shall offer members of the
Society the chance to decide between the tied parties. No further Hustings shall be required.
No further candidates may put themselves forward.
Article 48: Counting of Votes
The rules for voting, and the counting of votes, shall be as follows:
(a) In the event that one or two candidates only are standing, the rules shall be as follows:
(i) Election shall take place by single plurality voting (first past the post).
(ii) RON will automatically be one of the candidates, standing for “Re-Open
Nominations”.
(iii) The winner of the election shall be the candidate with the most votes cast in their
favour.
(b) In the event that three or more candidates are standing, the rules shall be as follows:
(i) Election shall take place by single transferable vote.
(ii) RON will automatically be one of the candidates, standing for “Re-Open
Nominations”.
(iii) If one candidate does not have 50% of the votes cast after 1st preferences have been
counted, then the candidate with the fewest votes will be discarded. The second
preferences from this candidate will then be reallocated, and if one candidate has
more than 50% of the vote then they will be the winner.
(iv) In the event that no candidate has 50% of the vote cast, then the candidate with the
second fewest votes will be discarded, and their second preferences reallocated. This
will continue until one of the candidates has 50% of the votes cast.
(v) If a vote is cast for RON, then no second preference can be cast for any other
candidate. Doing so will render the ballot spoilt. Thus when RON is discarded no
second preference is re-allocated.
(vi) Unmarked ballots will be considered spoils. Spoilt ballots will NOT be counted for
the purposes of deciding whether a candidate has reached the required 50% of votes
cast.
(vii) In the event of a tie, a re-election shall be held with the same candidates only. No
more Hustings are required.
(c) After the ballot has closed, the Returning Officer shall receive the results with the President
as witness, before immediately announcing them in the bar immediately after counting has
taken place. The full results shall also be subsequently publicised by email.
PART VI: FINANCES OF THE SOCIETY
Article 49: Accounts
(a) The Society shall keep accounts of all its funds. Its accounts shall include:
(i) The Main Account;
(ii) The Charitable Causes Fund Account;
(iii) The Arts Fund Account; and
(iv) The Ball Account.
Article 50: Income
(a) The College allocates from the fee income of all those qualified for membership of the Society
(whether they are members or not) termly sums that are paid into the Society’s Main Account
and Arts Fund;
(b) The Society shall act as agent of the Governing Body in management of these monies for the
corporate benefit of all Junior Members of the College who are qualified for membership of
the Society;
(c) In addition, the Society may from time to time resolve to levy a small subscription on its
members (but not on any person who is not at the time a member), for any purpose
promoting the interests and welfare of, and social activities among, its members;
(d) Any such subscription shall be paid either into the Main Account or into the Arts Fund, as
may be appropriate.
Article 51: Expenditure
(a) Any expenditure from the Main Account or the Arts Fund Account in excess of £100 on a
single object or event, unless it is for newspapers, must be approved by a quorate meeting of
the Society;
(b) Large, compound financial undertakings such as the Ball need be voted on only once, even if
the budget is at that stage indefinite;
(c) Administrative expenses shall be exempt from this requirement, provided that they pertain to
activities approved by a meeting of the Society, or that are stipulated in this Constitution;
(i) The Executive Committee may at any time demand justification of any expenses
made under this authority.
(d) The Society shall not be allowed to invest money in risky activities on account of its charitable
status; and
(e) Any large financial transactions undertaken on behalf of the Society must be authorised in
writing by the President and by the Treasurer.
Article 52: Governing Body Approval of Accounts
All the accounts of the Society are subject to annual approval by the Governing Body, and to any
committee that the Governing Body has delegated this role to. The Treasurer shall:
(a) Submit a printed copy of the Society’s accounts to the College Bursars, each Michaelmas
term, this copy being both a true and accurate account of the financial position of the Society;
and shall
(b) Present a draft budget for the forthcoming financial year to the Bursars each Michaelmas
term. This draft budget must include at least the following:
(i) all income for the Society, for both charitable and non-charitable purposes, that may
be reliably forecast for the year ahead;
(ii) all expenditure by the Society for non-charitable purposes that may be reliably
forecast for the year ahead;
(iii) amounts likely to be available for distribution to charitable causes for the year ahead;
(iv) amounts likely to be available for expenditure on non-charitable causes for the year
ahead.
Article 53: The Charitable Causes Account
53.1 General
(a) The Charitable Causes Fund Account shall be funded by a Society Charities levy
(b) The Account may not go into deficit;
(c) No transfer may be made to the Account from any other account of the Society;
(d) The disposal of assets of the Account shall always be to charitable purposes other than the
Society itself.
53.2 Levy
(a) The Society shall have a Charitable Causes Fund raised by a Society Charities Levy in Hilary
and Trinity term, the amount of which shall be decided by a motion from time to time;
(b) Every member of the Society shall have the right to sign-off the levy on a termly basis by
contacting the Treasurer.
(c) Each term the Treasurer shall advertise the amount of money that is to be available for
distribution to registered charities. In Trinity term, a sum of £500 must be kept aside to cover
individual charitable requests in the following Michaelmas term.
(d) Subject to (c), if there is any money left over from the charities levy after individual cases in
Hilary and Trinity have been paid for, the money will be donated to EXVAC.
