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Merton College Bylaws As at 2021-06-21

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Merton College Bylaws As at 2021-06-21 MERTON COLLEGE BYLAWS MADE FOR THE COLLEGE BY THE GOVERNING BODY UNDER STATUTE 2.7 As amended to 21 June 2021 Chapters I. The Governing Body II. The Warden III. The Fellows IV. College Officers Part I: General Provisions Part II: Statutory Officers other than Tutors or Lecturers (in statutory order) Part III: Non-Statutory College Officers (in alphabetical order) Part IV: The Tutors and Lecturers of the College Part V: The Dean and Keeper of the Statutes V. Junior Members & Life Members VI. Administration Part I: Relating to the Buildings and Amenities of the College Part II: Administrative Offices Part III: Relating to Teaching and Research Part IV: Relating to Accommodation Part V: Financial Provisions (including Accounts, Expenditure, Expenses, Allowances, &c.) Part VI: Miscellaneous Administrative Provisions Part VII: Fixed-Term Employees (Fellows of the College) Part VIII: The Merton Nursery VII. Committees, Sub-Committees, Forums, and Panels VIII. Academic Staff IX. Non-Academic Staff X. The Common Table, The Common Room, College Dinners and Entertainment Part I: The Common Room Part II: The Common Table Part III: College Dinners and Entertainment XI. Discipline and Fitness to Study of Junior Members XI A: Academic Discipline XI B: Discipline for Serious Misconduct XI C: Failure in the First Public Examination XI D: Suspension and Fitness to Study Appendices A. Bylaw VI.1(b): Commemoration of Benefactors B. Bylaw VI.39: Policies adopted by the Governing Body 1. EJRA Policy 2012 2. Information Security a. Information Security Policy 2018 b. Data Protection Policy 2018 c. Data Protection Breach Regulations 2018 d. Mobile Device Security Regulations 2018 e. Network Acceptable Use Regulations 2018 3. Gift Acceptance Policy 2019 4. Fellowships and Associations 2021 5. Investment Policy 2019 6. Declaration of Interest and Trustee Declarations 2021 C. Bylaw VI.34: Draft Braam Bequest Bylaws D. Resolution of 21 April 2021: Retained Bylaws Relating to Junior Research Fellows and Fitzjames Research Fellows Table of Contents Chapters 1 I. THE GOVERNING BODY 10 STATED GENERAL MEETINGS 10 ADDITIONAL MEETINGS OF THE GOVERNING BODY 11 EMERGENCY MEETINGS OF THE GOVERNING BODY 11 ATTENDANCE AT MEETINGS OF THE GOVERNING BODY 11 USE OF ELECTRONIC COMMUNICATIONS 12 CONFLICTS OF INTEREST 12 BYLAWS 15 THE COLLEGE SEAL 15 MAXIMUM SIZE OF THE GOVERNING BODY 16 II. THE WARDEN 17 ELECTION OF A WARDEN 17 LEAVE OF ABSENCE AND OTHER EMPLOYMENT 19 ALLOWANCES 19 RESIGNATION 19 III. THE FELLOWS 20 ELECTION AND RE-ELECTION OF FELLOWS 20 ADMISSION OF GOVERNING BODY FELLOWS 20 PRECEDENCE OF GOVERNING BODY FELLOWS 20 OFFICIAL FELLOWS 21 PROFESSORIAL FELLOWSHIPS 21 CATEGORIES OF RESEARCH FELLOWSHIP 21 RESEARCH FELLOWSHIPS UNDER BYLAW III.6(a) 21 FITZJAMES RESEARCH FELLOWSHIPS 22 JUNIOR RESEARCH FELLOWSHIPS 22 EXTRAORDINARY FELLOWSHIPS 23 FELLOWSHIPS NOT CARRYING MEMBERSHIP OF GOVERNING BODY 23 EMERITUS FELLOWSHIPS AND SUPERNUMERARY EMERITUS FELLOWSHIPS 24 HONORARY FELLOWSHIPS 24 BODLEY FELLOWSHIPS 24 JULIA DE LACY MANN FELLOWSHIPS AND SIR HENRY SAVILE FELLOWSHIPS 25 WYLIOT