diff --git a/compsoc-constitution.tex b/compsoc-constitution.tex index fff2d69..42330a8 100644 --- a/compsoc-constitution.tex +++ b/compsoc-constitution.tex @@ -8,7 +8,7 @@ \title{CompSoc Constitution} \author{The University of Edinburgh Technology Society} -\date{\today} +\date{20th March 2024} \begin{document} @@ -26,7 +26,9 @@ \newpage \input{sections/egm.tex} \newpage -\input{sections/committee-meetings.tex} +\input{sections/discord} +\newpage +\input{sections/misc} \newpage \section{Signatures} diff --git a/sections/agm.tex b/sections/agm.tex index 2911d89..d874262 100644 --- a/sections/agm.tex +++ b/sections/agm.tex @@ -1,10 +1,8 @@ -\section{AGM} +\section{Annual General Meeting (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 EUSA CompSoc 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\@. @@ -14,13 +12,17 @@ \section{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: +\item The quorum of a general meeting shall be 10\% of the current EUSA 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 Committee role votes shall be cast using an online ranked-voting system, using the ranked-pairs algorithm. + +\item Referendum votes (such as impeachment and constitution changes) shall be a majority vote (simple or two-thirds) with each voter ticking one box. + +\item If the committee has reason to suspect vote tampering, the vote may be redone. \item New Office Bearers must be assigned to the Society Profile immediately upon election. @@ -36,4 +38,6 @@ \section{AGM} \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. +\item All members of CompSoc are entitled to raise constitutional amendments at an AGM. These must be considered by the committee. + \end{enumerate} diff --git a/sections/committee-meetings.tex b/sections/committee-meetings.tex deleted file mode 100644 index 9894a78..0000000 --- a/sections/committee-meetings.tex +++ /dev/null @@ -1,13 +0,0 @@ -\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} diff --git a/sections/committee.tex b/sections/committee.tex index f5a96d3..9f10cf7 100644 --- a/sections/committee.tex +++ b/sections/committee.tex @@ -20,55 +20,162 @@ \section{The Committee} \item No person may be elected to more than one of these posts simultaneously. \item Should any of the Executive Committee resign a replacement or acting replacement will be voted in at an EGM\@. \end{itemize} +\end{enumerate} + +\newpage + +\subsection{Committee Roles} +The elected CompSoc committee shall be composed of the following roles: +\begin{enumerate} + \item President + \item Vice President + \item Secretary + \item Treasurer + \item Technical Secretary + \item Social Secretary + \item Graphic Designer + \item Equality, Diversity \& Inclusion (EDI) Representative + \item Social Media Officer + \item Academic Representatives\footnote{ 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.}: + \begin{enumerate} + \item First Year Representative\footnote{ The First Year (Freshers') Representative is a special case and will be elected at the first STMU/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 Second Year Representative + \item Third Year Representative + \item Fourth Year Representative + \item ``Old Person'' Representative + \end{enumerate} +\end{enumerate} + +\newpage -\item Elected committee positions are as follows: - \begin{enumerate} - \item The President shall be ultimately responsible for the conduct of the society. + +\subsection{Committee Duties} +All committee members shall be expected to attend weekly committee meetings and society events during the academic terms (see section 2.6). +\begin{enumerate} + \item The President shall: + \begin{itemize} + \item Have overall accountability for the successful leadership of CompSoc and chair committee and General Meetings. + \item Serve as the key liaison with the School of Informatics and EUSA, including verifying the submission of all required documentation. + \end{itemize} + \item The Secretary shall: + \begin{itemize} + \item Manage official CompSoc correspondence and communications on behalf of the committee. + \item Prepare agendas and keep detailed minutes for all committee meetings, AGMs and EGMs. + \end{itemize} + \item The Treasurer shall: + \begin{itemize} + \item Oversee the CompSoc banking account and maintain detailed financial records for annual reporting and auditing. + \item Prepare and deliver current year financial reports. + \end{itemize} + \item The Vice President shall: + \begin{itemize} + \item Support the President in overseeing all CompSoc operations, stepping in to lead meetings or events in their absence. + \item Manage relationships with the SIG leaders and support their activities. + \item Coordinate speaker booking and venue logistics for tech meetups (STMUs). + \end{itemize} + \item The Technical Secretary shall: + \begin{itemize} + \item Administer CompSoc's technical infrastructure including website, servers, and digital platforms/tools. + \item Advise on and implement appropriate technology solutions to support CompSoc operations and events. + \end{itemize} + \item The Social Secretary shall: + \begin{itemize} + \item Plan and execute all CompSoc social events including venue booking, catering, entertainment, promotion and on-the-day logistics (excluding STMUs). + \end{itemize} + \item The Graphic Designer shall: + \begin{itemize} + \item Create compelling visual designs for event