Constitution

BLUE BOOK APPENDIX 12 – STUDENTS’ UNION CONSTITUTION

Section 1: INTRODUCTION
1.1. Throughout this document the Lucy Cavendish College Students’ Union is referred to as the Union.
1.2. Throughout this document Lucy Cavendish College (LCC) is referred to as the College.
1.3. The Union shall operate in a fair and democratic manner, and in accordance with the Education Act 1994.
1.4. No alterations shall be made to this Constitution except in accordance with its own provisions and the approval of the Governing Body.
1.5. This Constitution shall be submitted to the Governing Body for approval in December 2014 and for review at intervals of no more than five years thereafter.

Section 2: AIMS AND OBJECTIVES
2.1. To advance the educational opportunities of its members.
2.2. To promote the general wellbeing of its members.
2.3. To make provision for the representation of the opinions of the members to the appropriate bodies both within and outside the College.
2.4. To encourage student societies, sports and social activities.
2.5. To ensure that its members are not discriminated against on the grounds of race, religion, sex, nationality, disability, sexual orientation, or other irrelevant ground.

Section 3: MEMBERSHIP
3.1. All students in statu pupillari at the College shall be full members of the Union unless they choose not to be.
3.2. The Union shall have the power to confer honorary membership upon any Cambridge University student, and upon such terms as it may from time to time decide at an Open Meeting.

Section 4: OFFICERS OF THE UNION COMMITTEE
4.1. (a) The Union Committee shall be constituted as follows:
a. President
b. Vice President and CUSU External Office
c. Treasurer
d. Secretary
e. Graduate Representative
f. Equal Opportunities and Wellbeing Team
g. International Students’ Officer
h. Women’s Officer
i. Green Officer
j. Sports & Societies Officer
k. Access Officer
l. Website & IT Officer
m. Entertainments Officers (Maximum of three)
n. Library Officer
o. Food Officer
(b) Of these the following will be Executive Officers of the Union Committee:
a. President
b. Vice President
c. Treasurer
d. Secretary
e. Graduate Representative
4.2. No person may hold more than one Executive office at any one time.
4.3. To resign a post, an Officer must submit a letter of resignation to the Secretary or President. The Secretary, will hold the letter for three working days, during which the Officer may retract the resignation. After three days, the Officer ceases to be an Officer of the Union. In the case of the Secretary resigning, she shall submit a letter to the President, under the above regulations.
4.4. Any officer who fails to attend three consecutive Union Committee meetings without suitable excuse shall be deemed to have resigned.
4.5 Officers shall behave in the manner prescribed by section 2.

Section 5: ROLE OF THE UNION COMMITTEE
5.1. The function of the Committee shall be:
a. To represent students in matters relating to the social, cultural, and athletic life of the membership, and to carry out the wishes of the members as expressed by a resolution at an Open Meeting.
b. To coordinate the functions of the Union, and to vote, as representatives of the Union, on matters of policy and activities.
c. To agree on courses of action for new initiatives and issues, brought to the Union Committee by a Union member and subject to ratification at an Open meeting.
5.2. Finances
d. The Union Committee shall be responsible for the finances of the Union. The year of accounts shall run from 1st July to the following 30th June.
e. The Treasurer of the Union shall present annually to the Bursar, on behalf of the Union Committee, the accounts of the Union for the previous year for submission for auditing by the College Auditors. The accounts shall be submitted on any date specified by the College Bursar.
f. The treasurer shall present the audited accounts at an Annual General Meeting and non-audited accounts at any Open meeting in which there is to be a vote on a motion relating to expenditure.
5.3 Clubs and Societies
g. The Union Committee shall be responsible for the fair allocation of resources to the constituent Clubs and Societies.
h. Each constituent Club and Society shall elect annually by ballot (which shall mean either a postal or email vote of all club members or a show of hands at a general meeting) from among its members an Officer who shall be responsible to the Union Committee for the finances of the Club or Society.

