The Constitution & Standing Orders
The following Constitution & Standing Orders were correct as of the first JCR meeting of the academic year 2019/20
In this Framework the following terms shall have the following meanings:
Academic year: The period from 1 August in one year to 31 July in the next year
College: A maintained College of the University of Durham
Common Room: Graduate, Middle or Junior Common Room of a College
Head of College: The Principal or Master of a College
Parent body: The University organisational unit in which a student organisation sits: for a Common Room this is their College; for Team Durham this is Experience Durham; for other student organisations the Parent body will be agreed by UEC.
Physical assets: Includes furniture and equipment but excludes property
President: President elected in accordance with the standing orders of the Common Room or other student organisation, where a variety of titles may be used
Student organisation: Common Rooms, Team Durham and other student organisations which are, from time to time, recognised by UEC as such for the purposes of this framework
UEC: The University Executive Committee
Year: A calendar year
2.1. The Durham Students’ Organisation (DSO) framework is a set of high level operation principles which sets out the governance framework for Durham University student organisations which are not student unions. It is designed to be sufficiently flexible for student organisations to design their own operational arrangements at a local level.
2.2. Student organisations which opt in to the Framework will no longer have their own separate constitution. Their aims and objectives and operational arrangements will be set down in their standing orders which may vary between different student organisations and between different common rooms.
2.3. Student organisations will be expected to operate within the principles set out in this Framework including its Annexes.
2.4. There will be an initial two year period of opt in to the Framework at the end of which a student organisation must inform the University of its intention to opt in or to opt out. A full academic year will then elapse before any change of status will take effect.
2.5. Following the initial two year period set out in 2.4 above, a student organisation may, on an ongoing basis, opt in or opt out of the Framework. A student organisation must inform the University at the end of an academic year of any intention to change its status with regard to the Framework. A full academic year will then elapse before any change of status will take effect.
2.6. If a student organisation decides to opt out of the Framework, it will need to re-establish itself as a separate organisational entity.
An overriding principle recognised by the University in the Framework is the preservation of the democracy of student organisations. This will be manifest through:
3.1. The freedom of an individual student organisation to design its own arrangements for the running of the organisation, including meetings, committees and elections, which should be underpinned by the principle of fairness.
3.2. The freedom of an individual student organisation to determine the extent of its involvement in the operations of its Parent body;
3.3. The recognition of the primacy of the accountability relationship which each President has with the members of their organisation, in the light of the organisation’s role of representing the views of its members to its Parent body.
3.4. Student organisations will be subject to the freedoms and responsibilities provided for in relevant University Codes.
4.1. Under the Framework, sabbatical Presidents and other full-time staff of the student organisation become University employees with an agreed job description and terms and conditions of employment as set out in Annex 1. It is recognised that the President’s employment relationship is secondary to their primary relationship with their members and this will be clearly recognised in the agreed job description. The President is responsible for ensuring appropriate line management of the other staff employed by the student organisation. Full-time staff will be paid via the University payroll.
4.2. As a University employee, management arrangements need to be in place for the President. It is recognised that these arrangements need to be light touch, supportive, and recognise the primacy of the President’s accountability to their organisation. For each Common Room President, the choice of line manager, who will be a member of University staff who is also a member of the College Council, will be by mutual agreement between the President and the Head of College. For student organisations which are part of Experience Durham, the line manager will be the Dean of Experience Durham.
4.3. The casual staff of the student organisation will either become University employees with appropriate University terms and conditions of employment or be paid an honorarium. Casual staff will be paid via the University payroll. The student organisation will continue to control and be responsible for the recruitment of casual staff although the principles of University policies and procedures must be adhered to.
4.4. Each College and Experience Durham should set up an independent panel to adjudicate over any disputes which arise between the student organisation and the Parent body. Either the President or the Head of the Parent body may refer an issue to the panel whose decision on the matter shall be final. Guidance on panel membership and operation is set out in Annex 2.
4.5. Although the principles of University policies and procedures must be adhered to, the student organisation is responsible for determining and setting down in its standing orders: the recruitment, appointment and removal processes for the President. These must be fair and open, transparent, and inclusive.
Finance and Procurement
5.1. The University recognises that the activities of its student organisations are sufficiently different from its general operations to require a distinct set of operating arrangements for financial matters.
5.2. Each student organisation will have a University cost centre, linked to the budget centre of the Parent Body, through which that organisation’s staff, including casual staff, will be paid. The student organisation is responsible for agreeing the staff cost budget on an annual basis, completing the necessary documentation to pay staff, and monitoring expenditure against budget. The staff costs paid by the University on the student organisation’s behalf will be offset against the funding provided by the University to the student organisation.
5.3. Student organisations will, in addition, retain a separate bank account for managing all non-staff costs. The student organisation will be responsible for:
5.3.1. Producing an annual budget, monitoring performance against this and producing updated forecasts on a quarterly basis;
5.3.2. The timely and accurate recording of financial transactions in an agreed format and regular monthly bank reconciliations;
5.3.3. Quarterly reporting of income and expenditure against budget to the University in an agreed format;
5.3.4. Quarterly reporting of VAT as required under the terms of the University’s VAT registration.
5.4. Student organisations may retain the use of cheque books and a petty cash float to support the procurement of goods and services as required. Procurement may be managed independently of the University’s core processes and approved suppliers.
5.5. Support will be provided to student organisations in fulfilling the above requirements. Detailed information about the management and reporting requirements, together with levels of authority to spend, are set out in Annex 3.
5.6. The financial activity of student organisations will be consolidated into the University’s accounts at its financial year end.
5.7. The financial records of the student organisations will be made available to internal and external audition request.
5.8. Officers of the student organisation will attend appropriate training on managing the organisation’s financial affairs.
6.1. The physical assets of student organisations will be held by the University for the use of the student organisation concerned.
6.2. The ownership by student organisations of their financial and physical assets will be respected.
6.3. The wishes of any donors of financial and physical assets of student organisations will be respected.
Liability and Insurance
7.1. The University will ultimately be liable for the activities of student organisations registered under the Framework and will procure appropriate insurance to cover these liabilities.
Health and Safety
8.1. Student organisations will come under the University’s health and safety arrangements.
9.1. Each Parent body will agree to make space available for the activities of their student organisation on a reasonable basis and recognising the breadth of the student organisation’s activities. No overhead charge will be made for this space.
10.1. This Framework and its annexes will be reviewed at intervals of not more than every 5 years in consultation with the student organisations who are opted in to the Framework at the time of the review. Changes may be made to the Framework by mutual agreement of UEC and those Presidents whose organisations are opted into the Framework. In the event that such agreement cannot be reached in a reasonable timeframe a panel, appointed by University Council, on which there is equal representation from the University and the student body, will make the determination.
Permanent Standing Orders
This constitution and any subsequent amendments thereto must be submitted to the following meeting of the College Council of Stephenson College or to their pre decided representatives as to his/her convenience when requested by Stephenson College Junior Common Room. Once the College Council has approved the standing orders, it must be resubmitted for consideration at intervals of not more than five years.
Article I – Name
The Junior Common Room of Stephenson College, University of Durham will herein after be referred to as Stephenson JCR.
Stephenson College, University of Durham will herein after be referred to as Stephenson College or the College.
The College Council of Stephenson College will hereafter be referred to as the College Council.
Article II – Membership
The following shall be members of the JCR:
1.1. Those students of the College that have paid the membership fee (also known as the JCR levy). All members of the college, whether undergraduate or postgraduate, shall be actively encouraged to take up this membership in the absence of a Middle Common Room.
1.2. The Sabbatical President and Treasurer & Operations Manager.
1.3. Honorary Life Members as provided for in the Standing Orders. It should be noted that Honorary Life Members may not be Officers of the JCR, nor vote in JCR elections.
1.4. Third year medical students, who were members of the JCR in their Phase 1 Training, shall be eligible for all the benefits of the JCR, without the ability to stand for election to any JCR Position.
1.5 Associate Members, comprising of Pharmacy students, who previously studied at Durham University, who were fee paying members of the JCR, and who have paid their Associate Membership levy as outlined in 6.2.7. Associate Membership entitles members to play sport for the College, join societies, attend social events at the discounted rate, and receive discounts with local companies. Associate Members are not entitled to stand for positions within the JCR, or to vote.
Article III – Objectives
The JCR’s objectives are:
To facilitate the education of its members and represent their interests in matters relating to the government and welfare of the college as an academic community.
To support the welfare of its members, and to provide facilities for recreation or other leisure time occupation. These should be facilities which will improve the members’ conditions of life by enabling them or assisting them to participate in the intellectual, cultural, social and other activities of the JCR’s members.
To act as a channel of communication between its members, the Officers of the College, the University and other bodies.
Article IV – Standing Orders and Policy
There shall be a set of Ordinary Standing Orders, which shall not be interpreted in any way as to overrule the Permanent Standing Orders or the Constitution of the JCR.
Section 1 of the Ordinary Standing Orders and any Standing Orders specified in Section 1 may not be suspended.
Policy of the JCR shall not be interpreted in any way so as to overrule the Constitution or Standing Orders of the JCR.
A motion becomes policy once it is passed by a meeting of the JCR.
Article V – Executive Officers
The Executive Officers of the JCR shall be:
1.1. The President (and temporarily, President-Elect)
1.2. The Treasurer and Operations Manager (and temporarily, Treasurer & Operations Manager-Elect)
1.3. The Vice President
1.4. The Welfare Officer
1.5. The Events Director
1.6. The Ball Chair
1.7. The Societies Officer
1.8. The Media & Promotions Officer
1.9 The International Officer
1.10 Volunteer and Outreach Officer
2. The Executive Officers of the JCR in an ex-officio capacity shall be:
2.1. The JCR Chair
3. Their duties and responsibilities shall be laid down in Standing Orders.
4. Sabbatical role (President) must be taken by either a registered student, who by concession is permitted to interrupt their studies, or a graduate of the College who takes up the role in the year immediately following graduation.
Article VI – Non-Executive Officers and Freshers’ Reps
1. The Non-Executive Officers of the JCR shall be:
1.1 Assistant Welfare Officer
1.3 Durham Students’ Union Representative
1.4 Environment Officer
1.5 Assistant Events Director
1.6 Livers’ Out Officer
1.9 Rainbow Representative
1.10 Assistant Volunteer and Outreach
1.11 The Assistant Media & Promotions Officer
1.12 The Book Keeper
1.13 Assistant Ball Chair
3. The Freshers’ Rep Officers of the JCR shall be:
3.2. Freshers’ Reps – As defined in Section 16.2 of the Standing Orders
3.4. JCR Photographer(s) – As defined in Section 17.2 of the Standing Orders
4. These shall be collectively known as the Rep Team.
5. Their duties and responsibilities shall be laid down in Standing Orders.
6. The JCR may at any time elect other Officers who shall also be Non-Executive Officers of the JCR. Such Officers shall have their purpose, duties and responsibilities laid down in the Standing Orders and be responsible to the Executive Committee unless specifically stated otherwise.
Article VII – Committees
1. There are two levels of Committees in the JCR, which shall assist the JCR Officers in their work. These two levels are Closed and Open.
