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Hertford College

University of Oxford

Middle Common Room

CONSTITUTION

Last Amended Trinity Term 2015

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Table of Contents Preamble 3 I. Interpretation 3 II. Membership of the MCR 3 Full Membership 3 Rights of Full Members 4 Withdrawal of Full Membership 4 Expiry of Full Membership 4 Honorary Members 4 Associate Membership 4 Fees for Associate Members 5 Rights of Associate Members 5 Expiry of Associate Membership 5 III. Composition and Duties of the Committee 5 Committee Officers 5 Postal Clerk 6 Interim Officers 6 Eligibility to Act as Officer 6 Sub-committees 7 IV. Election of Committee Officers 7 Elections 7 Returning Officers 7 Election Procedures 7 Hustings 8 Balloting 8 V. Conduct of Committee Meetings 9 VI. General Meetings 10 Procedure for Calling a General Meeting 10 Procedure to be Followed at a General Meeting 10 Amendments to Motions 11 Voting Procedures 11 Special Motions 12 VII. Accounts 12 Basic Procedure 12 Computing Accounts 13 Purchases on behalf of the MCR Committee 13 Disposal of Goods on Behalf of the MCR 13 Accounts and Signing of Cheques 14 Capitation 14 VIII. Discipline 14 IX. Notification 14 X. Housing 14 XI. Accountability and Complaints 15 Appendix I. Committee Duties 15 Appendix II. Committee Privileges 19 Appendix III. MCR Taxi Service 19

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Preamble The Middle Common Room is a graduate body within Hertford College which provides facilities and amenities to its members so as to promote and foster a graduate community within the College.

I. Interpretation 1. Unless otherwise indicated, in this Constitution the following terms have the following meanings:

(a) “Academic Course” refers to a course of study conducted at the University of Oxford unless otherwise specified; (b) “Appendix” refers to information attached to this Constitution that provides additional information and/or clarification of Constitutional provisions state herewith. An Appendix is not considered part of the Constitution itself, and therefore is not subject to amendment procedures under Article 82, but may be changed according to Committee decision-making procedures under Article 52; (c) “Associate Member” means an individual who is a member of the MCR by virtue of Article 9 below, and “Associate Membership” shall be interpreted accordingly;

(d) “College” means Hertford College; (e) “Committee” means the MCR Committee, unless otherwise specified; (f) “Committee Officer” means an individual acting as an officer of the MCR Committee, other than an Interim Officer, unless otherwise specified; (g) “Constitution” refers to the contents of this document; (h) “Fixture” means any item other than consumable goods;

(i) “Full Member” means an individual who is a member of the MCR by virtue of Articles 2 and 3 below, and “Full Membership” shall be interpreted accordingly; (j) “Full Term” means the period of time starting on Sunday of First Week and ending on Saturday of Eighth Week;

(k) “General Meeting” means a general meeting of the MCR; (l) “Honorary Member” means an individual who is a member of the MCR by virtue of Article 8 below;

(m) “Interim Officer” means an individual elected as a replacement for a Committee Officer under Articles 20 and 21 below;

(n) “JCR” means Junior Common Room; (o) “Junior Member” means an individual deemed to be a junior member of the College by the Governing Body of the College; (p) “Mature Undergraduate” means an undergraduate member of college who is aged 21 or over at matriculation.

(q) “MCR” means the Middle Common Room; (r) “Member” means an Associate Member, Full Member or Honorary Member;

(s) “Returning Officer” (RO) means an individual designated by Article 31 below, responsible for receiving postal votes, organising online voting, nominations, and any other correspondence pertaining to an election;

II. Membership of the MCR Full Membership 2. The following Junior Members are entitled to Full Membership: (a) those who are graduates of any university; (b) those who are engaged in any advanced academic course; (c) those selected in accordance with Article 3 below;

(d) those whom the Governing Body of the College and the MCR consider should be entitled to Full Membership;

(e) all JCR members who have completed 9 terms of study at Hertford College; and (f) the president of the JCR. 3. Subject to Articles 5 and 7 below, Junior Members entitled to Full Membership are deemed to be Full Members. Rights of Full Members 4. Subject to Articles 58, 79 and 102 below, Full Members have the following rights: (a) to exercise unrestricted access to all social, computing and other facilities of the MCR;

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  (b) to vote in elections and at General Meetings; (c) to attend and speak at General Meetings; (d) access to MCR Taxi Services as outlined in Appendix III; and

(e) To bring guests into the communal areas of the MCR who must be accompanied at all times by that member.

Withdrawal from Full Membership 5. A Junior Member entitled to Full Membership may withdraw from Full Membership for the current academic year by informing the College secretary by Friday of Second Week in Michaelmas Term.

6. Withdrawal from Full Membership does not deprive a Junior Member of any other service provided by the College to Junior Members. Expiry of Full Membership 7. Full Membership expires at the end of the academic year in which the Full Member completes, or withdraws from, the academic course in question, or ceases to be a Junior Member. Honorary Members 8. Any individual may become an Honorary Member if elected as such by a General Meeting. (a) Honorary Members do not enjoy the right of Associate or Full Members.

(b) This membership may be revoked at any time by the Committee with the decision coming to effect only when it has been passed as a motion at a General Meeting.

Associate Membership 9. The Committee may consider for Associate Membership: (a) any former Full Member; (b) the spouse or partner of a Full Member; (c) postdoctoral research student; (d) members of the SCR who would benefit from MCR membership;

(e) any applicant who demonstrates a desire for a connection with the MCR, who would benefit from a connection with Hertford College, and who can demonstrate sponsorship from one or more members of the MCR; and

(f) any Mature Undergraduate junior member of the College. Fees for Associate Members 10. Any person eligible for Associate Membership who wishes to become an Associate Member must pay an annual fee, or pro rata, for using MCR facilities. The level of the annual fee is to be determined by the Committee at the start of the academic year:

(a) In cases of financial hardship, the Committee may waive the obligation for an Associate Member to pay the annual fee;

(b) At the discretion of the Committee the fee may be waived for Partners of Full Members. Rights of Associate Members 11. Associate Members have the following rights: (a) to exercise unrestricted access to all communal spaces of the MCR; (b) to attend and speak at General Meetings; (c) to stand for election to Group Three Committee offices; (d) to vote in General Meetings if currently holding a Group Three Committee office; (e) to use the MCR Taxi service subject to the same terms and conditions as outlined in Appendix III. Expiry of Associate Membership

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12. Associate Membership expires at the end of the Summer Vacation or at the moment that the Full Member who sponsored the application to become an Associate Member under Article 9(e) ceases to be a Full Member, whichever comes first.

III. Composition and Duties of the Committee Committee Officers 13. The Committee consists of the following Committee Officers: (a) President, Secretary, Treasurer (“Group One Officers”);

(b) Academic Affairs Representative, Bar Manager, Computer Clerk, Food and Housing Officer, Social Secretary, Steward, Welfare Officer, Women's Officer (“Group Two Officers”); and (c) any other officers whom the Group One and Group Two Officers may elect to the Committee as being in their view appropriate representatives of the MCR (“Group Three Officers”).

14. The duties of the current Committee Officers are listed in Appendix I. Appendix I does not form part of this Constitution, and must be amended appropriately by the Committee whenever a new Group Three Office is created.

15. The Group One Officers are expected to ensure that their academic course does not involve any significant absence from Oxford during Full Term throughout their period of office.  16. All Committee Officers elected in the annual elections:

(a) may, with the consent of their predecessor in office, take office after Sunday of the 9th week of the Trinity Term in which they are elected; (b) must take office no later than the 1st of September immediately following the Trinity Term in which they are elected; and

(c) A Committee Officer elected in a by-election must take office immediately following the election. 17. Subject to Article 18 below, a Committee Officer who is not re-elected in the annual elections held during the Committee Officers' term of office must leave office on or before the 31st of August following those annual elections. This does not apply to Interim Officers. 18. A Full Member who is elected President in a by-election in Trinity Term may continue as President for the next academic year without re-election. Postal Clerk

19. The position of Postal Clerk is a non-Committee position that is appointed by the MCR Committee subject to the following conditions: (a) Applications for the position of Postal Clerk are conducted at the same time as the Committee Elections; (b) The position is to be awarded according to the discretion of the Committee, which, in consultation with all

applicants, should seek to share the job amongst them if possible; (c) The Postal Clerks may delegate this job to other Members for no longer than 15% of the time the position is held (pro-rated to reflect any job sharing); (d) Should a vacancy arise at any time, this vacancy will be advertised to the MCR mailing list by the MCR Secretary. Applications will be open for a period of five days from the date of the vacancy being advertised; and (e) The Committee may remove any Postal Clerk from their position at any time subject to the procedure outlined in Article 103. (f) The Postal Clerks are to liaise with the college office in order to re-label the pigeon holes to the best of their ability prior to Monday of -1 week, Michaelmas term. (g) The Postal Clerks are to update the pigeon holes as and when the college office provides updated lists, members leave, and members arrive.

Interim Officers 20. If the President resigns: (a) the Secretary shall act as an Interim Officer in the President's place; or

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(b) where the Secretary is unable for any reason to act as the Interim Officer, the Committee shall elect another Committee Officer as Interim Officer.

21. (a) If any Group One Officer other than the President resigns, the Committee will elect an Interim Officer in their place to ensure their duties are fulfilled. (b) If a Group Two Officer resigns, the Committee may elect an Interim Officer.

22. (a) An Interim Officer will carry out the duties of the vacant office for the period between the resignation and the election of a replacement Officer by the MCR in a by-election held in accordance with Article 34 below. (b) Except where otherwise indicated, all provisions of this Constitution relating to a Committee Officer apply equally to an Interim Officer elected to replace that Officer.

23. Unless confirmed in office by the MCR in a by-election held under Article 35 below, an Interim Officer must leave office immediately following the election of a replacement Committee Officer in such a by-election.

Eligibility to Act as Officer 24. No-one is eligible for election as a Committee Officer or Interim Officer unless they are either:

(a) a Full Member whose Full Membership is not due to expire under Article 7 above during the full period of office; or (b) an Associate Member whose Associate Membership is not due to expire under Article 12 above during the full period of office, in which case the Associate Member shall be eligible only to be elected to a Group Three office.

25. If a Committee Officer or Interim Officer: (a) ceases to be a Junior Member, a Full Member, or an Associate Member during their period of office; (b) is the subject of a motion of no-confidence passed at a General Meeting under Article 82(c) below; or (c) is expelled from the Committee under Article 103 below, the Committee or Interim Officer shall be deemed to have resigned forthwith.

26. Except when serving as an Interim Officer, no person can hold more than one Committee office at one time.

27. A person who is a Committee Officer otherwise than by virtue of being an Interim Officer may not stand for a by-election.

Sub-Committees 28. The Committee may appoint sub-committees at any time to undertake specific tasks as it deems appropriate.

IV. Election of Committee Officers Elections 29. Annual elections for all Committee offices must take place in Trinity Term each year.

30. If a Committee Officer resigns, a by-election must be held to elect a replacement. A by-election may take place at any time during Full Term.

Returning Officers 31. The two Returning Officers are responsible for the conduct of an election. The Returning Officers must agree between themselves which Returning Officer is to act as Postal RO.

32. A candidate in an election cannot act as a Returning Officer for that election.

33. (a) The first Returning Officer is the first individual on the following list who is eligible and able to act as Returning Officer:

the President; the Secretary; the Treasurer; any other Committee Officer or Full Member elected for this purpose by the Committee.

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(b) The second Returning Officer is the first individual on the following list who is eligible and able to act as Returning Officer:

the Secretary; the Treasurer, the Welfare Officer; the Women’s Officer; the Food and Housing Officer; the Computer Clerk; the Social Secretary; the Bar Manager; any other Committee Officer or Full Member elected for this purpose by the Committee.

Election procedures 34. (a) The process for the annual elections of Group One Officers begins on Sunday of Fifth week of Trinity Term. (b) The process for the annual elections of Group Two Officers begins on Sunday of Sixth week of Trinity Term. (c) The process for a by-election begins on the Sunday of Full Term immediately following the resignation of the Committee Officer concerned, provided that the resignation occurs before Sunday of Seventh Week. If the resignation occurs on or after Sunday of Seventh Week, the process for the by-election begins on Sunday of First week of the following term. 35. The Returning Officers must notify the MCR by the Sunday on which the election process begins that nominations for the election of officers to specified Committee offices should be submitted in writing to the Postal RO by the following Friday. The notice must state that hustings for the offices will be held in the Octagon, or another suitable venue, on the Sunday following the deadline for nominations.  36. (a) Nominations for all Committee offices must include the name of the candidate, the office for which the candidate wishes to stand, the names and signatures of two Full Members as nominators, and the date of nomination. A candidate may not nominate themselves. (b) Candidates for the position of Women’s Officer must be female. 37. No candidate may stand for election to more than one office within any one Group in the annual elections or in a by-election.

38. An unsuccessful candidate for a Group One office may stand for election to a Group Two office in the annual elections.

39. The Returning Officers must notify the MCR of the nominations received for the positions by 12 noon on the Friday immediately following the beginning of the election process. The notice must:

(a) state the name of each candidate, the office for which they are standing, and the names of their nominators; (b) state that hustings for the offices will be held in the Octagon, or another suitable venue, on the following Sunday, although not while Formal Hall is taking place; (c) state that ballots for the offices will continue during Lodge-opening hours from the following Monday to the following Wednesday; (d) contain instructions on the procedure for exercising a postal- and online vote; and (e) be displayed until the balloting is completed.

Hustings 40. Hustings shall be held at a specified time in accordance with Article 39(b).

41. The Returning Officers chair the hustings. Each candidate may speak for a period of time not exceeding the maximum specified for all candidates by the Returning Officer at the start of the hustings. Full Members may then ask questions, which must be directed to all candidates contesting a particular office.

Balloting 42. (a) Subject to Article 45 below, voting must be conducted by a preferential voting system (i.e through a single, transferable vote). The candidate winning a majority of votes is elected. (b) “Re-open Nominations” (RoN) must be a ballot option. A vote cannot be transferred to or from RoN.

43. Votes by proxy are not permitted.

44. Postal votes must reach the RO by the Wednesday when balloting closes. 45. If:

(a) there is a tied vote; or (b) RoN obtains a majority of the votes;

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a new election must be commenced on the Sunday following the close of balloting in the original election. The procedure for the new election is that specified in Articles 34-47.

46. After balloting closes, the Returning Officers must count the votes with the assistance of a neutral senior member of the College. The Returning Officers must notify the MCR of the results of the count within 24 hours of the close of balloting.

47. The Returning Officers must ensure that the Lodge staff is in possession of a list of eligible voters before the balloting commences.

V. Conduct of Committee Meetings

48. (a) Subject to Article 48(b) below, a Committee meeting may only be called by a Group One Officer. (b) If no Group One Officer is present in Oxford, a Committee meeting may be called by a Group Two Officer.

49. If three or more Group Two Officers request, in writing, that a meeting be called, the President, or, in the event of the President’s absence, another Group One Officer, shall call the requested meeting.

50. (a) At least 72 hours’ notice must be given of an upcoming Committee meeting, and the agenda for the meeting must be circulated at least 48 hours in advance of the time of the meeting.   (b) An emergency meeting may be called by Group 1 Officers on 24 hours’ notice, as an exception to 50(a) only for matters that require immediate resolution in less than 72 hours, in which case the agenda must be circulated at the same time as the notice is given. 51. In addition to notification under Article 107 below, notice of the Committee meeting must be sent to all Committee Officers by electronic mail.

52. The quorum for voting at a Committee meeting is 50% of all standing Committee Officers.

53. The Committee Officer calling the meeting must book a room within the College in which to hold the meeting, and must ensure that Articles 50 and 53 above are complied with

54. (a) Subject to Article 54(b) below, a Committee meeting must be chaired by: (i) the President; or (ii) in the President's absence, by the Secretary; or (iii) in their joint absence, by the Treasurer. (b) If no Group One Officer is present at a Committee meeting, the meeting is to be chaired by a Committee Officer elected as chair by simple majority vote of the other Officers present at the meeting. 55. Subject to Article 103 below:

(a) Each Committee Officer has one vote at Committee meetings. An Interim Officer does not have a vote at Committee meetings in the capacity as Interim Officer. (b) Voting is by simple majority. If there is a tied vote, where a motion enjoys the support of at least two of the Group One Officers present, it shall be carried.

56. The minutes of the Committee meeting must be taken by the Secretary, or by a Full Member designated by the Committee. The Secretary or Full Member taking the minutes must circulate them within 72 hours of the meeting.

57. Committee Meeting Minutes shall be circulated to the MCR by the Secretary within 72 hours of the adjournment of the Committee Meeting.

VI. General Meetings

Procedure for Calling a General Meeting 58. A General Meeting cannot be held on a date falling outside Full Term.

59. (a) The Committee shall call at least one General Meeting in each term. (b) The MCR may request that a General Meeting be held if the following criteria are satisfied:

(i) the request must be submitted in writing to the President and must be signed by at least two Full Members; and

(ii) the request is submitted on or before Friday of Sixth Week.

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(c) The Committee must call a General Meeting for a date falling within 16 days of the submission of the request; otherwise, the Committee must call a General Meeting for the Sunday of First Week of the following term. 60. If the Committee does not call a General Meeting as requested, Full Members may call a General Meeting themselves if: (a) a minimum of 20% of the Full Members sign a petition; and (b) the General Meeting fulfils the procedures set out in Articles 58-59 above and 61-72 below; and

(c) for the purpose of this General Meeting only they elect one of their number to fulfil the duties of the President as established by those procedures.

61. The President must notify the MCR of the General Meeting at least seven days before the date on which the meeting is to be held. The notice must invite Full Members to put forward motions for discussion at the meeting.

62. Motions for discussion at a General Meeting must be submitted in writing to the President at least four days before the scheduled meeting. Each motion must bear the names and signatures of two Full Members (as proposer and seconder, respectively, of the motion).

63. The President must notify the MCR of the agenda for the General Meeting at least 72 hours before the meeting is scheduled to take place.

Procedure to be followed at a General Meeting 64. (a) Subject to Article 64(b) below, the person chairing the General Meeting (“the Chair”) must be the President; or, in the Presidents absence, the Secretary; or, in their joint absence, the Treasurer. (b) The Chair may move a motion that he relinquish the chairing of the General Meeting to another Full Member.

65. The business of the General Meeting shall include the following:

Minutes

Matters arising

Approval of New Group 3 Officers (if any)

Reports from Officers

Questions to Officers

Motions submitted

Any other business

66. The minutes of the last General Meeting be approved by the General Meeting and signed by the Chair.

67. Members must respect the right of other Members to listen and to take part in discussion at a General Meeting. At the discretion of the Chair, a Special Motion may be put forward to eject from a General Meeting any Member disruptive to the proceedings of the meeting.

