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The Rules, Standing Orders, and Special Schedules of the Oxford Union Society

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The Rules, Standing Orders, and Special Schedules of the Oxford Union Society The Rules, Standing Orders, and Special Schedules of the Oxford Union Society Lachlann Hinley St John’s College Returning Officer 3rd February 2021 Rules of the Oxford Union Society, Hilary Term 2021 Updated 3rd February 2021 THE RULES, STANDING ORDERS, AND SPECIAL SCHEDULES OF THE OXFORD UNION SOCIETY THE RULES, STANDING ORDERS, AND SPECIAL SCHEDULES OF THE OXFORD UNION SOCIETY 2 SUMMARY OF CHANGES FROM THE PREVIOUS EDITION 9 NOTE TO THE RETURNING OFFICER AND THE SECRETARY 10 RULES 11 CHAPTER ONE: NAME AND OBJECTS 11 RULE 1: NAME 11 RULE 2: OBJECTS 11 CHAPTER TWO: MEMBERSHIP AND SUBSCRIPTIONS 12 RULE 3: MEMBERSHIP OF THE SOCIETY 12 RULE 4: FACILITY FEE 13 RULE 5: MEMBERSHIP RECORDS AND CARDS 14 RULE 6: FINES AND DEBTS TO THE SOCIETY 15 RULE 7: CESSATION OF MEMBERSHIP 17 RULE 8: RE-ELECTION OF EX-MEMBERS 18 RULE 9: KINDRED SOCIETIES 18 RULE 10: HONORARY MEMBERS 18 RULE 11: PRIVILEGES, STATUS, AND LIABILITY 18 CHAPTER THREE: OFFICERS 19 RULE 12: OFFICERS AND TRUSTEES 19 RULE 13: THE PRESIDENT 20 RULE 14: THE PRESIDENT-ELECT 20 RULE 15: THE LIBRARIAN 20 RULE 16: THE LIBRARIAN-ELECT 21 RULE 17: THE TREASURER 21 RULE 18: THE TREASURER-ELECT 21 RULE 19: THE SECRETARY 22 RULE 20: THE CHAIR OF CONSULTATIVE COMMITTEE 23 RULE 21: THE SENIOR LIBRARIAN 24 RULE 22: THE SENIOR TREASURER 24 CHAPTER FOUR: COMMITTEES 25 RULE 23: COMMITTEES - GENERAL 25 RULE 24: STANDING COMMITTEE 31 RULE 25: FINANCE COMMITTEE 32 RULE 26: LIBRARY COMMITTEES 33 RULE 27: SECRETARY'S COMMITTEE 35 RULE 28: CONSULTATIVE COMMITTEE 35 Rules of the Oxford Union Society, Hilary Term 2021 Lachlann Hinley, St John’s College, Returning Officer © Oxford Union Society MMXXI 2 RULE 29: DEBATE SELECTION COMMITTEE 36 RULE 30: OTHER COMMITTEES 36 RULE 31: APPOINTED OFFICIALS 40 CHAPTER FIVE: ELECTIONS OF OFFICERS AND COMMITTEES 45 RULE 32: THE RETURNING OFFICER AND THE DEPUTY RETURNING OFFICERS 45 RULE 33: ELECTORAL MALPRACTICE 54 RULE 34: ELECTION OF JUNIOR OFFICERS AND COMMITTEES 67 RULE 35: CONDUCT OF THE POLL 74 RULE 36: ELECTION OF THE CHAIR OF CONSULTATIVE COMMITTEE 85 RULE 37: SENIOR OFFICERS 86 RULE 38: VACANCIES 87 CHAPTER SIX: MEETINGS AND MOTIONS 92 RULE 39: MEETINGS - GENERAL 92 RULE 40: PUBLIC BUSINESS MEETINGS 93 RULE 