St Anne's College JCR Constitution

There shall be a Committee to be elected as provided by the Elections schedule (section 7) which shall comprise of the positions laid out forthwith. The JCR will comprise of three main bodies. The Executive shall be responsible for initiative, leadership and realising the ambition of the JCR, but shall have no power over the JCR. The Committee shall hold the Executive to account, and has the power to call any Executive member before it. The sovereign body of the JCR will lie with the General Meeting, and it is this body to which all JCR members are accountable. The membership of the JCR elects representatives and implicitly entrusts them to act in accordance with this Constitution. As such, in normal circumstances, the Executive and Committee shall bring matters to the General Meeting which require its attention.

The Committee and its individual members shall be generally but not exclusively responsible to the JCR for:

1. The provision and supervision of JCR faculties.
2. The representation of the junior members of College in all matters affecting members in respect of their membership of College or of the University.
3. Ensuring that regular and frequent reports are given to the JCR of business arising from any meeting to which official JCR representation is made.
4. Other matters as are provided for in this Constitution, or shall be provided for from time to time in General Meeting.

Individual committee members are responsible for providing a service to the whole JCR and their remits are therefore not to be limited to the descriptions of specific posts below. In particular, individual committee members shall:

1. If approached for assistance or advice, ensure that the query is answered regardless of whether it falls within their specific remits as laid out hereforthwith.
2. Represent the JCR in an official capacity when required, and to do so responsibly and with integrity.
3. Work industriously and proactively for the JCR and shall make themselves accountable to it.
4. Ensure that their successors are well prepared before starting their term in office.
5. Defend the rights of JCR members, as laid out in General.

It is against these guidelines that Committee members shall be held to account. Failure to comply or act in the spirit of these guidelines, as judged by the Executive or entire Committee will result in the current disciplinary procedure being invoked (section 11.1).

The Committee will generally ensure that the Executive act in accordance with the wishes of the JCR, and the Executive in turn will ensure that the non-Executive members of the Committee remain true to their responsibilities. If either body should decide, by vote, that a representative is not compliant with these conditions, then that body will advise a General Meeting of appropriate action, as laid out in the disciplinary procedure. All members of the Committee must appear in person at General Meetings and Committee Meetings. If they are unable to attend, they must notify a member of the executive committee before the meeting, giving a written explanation for their absence. If a committee member has three unexplained absences within the year, current disciplinary procedure will be invoked (11.1). This should not apply to any member of the Committee who, at the time of the meeting, is a candidate, defined as having submitted a valid manifesto, in any JCR election.

The Committee may create specific limited posts or ad hoc committees as it shall see fit, and appoint thereto, provided that notification is given at the next General Meeting.

The President, Vice-President, Treasurer and Secretary will form an Executive Committee, whose responsibility is to lead the JCR, ensure that policy is adhered to, and that decisions of the JCR and Committee are actioned. The Executive will report to, and be held to account by the Committee and the general JCR membership. The Executive may meet at the discretion of its members and the meetings need not be minuted, however, the Executive should discuss business with the Committee and JCR.

The Executive is responsible for holding individual Committee members (both Executive and non-Executive) to account in the following regards:

1. Ensuring Committee members sincerely attempt to hold true to the aims and pledges made on election manifestos if appropriate and consistent with JCR policy.
2. Maintaining and following JCR policy.
3. That all those appointed to work for the JCR make a positive contribution, particularly with regards to the general aims and spirit of the responsibilities laid out in this section.
4. Automatically censuring Committee members under the provisions of the disciplinary procedure attached to this Constitution.

The President shall be the Principal Officer of the JCR and its sole major Officer in the meaning of the Education Act 1994. The President shall:

1. Be the prime representative of the JCR to external parties and organisations.
2. Attend (or make provision for a replacement to attend) major College committee meetings and functions where junior representation is required and ensure that all meetings where junior representation is invited are attended by a suitably capable person.
3. Meet with College management and staff frequently, and ensure the JCR is well informed of College business.
4. Liaise with the Oxford University Student Union and other College JCRs, attending Council and other meetings where required and liaise with the National Union of Students when appropriate.
5. Represent, when appropriate, the JCR to the University.
6. Be the official spokesman of the JCR to the media and other external bodies.
7. Be primarily responsible for ensuring that, wherever possible, that the JCR works efficiently and effectively for its members as per the aims and provisions set out under General.
8. Chair (or appoint a chair for) the JCR Executive, Committee and General Meetings. The President will also be responsible for interpreting the Constitution as outlined in General.
9. Be the Returning Officer in JCR elections and referendums, the duties of which are outlined in Elections, section 7.1.5, and Referendums.

