International Society - University of Glasgow

Constitution

Contents:

1. Name

2. Mission Statement

3. Membership

4. Administration

5. Affiliations

6. Office Bearers and other Committee Members

7. Withdrawal of Committee Member Status and Resignation

8. Conduct of Committee Members

9. Finance

10. Committee Meetings

11. Annual General Meetings and Elections

12. Mailing list

13. Amendments to the Constituton

14. Interpretation of the Constitution

1. Name:

The organisation shall be known as “International Society - University of Glasgow” or alternatively as “International Society at the University of Glasgow” Hereafter it shall be referred to as the “ISOC” or “the society.”

2. Mission Statement:

ISOC’s main aim is to ensure a culturally diverse social network for both international and local students, while facilitating their engagement with the local culture.

ISOC recognises the needs of the increasingly growing University’s international student population and strives to provide a balanced programme of events in order to cater for its diverse cultures.

Furthermore, ISOC tries to facilitate the integration of international students and provide them with an insight into Scottish culture. In particular, these aims are pursued through the organisation of:

• Excursions across Scotland and the UK;
• A range of different social gatherings;
• Language exchange opportunities;

and any other events deemed appropriate by its members.

In addition, ISOC aims to run at least one fundraising event per academic year to the benefit of a registered charity, which will be chosen by the committee.

3. Membership:

Membership shall run for 12 months, starting in September of every year. 

Full membership shall be open to registered students of Glasgow University only. Any non-University of Glasgow students may join as Associate Members. Associate Members (non-students) shall not account for more than 20% of the total membership.

The eligibility of membership shall not be limited on the grounds of race, sex, colour, religion, sexual orientation, age, social or economic class, disability or any other grounds.

Individuals shall be eligible to join the society at any point during the academic year and all membership shall expire at the beginning of the next academic year.

The fee for membership shall be decided upon by the members at the Annual General Meeting.

The membership fee shall be waived for all members of the committee. In addition, office bearers of other groups deemed to benefit the aims and objectives of the society as laid out in Article 2, and any other members, shall have their membership fee waived at the discretion of the committee.

Only one office bearer position shall be open to non-University of Glasgow students.

4. Administration:

The society is formed of committee members (including office bearers and other committee members) and ordinary members. The administration of the society shall be the responsibility of the committee.

In matters of urgency, the president or other committee members may take decisions on behalf of the committee having sought guidance from the appropriate committee members and on the agreement of the majority of committee members.

Any committee member may resign at any time. The committee shall seek to fill any vacant positions.

The committee shall recognise that the society is under the democratic control of it’s membership and shall take into consideration any recommendations or concerns of its members.

A complete record of events shall be kept by the committee to be used for reference and to be passed on to the following year’s committee.

5. Affiliations: To be updated

ISOC may be affiliated to the Student Representative’s Council (SRC) and the Queen Margaret Union (QMU) and/or the Glasgow University Union (GUU) on an annual basis.

Affiliations to other groups and endorsement of events and initiatives organised by others are permitted at the discretion of the committee, so long as they do not infringe upon the constitution.

In particular, the society shall not hold affiliations with any political groups or causes unless deemed by the committee to be to the benefit of its members.

6. Office Bearers and other Committee Members:

The committee shall consist of:

The President

Chairs committee meetings. Oversees and holds overall responsibility for all activities of the society. Is responsible for recruiting committee members and ensuring that incoming office bearers receive an appropriate handover. S/he also ensures that the activities of the society fulfil the mission statement, aims and objectives set in the constitution.

Acts as ISOC’s main spokesperson vis-à-vis external organisations, including the University and the SRC.

S/he also indicates one or more representative/s who will chair committee meetings and act as ISOC’s spokesperson/s in his/her absence.

Finally, s/he also shares responsibility with the Treasurer for the online management of the ISOC’s bank account.

The Secretary

Is responsible for keeping minutes of committee meetings and for circulating them to committee members. S/he shall also keep an accurate and up to date record of all committee members’ contact details.

Is responsible for affiliation with the SRC and the Unions.

The Treasurer

Ensures that a complete record of all income and expenditure of the society is kept by committee members each time the cash box is used. S/he also keeps all bank statements.

Shall report monthly to the committee on the financial state of the society.

Shall present ISOC’s budget at the AGM. Advance copies of this should be sent to all committee members seven days prior to the AGM.

Is responsible for maintaining an appropriate float in the society’s cash box and shares responsibility for all bank transactions together with the President and the Secretary, and for online banking together with the President.

The Communications Officer

Is responsible for maintaining an up to date list of members and of their contact details.

Is responsible for preparing and distributing a weekly newsletter to all members.