41: PRIVATE BUSINESS MEETINGS 94 RULE 42: EXTRAORDINARY MEETINGS 94 RULE 43: MOTIONS - GENERAL 94 RULE 44: AMENDMENTS AND RIDERS 95 RULE 45: SPECIAL ADJOURNMENT MOTIONS 96 RULE 46: PUBLIC BUSINESS MOTIONS 96 RULE 47: PRIVATE BUSINESS MOTIONS 97 CHAPTER SEVEN: THE SOCIETY’S BUILDINGS 100 RULE 48: OPENING AND CLOSING 100 RULE 49: USE OF ROOMS FOR COMPETITIVE DEBATING 100 RULE 50: UNUSED 101 RULE 51: DOGS 101 RULE 52: GUESTS, VISITORS, AND NON-MEMBERS 102 RULE 53: ADMISSION TO EDUCATIONAL FACILITIES 104 RULE 54: THE PRESS 104 CHAPTER EIGHT: THE LIBRARY 106 RULE 55: GENERAL AND GOVERNANCE 106 RULE 56: LIBRARY FINANCE 106 RULE 57: ACQUISITIONS AND DISPOSALS 107 RULE 58: LIBRARY MANAGEMENT 108 CHAPTER NINE: STAFF 109 RULE 59: SUPERVISION 109 RULE 60: APPOINTMENT, DISMISSAL, AND SALARIES 109 Rules of the Oxford Union Society, Hilary Term 2021 Lachlann Hinley, St John’s College, Returning Officer © Oxford Union Society MMXXI 3 RULE 61: GRATUITIES 111 CHAPTER TEN: FINANCE 112 RULE 62: FINANCE - GENERAL 112 RULE 63: REPORTING 114 RULE 64: RECURRING AND DISCRETIONARY EXPENDITURE 115 RULE 65: LIABILITY 115 RULE 66: UNUSED 116 CHAPTER ELEVEN: RULES, STANDING ORDERS, AND REGULATIONS 117 RULE 67: RULES 117 RULE 68: STANDING ORDERS 123 RULE 69: SPECIAL SCHEDULES 124 RULE 70: STRUCTURAL CHANGES 124 RULE 71: DISCIPLINARY PROCEDURE 125 RULE 72: INDEPENDENCE 143 RULE 73: TABLE OF EXECUTIVE SENIORITY 143 STANDING ORDERS 145 CHAPTER A: FINANCE 145 STANDING ORDER A1: OFFICER REPORTS 145 STANDING ORDER A2: TERMLY BUDGETS 145 STANDING ORDER A3: FINANCIAL MONITORING 145 STANDING ORDER A4: MONIES OWED 145 STANDING ORDER A5: THE DEVELOPMENT OFFICER 146 STANDING ORDER A6: COLLECTION OF DEBTS 146 STANDING ORDER A7: INTEREST ON ACCOUNTS 147 STANDING ORDER A8: PENSIONS 147 STANDING ORDER A9: CHEQUES 147 STANDING ORDER A10: CHEQUE SIGNING POWERS 147 STANDING ORDER A11: PAYMENT OF COSTS 147 STANDING ORDER A12: TRAVEL COSTS 148 STANDING ORDER A13: INSURANCE 148 STANDING ORDER A14: ACCOMMODATION AND FOOD 148 STANDING ORDER A15: CLAIMS PROCEDURE 148 STANDING ORDER A16: EXPENSES ON SOCIETY BUSINESS 149 STANDING ORDER A17: MEMBERSHIP DRIVE 150 STANDING ORDER A18: SCHEDULE OF RECOGNISED POLICY DOCUMENTS 151 STANDING ORDER A19: TICKET SALES 151 CHAPTER B: COMMITTEES 152 Rules of the Oxford Union Society, Hilary Term 2021 Lachlann Hinley, St John’s College, Returning Officer © Oxford Union Society MMXXI 4 STANDING ORDER B1: REPORTING 152 STANDING ORDER B2: STANDING COMMITTEE