Section 6: ELECTION OF OFFICERS
6.1. The election of officers (as defined in section 4.1(a)) shall occur in accordance with this section.
6.2. The President shall be returning officer for all elections, unless the Executive committee decides otherwise in which case they shall appoint another member of the Union Committee. The returning officer shall be responsible for the good conduct of elections.
6.3. The term of Office of the Union Committee shall be for one year from the start of Easter Term.
6.4. Notice of the elections, including the available posts and a copy of this schedule, shall be posted on the first day of Full Lent term and if required on the first day of Full Michaelmas term. The location of posting shall be determined by the Returning Officer.
6.5. The elections shall take place annually during the fifth week of Full Lent Term and if required by the Division of Michaelmas term. Ballot boxes shall be open at minimum during the hours of 12-2pm and 6-8pm for a period of days to be determined by the Returning officer but not less than two.
6.6. Nomination forms must be submitted to the returning officer by midnight on the Saturday preceding the election. Nomination forms must be signed by the candidate, a proposer and a seconder (all of whom must be full members of the Union) and state the post that the candidate is standing for. A manifesto may also be submitted.
6.7. A complete list of all the candidates, the positions that they are standing for, and their manifestos (if applicable) shall be displayed in a public room and emailed (where possible) to all members of the Union .
6.8. No candidate may stand for more than one executive post.
6.9. Candidates must submit separate nomination forms for each post that they are contesting.
6.10. A member of the Union Committee, nominated by the Returning Officer, shall represent the candidate Re-Open Nominations (RON) (see Schedule 4). The nominated member shall ensure clear guidance as to the role of RON is provided to the members of the Union. The nominated member may not discredit other candidates.
6.11. Campaigning may take place for a period of time at the discretion of the Returning Officer, but not less than three days. All candidates must campaign in a fair and reasonable manner, which, in the case of any dispute, will be ruled upon by the Returning Officer.
6.12. Any candidate in breach of this constitutions election procedure may be disqualified from the election by a majority vote of the Union Committee in favour of the disqualification motion, proposed by the Returning Officer.
6.13. Hustings shall be held a minimum of 12 hours before voting begins.
6.14. The returning officer shall publicise the location and arrangements of the voting station.
6.15. All full members of the Union may vote. Membership shall be proven by the production of identification and presence on the college list.
6.16. Voting shall be by a secret ballot or an online form. Each student will be registered to avoid multiple votings. Voting will be confidential. Manifestos shall be accessible to the student body (if applicable). Only voting slips signed by a member of the Union Committee shall be valid. A voting slip must be signed by a member of the Union Committee immediately prior to a voter receiving the slip.
6.17. Proxy voting shall not be permissible.
6.18. Voting papers shall bear the name of each candidate and the office being contested. Re-Open Nominations (RON) shall be a candidate for each Union Committee office.
6.19. The single transferable system of voting shall be employed to determine the result of the election.
6.20. The count shall immediately follow the close of the ballot and be carried out in public.

Section 7: BY-ELECTIONS FOR THE UNION COMMITTEE
7.1. If any two of the Executive posts fall vacant a by-election shall be arranged by the returning officer (section 6.2 applies).
7.2. The by-election shall be held within two Full Term weeks of the post falling vacant. The returning officer shall give notice of the by-election at least seven days before the close of nominations.
7.3. The procedure for a by-election shall be as described in sections 6.5 – 6.16.

Section 8: MEETINGS
8.1. Open Meetings of the Union
8.1.1. An Open Meeting of the Union may be attended by any member of the Union.
8.1.2. An Open Meeting of the Union shall be convened by the Secretary of the Union after consultation with other members of the Union Committee. The Secretary shall post notice of the meeting by email and not less than seven days before the event.
8.1.3. The Secretary of the Union shall call at least two Open Meetings of the Union per Term and during Full Term.
8.1.4. An extraordinary Open Meeting of the Union shall be convened within seven days by the Secretary of the Union when requested to do so by at least three members of the Union, provided that the nature of the matter to be discussed at the meeting shall be given in writing to the Secretary with the request for an extraordinary meeting.
8.1.5. In the case of an Open Meeting of the Union, the Secretary of the Union shall make public the agenda not less than three days before the event. Any item which a member of the Union wishes to be included on the agenda shall be submitted to the Secretary before this time.
8.1.6. The Chairperson of all Open Meetings of the Union shall be the President of the Union, or a deputy as appointed by the President.
8.1.7. 8% of the membership shall constitute quorum at any Open Meeting of the Union.
8.1.8. Each member present shall have one vote. Ordinary motions shall be approved by simple majority. Motions concerning expenditure of funds shall be governed by section 10.8 of this constitution.
8.1.9. In the event of a tied vote, the Chairperson shall have a casting vote.
8.1.10. Proxy voting shall be acceptable if carried out in accordance with Schedule 1.1.
8.1.11. Motions approved by the majority of those present and voting at an Open Meeting of the Union, and/or those not present and voting by proxy (See Schedule 1.1), shall be binding on the Union Committee, providing the meeting achieves quorum and unless reversed at a second Open Meeting.
8.1.12. Minutes of all Open Meetings of the Union shall be kept by the Secretary of the Union or a
member of the Union Committee nominated by the President, and shall be submitted to the next
Open Meeting of the Union for approval.
8.1.13. Full minutes of any Open Meeting of the Union shall be made public by the Secretary of the Union not more than one week after the meeting.
8.2. Annual General Meetings
8.2.1. An Annual General Meeting (AGM) shall be held during the Lent term.
8.2.2. The audited accounts for the preceding year shall be presented at said meeting.
8.2.3. The AGM shall be held in accordance with relevant provisions of section 8.1.
8.3. Union Committee meetings
8.3.1. Meetings of the Union Committee shall be held as often as the Committee deems necessary, and in any case not less than once during Full Term.
8.3.2. The Union Committee shall determine its own procedure (providing any such procedure is in accordance with the provisions of this section).
8.3.3. At any meeting of the Union Committee all members of the Union Committee shall be present, if possible.
8.3.4. The College Bar Steward and Lucy Cavendish College RAG Officer may be present at any Union Committee meeting as observers of said meeting.
8.3.5. Six Union Committee members shall constitute quorum at any Meeting of the Union Committee.
8.3.6. All Union Committee meetings shall be chaired by the President of the Union, or a deputy as appointed by the President.
8.3.7. Each member of the Union Committee shall hold one vote. Ordinary motions shall be approved by simple majority. Motions concerning expenditure of funds shall be governed by section 10.7 of this constitution.
8.3.8. In the event of a tied vote, the Chairperson shall have a casting vote.
8.3.9. Proxy voting shall be allowed by committee members who have sent their apologies at least 24 hours before the committee meeting. Procedures are defined by Schedule 1.1.

Section 9: REFERENDA OF THE UNION
9.1. An Open Meeting may resolve (in response to a procedural motion to hold a referendum, brought by any member of the Union) that a referendum of the Union be used to determine the outcome of a substantive motion that is brought to said Open Meeting.
9.2. The Union Committee must hold a referendum of all members of the Union within seven days of the receipt of a petition calling for such a referendum, signed by not less than sixty members of the Union, subject to the following provisions:
i. No referendum shall be held outside Full Term
ii. The referendum on any petition submitted within the last seven days of Full Term or after the division of Easter Term shall be held within the first fourteen days of the following Term.
9.3. Referenda shall be decided by majority vote of those voting.
9.4. Referenda may be decided by an email vote (see schedule 1.2).
9.5. Referenda so approved, shall be binding on the Union only when at least 50% have voted in favour of the question put.
9.6. The results of referenda shall be presented to the Governing Body.

