The County College Constitution
BYE-LAW 15
The County College Junior Common Room Constitution
STATUSB15.1 Status
The County College JCR Exec is a standing committee of Lancaster University Students’ Union as outlined in Section 8.3 of LUSU Constitution, with its purposes defined in Section 10 of the said constitution. The County College JCR Executive Committee is the autonomous representative of Lancaster University County College Students.
DEFINITIONS
B15.2 Definitions
B15.2.1 This document shall refer to The County College as ‘the college’.
B15.2.2 This document shall refer to Lancaster University Students Union as ‘LUSU’
B15.2.3 This document shall refer to The County College JCR Executive Committee as ‘the Exec’
B15.2.4 This document shall refer to members of The County College JCR as ‘Members’.
B15.2.5 This document shall refer to County College as ‘the college’
B15.2.5 This document shall refer to Lancaster Annual General Meetings as ‘General Meetings’.
CONSTITUTION
B15.3 Constitution
B15.3.1 This constitution may be freely changed subject to the change’s submission as a motion to a County College General Meeting, and a majority voting in favour of the motion and shall become a bye law of the LUSU constitution with the ratification of Union Council.
B15.3.2 The Chairperson has the responsibility of making decisions where there are conflicting interpretations of this constitution. Thereafter, a meeting of the County JCR Exec shall be convened at the earliest opportunity to discuss and ratify the decision. Any appeal against these decisions will be made to LUSU General Secretary under the terms of LUSU Constitution.
B15.3.3 A constitutional review shall be carried out at the beginning of Lent Term. Any changes will be ratified at the commencement of following academic year, according to Section 10.2 of the LUSU Constitution. This review shall be conducted by the Constitutional Review Committee, chaired by the Chairperson, and shall consider comments and additions from the entire JCR Exec.
County College JCR
B15.4 College Membership
B15.4.1 All undergraduate students registered as members of the college shall automatically be members of County JCR, unless they have opted out of LUSU.
B15.4.2 Members of County JCR have the right to vote and stand in County JCR Exec elections.
B15.4.3 Members of County JCR shall have the right to speak and vote at County College General Meetings and Emergency General Meetings and to propose and second motions at both.
B15.4.4 Members of County JCR have the right to be represented by the County College JCR Exec.
B15.4.5 Any member of County JCR has the right to opt out of the JCR. Any member who does so shall forfeit their rights as mentioned in B15.4.1 - B15.4.4.
B15.4.6 The JCR Exec may grant honorary membership to any person through the submission of a motion to that effect to a General Meeting, which must then be passed by a simple majority. Honorary Members have the right to attend JCR events, but not to vote, propose motions, stand in elections or take part in the democratic processes in any way.
THE JCR EXEC
B15.5 The JCR Exec
B15.5.1 The County JCR Exec shall consist of the officers listed in b15.7.
B15.5.2 The County JCR Exec shall have the representation of its members’ interests as its remit.
B15.5.3 Any members of the County JCR Exec may resign but must give notice in writing to the President.
B15.5.4 Should the President wish to resign, the written resignation must be submitted to the Chairperson and the LUSU President.
B15.5.5 County JCR Exec members shall be deemed to have resigned if they fail to attend three meetings, that this constitution or their job description requires that they attend, in a row without written apologies.
B15.5.6 County JCR Exec positions will be elected, except in the instance of by-election or co-option, in the Michaelmas Term each year for one year. The exception to this are the Sports Representatives who are elected at the end of Summer Term.
B15.5.7 Members of County JCR may be co-opted to fill any gaps in the County JCR Exec structure. Co-option may be done by a simple majority at a JCR Exec meeting as long as the post has been advertised at the previous JCR Exec meeting, on the JCR website and on the JCR notice board. The co-option must be confirmed at the next General Meeting.
B15.6 JCR Exec Standing Mandates
B15.6.1 All County JCR Exec members shall abide by the equal opportunities policies of LUSU and the University and;
B15.6.1.1 shall attend or submit written apologies to, all County JCR General Meetings, JCR Exec Meetings and LUSU General Meetings.
B15.6.1.1 shall attend, or send apologies to, all University and College Meetings for which they have been appointed.
