Name
The name of the organisation shall be The Fitzwilliam College Junior
Combination Room, hereafter referred to as the JCR.
Objects
The JCR shall exist:
- to represent the views of the JCR members to the College authorities and any other body on matters concerning the interests and welfare of the JCR members.
- to provide amenities and entertainment for its members.
- to advance the education of its members.
- to administer and allocate funds made available to its members in their capacity as students, or as required by the JCR on behalf of its members in accordance with the objectives of the JCR.
Members
JCR Committee
1. The JCR Committee will consist of the following:
- President / Co-Presidents
- Vice President
- Treasurer
- Secretary
- Social Media Officer
- Ents Officer (x3)
- Male and Non-Binary Welfare Officer
- Female and Non-Binary Welfare Officer
- Target and access Officer
- Academic Affairs Officer
- Environmental Officer
- Charities Officer
- Accommodation and Services Officers
- BME Officer (x2)
- Women’s Officer
- Trans and Non-Binary Officer
- International Officer
- Disability and Mental Illness Officer
- Class Act Officer
- LGBTQ+ Officer
- Website and Technology Office
2. The JCR
committee can choose to appoint “appointees” as and when required.
3. The duties of the President shall be:
- To promote the proper functioning of the Committee and ensure good
governance of the JCR as a whole. - To represent the policies, decisions and interests of the JCR on behalf of the
Committee, and the JCR members to the College committees, the students and
to any other body which they deems appropriate. - To chair JCR Committee meetings and any Open meetings.
- To adjudicate in all matters pertaining to JCR activities not covered by these
Standing Orders. - To conduct JCR elections in a transparent and democratic manner.
The duties of the Vice-President shall be:
- To replace the President and fulfil the President’s duties and
responsibilities during any period of incapacity or absence by the
President. - To replace the President upon their resignation with immediate effect.
3. To assist the President in all matters arising from the President’s duties and
responsibilities. - To chair JCR Committee meetings in the event of incapacity or absence by the
President. - To attend the General Purposes Committee and Governing Body, along with
the President. - To act as the CUSU External Officer for the College when eligible to do so.
- To work with the Ents officer to organise the College family system.
5. The duties of the Treasurer shall be:
- To attend meetings of the College General Purposes Committee, the JMA
Executive Trustees Committee, and Governing Body. - To be the financial administer for the JCR, as detailed in Section 8 of these
Standing Orders.
The duties of the Secretary shall be:
- To coordinate the dates and times of Committee meetings.
- To prepare the agenda for meetings in consultation with the presiding officer
and to circulate these to all JCR committee members. - To take the minutes of each meeting.
- To ensure minutes are available within four days of each meeting. Minutes
should be made public to JCR members e.g. posted on the JCR website. - To deal with all routine correspondence.
- To ensure effective communication with the student body.
- To attend the College Communications committee.
The duties of the Social Media Officer shall be:
1. To manage and maintain the JCR’s social media profiles, in an engaging
manner.
2. To run social media “takeovers”.
3. To assist the secretary in the publishing of information for students.
8. The duties of the three Ents Officer shall be:
1. To organise social activities for junior members of the College.
2. To inform JCR members of upcoming JCR events.
3. To organise the JCR handover dinner.
4. To lead on the planning for freshers week.
5. To work with the vice president to organise the college family system.
9. The duties of the two Welfare Officers shall be:
1. To promote the general welfare of all JCR Members.
2. To attend and report on any College and University committee meetings
(CUSU) pertaining to student welfare when eligible to do so.
10. The duties of the Target and Access Officer shall be:
1. To work with College on Target and Access issues and attend the Admissions
committee.
2. To promote participation amongst Junior Members in Target and Access
initiatives.
3. To maintain the alternative prospectus.
11. The duties of the Academic Affairs Officer shall be:
1. To attend the Education committee, Lecture Committee and Library
committee.
2. To nurture an academic environment with College.
12. The duties of the Environmental Officer shall be:
1. To attend the Environmental Committee.
2. To conduct and promote environmental activities in College.
13. The duties of the Charities Officer shall be:
1. To lead charitable campaigns in the name of the JCR.
2. To conduct and promote charitable activities in College.
14. The duties of the Accommodation and Services shall be:
1. Provide a direct link between the students, domestic staff and catering within
College.
15. The duties of the two BME Officer shall be:
1. To represent the views of BME students at Fitzwilliam College.
2. To support and develop campaigns related to student BME issues.
3. To raise awareness amongst students about BME issues.
16. The duties of the Women’s Officer shall be:
1. To represent the views of Female students at Fitzwilliam College.
2. To support and develop campaigns related to issues faced by Female students.
3. To raise awareness amongst students about issues faced by Female students.
17. The duties of the Trans and Non-Binary Officer shall be:
1. To represent the views of Trans and Non-Binary Students at Fitzwilliam
College.
2. To support and develop campaigns related to issues faced by Trans and NonBinary Students.
3. To raise awareness amongst students about issues faced by Trans and NonBinary Students.
18. The duties of the International Officer shall be:
1. To represent the views of International students at Fitzwilliam College.
2. To support and develop campaigns related to issues faced by International
students.