promotion, social media, merchandise and other CompSoc media. + \item Ensure CompSoc's brand and visual identity stays professional and consistent across all applications. + \end{itemize} + \item The Equality, Diversity and Inclusion (EDI) Representative shall: \begin{itemize} - \item The President will chair the General Committee and EGMs. - \item The President is responsible to the AGM and the General Committee and is ultimately responsible for the conduct of the Society. - \item It is the President's responsibility to ensure the Society has submitted their annual report, risk assessment and reregistration forms to the Activities Office. + \item Proactively work to ensure CompSoc events and communications are welcoming and inclusive to students of all backgrounds. + \item Serve as a confidential point of contact for members to discuss any issues of discrimination, harassment or exclusionary behavior. + \item Plan and implement initiatives to broaden the diversity of CompSoc membership. \end{itemize} - \item The Secretary shall be responsible to the President for the administration of the society. + \item The Social Media Officer shall: \begin{itemize} - \item The Secretary shall be responsible for the administration of the society. - \item The Secretary shall also be responsible for any correspondence within or on behalf of the Society and prepare the agendas and the minutes of every committee meeting, AGM and EGM\@. + \item Manage CompSoc's social media channels and digital marketing presence to engage members and promote events/activities. + \item Monitor social media insights and analytics to optimize CompSoc's online member engagement. \end{itemize} - \item The Treasurer shall be responsible to the President for the finances of the society. + \item The Academic Year Representatives (First Year, Second Year, Third Year, Fourth Year, ``Old Person'') shall: \begin{itemize} - \item The Treasurer shall be accountable to the committee and members for the finances of the society. - \item The Treasurer shall keep and prepare Accounts of the Society and provide a provisional budget, as exhaustive as possible, to be presented at the AGM\@. - \item It is the Treasurer's responsibility to ensure the annual financial report is complete and submitted along with the society's annual report. + \item Represent the specific interests and needs of their respective academic year-group within CompSoc. + \item Proactively promote CompSoc membership and engage their cohort peers to boost event attendance. + \item Gather feedback and ideas from their cohort to inform future CompSoc offerings. \end{itemize} - \item Other elected positions on the committee may be Vice President, Hack Secretary, Social Secretary, Technical Secretary, Second Year Representative, Third Year Representative, Fourth Year Representative and Graphic Designer. - \end{enumerate} +\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. +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 The First Year (Freshers') 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. +\subsection{Handover and Training} +\begin{enumerate} + \item Following the AGM election, outgoing committee members shall be responsible for the effective handover of all records, account access and assets to their incoming counterpart. + \item Incoming committee members shall be responsible for completing all required EUSA officer training prior to commencing their role. +\end{enumerate} -\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 official 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. - \item The Graphic Designer shall be responsible for the creation of art, logos, and other designs required by the society for events, merchandise and other promotional material. - \item The EDI (equality, diversity and inclusion) Officer shall be responsible for ensuring that the society is inclusive and welcoming to all students, and that the society is accessible to all students. - \end{enumerate} +\subsection{Non-Elected Committee Roles} +\begin{enumerate} + \item SIG representatives (SIG leader or designated proxy) are part of the committee and may vote on any committee votes, but their presence or absence does not count towards the quorum quota. + \item The CompSoc committee may from time-to-time invite non-elected individuals to join the committee in an advisory capacity for their specific expertise. + \item Such non-elected roles may be added by a two-thirds majority vote of the current elected committee, and may carry any voting rights. If voting rights are granted, the vote would not count towards the quorum quota. +\end{enumerate} +\vfill - 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. +\subsection{Committee Meetings} -\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 convenors for the School of Informatics automatically have a place and vote on the committee, to vote on behalf of the school. It is entirely up to the representative to what degree they wish to participate in the committee. - \item The leaders of the Special Interest Groups have a place and vote on the committee (see below, \enquote{Special Interest Groups}). - \end{enumerate} +\subsubsection{Meeting Frequency} +The CompSoc committee shall meet at least every two weeks during the academic term to ensure the smooth running of the society. -\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. +\subsubsection{Meeting