B15.6.1.2 shall adhere to the LUSU Staff/Student Protocol.
B15.6.1.3 shall abide by the policies of the JCR Exec.
B15.6.1.4 shall undertake their duties in a conscientious manner and for the general good of the college members.
B15.6.1.5 shall be responsible for regular liaison with the College.
B15.6.7 Complete a written handover document at the end of their term of office. One copy shall be given to their successor and one copy shall be given to the General Secretary to file for future reference.
B15.7 The County JCR Exec Powers
B15.7.1 The JCR Exec shall be responsible for the property of the JCR Exec in all regards.
B15.7.2 The JCR Exec shall be judged to represent the view of County JCR in all matters.
B15.7.3 The JCR Exec shall manage all financial aspects of the JCR Exec.
B15.7.4 The JCR Exec shall be responsible for organising events and activities of County JCR.
B15.8 The County JCR Exec Positions
B15.8.1 The President
B15.8.2 The Vice President
B15.8.3 The Chairperson
B15.8.4 The General Secretary
B15.8.5 The Male Education and Welfare Officer
B15.8.6 The Female Education and Welfare Officer
B15.8.7 Two Social Secretaries
B15.8.8 Three Media Officers- specific remits described in appendices
B15.8.9 The Student’s With Disabilities (SWD) Officer
B15.8.10 The Lesbian, Gay, Bisexual and Trans-gender (LGBT) Officer.
B15.8.11 The Green Officer
B15.8.12 The Women’s Officer
B15.8.13 The International Students Officer
B15.8.14 Male Sports Representative
B15.8.15 Female Sports Representative
B15.9 County JCR Executive Responsibilities
B15.9.1 Each executive position shall have a written job description, that lays down expectations and responsibilities.
B15.9.2 Executive job descriptions will be reviewed each year alongside the constitution.
B15.9.3 Executive job descriptions may be modified at any point by a motion passed by simple majority of a quorate General Meeting or County JCR Exec Meeting
B15.10 Removal of Office
B15.10.1 Executive Officers may be removed from office through the passing of motion of no-confidence at a County JCR General or Emergency General Meeting
B15.10.2 Executive Officers may be removed from office through the disciplinary procedure in section 15.16 of this constitution.
MEETINGS
B15.11 Definitions
B15.11.1 JCR Exec Meetings are meetings where the JCR Exec discuss and make policy on matters relating to the college.
B15.11.2 General Meetings shall be the sovereign body of the JCR and may instruct the JCR Exec to follow a mandatory course of action over a particular issue.
B15.12 JCR Exec Meetings
B15.12.1 Exec meeting shall be chaired by the Chairperson.
B15.12.2 Minutes of meetings shall be taken by the General Secretary.
B15.12.3 Business and voting will be carried conducted in a manner set out in LUSU Constitution & Bye Laws for Executive Meetings.
B.15.12.4 Quorum of an Exec Meeting shall be 2/3rds of the number of positions on County Exec.
B15.12.5 Exec Meetings shall take place weekly at a time agreed by all members of the Exec.
B15.12.6 Exec Meetings may be called at the discretion of the President or at the request of 3 members of the JCR Exec.
B15.12.7 All Exec officers are expected to attend all Exec Meetings unless reasonable apologies are submitted to the President prior to the commencement of the meeting.
B15.13 County JCR General Meetings
B15.13.1 General Meetings may be called by the County JCR Exec and must be held at least once a term. Any request for a General Meeting should be made in writing to a JCR Exec officer who shall take this request to the next scheduled Exec Meeting for approval.
B15.13.2 General Meetings shall be chaired by the Chairperson.
B15.13.3 It shall be the responsibility of the General Secretary to take minutes of the General Meeting.
B15.13.4 Notice for General Meetings
B15.13.4.1 At least seven days notice specifying date, time and venue of a General Meeting must be given visibly. Publicity of General Meetings is the responsibility of the Media Officers.
B15.13.4.2 In case of amendments to the County JCR Constitution, suspension of an officer, co-option of a member to an Exec post, or a proposed vote of no confidence in any officer of the Exec, details of business must be given with the notice for the General Meeting.