2. The Closed Committees of the JCR shall be:
2.1. Executive Committee
2.2. Non-Executive Committee
2.3. Welfare Committee
3. The Open Committees of the JCR shall be:
3.1. Steering Committee
3.2. Finance Committee
3.3. Bar Committee
3.4. Events Committee
3.5. Ball Committee
3.6. Societies Committee
3.7. International Committee
3.8. Charities Committee
3.9. Environment Committee
3.10. Livers Out Committee
3.11. Rainbow Committee
3.12. Welfare Campaign Committee
3.13. Blog Committee
3. Such committees shall have their purpose, duties, responsibilities and membership laid down in Standing Orders.
4. They will be responsible to their corresponding Officer unless specifically stated otherwise.
Article VIII – Conduct of JCR Officers
1. In general, an Officer of the JCR shall be defined as any member of the JCR who is elected to an Executive, Non-Executive or Representative post in any JCR election for the academic year in question.
2. Subject to the Constitution and to any directions given in the Standing Orders the business of the JCR shall be managed by the Executive Committee.
3. No alteration of the Constitution or Standing Orders shall invalidate any prior act of the Executive Committee which would have been valid had that alteration not been made. The general powers of management given by this regulation shall not be limited by any special power given to the Executive Committee by the Constitution.
4. Their individual and collective responsibilities shall be as laid down in the Standing Orders.
5. The Executive shall establish weekly meetings during term time.
6. There shall be fortnightly Non-Executive meetings during term time.
7. Any member of the JCR may stand for election to be a JCR Officer if they have satisfied the minimum requirements. They may only take up a post whilst remaining a member of the JCR. No one may be elected for more than one post if the terms of office run concurrently or overlap.
8. The Vice President shall fulfil any unfilled position within the JCR, with the exception of JCR Chair.
9. All Officers shall abide by the conditions of the Officers’ Code of Conduct, as defined in Appendix 1 of the Standing Orders.
Article IX – Removal from Office
1. A JCR Officer can be removed in the following ways:
1.1. If two motions of censure are passed by the JCR during the course of their term of office.
1.2. If a motion of no confidence is passed by the JCR by a simple majority.
1.2.1. If a motion of no confidence is received by the Steering Committee then the Officer will be suspended from their position, until such time as a full meeting of the JCR can hear the Motion. The Steering committee will have discretion over this suspension.
2. Once either of these instances has occurred the Officer shall be removed from their office.
3. The Officer concerned shall have the right of appeal to a Referendum, in which case the Officer must have a simple majority of the votes cast in his or her favour in order to be reinstated.
Article X – Business
1. The business of the JCR shall be discharged by Ordinary and Extraordinary JCR meetings.
2. These meetings may decide that a Referendum is held on any issue.
3. An Emergency Meeting shall take the form of a meeting of the JCR at which all members may speak and vote on:
3.1. Proposals that have already been presented to an Ordinary JCR meeting, or
3.2. An Emergency Motion relating to business that has arisen since the previous JCR meeting.
4. A Referendum of the JCR shall take the form of a secret ballot in which all members of the JCR may vote.
5. At least seven days notice of an Ordinary JCR meeting is to be given to the JCR.
6. At least 48 hours notice of an Extraordinary JCR meeting is to be given to the JCR.
7. At least 72 hours notice of a Referendum is to be given to the JCR.
Article XI – Quorum
1. The quorum for Non-Executive and an Ordinary JCR meeting shall be five per cent of the membership or 40 full members, whichever is less.
2. The quorum for Executive elections and Referenda shall be ten per cent of the membership or 100 full members, whichever is less.
Article XII – Funds
1. The JCR may, as specified in the Standing Orders, charge a membership fee.
2. The JCR Treasurer & Operations Manager shall in respect of each accounting period of the JCR prepare an income and expenditure account and a balance sheet as at the last day of the financial year. The accounting records shall, in particular, contain entries from day to day of all sums received and expended by the JCR, the matters in respect of which the receipt and expenditure took place and a full and complete record of the assets and liabilities of the JCR.
3. No-one other than members of the JCR, University Treasurer, University DSO Financial Officer as appointed by the University and the College Council (or authorised representatives of the above) shall have any rights of inspecting any accounting record or other book or document of the JCR except as conferred by stature, Standing Orders, or authorised by the Executive Committee or by Resolution of the JCR.
4. Without prejudice to any indemnity to which they may other be entitled, every Officer elected by secret ballot shall be indemnified out of the assets of the JCR against any liability incurred by him/her in defending any proceedings whether civil or criminal in which judgement is given in his/her favour, in which he/she is acquitted or in connection with any application in which relief is granted to him/her by the court from liability for negligence, default, breach of duty or breach of trust, in relation to the affairs of the JCR.
Article XIII – Alterations
1. A motion to change the Permanent Standing Orders or Ordinary Standing Orders of the JCR shall require a two-thirds majority at a JCR meeting to be passed.
2. Consultation on proposed amendments to Standing Orders shall include an informal discussion with the Head of the College. If in their view the changes may have an impact on the college more broadly, the proposed amendments may be discussed at a meeting of the College Council.
3. Any changes to the Constitution included in such a motion must be ratified by a two-thirds majority in a Referendum, to be conducted as laid out in the Standing Orders. These proposed changes must then be passed on to DSO Presidents and UEC for collective agreement before being considered as passed.
4. Any alterations to the Permanent Standing Orders or Ordinary Standing Orders will be effective from the moment the result of a vote in a JCR Meeting or in a Referendum is announced unless specifically warranted by the motion.
Section 1 – Limitations
1.1. The Standing Orders shall not in any way be interpreted as to overrule the Constitution or Permanent Standing Orders of the JCR.
2.1. The schedule for JCR elections shall be as laid down in Appendix V to these Standing Orders.
Section 2 – JCR Meetings
1. Attendance and Freedom of Speech
1.1. It shall be expected upon all JCR members (excepting Honorary Life Members) to attend JCR meetings (this is a requirement for first year students).
1.2. All JCR members have the right to speak and vote at JCR meetings. Executive Officers may speak but not vote except where permitted under Standing Order 2.5.5. Honorary Life Members may speak but not vote.
1.3. With the permission of the Chair, persons who are not members of the JCR may attend a JCR meeting and may speak but not vote.
1.4. All Officers of the JCR, Representatives, Committee Members, Sports Captains and Society Presidents are required to attend JCR Meetings.
1.5. Members who fail to attend JCR Meetings without submitting Apologies will be referred to the Steering Committee.
2. Schedule for meetings
2.1. JCR Meetings (Ordinary and Extraordinary) must be held at such a time when it is expected that the JCR members will be able to be present. They must not be held during the time normally reserved for academic commitments except during exceptional circumstances and their timing should respect the heterogeneous nature of the JCR.
2.2. At least seven days notice of an Ordinary JCR Meeting shall be given to the JCR. Agendas for Ordinary JCR Meetings should be published on appropriate notice boards, by e-mail and on the JCR website at least 48 hours before the scheduled start of the meeting.
2.3. Extraordinary JCR Meetings may be held at the discretion of the Chair. At least 72 hours notice of an Extraordinary JCR Meeting shall be given to the JCR. Agendas shall be published on appropriate notice-boards, by e-mail and on the JCR Website at least 24 hours before the scheduled start of the meeting.
2.4. The Chair is obliged to call an Extraordinary Meeting when so petitioned by 70 members of the JCR, by the Finance Committee or by the JCR Executive. This meeting must be held within ten days of the petition being received.
3. Order of Business
3.1. At the discretion of the Chair, the order of business of JCR meetings shall generally be:
3.1.1. Steering Committee reports and questions
3.1.2. Apologies for absence
3.1.3. Approval of minutes of the last meeting
3.1.4. Officers’ reports and questions
3.1.8. Emergency Motions
3.1.9. Any Other Business
3.1.10. Date of Next Meeting
4. Procedure during meetings
4.1. Any member of the JCR may propose or second motions and amendments.
4.2. All reports shall be open to question of the member who gave the report.
4.3. Only one amendment to any motion may be under consideration by the meeting at any one time. Amendments will be debated after the original proposer of the motion has spoken and answered questions, in the order that they are received by the Steering Committee.
4.4. The proposer of an original motion has the right to summate, immediately before the vote, on the motion as amended. This summation shall not include any new material and may be exercised “formally”. If an amendment is carried which was opposed by the proposer of the original motion then the right of summation shall be at the discretion of the Chair.
4.5. The Chair shall, in the absence of any discussion, ask whether there is any formal opposition or questions and in the absence of a response may move straight to a vote.
4.6. It shall be the duty of the Chair during speeches to see that the meeting is in order, that the remarks are relevant to the matter under discussion, that the speaker does not hold the floor for more than two minutes except where specifically permitted in Standing Orders, and that no new material is introduced into a summation speech.
4.7. Members wishing to speak shall indicate this by raising their hand at the end of a speech or when a speaker is required. The Chair shall select the next speaker. Proposers of motions and those making speeches for or against motions shall address the JCR and be prepared to answer questions on what they have said.
4.8. The Chair may accept discussion points from the floor, once the speaker has finished. Any speaker contributing such points may not answer questions but may take points of information from where he/she stands.
4.9. The Chair shall seek to offer as many opportunities to speak against a motion as to speak for it. When the Chair feels that the matter had been sufficiently discussed he/she shall offer the proposer the opportunity to summate and then move to a vote.
4.10. Points of order may not be raised in the following circumstances:
4.10.1. When a speech is being delivered.
4.10.2. Once the Chair has moved to a vote unless the point relates specifically to the conduct of that vote.
4.11. At all times points of order shall take precedence over all other business. A point of order shall be raised by a member rising to his/her feet and calling “Point of order!” Such points of order must be framed as questions to the Chair and must relate specifically to the conduct of the meeting at that time.
4.12. Points of information may be raised to the speaker holding the floor by a call of “Point of information!” but this shall be addressed to the Chair. The Chair shall then ask the speaker if he/she will accept the point of information. If the speaker refuses the point then the mover shall give way. If the speaker is willing to accept the point then it shall be put by the mover and must be phrased as a short question to the speaker (e.g. Is it not the case that…?) and must be used solely to seek or offer purely factual information. Such points must not be used to refer to matters of opinion.
4.13. The speaker then continues with his/her speech after replying to the point of information as he/she feels appropriate.
4.14. The two-minute rule shall not apply to an Officer giving a report or to visitors addressing the JCR with the permission of the meeting. It may be waived for a particular speech at the Chair’s discretion or by a procedural motion as laid down in Standing Order Section 2 4.17
4.15. No member of the JCR or observer shall speak twice for or against any one motion while there are others present who wish to speak but have not yet done so, except in the case of summation by the proposer.
4.16. Any member may propose a procedural motion at any time in the meeting except when another member is holding the floor. During the discussion of another procedural motion a further procedural motion shall only be accepted if it had a higher priority under Standing Order 2 4.17 than the one currently under discussion. Procedural motions shall not require a seconder.
4.17. The proposer of a procedural motion shall briefly propose the motion, and then the Chair shall invite discussion from the floor. If there is opposition to the motion or discussion from the floor, at the end of the discussion and/or the opposition being made known, the proposer shall be allowed a brief summation and then the motion shall be voted on by a show of hands. If there is no discussion from the floor, or if there is no opposition to the procedural motion it shall be taken on an “Aye!”
4.18. The only allowable procedural motions shall be those listed in Standing Order Section 2 4.17 or expressly allowed for elsewhere in the Standing Orders.
4.19. The order of precedence of procedural motions shall be as follows:
4.19.1. A motion that the Chair be vacated by its current occupant.
4.19.2. A motion to suspend any part of the Standing Orders capable of suspension.
4.19.3. A motion to close the meeting.
4.19.4. A motion to adjourn the meeting for a specified time, the time being clearly stated. The meeting shall recommence at the end of the specified time and shall continue from the point of adjournment.
