How To Get Involved Guide - MT22

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HOW TO GET INVOLVED THE OXFORD UNION
CONTENTS Positions Committees Appointed Committee Applications Internal Elections and Appointments Member Elections 1. About The Union 2. How the Union Works 1. 2. 3. Why Get Involved 4 RO World 5. How to Get A Position 1. 2. 3. 5. Vacation Days 6. Glossary 2 3 4 5 11 15 17 17 17 18 19 20 22

About The Union

Conversations that matter

The Oxford Union is the largest and most prestigious student society in the world. Founded in 1823 to provide students with a space to freely discuss ideas, the Union has honoured and protected the principles of free speech for two centuries. The society continues to give students the chance to host the conversations that excite us and challenge some of the most influential people in the world.

Training the leaders of tomorrow

The Oxford Union is proud not only to have played host to eminent leaders from politics to industry to the arts, but also trained many of them six former officers have gone on to serve as Prime Minister of the United Kingdom (Gladstone, Salisbury, Asquith, MacMillan, Heath, and Johnson) and one of Pakistan (Bhutto).

Oxford's social hub

Throughout the term, we host popular social events, from pub quizzes to yoga classes to gin tasting nights. Our termly balls are a key feature of the Oxford social calendar, with tickets highly sought after in recent times, tickets have sold out in less than ten minutes. This term will see the long awaited return of our summer garden party.

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The Officers

President

Librarian Treasurer Secretary

President Elect Librarian Elect Treasurer Elect Committee

Elected

CCC

Six Elected Members of Standing Committee

Eleven Elected Members of Secretary's Committee

Senior Appointed

Chief of Staff Director of Press Director of Communications Junior Appointed

Senior Access Officer

8 Equalities Officers

Up to 14 Press & Sponsorship and Guest Liaison Officers Communities Officer

Returning Officers

Welfare Team

Junior Access Officer

Senior & Junior Welfare ROfficers O, DROs, and ROAs

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Elected by members

Elected by Consultative Committee

Appointed by President (permanent)

Appointed by President (temporary)

COMMITTEE RESPONSIBILITIES

Organising and running a varied and interesting term of events.

Maintaining and building upon the Society's rich tradition of hosting critical debate and the world's most eminent figures. Running and governing the Society in both the short and long term.

Officers

President

Responsibility: Overall running of the Society.

Vac Day Requirement: 30/40

Contact: president@oxford union.org

Librarian

Responsibility: Speaker events and upkeep of the Library

Vac Day Requirement: 30/40

Contact: librarian@oxford union.org

Treasurer

Responsibility: The Union's finances and buildings.

Vac Day Requirement: 30/40

Contact: treasurer@oxford union.org

Secretary

Responsibility: The Society's minute books and social events.

Vac Day Requirement: 30/40

Contact: secretary@oxford union.org

KEY
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CCC and Senior Appointed

Chair of Consultative Committee

Responsibility: Chairing the Consultative Committee and overseeing events.

Vac Day Requirement: N/A

Contact: ccc@oxford union.org

Chief of Staff

Responsibility: Assisting the Officers and CCC with the logistics of events.

Vac Day Requirement: 15/20

Contact: chief.staff@oxford union.org

Director of Press

Responsibility: Managing the Society's relationship with the Press.

Vac Day Requirement: 15/20

Contact: press@oxford union org

Director of Communications

Responsibility: Managing the Society's Social Media presence.

Vac Day Requirement: 15/20

Contact: communications@oxford union.org

Development Officer

Responsibility: Connecting with the Union's alumni and working on long term plans.

Vac Day Requirement: 15/20

Contact: development@oxford union.org

Senior Access Officer

Responsibility: Coordinating the Society's access and equality work.

Vac Day Requirement: 15/20

Contact: access@oxford union.org

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Pres Elect

Lib Elect

Tres Elect

THE OFFICERS PRESIDE OVER THURSDAY NIGHT DEBATES
Vac Day Requirement: 15/20 Contact: president elect@oxford union.org
Vac Day Requirement: 15/20 Contact: librarian elect@oxford union.org
Vac Day Requirement: 15/20 Contact: treasurer elect@oxford union.org The Officer-Elect THE LIBRARIAN AND PRESIDENT INTERVIEW SPEAKERS Support the sitting officers and prepare for thier term in office.
DELIVER A PAPER SPEECH IN THE CHAMBER 1 0 FORM LIFELONG FRIENDSHIPS INVITE AND MEET YOUR IDOLS

Six Elected Members of Standing Committee

Responsibilities

Standing Committee: governing the Society.

