THE RULES, STANDING ORDERS, AND SPECIAL SCHEDULES OF THE OXFORD UNION SOCIETY Joe Sisson Returning Officer St John’s College 17th June 2019 Rules of the Oxford Union Society, Trinity 2019 Updated 17th June 2019 Rules of the Oxford Union Society, Trinity Term 2019 Joe Sisson, Returning Officer, St John’s College © Oxford Union Society MMXIX 1 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 8 NOTE TO THE RETURNING OFFICER AND THE SECRETARY 9 RULES 10 CHAPTER ONE: NAME AND OBJECTS 10 RULE 1: NAME 10 RULE 2: OBJECTS 10 CHAPTER TWO: MEMBERSHIP AND SUBSCRIPTIONS 11 RULE 3: MEMBERSHIP OF THE SOCIETY 11 RULE 4: FACILITY FEE 12 RULE 5: MEMBERSHIP RECORDS AND CARDS 13 RULE 6: FINES AND DEBTS TO THE SOCIETY 14 RULE 7: CESSATION OF MEMBERSHIP 16 RULE 8: RE-ELECTION OF EX-MEMBERS 17 RULE 9: KINDRED SOCIETIES 17 RULE 10: HONORARY MEMBERS 17 RULE 11: PRIVILEGES, STATUS, AND LIABILITY 17 CHAPTER THREE: OFFICERS 17 RULE 12: OFFICERS AND TRUSTEES 18 RULE 13: THE PRESIDENT 19 RULE 14: THE PRESIDENT-ELECT 19 RULE 15: THE LIBRARIAN 19 RULE 16: THE LIBRARIAN-ELECT 20 RULE 17: THE TREASURER 20 RULE 18: THE TREASURER-ELECT 20 RULE 19: THE SECRETARY 21 RULE 20: THE CHAIR OF CONSULTATIVE COMMITTEE 21 RULE 21: THE SENIOR LIBRARIAN 22 RULE 22: THE SENIOR TREASURER 23 CHAPTER FOUR: COMMITTEES 23 RULE 23: COMMITTEES - GENERAL 24 RULE 24: STANDING COMMITTEE 30 RULE 25: FINANCE COMMITTEE 31 RULE 26: LIBRARY COMMITTEES 32 RULE 27: SECRETARY'S COMMITTEE 34 RULE 28: CONSULTATIVE COMMITTEE 34 RULE 29: DEBATE SELECTION COMMITTEE 35 RULE 30: OTHER COMMITTEES 35 RULE 31: APPOINTED OFFICIALS 38 CHAPTER FIVE: ELECTIONS OF OFFICERS AND COMMITTEES 42 Rules of the Oxford Union Society, Trinity Term 2019 Joe Sisson, Returning Officer, St John’s College © Oxford Union Society MMXIX 2 RULE 32: THE RETURNING OFFICER AND THE DEPUTY RETURNING OFFICERS 43 RULE 33: ELECTORAL MALPRACTICE 52 RULE 34: ELECTION OF JUNIOR OFFICERS AND COMMITTEES 62 RULE 35: CONDUCT OF THE POLL 69 RULE 36: ELECTION OF THE CHAIR OF CONSULTATIVE COMMITTEE 80 RULE 37: SENIOR OFFICERS 81 RULE 38: VACANCIES 82 CHAPTER SIX: MEETINGS AND MOTIONS 87 RULE 39: MEETINGS - GENERAL 87 RULE 40: PUBLIC BUSINESS MEETINGS 88 RULE 41: PRIVATE BUSINESS MEETINGS 89 RULE 42: EXTRAORDINARY MEETINGS 89 RULE 43: MOTIONS - GENERAL 89 RULE 44: AMENDMENTS AND RIDERS 90 RULE 45: SPECIAL ADJOURNMENT MOTIONS 91 RULE 46: PUBLIC BUSINESS MOTIONS 91 RULE 47: PRIVATE BUSINESS MOTIONS 92 CHAPTER SEVEN: THE SOCIETY’S BUILDINGS 94 RULE 48: OPENING AND CLOSING 95 RULE 49: USE OF ROOMS FOR COMPETITIVE DEBATING 95 RULE 50: UNUSED 96 RULE 51: DOGS 96 RULE 52: GUESTS, VISITORS, AND NON-MEMBERS 97 RULE 53: ADMISSION TO EDUCATIONAL FACILITIES 99 RULE 54: THE PRESS 99 CHAPTER EIGHT: THE LIBRARY 100 RULE 55: GENERAL AND GOVERNANCE 101 RULE 56: LIBRARY FINANCE 101 RULE 57: ACQUISITIONS AND DISPOSALS 102 RULE 58: LIBRARY MANAGEMENT 102 CHAPTER NINE: STAFF 103 RULE 59: SUPERVISION 104 RULE 60: APPOINTMENT, DISMISSAL, AND SALARIES 104 RULE 61: GRATUITIES 104 CHAPTER TEN: FINANCE 104 RULE 62: FINANCE - GENERAL 105 RULE 63: REPORTING 107 RULE 64: RECURRING AND DISCRETIONARY EXPENDITURE 108 RULE 65: LIABILITY 108 RULE 66: UNUSED 109 CHAPTER ELEVEN: RULES, STANDING ORDERS, AND REGULATIONS 109 RULE 67: RULES 110 Rules of the Oxford Union Society, Trinity Term 2019 Joe Sisson, Returning Officer, St John’s College © Oxford Union Society MMXIX 3 RULE 68: STANDING ORDERS 116 RULE 69: SPECIAL SCHEDULES 117 RULE 70: STRUCTURAL CHANGES 117 RULE 71: DISCIPLINARY PROCEDURE 118 RULE 72: INDEPENDENCE 136 RULE 73: TABLE OF EXECUTIVE SENIORITY 136 STANDING ORDERS 137 CHAPTER A: FINANCE 138 STANDING ORDER A1: OFFICER REPORTS 138 STANDING ORDER A2: TERMLY BUDGETS 138 STANDING ORDER A3: FINANCIAL MONITORING 138 STANDING ORDER A4: MONIES OWED 138 STANDING ORDER A5: THE DEVELOPMENT OFFICER 139 STANDING ORDER A6: COLLECTION OF DEBTS 139 STANDING ORDER A7: INTEREST ON ACCOUNTS 140 STANDING ORDER A8: PENSIONS 140 STANDING ORDER A9: CHEQUES 140 STANDING ORDER A10: CHEQUE SIGNING POWERS 140 STANDING ORDER A11: PAYMENT OF COSTS 140 STANDING ORDER A12: TRAVEL COSTS 141 STANDING ORDER A13: INSURANCE 141 STANDING ORDER A14: ACCOMMODATION AND FOOD 141 STANDING ORDER A15: CLAIMS PROCEDURE 141 STANDING ORDER A16: EXPENSES ON SOCIETY BUSINESS 142 STANDING ORDER A17: MEMBERSHIP DRIVE 143 STANDING ORDER A18: SCHEDULE OF RECOGNISED POLICY DOCUMENTS 144 STANDING ORDER A20: TICKET SALES 144 CHAPTER B: COMMITTEES 144 STANDING ORDER B1: REPORTING 145 STANDING ORDER B2: STANDING COMMITTEE AND PRIVATE BUSINESS MOTIONS 145 STANDING ORDER B3: EMERGENCY DEBATES 146 STANDING ORDER B4: TIME OF ORDINARY MEETINGS 146 STANDING ORDER B5: VACATION DAYS 147 CHAPTER C: THE PRESIDENT 149 STANDING ORDER C1: PRESIDENTIAL DINNERS 149 STANDING ORDER C2: INFORMAL RECEPTIONS AFTER DEBATES 149 STANDING ORDER C3: SPEAKER MEALS 149 STANDING ORDER C4: SPEAKER DRINKS 150 STANDING ORDER C5: BALLOT PROCEDURE 150 STANDING ORDER C6: BINDING OF REPORTS 150 STANDING ORDER C7: PRESIDENTIAL APPOINTMENTS 150 STANDING ORDER C8: MAILING LIST AND WEBSITE 151 Rules of the Oxford Union Society, Trinity Term 2019 Joe Sisson, Returning Officer, St John’s College © Oxford Union Society MMXIX 4 STANDING ORDER C9: APPOINTMENT OF THE PRESIDENT AND PRESIDENT-ELECT AS DIRECTOR OF OXFORD UNION LIMITED 151 STANDING ORDER C10: NOTIFICATION TO OTHER SOCIETIES 152 STANDING ORDER C11: COMMITTEE EMAILS 153 CHAPTER D: ELECTIONS 154 STANDING ORDER D1: REPORTS. 154 STANDING ORDER D2: NOMINATION 155 STANDING ORDER D3: PUBLICITY FOR THE POLL 157 STANDING ORDER D4: UNUSED 157 STANDING ORDER D5: THE COUNT 157 STANDING ORDER D6: COUNTING REGULATIONS 159 STANDING ORDER D7: INTERPRETATION OF BALLOT PAPERS 159 STANDING ORDER D8: UNUSED 160 STANDING ORDER D9: FINES FOR NON-ATTENDANCE AT AN ELECTION TRIBUNAL OR DISCIPLINARY COMMITTEE 160 STANDING ORDER D10: MECHANISM FOR THE ELECTION OF THE CHAIR OF CONSULTATIVE COMMITTEE 161 STANDING ORDER D11: TABLE OF SENIORITY 161 STANDING ORDER D12: SENIORITY AMONG THE DEPUTY RETURNING OFFICERS 162 STANDING ORDER D13: ELECTION EXPENDITURE 162 STANDING ORDER D14: RESPONSIBILITIES DURING THE PERIOD WHEN THE RETURNING OFFICER IS DEVOLVED POWERS UNDER RULE 12(c)(ii) 163 CHAPTER E: MISCELLANEOUS 164 STANDING ORDER E1: THE PUBLIC ADDRESS SYSTEM 164 STANDING ORDER E2: MENTAL WELLBEING POSTERS 164 STANDING ORDER E3: HIRING OF ROOMS 164 STANDING ORDER E4: DISTRIBUTION OF LEAFLETS 165 STANDING ORDER E5: THE ARCHIVES 165 STANDING ORDER E6: DISPLAY OF LGBTQIA+ PRIDE FLAG 166 STANDING ORDER E7: STAFF 166 STANDING ORDER E8: INSPECTION OF BAGGAGE 166 STANDING ORDER E9: FAXING AND PHOTOCOPYING 166 STANDING ORDER E10: USEFUL NUMBERS 166 STANDING ORDER E11: COPIES OF THE RULES 167 STANDING ORDER E12: ACCESS TO KEYS, PASSWORDS, AND DOCUMENTATION 167 STANDING ORDER E13: COMMITTEE FOOD AND DRINK IN THE BAR 167 STANDING ORDER E14: ADDITIONAL SPECIAL SCHEDULES 167 CHAPTER F: SUBSCRIPTION AND MEMBERSHIPS 168 STANDING ORDER F1: SUBSCRIPTION RATES - GENERAL 169 STANDING ORDER F2: SUBSCRIPTION RATES - LIFE MEMBERS 169 STANDING ORDER F3: SUBSCRIPTION RATES - LONG TERM AND COURSE-LENGTH MEMBERS 169 STANDING ORDER F4: SUBSCRIPTION RATES - RESIDENTIAL MEMBERS 170 STANDING ORDER F5: INSTITUTIONS ADMITTED TO THE BENEFITS OF RULE 3(a)(i)(2) 170 Rules of the Oxford Union Society, Trinity Term 2019 Joe Sisson, Returning Officer, St John’s College © Oxford Union Society MMXIX 5 STANDING ORDER F6: INSTITUTIONS ADMITTED TO THE BENEFITS OF RULE 3(a)(i)(3) 170 STANDING ORDER F7: INSTITUTIONS ADMITTED TO THE BENEFITS OF RULE 3(c) 170 STANDING ORDER F8: THE TERMCARD 172 STANDING ORDER F9: FACILITY FEE 172 STANDING ORDER F10: MEMBERS RECORDS 172 STANDING ORDER F11: UPGRADE FROM LONG-TERM TO LIFE MEMBERSHIP 172 STANDING ORDER F12: RECIPROCAL MEMBERS 172 CHAPTER G: DISCIPLINARY OFFENCES AND FINES 173 STANDING ORDER G1: ORDER IN THE SOCIETY'S BUILDINGS 174 STANDING ORDER G2: DISCIPLINARY PREPARATIONS 175 STANDING ORDER G3: CLOSED CIRCUIT TELEVISION 175 CHAPTER H: DEBATE SELECTION COMMITTEE 175 STANDING ORDER H1: COMPOSITION OF THE DEBATE SELECTION COMMITTEE 176 STANDING ORDER H2: APPOINTMENT OF THE CHAIR 178 STANDING ORDER H3: MEMBERSHIP 179 STANDING ORDER H4: ROLES OF DSC MEMBERS 179 STANDING ORDER H5: MEETINGS OF DSC 180 STANDING ORDER H6: CENSURING 181 STANDING ORDER H7: THE DSC RECORD 181 STANDING ORDER H8: SELECTIONS 184 STANDING ORDER H9: SELECTIONS FOR THE WORLD OR EUROPEAN UNIVERSITIES DEBATING CHAMPIONSHIPS 186 STANDING ORDER H10: SELECTIONS FOR OTHER EVENTS 187 STANDING ORDER H11: COMPETITIONS ORGANISED BY DSC 188 STANDING ORDER H12: COACHING AND WORKSHOPS 189 STANDING ORDER H13: SELECTION OF NON-MEMBERS FOR COMPETITIONS 189 STANDING ORDER H14: DEBATE SELECTION COMMITTEE EQUITY POLICY 189 SPECIAL SCHEDULES 191 SPECIAL SCHEDULE OF LIBRARY REGULATIONS 191 SPECIAL SCHEDULE OF FORMS OF THE HOUSE 194 SPECIAL SCHEDULE OF STAFF RESPONSIBILITIES 195 SCHEDULES 196 SCHEDULE OF UNACCEPTABLE CONTRACTORS 196 SCHEDULE OF NON-CREDITWORTHY ORGANISATIONS 196 SCHEDULE OF THOSE NOT ALLOWED CHEQUE FACILITIES 196 SCHEDULE OF REASONABLE COSTS 196 SCHEDULE OF UNACCEPTABLE ROOM HIRERS 196 SCHEDULE OF ROOM CHARGES 197 SCHEDULE OF USE OF THE TELEVISION IN THE MEMBERS’ BAR 197 SCHEDULE OF THE POLICY FOR THE PROTECTION OF CHILDREN AND VULNERABLE ADULTS 197 SCHEDULE OF RECOMMENDATIONS TO THE HOUSE MANAGER ON THE IMPLEMENTATION OF STANDING ORDER G1(h) 198 Rules of the Oxford Union Society, Trinity Term 2019 Joe Sisson, Returning