4.19.5. A motion to postpone or adjourn the matter to a later time in that meeting, or to a later specified meeting.
4.19.6. A motion to conduct a vote by secret ballot.
4.19.7. A motion to move to a vote.
4.19.8. A motion to subdivide into parts the question or matter presently under consideration. The proposer may in this case also suggest how the matter is subdivided; otherwise this shall be the responsibility of the Chair.
4.19.9. A motion that the question not be put. (This motion prevents further discussion on the motion or amendment currently under discussion, and if carried no vote is taken on the motion or amendment.)
4.19.10. A motion to rearrange the agenda.
4.19.11. A motion to refer the matter to a JCR committee. If passed, the committee shall investigate and refer the matter back to the JCR for further consideration.
4.19.12. A motion to refer the matter to a Referendum.
4.19.13. A motion to extend the debate on a particular substantive motion or amendment.
4.19.14. A motion to waive the two-minute rule in respect of a particular speech.
4.20. During hustings the current JCR Executive will be given the opportunity to ask the first set of questions. After a maximum of 3 questions, it will be opened up to the floor for another maximum of 3 questions.
4.21. Only the JCR President will be allowed to ask each individual candidate, specific questions relating to their manifesto/summary.
4.22. Throughout all business of JCR Meetings, all in attendance must refer to John Snow College solely as ‘the other college.’ Failure to do will result in punishment deemed suitable by the Steering Committee.
4.23. All members of the JCR shall sign in when attending JCR meetings to help determine attendance and if a quorum has been reached
5.1. Voting shall generally be by a show of hands and on a simple majority unless otherwise stated in the Constitution and Standing Orders for instance in the event of elections for non-executive and committee member places, which shall be conducted via the Alternative Voting System.
5.2. Unless it appears to the Chair that the motion (or amendment) has been clearly carried/defeated, he/she shall co-opt counters who must not have spoken on that motion.
5.3. Where there appears to be no opposition to a motion (or amendment) the Chair may take it as carried on a general “Aye!” If any JCR member shouts “No” or any words that might be taken to indicate opposition to the motion the motion must be treated as opposed and must be taken on a vote.
5.4. Any member present may call for a count to be taken on any vote but must do so within one minute or before discussion commences on the next item of business, whichever is the sooner.
5.5. Executive Officers shall not cast a vote in a JCR Meeting unless their votes, if cast as a bloc could change the outcome of a vote.
5.6. At the discretion of the Chair informal straw polls may be taken as a sample of the JCR’s opinion on any matter, but shall be for information purposes only and shall have no binding force.
Section 3: Motions
1.1. The full terms of the substantive motion are to be placed on the agenda paper together with the names of one proposer and one seconder. Such motions shall be submitted to the JCR Chair in writing at least 96 hours (4 days) before the meeting except as under Standing Order.
1.2. Standing Order Section 3 1.1 shall not apply to procedural motions.
1.3. Any motion that concerns a sum of money larger than that which the Finance Committee may spend without reference to the JCR shall require a two-third majority at a JCR meeting.
1.4. Any motion which makes an amendment to the Constitution or Standing Orders shall contain exact details of the change. Any motion, which does not contain the required details to implement a change, shall be ruled out of order.
1.5. The Chair shall notify (in writing) the President and the movers of the motion concerned of any decision to rule it out of order, and the reasons for that decision. Such notification shall be given before the start of the meeting. The Chair shall not have the right to rule any motion out of order unless this procedure has been observed.
1.6. The Chair shall, where he/she deems it necessary, advise movers of motions that a simpler course of action would achieve the desired result of the motion. (E.g. consulting the relevant member of the Executive Committee instead of mandating them via a motion).
1.7. A matter which the Chair deems to have genuinely arisen since the closing date for motions may be the subject of an emergency motion or amendment if the failure to discuss such business until the next JCR meeting could be potentially detrimental to the interests of the JCR.
1.8. The following shall not be considered extreme cases and shall not therefore be allowed as Emergency Motions under Standing Order Section 3 1.7:
1.8.1. A motion to alter the Constitution or Standing Orders.
1.8.2. A motion of no-confidence
1.8.3. A motion of censure
2. Motions of Censure
2.1. A JCR meeting may indicate its disapproval of the conduct of a JCR Officer, a member of a JCR Committee, a Society President or a Sports Captain by passing a motion of censure.
2.2. The individual involved shall be personally informed at the first opportunity by a member of the Steering Committee of a motion of censure and shall have the right to speak on the motion before it is put to the vote.
2.3. Should any Officer, Committee Member, Society President or Sports Captain be censured twice during his or her term of office, he or she will be deemed to have resigned. The member concerned may appeal to a referendum as per the Constitution.
3. Motions of No-Confidence
3.1. In cases of severe misconduct by a JCR Officer or Committee Member the JCR may pass a motion of no-confidence in them.
3.2. A motion of no confidence must be submitted to the Chair as per a normal motion accompanied by a list of no fewer than twenty-five signatures of members. A standard form for this can be found in Appendix VI.
3.2.1. If a motion of no confidence is received by the Steering Committee then the officer will be suspended from their position (only to necessitate an investigation into the grounds of the motion of confidence), until such time as a full meeting of the JCR can hear the Motion. The Steering Committee will have discretion over this suspension.
3.3. Should a motion of no-confidence be passed then that member shall be removed from office, subject to appeal to a Referendum as per the Constitution.
4. Alleged Misconduct by the JCR President
4.1. Following informal discussion, if a member of the JCR considers that misconduct has occurred on the part of the JCR President then the matter should immediately be brought to the attention of the JCR Chair, who shall at the earliest instance consult with the Executive Committee (excluding the President) to discuss the matter.
4.2. Where more than one member of the Executive Committee believe a case of misconduct has taken place, the matter shall be taken to and discussed with the Head of the College.
4.3. After discussing with the Head of College (and where necessary with the Director of HR), if the Executive Committee believe there to have been misconduct, but that misconduct falls short of gross misconduct as defined by the University Regulations, the Executive Committee shall implement an appropriate remedy and report this to the JCR. This may include a vote of no confidence in the President.
4.4. After discussing with the Head of College and the Director of HR, if the Executive Committee believe that a case of gross misconduct, as defined by the University Regulations, has been performed by the President the JCR shall have a vote of no confidence in the President.
5. Alleged Misconduct by a JCR Member
5.1. Following informal discussions, if a member of the JCR considers that there has been misconduct in the conduct of JCR activities by a member or members of the JCR the matter should be discussed with either the JCR President or the JCR Chair. The JCR President or Chair may consult with the Executive Committee if this is considered by the President or Chair to be an appropriate course of action.
5.2. Where the President or Chair determines that a breach of the Permanent Standing Orders or policy has taken place they shall implement an appropriate remedy, consulting with the Executive Committee where appropriate.
5.3. Where the President or Chair determines that the misconduct may represent a breach of College or University Regulations, the matter shall be raised in writing with the Head of College who shall take appropriate action.
6. Appealing a Decision of the JCR
6.1. Following informal discussions, if a member of the JCR remains dissatisfied and wishes to appeal against a decision of the JCR (or one of its committees or officers) they may by writing to the JCR Chair request the decision to be considered at a JCR meeting.
6.2. If following consideration by the JCR a member considers that the final decision of the JCR unfairly disadvantages a member or group of members they may raise the matter in writing with the Head of the College, who shall take reasonable steps to resolve the matter. Should this not prove possible, the matter will be referred to the College Council for final resolution.
7.1. All amendments must be in writing (email or wet copy), proposed and seconded as for a motion, and be received by a member of Steering Committee or the Executive Committee no later than the scheduled start of the meeting. The only exception to this shall be an amendment to rectify any genuine printing, drafting or grammatical error. Such an amendment shall be noted by the JCR at that meeting.
7.2. Amendments will be debated in the same way as motions and if adopted shall be incorporated into the original motion.
8. Vacation Powers
8.1. The JCR President or their designated representative shall be authorised to take such action, on behalf of the JCR Executive, in relation to matters of a routine or non-contentious nature as may be necessary during the long vacation.
8.2. The JCR President will report all said changes to the Executive Committee and JCR as a whole at their first meetings.
Section 4: Policy
1. There shall be a policy file that any JCR member may inspect on request.
2. No policy which has been fully accepted by the JCR (i.e. At Ordinary, Extraordinary Meeting or Referendum) may be rescinded or altered in the term in which it is passed or in the term immediately following, nor may any proposed policy which has been rejected by the JCR or one which is substantially similar be moved again in the same term or the term immediately following, unless the Executive is petitioned by no fewer than 70 JCR members for its consideration.
3. All policy passed by the JCR shall be re-ratified once every year on a show of hands in a JCR meeting.
4. Any policy motion duly passed by the JCR which conflicts with existent policy of the JCR shall be deemed to have replaced those parts of existent policy with which it conflicts.
Section 4: Referenda
1. The motion to be voted upon at a Referendum must have been discussed at an Ordinary JCR meeting. A motion presented to a Meeting of the JCR to call a Referendum shall be a forum of discussion of the matter of the Referendum.
2. The Chair of the JCR shall give at least 72 hours (3 days) notice of the Referendum.
3. The JCR Executive Committee shall publish the question(s) to be voted on at least 48 hours before the start of the referendum.
4. In the case of an Officer of the JCR appealing against a motion of no-confidence (as per Constitution Article IX) the question for the Referendum should read as follows: “At the JCR Meeting of (Date) a motion of no-confidence was passed against (Name, Position) resulting in their removal from office. Do you support this decision?”
5. In the case of an Officer of the JCR appealing against enforced resignation due to two votes of censure the question for the Referendum should read as follows: “At the JCR Meeting of (Date) a second motion of censure was passed against (Name, Position) resulting in their removal from office. Do you support this decision?”
6. The voting in a Referendum shall take place on the JCR website system as per standard elections.
7. Members of the JCR shall be able to vote for at least 72 continuous hours.
8. The Steering Committee may co-opt up to 5 counters to count votes.
Section 5: Financial Management of the JCR
1.1. The JCR’s financing dealings shall be in accordance with the JCR Financial Policy as set out in Appendix II.
1.2. The JCR Finance Committee shall administer the finances of the JCR.
2. The JCR Levy
2.1. The JCR shall set a levy, or membership fee, of £150 including VAT.
2.2. This levy shall be a one-off payment for the course of a member’s studies at Stephenson College.
2.3. A reduced levy should be charged to post-graduate, ERASMUS, Foundation, Pharmacy and Medical students at Stephenson College who wish to join the JCR if their course of study is only one year long or other circumstances inhibit their membership for the duration of their course.
2.4. Every student has an equal right to be a member of the JCR, providing they have paid the JCR levy. Students may pay this levy at any time during their studies. Non-members will not be entitled to attend JCR meetings, vote in JCR elections, hold a position in the JCR, join JCR subsidised sports teams and societies and will be charged a non-subsidised rate for entertainments and balls.
2.5. Non-payment of the JCR Levy will be viewed as an official opt-out of the JCR. However, this will not prevent students from being included on mailing lists and receiving welfare and representation assistance.
2.6. In the case of KPMG students, they will be charged a £80 one off payment for the duration of their studies.
3. Financial Co-operation with Outside Organisations
3.1. Funding for JCR societies shall be allocated by the President, Treasurer and Societies Officer
3.2. Any joint operation with another college such as a sports team or tour, entertainments and ball or gala shall be funded equally be each college that is involved.