68. All comments and questions must be made through the Chair.

69. Points of order to draw the attention of the Chair to violations of this Constitution may be made at any time.

70. (a) If a motion is proposed, speeches for and against must be allowed. (b) The proposer of any motion may sum up before a motion is put to the vote.

71. Members may question the proposer of any motion on the purpose and scope of the motion. The answers must be minuted to aid the understanding of the motion if passed.

72. The minutes of the General Meeting must be taken by the Secretary, or by a Full Member otherwise designated by the Chair. The Secretary or Full Member taking the minutes must circulate them within 72 hours of the meeting.

Amendments to Motions 73. Amendments may be proposed to any motion or amended motion or to any proposed amendment.

74. An amendment must be substantive and not merely formal.

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75. If the initial proposer of a motion accepts a proposed amendment, it is automatically incorporated into the motion, and the amended motion must be referred to as a motion proposed jointly by the initial proposer and by the Members who proposed the amendment.

76. Amendments which are not accepted by the initial proposer of the motion must be discussed and voted on immediately after the substantive motion is proposed. Where the amendment is accepted by the General Meeting, the proposer of the amendment becomes the proposer of the amended motion.

Voting Procedures 77. For the purpose of voting on motions, quorum at a General Meeting is fifteen Full Members in attendance and present.

78. Subject to Article 81, voting is by a show of hands. The Chair shall declare whether the motion is carried or defeated.

79. The Chair only has a casting vote.

80. A simple majority is sufficient to pass any motion other than a Special Motion.

81. At the discretion of the Chair, a motion may be put forward that a secret vote be held on any motion.

Special Motions 82. The following motions can only be passed as Special Motions (see article 1u):

(a) a motion under Article 67 above to eject any Member from a General Meeting who is disruptive to the proceedings of the meeting;

(b) a motion amending the constitution; or (c) a motion of no-confidence in any Committee or Interim Officer. (d) a special motion requires a two third majority.

VII. Accounts

Basic Procedure 83. All accounting on behalf of the MCR is to be based on the principle of double-entry book-keeping.

84. The Treasurer must prepare an annual budget plan to be presented at the first General Meeting in Michaelmas Term. (a) At a General Meeting in Trinity Term the Freshers Week budget for the following Academic Year shall be approved.

85. The annual budget plan, for each term, must be approved at the last General Meeting of the previous term, except for the budget for Michaelmas Term.

86. The annual budget plan shall contain: (a) the bank balance of all the MCR accounts; (b) expected income; (c) proposals for the acquisition of items which constitute a Fixture of the MCR; (d) proposed allocation of expenditure between different MCR facilities and events; and (e) limits of individual Committee Officers’ respective budgetary allocations. 87. Each term the Treasurer shall prepare an accounts’ statement of the MCR.

88. The Treasurer shall notify the MCR of the accounts’ statement four days before a forthcoming General Meeting.

89. If the MCR is wound up, the cash and assets of the MCR shall be deemed to belong to the College, and may be disposed of at the discretion of the Governing Body of the College.

Computing Accounts 90. In Trinity Term the Computer Clerk shall draw up provisional accounts for the year, encompassing spending on the account and the status of computing fixtures, to be included at the final General Meeting of Trinity Term.

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(a) The spending account to show all charges to the account itemized, with signatures as to their satisfaction from the Bursar, the head of College IT, the MCR Treasurer and Computer Clerk. (b) The asset account to show the position at the start of the year, any purchases or disposals, and the status of the balance (stored, on loan, lost). To be signed by the MCR Treasurer and Computer Clerk.

91. In Michaelmas Term the Computer Clerk shall update the provisional accounts to include the rest of the financial year, these final accounts to be endorsed by the Bursar, the head of College IT, the MCR Treasurer and Computer Clerk and a copy lodged with the Treasurer.

Purchases on Behalf of the MCR 92. (a) Any proposed purchase of a Fixture worth more than £200 must be authorised by a General Meeting. (b) Any proposed purchase of a Fixture worth £200 or less must be authorised by the Committee. (c) If the proposed purchase of a Fixture is considered urgent by a Committee Officer, the requirement under Article 92(a) for a General Meeting may be waived under the following conditions:

(i) that the fixture is a direct replacement of equivalent value for a broken or otherwise unworkable fixture, and (ii) that it gains the assent of the committee, and (iii) that the purchase is communicated to the body in the next General meeting.

93. In relation to items other than Fixtures, the Committee has the power: (a) to authorise the proposed purchase of such an item; and

(b) to delegate to one or more Committee Officers with or without limitations the power to authorise the proposed purchase of such an item.

94. A Committee Officer to whom is delegated the power to authorise the purchase of items on behalf of the MCR must keep a record of: (a) items ordered; (b) items in stock; and (c) items sold or battelled.