The Vice-President shall be responsible for most in-house affairs and business of the JCR. He/she shall:

1. Assist the President in his/her duties, and shall assume the full responsibilities of the President in the event of his/her resignation until the end of his period in office.
2. By default, be either the second JCR representative at major College committee meetings or provide representation when the President cannot.
3. Oversee the organisation and appoint committees where appropriate to produce JCR social events, including Balls, Entz and Bops.
4. In coordination with the Treasurer, oversee spending from the various JCR funds and accounts (section 5.5).
5. Be responsible for co-ordinating with College in the overseeing and running of the Freshers' week following their election, (and therefore the Vice-President Elect assumes responsibility for this as soon as she is elected to office) including all mailings and publications, scheduling, organisation of entertainments, budgeting and other activities. The Vice-President may appoint a sub-committee of deputies to assist her in this task, subject to the agreement of College.
6. Subsequent to Freshers' week, primarily advise and assist the JCR to achieve its aims, as motivated by the President and Executive.

Together the President and Vice-President will be responsible for ensuring the JCR remains true to the aims laid out in General, that JCR members' rights are not infringed, and for promoting the JCR by whatever legitimate means they see fit.

The Treasurer shall be responsible for duties laid out under section 5 and for the quotidian financial affairs of the JCR. She shall:

1. Organise accounts and other banking facilities of the JCR, being the chief signatory to accounts where appropriate.
2. React expeditiously to JCR decisions requiring expenditure.
3. Advise the JCR of spending including the production of budgets.
4. Represent the JCR at College meetings of a primarily financial nature.
5. Organise for the provision and maintenance of such services as punts, newspapers and TVs.
6. Work with the Sports Representative and other sports club captains/representatives in advising the Amalgamated Sports Clubs Committee (section 9.2).
7. Maintain the list of organisations to which the JCR affiliates or subscribes.

The Secretary shall be responsible for the routine administration of the JCR and shall:

1. Organise meetings and publicise them as required by this Constitution.
2. Take minutes of JCR Committee and General meetings, and Executive meeting minutes if requested.
3. Ensure all JCR business is recorded efficiently and accurately.
4. Maintain a record of current policy (section 1.7), and submit lapsing policy for review and ensure that the Constitution is kept current and accessible (section 2.2).
5. Be the deputy returning officer in elections (section 7.1.5).
6. Maintain a record of JCR Clubs and Societies and their associated transactions with the JCR. Consult section 9.
7. Control the JCR Office and other administration facilities.

The two Entz Officers shall:

1. Organise, promote and oversee the running of entertainments for St Anne's students.
2. Manage the funds and financial requirements of JCR entertainments working with the Treasurer to do so.
3. Provide a point of contact to JCR members wishing to organise entertainments.
4. Provide junior representation to College where entertainments are concerned.
5. Establish and maintain contact with relevant clubs, societies, companies and organisations which may be advantageous to students. In particular, they should work with other JCRs and OUSU if possible.

Two Welfare Officers. It is intended that this be a male/female pair. They shall:

1. Provide a point of contact for JCR members in distress, be it related to finance, health, emotional, work or any other personal concern. They should listen to the student's concerns, without attempting to solve their problems, referring the matter to appropriately qualified people where necessary.
2. Consult with College where appropriate, and provide junior representation wherever welfare matters are concerned.
3. Liaise with relevant OUSU structures for assistance, and shall undertake relevant welfare officer training at the earliest possible opportunity.
4. Raise awareness among JCR members of welfare issues and the provision of support available.
5. Provide necessary contraceptives, rape alarms and such like, to students in a manner which is sympathetic to their confidentiality.
6. To work alongside the deputy dean for the welfare on disability issues to ensure adherence to college's disability policy.

As a male/female pair, the welfare officers will also provide representation in gender related issues. In particular, the female welfare officer will provide a service analogous to that of a typical Women's officer (and may formally delegate these responsibilities to a JCR member subject to a General Meeting's approval and subsequent accountability to the Committee):

1. Confidential advice on gender related issues.
2. Confidentially provide sanitary products, pregnancy tests, rape alarms and other health and welfare related material.
3. Promote and defend women's issues by means of social functions or direct representation.

This Constitution does not forbid for the male welfare officer, (or otherwise) to provide a 'Men's Officer' function, or for the creation of either gender-representation post.