Section 10: FINANCE
10.1. The Treasurer shall be responsible to the Union for the keeping of accounts and shall exercise supervision over all Union finances, subject to decisions of the Committee and Open Meeting.
10.2. The Union shall hold a bank account in the name of the Union. There shall be at least three signatories:
i. The President
ii. The Treasurer
iii. The Vice-President
10.5. Cheques must be signed by any two of the above.
10.6. Any Executive Officer shall have the power to authorise expenditure up to and including £100.00 three times a year.
10.7. The Union Committee shall have the power to authorise expenditure up to and including £500 in a quorate Committee Meeting at which there are at least 80% voting in favour. With reference to section 5.3 g.
10.8. The Union Membership shall have the power to authorise any expenditure, not exceeding their current assets, in a quorate Open Meeting at which at least 80% present vote in favour.
10.9. The Treasurer shall present audited accounts at each Annual General Meeting.
10.10. Any expenditure agreed during an Open SU meeting in any given academic year must be spent within the said academic year and will not be carried over to the following academic year (unless it is passed in relation to Fresher events the following year).

Section 11: CLUBS & SOCIETIES
11.1. Any Lucy Cavendish College students’ club or society shall be recognised by the Union Committee, provided the president of said club or society provides a constitution that includes the following:
i. the name of the club or society
ii. the aims and objectives of the club
iii. regulations relating to membership eligibility
iv. provision for the election of a Committee or Officers
v. provision for the presentation of accounts
vi. provision for attendance of chief officers at SU AGM
vii. provision for submission of the minutes of their AGM to the SU AGM.
11.2. Any club or society that is recognised will be eligible to receive money from the Union funds.
11.3. The recognition of a club or society shall be withdrawn by the Union Committee if evidence is received of its contravening its constitution.
11.4. The Union Committee shall be responsible for the allocation of the Union funds to College clubs and societies in accordance section 10 of this constitution.
11.5. Funds shall be allocated according to budget proposals presented by a club or society and approved by the Union Committee, or by a resolution of the Union Committee.

Section 12: PUBLICATION OF THE CONSTITUTION
12.1. A copy of the Constitution shall be available for consultation in the Porters’ Lodge and in the Library. The Secretary shall be responsible for providing a copy of the constitution on request to any member of the Union.
12.2. A copy of the Constitution shall be given to all Officers of the Union upon their election.

Section 13: AMENDMENTS TO THE CONSTITUTION
13.1. The present Constitution and Appendices may be amended at a quorate Open Meeting of the Union at which there are at least 80% voting in favour.
13.2. The terms of the proposed amendment shall have been posted for not less than five full days before the date of the meeting.
13.3. Any amendments to the constitution are also subject to the approval of the Governing Body.

Section 14: AFFILIATION TO ORGANISATIONS
14.1. If the Union resolves in an Open Meeting to become affiliated to any external organisation, it shall obtain approval to do so from the Governing Body, and publish to all its members a notice of this decision stating the name of the organisation and the details of any subscriptions or similar fee paid or proposed to be paid to the organisation.
14.2. If a simple majority at a quorate Open meeting so require, the question of continued affiliation to any particular organisation shall be decided upon by a referendum. The results of the referendum shall be submitted to Governing Body for approval.
14.3. The Union shall only affiliate itself to student associations of higher education bodies.

Section 15: INTERPRETATION
15.1. In the event of a dispute as to the interpretation of any part of this Constitution, the ruling of the Governing Body shall be sought.