95. The Treasurer may at any time inspect the records referred to in Article 94 above.

Disposal of Goods on Behalf of the MCR 96. If the sale of any Fixture of the MCR is proposed, the item must first be offered for sale to Members by auction. The auction must take place in the Octagon after Formal Hall on a Sunday during Full Term, and must be conducted by a Committee Officer, who may not bid for any item to be sold.

97. The Treasurer must notify the MCR of the proposed auction at least seven days before the date of the auction. The notice must:

(a) announce the level of the minimum acceptable bid (the reserve price), as agreed previously by the Committee; and

(b) be displayed until the auction takes place.

98. If the Fixture is not sold at the auction, it may be sold or disposed of in any manner the Committee may deem appropriate.

Accounts and Signing of Cheques 99. A separate bank account may be kept by the Computer Clerk for the purpose of carrying out the Computer Clerk's duties. Cheques drawn on any such account must be signed by both the Computer Clerk and the Treasurer. Articles 94 and 95 above apply to the operation of any such account.

100. Cheques drawn on the general MCR bank account must be signed by both the President and the Treasurer.

Capitation 101. The Group One and Group Two Officers and the officers of the JCR shall jointly decide by whatever process they deem advisable the distribution of dues paid by Members. The distribution must take into account the degree of participation of Members in the activities and facilities provided by the JCR and the needs of the MCR. This Article may not be amended by the MCR without the consent of the JCR.

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VIII. Discipline

102. If the Committee considers that a Member has behaved or is behaving in a manner that is detrimental to the well-being of the MCR, the Committee may exclude that Member from any facility or facilities of the MCR for a period not longer than eight weeks. The Member concerned may appeal to the Tutor for Graduates, who may overturn or modify the decision if in the Tutor for Graduates view the effect of the decision would result in undue hardship to the Member concerned.

103. The MCR Committee may expel a Committee Officer from office if, at a Committee meeting at which all Group One and Group Two Officers are present, all Officers other than the Committee Officer in question vote in favour of such expulsion. For the purposes of this provision, only those Committee Officers who hold a Group One or Group Two office otherwise than as Interim Officers must be present.

IX. Notifications

104. Save where otherwise provided, in any case where any individual is required by this Constitution to notify the MCR or any Members thereof of any fact, such notification must be given by means of an official written notice displayed on the tea room notice board or distributed via email.

X. Housing 105. (a) Any proposed changes to the terms and conditions on which MCR members take up College

accommodation, including but not limited to rent negotiations, may only be agreed by a ‘housing motion’ passed by a General Meeting of the MCR. No MCR Committee members shall have the authority to bind the MCR, in the absence of such a motion. (b) Consideration of ‘housing motions’ shall be subject to the ordinary voting procedures of General Meetings. (c) Nothing in this provision impairs the authority of the Committee and its officers to negotiate terms and conditions of housing with College on behalf of the MCR. (d) Article 58 of this constitution does not apply to General Meetings called for the purpose of considering a ‘housing motion’ under this Article.”

XI. Accountability and Complaints

106. If 5% of Full Members so request, affiliation to any external organisation (including OUSU) must be reviewed; but only one such request may be made in relation to any one such organisation in any academic year.

107. Any Member may raise complaints about the management of the MCR with the President. A Member who is dissatisfied with the handling of such a complaint may take the complaint to the Tutor for Graduates.

APPENDIX I. Duties of the Committee Officers

The following Appendix is a non-exhaustive list of the duties of the current Committee Officers.

ALL Committee Officers have an obligation to attend Committee meetings and General Meetings, unless their absence is wholly unavoidable.

The general duties of the President are as follows: To convene and chair General Meetings: To convene and chair Committee meetings; To represent the MCR within the College and the University; To maintain the daily smooth running of the MCR; To ensure that Committee members are carrying out their duties as laid out in the Constitution; To organise a Freshers' Week; To act as a Returning Officer in elections; To respond to any suggestions made by Members. The general duties of the Secretary are as follows: In the President’s absence, the duties of the President fall to the Secretary.