The Academic Affairs Officer shall:

1. Be responsible for dealing with students' concerns in regards their aspirations and problems in relation to education provision, representing these concerns to the College when appropriate in a suitable manner.
2. Be proactive in reviewing the effectiveness of the tutorial system and classes within College, ensuring that the education provided is at least sufficient as defined by University, Departmental and College regulations.
3. Develop and maintain systems for gathering student opinion regarding their education.
4. Make herself aware of OUSU's policies on academic provision so that St Anne's, in conjunction with other College JCRs and SUs, may campaign effectively for the continual improvement and maintenance of standards of education within the University.
5. Bring general academic matters to the attention of the JCR and provide junior representation to College on academic affairs.

The OUSU and NUS Officer shall:

1. With the President, represent the JCR to OUSU through Council and other meetings and may be mandated to follow the JCR's policy when appropriate.
2. Be the College Returning Officer for OUSU Elections and Referenda.
3. Represent the JCR to the NUS with a remit given to her by General Meetings and/or the Committee, and shall be a delegate to the NUS National Conference.
4. Be responsible for providing point of contact membership services to JCR members (such as card distribution) for the NUS and OUSU when affiliated.
5. Publicise OUSU and NUS activities within College and shall be available to all JCR members for consultation on OUSU and NUS affairs, ensuring that she is well informed of relevant issues at all times.

The Access and Equality Officer shall:

1. Defend and maintain St Anne's reputation as an open-minded and egalitarian Oxford College, and ensure that all students are treated equally within the College regardless of background.
2. Ensure that students are not discriminated against in any JCR activity.
3. Work alongside nearby colleges such as Somerville and Lady Margaret Hall, in providing an Outreach Department.
4. Coordinate with College to attend school open days, and organise the JCR's role during the interviewing period (and may formally delegate these responsibilities to other JCR members subject to a General Meeting's approval and subsequent accountability to the Committee). She shall also provide responsible, relevant and current material to prospective students in the form of an Alternative Prospectus or otherwise.
5. Be aware of issues pertaining to access and equality on a College, University and international scale.

The Domestic Affairs and Bar Officers have similar responsibilities, and it is expected that they coordinate their efforts in providing essential JCR services to St Anne's students. In particular, they will often work with the JCR Treasurer and Entz Officers. The Domestic Affairs Officer shall:

1. Represent the views of the JCR to College through College staff and Officers, and through relevant meetings where Junior representation is made.
2. React to suggestions, feedback and complaints from JCR members regarding College-provided food.
3. Organise and promote dining events such as Formal Hall, and other social functions provided by College and/or the JCR for JCR members.
4. Represent the JCR's views and make contributions to discussions on such matters as improvements to JCR facilities, accommodation and the Bar; and to bring attention to new proposals.

The Bar Officer shall:

1. Liaise with professional bar management to improve the bar services offered to students.
2. Be the students' point of contact for issues regarding entertainment, events and drinks prices in the bar, working with the Bar Manager and Entz Officers in order to provide such services.
3. Work with the JCR Treasurer to fund such events and advise JCR members and College on the use of profits made from the bar.
4. Represent the JCR at meetings whose agenda concerns the specific operation of the Bar.
5. Endeavour to maintain a positive atmosphere and good state of repair in the Bar.
6. If necessary, liaise with similar officers in nearby colleges to provide joint-college events for the benefit of St Anne's and other college's students.
7. Maintain regular contact with the Dean and Assistant Deans keeping them informed of matters pertaining to the Bar, particularly on drink-related welfare issues.

The First Year Affairs Officer shall:

1. Make the JCR and Committee aware of specific issues pertaining to first years.
2. Raise the profile of the JCR among the Freshers and assist in ensuring the Freshers understand the purpose of the JCR as quickly as possible.
3. Assist with the organisation of Freshers' week (see section 5).
4. Be elected from the Freshers at the end of Michaelmas term as per the specific procedure laid down in the Elections Schedules for this post (consult item 3a of section 7.2).

The Careers and Development Representative shall:

1. Advertise University-wide careers events within college.
2. Serve as the point of contact between the University Careers Service and the College.
3. Work with the Careers Service to provide services to students, such as Careers Clinics.
4. Promote the use of the St. Anne's Careers Database which became accessible at the end of Trinity term 2009.
5. Be the student representative at the college's Development Working Group, and work on behalf of the group to improve contact and channel information between current students and alumni.

The Arts and Literature Representative shall:

1. Encourage participation in arts activities and support arts-related clubs and individuals with interests; providing support for them to succeed and financial assistance through means of managing the Arts Fund.
2. Promote the work of students involved in the arts to the JCR. provide by all means possible, St Anne's students with the opportunity to share their artistic and creative talents with other members of the College and the wider University.
3. Organise a week-long programme of Arts-related activities during her term in office.