Agenda} +\begin{enumerate} + \item By default, committee meetings shall be open to the wider CompSoc membership to attend as observers, unless otherwise specified. + \item The committee may vote at the start of the meeting (simple majority) to hold a closed-door session for the discussion of sensitive or confidential matters as appropriate. +\end{enumerate} -\item In the event of ambiguity or contradiction within this constitution, a quorate committee may vote, by simple majority, to settle any disputes. +\subsubsection{Quorum and Voting} +\begin{enumerate} + \item Quorum for a committee meeting shall require a minimum of 75\% of elected CompSoc committee roles to be present (see 2.1 for all the roles that are counted), including at least 2 of the 3 executive officers. + \item Committee members may designate a proxy to vote on their behalf by notifying the Secretary in writing prior to the meeting. + \item Major permanent decisions require a 2/3 majority vote of a quorate committee. These decisions include constitution changes, creation and dissolution of SIGs, and any decisions that are deemed irreversible or highly sensitive in nature. + \item Simple decisions do not require a vote, unless there is expressed opposition from members of CompSoc, in which case a two-thirds majority quorate committee vote is required. + \item In the event of ambiguity or contradiction within this constitution, a quorate committee may vote, by simple majority, to settle any disputes. +\end{enumerate} +\subsubsection{Meeting Records} +\begin{enumerate} + \item The Secretary (or a designated minute-taker in their absence) shall take comprehensive minutes at each committee meeting, which shall be circulated to the full committee for review within 48 hours. + \item A redacted version of the minutes, removing any sensitive/confidential items, shall be posted publicly on the CompSoc website within 7 days of the meeting. \end{enumerate} + +\subsection{Penalties on Committee Members} +\subsubsection{Absence Without Leave} +\begin{enumerate} +\item If a committee member is deemed to be absent for more than 4 consecutive weeks, the committee may vote by two-thirds majority to suspend their voting rights (and remove them from the quorum minimum quota) until they resume active participation. +\item If a committee member remains absent without explanation for more than 8 consecutive weeks, the committee may vote by two-thirds majority to permanently remove them from their role and trigger a by-election at the next EGM. +\end{enumerate} + +\subsubsection{Failure to Perform Duties} +\begin{enumerate} +\item If a committee member consistently fails to fulfill the responsibilities of their role as outlined in section 2.2, any of the executive officers may vote to issue them a formal written warning. +\item If the committee member's performance does not improve within 4 weeks of the written warning and provides no explanation of their performance, the committee may vote by two-thirds majority to permanently remove them from their role and trigger a by-election at the next EGM. +\end{enumerate} + +\subsection{Impeachment of Committee Members} +\subsubsection{Impeachment Trigger} +A committee member may be removed from their role through an impeachment process initiated by one of the following: +\begin{enumerate} +\item A motion signed by at least 15 current CompSoc student members detailing the reasons for impeachment. This must be followed by a discussion with the representative(s) of the motion and a two-thirds majority vote of the current CompSoc committee. +\item A motion passed by a two-thirds majority of the current CompSoc committee. +\item A formal written request from the Head of Student Services at the School of Informatics detailing the reasons for impeachment. +\end{enumerate} + +\subsubsection{Impeachment Process} +\begin{enumerate} +\item Upon an impeachment motion being raised, an EGM must be called within 14 days during term time (see section 5). +\item The committee member facing impeachment must be notified in writing of the motion and given at least 7 days to prepare a defense. +\item At the EGM, the impeachment motion shall be presented, along with a statement from the committee member facing impeachment if they choose to provide one. +\item Following questions and debate by the EGM attendees, a vote shall be held on the impeachment motion, requiring a two-thirds majority to pass. +\item If the impeachment motion passes, the committee member shall be immediately removed from their role and a by-election triggered to fill the vacancy. +\item If the impeachment motion fails, no further impeachment proceedings may be brought against that committee member until the following semester, unless substantial new evidence emerges. +\end{enumerate} \ No newline at end of file diff --git a/sections/discord.tex b/sections/discord.tex new file mode 100644 index 0000000..c448722 --- /dev/null +++ b/sections/discord.tex @@ -0,0 +1,47 @@ + + +\section{CompSoc Discord Server} +\subsection{Purpose and Membership} +\begin{enumerate} + \item The CompSoc Discord server shall serve as an online platform for CompSoc members to communicate, collaborate, and socialize. + \item All CompSoc members shall be eligible to join the Discord server, subject to agreeing to the server's code of conduct and