Girton College JCR Constitution

Amended October 2006

Contents:

I. Mission Statement	2
2. The Committee	2
3. Committee Members' Responsibilities	5
4. Committee Meetings	7
5. Election of Committee Members	8
6. Election Procedure	11
7. Resignation of Committee Members	12
8. Votes of No-Confidence	13
9. Open Meetings	13
10. Emergency Open Meetings	14
11. Referenda	14

Schedule One - The Finance Committee	15
Schedule Two - Standing Orders	17
Schedule Three - Glossary	20
Appendix in Accordance with the Education Act 1994	20

MISSION STATEMENT

(a)

There shall be in Girton College a Junior Combination Room (hereinafter referred to as the JCR).

(b)

It shall provide a meeting place for junior members of the College.

(c)

It shall be an official body for the expression of opinion of junior members on matters concerning the College.

(d)

All undergraduates at Girton College who pay a JCR subscription shall be members of the JCR.

(e)

The general administration of the JCR shall be in the hands of a Committee.

2 THE COMMITTEE

The Committee shall consist of:

(a) Elected Members

President

Vice-President

Treasurer

Secretary

Curator

Communications Officer

Entertainments (Ents) Officer

Access Officer

Wolfson Court Officer

Girton Bar Officer

Green Officer

Welfare & Academic Officer (Men)

Welfare & Academic Officer (Women)

(b) Co-opted Members

International Representative

LesBiGayTransgender Representative

Bike Representative

Webmaster and Computer Representative

Ethnic Minorities Representative

Wolfson Court Bar and Ents Representative

Any further members co-opted by the decision of the JCR Committee.

President-elect

Treasurer-elect

Wolfson Court Officer-elect

Wolfson Court Bar and Ents Representative-elect

Note on the Wolfson Court Bar and Ents Representative and Wolfson Court Officer.

In the past there often had been the problem that for the first half of Michaelmas, the Officers did not live at Wolfson Court anymore and therefore could not organise events and look after Wolfson Court as well as if they were still in residence. This was particularly unfortunate since especially at the beginning of an academic year people need help settling in. In order to avoid this problem, both Officers are co-opted onto the Committee in Lent or Easter term after room-choosing in order to be in place for the start of Michaelmas.

In order not to lose the democratic character of the Wolfson Court Officer but also to avoid the complications of running a separate election in late Lent or Easter term, the position will be up for election at the Michaelmas elections, ending the term of the co-opted member. The elected position shall run until the last day of the following Easter term, when a new co-opted member takes over.

Please note that the Wolfson Court Bar Representative, although co-opted will not sit on the JCR Committee and will sit only on the Wolfson Court Committee. They will be in charge of the operations in conjunction with the MCR bar officer of Wolfson Court Bar. This removes their ability to act on the JCR Committee and their ability to vote.

3 COMMITEE MEMBERS' RESPONSIBILITIES

(a)

The responsibilities of the members shall be as follows:

President: Shall have overall responsibility for the JCR. Shall chair meetings of the JCR Committee and Open Meetings Shall attend College Council, CUSU Council and Presidents' meetings. Shall live in A9, from Michealmas Term, which shall be classed as an 'A' grade in the room-choosing ballot. Shall determine the recipient of the Tom Mansfield Award, presented annually at the Leaver’s Chapel Service before the garden party to a student who has shown exceptional service to musical life at Girton through demonstrating initiative beyond the call of duty.

Vice-President/ External: Shall perform the duties of the president in his/her absence. Shall attend all open meetings, all JCR Committee meetings and all College Council meetings. Shall work with the President to ensure the smooth running of the student body. Shall plan and execute Freshers' Week with an elected committee. Shall keep a register of all JCR Societies and their officers, shall be their point of contact. Shall be responsible for all JCR sports facilities and for arranging the necessary booking systems for their use. Shall sit on all sports committees. Shall declare two members of the JCR (one male and one female) Sports-person of the year, in memory of Julia Birbeck, ensuring that the winner is chosen in a fair and democratic manner. Shall attend all CUSU Councils and CUSU open meetings, keep records and minutes of CUSU meetings, which shall be made available to students, and promote the activities of CUSU within College.

