Wolfson College Students’ Association Standing Orders
1. Specific Duties of the Officers
The President shall:
- coordinate the affairs of WCSA and WCSA Committee;
- chair all meetings of WCSA;
- attend all meetings of College Council, Governing Body, and Finance Committee; and
- ensure due observance of the Constitution and Standing Orders of WCSA.
The Vice-President shall:
- deputise for the President as required;
- attend all meetings of College Council and Governing Body;
- assume the role of President in the case that the President resigns; and
- maintain a current list of WCSA membership.
The Junior Treasurer shall:
- account for and bank all WCSA’s income with the College Financial Office;
- arrange for the payment for all relevant bills and prompt reimbursement of approved expenditure by WCSA sports clubs and societies;
- attend all meetings of College Council, Governing Body, and Finance Committee;
- maintain a full record of all WCSA income and expenditure;
- present annual accounts to College Council with a summary provided for all members; and
- present termly accounts to be presented at meetings of Finance Committee.
The Secretary shall:
- maintain accurate minutes of all meetings of WCSA;
- produce the WCSA termcard and other WCSA publications;
- maintain the WCSA noticeboards;
- maintain the online presence of WCSA; and
- administer the WCSA email list.
The Entertainments Officers shall:
- organise social activities on behalf of WCSA;
- recruit, supervise, and reimbursement Stewards and Welfare representatives; and
- present the WCSA termcard for approval at House Committee.
The Sports and Societies Officer shall:
- coordinate WCSA-affiliated sports clubs and societies (except for the Wolfson College Boat Club);
- oversee the maintenance of the College gym facilities; and
- organise an annual Sports Dinner to celebrate the sporting achievements of Wolfson students and WCSA-affiliated sports clubs.
The External Officer shall:
- represent WCSA at any external bodies to which WCSA is affiliated; and
- coordinate and organise Formal Swaps.
The Campaigns & Green officer shall:
- promote campaigns as approved and directed by WCSA Committee;
- undertake initiatives to promote sustainability at the College among members; and
- represent WCSA on all College bodies relating to sustainability.
The Equality & Diversity Officer shall:
- represent the interests of all minority and diverse groups within the College;
- represent WCSA on the Health & Safety Committee;
- coordinate activities which promote the interests and welfare of all minority groups within the College.
2. General Duties of Officers
In addition to the specific duties of Officers, all Officers shall also:
- attend all WCSA meetings;
- attend all meetings of College bodies to which they have been appointed;
- assist with the setup and cleanup of events, such as bops; and
- perform such duties as necessary from time to time
3. Meetings of WCSA Committee
Meetings of WCSA Committee shall be held not less than once every two (2) weeks during Full Term and once every four (4) weeks outside of Full Term.
The President shall not ordinarily vote except in the case of a tie, in which case he or she shall have the casting vote.
Quorum for any resolutions shall be five (5) Officers of WCSA Committee, excluding the President.
Meetings of WCSA Committee must normally be open to the public though reserved business may be discussed among only Officers and Representatives of WCSA Committee as necessary.
Agendas and minutes of Meetings of WCSA Committee must be made public. Agendas shall be posted not less than seven (7) days prior to Meetings of WCSA Committee. Minutes shall be posted not less than seven (7) days after being approved.
4. Annual General Meeting
Once per year, during Full Lent Term, WCSA Committee shall hold an Annual General Meeting which is open to all Members. All Members of WCSA present at the Annual General Meeting shall have one single non-transferable vote.
The Annual General Meeting shall have a quorum of not less than ten percent (10%) of WCSA members.
At the Annual General Meeting, any Member of WCSA may present any motion for discussion and resolution. Resolution of any motion must pass a simple majority vote (50% +1) of all WCSA members present.
Notice of the Annual General Meeting shall be given not less than fourteen (14) days in advance and the agenda must be posted not less than seven (7) days in advance.
5. Extraordinary General Meetings
Extraordinary general meetings may be held by WCSA Committee from time to time. Extraordinary general meetings shall be open to all Members. Extraordinary general meetings must be held during Full Term.
All Members of WCSA present at Extraordinary General Meetings shall have one single non-transferable vote.
Extraordinary General Meetings shall have a quorum of not less than ten percent (10%) of WCSA members.
At Extraordinary General Meetings, any Member of WCSA may present any motion for discussion and resolution. Resolution of any motion must pass a simple majority vote (50% +1) of all WCSA members present.
Notice of Extraordinary General Meetings shall be given not less than fourteen (14) days in advance and the agenda must be posted not less than seven (7) days in advance.
6. Conduct of Elections
The Returning Officer shall advertise elections at least fourteen (14) days in advance.
Any member of WCSA may stand for any one and only one post in any given election. Candidates shall submit a signed nomination to the returning officer seven (7) days prior to the election. This must include a manifesto and a photograph, which will be circulated to all members.
Notwithstanding, certain restrictions apply to the election of specific Officers of WCSA Committee:
- Candidates for President must be able to serve one full, contiguous calendar year;
- Candidates for Entertainments Officers must be able to serve one full, contiguous calendar year;
- Candidates for Junior Treasurer must be able to serve one full, contiguous fiscal year.
Within five (5) days of the election, the Returning Officer must conduct a public hustings at which candidates shall present their manifestos. For positions for which no candidate has stood for election, any WCSA member may be nominated at the public hustings. In this case, the candidate shall be added to the ballot following the hustings.
Elections shall be conducted online by secret ballot using the single transferable vote (STV) system in accordance with the University’s regulations on STV.
In the event of a tie, a second ballot shall be conducted online fourteen (14) days after the initial election.
For all positions, the option of “re-open nominations” (RON) shall be added to the ballot.
In cases where RON receives a majority of votes in the initial election, the post shall reopen for nomination for a further seven (7) days. After this additional nomination period, a second ballot shall be conducted seven (7) days following the end of the additional nomination period.
The Returning Officer shall announce the results within forty-eight (48) hours of the end of any election.
Officers-elect (except for the Junior Treasurer-Elect) shall take office not more than seven (7) days following the election. The Junior Treasurer-Elect shall take office at the commencement of the subsequent WCSA fiscal year.
Officers-elect shall meet with their predecessors or designated representatives for a handover meeting prior to taking office.
7. Affiliated Sports Clubs and Societies
Any sports club or society may apply for affiliation to WCSA through the Sports and Societies Officer. Applications for WCSA affiliation are subject to a majority vote of WCSA Committee.
Applications received during term time shall receive a response within one (1) month of submission.
Newly affiliated sports clubs and societies shall receive not less than £100 from the WCSA annual budget.
All affiliated sports clubs and societies must:
- have clearly stated aims and objectives which do not contravene the Statutes or Ordinances of the College;
- provided for the democratic election of its officers;
- provide membership to all members of WCSA free of charge;
- retain the active support of a reasonable number of members of WCSA.
To maintain affiliation, sports clubs and societies must observe all required reporting requirements as determined by WCSA.
Non-affiliated sports and societies shall not receive funding from WCSA. The affiliation of any club or society can be revoked if, at any time, WCSA Committee decides that any of the above conditions is no longer met.
8. Financial Matters
The WCSA Committee administers the funds of WCSA to fulfil WCSA’s aims. No money belonging to WCSA may be allocated without the prior authorisation of a majority of WCSA Committee. If deemed necessary, WCSA Committee can refer a decision on any financial matter to a General Meeting and/or College Council. The Senior Treasurer has the authority to impose constraints on how money is spent and how expenditure is authorised.
A summary of the interim accounts must be presented by the President and Junior Treasurer at College Finance Committee meetings and a full set of accounts must be submitted at the end of the year. WCSA’s financial year will run 1 December to 30 November and this is de facto the term of office for the Junior Treasurer.
All amendments to the Standing Orders shall be subject to approval from the Senior Treasurer and must be approved by a majority vote of WCSA Committee. All proposed amendments shall be presented to College Council for final approval.
In cases of conflict, the WCSA Standing Orders shall be superseded by the WCSA Constitution.