Constitution

 

Constitution of the Stapeldon Society

(Last reviewed October 2014)

Contents: (Clicking a heading will bring you to that section)

  1. Introduction
  2. Membership
  3. Access to Information
  4. Affiliation
  5. Meetings
  6. Executive Committee
  7. Sub-committees
  8. Officers
    1. President
    2. Treasurer
    3. Secretary
    4. Welfare Officer
    5. Access and Academic Affairs
    6. Amalgas
    7. Domestic and Accommodation
    8. Entertainments
    9. Charities
    10. Environment and Ethics
    11. International Students
    12. Music, Arts and Drama
    13. Equalities
    14. Catering
    15. OUSU
    16. Women’s
    17. Disabilities
    18. LGBTQ
    19. Admiral of Punts
    20. Bar
    21. Ball President
    22. Ball Treasurer
    23. Freshers’ Reps
    24. Kitchen Rep
    25. Returning Officer
    26. Website Representative
    27. Yearbook Editor
  9. Representation on College Bodies
  10. Regular Events of the Society
  11. Finances of the Society
  12. Website of the Society
  13. Rules Governing Society Rooms
  14. Campaigns of Action
  15. Referenda
  16. Standing Orders
  17. Meetings
  18. Elections
  19. Resignation and Removal of Officers
  20. Donations to Charitable Causes
  21. Housing Ballot
  22. Complaints

 

  1. Introduction
    1. This Constitution is applicable to and binding upon the Stapeldon Society, also known as Exeter College JCR, herein referred to as ‘The Society’.  All references to ‘The College’ are to Exeter College unless stated explicitly otherwise.  All other constitutions and constitutional amendments that have been passed by the Society previously are hereby superseded and of no further effect.
    2. The Society is a charity, and is exempt from registering under schedule 2 of the Charities Act 1993.  It shall consist of all junior members of Exeter College, subject to Section B of this Constitution, and shall be the recognised body of junior members of the College in dealing with all College and University authorities and with other student bodies.  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.
    3. This Constitution shall be displayed on the website of the Society, and a hard copy held in the President’s room, to be open to inspection by any member and by anyone qualified for membership of the Society.  Copies shall be deposited with the Sub-Rector and College Librarian.
    4. The Secretary of the Society shall be the interpreter of this Constitution.  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.
    5. This Constitution may be amended, by a motion passed by a two-thirds majority vote of those present and voting at a quorate General Meeting, provided at least two days notice is given of the motion.  Amendments made at any time to the Constitution shall be subject to the consent of the Governing Body.
    6. There shall be Standing Orders to govern the procedures of the Society.  These may be amended in the same way as the Constitution.
    7. Under the provisions of the Education Act (1994) the Governing Body is required to review this Constitution not later than the year 2014, and at intervals of not more than five years thereafter.
    8. All media interest in the Society and any of its members should be notified to the Home Bursar as College Media Liaison Officer.  This is not intended to prevent contact with the media but to ensure that advice is available in circumstances where it may be helpful.
  1. Membership of the Society
    1. All Junior Members of the College are qualified to be members of the Society.  A Junior Member of the College is any student who is reading for a degree, diploma or certificate of the University as a member of Exeter College or is receiving instruction at the college and who is not a Senior Member.  The Senior Members are the Rector, Fellows, Lecturers and Officers of the College.
    2. All persons qualified for membership, including Williams-Exeter exchange students, shall be members without election, provided that any such person may withdraw from membership by writing to the Sub-Rector.  Withdrawal will take effect from the beginning of 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.
    3. No person who is not a member of the Society may stand for office, hold office or vote at elections.  Only members of the Society, or those qualified for membership, may attend meetings.
    4. The Education Act (1994) provides that those qualified persons who exercise the right of withdrawal from membership should not be unfairly disadvantaged, with regard to the provision of services or otherwise, by reason of their having done so.
    5. 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.  Honorary Members shall suffer no discrimination on the basis of their species.  Honorary Members must attend the meeting at which their membership is being voted on, unless given special exemption by the President.  Honorary Members may be stripped of their membership by a simple majority vote at a General Meeting of the Society.
  1. Access to Information Held by the Society
    1. The Society holds, solely for its own purposes, a copy of all members’ names and their e-mail addresses.  This information is stored and used under the head of the ‘JCR mailing list’.  The JCR mailing list is used for the purposes of informing members of the Society of issues which may affect their interests or welfare, and events to which members are party.
    2. Members of the Society shall have the right to view the minutes of all meetings relevant to the Society.  The Secretary shall ensure that the minutes of General Meetings of the Society and Liaison Committee Meetings are made available to members of the Society as requested in either physical form, by e-mail or on the website of the Society. The Domestic Officer shall ensure that the minutes of Domestic Committee meetings are placed on display in the Junior Common Room, and that the website of the Society is updated to display said meetings.
    3. If any member of the Society wishes to review any records that have been created and held by the Society they may do so in the President’s rooms.  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 passing a written mandate to the President to this effect.
    4. All correspondence which the President receives, by virtue of his/her position, from any University or College bodies will be available for viewing on request in the President’s rooms within a reasonable time.  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.
  1. Affiliation of the Society to External Bodies
    1. The Society shall affiliate to the Oxford University Student Union and/or the National Union of Student on an annual basis.  Affiliation for the next year will be subject to a simple majority vote at the final General Meeting of Trinity Term.  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.
    2. The Society shall not affiliate itself with any political party unless given the approval of every member of the Society.  The Society shall not donate money to any political party on account of its charitable status, regardless of the wishes of its members.
  1. Meetings of the Society
    1. General Meetings of the Society shall be held on the Sundays of 1st, 3rd, 5th and 7th week of each term.  General Meetings may be postponed in unavoidable circumstances, by a majority vote by the Executive Committee, in which case advertising to this effect and the new date must be displayed in the Junior Common Room and on the website of the Society.  There may not, however, be less than four General Meetings per term and there shall always be a meeting on the first Sunday of Michaelmas Full Term.
    2. All members of the Society shall be entitled to attend, speak and vote at General Meetings.  Honorary Members are entitled to attend and speak at General Meetings, but may not vote.
    3. Subject to the clauses of this chapter, procedure at General Meetings of the Society shall be laid down in chapter P of the Standing Orders.
    4. Thirty persons shall be a quorum, except that forty-five persons shall be a quorum when a motion to amend the Constitution is on the agenda.  Only members (excluding Honorary Members) shall be counted towards the quorum.
    5. An Extraordinary Meeting of the Society may be called by the President on the instruction of the Executive Committee, or on the production of a written request to do so accompanied by the signatures of ten members of the Society.  Subject to the clauses of this chapter, procedure at Extraordinary Meetings of the Society shall follow procedure for General Meetings, as laid down in chapter P of the Standing Orders.
    6. At least 48 hours notice shall be given of any General Meeting or Extraordinary Meeting and of its agenda, including any motions to be discussed, and such notice shall be posted in the Junior Common Room, and on the website of the Society.
    7. The chair shall be taken by the President, or in the absence of the President the Treasurer, or in the absence of the President and the Treasurer the Secretary.  If all these persons are absent from a quorate meeting of the Society, other members present shall be appointed as necessary to act for them at that meeting.
    8. The Secretary shall take minutes.  These minutes are to be posted on the website of the Society and in the Junior Common Room 48 hours before the next General Meeting of the Society.  If the Secretary is absent from the meeting or is in the chair, the chairperson shall appoint a substitute for that meeting.
    9. All questions shall be decided by either secret ballot or a show of hands unless otherwise provided in this Constitution or in the Standing Orders.  A simple majority of those present and voting shall be sufficient to pass a motion unless otherwise determined by this Constitution or by the Standing Orders.
  1. The Executive Committee of the Society
    1. There shall be an Executive Committee of the Society that shall be responsible for the everyday administration of the Society.  The Executive Committee shall be elected by, and accountable to, the members of the Society.  All elections for Executive Officers of the Society shall be conducted in accordance with the Electoral Standing Orders.  The Sub Rector shall ensure that elections are fairly and properly conducted
    2. The Executive Committee shall be made up of the following Executive Officers:
      1. The President
      2. The Treasurer
      3. The Secretary
      4. The Welfare Officer (Female)
      5. The Welfare Officer  (Male)
      6. The Access and Academic Affairs Officer
      7. The Amalgas Officer (also known as the President of the Amalgamated Clubs)
      8. The Domestic and Accommodation Officer
      9. The Entertainments Officers (also known as the Entz Officers), who shall only have one vote between them
      10. The Charities Officer
      11. The Music, Arts and Drama Officer
      12. The Equalities Officer
      13. The Environment and Ethics Officer
      14. The International Students Officer
    3. The Executive Committee shall meet on a fortnightly basis, on the Thursday before each General Meeting of the Society. In addition, the Executive Committee will read through motions for the general meeting, discuss any current news or issues in the JCR, and bring problems to the attention of the Committee, who will try to deal with it accordingly if they are in a position to do so.  All Executive Officers should attend these meetings, and provide a brief summary of action taken with regards to their position.  If absent due to unavoidable circumstances, Executive Officers must submit a short statement of their activities.  Brief minutes shall be taken by the Secretary and shall be posted on the website of the Society.  The only exceptions shall concern items that are covered by existing confidentiality agreements. There shall be no quorum of the Executive Committee
    4. Any other member of the Society (whether an officer or not) may be invited to attend any of the meetings of the Executive Committee without the power to vote, only when the President deems it necessary.
    5. The following rules shall apply to the Kitchen:
      1. The kitchen shall be kept locked at all times at which it is not being used.
      2. The Kitchen Rep and Domestic and Accommodations Officer shall reserve the right to ‘name and shame’ all those who can be shown to have abused the catering facilities provided by the Society.”
  1. Sub-Committees of the Society
    1. The Society may establish or abolish committees other than the Executive Committee, and may determine their function by amendment of this Constitution.
    2. The Ball Committee shall meet at regular intervals prior to any Exeter Summer Ball to discuss and administer the Ball.  The Ball Committee shall be chosen by the Ball President and the Ball Treasurer, and the Ball President, shall take the Chair.  The taking of minutes shall be at the discretion of the Chair.
    3. Executive officers may at their discretion convene and chair a sub-committee. A sub-committee will act only within the executive officer’s remit. The appointment and election of committee members and all other committee business shall be conducted at the discretion of the chair,