B15.13.4.3 Business or motions should be submitted in writing to the Chair at least two working days prior to the meeting.
B15.13.4.4 The agenda for the meeting should be posted visibly at least 24 hours in advance.
B15.14.5 Business and voting will be carried conducted in a manner set out in LUSU Constitution for General Meetings.
B15.14.6 Quorum of a General Meeting shall be 40
B15.15 Emergency General Meetings
B15.15.1 Emergency General Meetings may be called by the President, 50% of the Exec in writing to the President, 30 members of County JCR in writing to the President.
B15.15.2 Emergency General Meetings shall be chaired by the Chairperson.
B15.15.3 Emergency General Meetings shall be minuted by the General Secretary.
B15.15.4 At least 24 hours notice specifying date, time, Chair and venue of an Emergency General Meeting must be given visibly. Publicity of Emergency General Meetings is the responsibility of the Media Officers.
B15.15.5 Business and voting will be carried conducted in a manner set out in LUSU Constitution & Bye Laws for Emergency General Meetings.
B15.15.6 Quorum of an Emergency General Meeting shall be 30 County JCR members.
FINANCE
B15.16 General
B15.16.1 All financial matters of County JCR shall be dealt with as set out in the LUSU Financial Regulations.
B15.16.2 A budget of estimates for the coming year’s expenditure shall, by the end of the summer term, be drawn up by the General Secretary and presented in writing to a JCR Exec Meeting for approval. It should then be presented to a County JCR General Meeting and published on the JCR website.
B15.16.3 The following shall ordinarily be signatories of the County JCR Exec account with LUSU:
B15.16.3.1 The President
B15.16.3.2 The General Secretary
B15.16.3.3 A Social Secretary
ELECTIONS
B15.17 Elections
B15.17.1 The running of all elections shall be the responsibility of the JCR Exec with the Chairperson acting as ARO for the college. In circumstances where the Chairperson cannot act as the Returning Officer for County, Election Sub-Committee shall mandate another Exec officer to organise the elections.
B15.17.2 Elections procedures for all elections shall observe and adhere to the LUSU Elections regulations as set out in Section 13 of the LUSU Constitution.
DISCIPLINARY PROCEDURES & COMPLAINTS
B15.18 DISCIPLINARY PROCEDURES
B15.18.1 Gross misconduct or failure of members of the JCR Exec to carry out responsibilities conferred on them by this constitution or by resolutions of General Meetings, without reasonable excuse, is sufficient grounds for suspension of the office concerned. All such actions shall require ratification by a majority at the next County JCR General Meeting.
B15.18.2 Suspension shall mean that an officer is prohibited from carrying out their duties and responsibilities as set out in this constitution.
B15.18.3 A member of the JCR Exec who has their suspension ratified by a County JCR General Meeting shall be removed from office.
B15.19 COMPLAINTS PROCEDURES
B15.19.1 Complaints about the operations or executive members of County JCR Executive should be made in writing to the President (or if it is about the President, the Chairperson). Complaints should be dealt with under LUSU Complaints Procedure as outlined in Section 19 of the LUSU Constitution.
SUB-COMMITTEES
B15.20 SUB-COMMITTEES OF County JCR Executive Committee
B15.20.1 County JCR Executive may create sub-committees or be instructed to do so by a General Meeting.
B15.20.2 Any sub-committee shall have a JCR Executive convenor who shall be responsible for the operation of that sub-committee.
B15.20.3 Any sub-committee shall have written terms of reference and membership as determined by the JCR Exec or a General Meeting and a fixed term of not longer than 3 years (though that term may be renewable).
B15.20.4 Sub-committees may co-opt further members or invite participation as they determined by their terms of reference.
B15.21 Operation of County JCR Executive Sub-Committees
B15.21.1 JCR Executive sub-committees shall adopt the same procedures and standing orders as used for JCR Executive meetings.
B15.21.2 JCR Executive sub-committees shall have delegated authority of the JCR Executive on matters within their remit, and within their budget allocation, and provided that the actions of that sub-committee do not contradict the policy or constitution of County JCR or LUSU.