3. To raise awareness amongst students about issues faced by International
students.
19. The duties of the Disability and Mental Illness Officer shall be:
1. To represent the views of Disabled students and students experiencing Mental
Illness at Fitzwilliam College.
2. To support and develop campaigns related to issues faced by Disabled
students and students experiencing Mental Illness.
3. To raise awareness amongst students about issues faced by Disabled students
and students experiencing Mental Illness.
20. The duties of the Class Act Officer shall be:
1. To represent the views of students from a “Class Act” Background at
Fitzwilliam College.
2. To support and develop campaigns related to issues faced by students from a
“Class Act” Background.
3. To raise awareness amongst students about issues faced by students from a
“Class Act” Background.
21. The duties of the LGBTQ+ Officer shall be:
1. To represent the views of LGBTQ+ Students at Fitzwilliam College.
2. To support and develop campaigns related to issues faced by LGBTQ+
Students.
3. To raise awareness amongst students about issues faced by LGBTQ+
Students.
22. The duties of the Website and Technology Officer shall be:
1. maintain the mailing lists of the JCR.
2. maintain the website of the JCR.
3. maintain the online files of the JCR.
4. assist the JCR Committee with any technical requests.
5. assist with the administration of JCR elections and referenda.
23. All positions and a description of their roles and responsibilities will be
clearly advertised to JCR members prior to the election of Committee
members. Candidates for Liberation positions, as defined by Cambridge SU, should self-identify as a member of the community concerned.
Meetings
- If the President is absent from any meeting or is unable to represent the Committee in relation to any official function, the Vice-President shall be Acting President until the President returns. If both the President and the Vice-President are absent, the Secretary shall be Acting President, failing that, the Treasurer shall be Acting President. In this event, an Acting Secretary and/or an Acting Treasurer shall be appointed by a simple majority of the remaining officers of the Committee.
- JCR Committee meetings
- JCR Committee meetings will be open to members of the JCR Committee
- The JCR Committee may vote on matters arising. Each Officer will have one vote.
- In order to constitute a quorum, more than half of the JCR Committee shall be in attendance.
- Open meetings
- An Open Meeting shall be open to all members of the JCR.
- An Open Meeting of the JCR shall be held when requested
- by the Committee; or
- by a petition signed by 20 full members of the JCR, submitted to the President. The Committee shall hold the Open Meeting within two weeks of the President receiving such a petition.
- The Committee shall give to the Full Members of the JCR at least one week’s notice of any or all Open meetings. When possible, such notice should consist of e-mails sent to each Full Member of the JCR, stating the time, date and place of the meeting and the provisional agenda.
- The quorum for open meetings called by a petition shall be 20 full members of the JCR. Non-members may attend but they are not eligible to vote, and may speak only at the invitation of the President. Decisions, except for decisions on Standing Orders matters (see section 9), at all meetings shall be taken by a simple majority of those present at the meeting. In the event of a tie, the President shall have a casting vote which is to be in addition to their ordinary vote.
- Decisions taken at open meetings called by a petition shall be binding on the Committee only if the meeting is quorate.
- Motions at the Open Meeting must be proposed and seconded by full members of the JCR and shall be submitted in writing or by email to the Secretary at least three days before the meeting.
- Motions passed under section 5.c.iv shall become JCR policy unless they constitute a breach of these Standing Orders or the JMA Constitution in the majority opinion of the Committee.
- Where no JCR policy exists, the Committee shall be empowered to act on its own initiative so long as it acts within the objects of the JCR.
Resignations
- The President may resign by giving notice in writing to the Secretary.
- Any other Officer of the Committee may resign by giving notice in writing to the President.
- Any Officer of the Committee, including the President, shall be deemed to have resigned:
- if they cease to be a member of the JCR
- if directed to resign. The Officer can be directed to resign if a formal complaint is made by a Full Member and the complaint is supported by at least one other officer of the Committee, and this is supported by a resolution of an Open Meeting
- if they are away from Cambridge for any period that renders them unable to do their duties.
- Voluntary resignations by the President, Vice-President, Secretary or Treasurer shall require a period of two weeks’ notice unless otherwise previously agreed with the other Officers of the Committee.
Elections
1. Elections shall be held in order to elect officers of the Committee All full members of the JCR are entitled to vote in the elections for JCR officers.
2. The outgoing JCR President shall act as Returning Officer unless the Committee agrees to appoint someone else as Returning Officer. The Returning Officer shall conduct the election according to the provisions of this section.
3. Elections for JCR President shall take place in week 4 of Michaelmas full term
4. Elections for all other officers of the Committee shall take place in week 6 of Michaelmas Full Term.
5. A notice inviting candidates to announce an intention to stand for election shall be posted on the JMA/JCR noticeboard and on the JMA/JCR website. This notice shall state clearly the date on which the list of candidates will close and the identity and contact details of the Returning Officer. The list shall be open for not less than 7 and for not more than 14 days.