Treasurer: Shall be responsible for all financial dealings of the JCR. Shall produce a statement of accounts in January and a budget for the forthcoming year, submitting it to College Council for approval. Shall attend College Council. Shall be responsible for organising the Finance Committee. Shall present the JCR accounts of the previous period, termly and annually, to the Bursar. Shall produce annually for all members of the JCR a financial report, which shall also be presented to College Council. The report shall include any details of donations made by the JCR to external organisations in the period to which it relates

Secretary: Shall keep a register of all Committees. Shall be responsible for the calling of Committee Meetings, Open Meetings and elections. Shall post an agenda for all Committee Meetings and Open Meetings, record minutes for both. Open Meeting minutes shall be posted and Committee Meetings minutes shall be available on request. Shall be responsible for general JCR administration, including the updating and circulation of lists of the JCR Committee, and the organisation of a yearly JCR photograph. Shall retain the Constitution and give notice, at the beginning of each Michaelmas Term that copies are available to any members of the JCR.

Communications Officer: Shall be responsible for all JCR communications, making sure they are accessible to all members of the JCR. Shall produce newsletter approximately every three weeks.

Curator: Shall be responsible for matters concerning the general domestic running of College and the room-choosing scheme. Shall be responsible for the maintenance of all JCR property within the JCR and TV rooms. Shall be responsible for representing student opinion of food provided by the College and report to the Domestic Bursar whenever necessary.

Entertainments (Ents) Officer: Shall be responsible for arranging social events for members of the JCR.

Wolfson Court Officer: Shall represent the specific views and interests of members of the JCR living at Wolfson Court. Shall be responsible for all JCR facilities and posting of notices at this site. Shall liaise with the Warden of Wolfson Court whenever necessary. Shall live at Wolfson Court. Shall work with the MCR Bar Officer, MCR president and the JCR Wolfson Court Bar and Ents Officer. Shall sit on the Wolfson Court Committee with the aforementioned members.

Ethnic Minorities Officer: Shall promote the awareness of the issues facing ethnic minority students Shall represent such students at JCR Committee meetings. Shall liaise with the Group to Encourage Ethnic Minority Applications, and the relevant college authorities, to encourage the increase of ethnic minority applications. Shall be responsible for the organization and operation of the Girton Ethnic Minorities Shadowing scheme.

Girton Bar Officer: Shall be responsible for JCR matters relating to the College Bar, including all hired machines such as the jukebox and pool table. Shall present accounts of machine revenue termly to the JCR Treasurer. Shall liaise with the bar-person.

Webmaster and Computer Officer: Shall be responsible for the maintenance of the JCR website. Shall act as the first port of call for any JCR member with computer problems. Shall maintain the JCR computer to an acceptable standard. Shall attend meetings of the College Website Committee. Shall be in charge of the JCR LCD Screens.

Bike Representative: Shall assist students with urgent problems with their bikes. Shall give advice on traffic rules and promote cycling safety. Shall maintain the JCR bikes and keep them in a safe condition. Shall make tools and useful accessories available for students.

Green Officer: Shall be responsible for encouraging College to conduct its business in an environmentally sound manner. Shall be responsible for providing such facilities as the JCR Committee feels necessary to aid members of the JCR in conducting themselves in an environmentally sound manner. Shall bring issues of environmental and ethical concern before the JCR Committee.

Access Officer : Access Officer: Shall attend fortnightly CUSU Access Officer meetings. Is responsible for coordinating Girton's volunteers for CUSU Shadowing Scheme and ensuring that everything runs smoothly. Shall liaise with the Admissions Office to arrange volunteers for the interview period and shall assist with open days. Should also endeavour to develop resources such as the alternative prospectus, an access website or an e-mentoring scheme to encourage applicants who might be discouraged from applying, for any reason. Shall be involved with the Admissions Office and its target school scheme.

Welfare and Academic Officer (Men): Shall be a man. Shall carry out all responsibilities in conjunction with the Welfare and Academic Officer (Women). Shall assist during the interview period and with open days. Shall be responsible for the provision of information concerning academic facilities in College to all members of the JCR. Shall be responsible for all matters concerning the library.. Shall be responsible for running and promoting welfare campaigns and for publishing any student benefits. Shall attend meetings of the CUSU Welfare Committee, the College Health and Safety Committee, and the College Library Committee. Shall be available for consultation by all members of the JCR if requested, and shall organise the College Parent Scheme.