rules. +\end{enumerate} + +\subsection{Discord Moderation Team} +\begin{enumerate} + \item The CompSoc Discord server shall have a dedicated moderation team consisting of both current CompSoc committee members and non-committee members (hereinafter referred to as "community moderators"). + \item Community moderators are added as provision intended to provide a system of checks and balances, ensuring that the Discord server remains a safe and welcoming space for all members, even in the event of a malicious committee. + \item The moderation team shall be responsible for enforcing the server's code of conduct, maintaining a safe and inclusive environment, and ensuring the smooth operation of the server. + \item The moderation team shall have two levels of access: + \begin{itemize} + \item Level 1 moderators shall have basic moderation powers, such as removing spam and issuing warnings. + \item Level 2 moderators shall have additional powers, including server administration and the ability to ban or timeout users. + \end{itemize} + \item The CompSoc committee shall appoint a minimum of 3 committee members to the moderation team. + \item The moderation team shall also include a minimum of 3 community moderators. +\end{enumerate} + +\subsection{Moderator Appointment and Removal} +\begin{enumerate} + \item The appointment of new moderators shall require the approval of both the CompSoc committee and the current moderation team, with a majority vote in favor from each group. + \item The quantity of moderators from both the CompSoc committee and the community should not differ by more than one. + \item Moderators may be removed from the team if they are inactive for an extended period (e.g., no posts or moderation actions within a month) or if they misuse their moderation powers. + \item The removal of moderators shall require the approval of both the CompSoc committee and the current moderation team (excluding the moderator being removed), with a two-thirds majority vote in favor from each group. + \item Moderators who are removed may be reinstated at a later time if they wish to return and are approved by both the committee and moderation team. +\end{enumerate} + +\subsection{Moderation Guidelines and Consequences} +\begin{enumerate} + \item The moderation team shall establish and maintain clear guidelines for server conduct and moderation practices, which shall be publicly available to all server members. + \item Moderators who misuse their powers or violate the moderation guidelines shall be subject to consequences, such as temporary suspension or permanent removal from the moderation team. + \item The moderation team shall implement a strike system for moderator misconduct, with three strikes resulting in permanent removal from the team. + \item Community moderators should refrain from interfering with committee matters unless deemed necessary. +\end{enumerate} + +\subsection{Protected Channels} +\begin{enumerate} + \item The CompSoc Discord server shall have designated protected channels for discussions related to sensitive topics or marginalized communities. + \item Access to protected channels shall be granted through a separate vetting process determined by the moderation team and the relevant community members. + \item Protected channels shall have their own dedicated moderators, who may or may not be part of the main CompSoc Discord moderation team. + \item The CompSoc committee shall not have automatic access to protected channels, unless they are vetted and approved by the relevant community. +\end{enumerate} \ No newline at end of file diff --git a/sections/egm.tex b/sections/egm.tex index dbc6fc9..34673a9 100644 --- a/sections/egm.tex +++ b/sections/egm.tex @@ -1,4 +1,4 @@ -\section{EGM} +\section{Emergency General Meeting (EGM)} \begin{enumerate} \item An EGM can be called in the following ways: diff --git a/sections/general.tex b/sections/general.tex index 32cc1ad..52badc6 100644 --- a/sections/general.tex +++ b/sections/general.tex @@ -2,23 +2,27 @@ \section{General} The name of the Society shall be \enquote{CompSoc} or \enquote{The University of Edinburgh Technology Society}. -\begin{enumerate} +\subsection{Aims} -\item The aims of the Society shall be as follows: - \begin{itemize} +The aims of the Society shall be as follows: + +\begin{enumerate} \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. + \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} +\end{enumerate} + + +\subsection{Benefits} -\item The benefits of the Society can be: +The benefits of the Society can be: \begin{itemize} \item Free Pizza \item Free freebies @@ -27,51 +31,69 @@ \section{General} \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. +\subsection{EUSA Compliance} -\item Membership shall be at least 75\% matriculated students of Edinburgh University. - -\item Full membership lists should be filed with the Activities Office at least once per semester to ensure membership databases are up to date. +\begin{enumerate} + \item The society shall abide by any applicable laws, bylaws and guidelines of the Edinburgh University Students' Association in relation to recognised societies. -\item If any dispute of membership should arise, the list registered through EUSA's database will be used as the official list. + \item Re-registration of the society must be submitted prior to re-registration deadline set by EUSA\@. -\item All