Section 6: JCR Officers General Duties
1. JCR Officers shall, to the best of their ability, work to fulfil the constitutional aims of the JCR.
2. The JCR Officers shall be responsible to the best of their ability for the execution of JCR policies.
3. All officers elected in the spring shall hold office from the 1st July following their election with the exception of the Treasurer; see section 9.2.15. All officers and committee members shall end their term of office on the 30th June of the following year with the exception of the Treasurer; see section 9.2.15.
4. All JCR Officers shall attend all JCR meetings and provide written reports, under the discretion of the Chair, at least 96 hours in advance of each meeting for inclusion in the agenda. Failure to fulfil this clause will result in a strike being recorded against their name. If three strikes are accrued during a term of office, the Officer concerned shall be deemed to have resigned.
5. All Officers, at the discretion of the Chair, shall provide written termly reports on their progress.
6. JCR Officers should return to University prior to the start of the Michaelmas term should their presence be required, at the discretion of the President or President-elect.
7. Officers are individually responsible for the conduct of their JCR correspondence.
8. All officers must read and sign the Officers’ Code of Conduct on taking up office.
9. JCR Executive Officers must report to the Executive Committee, at the earliest possible Executive Committee meeting, the key developments of their Committee (if they are the Principal Agent of a Committee).
10. JCR Executive Officers should be present until the end of the academic year prior to holding their post in order to attend any relevant training and to begin preparations for the upcoming year. The College will provide accommodation for any Officers who need it.
11. If a member of the JCR believes that an officer of the JCR has not fulfilled obligations within their role, they shall make the Chair aware who will determine if that person will be asked to stand in front of the Steering Committee
11.2 If the Steering Committee determine that an officer has not fulfilled their duty, then the Steering Committee will determine an appropriate remedy, which shall always include recording a strike
11.2.1 A strike cannot be accrued for an offence that has its own strike system, e.g. the President’s obligation to attend President’s Committee or DSU council meetings, or the obligation to send officer reports before JCR meetings
11.2.2 The disciplined JCR officer can remove a strike by asking the JCR Chair to hold a referendum after a discussion amongst the JCR of the reasons for the strike in a JCR meeting (within Any Other Business), with the referendum having a simple majority in their favour
11.3 If an officer accumulates three strikes they will be deemed to have resigned
In the case of sabbatical officers, three strikes will prompt an automatic vote of no confidence in the officer
11.4 If the Steering Committee determine that a case of misconduct has occurred on part of the officer, they may suggest a motion of censure or no confidence.
11.5 If the Steering Committee determine that a case of severe misconduct has taken place, the executive committee will determine if a motion of no confidence shall take place at the earliest instance
Section 7: The JCR President and JCR President’s General Duties
1.1. To promote the well-being of the college community and perform all such duties as are consistent with this.
1.2. To represent the JCR to the College Officers and the College Officers to the JCR.
1.3. To work with the Postgraduate Representative to the JCR to encourage postgraduates to become involved in the College and JCR.
1.4. To sit ex-officio on College Council and all College Committees and on the JCR committees as stated in the JCR Standing Orders.
1.5. To assist the College Officers with such routine administrative tasks as shall from time to time be agreed between the President and the College Officers.
1.6. To promote the attractiveness of Stephenson College to student applicants.
1.7. To be available to assist with commercial activities of the College as appropriate, including during University vacation.
1.8. The President shall report regularly to the Principal and to the JCR Executive Committee and shall maintain close contact with the other College Officers. The President shall produce a detailed written report at the end of his/her duties highlighting what has been achieved and noting lessons for the future.
1.9. In carrying out these duties the President shall at all times respect the confidences of individual students and members of staff.
1.10. To carry out any other reasonable duties, as allowed for in the President’s contract.
1.11. Attend JCR Presidents Committee meetings weekly. Should he/she not attend more than three in any one term without valid reason they shall be deemed to have resigned.
1.12. Attend Durham Students’ Union Council meetings. Should he/she not attend two consecutive or three in total during his/her term of office without valid reason they shall be automatically subject of a motion of censure at the next JCR meeting.
1.13. Be the accounting officer for the JCR.
1.14. Work alongside the JCR body to ensure that the College moves in a direction satisfactory to the JCR members.
1.15. To work alongside the Vice President and the Events Director in promoting and organising events.
1.16. Be an ex-officio member of all JCR Clubs and Societies.
1.17. Oversee the work of the Officers of the JCR in order to ensure the best possible service is provided to the JCR members.
1.18. The President shall sit on all JCR committees as an ex-officio member, asides from both the Executive Committee and Steering Committee in which they are a voting member.
1.19. The President has special responsibilities with relation to Freshers’ Week.
1.20. They must assist the Events Committee and its members in the. Organisation and delivery of this week, as specified in Section 17.
1.21. The President shall be responsible for the purchase of Officer Clothing.
1.22. The President shall be responsible for the purchase and sale of College Stash.
1.23. The JCR President shall edit the JCR Handbook, and is specifically required to finalise the publication details and the sponsorship for the JCR Handbook, liaising with the relevant officers.
1.24. The JCR President shall send out a weekly e-mail(s) to keep the students up to date with current JCR affairs.
1.25. The JCR President shall work alongside the Treasurer to secure sponsorship for the JCR over the summer period and throughout the rest of their term.
1.26. The JCR President will oversee and shall be overall responsible for all data handled by the JCR
2. President’s Terms of Office
2.1. The President shall hold office from 1st July to 30th June inclusive. The Executive Committee may request that he/she assists the incoming President for a further period of up to fourteen days. During such an extension he/she would continue to be paid by the JCR, subject to the approval of the Finance Committee.
2.2. The post is a full time appointment with flexible working hours spread over the whole week, including evenings and weekends, to fit the normal patterns of College and student life.
2.3. The President shall not be absent from College on consecutive weekends, or for periods of longer than three days, without permission of the College Officers and the Executive Committee.
2.4. The President shall not take on any other commitments whether paid or unpaid without the approval of the college Officers and the Executive Committee.
2.5. The President shall sign a contract of employment and abide by the conditions contained therein.
2.6. Must be eligible to fulfil the whole term of office as required. If the applicant is from overseas and has a visa, the visa must expire after the Presidential Contract expires.
3. President’s Benefits
3.1. The President shall have an annual salary paid by the JCR from a grant provided by the University, paid monthly in arrears. (Special arrangements may operate in the first two months if necessary.) This shall be in line with the University grading system, to be checked once a year so that it may be altered if necessary, and then agreed upon by the Finance Committee.
3.2. The President shall be reimbursed by the College for agreed expenses when carrying out duties that would otherwise be performed by a College Officer.
3.3. The President shall live in the College residences. The rent for this shall be paid for by the JCR from a grant provided by the University.
3.4. The President will have use of the JCR Office for JCR business.
3.5. The office of President carries membership of the Senior Common Room. The President is encouraged to join in SCR activities.
3.6. The JCR President shall have access to an entertainment budget of up to £200 to finance events they are required to attend, at the discussion of the Finance Committee.
4. President’s Holiday Entitlements
4.1. The President shall be entitled to take holiday as specified in his/her contract, at dates to be agreed with the Executive Committee.
4.2. These should be taken during University vacations and must include periods when the College is closed.
4.3. Any holiday not taken at the end of the contract will be forfeited.
5. President’s Termination
5.1. The President may terminate his/her employment by giving one month notice in writing to both the JCR Chair and the Principal of the College.
5.2. If a vote of no-confidence or two votes of censure are passed by the JCR, subject to the appeals procedure laid out in the Constitution, then the President will be removed from Office.
5.3. The JCR shall pass said motions of no-confidence and/or censure if the President is found to have failed to carry out his/her duties satisfactorily or has broken rules specified in this Constitution or the University regulations.
6.1. During any period when the President is unable to carry out his/her duties due to illness, he/she should produce certificates (either self-certification (one week) or a doctor’s certificate). Payment during such an illness will be in line with the University provision of statutory sick pay.
6.2. If the President has a grievance relating to his/her duties, he/she should raise it with the JCR Executive Committee or with the Principal as appropriate. If satisfaction is not given the matter may be taken up with the College Council.
12. Limitations of Office for Sabbatical Positions
13.1. Members are limited to holding any Sabbatical Position for not more than two consecutive terms of office.
Section 8: The JCR Non-Sabbatical Executive Officers
1. Vice President
1.1 Shall seek to provide opportunities for students to develop their academic interests through the Junior Common Room, through organising guest lectures, debates and other academic events.
1.2 Shall help develop the collegiate programme and support its publicity.
1.3 Shall seek to represent different groups within the Junior Common Room including international students, postgraduates, livers-out and livers-at-home.
1.4 Shall meet regularly with Non-Executive Committee to strive to ensure the JCR provides for all of its students.
1.6 The Vice President shall fulfil any unfilled position within the JCR, with the exception of JCR Chair.
2. The Welfare Officer
2.1. The Welfare Officer shall signpost students as necessary to the appropriate sources of professional advice. However, it must be understood that the Welfare Officer has no professional expertise and is not a counsellor, but a point of reference.
2.2. They shall attend welfare meetings with the Education and Welfare Officer of Durham Students’ Union to represent the JCR and in return to report on University welfare issues to the relevant parties within the JCR.
2.3. They shall co-ordinate Durham Students’ Union welfare campaigns within the College.
2.4. The Welfare Officer will liaise with College Officers, Student Services, the JCR Executive and any other relevant JCR Officers in promoting welfare causes within the JCR and College and to all JCR members.
2.5. They shall ensure their availability on a regular basis in College to provide welfare information.
2.6. The Welfare Officer shall maintain a welfare notice-board and leaflet distribution area.
2.7. They shall maintain and update regularly a stock of current information on Contacts and support services. This should include:
2.7.1. Sexual health matters
2.7.2. Drugs awareness
2.7.3. Sexuality issues and literature
2.7.4. Stress management
2.7.5. Relevant Durham Students’ Union services
2.7.6. Alcohol Awareness
2.8. The Welfare Officer shall update the welfare related parts of the JCR handbook each year as necessary.
2.9. Shall lease with the Assistant Welfare Officers to ensure a regular presence at weekly Welfare events.
2.10. Is tasked with the organisation of the Welfare events and Campaigns.
2.11. Is the Chair of the Welfare Committee
2.12. Shall sit on Events Committee to ensure that events are not solely alcohol based.
2.13. Shall arrange for coaches to be stocked with appropriate supplies.
3. The Ball Chair
3.1. Shall organise the Winter Gala and Summer Ball after consultation with the Executive and Events Committees.
3.2. Should liaise with the Events Director and the Ball Chairs from any other College to co-ordinate dates.
3.3. Should prepare and submit plans and budgets to the Executive Committee and the Finance Committee for approval at least six weeks before the planned date of each ball.
3.4. Is the Chair of the Ball Committee.
3.5. The Ball Chair will be allowed to purchase a Summer Ball Ticket at half the cost to Normal Members.
3.6. The Ball Chair will work with the Treasurer and Assistant Ball Chair in arranging Locomotion Dinner themes, decorations and entertainment.
3.7. The Ball Char shall be responsible for the safe handling of data of ball attendance, purchasing, etc
4. The Events Director
4.1. Arranges social events for all JCR members, taking into account the non-homogenous nature of the JCR.
4.2. Chairs the Events Committee.
4.3. Liaises with appropriate parties for the promotion and organisation of events.
4.4. It is expected that before they take officer, the Director shall contribute towards the organisation of Freshers’ Week.