B15.21.3 The convenor of each sub-committee shall ensure that note or minutes of each meeting of that sub-committee are sent to the JCR Executive for ratification. Where a JCR Exec sub-committee makes suggestions for changing the policy or budget of the JCR Exec, this should be sent to the JCR Executive Committee or County JCR General Meeting as an agenda item as appropriate.
B15.22 Standing Sub-Committees of County College JCR Executive
B15.22.1 Equal Opportunities Committee
B15.22.1.1 This Committee shall be comprised of:
B15.22.1.2 Chairperson
B15.22.1.3 General Secretary
B15.22.1.4 Male Education and Welfare Officer
B15.22.1.5 Female Education and Welfare Officer
B15.22.1.6 SWD Officer
B15.22.1.7 LGBT Officer
B15.22.1.8 International Officer
B15.22.1.9 Women’s Officer
B15.22.2 All officers on Equal Opps Committee shall have one vote, excluding Chairperson and General Secretary. It shall be the duty of the Chairperson to convene and chair the meeting, and it shall be the duty of the General Secretary to minute and report back to the JCR Exec.
B15.22.3 The purpose of the committee shall be as follows:
To ensure that the rights of every College JCR member are upheld and maintained within The County College and in accordance with the LUSU Constitution.
To provide a forum for raising awareness and developing strategies to eliminate prejudice and discrimination against College JCR members.
To develop, co-ordinate and facilitate college based campaigns.
To work alongside LUSU officers to uphold the LUSU equal opportunities policy and also to voice opinions on its effectiveness and success.
To be involved in LUSU campaigns that are relevant to The County College.
This forum shall be used as a place to discuss relevant meetings.
B15.22.4 This Committee must be held at least twice a term, once in weeks 2-5 and once in weeks 6-9.
B15.22.5 Extravaganza Committee
B15.22.5.1 In the last week of Summer Term there shall be a social event exclusive to The County College members and their guests. This shall be entitled ‘Extravaganza’. The organisation for which is the primary concern of the Vice President. The organisation shall be subject to the procedures and regulations set out by the LUSU Extravaganza subcommittee.
B15.22.5.2 The purpose of this committee is to assist in the organisation of the Extravaganza.
B15.22.5.3 The attendees of the Extravaganza Committee shall consist of:
Vice President
General Secretary
Chairperson
Social Secretaries (2)
Media Officers (2) The Media Officers shall decide by themselves who shall sit on this committee
Other members of the Executive if needed and Members of the College JCR can be appointed by a meeting
The committee in total shall not exceed ten members.
B15.22.5.4 The Vice-President shall convene and chair the meetings and be responsible for reporting back to the JCR Exec.
B15.22.6 The Winter Ball Committee
B15.22.6.1 B18.9.3.2 In the last two weeks of Michaelmas term there shall be a ball held exclusively for The County College Members and their guests. This shall be entitled the Winter Ball. The organisation of this event will be the primary concern of the President.
B18.9.3.3 The purpose of this committee will be to assist in the organization of the winter ball.
B18.9.3.4 The attendees of the Winter Ball Committee shall be:
President
Chairperson
General Secretary
Social Secretaries (2)
Media officers (2) The Media Officers shall decide by themselves who shall sit on this committee
Other members of the JCR Executive and members of the College JCR can be appointed by a meeting if needed. The number of attendees shall not exceed more than 8.
Appendix A - Responsibilities of JCR Executive Officers
A1 Officers elected by the College JCR shall fulfill the duties deputised to them by the Constitution and the officers mentioned below shall carry out their defined responsibilities unless approval for alternative arrangements has been obtained from a General Meeting.
A2 The President shall have the general responsibility of overseeing all of the JCR activities and co-ordinating the JCR Executive as well as representing members of The County College and other students at appropriate College, LUSU and University meetings. The President shall ensure officers comply with their duties and will help and support the officers in doing this. They must make sure that all meetings are attended by the designated JCR Executive members, if not them by another appropriate JCR Executive member. The President will also hold and advertise an office hour. This position shall be held by one person at a given time if voted for in the elections.
The President shall support and assist other members of the JCR Executive in the performance of their duties for the good of the college.