members who are not matriculated students of a University shall pay at least twice the annual subscription. + \item EUSA considers the ruling society constitution to be that which is displayed on the Society Profile. +\end{enumerate} -\item The society's bank account must have the President, Secretary, and Treasurer added as signatories. +\subsection{Membership} -\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. +\begin{enumerate} + \item Membership shall be open to all matriculated students of the University of Edinburgh. + + \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 Full membership lists should be filed with the Activities Office at least once per semester to ensure membership databases are up to date. + + \item If any dispute of membership should arise, the list registered through EUSA's database will be used as the official list. + + \item All matriculated students of the School of Informatics are automatically members of CompSoc. + + \item All participants of CompSoc events are considered to be CompSoc members, to which full membership rules apply. +\end{enumerate} -\item The society has ensured and will continue to ensure that it complies with any relevant data protection legislation. +\subsection{Finances} -\item EUSA considers the ruling society constitution to be that which is displayed on the Society Profile. +\begin{enumerate} + \item All society bank accounts must have the President, Secretary, and Treasurer added as signatories. -\item Re-registration of the society must be submitted prior to re-registration deadline set by EUSA\@. + \item The financial year shall run from 1st April to 31st March. + + \item The society shall be non-profit making. The Office Bearers and members may only receive payment, direct or indirect, as reimbursement for legitimate expenses. + +\end{enumerate} -\item The financial year shall run from 1st April to 31st March. -\item The society shall be non-profit making. The Office Bearers and members may only receive payment, direct or indirect, as reimbursement for legitimate expenses. +\subsection{Privacy, Equality, and Accessibility} -\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 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 may not register to obtain any legal status, including a limited company or a charitable status. + \item The society has ensured and will continue to ensure that it complies with any relevant data protection legislation. -\item The Students' Association has a Zero Tolerance policy for sexual harassment and violence. This means that any case of sexual harassment or violence will be escalated to the final disciplinary stage (removal). Appeals will go through the formal complaints process of the Students' Association. + \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. -\item The Students' Association understands harassment to include all forms, whether expressed orally, in writing, or on any cyber or digital platform. + \item The Students' Association has a Zero Tolerance policy for sexual harassment and violence. This means that any case of sexual harassment or violence will be escalated to the final disciplinary stage (removal). Appeals will go through the formal complaints process of the Students' Association. -\item The Committee may impose sanctions for misconduct on members, based on verifiable evidence collected, taking into account the seriousness of the misconduct with reference to the membership responsibilities and standard code of conduct, any previous warnings, and any mitigating circumstances. When appropriate the following sanctions may be applied: - \begin{enumerate} - \item Informal Warning; - \item First Written Warnings will be issued for a minor offence or complaint; - \item Final Written Warnings will be issued for: a further offence or complaint or if the conduct of the member failed to improve following a previous warning, or if the actions are serious enough to warrant a Final Written Warning. - \item Removal from membership will occur if there is a further serious event of misconduct, or if the conduct of the member failed to improve following a previous written warning, or if the member committed an act of gross misconduct. Examples of gross misconduct include but are not limited to discrimination, sexual harrassment, and any form of violence. The committee may proceed to removal of membership in cases of gross misconduct without having to go through warnings. - \item EUSA's Societies department will be notified upon removal of a member and provided with a copy of the evidence pertaining to the sanctions process and removal. All persons removed from membership may appeal to the Societies' department against such removal. - \end{enumerate} + \item The Students' Association understands harassment to include all forms, whether expressed orally, in writing, or on any cyber or digital platform. + + \item The Committee may impose sanctions for misconduct on members, based on verifiable evidence collected, taking into account the seriousness of the misconduct with reference to the membership responsibilities and standard code of conduct, any previous warnings, and any mitigating circumstances. When appropriate the following sanctions may be applied: + \begin{enumerate} + \item Informal Warning; + \item First Written Warnings will be issued for a minor offence or complaint; + \item Final