Schedule 1: VOTING PROCEDURES
S.1.1. Proxy Voting Procedure
S.1.1.1. Proxy voting shall not be permitted in any secret ballot vote, including the Union Committee Officers Election.
S.1.1.2. Proxy voting in person shall be permitted for all motions to be decided in an Open meeting.
S.1.1.3. The Union Secretary shall provide proxy forms three days before the Open Meeting. The proxy forms shall be signed by both parties to the proxy and returned to the secretary at the beginning of the Open Meeting.
Proxy forms shall state the full question under debate, the proposed answer or suggestion, the full name and signature of the proxy voter. Proxy forms shall be returned to the secretary at the beginning of the open meeting or scanned in and sent via email. A standardized form will be made available online.
S.1.2. Electronic Voting Procedure
S.1.2.1. Electronic voting shall be permitted for voting.
S.1.2.2. Proxy voting shall be permissible in any electronic vote.
S.1.2.3. The Union President shall be responsible for establishing the appropriate timing for an email vote.
S.1.2.4. The Union President must ensure that a paper copy of each electronic vote is retained for a minimum of one week after the results of the vote are announced.
S.1.2.5. The Union President must ensure that the Unions members are aware that they may query the results of the vote up to seven days after the results are published.
S.1.2.6. In the event of a query as to the results of the vote, the Union President shall publish to the whole membership, a tabulated form of the raw data. Should there be any evidence of a discrepancy in the results the vote, the vote shall be declared void.

Schedule 2: JOB DESCRIPTIONS OF THE UNION OFFICERS
S.2.1. Executive Officers
S.2.1.1. PRESIDENT
1. Shall report to the Union Committee.
2. Shall be responsible for the overall co-ordination of Union activities, campaigns and committees.
3. Shall be responsible for liaison between the College and the Union, and responsible for coordinating student representation on College Committees.
4. Shall attend Consultative Committee, Alumnae Association Committee, Development Committee, Governing Body meetings and other college committee meetings where appropriate.
5. Unless otherwise stated, shall set the date and act as chair person at Union Committee Meetings and Open Meetings.
6. Shall be a member of all Union committees.
7. Shall be empowered to act, without general consultation, on behalf of the Union, in Cambridge University Students’ Union (CUSU) and Graduate Union meetings, on matters of a minor, noncontentious, or urgent nature, having taken into consideration the opinions of other readily available Executive Officers, and with the requirement that all such action shall be reported to the appropriate body at the next opportunity.
8. Shall be responsible for the ‘Introduction to the Students’ Union’ for new students.
9. Shall have the responsibility for the induction and training of their successor.

S.2.1.2. VICE PRESIDENT & EXTERNAL OFFICER
1. Shall report to the Union Committee
2. Shall act in a supporting role to the President in relation to S.2.1.1.2, S.2.1.1.3, S.2.1.1.7 and S.2.1.1.8.
3. Shall attend Consultative Committee, Alumnae Association Committee, Library Sub-Committee – in event of no Library Officer, Governing Body meetings and other college committee meetings where appropriate.
4. Shall be responsible for the maintenance and development of the Unions video and DVD collection.
5. Shall be responsible for the maintenance of the SU beds.
6. Shall be responsible for interfacing between the Union and external bodies, such as the Cambridge University Students’ Union and the National Union of Students (NUS), as well as other Cambridge University colleges.
7. Shall publicise and raise debate on CUSU Policy.
8. Shall attend CUSU Council meetings to represent the views of the Union members.
9. Shall publicise the actions and events of external bodies such as CUSU, NUS and the University.
10. Shall have the responsibility for the induction and training of their successor.

S.2.1.3. TREASURER
1. Shall report to the Union Committee.
2. Shall be responsible for all aspects of Union finance, and implementation of the Union’s finance policies.
3. Shall be responsible for presenting the audited accounts at an Annual General Meeting and nonaudited accounts at any Open meeting in which there is to be a vote on a motion relating to expenditure.
4. Shall be responsible for the financial regulation of Union clubs and societies.
5. Shall attend all relevant college and Union Committee meetings, including Consultative Committee, Union Committee and Open meetings.
6. Shall liaise with the bar steward to co-ordinate those Entertainment projects which involve the bar.
7. Shall have the responsibility for the induction and training of their successor.

S.2.1.4. GRADUATE OFFICER
1. Shall report to the Union Committee.
2. Shall be responsible for ensuring the welfare and representation of graduate students.
3. Shall attend all relevant college and Union Committee meetings including Consultative Committee, Governing Body, Union Committee and Open meetings
4. Only a post-graduate may stand for election to this post.
5. Shall have the responsibility for the induction and training of their successor.

