diff --git a/.gitignore b/.gitignore new file mode 100644 index 0000000..f6cc6fa --- /dev/null +++ b/.gitignore @@ -0,0 +1,3 @@ +.dvi +.log +.aux diff --git a/compsoc-constitution.tex b/compsoc-constitution.tex new file mode 100644 index 0000000..675e029 --- /dev/null +++ b/compsoc-constitution.tex @@ -0,0 +1,432 @@ +% Preamble +% --- +\documentclass[a4paper]{article} + +% Packages +% --- + +\usepackage{geometry} + +% Commands +% -- + +\newcommand*{\SignatureAndDate}[1]{% + \par\noindent\makebox[2.5in]{\hrulefill} \hfill\makebox[2.0in]{\hrulefill}% + \par\noindent\makebox[2.5in][l]{#1} \hfill\makebox[2.0in][l]{Date}% +}% + +\geometry{ + a4paper, + total={210mm,297mm}, + left=20mm, + right=20mm, + top=20mm, + bottom=20mm, +} + +% Document +% --- + +\begin{document} + +\title{CompSoc Constitution} +\author{THe University of Edinburgh Computing \& Artificial Intelligence Society} +\date{\today{}} +\maketitle + +\section{General} + +The name of the Society shall be ``CompSoc'' or ``The University of +Edinburgh Computing and Artificial Intelligence Society''. + +\begin{enumerate} + \item The aims of the Society shall be as follows:- + \begin{itemize} + \item To provide a forum for members to discuss issues relating to computer science and computing in general; + \item To facilitate social interaction amongst people with a common interest in computer-related issues; + \item To provide members with assistance with computer-related problems, including support for study; + \item To promote liaison between the local academic and business communities, with regard to fostering future employment opportunities; + \item Share experience and knowledge of work in Informatics by: + \begin{itemize} + \item Holding special interest group meetings to provide members with a platform for discussion and an opportunity to learn new skills. + \item Holding informal seminars with workers and researchers in Informatics from industry or other academic institutions. + \item Allowing members to have access to various Informatics-related programming tools in order to gain experience in using them to solve related problems. + \end{itemize} + \end{itemize} + + + \item The benefits of the Society can be: + \begin{itemize} + \item Free Pizza + \item Free freebies + \item Allow likeminded individuals the chance to socialise and network + \item Allow the indulgence of all geekery + \item Organised events to benefit those interested in technology + \end{itemize} + + + \item The society shall abide by any applicable laws, bylaws and guidelines of the Edinburgh University Students’ Association in relation to recognised societies + + \item Membership shall be open to all matriculated students of Edinburgh University. + + \item Non-students may be members of CompSoc, vote in general meetings and stand for committee-positions other than President, Secretary and Treasurer + + \item Membership shall be at least 75\% matriculated students of Edinburgh University. + + \item All members who are not matriculated students of a University shall pay at least twice the annual subscription. + + \item The society’s cheques must require two signatories; Taking two from the Treasurer, President and Secretary. + + \item The society has taken and will continue to take all necessary steps to ensure that our meetings, events and socials are accessible to all, irrespective of any disability. + + \item The society has ensured and will continue to ensure that it complies with any relevant data protection legislation. + + \item EUSA considers the ruling society constitution to be that which is displayed on the Society Profile + + \item Re-registration of the society must be submitted prior to re-registration deadline set by EUSA + + \item The society believes that discrimination or harassment, direct or indirect, + based on a person’s gender, age (except where it relates to licensing + laws), race, skin colour, nationality, religious belief, socioeconomic background, + disability, HIV status, sexual orientation, gender reassignment, + family situation, domestic responsibilities or any other irrelevant distinction, + is detrimental to the society, the University and wider society, and + will not be tolerated. As such the society operates a safe space policy:- + \begin{enumerate} + \item Safe Space complaints must be made to one of the executive committee (President, + Secretary or Treasurer) unless the complaint is against all three executives, in which case the + complaint should be made to another committee member, the School Covenor, Vice Covenor or EUSA representative. + \item It is not a requirement that the details of the safe space abuse are made known to the committee; However + this will aid in taking appropriate action on the complaint. + \item An EGM must be held to examine the complaint and decide on the appropriate action to + take which may include but not be limited to ejection from the society, formal warnings, University Disciplinary + action, no action and legal action. + \end{enumerate} + + \item The society shall remain ``Most Excellent'' + +\end{enumerate} +% End section 'General' + + + +\newpage{} +\section{The Committee} + +\begin {enumerate} + + \item All office-bearers shall be subject to election annually. + + \item The President, Secretary and Treasurer of the society shall be matriculated students of The University of Edinburgh. + + \item Elected committee positions are as follows:- + \begin{enumerate} + \item The President shall be ultimately responsible for the conduct of the society + \item The Secretary shall be responsible to the President for the administration of the society + \item The Treasurer shall be responsible to the President for the finances of the society + \item Society office bearers will attend annual society training as outlined by the Societies Team + \item Other elected positions on the committee may be Vice President, Hack Secretary, Social + Secretary, Technical Secretary, Second Year Representative, + Third Year Representative and Fourth Year Representative. + \end{enumerate} + + \item The year representatives must be students which will be enrolled in that year the semester + following the AGM. At the time of the AGM the Second Year Representative should be a first year, etc. + + \item The First