AND PRIVATE BUSINESS MOTIONS 152 STANDING ORDER B3: EMERGENCY DEBATES 153 STANDING ORDER B4: TIME OF ORDINARY MEETINGS 153 STANDING ORDER B5: VACATION DAYS 154 CHAPTER C: THE PRESIDENT 155 STANDING ORDER C1: PRESIDENTIAL DINNERS 155 STANDING ORDER C2: INFORMAL RECEPTIONS AFTER DEBATES 155 STANDING ORDER C3: SPEAKER MEALS 155 STANDING ORDER C4: SPEAKER DRINKS 156 STANDING ORDER C5: BALLOT PROCEDURE 156 STANDING ORDER C6: BINDING OF REPORTS 156 STANDING ORDER C7: PRESIDENTIAL APPOINTMENTS 156 STANDING ORDER C8: MAILING LIST AND WEBSITE 157 STANDING ORDER C9: APPOINTMENT OF THE PRESIDENT AND PRESIDENT- ELECT AS DIRECTOR OF OXFORD UNION LIMITED 157 STANDING ORDER C10: NOTIFICATION TO OTHER SOCIETIES 158 STANDING ORDER C11: COMMITTEE EMAILS 159 CHAPTER D: ELECTIONS 160 STANDING ORDER D1: REPORTS. 160 STANDING ORDER D2: NOMINATION 161 STANDING ORDER D3: UNUSED 162 STANDING ORDER D4: UNUSED 162 STANDING ORDER D5: THE COUNT 162 STANDING ORDER D6: COUNTING REGULATIONS 164 STANDING ORDER D7: INTERPRETATION OF BALLOT PAPERS 165 STANDING ORDER D8: UNUSED 165 STANDING ORDER D9: FINES FOR NON-ATTENDANCE AT A DISCIPLINARY COMMITTEE 165 STANDING ORDER D10: MECHANISM FOR THE ELECTION OF THE CHAIR OF CONSULTATIVE COMMITTEE 166 STANDING ORDER D11: TABLE OF SENIORITY 166 STANDING ORDER D12: SENIORITY AMONG THE DEPUTY RETURNING OFFICERS 167 STANDING ORDER D13: ELECTION EXPENDITURE 167 STANDING ORDER D14: RESPONSIBILITIES DURING THE PERIOD WHEN THE RETURNING OFFICER IS DEVOLVED POWERS UNDER RULE 12(C)(II) 168 CHAPTER E: MISCELLANEOUS 169 Rules of the Oxford Union Society, Hilary Term 2021 Lachlann Hinley, St John’s College, Returning Officer © Oxford Union Society MMXXI 5 STANDING ORDER E1: THE PUBLIC ADDRESS SYSTEM 169 STANDING ORDER E2: MENTAL WELLBEING POSTERS 169 STANDING ORDER E3: HIRING OF ROOMS 169 STANDING ORDER E4: DISTRIBUTION OF LEAFLETS 170 STANDING ORDER E5: THE ARCHIVES 171 STANDING ORDER E6: DISPLAY OF LGBTQIA+ PRIDE FLAG 171 STANDING ORDER E7: STAFF 171 STANDING ORDER E8: INSPECTION OF BAGGAGE 171 STANDING ORDER E9: FAXING AND PHOTOCOPYING 171 STANDING ORDER E10: USEFUL NUMBERS 172 STANDING ORDER E11: COPIES OF THE RULES 172 STANDING ORDER E12: ACCESS TO KEYS, PASSWORDS, AND DOCUMENTATION 172 STANDING ORDER E13: COMMITTEE FOOD AND DRINK IN THE BAR 173 STANDING ORDER E14: ADDITIONAL SPECIAL SCHEDULES 173 STANDING ORDER E15: STAFF AND COMMITTEE EQUALITY TRAINING 174 STANDING ORDER E16: TERMLY CONSULTATION ON ACCESSIBILITY 174 STANDING ORDER E17: PUBLICATION OF ACCESSIBLE PASS POLICY IN TERMCARD 174 STANDING ORDER E18: CONTRAST TAPE 174 CHAPTER F: SUBSCRIPTION AND MEMBERSHIPS 175 STANDING ORDER F1: SUBSCRIPTION RATES - GENERAL 175 STANDING ORDER F2: SUBSCRIPTION RATES - LIFE MEMBERS 175 STANDING ORDER F3: SUBSCRIPTION RATES - LONG TERM AND COURSE- LENGTH MEMBERS 175 STANDING ORDER F4: SUBSCRIPTION RATES - RESIDENTIAL MEMBERS 176 STANDING ORDER F5: INSTITUTIONS ADMITTED TO THE BENEFITS OF RULE 3(a)(i)(2) 176 STANDING ORDER F6: INSTITUTIONS ADMITTED TO THE BENEFITS OF RULE 3(a)(i)(3) 176 STANDING ORDER F7: INSTITUTIONS ADMITTED TO THE BENEFITS OF RULE 3(c) 176 STANDING ORDER F8: THE TERMCARD 178 STANDING ORDER F9: FACILITY FEE 178 STANDING ORDER F10: MEMBERS RECORDS 178 STANDING ORDER F11: UPGRADE FROM LONG-TERM TO LIFE MEMBERSHIP 178 STANDING ORDER F12: RECIPROCAL MEMBERS 178 CHAPTER G: DISCIPLINARY OFFENCES AND FINES 180 STANDING ORDER G1: ORDER IN THE SOCIETY'S BUILDINGS 180 Rules of the Oxford Union Society, Hilary Term 2021 Lachlann Hinley, St John’s College, Returning Officer © Oxford Union Society MMXXI 6 STANDING ORDER G2: DISCIPLINARY PREPARATIONS 181 STANDING ORDER G3: CLOSED CIRCUIT TELEVISION 181 CHAPTER H: DEBATE SELECTION COMMITTEE 182 STANDING ORDER H1: COMPOSITION OF THE DEBATE SELECTION COMMITTEE 182 STANDING ORDER H2: APPOINTMENT OF THE CHAIR 185 STANDING ORDER H3: MEMBERSHIP 186 STANDING ORDER H4: ROLES OF DSC MEMBERS 186 STANDING ORDER H5: MEETINGS OF DSC 187 STANDING ORDER H6: CENSURING 187 STANDING ORDER H7: THE DSC RECORD 188 STANDING ORDER H8: SELECTIONS 191 STANDING ORDER H9: SELECTIONS FOR THE WORLD OR EUROPEAN UNIVERSITIES DEBATING CHAMPIONSHIPS 193 STANDING ORDER H10: SELECTIONS FOR OTHER EVENTS 194 STANDING ORDER H11: COMPETITIONS ORGANISED BY DSC 195 STANDING ORDER H12: DSC SPONSORSHIP OFFICERS 196 STANDING ORDER H13: COACHING AND WORKSHOPS 197 STANDING ORDER H14: SELECTION OF NON-MEMBERS FOR COMPETITIONS 197 STANDING ORDER H15: DEBATE SELECTION COMMITTEE EQUITY POLICY 197 SPECIAL SCHEDULES 199 SPECIAL SCHEDULE OF LIBRARY REGULATIONS 199 SPECIAL SCHEDULE OF FORMS OF THE HOUSE 202 SPECIAL SCHEDULE OF STAFF RESPONSIBILITIES 203 SCHEDULES 204 SCHEDULE OF FINES 204 SCHEDULE OF SUGGESTED TRIBUNAL PROCEDURE 207 SCHEDULE OF UNACCEPTABLE CONTRACTORS 209 SCHEDULE OF NON-CREDITWORTHY ORGANISATIONS 209 SCHEDULE OF THOSE NOT ALLOWED CHEQUE FACILITIES 209 SCHEDULE OF REASONABLE COSTS 209 SCHEDULE OF UNACCEPTABLE
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