Delegation: acting as delegate to a Committee, minuting and advising.

Speaker invitations: for interviews debates, and other event formats.

Vac Day Requirements: 15/20

Contact: firstname.lastname@oxford union.org

Eleven Elected Members of Secretary's Committee

Responsibilities

Speaker invitations: for interviews, debates, and other event formats.

Event facilitation: setting up and helping run events, preparing questions for speakers etc.

Vac Day Requirements: 10/15

Contact: firstname.lastname@oxford union.org

Press & Sponsorship Officers

Responsibilities

Press: Assisting the Director of Press and Director of Communications, e.g. producing social media graphics, press releases, videos, etc.

Sponsorship: Assisting the Treasurer in sourcing and negotiating sponsorship deals.

Vac Day Requirements: 10/15

Contact: firstname.lastname@oxford union.org

Guest Liaison Officers

Responsibilities

Hosting and entertaining speakers and facilitating the running of events.

Vac Day Requirements: 10/15

Contact: firstname.lastname@oxford union.org

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Access Officers

Senior Access Officer

See 'Senior Appointed' section.

Junior Access Officer

Supporting the Senior Access Officer in their role.

Vac Day Requirement: 10/15

Contact: access@oxford union.org

8 Equalities Officers

Responsibilities

Increasing the accessibility of the Union to those within their remit.

Leadership: organising at least one special event (e.g. a social, panel, etc)

Vac Day Requirement: 10/15

Disabilities Ethnic GMinoritiesIraduate nternational

LGBTQIA+ Socioeconomic Permanent & Temporary Women's

Outreach & Access

Communities Officer

Responsibility: Working with Oxford based charities and organisations

Vac Day Requirement: 10/15

Contact: communities.officer@oxford union.org

Welfare Team

Responsibilities Suggesting improvements to the Society to improve Members' welfare and signposting members to appropriate welfare support.

Senior Welfare Officer

Vac Day Requirement: N/A

Junior Welfare Officer

Vac Day Requirement: N/A

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The Committees

Standing Committee

KEY

Appointed by President (permanent)

Elected by Consultative Committee

Elected by members Appointed by President (temporary)

Standing Committee Mondays 4pm

Appointed by Standing Committee Appointed by other process

Purpose: The Union's Governing Body. Oversees and passes changes to the rules, standing orders and budgets. All other committees report to the Standing Committee

Voting members:

President

Non-voting members:

Finance Committee Access Committee Library Committee Bar Strategy Committee Debate Selection Committee Consultative Committee
Librarian Treasurer Secretary Pres Elect Lib Elect Tres Elect 6 Elected Members Ex Officers STrustees enior Officers RO CCC CDSC

Finance Committee Mondays 3pm

Purpose:

Oversees the Society's finances and its termly and annual budgets.

Recommends expenditure to the Standing Committee.

Voting members:

President Librarian Treasurer Secretary Pres Elect Lib Elect Senior TOfficers res Elect 3 Elected Members

Access Committee Thursdays 1pm

Purpose:

Supervises and advises on all access related matters.

Aids Liberation Officers in delivering access related events and projects, such as visits by secondary school students

Voting members:

President Senior Access Officer Junior Access Officer

International Officer Socioeconomic Officer

Ethnic Minorities Officer Disabilities Officer

Communities Officer

LGBTQIA+ Officer Women's Officer

Graduate Officer Permanent & Temporary Officer

Standing Delegate 5 Elected Members

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Library Committee Mondays 2:15pm

Purpose:

Oversees the operation of the Union's library

Discusses and approves suggested book lists compiled by members of the committee.

Discusses and approves members' suggestions of new books, and the removal of unused books.

Voting members:

Librarian Librarian

Elect Senior Librarian Librarian In Charge Standing Committee Delegate

Up to 12 Senior Members Up to 12 Junior Members

Bar Strategy Committee Thursdays 5pm

Purpose:

Responsible for the purcahsing and supplying of alcohol for the Society and monitoring the upkeep of the Bar.

Alongside the House Manager, it determines the pricing strategy of the bar.

Voting members:

Secretary

The Licensee(s) of the Bar 5 Voting Members

Non-voting members:

Bursar House Manager Standing Committee Delegate

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Debate Selection Committee Mondays 12pm

Purpose:

Responsible for the competitive debating side of the Union.

Selects students to represent the Society in external competitions. Organises workshops and debate coaching.

Voting members:

President 4 8 Other Members

Non-voting members:

Standing Committee Delegate

Consulatative Committee Mondays 1:15pm

Purpose:

Communication between elected committee members during term.

All members of the Society are able to question any committee member at these meetings

Decides Emergency Debate motion for each week

Voting members:

All Members of the Society

MAY

COMMITTEE MEMBERS
BE INVITED TO ATTEND DEBATE DINNERS 1 4

Why Get Involved

Realise your goals and bring change

Whether its getting your dream speaker to visit, running your own social, or passing an important rules change, it is a powerful feeling when you achieve something in the Union. With its rich history, iconic status in British discourse, and central role in Oxford life, the Oxford Union offers you an opportunity to have an impact far beyond any other student society.

A fun way to spend your time in Oxford

As many committee members will attest, lifelong friendships are often made in the society's buildings inviting speakers over vacation days or running events together. Add to that guaranteed entry to any event you volunteer to help out with, and free ball tickets, there are many material benefits of getting involved!

Skills

More than any other student society in Oxford, the Oxford Union operates like a professional workplace. Whether as an RO, Access Officer, or Librarian, you will gain valuable experience building relationships with those of diverse ideas and backgrounds, navigating complex problems and interests, and persuading others to your point of view.

Networks

Reputed for its high achieving alumni and connections to some of the world's most influential people, the Oxford Union attracts the town's most outward looking, ambitious, and driven students.

Perks

Committee members are well rewarded for their contributions to improving the society. From paper speeches, to three course black tie dinners, to meet and greets with our esteemed guests, a range of exciting perks are on offer for those who work hard to improve everyone ' s experience.

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'This House Believes Feminism Cannot Be Capitalist' Debate, 2020 1 6

RO World

Returning Officer

Responsibility: Running the Society's elections, advising Members about the Society's Rules and Standing Orders, and overseeing disciplinary and membership processes Vac Day Requirement: N/A

Contact: ro@oxford union org

The Returning Officer is assisted by Deputy Returning Officers (DROs) and Returning Officer's Assistants (ROAs), who help run the Society's elections and learn about the processes so that they can become RO themselves. For the elections, the RO team organises nominations, scrutinises manifestos, sets up the poll, helps the members vote, and counts the ballots. The RO also maintains the Rules and Standing Orders and makes sure they're being followed around the Society, by helping members fulfil their duties and arranging disciplinary hearings when the Rules are broken

If you ' re interested in becoming a DRO or ROA, email the Returning Officer for more information ROAs can be appointed by the RO, but DROs must have their selection agreed by Standing Committee. The Returning Officer is always happy to talk to Members who are interested in standing for election and to answer any questions about the Society's Rules

Positions are advertised by the President Elect. Submit an application form.

Shortlisted candidates are selected for interview

Appointed Committee Applications Process Permanent and Temporary

Permanent appointed positions exist every term. Temporary appointed positions are up to the discretion of each term's President. The role titles and scope may thus change.

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Internal Elections and Appointments

Chair of Consultative Committee

Elected by Standing Committee and Consultative Committee (typically in Week 8 of each term)

Candidates must notify the Returning Officer at least 48 hours before the Close of Poll of the Member's Election held that term.

To be eligible to vote for a CCC candidate in Consultative Committee, you must attend 4 of the previous 8 meetings of Consultative Committee.

Elected Member of Access Committee

Elected by Consultative Committee (typically in Week 8 of each term).

Candidates must notify the Returning Officer before 12pm Monday, 8th week.

To be eligble to vote, you must either be a Liberation Officer, Access Officer or voting member of Standing Committee, or have attended at least 2 of the last 8 meetings of Consultative Committee.

Elected Member of Finance Committee

Elected by Consultative Committee (typically in Week 2 of each term).

To stand, candidates must have been members for at least 2 terms, have attended at least one meeting of Finance Committee, and notify the Returning Officer before 12pm Monday, 2nd week.

Debate Selection Committee

Applications must be made to the Debate Selection Committee. Available positions will be advertised in the Debate Announce mailing list.

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The Society's Elections

Process

Candidates must submit a nomination pack.

Candidates' manifesto undergo 'scrutiny' (giving evidence for manifesto claims) Candidates must attend one of two Candidates' Meetings with the RO (one is held on Friday of 6th Week, the other on Saturday). Elections are held on Friday of 7th Week. Results are typically announced that evening or the day after.

Qualifying Criteria

Standing Committee: You must have been a member of at least one term. President: You must have been on Standing Committee.

Slates

Most candidates choose to be a part of an electoral pact, called a 'slate'. They organise their electoral campaigns together, encouraging members to vote for others on their slate as well as themselves.

Nominations

To stand for election, you must completion a nomination pack. Nominations open 9:30am Friday, Week 5, and close at 3pm Friday, Week 6. Nomination fees are listed below. Those on Access Membership, or eligible for a full Maintenance Loan, may pay a reduced fee.

Hacking

During the election, candidates typically receive votes by asking members to vote for them by message and in person. They may use scrutinised manifesto claims when doing this.

Positions Available

Elected Member of Secretary's Committee (11)

Elected Member of Standing Committee (6)

Secretary

Treasurer

Librarian

President

Nomination Fee Access

£20 £30 £40 £40 £40 £50 £5 £10 £15 £15 £15 £20

Vacation Days

A key part of being on committee is putting together the term card over the vacation. All elected and appointed committee members are required to complete a certain number of ‘ vac days’, usually in 9th and 10th week.

The vac day requirements are as follows:

TERM OFFICERS

OFFICERS ELECT, SNR APPOINTED, STANDING SECRETARY'S COMMITTEE, JR APPOINTED

MICHAELMAS 40 20 15

HILARY 30 15 10

TRINITY 30 15 10

What are vac days?

The aim of vac days is to arrange all the events for the following term. This primarily inviting speakers for debates and individual events. This requires a combination of making phone calls, writing emails and finding good contacts to send invites to!

The President sets the requirement for the quantity and quality of work which must be completed to earn a vac day. This is usually sending around 10 15 good invites. Most presidents also encourage vac days to be completed towards the start of the vacation, so that the term can be organised well in advance.

The first day of the vac is ‘Debate Day’, on which all members of Committee discuss and decide the motions of the term’s debates.

The content of vac days also depends on your specific role; Sponsorship and Press Officers will also work on contacting prospective sponsors. However, the bulk of vac day work revolves around invitations.

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For many, vac days are the highlight of their time on committee. From contacting huge names, to meeting students across subjects and colleges, they are a great part of being involved.

Where do vac days take place?

For almost all of committee, vacation days take place in person in the Union's buildings. We work a normal working day (normally 9:30am 5:30pm) but have plenty of breaks. There are always prizes for the best playlist on committee...

International committee members and those who are not able to work in Oxford, should contact the President prior to the vac to discuss their vac day arrangement.

You will not be able to enjoy committee benefits, or may even get removed from the committee if you do not meet your vac day requirement.

Vacation Day Finances

The Union is able to reimburse certain costs incurred for staying at Oxford to work vacation days. This is £8 per vac day completed (£12 per vac day for Access members). Crankstart Scholars may be able to apply to the University for extra bursary to cover living costs during vacation stay. Feel free to get in touch with the President if you have any queries.

Glossary

CC: Consultative Committee

Committee: Everyone who has a role in the Union in a particular term (whether appointed or elected)

Emergency, Main, and After Debates: There are three debates every Thursday evening. The Main Debate features external guest speakers and is advertised on the term card. This is preceded by a topical Emergency Debate this is an opportunity for any member to speak in the Chamber. Finally, there is an After Debate, the motion of which is the same as the main debate, for members to continue their discussion once the guest speakers leave.

Debate dinner: The dinner that the Union hosts before each debate for the guest speakers. Also attended by some members of the committee as a reward for hard work.

DRO/RO: (Deputy) Returning Officer

GO: The General Office. Where members go to buy their membership or with queries.

Gladstone/ Goodman/ Macmillan/ Morris/ TV Room: Rooms in the Union buildings. Look at the signs on the doors or just ask for directions!

Junior Officers: Usually known just as Officers: The President, Librarian, Treasurer, Secretary and Officers Elect.

OOs: Officers’ offices.

PO: The President’s office.

Pressies: The President’s drinks held in the Gladstone Room after debates, for speakers, members of the committee, and floor speakers.

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PBM: Public Business Meetings. Thursday night debates at the Union are officially called Public Business Meetings, meaning sometimes important rules changes will arise.

Scrutiny: Where the Returning Officer checks that election candidates’ manifesto claims are accurate. Takes place the weekend before an election.

Seccies: Members of the Secretary’s Committee.

Senior Officers: The Senior Treasurer and Senior Librarian, long term posts held by non student professionals.

Slate: A team of people who run together in an election campaign. Typically consists of candidates for Officers, Standing Committee, and Secretary's Committee. Each slate usually has a name, logo, and set of goals. Slates change every term.

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