The Sports Representative shall:

1. Act as the first point of contact for matters regarding sports in St Anne's, seeking to be informed on all such matters.
2. Be responsible for maintaining and improving the standard of College sports facilities.
3. Raise the profile of College sports and facilities available among JCR members, regulating expenditure where appropriate.
4. Chair the Amalgamated Sports Club, and work with College sports captains in matters regarding this Committee's business. She shall also attend Sports Federations meetings, ensuring that any vote for St Anne's is used to the College's best interests.
5. Liaise with the Treasurer in regulating the use of JCR punts (and any other related services) and organise their use.

The LGB (Lesbian, Gay and Bisexual) Representative shall:

1. Demonstrate a sound understanding of LGB issues, regardless of their sexuality.
2. Concern him or herself with issues relating to Lesbian, Gay or Bisexual students in the JCR.
3. Provide a confidential welfare service to all students on these matters having undertaken appropriate training if possible, and work closely with the Welfare Officers.
4. Promote and maintain close links with University LGB Societies and structures, publicising their business and activities to the JCR wherever appropriate.
5. Organise a variety of social events specifically aimed at LGB students of the College.

The Environment Representative shall:

1. coordinate with College Officers to ensure maximum undergraduate involvement in efforts aimed at making the college more environmentally sustainable (recycling, energy efficiency, etcetera), and ensure that the needs of undergraduates are taken into account in the formation of such efforts.
2. provide Junior representation on such matters if appropriate.
3. coordinate with other Colleges in pursuing this role, through OUSU or other structures.

The Charities Representative shall:

1. Oversee the distribution of JCR charity funds and ensure that they are distributed in accordance with the wishes of the JCR according to current policy (consult sections 5.5 and 8).
2. Be responsible for organising a College Raise And Give (RAG) week each year.
3. Coordinate with other Colleges in pursuing this role, through OUSU and other structures.

The Duck Representative shall:

1. Be a member of a previous JCR Committee, preferably Executive, who will advise the JCR Committee when appropriate. She shall give such advice in an unbiased and careful manner, ensuring that the current Committee is not subverted by a previous Committee's attitudes, whilst seeking to maintain some continuity in initiatives taken by the JCR on a year to year basis.
2. Provide representation for the ducks which visit St Anne's from the Parks during the summer months.
3. Concern himself/herself with issues pertaining to undergraduates in their final year of study. In particular, she shall liaise with the careers service to provide essential careers information to students.
4. Look after a plant when ducks are not present.

The Computing Representative shall:

1. Provide JCR representation on all computing related issues, attending College meetings where appropriate.
2. Maintain and improve the JCR website.
3. Be responsible for maintaining any computing facilities owned exclusively by the JCR.
4. Provide computing support services to members of the JCR.

The Website Rep will have a one-year brief to achieve two key aims:

1. Improve the website to meet its original blueprints. These include:
   • A space for students to upload their own music, art, photography and creative writing
   • A section specifically for prospective students and interview candidates
   • Student control over which spam they receive, i.e. an opt-in / opt-out feature for each part of the JCR and societies
   • Facebook integration for the site
2. Set the website on a stable, maintainable footing, so that it can continue into future years. This involves:
   • Securing sponsorship for the site (banners and adverts, in the manner of Facebook advertising)
   • Using this sponsorship to create a small, self-sustainable budget for website upkeep
   • Ensuring the next IT rep knows how to run the website, and ensuring student demands for the improvement of the website are met.

This position will be reviewed in Trinity 2010, with a motion on whether to renew the position or abolish it. The Website Rep will have the full rights of other JCR Reps and be expected to liaise closely with them.

The International Students Representative shall:

1. Provide a point of contact for non-UK students
2. When necessary, represent non-UK students to the JCR, OUSU and College
3. Distribute relevant information to non-UK students (e.g. Societies, Language centre information etc.)
4. Organise a variety of social events aimed at non-UK students within the JCR
5. Concern him or herself with issues relating non-UK students in the JCR

The Chair of the Committee will be responsible for ensuring that the Committee meets frequently and regularly. Committee members should ensure that the entire Committee is made aware of urgent business at the earliest possible opportunity, and call on the Chair to convene a meeting if required. The Committee should meet at least as often as the whole JCR meets each term in a General Meeting. Minutes of Committee meetings will be made available to JCR members, although items may be discussed in camera - such items will not appear on a public record of the meeting. To discuss a matter in camera requires a majority vote from all voting-eligible members present. The public record shall note that an item has been discussed in camera. Either the Executive or Committee may propose motions: the procedure for doing so is noted in the Standing Orders (section 12.3.2).

