The JCR Constitution

Purpose

1. Lincoln College Junior Common Room, henceforth known as the JCR, shall represent and advance the interests of its members to the relevant college authorities with regard to the to the affairs of the university, and shall promote issues of universal importance to students.

2. The JCR shall offer its members welfare services and entertainment services, and shall make available certain facilities such as the JCR photocopier, JCR Teas and the JCR Shop.

3. The JCR shall oversee the affairs of undergraduate body in college.

Membership

Ordinary Members

1. All current members of Lincoln College other than members of the Senior Common Room are entitled to be members of the Junior Common Room. Membership shall be free of charge.

2. Every member of the JCR is a member of the Amalgamated Clubs.

3. Any student not wishing to take up membership of the JCR should notify the JCR President not later than the end of second week of Michaelmas term. Such students will not be allowed to stand for office in, or vote at, or attend the meetings of the JCR, but will be eligible to use the facilities that the JCR provides for its members.

Honorary Members

1. Any person may be nominated for Honorary Membership, subject to the approval of the JCR.

2. Honorary Members will be allowed certain privileges including use of facilities, the right to attend and to vote at meetings.

3. Honorary Members will not be allowed to stand in elections of the JCR.

4. The President will notify Honorary Members of their appointment within two weeks of their election.

Officers

President

1. The President shall represent the views of the JCR.

2. The President shall, together with the JCR Executive, conduct the JCR’s relations with the College authorities and with various external bodies.

3. The President shall be responsible for informing the JCR of SCR and the Oxford University Student Union (henceforth to be known as OUSU) business, as well as all other relevant college and university business.

4. The President shall oversee all JCR business.

5. The President shall be an ex-officio member of every committee appointed by the JCR.

6. The President shall be one of the JCR’s representatives at OUSU.

Welfare Officer

1. The Welfare Officer will have specific responsibility to provide services and information for the general welfare of ordinary JCR Members.

2. The Welfare Officer will conduct the JCR’s relations with the Careers Service and post notices accordingly.

3. The Welfare Officer will organise, co-ordinate and chair the JCR Charities Committee. As such he/she will be in charge of the JCR Charities account.

4. The Welfare Officer will organise, co-ordinate and chair the JCR Welfare Committee, as well as the Peer Support programme

Treasurer

1. The Treasurer will administer the funds of the JCR at the direction of the JCR Executive and in accordance with the wishes of the JCR as decided at its meetings.

2. The Treasurer must at all times be ready to give information as to the state of the accounts of the JCR. He/she will also publish and make the JCR budget available to all members.

3. The Treasurer is responsible for all the property of the JCR and will maintain an inventory of all its property that he/she will be responsible for keeping up to date.

4. The Treasurer will be an ex-officio member of any Ball Committee.

5. The Treasurer, in conjunction with the Sports Representative, will be responsible for the co-ordination of the summer punts and will post information about these punts as required.

6. The Treasurer is responsible for the stationery of the JCR.

7. The Treasurer is responsible for placing the JCR charges on battels, according to the wishes of JCR members, who may choose not to have additional JCR charges.

8. The Treasurer is responsible for transferring money between the JCR current and deposit accounts, to acquire interest for the JCR.

Secretary

1. The Secretary is responsible for the orderly arrangement of JCR meeting minute books, which will be open to inspection by all JCR members on request.

2. The Secretary is responsible for organising and administrating JCR events and projects such as Half Way Hall and the JCR photograph.

Business Manager

1. The JCR Business Manager will be in general charge of the JCR shop, ensuring that it is stocked properly and appropriately maintained, according to the wishes of the JCR. This will include the sale of photocopy cards.

2. The JCR Business Manager will be in general charge of the JCR photocopier and responsible for its maintenance.

3. The JCR Business Manager will be in general charge of JCR Teas, ensuring that it is run in accordance with the wishes of the JCR. As a result he/she will employ JCR shopkeepers as necessary.

Women’s Officer

1. The Women’s Officer will be responsible for the provision of Entertainment throughout the year specifically for the female junior members.

2. The Women’s Officer is an ex-officio member of the JCR Entertainment Committee.

Men’s Officer

1. The Men’s Officer will be responsible for the provision of Entertainment throughout the year specifically for the male junior members.

2. The Men’s Officer is an ex-officio member of the JCR Entertainment’s Committee.

Sports Representative

1. The Sports Representative shall co-ordinate sport in college, organise the punt scheme in conjunction with the Treasurer, and publicise sports results.

2. The Sports Representative shall liase with other colleges regarding sporting issues, and will represent the JCR at Amalgars.

OUSU Officer

1. The OUSU Officer shall be one of the JCR’s representatives at OUSU.

2. He/she will be responsible for publicising OUSU organisations, events and projects.

The LGB Representative

1. The LGB Representative will act as a permanent contact in college for anybody who is Lesbian, Gay, Bisexual or has uncertainties about their sexuality.

Academic Affairs and Admissions Officer

1. The Academic Affairs Officer is responsible for the JCR input to the College prospectus, Open Days and interview period, and for providing members with information and advice on academic affairs.

2. The Academic Affairs Officer heads the Academic Affairs and Admissions team with responsibilities for Target Schools and other admissions initiatives.

The Environment Steward

1. The Environment Steward must provide environmental services such as recycling schemes and information.

2. The Environment Steward will be responsible for the general upkeep of the JCR’s rooms, including the provision of newspapers and periodicals in accordance with the JCR’s wishes. He/she will be responsible for the daily supervision of the notice boards as well as the upkeep of Games Room equipment.

RAG Representative

1. The RAG Representative shall be responsible for co-ordination of all RAG activities in College. The RAG Representative is also an ex-officio member of the Entertainment Committee.

OUSU Council Third Vote

1. The OUSU Council Third Vote represents the JCR at OUSU Council, voting in accordance with his/her conscience.

Other Representatives – elected by simple majority in JCR meetings

1. The Conbibulators will be responsible for the supply of refreshment at all JCR functions.

2. The Video Representative will be responsible for the upkeep and safety of the JCR video and television.

3. The JCR shall support the work of Learning Together, Vacation Project, Vade Mecum.

4. The War Minister shall be responsible for the ongoing wars against other colleges and holds the title of First Sea Lord. The JCR will not take responsibility for any action against any college unless a motion is passed supporting such action by the JCR meeting.

Organization

JCR Executive

1. The JCR Executive shall be the body ultimately responsible for the running of the JCR, and shall consist of: the President, Secretary, Treasurer, Business Manager, Welfare Officer, Academic Affairs Officer, OUSU Representative, Environment Steward, Entertainment Committee Chair.

2. The President shall be responsible for chairing the meetings of the Executive.

3. The JCR Executive shall make itself accountable to the JCR according to the procedures for report and questioning outlined below.

Entertainment Committee

1. The Entertainment Committee, exists to arrange entertainment throughout the academic year, and will consist of: Two or three members elected to the committee individually or as a group with a chair candidate identified before the election, Men’s Officer, Women’s Officer, RAG Representative.

2. The Entertainment Committee will have an annual budget allocated at the beginning of Michaelmas Term from which to organise JCR Entertainment.

Charities Committee

1. The Charities Committee, chaired by the Welfare Officer, shall decide allocation of the JCR Charities budget before its proposals are ratified at a JCR Meeting. The committee is open to all JCR members and meets during the week before each JCR meeting.

Welfare Committee

1. The Welfare Committee exists to co-ordinate the provision of welfare information and Peer Support counselling and is chaired by the Welfare Officer, and consists of: Welfare Officer, LGB Representative, Peer Supporters.

Academic Affairs and Admissions Team

1. The team exists to assist the Academic Affairs Officer and consists of: Academic Affairs Officer, Two or three other members – appointed at the JCR meeting.

Other Committees – related to the JCR

1. The Lincoln College Ball Committee is responsible to the JCR for organising a bi-annual Ball/Event. Any member of the JCR may put him/herself forward to be on the Ball Committee. The new Ball President is responsible for selecting his/her new Committee. This Committee must then be ratified by the JCR at the last meeting of Trinity Term.

2. The Editorial Board of IMP will be elected by the JCR, and will be responsible for producing the IMP magazine in accordance with the wishes of the JCR. The Executive Committee will ensure they produce one edition of IMP at the end of Trinity Term

3. The Editor of Imperative will be elected by the JCR and produce Imperative regularly throughout the term and ensure that it is distributed. The JCR President has final say in the censorship of the imperative, after due consultation with the Editors.

4. The Committee of the Lincoln Players will be appointed by the Players in accordance with their published constitution, and they will be ratified by the JCR.

5. The 1427 Committee is responsible for JCR participation in alumni-relations and fund-raising, and shall organise itself according to its own constitution. The JCR President shall be an automatic member of this Committee.

6. The JCR Food Committee will consist of four members of the JCR, three of whom must be in residence in College or annexes during their term of office, and one of whom must be a vegetarian, and will represent the JCR to the kitchen authorities.

7. The JCR Wine Committee will be in general charge of the JCR’s wine cellar, and have responsibility for JCR Christmas port, Finalists’ Pimms and grace-readers’ wine.

8. All such committees of the JCR, and the members of such committees, will be accountable to the JCR, and may be called to account for themselves and for their action or inaction at JCR Meetings or at any reasonable time to the JCR Executive.