 

  1. Officers of the Society
    1. All officers (with the possible exception of the Website Representative) shall be current members of the Society, and any officer who ceases to be a member shall resign forthwith.  All Executive Officers of the Society shall be elected by the Society and shall be accountable to the Society.  The procedure for the election of Officers is found in chapter Q of the Standing Orders.
    2. 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.  The offices of any non-Executive Officer may lapse at the discretion of the President unless petitioned by the Executive Committee or by the resolution of a meeting of the Society to bring such offices into effect.
    3. The procedure for the resignation of officers is detailed in chapter R of the Standing Orders.
    4. The procedure of calling any officer to account is detailed in chapter R of the Standing Orders.  This process may be initiated by any two members of the Society, acting together.  If the officer fails to account for his actions whilst in office, then the Executive Committee shall have the power to remove the officer and declare the office vacant.  The process of calling to account, as laid down by the Standing Orders, must provide the officer with the opportunity of a hearing, allowing the officer to appeal against removal from office.  Any such Standing Order shall provide that the office be not vacant until the time for appeal has passed or an appeal has been decided, as the case may be; and that meanwhile the officer be suspended.
    5. All Executive Officers should attend all General Meetings of the Society and must send apologies to the Secretary if they are unable to attend.
    6. All officers shall hold office for one year from taking office, except that:
      1. 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; and
      2. in consequence of any change in the Standing Order governing the day during the academic year of election to a particular office the period of office of the person holding that office at the time of change may be extended or curtailed.
    7. Any person who has been elected President, Treasurer or Secretary in a by-election may stand for re-election provided that he or she does not serve more than four terms in total in any one of those offices.
    8. All members of the Society shall be eligible to be Executive Officers of the Society, except that:
      1. Honorary Members are not eligible; and
      2. the Welfare Officer (Female) shall have a gender identity including woman, and the Welfare Officer (Male) shall have a gender identity including man. Furthermore, any individual who identifies as agender can run for either role; and
      3. the Secretary shall be a member of the Society engaged in the 1st year of an undergraduate degree; and
      4. no-one shall hold a paid or sabbatical office for more than two years in total; and
      5. the Amalgas Officer shall be a member of a sports club in college; and
      6. candidates for the positions of Ball President and Ball Treasurer shall stand jointly for election in working pairs.  If one of the successfully elected pair is unable to continue in their position, then a by-election shall be held for both Ball President and Ball Treasurer.
    9. As detailed in clause F3 of this Constitution, Executive Officers must attend all meetings of the Executive Committee and provide a report of their activities at all such meetings.  Non-Executive Officers may be requested to attend meetings of the Executive Committee and provide a similar report, when the President deems appropriate.
    10. It shall be part of the duties of every officer of the Society to prepare, before their end of tenure, a hand over pack.  This pack will contain a detailed description of the jobs and responsibilities entailed by the post, intended to be read in conjunction with this Constitution.  These packs shall be an appendix to this Constitution and should be reviewed or revised annually or more frequently by the officers concerned.  Every 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.
    11. No officer shall negotiate credit on any matter for the Society without the prior written agreement of the President, Treasurer and Secretary.
    12. The President is an Executive Officer, and shall:
      1. Be responsible for the commercial operation of the Society and shall oversee the provision of facilities.  The President shall be responsible for the division of functions and for the exercise of any residual tasks.  The President shall co-operate with other officers in the carrying out of their responsibilities; and shall
      2. Chair the General Meetings of the Society and speak on all motions proposed by the Executive Committee, except where the subject of the motion is the direct responsibility of another member of the Committee; and shall
      3. Call and chair meetings of the Executive Committee; and shall
      4. Make him/herself available to members of the Society for discussion of all Society matters for which he/she has any responsibility; and shall
      5. Attend Governing Body, Liaison Committee and Finance and Estates Committee Meetings and any other College committee at which his/her presence is requested.  Additionally, he/she should supervise the Ball Committee, where he/she should act in an advisory capacity.  The President shall ensure that the Society is represented on all committees and at all meetings where it is entitled or invited to be represented; and shall
      6. Remain in regular contact with other JCR Presidents’ and aim to attend meetings of the JCR Presidents’ Committee; and shall
      7. Be a signatory for the Accounts of the Society; and shall
      8. In co-operation with the Secretary, and excepting clause A8 of this Constitution, be responsible for all official communications; and shall
      9. Take personal responsibility for, or delegate the responsibility for, all issues and problems that arise concerning the society that are not covered in this Constitution or in the Standing Orders; and shall
      10. Write the OUSU Alternative Prospectus article in consultation with the Academic Administrator; and shall
      11. Provide, upon request from the editor of the College Register, a report on the year’s activities of the Society; and shall
      12. Write a letter for the Freshers’ Guide; and shall
      13. Arrange for the organisation of the Christmas Revue and ensure that the event takes place; and shall
      14. At the invitation of the College, attend Dinners, and Gaudies; and shall
      15. Attend the termly meetings of JCR Presidents and the University Proctors; and shall
      16. Recruit, at the request of the College, Junior Members to sit on the Minor Appeals Committee; and shall
      17. Be responsible for the oversight of the website of the Society.  This shall be done in conjunction with others, including the Secretary, the Website Representative and the Information Officer.  The President shall ensure that the accounts of the Society, minutes of relevant meetings and an updated copy of this Constitution and the Standing Orders are available both in hard copy form and on the Society’s website for inspection by members; and shall
      18. Ensure that Executive and Non-executive officers of the Society carry out their duties as mandated in this Constitution; and shall
      19. At General Meetings of the Society have sole and final authority on all matters of order and have the casting vote in all meetings of the Society or the Executive Committee; and shall
      20. Ensure that, at the point of hand-over to the new President, the new President is made of all relevant ongoing business of the Society, of all duties to be fulfilled and of all committees on which the Society is to be represented; and shall
      21. Together with the Treasurer, request regular updates from the Ball President/Treasurer on the financial status of the event in the months before and after the College Ball; and shall
      22. Be a witness to the counting of the votes in all elections of the Society; and shall
      23. Ensure that a ‘President’s room’ exists and is used, whether it is a bedroom or an ‘office’, that will hold the property of the JCR, conduct exec meetings and be used for any other business of the president. An A* room for the JCR president will be set aside in the housing ballot; if the JCR president is unable to take the room upon election, he or she must seek another room, such as the GCR, to be used as the ‘President’s room’ upon consultation with the college and approval with a JCR motion in a general meeting.
    13. The Treasurer is an Executive Officer, and in addition to having those responsibilities described in chapters F, I, K, L, S, and clauses H1-11 of this Constitution, shall:
      1. Be accountable for the efficient financial operation of the Society together with the President.  The Treasurer shall keep all the accounts of the Society and records of all financial transactions of the Society in computerised form; and shall
      2. Submit a printed copy, for the approval of the Finance and Estates Committee, of the Society’s accounts to the College Bursars before the end of the first week of each Term or by a date stipulated by the College Bursars or the Finance and Estates Committee, this copy being both a true and accurate account of the financial position of the Society; and shall NOTE: [i.e. every term rather than each Michaelmas]
      3. Present a draft budget for the forthcoming financial year, which shall run from 1 August to 31 July, to the Home Bursar before the end of First Week of each Michaelmas Term or by a date stipulated by the College Bursars or the Finance and Estates Committee.  This draft budget must include at least the following: all income for the Society, for both charitable and non-charitable purposes, that may be reliably forecast for the year ahead; all expenditure by the Society for non-charitable purposes that may be reliably forecast for the year ahead; amounts likely to be available for distribution to charitable causes for the year ahead; amounts likely to be available for expenditure on non-charitable causes for the year ahead; and shall
      4. Present a brief financial summary of the year at the 4th General Meeting during Trinity Term; and shall
      5. Ensure that a hard copy of the accounts and budgets of the Society, as described in b and c above, are available for inspection by junior members, and that the same documents are kept up to date on the website of the Society, with a revision of the accounts online at least once a term; and shall
      6. Be able, upon request and given reasonable notice, to present at either a General Meeting or meeting of the Executive Committee an account of the financial status of the Society, listing all available funds, both for charitable and non-charitable purposes.  The Treasurer must present such an account to the Executive Committee in the 2nd and 4th meetings of the committee each term.
      7. Obtain from college yearly accounts of the JCR Art Fund; and shall
      8. Be a signatory for the accounts of the Society; and shall
      9. Both when taking up office and when stepping down, ensure that signatories on the Society’s accounts are changed as applicable; and shall
      10. Be responsible for researching the case of the Society on Prices and Charges Negotiations, and funding division negotiations with the MCR; and shall
      11. Liaise with the NUS/OUSU Officer to monitor and negotiate lower subscription fees to both the NUS and OUSU if possible; and shall
      12. Attend College Liaison Committee and College Finance and Estates Committee Meetings and any other College committee at which his/her presence is requested; and shall
      13. Replace the President, where appropriate, when he/she is unable to fulfil their duties; and shall
      14. 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 his/her wilful neglect; and shall
      15. 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
      16. Ensure that, within a fortnight of assuming office, he or she has learnt from their predecessor how the accounts are to be maintained and completed; and shall
      17. Together with the President, request regular updates from the Ball President and Ball Treasurer on the financial status of the event in the months before and after the College Ball.  Additionally, he/she should supervise the Ball Committee, where he/she should act in an advisory capacity; and shall
      18. Meet with the college accountant and/or bursars to decide the maximum amount to be retained in the charities account at the end of each financial year; and shall
      19. Draw up cheques for disbursements to charities; and shall
      20. 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 or by the President; and shall
      21. Be responsible for the organising and buying of food and drink for General Meetings, when the Executive as a whole deem this to be appropriate
    14. The Secretary is an Executive Officer, and in addition to having those responsibilities described in chapters A, C, F, I, J, L, P, T and clauses H1-11 of this Constitution, shall:
      1. Take the minutes of any meeting he/she attends and display the minutes on the website of 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
      2. Attend all meetings of the Society, meetings of the Executive Committee, governing body and College Liaison Committee meetings or be explicitly excused by the President and arrange for a replacement minute taker; and shall
      3. At every General Meeting of the Society read motions and amendments (in a humorous manner where appropriate), and count votes; and shall
      4. In co-operation with the President, and excepting clause A8 of this Constitution, be responsible for all official communications; and shall
      5. Be responsible for the supply and interpretation of the Constitution and of the Electoral and Procedural Standing Orders.  The Secretary shall ensure that, both in printed copy and on the website of the Society, the Constitution and Standing Orders are kept up to date, making amendments when directed by the Society; and shall
      6. Maintain a file for the year of their office, to be stored in the President’s room, to contain at least the following: minutes of all meetings from that year, notes of all policy decisions made at meetings of the Society and meetings of the Executive Committee, a copy of the College Register, the College prospectus and alternative prospectus. The Secretary shall add photographs, articles from student papers and other items of interest his/her discretion; and shall
      7. Replace the President, where appropriate, when he/she is unable to fulfil their duties; and shall
      8. Administer the annual undergraduate housing ballot in consultation with the Home Bursar and Sub-Rector, according to the procedure outlined in the Standing Orders, and ensure that at the point of hand-over to the new Secretary, the new Secretary understands said procedure; and shall
      9. Be responsible for the organisation of Matriculation photos and the photos of the Society taken in Trinity term; and shall
      10. Receive and publicise the motions of General Meetings, and publish them, along with relevant notices at least 12 hours before said meeting; and shall
      11. Maintain the Society’s e-mail mailing list and distribute relevant information to those on the list; and shall
      12. Maintain and update the general notice-boards in the Junior Common Room with current and relevant information; and shall
      13. Liaise with the President, the Secretary and the Website Representative regarding the updating and maintenance of the information presented on the Society’s Website.
    15. The Welfare Officer (Female) and Welfare Officer (Male) are Executive Officers, and in addition to having those responsibilities described in chapters F, G, I and clauses H1-11 of this Constitution, shall:
      1. Liaise with other sources of welfare provision within College, including the Junior Dean, the Sub-Rector, and the Chaplain; and shall