FELLOWSHIPS 27 VISITING RESEARCH FELLOWSHIPS 27 CAREER DEVELOPMENT FELLOWSHIPS 28 VACATION OF FELLOWSHIPS 29 IV. COLLEGE OFFICERS 33 PART I: GENERAL PROVISIONS 33 COLLEGE OFFICERS 33 APPOINTMENT AND STIPENDS 33 PART II: STATUTORY OFFICERS OTHER THAN TUTORS OR LECTURERS 35 THE SUB-WARDEN 35 THE SENIOR TUTOR 35 THE CHAPLAIN 36 THE LIBRARIAN 37 THE BURSARS 37 THE PRINCIPAL OF THE POSTMASTERS 38 PART III: NON-STATUTORY COLLEGE OFFICERS 39 THE ACCESS ADVISERS 39 THE ARCHIVIST 39 THE COLLEGE ADVISERS ON STAFF HARASSMENT POLICY 39 THE COLLEGE DOCTOR(S) 40 THE DATA PROTECTION OFFICER 40 THE DEAN 41 THE DEAN OF GRADUATES 41 THE DEPUTY PRINCIPAL OF THE POSTMASTERS 42 THE DEVELOPMENT DIRECTOR 42 THE EQUALITY ADVISER 42 THE GARDEN MASTER 43 THE HARASSMENT ADVISERS TO JUNIOR MEMBERS 43 THE JUNIOR OR ASSOCIATE CHAPLAIN(S) 43 THE JUNIOR DEANS FOR WELFARE 44 THE KEEPER OF THE STATUTES AND BYLAWS 44 THE PREVENT OFFICER 44 THE REED RUBIN ORGANIST AND DIRECTOR OF MUSIC 45 Director of College Music 45 THE RESEARCH CONVENOR 46 THE SECRETARY TO THE HARMSWORTH TRUST 46 THE SENIOR TREASURER OF THE AMALGAMATED CLUBS 47 THE SENIOR TREASURER OF THE JUNIOR COMMON ROOM 47 THE STEWARD OF COMMON ROOM 47 THE WINE STEWARD 48 PART IV: THE TUTORS AND LECTURERS OF THE COLLEGE 49 THE TUTORS 49 APPOINTMENT AND RESIGNATION OF TUTORS 49 TUTORS’ STIPENDS AND ALLOWANCES 50 TUTORS’ TEACHING-ROOMS 50 TUTORS’ LEAVE 50 THE LECTURERS OF THE COLLEGE 53 APPOINTMENT OF LECTURERS 53 TEACHING-ROOMS 53 COMMON TABLE 53 PART V: THE DEAN AND KEEPER OF THE STATUTES 54 V. JUNIOR MEMBERS AND LIFE MEMBERS 56 JUNIOR MEMBERS OF THE COLLEGE 56 ADMISSION OF JUNIOR MEMBERS 56 ACADEMIC WORK 56 POSTMASTERSHIPS AND EXHIBITIONS 57 CHORAL SCHOLARSHIPS, CHORAL EXHIBITIONS AND ORGAN SCHOLARSHIPS 58 GRADUATE SCHOLARSHIPS 59 UNDERGRADUATE PRIZES 61 GRADUATE PRIZES AND AWARDS 62 OTHER GRANTS AND AWARDS (INCLUDING TRAVEL) 63 THE JUNIOR COMMON ROOM 64 THE MIDDLE COMMON ROOM 64 LIFE MEMBERSHIP OF THE COLLEGE 66 VI. ADMINISTRATION OF THE COLLEGE 68 PART I: RELATING TO THE BUILDINGS AND AMENITIES OF THE COLLEGE 68 PART Ia 68 THE CHAPEL 68 THE FELLOWS’ GARDEN 68 THE LIBRARY 69 PART Ib 69 ANIMALS 69 BELLS AND FLAGS 70 COLLEGE KEY 70 TRASHING 70 PART II: ADMINISTRATIVE OFFICES 71 THE ACADEMIC OFFICE 71 THE DEVELOPMENT OFFICE 71 PART III: RELATING TO TEACHING AND RESEARCH 73 TEACHING STINT 73 TEACHING ROOMS 74 EMERITUS FELLOWS’ ROOM 75 VISITING SCHOLARS 75 FITZJAMES EARLY CAREER RESEARCHERS 75 EARLY CAREER RESEARCHERS 77 PART IV: RELATING TO ACCOMMODATION 79 COLLEGE OFFICERS 79 FITZJAMES EARLY CAREER RESEARCHERS AND EARLY CAREER RESEARCHERS 80 TUTORS’ HOUSES 81 STRUCTURAL ALTERATIONS TO COLLEGE PROPERTY 83 SHORT-TERM AND OTHER INITIAL ACCOMMODATION 83 VACATING COLLEGE ACCOMMODATION 84 RETIREMENT ACCOMMODATION 84 PART V: FINANCIAL PROVISIONS (INCLUDING ACCOUNTS, EXPENDITURE, EXPENSES, ALLOWANCES, &c.) 86 ACCOUNTS AND RECORDS TO BE KEPT 86 BUDGETED AND UNBUDGETED EXPENDITURE 87 ENTERTAINMENT ALLOWANCES 87 MEDICAL INSURANCE 87 JOINT EQUITY SCHEME AND MORTGAGE LOANS 88 POSTAL AND TELEPHONE EXPENSES 90 RELOCATION ALLOWANCES 90 RESEARCH EXPENSES 90 RESEARCH GRANTS 95 TRAVELLING EXPENSES 95 WARDEN’S EXPENSES 95 PART VI: MISCELLANEOUS ADMINISTRATIVE PROVISIONS 96 BRAAM BEQUEST 97 BRIBERY 97 DEGREES 97 POLICIES 