4.5. Liaise with the Welfare Committee to manage welfare of students at any events.
4.6. Shall be available from the first of September at University to organise the final arrangements for Freshers’ Week.
4.7. Shall liaise with the College to seek approval for events, and to arrange Health & Safety considerations.
4.8. Should obtain all arrangements with venues and service providers in writing.
4.9. Should ensure that Freshers’ Week is organised completely at least one week before Freshers’ Week.
4.10. Shall work with the Welfare Officer, Treasurer and President to assign Freshers Reps.
4.11. Should ensure that the President is kept informed of all arrangements made.
4.12. Ensures the Events Committee provide for social groups outside those represented on the Committee.
4.13. The Events Director should reside in the local area for the duration of Freshers’ Week.
5. The Societies Officer
5.1. Should be responsible for the organisation of all society activity within the JCR
5.2. Is the Chair of the Societies Committee.
5.3. The Societies Officer shall oversee all societies and ensure their proper running and ratification.
5.4. Is responsible for the ratification of new societies and annual re-ratification of existing societies.
5.5. Shall ensure all societies adhere to the ratification criteria for societies.
5.6. Shall ensure that all applications for funding are completed effectively and shall recommend them to the President and Treasurer, who shall decide on the funding.
5.7. Shall coordinate the activities of societies within the college and on campus with Durham Students’ Union and the Societies Officer of other colleges in Durham.
5.8. Is responsible for ensuring that Presidents of Societies sign the LGBT charter.
5.9. Shall have the authority to ratify societies in place of the JCR President, considering whether the society would conform to the JCR, College and University rules and regulations.
5.10. The Societies Officer will be responsible for monitoring stash, society member lists, etc., and ensuring the data is processed as required
6. Sports Officer
6.1. Should be responsible for the organisation of all sporting activity within the JCR
including ensuring that all sports teams are aware of their fixtures and have booked
necessary items such as pitches and referees.
6.2. Is responsible for all college sporting kit, including the ordering of all required kit.
6.3. Should oversee the organisation of sporting tours that are undertaken by college
6.4. Is the Chair of the Sports Committee.
6.5. The Sports Officer shall oversee all sports teams and ensure their proper running
6.6. Is responsible for the ratification of new sports teams and annual re-ratification of
existing sports teams.
6.7. Shall ensure all sports teams adhere to the ratification criteria for societies.
6.8. Shall ensure that all applications for funding are completed effectively and shall
recommend them to the President and Treasurer, who shall
decide on the funding.
6.9. Shall coordinate the activities of sports teams within the college and on campus with
Durham Students’ Union and the Sports Officers of other colleges in Durham.
6.10 Is responsible for ensuring the captains of sports teams sign the LGBT charter.
6.11. Shall have the authority to ratify sports teams in place of the JCR President, considering whether the sports team would conform to the JCR, College and University rules and regulations.
6.12. The Sports Officer will be responsible for monitoring stash, sports team member lists, etc., and ensuring the data is processed as required
7. The JCR Chair
7.1. Is the final arbiter of the Constitution and Standing Orders, and shall give his/her ruling on all questions of order, which will be final.
7.2. Is the Senior Returning Officer for all JCR elections.
7.3. Will Chair JCR meetings, Executive Committee Meetings, and Non-Executive Committee meetings.
7.4. Should keep a copy of the Constitution and Standing Orders up to date as amended; this shall be the definitive version at any given time.
7.5. Is a voting member of the Steering Committee.
7.6. Should request reports for JCR meetings from all JCR Officers.
7.7. Should ensure candidates are aware of election regulations and provide successful candidates with a copy of the Officer Code of Conduct and a full Constitution.
7.8. The Chair shall sit on Steering Committee, Finance Committee, Events Committee, Ball Committee, Bar Committee, Societies Committee, International Committee, and Welfare Committee as an ex-officio member.
7.9. The Chair shall ensure that all committees run as scheduled in the Standing Orders.
7.10. Shall be included in all JCR social media groups.
7.11. The Chair shall ensure that the JCR runs constitutionally at all times; and shall take the appropriate course of action, at their discretion, in the event of the JCR running unconstitutionally, always subject to an appeal.
7.12. The Junior Common Room chair is to sit on a specially assigned chair whilst chairing JCR meetings.
7. The Media & Promotions Officer
8.1. To produce and maintain the JCR website.
8.2. To assist the President in the publishing of the JCR Handbook.
8.3. To publicise JCR events in which ever mediums are appropriate, including in Stephenson Central.
8.4. To oversee official photography or recording of all JCR events.
8.5. To minute or collate the minutes of all JCR committee meetings.
8.6. To respond to communications directed to the JCR as a whole.
8.7. To work with the International Officer to communicate specifically with Non-EU students (e.g. through Weibo, WeChat).
8.8. Is the chair of the Media & Promotions Committee.
8.9. The Media and Promotions Officer will be responsible for collecting permissions for photographs/video
8. The International Officer
9.1. Should represent the interests of international students.
9.2. Should organise events to promote the multi-cultural nature of the College community and cater for the variety of ethnic groups within the College.
9.3. Shall liaise with relevant groups in the local community in order to further promote cultural activities.
9.4. Shall work alongside the Events Committee and departments (if relevant) to organise city trips showcasing different parts of the UK.
9.5. Shall work alongside the Media & Promotion Officer to ensure that the JCR uses a wide range of social media channels, including those which are used predominately by Non-EU students (e.g. Weibo, WeChat).
9.6. Shall liaise with societies for international students, both within the JCR and as part of the Durham Students’ Union, in order to increase participation.
9.7. Shall work with the Events Director in order to arrange an appropriate calendar of events for international students (including pre-sessional students), and to prepare information packs which will be of use to international students during Induction Week.
9.8. Is the Chair of the International Committee.
10.1. The Treasurer is responsible for the upkeep of the JCR notice boards and the provision a JCR Officers’ photo board.
10.2. The Treasurer will sit on the Ball Committee, Finance Committee, Executive Committee, Welfare Committee and the Events Committee.
10.3. To have overall responsibility for all financial transactions within the JCR.
10.4. To keep the accounts of the JCR.
10.5. To prepare a financial statement upon request by the JCR or College Council.
10.6. To be responsible for all dealings with HMRC.
10.7. The Treasurer must prepare an income and expenditure account and the balance sheet as at the last day of the financial year for all JCR accounts. These accounting records shall in particular contain entries from day to day of all sums of money received and expended by the JCR, including details as to what each payment was in regard of. There shall also be a record of the assets and liabilities of the JCR as at the end of the financial year.
10.8. The Treasurer shall attend all college committees at least once per term in order to liaise for their financial requirements.
10.9. The Treasurer shall post a detailed statement of accounts publicly in College once a year. A report should be made available to the College Council and all JCR members containing, in particular, a list of the external organisations to which the JCR has made donations for the period to which the report relates.
10.10. They are responsible for ensuring that an external accountant audits all accounts at the end of each Treasurer & Operations Manager’s period of office.
10.11. The Treasurer shall decide on the budgets for college balls and events alongside the President.
10.12. Treasurer shall support the JCR President in acquiring sponsorship.
11. Volunteering and outreach
11.1. The Volunteering and outreach officer shall promote volunteering within Stephenson College.
11.2. The Volunteering and outreach officer shall organise charity events within Stephenson College.
11.3. The Volunteering and outreach officer shall develop projects in line with the college values
11.4. The Volunteering and outreach officer shall be the JCR representative to DUCK.
11.5. The Volunteering and outreach officer shall organize volunteering opportunities for students within the college
11.6. The Volunteering and outreach officer shall collate and log volunteer hours by students
Section 9: Non-Executive Officers & the Rep Team
1. The Assistant Events Director
1.1. Shall support the Events Director throughout the year in organising events for the JCR, with a particular focus on Freshers’ Week and ReFreshers’ Week.
1.2. Shall work to increase participation of minority groups by assisting in the provision of a wider range of events.
1.3. Shall liaise with the Rainbow Rep, International Officer, and Mature Students’ Rep to assist in organising events.
2. The Assistant Welfare Officers
2.1. To assist the Welfare Officer in all aspects of the provision of Welfare Support.
2.2. To sit on all Welfare committee meetings as an active member.
2.3. To be the second point of call, when the Welfare officer is not available.
2.4. Shall liase with the Welfare Officer to ensure a regular presence at weekly Welfare events.
2.5. To liase with the other Assistant Welfare Officer to ensure minute taking during Welfare Committee Meetings.
2.6. To ensure that Welfare supplies are ordered, stocked and promoted. This includes, but is not limited to, condoms, pregnancy tests, dental dams and weekly event supplies
2.13. Liase with the Welfare Officer to contact appropriate organisations for campaign events.
4. The Durham Students’ Union Representative
4.1. Shall attend Durham Students’ Union Council meetings throughout the year as a representative of the JCR.
4.2. Responsible for reporting DSU decisions to the JCR that may affect the JCR community.
5. The Environment Officer
5.1. Responsible for raising awareness of environmental issues within the College and Campus through initiating discussions and campaigns in co-operation with the relevant bodies.
5.2. Ensure the College and Campus carries out an environmental audit of all its activities (as often as is tenable) with a view to generating environmental friendly practices from this.
5.3. Promote recycling throughout the College and Campus
5.5. To work on any other relevant tasks which relate to the environment or environmental issues.
5.6. Shall attend Greenspace Meetings as the JCR’s Representative.
6. The Livers Out Officer
6.1. Should represent the interests of those students living outside of the College residences to the Executive.
6.2. Should hold regular meetings with the livers out of the College.
6.3. Should organise events to cater specifically for the livers out community.
6.4. Shall produce a twice-termly letter to be sent to all livers out informing them of JCR activities.
11. Rainbow Rep (LGBT+ Rep)
11.1 A minimum of one LGBT+ representative will exist in each college.
11.2 Shall be elected or appointed in the appropriate manner by the respective College Representative Bodies in the third term, wherever possible.
11.3 Are required to make themselves known to the association and to attend LGBT+ College Representative Committee a minimum of once a term. Bringing successors to the last one of the term.
11.4 They are required to promote both the Association and the interests of LGBT+ students at a college level, to make the college more accessible.
11.5 To feedback any issues effecting LGBT+ students to the Association Executive Committee.
11.6 To acquire or previously have relevant Welfare experience, such as the Nightline Training Weekend or Welfare Training made available by the College and attend an Introductory Welfare Information session provided by the Association.
11.7 Provide an effective handover document for successors.
11.8 Preferably identify as LGBT+, though this is not a requirement.
11.9 LGBT+ students include, but are not limited to: gay, lesbian, bisexual, transgender, pansexual, asexual, intersex, non-binary and sexuality/ gender questioning individuals. This is regardless of ethnicity, gender identity, political affiliation or religion.
12. The Assistant Media & Promotions Officer
12.1. To assist the Media & Promotions Officer in all aspects of communicating all JCR related matters.
12.2. To sit on all Media & Promotions committee meetings as an active member.
12.3. To be the second point of call, when the Media & Promotion officer is not available.
12.4. Shall liase with the Media & Promotion Officer to ensure a regular presence at Media & Promotion committee meetings.
12.5. To chair the Blog Committee and act as editor for the blog ensuring the production of at least one article per week.