Members of the Executive and Committee shall enjoy the following privileges for their work for the JCR. All such members are reminded that benefits may be removed by the disciplinary procedure, and that benefits must not be abused. On no account is a JCR member to benefit by means of a salary or other stipend (it is noted however, that JCR members may be paid for certain occasional jobs).\r\n

1. Any Executive officer may take residence during Noughth week of each term whilst in office with the cost met equally by the JCR and College. Committee officers may also do this if they are required for JCR business.
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2. Each Committee member will receive a free ticket to Christmas Dinner.
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3. The Executive may also host a drinks party once a term before a Formal Hall for JCR members attending (and other invited guests), the cost of which will be met half by ticket prices to Formal, and the other half subsidised by the JCR.
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4. The whole Committee may enjoy a meal at the expense of the JCR once a year, at a cost of no more than £20 per head.

At the end of their terms in office, the Executive will reward up to two (non-Executive) Committee members who have, in their view, contributed most to the JCR: in doing so, these Committee members shall have demonstrated the qualities of working beyond the call of duty, for working as an integral part of the team and for outstanding performance in office. The reward shall not be in cash, and its value will not exceed £15 for each person.

All full members of the JCR shall be eligible to vote in JCR elections, with the exception of specific posts or as the result of a previous disqualification. The Alternative Voting System as defined by the Electoral Reform Society shall be used in all JCR elections.
(consult http://www.electoral-reform.org.uk/votingsystems/systems2.htm)

With the exception of the election of the First Year Officer (item 3a of section 7.2), there shall be two election sessions: the Executive, the two welfare officers and entz officers shall be elected in Hilary term. These officers shall proceed to shadow the existing Committee members as a Committee-Elect during Trinity Term, before taking up their positions in the following Michaelmas Term. All other posts shall be elected in Trinity Term.

Notice of elections shall be given by the Secretary two weeks in advance in each case. There shall be hustings prior to all elections.

Members who wish to stand for a post should do so individually except for the posts of Welfare Officers - it is recommended that the pair should be a man and a woman. It is also possible for the Bar Officer and Domestic Affairs Officer to stand as a pair. Nominations must be presented to the Secretary by midnight of the Saturday of the week prior to the election. A candidate shall at the time of nomination submit a manifesto signed by a Proposer and Seconder from the JCR together with a photograph of himself/herself of passport photograph size, proportion and clarity, as either part of, or attached to the manifesto. The Proposer and Seconder must not be past or present members of the JCR Committee. Manifestos will be typed or hand-written on one side of A4, with the exception of Executive candidates who may publish one side of A3. The Secretary shall publish the manifestos on the JCR notice board as soon as reasonably possible after the close of nominations. The Secretary may make equal numbers of copies for all Candidates standing for any one post. In the event of no manifesto being submitted for a JCR Committee post, the Secretary shall publicise the vacancy and accept nominations for a further 24 hours. If at the end of the period the post remains unfulfilled, then the appointment shall be deferred until the first General Meeting after the elections. Nominations will then be taken verbally at the meeting and the appointment made by election by a show of hands vote. The JCR Committee shall be charged with the responsibility of ensuring that the post is filled - all Executive and Officer posts must be filled.

The President shall normally be the Returning Officer and shall compile a short report for the Common Room and the Governing Body on the elections. The Returning Officer may appoint and chair a committee, which will normally include the Secretary, to oversee and run the election.

It is recommended that members of the JCR consult with their moral tutors before taking on any demanding extra-curricular activities.

The Dean shall satisfy himself/herself that there has been compliance with these rules as laid down in this section.

The count shall be conducted in a closed room after polling has closed, by the Executive under the direction of the Returning Officer, unless an Executive member is standing for re-election, in which case the RO shall bring in another Committee member. Each candidate will be allowed to send one representative (but who is not a candidate) to witness the count. No other persons will be allowed to enter the room during the count. No one may leave the room till the count is over except under circumstances judged to be exceptional by the RO. The result of the election will be announced by the RO as soon as reasonably possible after the count has completed. As required by the Education Act, the RO shall retain and make safe the ballot papers for a period of at least one year following the poll.

With the exception of First Year Officer, successful candidates shall take office on the Saturday of ninth week of Trinity full term and continue in office until the ninth Friday of next Trinity full term. The Treasurer will take office on the first day of the JCR financial year, and shall remain in office until the last day of the JCR financial year. A reasonable amount of liaison shall be expected between outgoing and incoming JCR officials. It is advisable for the elected members to go to the relevant committees with the existing officers, at their discretion, in Trinity Term. It is the responsibility of the existing Committee to ensure that the Committee-Elect is well prepared for the start of their terms in office.

In the event of any JCR Committee posts becoming vacant more than eight weeks before the end of the holder's term in office, an election shall the held on the first possible Saturday of full term excluding the Saturday of eighth week provided that seven days of notice of the election has been allowed within that term. A JCR Officer elected in this way shall hold office until the time when his/her predecessor would have retired. In the event of a casual vacancy occurring less than eight weeks before the time at which the officer would have retired:

1. For the Vice-President, Treasurer and Secretary, the vacancy shall be filled on an acting basis by election by the Committee from among their members, and the resulting vacancy shall remain until filled by a replacement co-opted by the Committee and acceptable to a General Meeting.
2. The Vice-President will take the office of President in the event of her resignation until a replacement can be elected by a General Meeting, and will act as a Retuning Officer in the event of a full election taking place.
3. In the case of any other office, a replacement shall be co-opted from the ranks of the Committee, should the Committee so wish it, to serve until the time the post would normally be offered for election. Otherwise, a fresh election will be held to fill the post until the time it would normally be offered for election. All such elections will be in the format of a candidate nominated at a General Meeting, followed by winning a simple majority in a simple (yet secret) ballot held after the meeting. As such, the President will normally serve as the Returning Officer, and for these casual vacancies may relax the organisational rules laid out for full elections, if a General Meeting agrees to such steps. The option to re-open nominations always remains.

Expenditure from the Arts fund should be planned at the start of each term. It is recommended that the JCR Arts representative chairs a meeting at which St Anne's JCR members may suggest projects to which the JCR should donate, and to create a budget based on discussion. It is recommended that 75% of the fund is allocated in this way. This budget must then be approved by a General Meeting before it may be actioned.

“Productions and projects” are drama productions, such as plays and musicals; concerts and recitals; magazines and other mediums for expression.

1. Productions and projects produced solely by St Anne's students, for St Anne's students: no suggested cap, the JCR should cover the major operating costs.
2. Productions and projects in which there is a substantial St Anne's involvement: The funds required by the production should be made available to the JCR , and the JCR may allocate funds on a per capita basis (£500 required from funds, with 2 St Anne's students of 5 would suggest a £200 donation), up to a maximum of £100 per head.
3. Productions and projects where only one St Anne's student is involved: up to £50.
4. No direct St Anne's involvement: up to £40.

All requests for funding should include details of other ways in which the production intends to raise money, and must disclose the amounts given to the production from other sources. “St Anne's involvement” means that a student or students takes part in a significant way in the production.

All productions and projects must agree that the money be paid back if possible, i.e. before profits are allocated.

Whilst the money in the Arts fund is specifically for the Arts, it does not necessarily limit the amount which the JCR may spend on such projects, and the JCR may choose to supplement the fund with money from the general account, although it should have good reason for doing so.

All spending from this account shall normally be within these guidelines, and shall be recorded, as shall any deviation with due reason given for approval by a General Meeting. Each term the Treasurer will publish an account of money spent from this fund with a covering letter from the sub-Committee detailing decisions made.

1. 50% be allocated to general Welfare services and events.
2. 25% be allocated specifically for Welfare services and events for Women.
3. 25% be allocated specifically for Welfare services and events for LGB students.

A welfare “event” is intended to be an event of a social nature focused on a particular group, unlike a normal JCR Entz Event. Examples may include but are not limited to: teas and barbecues, video nights, fresher welcome events, regular and/or occasional group meetings.

A JCR Member wishing to setup an officially recognised Society or Club (called a Club for the purposes of this section) for JCR members shall submit a proposal to the JCR Executive. The proposal shall detail the aims of the Club. The Club must operate fairly and in a non-discriminatory fashion, and at least one current JCR member must be recognised for having a responsibility towards it. If the proposal is approved by the Executive, a motion will be submitted in the normal manner to resolve that the Club be recognised by the JCR under the terms laid out by the approved proposal.

A Club may apply for financial support from the account detailed under section 5.5; should it wish to disseminate funds itself it must do so with (a) the permission of the JCR with the extent purpose of doing so and (b) in a fair and open manner (subject to the control of part 9.1.3).

All JCR Clubs must be reviewed at least every three years by the JCR and their recognition may be terminated by such review: a motion must be submitted to approve that the Club continues. Should a period of three years elapse without such a motion being submitted, then the Club will be automatically terminated. Should the Club not be administered by a current JCR member, then the JCR Committee shall take control and may choose to terminate the Club. A Club that terminates will repay any support gained from the JCR back to the JCR before paying off any other interests. Each year, the member recognised with having responsibility for the Club will be charged with the responsibility of providing a summary of expenditure to the Treasurer which has been financed by JCR money. The JCR Secretary and Treasurer shall be charged with the responsibility of maintaining a record of JCR Clubs and their associated transactions; the record shall be published yearly.