6. All candidates must confirm their intention to stand for election in writing (e.g. by note or by email) to the Returning Officer not later than 2 days after the closing of the list.
7. Any candidate may withdraw an intention to stand in writing to the Returning Officer
at any time before the opening of the poll.
8. The poll shall be held within ten days of the closing of the list and shall be by secret ballot. It shall last at least two days, including at least two weekdays.
9. Elections shall be conducted on a single transferable voting system.
10. In the event of a tie, the Returning Officer shall be consulted, who may direct that another election be held immediately between the candidates concerned.
11. The new president shall enter office on the first day of week 5 but shall be supported in the role by the outgoing president until the first day after the end of the Michaelmas Full Term in which the elections is held. They shall hold office for one year.
12. All other elected officers and committee members shall enter office on the first day after the end of the Michaelmas Full Term in which the election is held. They shall hold office for one year.
13. In the event of an interim vacancy at least seven clear days’ notice of an election shall be given. If the vacancy occurs within the last eight days of full term the election shall take place as early as possible in the following full term. All other provisions of this section that are not inconsistent with this limited period of notice shall apply to such interim arrangements.
Finance
- The financial year shall run in line with dates of office of elected members, from the day after the end of Michaelmas Term to the final day of Michaelmas Term the following year. The financial report shall cover this period.
- A budget for the year shall be drawn up by the JCR Treasurer, approved by the JCR Committee, and presented to Executive Trustees at the first meeting of Lent term.
- On approval of the budget, an agreed allowance provided from the main JMA account shall be transferred into a subsidiary JCR account. This shall rise at a minimum in line with the JMA’s annual grant from the College. Expenditure may be made for the provision of general facilities, periodicals and entertainments, and the administrative and miscellaneous costs incurred in the running of the JCR. This expenditure shall be governed by the following rules:
- Any expenditure from this account must be for the benefit of Members generally.
- No expenditure may have divisive political, social or ideological implications, as determined by a vote of the JCR Committee.
- Expenditure may not be incurred on any venture which promotes the excessive consumption of alcohol.
- Any expense over £50 must be approved by a vote of the JCR Committee.
- Signing authority on the account shall be held by the JCR Treasurer, the JCR President and the Senior Treasurer of the JMA. The JCR Treasurer and President will have a signing limit of £250. The Senior Treasurer shall be able to sign without limitation.
- The responsibility of the transfer of signatures on the JCR account shall lie with the outgoing JCR Treasurer.
- The JCR Treasurer shall keep and maintain financial records, including receipts for transactions, and prepare termly accounts and statements, in a form acceptable to the Senior Treasurer and Executive Trustees of the JMA. These shall be presented in the first meeting of the Executive Trustees of the JMA following the completed term for which they represent. An outgoing JCR Treasurer will be expected to present the final term’s account at the first meeting of the Executive Trustees in Lent Term, a meeting at which the incoming JCR Treasurer will also be in attendance. All accounts should be made publicly available to all Members within a week of being presented to the Executive Trustees.
- The outgoing JCR Treasurer shall have responsibility for passing on information and processes to the incoming JCR Treasurer.
- JCR Funds
- JCR funds shall not be used for the purpose of making donations or loans.
- The JCR is empowered to act as agent, collecting money from individual members to donate to a third party, or to organise activities to raise money for JCR funds. Such activities shall be conducted through a separate bank account (the ‘Events’ account) to ensure that the payments and receipts shall not be intermingled with normal business of the JCR.
- It is recognised that in the latter case it may be necessary to incur expenditure in advance of the receipt of income. It is permissible to use JCR funds up to a maximum of (£100) per venture for this purpose. Such a transaction shall not be deemed a loan in the sense of paragraph (a) above. However, repayment of this initial investment to the JCR shall be a first call on any funds raised.
- All officers of the JCR shall be entitled to be indemnified out of the assets of the JCR against all losses or liabilities which they may sustain or incur in the execution of their offices, and no officer shall be liable for any loss, damage or misfortune which may be incurred by the JCR; notwithstanding which, nothing in this clause shall affect their liability for any fraudulent or negligent act on their part.
Standing Orders
- These Standing Orders may be amended only by a resolution approved by two-thirds majority of Officers of the Committee and if not contested by the JMA Executive Trustees. The proposed change to the Standing Orders must be presented to the JMA Executive Trustees at least seven days prior to their next meeting.
- JCR members are allowed to propose amendments to the Standing Orders provided that such an amendment is seconded by another JCR member and must be submitted in writing, to the Secretary at least seven days before the next Committee meeting or any Open or Annual General JCR meeting and must be posted on the JCR noticeboard and website at least five days before the meeting. The changes will be accepted subject to Section 9a.
Interpretation of these Standing Orders
- These Standing Orders shall be interpreted by the Committee. In as far as it is possible to do, these Standing Orders must be read effect in a way which is compatible with the objects of the JCR contained in section 2.
- In cases of dispute the point shall be settled by the Senior Treasurer, whose decision shall be final.