9. The JCR may create other officers and committees as it sees fit, subject to a majority vote at a JCR meeting.

Amalgamated Clubs

1. The Amalgamated Sports Clubs, henceforth known as Amalgars, is set up for the fair distribution of funds and for the purchase of essential sports equipment and payment of entry fees.

2. There exists no formal link between the JCR and Amalgars.

3. Amalgars is made up of a representative of the SCR, a treasurer, secretary and all the college first team sports captains and the Sports Representative.

Elections

Timing

1. All officers of the JCR are to be elected by ballot for one year on Thursday of fifth week of Trinity Term, after manifestos have been published. The election will be held by secret ballot between 8am and 8pm.

2. The Independent Chair should be elected in the JCR meeting of the eighth week of Trinity Term.

3. The Ball President is to be elected between fifth and eighth week of Trinity Term after manifestos have been published.

4. The Imperative Editors are to be elected termly or when a vacancy arises, by a majority vote at a JCR Meeting.

5. The IMP Editors are to be elected in Hilary Term at a JCR Meeting.

6. Other Representatives of the JCR shall be elected when vacancies arise by the JCR meeting.

Nomination

1. All ordinary members of the JCR are entitled to stand in all elections, with the exceptions that only male members of the JCR may stand for election to the post of Men’s Officer and only female members of the JCR may stand for election to the post of Women’s Officer.

2. Every candidate must be proposed by one member of the JCR and seconded by a different member of the JCR.

3. Candidates for President and Welfare Officer must declare their willingness to live in College or in a College annexe during their term of office.

4. All nominations for Trinity Fifth week elections must be handed to the Returning Officer by midnight on Tuesday of fourth week.

Voting

1. All members of the JCR are entitled to vote in all elections, with the exceptions that only men may vote in the election for the Men’s Officer and Male Welfare, and only women may vote in the election of the Women’s Officer and Female Welfare.

2. The voting will be by the Alternative Vote system.

3. The runner up in the election for OUSU Representative is given first refusal of the post of OUSU Council third vote.

Returning Officer

1. The Chair of JCR meetings is to be the Returning Officer.

2. If no valid nomination for a post is received at the appointed time, the Returning Officer is to return the current tenant of that office with his/her consent. Alternatively, he/she should allow the post to stand vacant until interest is showed and a candidate is prepared to stand for by-election in the JCR meeting.

3. In the event of a vacancy occurring in any office, the Returning Officer will proceed to call a by-election held in the next JCR meeting. In the meantime the duties of the officer are to be assumed by the JCR Executive.

Recall

1. Any officer may be recalled from office at any time.

2. The procedure for recall is as follows: if two-thirds of the members present at a JCR Meeting vote for recall, the officer in question must immediately relinquish his/her office, and the Returning Officer will proceed to hold a by-election. The recalled officer will be entitled to stand in this election.

Meetings

General

1. There will be two Ordinary Meetings per term, which will be held on the Sundays of the third and eighth weeks of full term; they will start at 8.00pm and will not continue after 11:55pm.

2. Extraordinary meetings may be called at 24 hours notice by the President or on the written request of 25 members of the JCR. The notice announcing the meeting must contain a statement of the main reasons for it.

3. The meetings will be chaired by an Independent Chairperson.

4. All remarks in meetings must be made to the Chair.

5. Visitors may be admitted to, and speak at, JCR Meetings at the Chair’s discretion, but must not vote.

6. 25 JCR members, including the committee, shall constitute a quorum.

7. The minutes of JCR meetings will be taken by the JCR Secretary and shall be posted on the JCR noticeboard.

Chair - the features of the Independent Chair are as follows

1. The Chairperson shall be elected for one year at the JCR meeting in eighth week of Trinity term.

2. The Independent Chair is also the Returning Officer of the JCR, responsible for administering the Trinity term elections, by-elections in JCR meetings and hustings.

3. The Chair is not a member of the JCR Executive Committee and shall take no direction from the committee during meetings.

4. The Chair must remain neutral during debates.

5. The Chair will take office for the first meeting of Michaelmas term in order for them familiarise themselves with procedures and the constitution.

6. The Chair shall ensure that due process is followed in all JCR meetings.

7. The Chair is responsible for maintaining an atmosphere conducive to constructive debate in all JCR meetings.

8. The Chair shall endeavour to ensure that all views of the JCR are represented during debate.

9. The Chair shall be responsible for drawing up the agenda for JCR meetings and publishing the agenda for the meeting by 10.00am on the Saturday before the JCR meeting.

10. The Chair shall accept emergency motions received after the deadline at his/her discretion.

11. The Chair shall advertise posts for election within JCR meetings at least a week in advance.

12. Should the Chair wish to speak in the debate on a motion he/she must resign the Chair to the President before the motion begins. For the duration of that motion the President will remain neutral and assume all the functions of the Independent Chair.