A Referendum shall be held not more than fourteen days after the motion in question is discussed at a General Meeting or an Extraordinary General Meeting on a date agreed by the JCR Committee and the Proposer of the item in question. The poll shall be by secret ballot. The procedure for the ballot shall be as for Elections as laid out in this Constitution.

Copies of the motion in question and the relevant Minutes shall be displayed in a prominent position. Ballot papers shall list the options “For” and “Against”.

Constitutional amendments, amendments to Standing Orders, motions of No Confidence and motions of Affiliation and Disaffiliation shall require a two-thirds majority. All other motions require a simple majority.

Any JCR Member (including Committee Member) may be censured and in the case of Committee Members, “no-confidenced“. A motion of censure or no-confidence shall be brought to a General Meeting and must be submitted and publicised at least 7 days before the General Meeting is due to take place. The motion may either be proposed by the JCR Committee (and need not be seconded) or it may be proposed by one and seconded by five JCR Members. The Motion will be read out by the Chair of the meeting, and must detail how the conduct of the accused meets with the provisions of part 11.1. The accused will have the right to respond to the allegations before any further debate occurs.

In the case of censure, the motion should usually resolve to censure the member by the following methods:

1. Write a letter of censure to the member: the member shall receive a letter of censure written by the Committee on behalf of the JCR. If this member stands for any JCR Election, she must state at hustings that she has been censured.
2. Disqualify the member from standing in JCR Elections, or for any specific JCR Election.

In the case of no-confidence, the motion may also resolve to dismiss a Committee Member from Office. If the motion is carried, the member will have 24 hours to tender her resignation; if this is not forthcoming than the member shall be considered as being dismissed. Being removed from office does not necessarily preclude the member from standing in a subsequent election.

Should the motion pass, the JCR Member will receive a letter from the Secretary detailing the reasons why the JCR has chosen to censure or pass a vote of no-confidence against them, according to the debate held in the General Meeting. The vote on the motion shall be conducted by secret ballot. For the motion to pass, a two-thirds majority of those present must be attained. The decision may be taken to referendum in the usual way.

Motions to be debated must be presented to the Secretary at least forty-eight hours before the meeting and must be submitted by a Proposer and a Seconder from the JCR, both of whom shall be present at the meeting, unless written apologies have been sent to the Chair of the Meeting naming a substitute.

Motions raised by the Committee or Executive must first have been raised in a JCR Committee meeting of at least two thirds of the voting members, or all the Executive, and must have been approved unanimously by those present.

Financial motions requesting more £250 shall be given to the Secretary in writing not less than three days before the General Meeting at which it is to be debated. The motion should be published as soon as possible following receipt. This provision shall not apply to motions proposed by the JCR Committee.

Motions requiring expenditure from the Charities account may only be debated at a charity meeting save that they may be debated at a non-charity meeting if:

1. The motion has been submitted in accordance with the requirements of the Constitution and Standing Orders, and a two-thirds majority of those present agree to the motion being included in the agenda.
Or,
2. The motion has been submitted as an emergency motion.

The Chair shall be taken by the President, but shall be passed to the Vice-President, or to any other JCR member approved by the General Meeting

1. if the President and/or Vice-President are absent.
2. if the Chairperson wishes to speak on a motion.

The Chairperson shall ensure that the meeting is in order at all times.

During debate of motions, every speaker shall address himself/herself to the Chair. A speech shall not be permitted if it does not relate to the motion in question at the time or to an amendment to that time (see below). Points of order and/or information may be raised at any time.

Motions will be debated according to the following procedure:

1. The Chair will invite either of the Proposer or Seconder to speak on the motion.
2. The Chair will ask for a speech in opposition from the floor.
3. A second speech for the proposition may follow, from any of those present with the Proposer and Seconder's consent.
4. A second speech in opposition may follow from the floor.
5. Questions of a brief factual nature will be put to the proposers, through the Chair, from the floor. The Chair may disregard a question which does not conform to being brief and factual. The proposers must respond accordingly.
6. Once questions have been exhausted, or any of those present proposes the special procedural motion of “Move to debate” and its subsequent passing by simple majority, the motion will move into debate, where anyone may speak on the motion when invited to by the Chair.
7. Debate terminates with either the passing of an appropriate procedural motion from those listed below or following an exhaustion of speeches. The motion will then normally be voted on.