A3 The Vice President shall represent the college along with the President at University Senate. They should also attend academic council and attend all other appropriate meetings. The Vice President shall attend all meetings on behalf of the president when s/he is unavailable and assist in Presidential duties when necessary. The Vice President is the primary organiser of the Extravaganza. This position will be held by one person at any one given time. The Vice President shall support and assist other members of the JCR Executive in the performance of their duties for the good of the college.
A4 The General Secretary shall have responsibility of overseeing the activities of the College JCR and representing college members at several levels. The General Secretary shall take the minutes of all General Meetings and JCR Executive Meetings and any other sub committees of the JCR Executive. S/he shall also be responsible for organisation of JCR Executive correspondence, files and maintenance of the JCR Executive computer. Furthermore s/he shall be responsible for the purchase of JCR Executive office equipment. The General Secretary shall also be responsible for overseeing and administering all financial business of the JCR Executive and making regular reports at JCR Executive Meetings. A Financial report shall be made once a week to the rest of the JCR Executive. They shall maintain an up to date account of all financial transactions and check accounts presented by the LUSU Finance Office. The General Secretary shall also advice the JCR Executive on the expenditure of budget and if necessary prohibit any transaction that is not viable. They shall be responsible for assisting in the finances of the Extravaganza and Winter Ball, sitting on any relevant committees and working closely with the LUSU Finance Office. This position shall only be held by one person at a given time. The General Secretary shall support and assist other members of the JCR Executive in the performance of their duties for the good of the college.
A5 The Chairperson shall be responsible for the maintenance of an up to date copy of this constitution and make a copy available to any College JCR member on request. They shall be The County College JCR representative on the LUSU Elections Sub-Committee and act as Acting Returning Officer for all College JCR elections. As such they shall have overall responsibility for the conduct of College JCR elections and for those aspects of LUSU Elections for which the JCR Executive is responsible. They shall also be responsible for convening and chairing General and Emergency Meetings and in addition shall chair all other meetings of the JCR Executive. This post shall be held by only one person at a given time. The Chairperson shall support and assist other members of the Executive in the performance of their duties for the good of the college.
A6 The Social Secretaries shall stand for election and the position shall be held by two people at a given time. They shall be responsible for developing and organising a broad range of social activities for all members of the College JCR inside and outside of the bar. There must be at least two off campus socials in all terms. The social secretaries shall work with the rest of the JCR Executive to discuss and confirm socials and the social secretaries should work with the media officers to publicise all social events organised. They shall attend LUSU Joint Social Committee. They shall, in conjunction with the executive, be responsible for the organisation of the ‘Extravaganza and the Winter Ball’. The Social Secretaries shall support and assist other members of the Executive in the performance of their duties for the good of the college.
A7 The positions of Media Officers shall be held by three people. They shall be responsible for the public image of the JCR and promotion of its interests at all levels. They should help publicise and promote all JCR events, campaigns and activities in conjunction with appropriate Executive members.
The Media Officers will be responsible for all of the above, but will also hold specific remits, namely the following:
One Media Officer shall be solely responsible for the maintenance of the JCR Website. This Officer will also be responsible for the weekly distribution of ‘Treetops’ via email and the appearance of the Exec on all JCR related social-networking groups. This officer shall be responsible for the consistent updates of all JCR related events on the electronic media.
One Media Officer shall be solely responsible for the production and distribution of the JCR magazine, Pendragon. They shall have final editorial say and thus be accountable for the content within it and must produce at least 2 issues a term.
One Media Officer shall be responsible for the creation and organisation of the distribution of posters, leaflets and other physical media on behalf of the JCR Exec. They shall organise the rest of the Exec to assist in the distribution of this media and work closely with the relevant Exec officers to publicise JCR events and campaigns.
The Media Officers shall support and assist other members of the Executive in the performance of their duties for the good of the college.
A8 The Sports Representatives shall be held by one male and one female at a given time. They shall have responsibility for promoting the sporting life of College JCR members, encouraging participation in inter college sport and ensuring that sport is accessible for all. The Sports Representatives shall be responsible for the organisation of inter-college teams, promoting inter-college events and shall attend all Carter Shield competitions. They shall liaise closely with the Athletic Union; attend all Inter-College meetings and liaise with all College team captains. The sports representatives must ensure all captains are attending the appropriate meetings and attend on their behalf if they are unavailable. The Sports Reps. shall support and assist other members of the Executive in the performance of their duties for the good of the college.