Agenda for Ordinary JCR Meetings

1. Announcements, reports and oral questions to officers of the JCR.

2. By-elections for JCR posts

3. The joke minutes are read

4. Written questions to officers are heard and answered

5. Constitutional motions

6. Charities Motions

7. Money Motions

8. All other motions, taken in the order in which they are received by the Chair before the meeting. Joke motions shall be distinguished from serious motions at the discretion of the Chair.

Motions - the procedure for debating serious motions is as follows

1. Any member of the JCR may bring before a JCR Meeting any matter that interests or affects the College.

2. Motions must be proposed and seconded, and submitted to the Chair by Friday 6pm before the meeting on the Sunday; the Chair may disallow any motion brought forward in this way if, in his/her opinion, it falls outside the constitution. This decision may be rescinded by the JCR. The Chair must publish a call for motions by the Monday before the Ordinary Meeting.

3. The Chair reads the motion in full.

4. A proposition speech will be made by either the proposer or the seconder.

5. Short, factual questions be made to the speaker at the end of his/her speech.

6. There will then be an opportunity for a main speech to be made in opposition to the motion.

7. Debate is opened out to any member wishing to speak.

8. When the Chair feels that there has been sufficient debate, he/she will call for a vote.

Money Motions

1. At JCR meetings the money motions will be grouped together. Before reading the money motion, the Chair will announce the total proposed spending and remind the JCR of the budget for that meeting.

2. If the proposed spending is less than or equal to the budget, each motion will be debated and voted upon immediately after the debate. The motions will be passed by a simple majority.

3. If the proposed spending exceeds the budget, all motions will be read out and debated before any vote takes place. Motions will be provisionally passed by a simple majority. If proposed spending still exceeds the budget a further vote will take place. The JCR will vote to eliminate its least favourite motion. This process will be repeated until proposed spending comes within budget.

Amendments - the procedure for making amendments to the original motion

1. When the Chair feels that there has been sufficient debate, he/she may call for a vote on any amendment suggested during the period of open debate.

2. The Chair is not able to propose amendments him/herself.

3. The Chair should make clear which motion or amendment is being debated or voted upon at any one time.

Referenda

1. Motions proposing to refer any matter to a JCR Referendum require a two-thirds majority in order for the referendum to be binding on the JCR.

2. All referenda require a two-thirds majority to be binding.

3. The Chair of JCR meetings must give five clear days' notice of any referendum that is called.

Voting

1. All voting is to be by show of hands, unless the Chair deems it advisable to use a ballot, or "lobby" system through the doors.

2. In the case of a tied vote the motion is deemed not to have passed.

3. Proxy voting is not permitted.

Miscellaneous

Constitutional

1. It will be the responsibility of the JCR Executive to ensure that any member of the JCR can obtain a copy of the JCR Constitution. An up to date copy of the constitution must be made available for inspection on the JCR notice board and in the college office.

2. Motions for constitutional amendment can be put only in ordinary JCR Meetings.

3. Complaints about the management of the JCR should in the first place be made to the President. If the student bringing the complaint does not feel that it has been satisfactorily dealt with, it may be referred to the Senior Dean, who may suggest a solution to the dispute or bring the matter to the attention of the governing body of the college.

Finances

1. Each JCR Executive will produce a budget for one year predicting the costs of regular services provided for the JCR. This budget is to be presented to the JCR by the Treasurer at the first meeting of Michaelmas Term.

2. The figure for ad hoc spending at JCR Meetings will be decided by subtracting the predicted costs and an amount to be saved for capital purchases from total JCR income and dividing the remainder between the six JCR Meetings of the year

3. A written report of the JCR financial situation shall be produced before the end of first week of each full term.

4. At the end of each Executive’s term in office the Treasurer will present an annual balance sheet to the JCR and SCR and independently audited accounts should be produced for the SCR.

5. Before signing any contract with an external company with a value over £500, or a duration which extends beyond the term of office of the committee involved, the advice of the Bursar, or in his/her absence another senior college officer, shall be sought.

6. Neither the President nor any member of the JCR Executive may agree to a contract that will continue outside of their year in office, except with the express permission of the JCR.

Facilities

1. The college will provide for the use of the JCR the rooms it occupies on the ground floor of staircases 5 and 6, including heat and lighting, maintenance and refurbishing, the cost of cleaning.

2. Members of the JCR wishing to hold a meeting in the JCR must first seek the permission of the JCR President and give sufficient notice to the JCR itself.

3. The JCR will normally provide such things as newspapers, periodicals and a television for the use of its members.

4. The JCR Banner may only be removed from the JCR Office with the direct permission of the President or the JCR at an Ordinary or Extraordinary Meeting.

5. The JCR will provide a kitchen for the use of its members, as well as an office containing an internal phone and photocopier.