An amendment to a motion may be proposed by any JCR member at any time whilst the motion is under discussion, provided it does not substantially alter the substance of the motion. If the amendment is not accepted by the Proposer and Seconder, a vote will be taken on the amendment with a speech in proposition from the proposer of the amendment and a speech in opposition from any volunteering member selected by the Chair. The amendment shall be incorporated into the substantive motion if carried by a simple majority; in this event the proposer of the amendment shall then be recognised as the proposer of the substantive motion. Following a vote, debate on the motion, amended or otherwise, shall then continue as normal.

Any JCR member may at any time propose that the motion under discussion be taken in parts. This shall only be accepted if the Proposer and Seconder agree.

Voting shall be by a show of hands. There shall be two tellers who shall be appointed by the Chairperson before the start of each meeting. In instances where voting is considered to be too close after a recount, a division shall be permitted. On motions requiring a two-thirds majority, the following procedure shall be adopted:

1. The Chair shall inform the meeting that abstentions will effectively count against the motion and shall offer anyone wishing to abstain the right to leave the room before the vote is taken.
2. A count shall be taken of all those in favour of the motion.
3. A count shall be taken of all those against, and of all those present who did not vote.
4. If the number of those in favour is two-thirds or more of the total then the motion is carried.
5. For a member of the JCR to vote by proxy, they must inform a member of the executive committee, in writing, before the meeting.

There shall be the following procedural motions:

1. “That the question shall be put” or,
2. “That the meeting shall move to a vote”.

These motions may not be moved without the consent of the Chair. In the event that the motion is passed the Proposer of the original motion shall have the right to sum up.

3. “That the question not be put” or,
4. “That the motion shall fall”.

The Proposer of the item concerned shall have the right to speak in opposition.

5. “That the question be remitted to a Committee”;
6. “That the item be discussed in camera”,
7. Any other item relating to the procedure of the meeting.

Motions under these two shall be debated as though they were ordinary motions.

8. “That the motion is referred” or,
9. “That a referendum be taken on this motion”.
10. “That the vote be taken by secret ballot”.

These motions may be moved after all discussion of the item is complete and immediately before the vote is due to be taken. In any case, a speech proposing the procedural motion shall then be made, followed by a speech in opposition, the Proposer of the original motion having first refusal. The vote on the procedural motion shall then be taken. A majority of two-thirds of all present shall be required to refer the motion. If the procedural motion is earned, the Chair may announce that the motion is to be decided by referendum or by secret ballot; otherwise the vote on the item in question shall be conducted as usual. In the event of (9) being carried, the meeting shall be temporarily adjourned and the Secretary will ensure the following procedure is followed: ballot papers shall be made and distributed to those present at the JCR meeting. The papers will carry “For” and “Against”. The meeting shall continue as soon as voting has completed.

1. 'Necessary expenditure'
   1. Referees fees for competitive events involving JCR Sports Teams.
   2. Compulsory Insurance (e.g. Rugby Personal Injury Insurance, Compulsory Boat Club insurance)
   3. League and Cuppers Entry fees.
   4. Kit washes.
   5. Nominal amounts for essential Sporting equipment/activities (of no more than £20)
2. 'Blues expenditure'
   1. Any expenditure regarded as essential for participation of individual, or groups of, JCR members in all sports officially recognised as 'Full Blue', 'Discretionary Full Blue', 'Half Blue' or Extraordinary Blue' by the Oxford University Sports Federation.
   2. Any expenditure regarded as essential for participation of individual, or groups of, JCR members in other sports classed as 'University level' by the Sports Rep.
3. 'Extraordinary expenditure'
   1. Any expenditure not covered under 'Necessary expenditure' or 'Blues expenditure'; including, but not limited to:
      • New kit
      • Sports equipment costing over £20
      • Extraordinary funding support
4. 'Funding claim'
   1. Any claim made against the ASC for funding of St Anne's JCR Sporting affairs.
5. 'JCR Sports Team'
   1. A team representing the College JCR in a formal competitive structure within the University.
6. 'ASC Committee'
   1. The JCR body responsible for the formulation of decisions regarding ASC expenditure; comprising the JCR Sports Representative, JCR Treasurer, and all Captains of JCR Sports Teams, with the JCR Sports Representative as Chairperson.
   2. The positions of JCR Sports Representative (henceforth Sports Rep), JCR Treasurer (henceforth Treasurer), and all other JCR Officers mentioned hereunder, are taken as defined in the St Anne's College JCR Constitution.
   3. For the special roles of the Sports Rep and Treasurer in connection with the ASC, please see the Appendix below.
   4. The ASC Committee shall meet three times per year toward the end of each term (i.e. in 7th or 8th week of each term); the precise date and time of each ASC Committee Meeting must be announced by the Sports Rep to the entire JCR by email at least one week before the time at which the meeting is scheduled to take place; the Vice President may attend the final annual meeting, held in Trinity Term.