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To circulate to Committee members the meetings’ agenda; To take minutes of all Committee meetings and General Meetings; To place notices of the minutes of Committee meetings and General Meetings within 72 hours of the meeting; To maintain a file of the minutes and agendas of past Committee meetings and General Meetings for reference by Members in the Octagon; To maintain a list of Members; To ensure a copy of the constitution is available on the notice board; To arrange the date and time of the MCR photograph in Trinity Term; To distribute keys for the MCR lockers; To substitute for the President when the President is absent. The general duties of the Treasurer are as follows: In the Secretary’s absence, the duties of the Secretary fall to the Treasurer. To undertake tasks as set out in Part VII; To ensure that all expenditures are reviewed and accounted for To display a notice of accounts at the end of each term; To liaise with Committee Members keeping separate accounts or having been allocated a separate budget; To ensure accurate recording of all purchases made by Members; To renew magazine subscriptions; To collect payment from the Members of the MCR community who cannot be battelled; To collect payment for and distribute MCR photographs; To liaise with the Bursar and finance committee; To provide advice to Members about available College and university travel grants, hardship funds, etc. The general duties of the Welfare Officer are as follows: To offer Members support and advice relating to welfare; To raise overall awareness of welfare and equity issues in the MCR; To organize meetings pertaining to welfare issues for Members; To work closely with the MCR Women’s Officer and LGBT Representative, and to liaise with the Tutor for Women and the JCR Welfare Officers; To sit on the College Advisory Panel on harassment; To sit on the College Welfare Committee; To ensure that Members are aware of the financial aid available to them, and to sit on the Student Aid Committee; To be one of the MCR Charities Representatives. The general duties of the Women’s Officer are as follows: To offer Members support and advice relating to welfare; To raise overall awareness of women’s and equity issues in the MCR; To organize meetings pertaining to women’s issues for Members; To provide a social focus for MCR women; To work closely with the MCR Welfare Officer and LGBT Representative, and to liaise with the Tutor for Women and the JCR Welfare Officers; To sit on the College Advisory Panel on harassment; To sit on the College Welfare Panel; To liaise with OUSU Women’s Committee and advertise campaigns; To be one of the MCR Charities Representatives. The general duties of the Bar Manager are as follows: To stock and maintain the Bar; To respond to suggestions made by Members concerning stock; To maintain an accounting system for recording purchases made from the bar by Members; To supervise the recurrence of MCR social evenings in the Waugh Room and Octagon; To submit terms accounts to the treasurer by Wednesday of 8th Week; To liaise with the Treasurer regarding budget and payment of orders;

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To liaise with the Social Secretary to provide drinks for MCR events and staff for Bar; To liaise with the Sommelier regarding wine stocks and social events. The general duties of the Social Secretary are as follows: To organise informal social events in the MCR, if necessary with the help of a committee organised and chaired by the Social Secretary; To, jointly with the Steward, plan the major termly MCR social events; To encourage Members to suggest ideas for events; To maintain active contact with the Social Secretary's counterparts in other colleges to include their members in some such events; To liaise with the Bar Manager for supplying drinks for informal MCR events; To arrange for a clean up after social events; To ensure rooms are booked for events. (FRESHERS WEEK POINT MOVED) The general duties of the Steward are as follows: To organize and, choose menus in consultation with the catering manager where necessary for, all formal social events, including but not limited to exchange dinners, guest dinners and receptions of a formal nature; To solicit suggestions for, arrange and promote joint MCR/SCR events and other venues for MCR/SCR camaraderie; To, jointly with the Social Secretary, plan the major termly MCR social events; To liaise with the Sommelier for supplying drinks for formal MCR events. The general duties of the Food and Housing Officer are as follows: To liaise with the Catering manager on a regular basis; To encourage Members to make suggestions concerning food and act on such suggestions; To undertake an annual food survey and discuss results with Catering Manager; To maintain the tea room with tea, coffee, hot chocolate and sugar facilities including provision of mugs; To co-ordinate the housing ballot each year, ensuring that all who are eligible and wish to live in College accommodation have been contacted and are included on the list in Hilary Term; To maintain a list of College rooms with their particular characteristics (e.g. dimensions, telephone extension etc.) for reference when balloting for rooms is undertaken; To liaise with the Housekeeper/Graduate caretakers on a regular basis; To ensure maintenance problems in College houses are dealt with quickly and promptly; To develop a long term plan for College house facility improvements (e.g. introduction of bike locks etc.); To undertake an annual housing survey and publish the results, indicating action to be taken on suggestions made; To maintain the video library. The general duties of the Computer Clerk are as follows: To undertake responsibility for the maintenance of the computing facilities of the MCR; To liaise with Members regarding computer requirements; To present termly accounts to the Treasurer; To present suggestions to the MCR for expenditure of annual budget in the General Meetings of Michaelmas term; To order and install new computing facilities; To dispose of unwanted computing facilities in the manner provided for in Part VII; To develop any potential for computer facilities in graduate houses; To maintain an electronic mailing list of all Members; To maintain the MCR web-pages. The general duties of the Sports Secretary are as follows: To organise and promote MCR sport-related activities; To liaise with the JCR sports representative(s) and other colleges’ MCRs; To liaise with all MCR sports representatives. The general duties of the Arts Representative are as follows: To organise and promote MCR arts-related activities (i.e. theatre trips and other cultural activities).