Welfare and Academic Officer (Women): Shall be a woman. Shall carry out all responsibilities, excluding those involving CUSU Women’s Union, in conjunction with the Welfare and Academic Officer (Men). Shall assist during the interview period and with open days. Shall be responsible for the provision of information concerning academic facilities in College to all members of the JCR. Shall be responsible for all matters concerning the library.. Shall be responsible for running and promoting welfare campaigns and for publishing any student benefits. Shall attend meetings of the CUSU Welfare Committee, the College Health and Safety Committee, and the College Library Committee. Shall be available for consultation by all members of the JCR if requested, and shall organise the College Parent Scheme. Shall liaise with CUSU Women’s Union, and attend CUSU Women's' Council.

LGBT Representative: The LBGT (lesbian, bisexual, gay and transgender) representative shall assume a responsibility for welfare. They shall also assume a social role, providing socials. The LBGT representative is expected to attend meetings organised by CUSU LBGT representatives’ co-ordinator and is encouraged to work with the whole executive in their collegiate role. The LBGT does not have to self-define as LBGT.

International Representative: shall represent the international students of Girton on JCR related issues and campaign on their behalf. Shall be responsible for vacation storage. Shall organise International Freshers Week.

Wolfson Court Bar and Ents Representative : Shall be responsible for the running of the bar activities and ents at Wolfson Court. Shall work with the MCR Bar Officer, MCR Events Manager and the JCR Wolfson Court Representative. Shall sit on the Wolfson Court Committee with the aforementioned members. Will not be a sitting member of the JCR Committee and thus relinquishing them of all voting rights.

(b)

All officers shall be members of the JCR throughout their entire Term of office.

(c)

In the event of any officer ceasing to be a member of the JCR, his/her post shall fall vacant immediately and a by-election shall be held in accordance with Section 6(p) of this Constitution.

(d)

If an officer becomes elected as a result of a by-election the post is only held until it is due for election as stated in Section 5( c).

(e)

There shall be a Senior Treasurer (a fellow of College). Both the Senior Treasurer and the Treasurer must sign all cheques drawn on the JCR account.

4 COMMITTEE MEETINGS

(a)

Committee Meetings shall be held a minimum of four times during Michaelmas and Lent Terms and a minimum of three times in Easter Term.

(b)

All elected Committee Members are expected to attend Committee Meetings excluding the JCR Wolfson Court Bar and Ents Representative. If a Committee Member misses three meetings in one term without sending apologies, the JCR Committee may vote on whether to take a proposition for a vote of no confidence in that member to an Open Meeting or Emergency Open Meeting to be decided upon then onwards in accordance with Section 8 of this Constitution.

(c)

The Secretary shall normally give at least twenty-four hours' notice of Committee Meetings.

(d)

Any member of the JCR may attend Committee Meetings as an observer, and may be invited to speak.

(e)

Each elected member of the Committee shall have one vote. The President shall have a casting vote.

(t)

The quorum of the Committee for voting shall be six elected members

(g)

There shall be a sub-committee called the Finance Committee. The Finance Committee shall report to the JCR Committee at least once per Term. It shall have as Chairman the Senior Treasurer of the JCR and as members the President, Vice-President, Treasurer and Secretary to take minutes. The Treasurer shall send an invitation to the Senior Treasurer. The requirements, capacities and procedures of this committee are those defined in Schedule One of this Constitution.

(h)

Spending

( i)

any Committee Member wishing to spend more than £200 on anyone purchase item the JCR budget must have the endorsement of a majority at a Committee Meeting

(ii)

any Committee Member wishing to spend any amount from JCR reserves must have the endorsement of a majority at a Committee Meeting. If this amount is over £500, then a referendum must be held in accordance with Section 11

(iii) any Committee Member wishing to claim back money must present the appropriate receipts to the JCR Treasurer.

5 ELECTION OF COMMITTEE MEMBERS

Elected Committee Members

(a)

All candidates for election to the JCR Committee must be undergraduates during the entire time they hold office.

(b)

The following positions must be elected as stated in

(i)

Michaelmas Term:

Vice-President Treasurer-elect

Access Officer

Entertainment (Ents) Officer

Curator

Wolfson Court Officer

(ii)

Lent Term: