THE RULES, STANDING ORDERS, AND SPECIAL SCHEDULES OF THE OXFORD UNION SOCIETY James Matthews Balliol College Returning Officer 23rd May 2020 Rules of the Oxford Union Society, Trinity Term 2020 Updated 29th May 2020 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 RULE 29: DEBATE SELECTION COMMITTEE 36 RULE 30: OTHER COMMITTEES 36 Rules of the Oxford Union Society, Trinity Term 2020 James Matthews, Balliol College, Returning Officer © Oxford Union Society MMXX 2 RULE 31: APPOINTED OFFICIALS 39 CHAPTER FIVE: ELECTIONS OF OFFICERS AND COMMITTEES 44 RULE 32: THE RETURNING OFFICER AND THE DEPUTY RETURNING OFFICERS 44 RULE 33: ELECTORAL MALPRACTICE 53 RULE 34: ELECTION OF JUNIOR OFFICERS AND COMMITTEES 66 RULE 35: CONDUCT OF THE POLL 73 RULE 36: ELECTION OF THE CHAIR OF CONSULTATIVE COMMITTEE 84 RULE 37: SENIOR OFFICERS 85 RULE 38: VACANCIES 86 CHAPTER SIX: MEETINGS AND MOTIONS 91 RULE 39: MEETINGS - GENERAL 91 RULE 40: PUBLIC BUSINESS MEETINGS 92 RULE 41: PRIVATE BUSINESS MEETINGS 93 RULE 42: EXTRAORDINARY MEETINGS 93 RULE 43: MOTIONS - GENERAL 94 RULE 44: AMENDMENTS AND RIDERS 95 RULE 45: SPECIAL ADJOURNMENT MOTIONS 95 RULE 46: PUBLIC BUSINESS MOTIONS 95 RULE 47: PRIVATE BUSINESS MOTIONS 96 CHAPTER SEVEN: THE SOCIETY’S BUILDINGS 99 RULE 48: OPENING AND CLOSING 99 RULE 49: USE OF ROOMS FOR COMPETITIVE DEBATING 99 RULE 50: UNUSED 100 RULE 51: DOGS 101 RULE 52: GUESTS, VISITORS, AND NON-MEMBERS 101 RULE 53: ADMISSION TO EDUCATIONAL FACILITIES 103 RULE 54: THE PRESS 103 CHAPTER EIGHT: THE LIBRARY 105 RULE 55: GENERAL AND GOVERNANCE 105 RULE 56: LIBRARY FINANCE 105 RULE 57: ACQUISITIONS AND DISPOSALS 106 RULE 58: LIBRARY MANAGEMENT 107 CHAPTER NINE: STAFF 108 RULE 59: SUPERVISION 108 RULE 60: APPOINTMENT, DISMISSAL, AND SALARIES 108 RULE 61: GRATUITIES 110 CHAPTER TEN: FINANCE 111 RULE 62: FINANCE - GENERAL 111 RULE 63: REPORTING 113 RULE 64: RECURRING AND DISCRETIONARY EXPENDITURE 114 Rules of the Oxford Union Society, Trinity Term 2020 James Matthews, Balliol College, Returning Officer © Oxford Union Society MMXX 3 RULE 65: LIABILITY 114 RULE 66: UNUSED 115 CHAPTER ELEVEN: RULES, STANDING ORDERS, AND REGULATIONS 116 RULE 67: RULES 116 RULE 68: STANDING ORDERS 122 RULE 69: SPECIAL SCHEDULES 123 RULE 70: STRUCTURAL CHANGES 123 RULE 71: DISCIPLINARY PROCEDURE 124 RULE 72: INDEPENDENCE 142 RULE 73: TABLE OF EXECUTIVE SENIORITY 142 STANDING ORDERS 144 CHAPTER A: FINANCE 144 STANDING ORDER A1: OFFICER REPORTS 144 STANDING ORDER A2: TERMLY BUDGETS 144 STANDING ORDER A3: FINANCIAL MONITORING 144 STANDING ORDER A4: MONIES OWED 144 STANDING ORDER A5: THE DEVELOPMENT OFFICER 145 STANDING ORDER A6: COLLECTION OF DEBTS 145 STANDING ORDER A7: INTEREST ON ACCOUNTS 146 STANDING ORDER A8: PENSIONS 146 STANDING ORDER A9: CHEQUES 146 STANDING ORDER A10: CHEQUE SIGNING POWERS 146 STANDING ORDER A11: PAYMENT OF COSTS 146 STANDING ORDER A12: TRAVEL COSTS 147 STANDING ORDER A13: INSURANCE 147 STANDING ORDER A14: ACCOMMODATION AND FOOD 147 STANDING ORDER A15: CLAIMS PROCEDURE 147 STANDING ORDER A16: EXPENSES ON SOCIETY BUSINESS 148 STANDING ORDER A17: MEMBERSHIP DRIVE 149 STANDING ORDER A18: SCHEDULE OF RECOGNISED POLICY DOCUMENTS 150 STANDING ORDER A19: TICKET SALES 150 CHAPTER B: COMMITTEES 151 STANDING ORDER B1: REPORTING 151 STANDING ORDER B2: STANDING COMMITTEE AND PRIVATE BUSINESS MOTIONS 151 STANDING ORDER B3: EMERGENCY DEBATES 152 STANDING ORDER B4: TIME OF ORDINARY MEETINGS 152 STANDING ORDER B5: VACATION DAYS 153 CHAPTER C: THE PRESIDENT 154 STANDING ORDER C1: PRESIDENTIAL DINNERS 154 STANDING ORDER C2: INFORMAL RECEPTIONS AFTER DEBATES 154 Rules of the Oxford Union Society, Trinity Term 2020 James Matthews, Balliol College, Returning Officer © Oxford Union Society MMXX 4 STANDING ORDER C3: SPEAKER MEALS 154 STANDING ORDER C4: SPEAKER DRINKS 155 STANDING ORDER C5: BALLOT PROCEDURE 155 STANDING ORDER C6: BINDING OF REPORTS 155 STANDING ORDER C7: PRESIDENTIAL APPOINTMENTS 155 STANDING ORDER C8: MAILING LIST AND WEBSITE 156 STANDING ORDER C9: APPOINTMENT OF THE PRESIDENT AND PRESIDENT-ELECT AS DIRECTOR OF OXFORD UNION LIMITED 156 STANDING ORDER C10: NOTIFICATION TO OTHER SOCIETIES 157 STANDING ORDER C11: COMMITTEE EMAILS 158 CHAPTER D: ELECTIONS 159 STANDING ORDER D1: REPORTS. 159 STANDING ORDER D2: NOMINATION 160 STANDING ORDER D3: UNUSED 161 STANDING ORDER D4: UNUSED 161 STANDING ORDER D5: THE COUNT 161 STANDING ORDER D6: COUNTING REGULATIONS 163 STANDING ORDER D7: INTERPRETATION OF BALLOT PAPERS 164 STANDING ORDER D8: UNUSED 164 STANDING ORDER D9: FINES FOR NON-ATTENDANCE AT A DISCIPLINARY COMMITTEE 164 STANDING ORDER D10: MECHANISM FOR THE ELECTION OF THE CHAIR OF CONSULTATIVE COMMITTEE 165 STANDING ORDER D11: TABLE OF SENIORITY 165 STANDING ORDER D12: SENIORITY AMONG THE DEPUTY RETURNING OFFICERS 166 STANDING ORDER D13: ELECTION EXPENDITURE 166 STANDING ORDER D14: RESPONSIBILITIES DURING THE PERIOD WHEN THE RETURNING OFFICER IS DEVOLVED POWERS UNDER RULE 12(C)(II) 167 CHAPTER E: MISCELLANEOUS 168 STANDING ORDER E1: THE PUBLIC ADDRESS SYSTEM 168 STANDING ORDER E2: MENTAL WELLBEING POSTERS 168 STANDING ORDER E3: HIRING OF ROOMS 168 STANDING ORDER E4: DISTRIBUTION OF LEAFLETS 169 STANDING ORDER E5: THE ARCHIVES 170 STANDING ORDER E6: DISPLAY OF LGBTQIA+ PRIDE FLAG 170 STANDING ORDER E7: STAFF 170 STANDING ORDER E8: INSPECTION OF BAGGAGE 170 STANDING ORDER E9: FAXING AND PHOTOCOPYING 170 STANDING ORDER E10: USEFUL NUMBERS 171 STANDING ORDER E11: COPIES OF THE RULES 171 Rules of the Oxford Union Society, Trinity Term 2020 James Matthews, Balliol College, Returning Officer © Oxford Union Society MMXX 5 STANDING ORDER E12: ACCESS TO KEYS, PASSWORDS, AND DOCUMENTATION 171 STANDING ORDER E13: COMMITTEE FOOD AND DRINK IN THE BAR 172 STANDING ORDER E14: ADDITIONAL SPECIAL SCHEDULES 172 STANDING ORDER E15: STAFF AND COMMITTEE EQUALITY TRAINING 172 STANDING ORDER E16: TERMLY CONSULTATION ON ACCESSIBILITY 173 STANDING ORDER E17: PUBLICATION OF ACCESSIBLE PASS POLICY IN TERMCARD 173 STANDING ORDER E18: CONTRAST TAPE 173 CHAPTER F: SUBSCRIPTION AND MEMBERSHIPS 174 STANDING ORDER F1: SUBSCRIPTION RATES - GENERAL 174 STANDING ORDER F2: SUBSCRIPTION RATES - LIFE MEMBERS 174 STANDING ORDER F3: SUBSCRIPTION RATES - LONG TERM AND COURSE-LENGTH MEMBERS 174 STANDING ORDER F4: SUBSCRIPTION RATES - RESIDENTIAL MEMBERS 175 STANDING ORDER F5: INSTITUTIONS ADMITTED TO THE BENEFITS OF RULE 3(a)(i)(2) 175 STANDING ORDER F6: INSTITUTIONS ADMITTED TO THE BENEFITS OF RULE 3(a)(i)(3) 175 STANDING ORDER F7: INSTITUTIONS ADMITTED TO THE BENEFITS OF RULE 3(c) 175 STANDING ORDER F8: THE TERMCARD 177 STANDING ORDER F9: FACILITY FEE 177 STANDING ORDER F10: MEMBERS RECORDS 177 STANDING ORDER F11: UPGRADE FROM LONG-TERM TO LIFE MEMBERSHIP 177 STANDING ORDER F12: RECIPROCAL MEMBERS 177 CHAPTER G: DISCIPLINARY OFFENCES AND FINES 179 STANDING ORDER G1: ORDER IN THE SOCIETY'S BUILDINGS 179 STANDING ORDER G2: DISCIPLINARY PREPARATIONS 180 STANDING ORDER G3: CLOSED CIRCUIT TELEVISION 180 CHAPTER H: DEBATE SELECTION COMMITTEE 181 STANDING ORDER H1: COMPOSITION OF THE DEBATE SELECTION COMMITTEE 181 STANDING ORDER H2: APPOINTMENT OF THE CHAIR 183 STANDING ORDER H3: MEMBERSHIP 184 STANDING ORDER H4: ROLES OF DSC MEMBERS 184 STANDING ORDER H5: MEETINGS OF DSC 186 STANDING ORDER H6: CENSURING 186 STANDING ORDER H7: THE DSC RECORD 186 STANDING ORDER H8: SELECTIONS 189 STANDING ORDER H9: SELECTIONS FOR THE WORLD OR EUROPEAN UNIVERSITIES DEBATING CHAMPIONSHIPS 191 STANDING ORDER H10: SELECTIONS FOR OTHER EVENTS 192 STANDING ORDER H11: COMPETITIONS ORGANISED BY DSC 193 Rules of the Oxford Union Society, Trinity Term 2020 James Matthews, Balliol College, Returning Officer © Oxford Union Society MMXX 6 STANDING ORDER H12: DSC SPONSORSHIP OFFICERS 194 STANDING ORDER H13: COACHING AND WORKSHOPS 195 STANDING ORDER H14: SELECTION OF NON-MEMBERS FOR COMPETITIONS 195 STANDING ORDER H15: DEBATE SELECTION COMMITTEE EQUITY POLICY 196 SPECIAL SCHEDULES 197 SPECIAL SCHEDULE OF LIBRARY REGULATIONS 197 SPECIAL SCHEDULE OF FORMS OF THE HOUSE 200 SPECIAL SCHEDULE OF STAFF RESPONSIBILITIES 201 SCHEDULES 202 SCHEDULE OF FINES 202 SCHEDULE OF SUGGESTED TRIBUNAL PROCEDURE 205 SCHEDULE OF UNACCEPTABLE CONTRACTORS 207 SCHEDULE OF NON-CREDITWORTHY ORGANISATIONS 207 SCHEDULE OF THOSE NOT ALLOWED CHEQUE FACILITIES 207 SCHEDULE OF REASONABLE COSTS 207 SCHEDULE OF UNACCEPTABLE ROOM HIRERS 207 SCHEDULE