11. Book Keeper
11.1. The Book Keeper shall be responsible for handling receipts, recording incoming and outgoing transactions from the JCR bank account, bank reconciliations, and assisting the Treasurer with preparation of financial reports.
11.2. The Book Keeper shall handle the preparation of any payments required by the JCR
11.3. The Book Keeper will be required to undergo cash handling training
11.4. The Book Keeper will manage and monitor Xero, the accounting software utilised by the JCR, transactions in and out of the account.
12. Assistant Ball Chair
12.1.The Assistant Ball Chair shall be responsible for organizing and setting up any decorations required for Locomotion dinners
12.2.The Assistant Ball Chair shall be required to create a list of attendees and create a seating chart.
12.3.The Assistant Ball Chair will organize and create the sign up forms used for Locomotion dinners
12.4.The Assistant Ball Chair shall be responsible for collection the payment for Locomotion dinners if required
12.5.The Assistant Ball Chair will be in charge of the overall organization of Locomotion dinners
12.6.The Assistant Ball Chair will assist the Ball Chair with organization of the Winter and Summer Balls
13. Assistant Volunteering and outreach
13.1.The Assistant Volunteering and outreach officer shall promote charitable giving within Stephenson College.
13.2.The Assistant Volunteering and outreach officer shall assist volunteering and outreach with their duties
14. Non-Exec Diversity and Inclusivity Officer
14.1.The Diversity and Inclusivity Officer shall be responsible for ensuring a diverse and inclusive environment at college events
14.2.The Diversity and Inclusivity Officer shall be responsible for promoting cultural diversity within college
14.3.The Diversity and Inclusivity Officer shall work alongside the International Officer on international nights to raise awareness about different cultures
13. The Head Male and Female Representatives
13.1. Is tasked with the organisation of the Freshers’ Reps.
13.2. Sits on the Events Committee to assist with events beyond Freshers’ Week.
13.3. Will be responsible for leading the Freshers’ Reps and discipline alongside the Events Director, Chair and President.
13.4. Shall be honoured with the task of bearing the colleges mascots; ‘George the Dragon.’
13.5. Prospective candidates for the position must have held a JCR Representative position during a previous Freshers’ Week.
14. The Freshers’ Representatives
14.1. Shall assist the Events Director in the delivery of Freshers’ Week.
14.2. Their duties are specified in Section 17.2.2.
14.3. Shall sit on either the Events or Ball Committee.
17. JCR Photographer(s)
17.1 Shall assist the Media & Promotions Officer in the delivery of Freshers’ Week.
17.2 Shall sit on the Media & Promotions Committee.
17.3 Their duties are specified in Section 17.2.2.
17.4 A maximum of two official photographers may be present during the calendar year.
Section 10: JCR Committees
1.1. Committees shall, unless otherwise specified:
1.1.1. Have a quorum of two thirds of existing voting members.
1.1.2. Hold open meeting at which all members of the JCR may attend.
1.1.3. Elect from their number a Secretary who shall take minutes of the meeting.
1.1.4. Have their meetings called, and publicised, by their Principal Agents.
1.1.5. Lodge a copy of their minutes with the JCR Executive Committee.
1.2. The JCR may at any time form a new committee. Such a committee shall have its purpose, duties, responsibilities and membership recorded in the Standing Orders and be responsible to the Executive Committee unless Standing Orders specifically state otherwise.
1.3. A Committee may vote by a two-thirds majority at a quorate meeting to discuss business in closed session if they consider that open discussion may be detrimental to the welfare of a member or members of the JCR.
1.4. Minutes of each JCR Committee meeting shall be forwarded to the Executive Committee mailing list at the first available opportunity. The responsibility for ensuring this occurs resides with the Committee Principal Agent in the first instance. All JCR minutes shall have a cover sheet detailing the topics discussed and the decision made (with as much brevity as possible). These shall be made available online and included as an Appendix to the JCR General Meeting agenda.
1.5. Each Committee shall have a Principal Agent, who manages and coordinates that particular Committee in the first instance. The Principal Agent of each Committee shall be:
Treasurer & Operations Manager
Media & Promotions
Media & Promotions Officer
Treasurer & Operations Manager
Livers Out Officer
Welfare Campaign Committee
Assistant Welfare Officer
Assistant Media & Promotions Officer
2. The Executive Committee
2.1. Consists of the Executive Officers of the JCR.
2.2. Administers the business of the JCR and its committees and is responsible for the prompt executive of decisions of the JCR.
2.3. Acts on behalf of the JCR where urgent action must be taken prior to a JCR meeting. In such circumstances a JCR meeting shall be called as soon as possible to ratify the Executive Committee’s decision.
2.4. Shall meet weekly during Undergraduate term time and be chaired by the JCR Chair. The members of the Executive Committee are responsible for the upkeep of the JCR website.
2.5. Steering Committee members are invited to attend to provide advice on Constitutional matters.
2.6. The JCR Executive Meetings will be confidential unless stated otherwise.
2.7. In a situation where no candidates come forward for JCR positions that require to be filled in the short term, the Executive Committee may appoint a JCR member to cover the responsibilities of that position. The position may only be filled in this way until an election is held. This applies only for Non-Executive and Committee positions; Executive positions must be filled by other Executive Officers.
3. The Steering Committee
3.1. Consists of the Chair and any others members they may co-opt to assist them.
3.2. Is responsible for ensuring that JCR rules, regulations and policies are adhered to.
3.3. Is responsible for the conduct of all JCR elections.
3.4. The Committee shall meet every three weeks or at the request of any member.
3.5. The JCR Chair is the sole voting member and final arbitrator of the JCR, always subject to a referendum.
4. The Finance Committee
4.1. The members of Finance Committee shall consist of the Treasurer, The Book Keeper, plus any JCR members who wish to sit on the Committee. The Treasurer reserves the right to interview members for a position on the committee.
4.2. Is responsible for administering and allocating the funds of the JCR, including the funds of all Committees.
4.3. The Committee shall ensure that the JCR Financial Policy (Appendix II) is upheld and shall fulfil any roles set out in said policy.
4.4. This policy can only be amended if a majority of the Finance Committee vote in favour. If the number of members of the Finance Committee is less than four then a full JCR meeting must approve any changes.
4.5. The Treasurer shall require the approval of Finance Committee to spend over £500 on any single item. The Finance Committee may only approve expenditure up to £2000. An amount of up to £2000 may be approved by a joint Committee of the Executive Committee. Any amount over £2000 must be approved by the JCR.
4.6. The Committee shall meet every three weeks or at the request of any member.
4.7. The Finance Committee can approve budgets for each ball and ‘Stevo Day’ without a JCR meeting by voting a simple majority in favour of the proposed budget, the Treasurer or Ball Chair may request the budget goes to the JCR as a vote if there is a failure to pass it through the Finance Committee.
4.8. Any member of the JCR that wishes to be part of the Finance Committee should apply (with a seconder being a JCR member) to the Treasurer at any time during the academic year .The committee shall vote, passing by simple majority, to accept each applicant after the submission of a CV or cover letter.
4.9 If an elected member of the committee fails to attend two or more meetings within a term without a valid reason communicated to the committee chair, they will be deemed to have resigned.
4.10 The committee Chair shall hold a vote if approached by two or more committee members to remove an elected committee member - this will require a 3/4 majority to pass
5. The Welfare Committee
5.1. Shall be made up of the Welfare Officer (who shall be the chair), the Assistant Welfare Officer, the Disabilities Rep, and the Chair.
5.2. The President will sit on this committee as a non-voting member.
5.3. The Committee is responsible for promoting and ensuring the welfare of all JCR members and should recognise the particular issues or race-awareness, disability and gay, lesbian and bisexual issues.
5.4. The Committee shall meet every three weeks or at the request of any member.
5.5. If a member of the committee fails to attend two or more meetings within a term without a valid reason communicated to the committee chair, they will be deemed to have resigned
5.6. The committee Chair shall hold a vote if approached by two or more committee members to remove an elected committee member - this will require a simple majority to pass
6. The Ball Committee
6.1. There shall not be a limit on the number of members of the Ball Committee. It shall be made up of the Ball Chair (who shall chair the meeting), the Events Director, the Treasurer, the Media & Promotions Officer, and the Chair, the Assistant Ball Chair, plus any member of the JCR who wishes to sit on the Committee. The President will sit on this committee as a non-voting member.
6.2. The Committee is responsible for the organisation and ensuring the financial viability of the JCR Gala and Ball.
6.3. The Committee shall meet every three weeks or at the request of any member.
6.4. The Ball Committee will require the approval of the Finance Committee for overall approval for each ball budget
6.5. If a member of the committee fails to attend two or more meetings within a term without a valid reason communicated to the committee chair, they will be deemed to have resigned
6.6. The committee Chair shall hold a vote if approached by two or more committee members to remove an elected committee member - this will require a simple majority to pass
7. The Societies Committee
7.1. The Societies Committee shall consist of all Sports Captains plus the Societies Officer (who shall chair the meeting), and two elected members. The Chair and the President shall sit on as non-voting members. The Committee may co-opt further ex-officio members onto the committee.
7.2. Is responsible for allocating the sports funds and deciding on training, match and kit amounts.
7.3. The Societies Committee will require the approval of the Finance Committee to spend more than £300 on a single item.
7.4. If a member of the committee fails to attend two or more meetings within a term without a valid reason communicated to the committee chair, they will be deemed to have resigned
7.5. The committee Chair shall hold a vote if approached by two or more committee members to remove an elected committee member - this will require a simple majority to pass
8. The Events Committee
8.1. There shall be the following members on the committee: Events Director (who shall chair the meeting), the Treasurer, the Chair, and additionally the President and Vice-President will sit on this committee as nonvoting members, plus any JCR Members who wish to sit on the committee. The Head Freshers’ Reps shall sit on this committee until the conclusion of Freshers’ Week.
8.2. The Committee is responsible, with the assistance of the President, for the organisation and delivery of Freshers’ Week, with particular responsibilities falling to the Events Director. It is expected that both the incoming and outgoing Committee shall contribute to this process. The running of Freshers’ Week is governed by Section 17 of these Standing Orders.
8.3. The Committee is responsible for organising JCR social events on a regular basis.
8.4. Meetings shall be held every three weeks or at the request of the Events Director or Executive Committee. The Events Committee will require the approval of the Finance Committee to spend more than £300 on a single item.
8.5. The Events Committee will assist with the running of the after party element of Locomotive Dinners, Freshers’ Week and Stevo Day.
8.6. If a member of the committee fails to attend two or more meetings within a term without a valid reason communicated to the committee chair, they will be deemed to have resigned
8.7. The committee Chair shall hold a vote if approached by two or more committee members to remove an elected committee member - this will require a simple majority to pass
9. The Non-Executive Committee
9.1. Consists of the Non-Executive Officers of the JCR.
9.2. Administers the business of their respective committees.
9.3. Shall meet fortnightly during Undergraduate term time and be chaired by the JCR Chair. The members of the Non-Executive Committee are responsible for the upkeep of the JCR website.
9.4. The JCR Non-Executive Meetings will be confidential unless stated otherwise.
10. The Bar Committee
10.1. There shall not be a limit on the number of members of the Bar Committee. It shall be made up of the Treasurer & Operations Manager (who shall chair the meeting), the Chair, plus any member of the bar staff who wishes to sit on the Committee. The President will sit on this committee as a non-voting member.