      2. Liaise with OUSU regarding welfare issues, meetings and the purchasing of welfare equipment; and shall
      3. Organise and maintain the welfare notice board. Maintain a welfare message at the end of every JCR email; and shall
      4. Purchase and provide condoms and pregancy test, and organise reimbursement for the purchase of emergency contraception on behalf of the Society; and shall
      5. Undergo peer support training and organise peer support training for additional members of the Society. The Welfare Officers shall advertise the peer support service on the notice board and in emails; and shall
      6. Ensure that welfare related discussion can take place in a private room;; and shall
      7. Understand and be able to advise on the College’s provision of hardship funds; and shall
      8. Update the welfare sections of the Society’s website, the alternative prospectus and the freshers guide when necessary; and shall
      9. Organise a welfare meeting with freshers in 0th week of Michaelmas term in so that new Junior Members are aware of welfare resources available; and shall
      10. Liaise with the Freshers’ Reps to ensure adequate welfare provision during Freshers’ week; and shall
      11. Provide a weekly welfare tea to the JCR; and shall
      12. Organise the showing of videos or DVDs in the Junior Common Room on Sunday nights, or at any other time as deemed suitable by the Society.  The choice of DVD should endeavour to respect the tastes of the Society and its members; and shall
      13. When invited, attend meetings of the Equality Review Committee.
    16. The Access and Academic Affairs Officer is an Executive Officer, and in addition to having those responsibilities described in chapters F, G, I and clauses H1-11 of this Constitution, shall:
      1. Be responsible for co-ordinating the JCR team & their duties for the Admissions procedure, in close consultation with the Academic Administrator; and shall
      2. Liaise with OUSU on all relevant affairs and attend all relevant committees; and shall
      3. Sit on the Library Committee; and shall
      4. Liaise with the Academic Administrator in the organisation College Open Days; and shall
      5. Maintain the Careers Notice board in the JCR and attend all meetings with Careers Service; and shall
      6. Liaise during Hilary term with the Alternative Prospectus Editor on the production of the college Alternative Prospectus; and shall
      7. Liaise with the College and University Access scheme staff; and shall
      8. Work with the Senior Tutor to represent and care for the academic interests of members of the Society; and shall
      9. Shall be responsible for keeping the information on admissions, careers and academic affairs on the website up-to-date; and shall
      10. Provide information on course-changing and academic complaints procedures when requested by members of the society.
    17. The Amalgas Officer is an Executive Officer, and in addition to having those responsibilities described in chapters F, J, and clauses H1-11 of this Constitution, shall:
      1. Be responsible for monitoring the state of all College sports facilities; and shall
      2. Ensure all college sports clubs are adequately funded, pursuing sponsorship, in consultation with individual club captains, if necessary; and shall
      3. 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
      4. Arrange for Sports Club Dinner(s) to take place, in consultation with the Sports Team Captains; and shall
      5. Arrange for the reimbursement of legitimate expenditure by sports team Captains; and shall
      6. 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 and, if appropriate, displayed on the the website of the Society every week.
    18. The Domestic and Accommodation Officer is an Executive Officer, and in addition to having those responsibilities described in chapters F, I, L and clauses H1-11 of this Constitution, shall:
      1. Report any grievances to College that members of the Society express regarding communal food and facilities, including vacation residence; and shall
      2. Be responsible for Society action on all matters concerning College food quality, and liaise with the head kitchen staff concerning hall food; and shall
      3. Attend the college Domestic Committee and Health and Safety Committee meetings; and shall
      4. Be responsible for liaising with the relevant scouts (and, if applicable, the Kitchen Rep) regarding the looking after of the Kitchen and Junior Common Room; and shall;
      5. Arrange with the Steward’s office well before the end of each term that, at the end of that term, sufficient storage space is made available for foreign students; and shall;
      6. Compile and maintain a guide to living privately including reviews of particular houses by members of the Society who were previous residents, to act as a supplementary guide to that supplied by OUSU; and shall
      7. Act as an adviser to those members of the Society who are considering private accommodation; and shall
      8. Plan the renovation of public and private spaces in College with the financial support of the Society, and liase with college to organise action on such
    19. The Entertainments Officers are Executive Officers, and in addition to having those responsibilities described in chapters F, G, J and clauses H1-11 of this Constitution, shall:
      1. Be responsible for bops, of which there must be at least three in Michaelmas and Hilary terms; and shall
      2. Aim to co-ordinate events with other Colleges and bodies; and shall
      3. Publicise all social events internal to the College; and shall
      4. If they so desire, appoint their own Entertainments Committee; and shall
      5. Encourage Music and Drama event in conjunction with the Music, Arts and Drama Officer; and shall
      6. Be Freshers’ Representatives; and shall
      7. Be responsible for organising Halfway Dinner for second year student in 4th week of Hilary term, as detailed in J; and shall
      8. 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; and shall
    20. The Charities Officer is an Executive Officer, and in addition to having those responsibilities described in chapters F, I, and clauses H1-11 of this Constitution, shall:
      1. Represent the JCR as RAG rep and attend all relevant meetings; and shall
      2. Ensure that at least one charity event is held per term, raising money for the JCR Charities account unless there is a cause deemed more worthy by the Officer and agreed by the JCE Exec; and shall
      3. Publicise the Charities Meetings at the Hilary and Trinity Term, as described in Section S; and shall
      4. Be responsible for raising funds for Third World Scholar Scheme; and shall
      5. Liaise with ExVac and other interested charities concerning fundraising opportunities in college.
    21. The Environment and Ethics Officer is an Executive Officer, and in addition to having those responsibilities described in chapters F, G, and clauses H1-11 of this Constitution, shall:
      1. Promote environmental issues in college and raise awareness of recycling and energy efficiency, especially with regard to college policy; and shall
      2. Keep in regular contact with OUSU regarding environmental issues across the University; and shall
      3. Publicise, by email or otherwise, events and campaigns relating to environment and ethics from across the University.
    22. The International Students Officer is an Executive Officer, and in addition to having those responsibilities described in chapters F, G, and clauses H1-11 of this Constitution, shall:
      1. Provide support to international students, expanding on the work of the International Freshers’ Representative throughout the year; and shall
      2. Build links with the network of ISRs across the University; and shall
      3. Represent and voice the needs of international students within the JCR.
    1. The Music, Arts and Drama Officer is an Executive Officer, and in addition to having those responsibilities described in chapters F, G, J, K and clauses H1-11 of this Constitution, shall:
      1. 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
      2. Be personally responsible for the regular occurring of the following events
        1. A Rector’s Musical Evening every term; and
        2. A Band Evening every term; and
        3. Recitals at appropriate times throughout the year; and
        4. 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; and
        5. The buying and selling of Society Artwork (with the approval of the President and Treasurer); and
        6. An Exeter College entry into Drama Cuppers in Michaelmas Term, and
        7. Liaison with OUDS to ensure access to workshops and auditions for members of the Society; and shall
      3. 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
      4. 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 he/she deems fit; and shall
      5. Co-ordinate events with the college Turl Street Arts Festival representative in Hilary term; and shall
      6. Aim to provide a broad variety of arts events over the academic year; and shall
      7. Chair the MAD committee and be responsible for any financial decisions taken at said committee.
    2. The Equalities Officer is an Executive Officer, and in addition to having those responsibilities described in chapters F, G and clauses H1-11 of this Constitution, shall:
      1. Co-ordinate the affairs of female, LGBTQ, BME, disabled and other minority members of the Society and liaise with the Women’s Officer of the OUSU or the NUS, the Officers of LGBTQ soc and the autonomous LGBTQ Campaign, or any like body of Oxford students; and shall
      2. Organise Equality events that raise awareness of Equalities issues throughout the academic year; and shall
      3. Ensure that an Equality Dinner is held in Hilary term; and shall
      4. Support the Women’s Officer, LGBTQ Officers, BME Officer, and Disabilities Officer.
      5. 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
      6. Run fresher’s consent workshops alongside Welfare and Women’s Officer; and shall
      7. Ensure communication between different Officers to aid community events and campaign support; and shall
      8. Campaign for, or support, members of the JCR in issues relating to the role.
    3. The Catering Officer is an Executive Officer, and in addition to having those responsibilities described in chapters F, G, and clauses H1-11 of this Constitution, shall:
      1. Be responsible for improving student satisfaction with meals; and shall
      2. Sit on College committees that discuss meals; and shall
      3. Assist the JCR Treasurer and President in any work related to Catering, the Catering Charge, Meal costs and other living cost issues for students.
    4. The OUSU Officer is an Executive Officer, and in addition to having those responsibilities described in chapters F, I, and clauses H1-11 of this Constitution, shall:
      1. Represent the JCR as OUSU rep and attend the fortnightly OUSU Council Meeting on behalf of the JCR; and in advance of each OUSU Council meeting shall
      2. Circulate to the JCR by email a summary of the motions being proposed and possible points of discussion; and shall
      3. Conduct a secure and anonymous online poll for the motions; and shall
      4. Vote in the OUSU Council Meeting according to the results of this poll, abstaining on motions for which:
        1. The results of the poll do not yield a two-thirds majority, and
        2. There is an amendment or revelation made during the OUSU Council Meeting; and shall
      5. Coordinate with other delegates to best represent the spread of JCR opinion; and shall
      6. Circulate the OUSU Council results to the JCR via email.
    5. The Women’s Officer is an Executive Officer, and in addition to having those responsibilities described in chapters F, I, and clauses H1-11 of this Constitution, shall:
      1. Be a woman* (*any individual who identifies wholly as woman or with a complex gender identity encompassing woman); and shall
      2. Be elected by the women* of the college; and shall
      3. Receive the OUSU first responder training; and shall
      4. Receive the Peer Supporter training; and shall
      5. Assist the Welfare Officers with the reimbursement of pregnancy tests and emergency contraception; and shall
      6. Lobby for women’s rights within college and ensure college policy is inclusive of women; and shall
      7. Liaise with the SCR or Governing Body, the JCR Welfare Officers, the MCR Women’s Rep, and the OUSU Women’s Campaign; and shall
      8. Liaise with other sources of welfare provision within College, including the Junior Dean, the Sub-Rector, and the Chaplain; and shall
      9. Liaise with OUSU regarding women’s issues; and shall
      10. Work with college, seeking OUSU advice where necessary, to combat academic attrition and the gender gap at finals; and shall
      11. Organise consent workshops; and shall
      12. Encourage all members of the Welfare Committee to attend sexual violence first response training; and shall
      13. Ensure there are safe spaces for women in college, including bops
      14. Contribute to the relevant sections of the alternative prospectus and the freshers guide; and shall
      15. Raise awareness in college of gender equality related campaigns within the university.
      16. When invited, attend meetings of the Equality Review Committee.
    6. The Disabilities Officer is an Executive Officer, and in addition to having those responsibilities described in chapters F, G and clauses H1-11 of this Constitution, shall:
      1. Represent those who identify as having both physical and mental disabilities; and shall
      2. Raise awareness of disabilities issues throughout the academic year; and shall
      3. Liaise with the SCR or Governing Body, the JCR Welfare Officers, the JCR Equalities Officer, and the OUSU Disabilities and Equalities Officers; and shall
      4. Liaise with other sources of welfare provision within College, including the Junior Dean, the Sub-Rector, and the Chaplain; and shall
      5. Provide support on relevant issues and report any deficiencies in the area of disabilities to the college authorities; and shall
      6. Make sure there is adequate provision of disabilities resources.
    7. The LGBTQ Officer is an Executive Officer, and in addition to having those responsibilities described in chapters F, G and clauses H1-11 of this Constitution, shall:
      1. Be an individual who identifies as being lesbian, gay, bisexual, transgender and/or queer; and shall
      2. Represent those who identify as being lesbian, gay, bisexual, transgender and/or queer; and shall
      3. Raise awareness of LGBTQ issues throughout the academic year; and shall
      4. Liaise with the SCR or Governing Body, the JCR Welfare Officers, the JCR Equalities Officer, and the OUSU LGBTQ and Equalities Officers; and shall
      5. Liaise with other sources of welfare provision within College, including the Junior Dean, the Sub-Rector, and the Chaplain; and shall
      6. Provide support on relevant issues and report any deficiencies in the area of LGBTQ to the college authorities; and shall
      7. Make sure there is adequate provision of LGBTQ information and resources; and shall
      8. Organise regular LGBTQ drinks in college.
  • The Admiral of the Punts is a non-Executive Officer, and in addition to having those responsibilities described in clauses H1-11 of this Constitution, shall:
    1. Be responsible for the hiring of the College Punt for Trinity Term of each year; and shall
    2. Organise the signing-on of the Punts levy each Hilary Term, to determine those members to whom the College Punt will be made available.
  • The Bar Officer is a non-Executive Officer, appointed by the Bar Manager
    from the current Bar staff in Hilary Term of each year and ratified by the Executive Committee. In addition to having those responsibilities described in clauses H1-11 of this Constitution shall:

        1. Assist the Bar Manager with the running of the Bar; and shall
        2. Act as a representative regarding student staffing of the Bar; and shall
        3. Solicit the opinion of JCR members regarding the running of the Bar and report these opinions to College, reporting to General Meetings and Exec Meetings as necessary; and shall
        4. Be responsible for maintaining the selection of music on the bar Ipod and keeping the Ipod alongside the jukebox up to date; and shall
        5. In conjunction with the Bar Manager and Entz Officer, seek to maximise the use of the Bar as a social venue.
  • The Ball President is a non-Executive Officer, elected by secret ballot of the Society.  In addition to having those responsibilities described in chapters G, J and clauses H1-11 of this Constitution, shall:
    1. Co-ordinate the administration of the Ball, and liaise with the President, the Treasurer and the College on related matters; and shall
    2. 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.
  • The Ball Treasurer is a non-Executive Officer, elected by secret ballot of the Society. In addition to having those responsibilities described in chapters G, J, K, and clauses H1-11 of this Constitution, shall:
    1. In consultation with the President, the Treasurer, the Ball President and the College, manage the finances of the Ball; and shall
    2. 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.
  • The Freshers’ Representatives are non-Executive Officers, elected by the Society in Trinity Term of their first year to serve during Michaelmas Term of their second year.  In addition to having those responsibilities described in clauses H1-11 of this Constitution, shall:
    1. Produce the Freshers’ Guide booklet, containing information relevant to Freshers, and send said booklet to said Freshers; and shall
    2. Organise the Society ‘parenting scheme’ for the benefit of incoming Freshers; and shall
    3. Organise Freshers’ Week, a series of social events, orientation events, and social orientation events in 0th week of Michaelmas Term; and shall
    4. Liaise with the Welfare Officers to ensure adequate Welfare provision during Freshers’ Week; and shall
    5. Maintain a close working relationship with the President during the organisation of and running of Freshers’ Week.
  • The Kitchen Rep is a non-Executive Officer, appointed and dismissed at the discretion of the President, who is responsible for the following:

– ensuring the Kitchen is clean, tidy and hygienic.

– keeping 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.

– providing stocks of cooking oil, milk, salt and pepper.

– ensuring that there is a supply of kitchen roll, fairy liquid and sponges.

– washing the tea towels at least once a week.

– naming and shaming anyone who has misused the kitchen.

– consulting with members and the Domestic and Accommodations Officer on how the kitchen can be improved.

A budget will be provided to the Kitchen Rep in order that they may carry out their responsibilities.

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.

A fee of £25 will be paid to this officer.

  • The Returning Officer is a non-Executive Officer, appointed by the Executive Committee in Trinity Term for all elections in the following academic year.  A Returning Officer who becomes a candidate for any other office shall resign and 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.  In addition to having those responsibilities described in chapters O, Q and clauses H1-11 of this Constitution, shall:
    1. Give at least seven days notice of every forthcoming election in writing to the Sub-Rector ; and shall
    2. Advertise the dates of all elections and nomination deadlines; and shall
    3. 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
    4. 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.  The Returning Officer shall chair Hustings, and advertise the event at least 24 hours in advance; and shall
    5. Organise an online system by which the votes can be cast; and shall
    6. Conduct the counting of votes, following the procedure in the Standing Orders, and witnessed by the President, to determine the winner of all elections of the Society; and shall
    7. Be responsible for the organisation of all Referenda, if and when such occurs.
  • The Website Representative is a non-Executive Officer, and in addition to having those responsibilities described in chapters K, L and clauses H1-11 of this Constitution, shall:
    1. Maintain the website of the Society, liaising with the President, the Secretary and the Information Officer when necessary; and shall
    2. Post suitable photos on the Society at his/her discretion.
  • The Yearbook Editor is a non-Executive Officer appointed at the discretion of the President, and in addition to having those responsibilities described in chapter G and clauses H1-11 of this Constitution, shall:
    1. Take overall responsibility for the organisation, production and distribution of the College Yearbook, if the Society is in that year producing a College Yearbook.

 

  1. Representation of the Society on College Bodies
    1. The Domestic and Accommodation Officer shall be invited to represent the Society at meetings of the College Domestic Committee, which shall be chaired by the Home Bursar or his/her agreed delegate.  At this meeting the Domestic and Accommodation Officer shall raise complaints, suggestions and comments regarding accommodation, meals, vacation residence, storage rooms for students’ possessions and services provided by the College.
    2. The Domestic and Accommodation Officer shall represent the Society at meetings of the Health and Safety Committee of the College.
    3. Two members of the Society shall be elected as Junior Members of the College Rules Committee by a show of hands at the meeting of the Society before any College Rules Committee meeting, and they shall be mandated on the issues due to be discussed at that meeting, and shall duly report the results to the Society.
    4. The President, Treasurer, and Secretary shall be invited to represent the Society at meetings of the College Liaison Committee, which shall be chaired by the Rector or his/her agreed delegate.  The Committee shall be a forum for the discussion of issues affecting Junior Members.  The Secretary shall take the minutes and shall duly present these to the Society.
    5. The President and Treasurer shall endeavour to ensure that they are invited to represent the Society in open meetings of the College Finance and Estates Committee, which shall be chaired by the Rector or his/her agreed delegate.  The minutes of the Committee shall be made available to Junior Members on request.
    6. The President and Secretary shall endeavour to ensure that they are invited to represent the Society in meetings of the College Governing Body.