Is responsible for the upkeep of the society’s e-mail account and reply to all e-mails.

Finally, s/he is also liaises with other committee members with regard to updating the events’ pages on the ISOC’s website and all ISOC’s social networking webpages.

The above shall be considered the ‘office bearers’ of the committee and be open to election. Membership of the committee in ordinary unelected roles shall be open to ordinary student members of the society, who unless otherwise barred shall be free to attend committee meetings. Furthermore, non student members may be adopted into the committee at the discretion of the committee, keeping in mind the goal of 80% student membership and only 1 non student office bearer as described in article 4.

The following positions shall be filled as appropriate/as needed:

The Webmaster

Shall be responsible for maintaining the society’s website and ensure that all committee members are properly briefed on how to update the information available through it.

The Publicity Officer

Shall bear overall responsibility for the design and distribution of all publicity materials such as posters and flyers.

Executive Officer

Shall assist President and/or other office bearers in carrying out their duties.

Other committee members

Any member of the society may join the committee at any time throughout the year. Members of the committee are expected to take an active role in the running of the society.

7. Withdrawal of committee member status and resignation:

If necessary, the committee can prompt the resignation of any of its members (including any of the office bearers) by a simple majority vote. In the event of a tie, the President can use his/her cast vote. Should any of the office bearers resign or be prompted to withdraw from their position at any point before the natural end of their term, an Extraordinary General Meeting shall be convened in order to elect another member to fill in for the position/s left vacant.

In the exceptional circumstance of a committee member clearly bringing detriment to ISOC, the President will have power to temporarily suspend such committee member from his/her functions until the committee will be able to take a final decision as to the status of that member.

In the case of a motion of no confidence being brought against the President, s/he will need to leave the chair of the meeting and a new chair will be elected by the committee amongst its members.

8. Conduct of committee members:

Any committee member organising an excursion will have their ticket fee waived. Generally all excursions will require the attendance of 1 committee member for every 25 society members. Such committee members will also have their fees reduced of a percentage deemed appropriate by the committee on a case by case basis.

Whilst taking part in society activities, committee members are expected to behave responsibly and to take an active part in the efficient running of the event.

There shall be at least 1 committee member on duty at every society activity, organised on a rota basis where necessary. Duties include:

• To arrive sharp before the meeting/activity commences.
• To sign up any new members, adding them to the membership list.
• To give the membership list to the Communications Officer who shall then ensure it is updated and that new members are added to the mailing list.

9. Finance:

The society shall run as a non-profit making organisation.

The finance of the International Society shall be under the direct control of the committee.

In matters of urgency, the treasurer may make financial decisions on behalf of the committee having sought guidance from the appropriate committee members.

The finances will be presented monthly at committee meetings and annually at AGMs. In the latter case the budget for the previous year will undergo a vote. The vote requires that all relevant financial information (balance, breakdown and forecast) be sent to committee members 7 days beforehand, and that it be distributed to any other participants of the AGM before the vote. The committee may vote as to whether it accepts the budget from the previous year.

The signatories of the society's bank account shall be the president, the treasurer, the secretary and any other committee member that the office bearers deem appropriate.

Signatories can be removed from the bank account provided that two thirds of the office bearers are agreed.

10. Committee Meetings:

The society shall hold regular social gatherings which all members may attend. The venue, time and day of these meetings will be decided by the Committee at the beginning of the academic year.

The committee shall in general meet once a week during term time.

The President sets the agenda for each meeting although relevant agenda items may be added by any member of the committee. Twenty-four hours received notice should be given to the president for items to be added to the agenda.

Any society member, wishing to raise an item on the agenda shall be entitled to do so. This applies to all committee meetings.

Committee members who are unable to attend a meeting must give their apologies beforehand to either the Secretary or the President.

11. Annual General Meeting and Elections:

The AGM (Annual General Meeting) shall be convened before the end of the academic year.

Any general meeting must be convened during term time.

14 days notice of a general meeting must be given to members.

The office bearers shall be elected at the AGM by a first past the post voting system for each position.

All members of the society shall be entitled to attend and vote on an issue arising, in particular the election of an office bearer. However 80% of those voting must be matriculated students.

12. Mailing list:

The Communications Officer shall maintain a completely confidential membership list.

The mailing list must not be disclosed to any organisation. The mailing list shall not be disclosed by any individual out with the committee.

13. Amendements to the Constitution:

Any part of the constitution can be amended by a vote of two thirds of those present at the Annual General Meeting or at any especially convened Extraordinary General Meeting.

14. Intrepretation of the Constitution:

If a dispute as to the interpretation of any part of this constitution arises at any point, then the issues shall be resolved by a simple majority vote.