A9 The posts of Education and Welfare shall be held respectively by one male and one female members of the College JCR at any given time, and should work in conjunction with each other. They shall both be concerned with the general welfare of College JCR members. The Education and Welfare Officers should hold and advertise a weekly office hour in which they should refer members of the College JCR to relevant people/organizations. They shall both be responsible for all College JCR members, including off campus students and mature students. Both officers must liaise with the LUSU Education & Welfare Officer and other LUSU Welfare officers. They shall develop, co-ordinate and facilitate campaigns to raise awareness and promote welfare of College JCR members. They should attend the Equal Opportunities Committee as well as attending Welfare Committee and Academic Council. The Education and Welfare Officers shall support and assist other members of the Executive in the performance of their duties for the good of the college.
A10 The Lesbian, Gay, Bisexual and Trans (LGBT) Officer is primarily a representative of the LGBT members of The County College. They shall have the responsibility to strive to uphold the welfare and equality of LGBT members of The County College. They shall ensure the inclusion of LGBT members. They shall also liaise with the LUSU LGBT officer and be actively involved in any relevant issue or campaign and seek to promote their own. They must also attend the County Equal Opportunities Committee. The LGBT officer will also hold and advertise an office hour. This post shall be held by only one person at a given time. The LGBT officer shall also assist and help other executive members to fulfill their duties for the good of the college.
A11 The International Officer shall have responsibility for ensuring that the welfare and equality of all overseas students of The County College is upheld in any decisions that are taken or activities undergone. They shall liaise with the Union International Officer and Race Relations Officer and be actively involved in any relevant issue or campaign. They must also attend the County Equal Opportunities Committee. The International officer will also hold and advertise an office hour. This post shall be held by only one person at a given time. The International officer shall also assist and help other executive members to fulfill their duties for the good of the college.
A12 The Students With Disabilities Officer (SWD) shall have responsibility for ensuring that the welfare and equality and inclusion of all students with mental, physical and learning disabilities of The County College is upheld in any decisions that are taken or activities undergone. They shall liaise with the LUSU Student With Disabilities Officer and be actively involved in any relevant campaigns. They must attend the County Equal Opportunities Committee and Disability forum. The SWD officer will also hold and advertise an office hour. This post shall be held by only one person at a given time. The SWD officer shall also assist and help other executive members to fulfill their duties for the good of the college.
A13 The Women’s Officer shall have responsibility primarily ensuring that the welfare and equality of the women members of The County College is upheld. They shall liaise with the Union Women’s Officer Representative on issues and be actively involved in any relevant issue of campaign. The Women’s officer will also hold and advertise an office hour. This post shall be held by only one person at a given time. The Women’s Officer shall attend the County Equal Opportunities committee and attend the Women’s Campaign Committee. The Women’s officer shall also assist and help other executive members to fulfill their duties for the good of the college.
A14 The Green Officer shall be responsible for promoting environmental awareness within the college. This includes involvement in awareness campaigns across campus. They will educate and inform the College JCR of environmental issues and shall attend LUSU environmental committee (Green Committee). The Green Officer shall be responsible for protecting the tree. This Officer shall attend One World Week Committee. This position shall be held by only one person at a given time. The Green officer shall also assist and help other executive members to fulfill their duties for the good of the college.
A15 The following shall be the overall responsibility of the officers mentioned in A8 to A12:
Attendance at LUSU Equal Opportunities Committee.
A16 The following shall be overall responsibilities of the whole JCR Executive and other officers where applicable:
Care and maintenance of JCR Property
Upkeep of the JCR office
Reporting on activities of the Executive Committee where relevant to the JCR
Ensuring that all JCR officers are fulfilling their duties adequately.
A17 In the event that the president cannot perform his/her duties or is absent from office the vice president shall take on the responsibilities of the president. Failing this the acting president shall be determined by an absolute majority in a JCR Executive meeting.