S.2.1.5. SECRETARY
1. Shall report to the Union Committee.
2. Shall attend all relevant college and Union Committee meetings including Consultative Committee, Union Committee and Open meetings
3. The Secretary shall assist, when necessary, with the organisation and running of the Union’s activities. The secretary’s duties in respect of Union meeting are defined within section eight of this constitution. The secretary’s duties in respect of elections are defined within sections six, seven and nine of this constitution
4. Shall have the responsibility for the induction and training of their successor.

S.2.2. Non-Executive Officers
S.2.2.1. GREEN OFFICER
1. Shall report to the President and Union Committee.
2. Shall be responsible for the development and implementation of the Union’s Environmental Policy.
3. Shall be responsible for raising awareness and campaigning on Environmental issues that affect Students and the Students’ Union.
4. Shall be concerned with the Colleges environment and buildings.
5. Shall attend all relevant college and Union Committee meetings, including Consultative Committee, Garden Sub-Committee, Union Committee and Open meetings.
6. Shall liaise with CUSU Green.
7. Shall have the responsibility for the induction and training of their successor.

S.2.2.2. EQUAL OPPORTUNITIES & WELLBEING TEAM
1. At least one officer shall report to the President and Union Committee, part of a team of up to 3 students, who shall be concerned with welfare, LGBT equality and accommodation issues.
2. Shall be responsible for all aspects of student welfare and equal opportunities for all students, coordinating welfare services and any welfare campaigns of the Union.
3. Shall be responsible for ensuring the development and implementation of the Union’s current equal opportunities policy and equal opportunities campaigns.
4. Shall ensure representation of lesbian, gay, bisexual and transgender (LGBT) students.
5. Shall be concerned with the safety of LGBT students on and off campus, and assist victims of discrimination where possible and when requested.
6. Shall be responsible for liaison with the College on all issues concerning welfare and accommodation and shall liaise regularly with the Domestic Bursar.
7. Shall support any student with accommodation issues and act as a mediator with College.
8. Shall attend all relevant college and Union Committee meetings, including Consultative Committee, Health and Safety Committee, Union Committee and Open meetings.
9. Shall liaise with CUSU Welfare and CUSU LBGT.
10. Shall have the responsibility for the induction and training of their successor.

S.2.2.3. SPORTS & SOCIETIES OFFICER
1. Shall report to the President and Union Committee.
2. Shall aid and assist societies with advertising and general society management.
3. Shall promote sports among the membership.
4. Shall assist the Entertainments Officer in co-ordinating and aiding the social events of societies.
5. Shall attend all relevant college and Union Committee meetings, including Consultative Committee, Union Committee and Open meetings.
6. Shall have the responsibility for the induction and training of their successor.

S.2.2.4. WEB & IT OFFICER
1. Shall report to the President and Union Committee.
2. Shall maintain contact with the organisation of the CUSU Access Campaigns and the College Access programmes.
3. Shall maintain contact with Lucy Cavendish Admissions Tutor regarding Admissions of Graduate and Undergraduate students.
4.Shall attend all relevant college and Union Committee meetings, including Consultative Committee, Union Committee and Open meetings.
5.Shall have the responsibility for the induction and training of their successor.

S.2.2.5. INTERNATIONAL STUDENTS’ OFFICER
1. Shall report to the President and Union Committee.
2. Shall be responsible for ensuring the welfare and representation of international students.
3. Shall be available to answer inquiries from international students.
4. Shall attend all relevant college and Union Committee meetings, including Consultative Committee, Union Committee and Open meetings.
5. Shall liaise with CUSU International.
6. Shall have the responsibility for the induction and training of their successor.
7. Only an international student may stand for election to this post.