10.2. The Committee is responsible for the organisation and promotion of the bar, and ensuring its financial viability.
10.3. The Committee shall meet every three weeks or at the request of any member.
10.4. The Committee is distinct from the Bar Committee meeting which takes place with the Food & Beverage Services Manager and the College Bursar.
10.5. If a member of the committee fails to attend two or more meetings within a term without a valid reason communicated to the committee chair, they will be deemed to have resigned
10.6. The committee Chair shall hold a vote if approached by two or more committee members to remove an elected committee member - this will require a simple majority to pass
11. The Charities Committee
11.1. There shall not be a limit on the number of members of the Charities Committee. It shall be made up of the Charities Officer (who shall chair the meeting) and the Chair, plus any member of the JCR who wishes to sit on the Committee. The President will sit on this committee as a non-voting member.
11.2. The Committee is responsible for the organisation and promotion of charitable events, including Charities Week.
11.3. The Committee shall meet every three weeks or at the request of any member.
11.4. If a member of the committee fails to attend two or more meetings within a term without a valid reason communicated to the committee chair, they will be deemed to have resigned
11.5. The committee Chair shall hold a vote if approached by two or more committee members to remove an elected committee member - this will require a simple majority to pass
12. The Media & Promotions Committee
12.1. There shall not be a limit on the number of members of the Media & Promotions Committee. It shall be made up of the Media & Promotions Officer (who shall chair the meeting), and the Chair, plus any member of the JCR who wishes to sit on the Committee. The President will sit on this committee as a non-voting member.
12.2. The Committee is responsible for contributing towards the promotion of the JCR, and communications directed to the JCR as a whole.
12.3. The Committee shall meet every three weeks or at the request of any member.
12.4. If a member of the committee fails to attend two or more meetings within a term without a valid reason communicated to the committee chair, they will be deemed to have resigned
12.5. The committee Chair shall hold a vote if approached by two or more committee members to remove an elected committee member - this will require a simple majority to pass
13. The Environment Committee
13.1. There shall not be a limit on the number of members of the Environment Committee. It shall be made up of the Environment Officer (who shall chair the meeting) and the Chair, plus any member of the JCR who wishes to sit on the Committee. The President will sit on this committee as a non-voting member.
13.2. The Committee is responsible for helping to raise awareness of environmental issues within the College and Campus through initiating and promoting campaigns.
13.3. The Committee shall meet every three weeks or at the request of any member.
13.4. If a member of the committee fails to attend two or more meetings within a term without a valid reason communicated to the committee chair, they will be deemed to have resigned
13.5. The committee Chair shall hold a vote if approached by two or more committee members to remove an elected committee member - this will require a simple majority to pass
14. The International Committee
14.1. There shall not be a limit on the number of members of the International Committee. It shall be made up of the International Officer (who shall chair the meeting), the Assistant Events Director, the Chair, plus any member of the JCR who wishes to sit on the Committee. The President will sit on this committee as a non-voting member.
14.2. The Committee is responsible for representing the interests of international students, and promoting the multi-cultural nature of the College community.
14.3. The Committee shall meet every three weeks or at the request of any member.
14.4. If a member of the committee fails to attend two or more meetings within a term without a valid reason communicated to the committee chair, they will be deemed to have resigned
14.5. The committee Chair shall hold a vote if approached by two or more committee members to remove an elected committee member - this will require a simple majority to pass
15. The Livers Out Committee
15.1. There shall not be a limit on the number of members of the Livers Out Committee. It shall be made up of the Livers Out Officer (who shall chair the meeting), the Assistant Events Director, the Chair, plus any member of the JCR who wishes to sit on the Committee. The President will sit on this committee as a non-voting member.
15.2. The Committee is responsible for representing the interests of students who live out of College accommodation, and for organising events to cater specifically for the livers out community.
15.3. The Committee shall meet every three weeks or at the request of any member, and meetings shall take place at a time convenient to those attending.
15.4. If a member of the committee fails to attend two or more meetings within a term without a valid reason communicated to the committee chair, they will be deemed to have resigned
15.5. The committee Chair shall hold a vote if approached by two or more committee members to remove an elected committee member - this will require a simple majority to pass
17. The Rainbow Committee
17.1. There shall not be a limit on the number of members of the Rainbow Committee. It shall be made up of the Rainbow Representative (who shall chair the meeting), the Assistant Events Director, the Chair, plus any member of the JCR who wishes to sit on the Committee. The President will sit on this committee as a non-voting member.
17.2. The Committee is responsible for representing the interests of LGBT+ students, and for organising events to cater specifically for the LGBT+ community.
17.3. The Committee shall meet every three weeks or at the request of any member.
17.4. If a member of the committee fails to attend two or more meetings within a term without a valid reason communicated to the committee chair, they will be deemed to have resigned
17.5. The committee Chair shall hold a vote if approached by two or more committee members to remove an elected committee member - this will require a simple majority to pass
18. The Welfare Campaign Committee
18.1. There shall not be a limit on the number of members of the Welfare Campaign Committee. It shall be made up of the Assistant Welfare Officer (who shall chair the meeting), , the Chair, plus any member of the JCR who wishes to sit on the Committee. The President will sit on this committee as a non-voting member.
18.2. The Committee is responsible for offering an opportunity for members to feedback to the Welfare Committee on the success of previous campaign weeks and to suggest future campaign ideas to improve the functioning of the Welfare Team.
18.3. The Committee shall meet every three weeks or at the request of any member.
18.4. If a member of the committee fails to attend two or more meetings within a term without a valid reason communicated to the committee chair, they will be deemed to have resigned
18.5. The committee Chair shall hold a vote if approached by two or more committee members to remove an elected committee member - this will require a simple majority to pass
19. The Blog Committee
19.1. There shall not be a limit on the number of members of the Blog Committee. It shall be made up of the Assistant Media & Promotions Officer (who shall chair the meeting), the rest of the Media & Promotions Team, the Chair, plus any member of the JCR who wishes to sit on the Committee. The President will sit on this committee as a non-voting member.
19.2. The Committee is responsible for the upkeep of the JCR Blog, namely the Stephenson Express. They shall use meetings to schedule article releases and commission articles with set deadlines, ensuring publications are made at least weekly.
19.3. The Committee shall meet every three weeks or at the request of any member.
19.4. If a member of the committee fails to attend two or more meetings within a term without a valid reason communicated to the committee chair, they will be deemed to have resigned
19.5. The committee Chair shall hold a vote if approached by two or more committee members to remove an elected committee member - this will require a simple majority to pass
Section 11: Election Regulations
1.1. The elections shall take place as listed in Section 1 of the Standing Orders, subject to alteration or addition at the discretion of the JCR Executive Committee.
1.2. Voting must take place via a system that can be equally accessed by all members of the JCR.
1.3. At least four days’ notice shall be given of each election.
1.4. Election of all Officers shall be by secret ballot using the Single Transferable Vote system with reference to any regulations laid down elsewhere in the Standing Orders.
1.5. Details of Single Transferable Voting System (as defined by the Electoral Reform Society) can be found in Appendix V.
1.6. Paper ballot – for a minimum of 18 hours (not necessarily continuous) for executive officers and during a paper ballot completed at a JCR General Meeting, at which there has been a hustings session for that election. An electronic ballot can alternatively be held in place of a paper ballot for all elections and referenda.
1.7. Executive Officers must be elected outside of a JCR General Meeting for a minimum of 18 hours of voting time (not necessarily continuous) whereas nonexecutive officers shall be elected at a JCR General Meeting (24 hours before which they must have submitted their nomination, save for the instance laid out in Section 14 2.2), prior to the opening of the ballot there must be a hustings session.
1.8. For non-executive posts, the ballot box must be open for at least fifteen minutes during a JCR General Meeting (it is suggested that ballot papers are distributed following the hustings session and the ballot box opened for fifteen minutes after this).
1.9. Committee Members and Freshers’ Reps shall be elected in the fashion prescribed for non-executive officers only if the number of candidate(s) standing exceeds the number of post(s) available. In this case where the number of candidate(s) standing does not exceed the number of post(s) available, the appropriate Committee shall ‘vote’ upon candidate(s). The process for this election shall be that the candidate must register their nomination (via a nomination form) to the Committee Principal Agent at the start of the meeting. Candidates shall then be required to hust and asked questions from the committee members if there are any. The committee shall then vote via a show of hands or secret ballot, via Simple Majority vote.
1.10. That in the case of all Committee Members and Freshers’ Reps, the JCR Executive Committee may ‘remove’ any officers (via a two-thirds majority vote) should a matter of due severity arise (this shall be judged by the JCR Executive Officers). The officer shall have the right to appeal as usual to the Steering Committee
1.11. In the case of Fresher, candidates will be interviewed before elections and it is at the discretion of the Interview Panel that they be allowed to stand or appointed. This can be appealed to the Steering Committee.
2.1. Nominations shall close a maximum of 6 hours before the hustings for all posts.
2.2. If the deadline for nominations passes without any member of the JCR being validly proposed to the Executive Committee, the Chair may, at his/her discretion, extend that deadline for a period of 18 hours.
2.3. Each nomination shall be in writing, proposed and seconded and submitted to the Executive Committee within the deadline set. The nomination paper shall give the position being stood for, the name and signatures of the candidate, their proposer and seconder. An example of this form can be found in Appendix V.
2.4. The nomination form shall be accompanied by a manifesto of not more than 250 words and a summary of the manifesto, containing no more than 50 words for all officers save for the Freshers’ Rep who must submit a 50-word manifesto only. The President shall be allowed a manifesto of 500 words.
2.5. The candidate may also specify on the nomination form a member of the JCR not involved in the election to take part in the counting of votes.
2.6. Any member of the JCR may stand for nomination to any JCR post, subject to the following eligibility requirements:
2.6.1. President – a Presidential candidate must have attended at least two Durham Students’ Union Councils or UGMs and three JCR General Meeting within the twelve months previous to the close of nominations.
2.6.2. Other Executive Officers – candidates for one of the roles on the Executive Committee must have attended at least three JCR General Meeting within the twelve months previous to the start of hustings.
2.7. The rules in 2.6 do not apply to potential candidates who have been on an academic or industrial placement during the academic year in which the election takes place.
2.8. No joint candidacies shall be permitted.
2.9. JCR Executive Officers and current candidates are not permitted to propose or second another application.
3.1. The Chair shall organise a hustings session for each election that shall normally be during an Ordinary or Extraordinary JCR meeting, which he/she will Chair.
3.2. Each candidate shall deliver a speech lasting no longer than three minutes before answering questions. The Presidential candidate is allowed 5 minutes. In the event that a candidate is not able to attend a husting session, in addition to the current system, a pre-recorded video hust may be submitted:
3.2.1. To ensure no unfair advantage be gained, the video must be of the candidate addressing the camera and giving their speech.
3.2.2. No other people may be present in the video, nor should there be any special effects.
3.2.3. The Chair, or alternatively the senior returning officer of the election shall have the final say on whether the submission is acceptable.
3.3. The first round of questions is from the JCR Exec and then after a maximum of 3, questions are given to the floor, answers to which shall be no longer than two minutes.
3.4. Questions put to candidates at hustings must be addressed to all those standing, not a particular candidate unless the question is from the JCR President. All questions are taken at the discretion of the Chair.
3.5. The Chair shall ensure that he/she does not unfairly advantage or disadvantage any candidate or candidates through the order in which they are required to answer questions.
3.6. No person may hust on behalf of another person, although the Chair may read a candidate’s manifesto if they are unable to attend.