Written Warnings will be issued for: a further offence or complaint or if the conduct of the member failed to improve following a previous warning, or if the actions are serious enough to warrant a Final Written Warning. + \item Removal from membership will occur if there is a further serious event of misconduct, or if the conduct of the member failed to improve following a previous written warning, or if the member committed an act of gross misconduct. Examples of gross misconduct include but are not limited to discrimination, sexual harrassment, and any form of violence. The committee may proceed to removal of membership in cases of gross misconduct without having to go through warnings. + \item EUSA's Societies department will be notified upon removal of a member and provided with a copy of the evidence pertaining to the sanctions process and removal. All persons removed from membership may appeal to the Societies' department against such removal. + \end{enumerate} +\end{enumerate} -\item The society shall remain \enquote{Most Excellent}. +\subsection{Excellence} +The society shall remain \enquote{Most Excellent}. -\end{enumerate} diff --git a/sections/misc.tex b/sections/misc.tex new file mode 100644 index 0000000..de41ca0 --- /dev/null +++ b/sections/misc.tex @@ -0,0 +1,27 @@ +\section{Miscellaneous Provisions} +\subsection{Ethical Compliance} +CompSoc shall not engage in or endorse any activities which may bring the Society or University into legal or ethical disrepute, including but not limited to: +\begin{enumerate} + \item Discrimination, bullying or harassment of individuals or groups + \item Fraud, bribery, embezzlement or other financial malfeasance + \item Violation of intellectual property rights + \item Unauthorized hacking or other malicious technical activities + \item Libel, slander, hate speech or other defamatory conduct +\end{enumerate} + +\subsection{Dispute Resolution} +\begin{enumerate} + \item The CompSoc committee shall serve as the first point of contact for the good-faith resolution of all member disputes and grievances. + \item If the committee is unable to neutrally adjudicate a dispute, the matter shall be escalated to the EUSA Societies team for mediation. + \item Only after exhausting the above internal resolution options may a CompSoc member pursue external legal action against the society or its officers. +\end{enumerate} + +\subsection{Dissolution Provisions} +\begin{enumerate} + \item A motion to dissolve CompSoc and distribute its assets may only be passed by a two-thirds majority vote at an AGM or EGM, provided the membership has been given 14 days advance notice of this agenda item. + \item Upon dissolution, any residual CompSoc funds and assets shall be transferred to the School of Informatics or another appropriate Informatics-related student initiative as determined by the committee. + \item The outgoing CompSoc President and Treasurer shall be responsible for the orderly winding-down of the society and closure or transfer of all banking accounts and assets within 60 days of dissolution. +\end{enumerate} + +\subsection{Recognition of Governing Documents} +This constitution has been duly approved by the CompSoc membership as the binding authority governing the society's operations and conduct. The document shall be reviewed and re-ratified each academic year at the AGM, with the authoritative version displayed publicly on the official CompSoc website. \ No newline at end of file diff --git a/sections/sigs.tex b/sections/sigs.tex index 26e4b4d..20e8a49 100644 --- a/sections/sigs.tex +++ b/sections/sigs.tex @@ -1,49 +1,70 @@ \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\@. +\subsection{Purpose} +Special Interest Groups (SIGs) shall exist as an extension of CompSoc, functioning as mini-societies that answer to CompSoc, enabling members of CompSoc to pursue their specialised interests within computer science. -\item The current special interest groups include: - \begin{itemize} - \item SIGWeb: Web Development - \item HackSIG\@: Hackathons - \item SIGINT\@: Cyber Security Group - \item SIGnet: Computer Networking - \item GameDevSig: Game Development - \end{itemize} +\subsection{Recognised SIGs} +The list of currrently active CompSoc SIGs shall be clearly listed on the official society website. -\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 10 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 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 elected committee. +\subsection{Creation of SIGs} +To form a new SIG, CompSoc members must present a written proposal to the CompSoc committee detailing: +\begin{enumerate} + \item The clear mission, scope and purpose of the new SIG's activities and how they align to CompSoc's objectives. + \item The names of at least 10 current CompSoc members who have expressed commitment to actively participate in the SIG if approved. + \item The name of the inaugural SIG leader, who must be a current CompSoc member. It is encouraged that this leader be democratically selected by prospective SIG members. + \item The formation of a new SIG must be approved by a two-thirds majority vote of the current CompSoc committee. + \item In extraordinary cases only, the committee may vote to override the 10 active member minimum rule for a proposed SIG, but reasoning must be documented in meeting