Year (Fresher's) Representative is a special case and will be elected at the first STMU (Or EGM) + in the first semester before the end of October. If the position is not filled the committee may select a + willing first year or hold subsequent re-elections. + + \item The following are guidelines as to what role the person in these positions shall have in the society: + \begin{enumerate} + \item The Vice President shall oversee and work with the SIGs as well as + being responsible for the STMUs (Finding speakers and handling venues). + \item The committee may find volunteers responsible for promotional materials + being made for events. The Secretary shall be ultimately + responsible for news and updates being posted to the website and + maintaining any social networks CompSoc may have a presence on, + although this may be delegated to others if the Secretary feels this + would be beneficial. + \item The Secretary is also ultimately responsible for the creation of any + society apparel such as hoodies, although this may be delegated to others + if the Secretary feels this would be beneficial. The Social Secretary + shall be responsible for booking venues (Other than STMU related venues + and Hackathon related venues) for and running the societies + offcial events. + \item The Year Representatives shall be responsible for communicating to + and promoting the society to students in their year. + \item The Hack Secretary shall be responsible for organising and assembling + an organisation team/SIG for any hackathons the committee wishes to run. + \item The Technical Secretary shall be responsible for maintaining any servers + and services that the society is running for both the committee and members. + The Tech Sec will also be responsible for any technical setups for society events. + \end{enumerate} + + It is important to note that the above are suggestions to what those elected + to the positions should be responsible, not absolute rules. Delegation is + encouraged and necessary, but those in the relevant positions should take + responsibility for delegating the tasks and making sure they get done. + + \item Non elected positions on the committee are as follows:- + \begin{enumerate} + \item To ensure cooperation between the School of Informatics and CompSoc, + the school-representatives for the school of informatics automatically + have a place and vote on the committee. It is entirely up to + the representative to what degree he or she wants to participate in + the committee. + \item The leaders of the Special Interest Groups have a place and vote on + the committee (see below, ”Special Interest Groups”) + \end{enumerate} + + \item The committee may find it helpful to appoint members to additional positions + on the committee after the elections. These must be co-opted onto the committee by a two + third majority of the current committee. + +\end{enumerate} +% End section 'The Committee' + + +\newpage{} +\section{Special Interest Groups (SIGs)} + +\begin{enumerate} + + \item Any member of CompSoc may, and is encouraged to, start a special interest + group pertaining to any common interest the members may have. + What follows are guidelines on the rights and rules regarding SIGs. + + \item When forming a new SIG a request should be handed in to the committee + outlining the main goals and purpose of the SIG. + + \item The following points will be considered by the committee when processing + the application of a new SIG:- + \begin{enumerate} + \item The SIG should have a clearly defined goal, purpose or other reason + for existence deemed appropriate by the committee. + \item The SIG should have at least 4 members. In extraordinary circumstances + this can be overruled by the vote of 2/3 of the committee. + \item The SIG should have current CompSoc-member as a leader. The + leader shall be responsible for running the group and reporting back + to the Vice President and the CompSoc committee. It is encouraged + that the selection of a leader should be done democratically within the + group. + \end{enumerate} + + \item New SIGs must be approved by two thirds of the committee. + + \item Once an SIG is accepted:- + \begin{enumerate} + \item The leader of any accepted SIG will automatically have a seat and a + vote on the CompSoc committee. + \item is entirely up to the SIG how it wants to handle signing up members, + arranging meetings or other matters pertaining to the general + administration of the SIG. + \item The SIG has the right to receive support from the committee within + reason, including but not limited to financial support, creation of + advertising materials and free promotion on the CompSoc website, + newsletter and Facebook-group. Requests for such support should + be given in writing to the committee. + \item The leader of an SIG should continuously keep the committee informed + of the activities of the SIG. + \end{enumerate} + + + \item If the committee feels an SIG’s activities has become incompatible with + the interests and aims of the society, the committee may, by a two third + majority, decide to dis-associate CompSoc from the SIG. + + \subsection{Leadership of SIGs} + + \item The choice of a leader should be entirely up the SIG. If a major dispute + about leadership of an SIG is brought to the attention of the committee, a + member of the committee will temporarily act as a leader for the SIG and + attempt to find a solution. If no agreement is made within a reasonable + amount of time the committee may choose to appoint a leader, or decide + to dis-credit the SIG. + + \item When an SIG gets a new leader the change in leadership should be reported + to the committee by the old leader. + + \subsection{Special Cases} + + \item Note that the above are guidelines which should be followed in the general + case. In some instances it will be impractical for an SIG to follow the + above rules. This may include external groups or clubs with a university + division that wishes to associate itself with CompSoc or on-campus groups + associated with larger tech-companies. In these cases it will be entirely + at the committee’s discretion how the relationship between the SIG and + CompSoc will work. The SIG will still require a two third majority of the + committee to be approved. + +\end{enumerate} +% End section 'Special Interest Groups' + + + + + +\newpage{} +\section{AGM} + +\begin{enumerate} + + \item Before the AGM the committee shall provide a document which outlines + the activities and events which took place since the last AGM. This document + should give members attending the AGM an insight into the activities + of the society and give the new committee a guide to what they + should go on to do in their term. + + \item All members shall be entitled to stand and to vote in elections + + \item All members must receive at least 14 days written notification of the annual + general meeting and of elections not held at the AGM. + + \item The society shall also inform the EUSA Societies’ Office of the date, time and + place of the society’s AGM. + + \item The AGM of the society must take place between week 7 and week 11 of + semester 2. + + \item The quorum of a general meeting shall be 10\% of the current membership + unless:- + \begin{enumerate} + \item The number of members is less than 50, in which case the quorum + shall be 5 members + \item The number of members exceeds 200 in which case the quorum shall + be 20 members. + \end{enumerate} + + \item Votes shall be cast by the raising of hands, unless any member requests + otherwise, in which case votes shall be cast by secret ballot. + + \item New Office Bearers must be assigned to the Society Profile immediately + upon election + + \item The following shall be the procedure for amending the constitution:- + \begin{enumerate} + \item The committee must make the amended constitution available to + society members no later than 14 days prior to a general meeting. + \item Suggested changes to an amended constitution must be submitted to + the committee no later than two days prior to the general meeting. + \item A vote on the suggested amendment to the constitution shall be + made. If it fails to pass a vote on a per-clause basis may be made + subject to the discression of the committee and compatibility with the + other clauses in the constitution. + \item Changes to an amended constitution will be presented at the general + meeting and will be voted upon. Changes to an amended constitution + must be passed by a two third majority. After all changes have been + voted on, the amended constitution with the passed changes will be + voted on. + \item The amended constitution must be passed with a two third majority + at the general meeting. + \end{enumerate} + + \item When elections are held there will always be an option to re-open nominations. + This option will be presented as an additional candidate, “Ron”. + If Ron gets the greatest amount of votes the position will be kept open + and an EGM shall be called by the committee to fill the position. There + will not be a “Ron” candidate for the positions of President, Secretary, + Treasurer. Nominations may be made at the AGM, subject to the nominee's + consent. + + \item If no nominations are received for any of President, Secretary or Treasurer, + the incumbent committee shall call an EGM within 4 weeks. If all 3 + positions are not filled following an EGM, the incumbent committee shall + inform EUSA that the society has become defunct. Anybody can reform + the society by contacting EUSA, however this must be done within 3 years + or all society assets will be lost. + +\end{enumerate} +% End section 'AGM' + + + + + +\newpage{} +\section{EGM} + +\begin{enumerate} + + \item An EGM can be called in the following ways:- + \begin {enumerate} + \item The resignation of any elected committee-member will trigger an + EGM at the earliest opportunity unless an AGM is held within 4 + weeks. + \item A quorate committee may vote, by simple majority, to hold an EGM + on constitutional amendments. + \item A quorate committee may vote, by two thirds majority, to hold an + EGM to re-elect a committee member. This member would be entitled + to run again for the same position and if re-elected could not be + removed from the position by another EGM until an AGM is held. + \item Any member of the society may bring about an EGM to amend the + constitution or replace an elected member/members of the committee + by collecting signatures of at least a third of the society, with a + minimum of 30 members. + \end{enumerate} + + \item The committee shall decide on a date for an EGM which must be within + 4 weeks of it being called for. If an EGM is called for outside of term-time + the committee must decide on a date within 4 weeks of the start of term. + + \item All members must receive at least 14 days written notification of an EGM. + An e-mail suffices as a written notification. + + \item An EGM can be called with the purpose of either amending the constitution + or re-electing a committee member. + + \item The quorum of a general meeting shall be the same as that for an AGM. + + \item The administrative running of an EGM shall be identical to that of an AGM. + +\end{enumerate} +% End section 'EGM' + + + + + +\newpage{} +\section{Committee Meetings} + +\begin{enumerate} + + \item The committee shall meet at least once every 14 days in term-time. + + \item The quorum of a committee meeting shall be 75\% of the members of the + committee with at least two of the president, treasurer and secretary. + + \item As a general rule the meetings shall also be open to any members who wish + to discuss an item on the agenda with the committee or raise any other + issue. However, if for any reason any member of the committee wants a + meeting to be restricted to the committee only, a request should be made + to the Secretary and the Secretary in concurrence with the President can + restrict the meeting to committee members only + + \item The minutes of a committee meeting must be made available to members + of the society within a week of the meeting being held. + +\end{enumerate} +% End section 'Committee Meetings' + + + + +\section{Signatures} + +\begin{enumerate} + \item The acting executive committee shall sign one or more paper copies of the constitution + to show agreement with the above terms: +\end{enumerate} + +% Signatures +% --- +\vspace{2cm} +\SignatureAndDate{President} +\vspace{2cm} +\SignatureAndDate{Secretary} +\vspace{2cm} +\SignatureAndDate{Treasurer} + + +\end{document}