S.2.2.6. ENTERTAINMENT OFFICERS
1. Shall report to the President and Union Committee.
2. Shall seek to promote social activities among the Union members.
3. Shall be responsible for the organisation of social events. The date, time and theme of a social event must be approved by the Union Committee. The expenditure for the event should be agreed with the Treasurer and President or Vice President if up to and including £100, or the Union committee if greater than £100.
4. Shall ensure that adequate publicity for any social event is organised.
5. Shall book college rooms for events, through the Domestic Bursar.
6. Shall arrange Freshers’ Week in conjunction with the rest of the committee.
7. Shall attend all relevant college and Union Committee meetings, including Consultative Committee, Union Committee and Open meetings.
8. Shall have the responsibility for the induction and training of their successor.
9. There shall be a maximum of two Entertainment Officers at any one time.

S.2.2.7. WOMEN’S OFFICER
1. Shall report to the President and Union Committee.
2. Shall represent the College as a voting member at meetings of the Cambridge University Students’ Unions Women’s Council.
3. Shall work in concurrence with the Cambridge University Students’ Unions Women’s Union Executive Committee fairly to represent the concerns and opinions of all members of the Union.
4. Shall attend meetings of the Union Committee.
5. Shall be responsible for distributing such relevant information as is sent to her by the CUSU Women’s Union Executive Committee.
6. Shall have the responsibility for the induction and training of their successor.

S.2.2.8. LIBRARY OFFICER
1. Shall report to the President and Union Committee.
2. Shall attend Consultative Committee, Library Sub-Committee and all other meetings where appropriate.
3. Shall have the responsibility for the induction and training of their successor.

S.2.2.9. FOOD OFFICER
1. Shall report to the President and Union Committee.
2. Shall attend Consultative Committee and all other meetings where appropriate.
3. Shall meet with the Domestic Bursar and College Chef when necessary, and no less than twice a term.
4. Shall have the responsibility for the induction and training of their successor

Schedule 3: STANDING ORDERS
S.3.1. SCOPE OF STANDING ORDERS
S.3.1.1. Standing Orders shall apply to all Open Meetings of the Union. Only full members of the Union may speak and vote at Open Meetings. Non-members may be present but cannot vote and shall only speak on the invitation of the chairperson.
S.3.1.2. The secretary of the Union shall be responsible for the production of minutes of all meetings.
S.3.1.3. Convening Open Meeting – all Ordinary Open Meetings and Annual General Meetings shall be convened by the Secretary in accordance with the constitution.
S.3.2. AGENDA
S.3.2.1. The business of meetings shall be taken in the following order.
1. Apologies
2. Minutes of the previous meeting.
3. Matters arising.
4. Committee reports.
a. Executive Committee Reports
b. Non-Executive Committee Reports
5. Questions to committee.
6. Motions submitted.
7. Any Other Business
8. Date of next meeting

S.3.3. THE CHAIR
S.3.3.1 The President shall take the Chair at Open Meetings. If she is absent or relinquishes the chair it shall be taken by the Vice President or another member of the Committee nominated by the President.
S.3.3.2. The Chairperson shall be responsible for keeping the meeting in order. She shall not otherwise participate in debate.
S.3.3.3. Members wishing to speak shall raise their hand and when chosen by the Chairperson shall speak. The Chairperson shall decide right of priority in speaking.

S.3.4. VOTING
S.3.4.1. Each member shall have one vote. The Chairperson shall have a single vote and shall use it only in the event of a tied motion.

S.3.5. MOTIONS
S.3.5.1. Motions shall be submitted to the Secretary at least 4 days before the start of the Open Meeting. The Union Secretary shall post and email an agenda containing all of the motions to be discussed not less than 3 days before the start of the Open Meeting. The location of posting shall be determined by the Union Secretary.
S.3.5.2. Every motion shall have a proposer and a seconder. The proposer shall present the motion, it shall thereafter be open for discussion and may be withdrawn only with the consent of the meeting.
S.3.5.3. At the start of each motion being discussed the Chairperson shall set a time for debate before the vote is taken.
S.3.5.4. The proposer of any motion shall have the right to sum up on the debate immediately before the vote is taken. The Chairperson shall also offer the right for an opposing summation that shall come before the proposer’s summation.
S.3.5.5. There shall be no new information during the summing up speech.
S.3.5.6. In the absence of any discussion the Chairperson shall ask if there are any further comments and if not shall put the motion to vote, unless otherwise resolved earlier in the meeting.
S.3.5.7. Amendments may be made at Open Meeting, during debate. Anyone wishing to do this must make their intentions clear to the Chairperson and submit the amendment with a proposer
and seconder.
S.3.5.8. The proposer of the amendments shall have the right to sum up before a vote is taken on it.
S.3.5.9. In the event of any amendment being carried which was not accepted by the proposer of the original motion, the amended motion shall become the substantive motion and the proposer of
the amendment shall become the proposer of that substantive motion.
S.3.5.10. When all amendments have been voted upon the substantive motions shall be debated.

S.3.6. PROCEDURAL MOTIONS
S.3.6.1. The following procedural motions may be put:
a. A vote of no confidence in the chairperson.
b. A challenge to the Chairperson’s ruling.
c. That the motion not be put.
d. That the motion now be put.
e. That the motion be resolved by referendum.
f. That (a) specific standing order(s) be temporarily suspended.
g. That the meeting be temporarily adjourned for a specific time.
h. That the matter lie on the table.
i. That the motion be referred back for investigation or re-examination.
j. That the meeting be adjourned.
k. That the motion be voted on in parts.
S.3.6.2. Procedural motions shall have a proposer and a seconder.
S.3.6.3. Procedural motions shall be debated in the order of priority in S.3.6.1.
S.3.6.4. Procedural motions a, b, d, e and j should be moved on a point of order. All other procedural motions may only be moved by members called by the chairperson to speak.
S.3.6.5. If procedural motions a or b are put the chairperson shall hand the chair to another member of the Committee. The proposer shall state his or her case, the person who has just vacated the chair shall reply and the matter shall be put straight to a vote. In the event of procedural motion a being carried s/he shall not resume the chair during the meeting.

S.3.7. GENERAL RULES
S.3.7.1. Motions shall require a simple majority except where otherwise specified in the constitution.
S.3.7.2. Any suspension of standing orders shall apply for the duration of the matter under discussion only.
S.3.7.3. In the event of any situation arising not being covered by standing orders then the chairperson shall rule on the procedure to be adopted. Such ruling shall be subject of any challenge under procedural motion b above.

Schedule 4: THE ROLE OF RE-OPEN NOMINATIONS (RON)
S.4.1. RON shall be a candidate in Union Officers Elections. The candidate RON serves the purpose of providing an alternative candidate should the real candidate(s) be deemed unfavourable by the electorate.
S.4.2. Should RON win an election, nominations for the relevant Union Committee Office shall be re-opened and the election proceedings re-initiated in accordance with section 6.

APPENDIX TO THE CONSTITUTION
1. In this Constitution the expression Governing Body shall mean the Governing Body of the College, and the expression affiliation to an external organisation shall include any form of membership of, or formal association with, an organisation whose purposes are not confined to purposes connected with the College.
2. In the event of any conflict between any provision of this Constitution and any provision of this Part of this Constitution, the provision of this Part shall prevail.
3. Notwithstanding any provisions in this Constitution as to automatic membership of the Students’ Union, any person who would by virtue of those provisions be a member of the Students’ Union may in any academic year by written notice declare that he or she does not wish to be a member, and in that case such a person shall not be a member of the Students’ Union for that academic year. Such written notice shall be served on the President of the Student’s Union within one week of the commencement of the Michaelmas Term.
An undergraduate member of the College who exercises the right not to be a member of the Students’ Union shall not be unfairly disadvantaged with regard to the provision of services or otherwise.
4. There shall be no sabbatical or paid elected office in the Students’ Union contrary to the provisions of s.22(2)(f) of the Education Act 1994.