3.7. During hustings, candidates may not make any statement directed against another JCR member or group of members. The Chair shall rule any question that is likely to lead to such a statement being made out of order.
3.8. Having commenced hustings for a particular post, the Chair shall end hustings for the same at any time he/she sees fit. If any JCR member wishes further questions to be asked, he/she may propose a procedural motion to extend questioning. If passed, questioning shall continue until there are no more questions to be asked or fifteen minutes have elapsed, whichever is the sooner. Such a procedural motion may be proposed as often as desired.
3.9. All candidates shall provide a passport photo when handing in their candidate form for publication alongside their manifesto.
3.10. There shall be an additional meeting for all candidates before each hustings in order to outline the rules of the election and any associated campaigns.
4. Publicity and Campaigns
4.1. The candidates may produce at their own expense, up to a limit of £30 for Presidential candidates and £15 for other candidates, their own publicity. These amounts can be changed at the discretion of the Chair but must not advantage any candidate or group or candidates.
4.2. Any campaign spending more than the proscribed amount shall incur a penalty charge of a 10% reduction in the total votes for them.
4.3. Campaigns that are explicitly directed (wholly or in part) against one or more of the other candidates (or any other JCR member or group of members) shall be ruled out of order by the Executive Committee.
4.4. If a campaign is ruled out of order by the Executive Committee the candidate shall be disqualified subject to an appeal to the Steering Committee, excluding any member who is involved in the election in question.
4.5. Election campaigns may be conducted via Facebook and other internet sites if they are first approved by Steering Committee and are not slanderous to other candidates. Candidates are not allowed to use group emailing systems to advertise their campaigns. Facebook campaigns must be in the form of an open event; Facebook ‘Groups’ are not permitted. Failure to comply will result in a 10% reduction in total votes.
5.1. All JCR members shall be eligible to vote and shall do so only once.
5.2. In all elections, voters shall have the option of voting for “Re-Open Nominations” (RON) as well as the nominated candidates.
5.3. The counting of votes shall be overseen by the Steering Committee with assistance from the Executive Committee and any members of the JCR nominated in writing by the election candidates. No member who is involved in the election in question shall be involved in the counting process.
5.4. In the event of an exact tie, the candidate with the greater number of first preference votes shall be declared the winner. If this does not produce a result, the two remaining candidates shall play games of “Scissors, Paper, Stone” until one candidate wins three rounds. The candidate to do this will be declared the election winner. This shall be administered by the Chair.
6. Re-Opening Nominations
6.1. If there are no candidates for an election or when RON achieves a simple majority then nominations shall be re-opened.
6.2. The by-election shall be held during the next immediate round of elections, subject to the discretion of the Chair, which he/she may only exercise for good reason.
7.1. In the event of a resignation, a by-election shall be held using the same procedure as laid down in the Standing Orders for the original elections.
7.2. Officers of the JCR should resign by letter to the Chair detailing their reasons for resignation. This letter should then be published.
Section 12: Honorary Life Memberships
1. Students who have made an exceptional contribution to the JCR may be awarded Honorary Life Membership of the JCR. If such students are former JCR Officers they must have performed duties above and beyond the job description in order to merit an Honorary Life Membership.
2. The President shall decide which students are to receive Honorary Life memberships. The President can however seek advice from the JCR Chair concerning which students are awarded HLMs. These shall be awarded at the Handover Dinner, and shall normally go to students in their final year of study.
3. Where a JCR member not in his/her final year of study is to receive a HLM, the HLM shall be granted but not awarded until the final year of the student’s degree. The President shall automatically receive Honorary Life Membership on completion of their year in office.
4. A maximum of three HLMs, in addition to the award granted to the President, shall be awarded except in exceptional circumstances. A JCR meeting must approve the principle of awarding any extra HLMs.
5. Honorary Life Members shall be exempt from the JCR levy once they have left the University.
6. For any person other than a present JCR member to become an Honorary Life Member, a motion must be put to a JCR meeting giving the name of the person concerned. Such a motion shall require a two-thirds majority.
Section 13: Middle Common Room (MCR)
1. The JCR shall work with the Middle Common Room for the benefit of the College and the members of both organisations
2. Full members of the MCR shall also automatically be full members of the JCR and receive the benefits as such.
3. Should there be no MCR Executive at any point, principally at the start of an academic year, then the JCR Executive shall be responsible for the organisation of the relevant MCR events during Freshers’ period and the organisation of MCR elections at the earlier possible opportunity.
Section 14: The JCR Freshers’ Week
1.1. The JCR shall organise an annual Freshers’ Week for new members, which shall be organised with a view to taking account of the diversity of the student body, and a number of different events per night encouraged.
1.2. The annual Freshers’ Week shall be organised and delivered by the members of the Events Committee – most especially the Events Director thus ensuring a wide-variety of events that cater for a range of students’ interests appear – with the specific help of the President. This way, the President should be available to act upon many of the duties that must be performed, or at very least are best performed, at the Campus over the summer, whereas the other members of the Committee can design the events and do the necessary research, and contribute further where possible.
1.3. It is hoped that the incoming Events Committee members shall work alongside the outgoing Events Committee members to create the plans for Freshers’ Week.
2.1. The Head Freshers’ Rep shall be in charge of organising the Freshers’ Reps.
2.2. There shall be three types of Rep: Freshers’ Rep (who shall assist with the efficient running of Freshers’ week generally, reporting in the first instance to the Head Freshers’ Reps); Freshers’ Welfare Rep (who shall assist with the efficient running of Freshers’ Week with specific relation to welfare, reporting in the first instance to the Welfare Officer).
2.3. The Executive Committee shall decide carefully on the number of Freshers’ Reps required, paying attention to the fact that the JCR has many officers, many of whom would be suitable to fulfil this duty. As a rule the JCR should aim to fulfil the rep duties from within.
3.1. The Events Committee shall present plans and budgets to the incoming Executive before the end of the preceding Undergraduate Term.
Section 15: JCR Decision Making & Line Management
1. Decision Making Process Outside of a JCR Meeting
1.1. When a JCR decision needs making, but is not made by a JCR Meeting either because the decision is not sufficient to warrant a motion at a JCR meeting or because the decision must be made before the next schedule JCR meeting, and the criteria for the decision does not warrant an Emergency JCR Meeting – the responsibility to make this decision resides with the JCR Executive Committee, who shall make the decision via a simple majority vote, unless the Executive Committee decides to delegate the decision consistent with the procedures laid out in Section 17 1.2.
1.2. In relation to Section 17 1.1, where appropriate, the decision making process shall be delegated to the appropriate JCR Committee, at which decisions shall be made via a simple majority vote
1.3. If the process, laid out in Section 17 1.2, occurs but any member of the committee to which the decision has been delegated is dissatisfied with the result they may request that the JCR Executive Committee deal with this matter. In this case, the JCR Executive Committee shall do so, which may result in the original decision being maintained.
1.4. The Executive Committee is given the power to discipline, as they see necessary, anyone who, in their opinion, brings the JCR into disrepute by their actions, word or their failure to act. The JCR disciplinary procedure is set out in Section 18.
2. JCR Line Management and Lines of Communication
2.1. Each JCR Officer, save for the President, shall have a ‘line manager’ to whom they report in the first instance. In the case of Officers who sit on multiple Committees, they shall be ‘line managed’ as ‘committee objective’ appropriate. Each JCR Officer’s line manager can be found in the table below (any officers not listed here shall be line managed by the JCR President):
All members of the Executive Committee
All members of the Non-Executive Committee
All members of the Welfare Committee
All Freshers’ Representatives & Assistant Events Director
2.2. The Representatives of the JCR, as line managed by the above officers, will be expected to attend all JCR meetings wearing their respective Representative shirts. As previously stated in Section 11 they will be expected to aid the relevant officers during Freshers’ week to ensure the week runs as planned and sit on the relevant committees to their position. In addition to this the Representatives will have the following duties.
2.2.1. Fresher Representatives will be expected throughout the first and second term of the year to attend at least 4 events hosted by the JCR in a Representative capacity. Such events include, but are not limited to, Scholarly Talks and Stevo on Tour events and Representatives shall be notified prior to its commencement when another event will be considered as one of their 4 attendances.
2.2.4. The JCR Photographer(s) will be expected throughout the first and second term of the year to attend at least 4 events hosted by the JCR in a Representative capacity. Such events include, but are not limited to, Scholarly Talks and Stevo on Tour events and the JCR Photographer(s) shall be notified prior to its commencement when another event will be considered as one of their 4 attendances. At the discretion of the Media & Promotions Officer, attendance of the JCR Photographer(s) at other events may constitute an event attendance.
Section 16: JCR Disciplinary Procedure
1.1. This policy documents what constitutes a disciplinary offence which can be dealt with by the JCR. This includes disciplinary cases passed to the JCR from the College. It is supplementary to the University’s Policies and Procedures on discipline and is in no way meant to be contradictory to them. Where this may occur, the disciplinary procedure shall not in any way be interpreted as to overrule the University’s policies and procedures.
1.2. In the instance where the offence is committed by a member of the Executive Committee they shall not sit on the Executive Committee where the preliminary sanction is set.
1.2.1. If the JCR Chair commits the offence, the Vice President shall take their place on the appeal panel.
1.3 If an officer accrues three strikes over the course of their term - as defined in Section 7.11 of the Standing Orders
2.1. The Executive committee will meet – with the JCR Chair absent – to discuss and decide an appropriate sanction through a simple majority vote. Detailed, confidential, minutes will be documented of the meeting including a:
· Summary of arguments made
· Summary of how the sanction was reached
· Number of individuals who voted for / against / abstaining giving sanction
2.2. Once a sanction has been established, the student in question will be invited, in writing, to meet the President and Vice President with a representative of their choice. The individual will be informed of their sanction and then the sanction will be confirmed in writing.
3. Appeal Process
3.1. The student can appeal against the sanction ordered by the Executive Committee to the Steering Committee.
3.2. The student must appeal in writing to the JCR Chair, within five working days from the date of their meeting with the President and Vice President. Failure to appeal within this time period will be deemed as the individual’s forfeiting of their right to appeal and their acceptance of the final decision.
3.3. The student will then be invited to meet an appeal board comprising the JCR Chair and three JCR members selected at random to sit on the board in an advisory role. The student will be given an opportunity to appeal the sanction proposed by the Executive Committee.
3.4. The JCR Chair will examine the minutes documenting the decision process and evaluate the appeal. The final decision of an appropriate sanction will ultimately lie with the JCR Chair, whose decision on the matter will be final. When appealing student must be aware that upon appealing the sanction issued may increase in severity if deemed appropriate by the JCR Chair.
3.5. Failure to comply with a sanction will result in escalation to a higher body; for example, the College.
3.6. All sanctions must be completed to a degree deemed satisfactory by the JCR Chair, or should be repeated until this is the case.
4. Examples of Sanctions
4.1. Wherever possible, the JCR strives to refrain from issuing students with financial penalties. The only case in which this will not apply will be where financial reparations for damages are applicable. Whenever the JCR does issue a financial penalty, students should be reminded that they can apply for a College Hardship Fund.
· Community service
· Litter picking
· The tidying of central
· Public apology
· Refusal of admission to JCR events (Including weekly and monthly nights)
· Suspension from sports teams and societies (including training)
· Dismissal from Rep Team (Includes re-imbursement to JCR of the cost of shirt)
· Referral to College for disciplinary action
· Monetary fines