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The general duties of the OUSU Representative are as follows: To attend OUSU Council meetings and convey relevant OUSU information to the MCR. The general duties of the Sommelier are as follows: To supervise the procurement, storage, and presentation of wine for formal MCR events where the bar manager is not in charge; To liaise with both the Steward and the Bar Manager in determining the wine, and to respond to suggestions by Members regarding such selection; To hold the key to the bar and storage facilities; To manage the battling of wine and refreshments for all formal social events, and liaise with the Treasurer regarding battels. The general duties of the Environment Representative are as follows: To raise awareness of environmental issues in the MCR; To organize, maintain, and promote a recycling program for the MCR and its housing facilities; To liaise with the college’s administration and housekeeping staff on the functioning of the recycling program; To undertake an annual survey of MCR members regarding the performance of the recycling program and publish the results, indicating suggestions made and/or action to be taken; To promote environmental considerations in MCR and college purchasing and construction decisions; To encourage suggestions from MCR members for new environmental campaigns or concerns to be taken up; To recruit a team of volunteers to help fulfil the above duties. The general duties of the Academic Affairs Representative are as follows: To listen to, and consult with, the MCR on academic matters; To represent the MCR's interests on the Academic- and Joint Committees in order to improve academic provision for graduates; To help, where possible, to support MCR members in academic disputes between MCR members and the College; To arrange occasional events of an academic nature for MCR members; To inform the MCR about academic matters and scholarships where possible. The general duties of the LGBT Representative are as follows: To offer members support and advice relating to LGBT welfare issues; To raise overall awareness of LGBT welfare and equity issues in the MCR; To provide a social focus for LGBT members; To work closely with the MCR Welfare and Women’s Officers; To liaise with the MCR OUSU Representative in conveying relevant information to members. The general duties of the Postal Clerk are as follows: To deliver the post from the MCR post box to MCR pigeon holes on Mondays to Saturdays at a time of day they deem appropriate. To delegate this job to other MCR members for no longer than 15% of the time the position is held (pro-rated to reflect any job sharing). To liaise with the college office in order to relabel the pigeon holes to the best of their ability prior to Monday of -1 week, Michaelmas term. To update the pigeon holes as and when the college office provides updated lists, members leave, and members arrive.

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APPENDIX II: Committee Privileges

Group One Officers Privilege In the Gift of President Room in NB7, gratis

Two high-table dinners per week in term time The College

Secretary One free dinner The MCR Treasurer A stipend of £200 per term The MCR Group Two Officers Academic Affairs Free meals when accompanying the speaker of an academic

soiree to hall The MCR

Bar Manager One free dinner and a bottle of wine The MCR Food and Housing One free dinner

A designated room in NB The MCR The College

Computer Clerk A stipend of £200 per term A designated room in OB quad

The MCR The College

Social Secretary One free dinner and a bottle of wine The MCR Steward Free meals at all MCR dinners at which services are required The MCR Welfare One free dinner The MCR Women's One free dinner The MCR Group Three Officers Sommelier Free meals at all MCR dinners at which services are required The MCR Non-Committee Members Postal Clerk A wage of £35 per week The College

The entire committee has one free dinner per term, at a reasonable cost, paid for by the MCR, at a venue other than the College.

The Committee may not vote themselves any other rights without further consulting the general body and amending this appendix.

APPENDIX III. MCR Taxi Service

Aim

The aim of the MCR Taxi Service is to keep Members safe at night and to aid them in receiving medical care.

To use this service, the following conditions must be met:

(a) Only Full or Associate Members may use this service.

(b) Members may only travel by themselves unless travelling to see a medical professional in which case the Member may be accompanied by one additional person.

(c) The trip must be booked via the College Lodge. The journey must be recorded in the MCR Taxi Book by the Porter on duty.

(d) The trip must be between 9pm and 6am, unless travelling to see a medical professional in which case this service may be used at all times.

(e) The journey must only be between College Properties, Health Care Centres. See the list below for pre-approved locations.

(f) The service may be used up to four times a term per Member. Any additional journeys will be battelled directly to the Member.

(g) If these conditions are not met then the trip will be battelled at full cost to the Member who

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booked the journey.

(h) Exceptions to these conditions can be made on an individual basis, subject to an application to the Committee, which will outline the reasons for the individual exception. This application must b approved at a Committee meeting before the journey takes place. The College Nurse may also request an exemption for a Member to use this service without the need for a Committee decision.

(i) The Committee reserves the right to battel any Member who is suspected of having misused this service.

Pre-approved Locations

1) College Main Site 2) Warnock House 3) Graduate Centre 4) Abingdon House 5) 204 Woodstock Road 6) 57 Banbury Road 7) 59 Banbury Road 8) 189 Banbury Road 9) 214B Banbury Road 10) 29 Leckford Road 11) The Graduate Centre 12) Warnock House 13) 3 Western Road 14) 4 Western Road 15) 34 Western Road 16) 96 Abingdon Road 17) 28 Beaumont Street 18) John Radcliffe Hospital 19) Churchill Hospital 20) Nuffield Orthopaedic Centre 21) East Oxford Health Centre 22) 8 Winchester Road 23) 9 Winchester Road 24) 10 Winchester Road 25) Any private residence registered with the MCR Committee and the Lodge. Maximum one residence registered per Member