 

  1. Regular Events of the Society
    1. There shall be regular General Meetings of the Society as detailed in chapter E of this Constitution.  In addition there shall be regular meetings of the Executive Committee, as detailed in chapter F of this Constitution.
    2. Each year there shall be an Exeter Christmas Revue, be organised by a volunteer or appointee of the President.  The Revue shall be held in Hall, advertised at least 48 hours in advance, and invitations shall be sent to senior members of College where deemed appropriate by the President.
    3. There shall be a Halfway Dinner for 2nd year students in 4th week of Hilary term.
    4. As detailed in chapter G and clauses H25-26 of this Constitution, the Ball President, Ball Treasurer and Ball Committee members shall organise the Exeter College Summer Ball in Trinity Term of each year.  In the circumstance that the College authorities refuse permission for such an event, the Ball Committee shall organise tickets for another Oxford ball.  Tickets shall be open to all members who apply for them.
    5. The Secretary shall organise EXCAC awards each Trinity Term.  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 Secretary, in consultation with the Executive Committee.  These categories shall not be unduly offensive.  The choice of winner for each category is at the discretion of the Secretary and President, subject to due guidance from the aforementioned nominations of Junior Members.
    6. The Society shall vote in Trinity Term of each year as to whether the Society remain affiliated to OUSU and the NUS as detailed in chapter D of this Constitution.
    7. Each Trinity Term the Secretary shall organise a group photograph of members of the Society.
  1. Finances of the Society
    1. The Society shall keep accounts of all its funds.  Its accounts shall include:
      1. The Main Account
      2. The Charitable Causes Fund Account
      3. The Arts Fund Account
      4. The Ball Account
    2. 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.  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 (whether they are members or not).  All such persons shall have full access to the Junior Common Room and full use of the facilities provided by the Society.
    3. 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.  Any such subscription shall be paid either into the Main Account or into the Arts Fund, as may be appropriate.
    4. 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, College stationary, or telephones, must be approved by a meeting of the Society. Large, compound financial undertakings such as the Ball need be voted on only once, even if the budget is at that stage indefinite.  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 or the Standing Orders.  The Executive Committee may at any time demand justification of any expenses made under this authority.
    5. All the accounts of the Society are subject to annual approval by the Governing Body.
    6. The Society shall not be allowed to invest money in risky activities on account of its charitable status.
    7. Any large financial transactions undertaken on behalf of the Society must be authorised in writing by the President and by the Treasurer.
    8. The Charitable Causes Fund Account shall be funded by a Society Charities levy, as governed by chapter S of the Standing Orders.  The Account may not go into deficit.  No transfer may be made to the Account from any other account of the Society.  The disposal of assets of the Account shall always be to charitable purposes other than the Society itself, and shall be governed by the Standing Orders.

 

  1. Website of the Society
    1. There shall be a website of the Society, to contain information for members of the Society and those qualified for membership, and for prospective Junior Members.
    2. The President shall bear overall responsibility for the website of the Society.
    3. The website shall be maintained by the Website Representative.
    4. The website shall contain minutes of all meetings of the Society, the Executive Committee and the College Liaison Committee, and a copy of this Constitution and the Standing Orders, and these shall be updated by the Secretary.
    5. The website shall contain minutes of College Domestic Committee and College Health and Safety Committee meetings, and these shall be updated by the Domestic and Accommodation Officer.
    6. The website shall contain details of the accounts of the Society, and these shall be updated by the Treasurer.
    7. The website shall contain suitable photos, as submitted by members of the Society, at the discretion of the Website Representative.
    8. Any other sections of the website shall be included at the discretion of the Executive Committee at the direction of the President.

 

  1. Rules Governing Society Rooms
    1. 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.
    2. 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.
    3. The JCR may not commission any maintenance or redecoration work in the rooms, or install fittings, without the explicit consent of the Home Bursar.
    4. The following rules shall apply to the Junior Common Room:
      1. There shall be no smoking.
      2. There shall be no prior reservation of seats for the viewing of sporting events on Television.
      3. The running costs of all facilities in the room that fall upon the Society shall be paid for via a levy on all Members.
      4. Newspapers and magazines shall not be removed from the room, except for matters of disposal.
    5. The following rules shall apply to the General Common Room:
      1. There shall be no smoking..
      2. There shall be no excessive or unnecessary noise.
      3. There shall be no eating or drinking.
    6. The following rules shall apply to the Kitchen:
      1. The kitchen shall be kept locked at all times at which it is not being used.
      2. The Domestic Officer shall reserve the right to ‘name and shame’ all those who can be shown to have abused the catering facilities provided by the Society.
      3. A Kitchen Rep shall be appointed at the discretion of the President; to be responsible for the reasonable cleaning of the Kitchen. They will be paid a weekly fee as agreed by the Society.
  1. Campaigns of Action
    1. Any protest or strike conducted on behalf of the Society shall be subject to a two-thirds majority vote of a quorate meeting of the Society.
    2. The Society shall not carry out illegal actions in the name of protest, unless given the approval of every member of the Society, in which case they shall hold responsibility for any actions undertaken, subject to the Law.
    3. The Society shall not affiliate itself with any political party unless given the approval of every member of the Society.  The Society shall not donate money to any political party on account of its charitable status, regardless of the wishes of its members.
    4. The Society shall reserve the right to declare a state of hostility with another College if mandated by a two-thirds majority of a quorate meeting of the Society, in which case a Field Marshall shall be elected to oversee the effort.
  1. Referenda
    1. A referendum may be held on any matter or issue discussed and/or voted on by the Society, on condition that the signatures of at least thirty full members of the Society are collected in support of such a procedure within 48 hours of the original decision and/or vote having taken place.
    2. All members of the Society (except Honorary Members of the Society) shall be eligible to vote in such referenda.
    3. The Returning Officer shall conduct any such ballot.  He/she shall give at least 48 hours notice of any such ballot in writing to the Sub-Rector.
    4. Referenda shall put to a ballot the precise questions voted on by the Society meeting and shall not be restricted to a simple rejection or acceptance of that meeting’s resolution.

 

Standing Orders

(Governing Procedures of the Society)

  1. Meetings of the Society
    1. The most general order of business at meetings of the Society shall be as follows:
      1. Minutes of the previous meeting
      2. Matters arising from the minutes
      3. President’s Business
      4. Executive Committee Business
      5. Non-Executive Committee Business
      6. Any other notices
      7. Questions
      8. Motions
      9. Any Other Business
    2. At the discretion of the Chair, the order of business shall be reduced to the following.
      1. Notices
      2. Questions
      3. Motions
      4. Any Other Business
    3. The following shall concern the arbitrators of meetings of the Society:
      1. The Chair:
        1. The President or the President’s delegate shall be the Chair of the General Meeting.  In his or her absence the Chair shall be taken by the Treasurer and Secretary in that order.
        2. The Chair shall be responsible for maintaining order, preserving an atmosphere of consideration and ensuring that the Standing Orders are respected.
        3. Anyone wishing to speak must address himself to the Chair, who shall decide the right of priority of speaking.
        4. The Chair may interrupt observation from the floor in order to play an inquisitorial role in the debate.
        5. Should the Chair be in a position of conflict of interest in debate, he or she must at once relinquish the Chair.
        6. The Chair shall have the right to caution or expel any person at the meeting for disruptive conduct.
        7. The Chair shall have the acting vote.
        8. The Chair shall interpret Standing Orders subject to Procedural motions
        9. The Chair shall decide the order of the motions to be debated.
      2. The Secretary:
        1. The Secretary shall in all meetings of the Society, read and record the minutes, read motions and amendments (in a humorous manner where appropriate), and count votes.
        2. If the Secretary is absent from a meeting of the Society or is in the Chair, the Chair shall appoint a substitute for that meeting.
    4. The following shall concern the motions debated in meetings of the Society:
      1. General:
        1. All motions must be submitted before midnight of the Thursday immediately before the meeting of the Society in which it is to be debated.
        2. Motions can be submitted either by emailing the JCR secretary or by putting a motion in the JCR motion box.
        3. All motions to be debated at a meeting of the Society must be publicised at least 48 hours in advance of said meeting on the Bogsheet and by the JCR mailing list.
        4. All motions require a proposer and a seconder who are full members of the Society, or the endorsement of a committee of the Society, except where the motion concerns the calling to account of an officer, as laid out in section 10 of the standing orders.
        5. Unless otherwise stated by the Constitution, a simple majority shall suffice to pass all motions.
        6. All motions debated shall be subject to procedural motions
        7. The Executive Committee may veto motions proposed more than once within a given twelve month period.
      2. Procedure of Debate:
        1. The proposer of the motion, or a member of the endorsing committee as selected by the Chair of that committee, shall have the right to begin the debate on the motion with a speech.
        2. The debate then passes to the floor.  Members of the Society may:
          1. Make Observations
          2. Ask questions
          3. Propose an amendment to the motion which may be accepted at the discretion of the Chair.
        3. Once the Chair is satisfied that no new or useful information remains to be offered to debate, the Chair may propose that the motion be put to a vote.
        4. The Chair shall have the right to set a time limit to both speeches and debates about a given motion.  This need not be stated at the outset.
    5. The following shall concern Procedural Motions:
      1. The following motions may be put at a General Meeting by any member except the Chair:
        1. That a quorum count be held.
        2. No confidence in the Chair.  If passed with in excess of a two-thirds majority, the Chair shall vacate his/her position for the remainder of the meeting.
        3. That a committee member be censured.  This shall require a two-thirds majority to pass.
        4. That the meeting be temporarily adjourned for a specific period of time.
        5. That a motion be deferred to the next General Meeting.
        6. That a motion or amendment shall be voted in parts.
        7. That a motion or amendment be put to a vote, after any final points have been raised at the discretion of the Chair.
        8. That the motion or amendment not be put to a vote.
        9. That the motion be adjourned.
      2. 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.
      3. The Chair may disallow all procedural motions except No Confidence in the Chair if he/she judges them to be being put consecutively in a manner such as to disrupt the meeting.
    6. The following shall concern quorum counts and inquorate meetings:
      1. A quorum count shall be held prior to the start of each meeting.  The quorum shall be considered thirty.  The quorum shall be considered forty-five when a motion to amend the Constitution is being debated.
      2. The meeting shall not start for at least five minutes after it is established that the meeting is inquorate.  If quorum is then not reached, at the discretion of the Chair, the meeting may thence continue.
      3. The resolutions of an inquorate meeting shall not take effect until the minutes of that meeting, or relevant sections thereof, have been passed at a quorate meeting of the Society.
    7. The following shall concern amendments:
      1. General:
        1. Amendments require both a proposer and a seconder, both of whom must be members of the Society, and may not be Honorary Members.
        2. Amendments may not change the issue with which the motion is concerned.
        3. Amendments should, if possible, be included in the printed agenda to the General Meeting.  If this is not possible, the amendment should, if possible, be printed and distributed to Members attending the General Meeting.
      2. Procedure:
        1. If the amendment is accepted by the proposer of the motion, the amendment is passed nem con.
        2. If the amendment is opposed by the proposer of the motion, then the amendment will be debated.
        3. If a further amendment is tabled it cannot be proposed until a vote has taken place on the current amendment.
        4. Following a vote on the amendment, debate shall return to the motion in hand.
        5. If an amendment that has been passed is comprehensive and it appears that there is no need to return to debate the motion itself, the Secretary may propose the procedural motion Move to a Vote.
        6. 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.
    8. The following shall concern voting:
      1. Voting shall be by secret ballot, except in the case of amendments when voting shall be by a show of hands.  Counting shall be by the Secretary and another member of the Society appointed by the Chair.
      2. Although observers and guest speakers may be present at General Meetings with the consent of the Chair, only members of the Society who are not Honorary Members shall have the right to vote.
      3. No votes shall be recorded on behalf of anyone not present.
      4. A member of the Society may request a division of the vote, which may be accepted at the discretion of the Chair.  No-one may enter, leave or change their vote.
      5. Only those able to demonstrate sufficient awareness of proceedings shall be entitled to Vote.  The Chair is advised to evaluate the cases of those in a serious state of inebriation with reference to this clause.

 

  1. Elections
    1. All Members shall be entitled to vote in all elections,
    2. 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.
    3. Elections shall take place in Michaelmas Term and in Trinity Term as follows:
      1. Michaelmas Term:
        1. President
        2. Treasurer
        3. Secretary
        4. Access and Academic Affairs Officer
        5. Amalgas Officer
        6. Domestic and Accommodation Officer
        7. Charities Officer
        8. Environment and Ethics Officer
        9. International Students Officer
        10. Catering Officer
      2. Trinity Term:
        1. Entertainments Officers
        2. Equalities Officer
        3. Music, Arts and Drama Officer
        4. Welfare Officer (Male)
        5. Welfare Officer (Female)
        6. Ball President and Ball Treasurer
    4. Each Trinity Term the Executive Committee shall appoint a member of the Society to be Returning Officer to oversee all elections to be held in the following academic year.  The duties of the Returning Officer, other than those mentioned here, are detailed in the Constitution.  The Returning Officer shall not be a member of the Executive Committee.  A Returning Officer who becomes a candidate for any office shall resign and 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.
    5. The Amalgas Officer shall be a member of a sports club in college, and shall be nominated by members of a sports club in college.
    6. Candidates for the positions of Entz Officers shall stand jointly for election in working pairs. If one of the successfully elected pair is unable to continue in their position, then a by-election shall for the one vacant position only.
    7. Candidates for the positions of Ball President and Ball Treasurer shall stand jointly for election in working pairs.  If one of the successfully elected pair is unable to continue in their position, then a by-election shall be held for both Ball President and Ball Treasurer.
    8. 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].

  1. No candidate may be nominated or seconded by him/herself, or by the President or the Returning Officer, or by an Honorary Member of the Society, or by the current holder of the office concerned.  Rules for nomination as stated on the nomination forms should be followed.  Candidates may not be eligible for election otherwise.
  2. In particular, there should be no campaigning in the Junior Common Room, other than at the time of Hustings.  Any discussion of the election by any candidate, or representative of, shall constitute campaigning; this shall include any procurement of Proposers or Seconders. Further, the practice of sending emails or similar electronic messages to large groups of people who have not specifically given their permission to be contacted by the candidate in reference to the election is also forbidden.  Any cases of electoral malpractice are at the discretion of the Returning Officer at the first instance, though may be revoked by a motion of appeal at a meeting of the Society, or by the Sub-Rector.
  3. A manifesto of no more than 1 side of A4 may be displayed upon submission to the Returning Officer.  No manifesto may refer to another candidate or another candidate’s manifesto.
  4. The number of seconding signatures required for each post shall be as follows, each of which must be from a Full Member of the Society:
    1. President:                                             10
    2. Treasurer and Secretary:                      5
    3. Equalities Officer:                               3
    4. Amalgas Officer:                                 3
    5. All other positions:                              1
  5. Nominations to any office must be handed in to the Returning Officer, together with the names of the nominator and any seconders required by Standing Orders not later than the advertised date.  The Returning Officer shall immediately post in the Junior Common Room such nominations as shall be duly received.
  6. In the event of only one candidate standing for a particular post at the time nominations are due to close, nominations shall remain open for a further 48 hours.  After this time has elapsed, nominations shall close unless that candidate has withdrawn and no further candidates have come forward.
  7. In the event that no candidate has been duly nominated for a particular office by the time nominations are due to close, nominations for that office shall remain open for a further 48 hours; otherwise an election shall be held. If no candidate has been duly nominated at the end of the further48 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; otherwise an election shall be held.  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.
  8. Any person elected for office in a by-election shall assume their duties immediately on election.
  9. Any person elected for office in a normal election shall assume their duties from the Sunday of 9th Week, in the Term in which they were elected.
  10. The Returning Officer shall 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.  Hustings shall be chaired by the Returning Officer or his/her agreed delegate, and the taking of minutes shall be at the discretion of the Chair.  During Hustings, questions shall be offered to all candidates in turn.  Questions shall not contain personal references or cause undue offence to any person present, and the Chair shall duly have the power of veto.  In addition, the following rituals shall be observed:
    1. 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.
    2. In Hustings for the position of Entertainments Officers, the candidates shall be asked to tell a dirty joke, to prove their ability to entertain.
    3. 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 re-election to their office, the JCR President shall participate in their stead.
  11. The Elections shall be carried out in accordance with the following procedure:
    1. 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.
    2. 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.
    3. 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).
    4. 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.
    5. 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.
  12. The rules for voting, and the counting of votes, shall be as follows:
    1. In the event that one or two candidates only are standing, the rules shall be as follows:
      1. Election shall take place by single plurality voting (first past the post).
      2. RON will automatically be one of the candidates, standing for “Re-Open Nominations”.
      3. The winner of the election shall be the candidate with the most votes cast in his/her favour.
    2. In the event that three or more candidates are standing, the rules shall be as follows:
      1. Election shall take place by single transferable vote.
      2. RON will automatically be one of the candidates, standing for “Re-Open Nominations”.
      3. 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.
      4. 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.
      5. 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.
      6. 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.
      7. In the event of a tie, a re-election shall be held with the same candidates only.  No more Hustings are required.
    3. 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.
    4. The event of a result not covered for in these rules, or any other discrepancy, the decision of the Sub-Rector will be final.
  1. Resignation and Removal of Officers
    1. 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.
    2. 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.
    3. The motion must be presented in reference to a specific officer of the Society.
    4. The motion may be presented as laid down in P.4 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.
    5. 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 chapter H 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 his/her 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]

And:

5    This JCR votes on the motion “This JCR is satisfied with the Account given by [name of officer] of his/her attempts to fulfil their duties as [name of office]

  1. 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.
  2. 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.
  3. 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.
  4. 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. A motion of Calling to Account may only be presented at most once each full term in respect of any one officer.  If the motion fails, then the officer will be given two weeks to act to fulfil his/her duties or to remedy the complaint made against him in the motion of Calling to Account. The officer will be mandated to attend the next meeting of the Society.
  5. At the next meeting of the Society, a motion of Request for Resignation will be proposed by the Executive Committee.
  6. The motion will take the following form:

1    This JCR notes that [name of officer] has failed to give good account of his/her 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 him/her.

Therefore:

3    This JCR requests that [name of officer] presents an account of his/her attempts to address the complaints made against him/her.

And

4    This JCR votes on the motion “This JCR requests the resignation of [name of officer] from the post of [name of office].

  1. 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.
  2. 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 him/her, and thus the chair will have the right to allow the officer to speak wherever he/she wishes to defend themselves.
  3. The Chair will have the right to veto any comment that is deemed offensive and have that comment struck from the minutes.
  4. If the motion is carried, the officer will be suspended pending appeal, in accordance with clause H4 of the Constitution.
  5. The officer shall have the right to appeal against the request for resignation; such an appeal must be made within 24 hours of the request for resignation in writing to the Sub-Rector. The appeal will be heard by a committee of the Sub-Rector and the Junior Dean. The appeal will follow the procedures laid down for the minor appeals committee. The President will present the Society’s case for the removal of the officer. The decision of the committee will be made by majority, and will be final.
  6. If the officer does not make an appeal, or the appeal is turned down, the officer will be removed and a By-Election arranged.
  1. Donations to Charitable Causes
    1. The Society shall have a Charitable Causes Fund raised by a Society Charities Levy.  The levy shall be £4.50, every Hilary and Trinity term, on each member of the Society.
    2. Every member of the Society shall have the right to sign-off the levy on a termly basis.
    3. 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.
    4. Each term all individual charitable requests are to be presented at the final General Meeting of term.  For cases which are deemed to be ‘urgent’, or in need of immediate attention, requests may be made at any point in term by presenting a motion to the Executive Committee.  The Executive Committee will then decide whether the motion should be put to a meeting of the Society.
    5. 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.  In Trinity Term this may be done only after £500 has been left aside for individual cases in Michaelmas, since no levy takes place in this term.
    6. No charity shall be given more than £300 in any one term, with the exception of EXVAC. 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 S.5 above.
    7. 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. 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.
    8. 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. Donations may only be made to registered charities, or to Oxford University Societies currently registered with the Proctors.
  1. Housing Ballot
    1. The ultimate arbitrator of all matters pertaining to the accommodation of Junior Members shall always be the Sub-Rector, and not the Secretary.
    2. More information on this subject is provided in the Exeter College Housing Ballot Rules, a separate document which is part of the constitution. This is especially important regarding linguists, and it is the responsibility of the Secretary to read the document thoroughly.
    3. The Linguists Housing Ballot shall take place in 4th week of the Trinity term preceding the Main Housing Ballot. Those included shall be linguists who plan on taking a year abroad in the subsequent year during the Main Housing Ballot
      1. Linguists
        1. The proportion of linguists in a year (decided by the JCR Secretary, JCR Domestic and Accommodation Officer and Assistant Steward prior to the drawing of the Linguists’ Ballot) will be used to decide a similar proportion of rooms in the College main site (including Staircase 15) which will be available for linguists in their fourth year.This ought to include linguists in 2nd year and those reading Russian in 1st year, i.e. all those to be included on the linguists ballot.
        2. The linguists will be given until the end of 7th week of Trinity to drop out of the ballot. After the deadline has passed for students to remove their name from the ballot, the top number of students according to the number decided will have a confirmed room in the main College site or Staircase 15.
        3. Those not successful will be able to sign for a room in Stapledon House or Annex in Trinity Term before they go abroad. If a linguist wants the opportunity to do som they must not remove their name from the ballot.
    4. It is the responsibility of the Secretary to issue information regarding ballot procedure, and to make sure that all relevant Junior Members have been entered in the ballot except those linguists which will be abroad in the following year.
    5. The Main Housing Ballot shall always take the form of a weighted ballot and those with higher points entitlements shall always be drawn out first (see point 5).  The ballot shall be drawn at the beginning of 5th week of Michaelmas Term.
      1. Linguists
        1. To position the successful linguists within the structure of the main ballot which will be happening that year, positions will be randomly chosen for the successful linguists, preserving the order they came in the Linguist Ballot. This will happen immediately prior to the Main Ballot itself.
    6. Once the linguists’ positions have been decided, the ballot shall be drawn using a 3-point system with 3 being the maximum number of points available and 1 being the minimum.  All those with 3 points will be placed into the ‘hat’ and drawn out followed by all those with 2 points and so on until a complete list is produced.  Points shall be allocated to Junior Members as follows:
      1. No points
        1. current second-year linguists who will be taking a year abroad in their third year
    7. One point
      1. current first years
    8. Two points
      1. current third-year non-classicists and non-linguists  who will study for a fourth year of an undergraduate course
      2. current second-year classicists
      3. current third-years who study Russian and took their year abroad in their second year
      4. current third-year linguists on their year abroad who did not receive a room in the preceding Linguists Ballot.
    9. Three points
      1. current second years (excluding linguists who will be taking a year abroad in their third year) excluding those Reading Russian who are on their year abroad.
      2. all third-year classicists.
    10. The ballot shall always be witnessed by at least four individuals, including the Junior Dean of Exeter College, and all must sign to confirm that the ballot was conducted in a fair manner.
    11. The completed ballot list shall regularly be sent to members of the Society by e-mail until such time as the Steward starts allocating rooms to non-college students.
    12. Junior Members, if entitled by their position in the ballot, shall be entitled to choose their room in College out of the list available.  Depending on the final position of the individuals who have been confirmed a room in College main site (including Staircase 15), this will dictate the number of rooms they have to list in preference order.
      1. Linguists will be informed of their position, and once they have written their order of preference, it shall be signed and a copy sent to both the JCR Secretary and Assistant Steward (via e-mail to guarantee its immediate arrival). Linguists must not include the JCR President’s Room in their order of preferences.
    13. Junior Members shall be entitled to express preference for a hostel, if not entitled to a room in college, but the choice of room within the preferred hostel shall be at the discretion of the Secretary acting within the constraints of the ballot.
  1. Complaints Procedure
    1. 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.  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.