97 PART VII: FIXED-TERM EMPLOYEES (FELLOWS OF THE COLLEGE) 98 PROVISIONS FOR EXTENSION OF FIXED-TERM EMPLOYMENT 99 PART VIII: THE MERTON NURSERY 102 PROVISION FOR A NURSERY TO BE OPERATED BY THE COLLEGE 102 VII. COMMITTEES, SUB-COMMITTEES, FORUMS, AND PANELS 103 THE BUILDINGS COMMITTEE 110 THE CHAPEL AND PATRONAGE COMMITTEE 111 THE DEVELOPMENT AND ALUMNI RELATIONS COMMITTEE 112 THE DOMESTIC COMMITTEE 113 THE ARTS AND MUSIC SUB-COMMITTEE 116 THE GARDENS AND GROUNDS SUB-COMMITTEE 117 THE HEALTH AND SAFETY SUB-COMMITTEE 118 THE HUMAN RESOURCES SUB-COMMITTEE 119 THE INFORMATION TECHNOLOGY SUB-COMMITTEE 119 THE NURSERY MANAGEMENT SUB-COMMITTEE 120 THE SUB-COMMITTEE ON PICTURES, HISTORIC CHATTELS AND WORKS OF ART 121 THE SPORTS SUB-COMMITTEE 122 THE WINE SUB-COMMITTEE 123 FELLOWSHIP AND APPOINTMENTS COMMITTEE 124 THE FINANCE COMMITTEE 125 THE BENEFACTIONS SUB-COMMITTEE 127 THE INVESTMENT SUB-COMMITTEE 128 THE GRADUATE COMMITTEE 129 THE LIBRARY AND ARCHIVES COMMITTEE 131 THE RESEARCH COMMITTEE 132 THE STATUTES AND BYLAWS COMMITTEE 133 THE COMMITTEE ON STIPENDS AND ALLOWANCES 135 THE WARDEN AND TUTORS’ COMMITTEE 136 THE ACADEMIC NEEDS AND LEAVE SUB-COMMITTEE 138 SCHOOLS LIAISON AND ACCESS SUB-COMMITTEE 139 THE STUDENT SUPPORT SUB-COMMITTEE 139 THE EQUALITY FORUM 140 THE WELFARE FORUM 140 THE DISCIPLINARY PANEL 141 THE ACADEMIC REVIEW PANEL 142 THE FITNESS TO STUDY PANEL 142 THE APPEALS PANEL 143 THE INITIAL PERIOD REVIEW PANEL 146 THE EJRA PANEL 147 VIII. ACADEMIC EMPLOYEES 148 Part I: - Application 148 Part II: Redundancy Procedure 148 Stage 1 - Governing Body Meeting 148 Stage 2 - Redundancy Procedure - Initial Stage 149 Stage 3 - Decision on Redundancy 149 Part III: Disciplinary Procedure 151 1 Informal Stage 151 2 Disciplinary Warnings 151 Oral Warning 151 Written Warning 151 3 Dismissal 152 Part IV: Procedure for Removal on Medical Grounds 154 1 Preliminary Stage 154 2 Medical Incapacity 155 3 Medical Board 156 4 Procedures for a Medical Board Hearing 157 Part V: Appeals Procedure 159 Part VI: Grievance Procedures 161 1 Bringing a Complaint 161 2 Investigating a Complaint 161 3 Informal Resolution 162 4 Grievance Committee 162 IX. NON-ACADEMIC STAFF 164 APPOINTMENT 164 SUPERINTENDENCE 165 GRIEVANCES 165 DISCIPLINE 165 RELOCATION ALLOWANCES 166 X. THE COMMON ROOM AND THE COMMON TABLE, COLLEGE DINNERS AND ENTERTAINMENT 167 PART I: THE COMMON ROOM 167 MEMBERSHIP OF COMMON ROOM 167 COMMON ROOM EXPENSES 168 MEETINGS OF COMMON ROOM 168 USE OF THE COLLEGE SILVER 169 PART II: THE COMMON TABLE 169 PART III: COLLEGE DINNERS AND ENTERTAINMENT 172 COLLEGE DINNERS 172 Governing Body Dinners 172 Christmas Dinner 172 Bodley Dinner 172 Postmasters’ Dinner 172 CAPON DAYS 172 Undergraduate College Admission Dinner 172 Graduate College Admission Dinner 172 Shrove Tuesday Dinner 173 Supervisors’ Dinner 173 COLLEGE GAUDY 173 MERTON SOCIETY WEEKEND 173 SCHOOLS DINNERS 173 XI. DISCIPLINE AND FITNESS TO STUDY 174 XI A: ACADEMIC DISCIPLINE 174 Introduction 174 Disciplinary Offences 174 Informal Warning 174 Formal Warning 175 Probation 176 Review of probation 176 Referral to the Academic Review Panel 177 Hearings concerning the imposition or extension of probation 178 Hearings concerning a breach
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