minutes. +\end{enumerate} -\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 It 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 a SIG should continuously keep the committee informed of the activities of the SIG\@. - \end{enumerate} +\subsection{SIG Benefits and Expectations} +\begin{enumerate} + \item SIGs must have leaders. SIG leaders must be EUSA members of CompSoc. + \item Each SIG shall have full autonomy over their own member recruiting, operations, meeting cadence, and all other matters of self-governance, as long as it is with accordance with CompSoc's and EUSA's guidelines. + \item Approved SIGs shall be eligible to request financial support from the CompSoc budget and other non-monetary assistance from the committee. SIG leaders must provide written funding proposals to the committee including the purpose and amount requested. + \item SIG leaders shall be expected to keep the CompSoc committee well-informed of key SIG activities, metrics and outcomes. +\end{enumerate} -\item At the discretion of the executive committee, once a particular SIG has ran enough events, the SIG may be included in the constitution. +\subsection{SIG Governance and Handover} +\begin{enumerate} + \item If concerns are raised about SIG leadership that cannot be internally resolved, the CompSoc committee shall mediate a resolution process and may appoint an interim leader if needed to restore SIG function. + \item If a SIG leader steps down or is replaced, it is their responsibility to inform the CompSoc Secretary and ensure a smooth handover to their successor, including all SIG materials and accounts. +\end{enumerate} -\item If the committee feels a SIG's activities has become incompatible with the interests and aims of the society, the elected committee may, by a two third majority, decide to dis-associate CompSoc from the SIG\@. +\subsection{SIG Conduct} +\begin{enumerate} + \item SIGs and their members shall be subject to the same Code of Conduct and disciplinary sanctions as core CompSoc members (see 1.6). + \item Each SIG must follow the code of conduct detailed in the \blockquote{SIG Handbook}, issued by CompSoc to every SIG leader. +\end{enumerate} - \subsection{Leadership of SIGs} +\subsection{SIG Representation in CompSoc} +\begin{enumerate} + \item Each SIG is granted one voting seat on the CompSoc committee. + \item The SIG seat must be filled by a EUSA CompSoc member of CompSoc. + \item The SIG leader is expected to fill the SIG seat, attend CompSoc meetings, and vote on the SIGs behalf. + \item If the SIG leader is unable to attend a CompSoc meeting, they shall designate a temporary representative from that SIG to the CompSoc committee to vote and be present on the SIG's behalf. +\end{enumerate} -\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\@. +\subsection{SIG Dissolution from CompSoc} +\begin{enumerate} + \item If a SIG becomes dormant or fails to meet its expectations detailed in the \blockquote{SIG Handbook}, the CompSoc committee may place it under review for 1 year and require the submission of a remediation plan to avoid dissolution. + \item The CompSoc committee shall reserve the right to dissolve a SIG by two-thirds majority vote if it remains dormant or non-compliant after a review year. + \item If a SIG decides to voluntarily dissolve, the SIG leader must present a written letter of dissolution to the CompSoc committee. The letter of dissolution also acts as a resignation from the SIG leader. A 30 day grace period will be enacted for any SIG member to submit an objection to the committee before proceeding. If no objections are raised and the CompSoc committee cannot find a successor to the SIGs committee, the committee shall be dissolved. + \item Upon a SIG's dissolution, any residual funding, assets or infrastructure must be promptly returned to CompSoc. Exceptions of this rule may be granted by the committee. +\end{enumerate} -\item When an SIG gets a new leader the change in leadership should be reported to the committee by the old leader. +\subsubsection{SIG Disassociation} +\begin{enumerate} + \item If a SIG decides to voluntarily leave CompSoc and disassociate from its activities, the SIG leader must present a written letter requesting to leave. + \item A 30 day grace period will be enacted for any SIG member to submit an objection to the committee before proceeding. + \item If no objections are raised at the end of 30 days, the SIG's relationship to CompSoc will be removed, and the SIG will be considered dissolved. +\end{enumerate} - \subsection{Special Cases} +\subsection{SIG Collaboration} +\begin{enumerate} + \item SIG leaders are encouraged to collaborate on joint events, projects and knowledge-sharing between their groups. + \item If multiple SIGs merge, or if a SIG splits into multiple subgroups, the leaders must provide written notification to the CompSoc Secretary detailing the future leadership structure and operational implications of this change for committee approval. +\end{enumerate} -\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. +\subsection{Affiliated Groups} -\end{enumerate} +The above SIG guidelines only apply internally to CompSoc's own SIGs. External groups, such as student branches of industry organisations, may seek to affiliate with CompSoc for a mutually beneficial partnership. In such cases, the CompSoc committee shall decide appropriate terms on a case-by-case basis.