53.3 Limitations
(a) No charity shall be given more than £300 in any one term, with the exception of EXVAC.
(b) The Executive Committee shall decide how much money is available to donate to EXVAC in
any given year, and a motion shall be presented to that effect, this money being in addition to
any donated to EXVAC by the procedure in Article 52.2.
53.4 Individual Charitable Cases
(a) Individual cases will only be considered if the proposer of the motion can show demonstrable
involvement in the work of the charity of one or more member of the Society, past or present.
(b) The Society may request a report of the work of the charity, and/or a summary of the uses of
the money after the work has been undertaken.
(c) Members of the Society nominating charities to receive a donation must provide an address
for the charity, and must confirm before the motion is put to a meeting of the Society that the
charity accepts donations.
(d) Donations may only be made to registered charities, or to Oxford University Societies
currently registered with the Proctors.
PART VII: RESIGNATION, REMOVAL OF OFFICERS, AND COMPLAINTS
Article 54 – Calling to Account
54.1 General
(a) A specific process will be followed in the event of a complaint being made about the conduct
of any officer of the Society. This process will be initiated only by the submission of a motion
of Calling to Account.
(b) Any two or more members of the Society shall have the right to present a motion of Calling to
Account at any General Meeting or Extraordinary Meeting of the Society.
54.2 Motion to Call to Account
(a) The motion must be presented in reference to a specific officer of the Society.
(b) The motion may be presented as laid down under Part III of this Constitution with one
proposer and one or more seconders. The motion may also be presented in the form of a
collective proposition where two or more members of the Society may propose the motion,
but are not required to be distinguished as proposer and seconder.
(c) The motion shall take the following form:
1. This JCR notes that [name of officer] currently holds the position of [name of office] 2. This JCR further notes that the required duties of the [name of office] are laid out in Part IV of
the Constitution.
3. This JCR also notes that two or more members of the Society request an account of the officer’s
attempts to fulfil those duties during their term in office.
Therefore:
4. This JCR requests that [name of officer] presents an account of their attempts to fulfil those
duties, along with an account of any other actions taken in the course of holding the post of
[name of office] 54.3 Procedure for the Meeting
(a) At the meeting, the proposer or a representative of the group of proposers (hereafter
proposer), shall first give any details of the unfulfilled duties or other actions of the officer
which they wish to be accounted for.
(b) The officer shall then have the opportunity to give account of their actions in office. No other
member of the Society shall be permitted to take part in the motion, except to give a point of
information or point of order.
(c) The officer must give good cause to the Executive Committee as to why they cannot attend
the meeting of the Society. If no good cause is given, then the officer will have waived the
opportunity to give account of their actions.
(d) The vote will be taken by majority. If the motion is carried then the officer will have given
good account, and will continue in office.
(i) A motion of Calling to Account may only be presented at most once each full term in
respect of any one officer.
(ii) If the motion fails, then the officer will be given two weeks to act to fulfil their duties
or to remedy the complaint made against him in the motion of Calling to Account.
(iii) The officer will be mandated to attend the next meeting of the Society.
54.4 Motion for Request for Resignation
(a) At the next meeting of the Society, a motion of Request for Resignation will be proposed by
the Executive Committee.
(b) The motion will take the following form:
1. This JCR notes that [name of officer] has failed to give good account of their attempts to fulfil
their duties as [name of office].
2. This JCR further notes that this officer was given two weeks in which to address the complaints
made against them.
Therefore:
3. This JCR requests that [name of officer] presents an account of their attempts to address the
complaints made against them.
And:
4. This JCR votes on the motion “This JCR requests the resignation of [name of officer] from the
post of [name of office].”
54.5 Procedure for the Meeting and Appeal
(a) At the meeting, the President will speak as representative of the Executive Committee as
proposer of the motion. The officer will then have the opportunity to give account of their
attempts to fulfil their duties and address the complaints made against them.
(b) The motion will then be debated by all members of the Society. The Chair will provide the
officer with the opportunity to address any criticism made of them, and thus the chair will
have the right to allow the officer to speak wherever they wish to defend themselves.
(c) The Chair will have the right to veto any comment that is deemed offensive and have that
comment struck from the minutes.
(d) If the motion is carried, the officer will be suspended pending appeal:
(i) The officer shall have the right to appeal against the request for resignation;
(ii) Such an appeal must be made within 24 hours of the request for resignation in
writing to the Sub-Rector;
(iii) The appeal will be heard by a committee of the Sub-Rector and the Junior Dean;
(iv) The appeal will follow the procedures laid down for the minor appeals committee;
(v) The President will present the Society’s case for the removal of the officer; and
(vi) The decision of the committee will be made by majority, and will be final.
(e) If the officer does not make an appeal, or the appeal is turned down, the officer will be
removed and a By-Election arranged.
Article 55 – Complaints
(a) Members who are dissatisfied with the Administration of the Society, which does not relate
to the conduct of any one officer, should propose a motion at any meeting of the society.
(b) If such a motion is rejected by a simple majority, or if the complaint is upheld, but not
sufficiently remedied, any member who feels sufficiently aggrieved may appeal to the Sub-
Rector, who may require the Society to make appropriate remedy.