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IRVINE HALL COMMITTEE

CONSTITUTION THE UNIVERSITY OF THE WEST INDIES

MONA CAMPUS Revised January 2013


Preface The Irvine constitution was revised in January of 2013 under the guidelines outlined. The constitution was revised by the constitutional Committee Chaired by Ms. Jennine Small – Deputy Hall Chair was comprised of Mr. Marlon Thompson – Hall Chairperson and Mr. Donovan Johnson – resident of Irvine hall residing on Block D. It was submitted for revised by Mr. Jason McKenzie Student Services Manager of Irvine Hall.


CONSTITUTION OF THE HALL COMMITTEE IRVINE HALL Table of Contents Prologue Establishment of the Hall Committee Authority for Constitution Objectives of the Hall Committee Powers of the Hall Committee Powers of the Hall Committee Executive Members of the Hall Committee Members of the Hall Committee Executive Roles of members of the Hall Committee Criteria for Candidacy Method of Elections The Hall Committee Transition Period Year of Office Hall Committee Retreat Vacancies General Meeting Special General Meeting Amendments to the constitution Recall of elected members


PROLOGUE I.

INTERPRETATION In this Constitution, all Bye-laws and roles made under it, the following words and expressions shallbase these meanings assigned to them: The terms “Hall” and “Hall Committee” all refer to institutions pertaining to and established within Irvine Hall. “Member” refers to the person registered to Irvine Hall. “Resident Member” refers to the person who is registered and residing in Irvine Hall. “Guild Council” means the committee of the Guild of Students. “Simple majority” means a majority of votes for over votes against, absenteeism notwithstanding. “Absolute majority” means three quarters of members present. “Bye-laws” means the Bye-laws of IRVINE HALL Committee for the time being in force. Where the word “Committee” is used in this document, it refers to the Hall Committee. “Semesters” means semester 1 and semester 2, as indicated by the University Calendar.

“Hall Committee Executive” means every member of the hall committee except the block representatives. II. Reference to this Constitution shall include all Bye-laws and rules made under powers conferred by this Constitution. III. The Constitutional Committee as established under Section of this Constitution shall be the authority for the interpretation of the Constitution and its ruling shall be subject only to appeal to the Hall Committee. 1. ESTABLISHMENT OF THE IRVINE HALL COMMITTEE The Hall Committee is a permanent committee of the Guild of Students of the University of the West Indies.


2. AUTHORITY FOR CONSTITUTION 1) The Hall Committee has been commissioned by The Guild of Students in Section 14 Subsection 5 and Section 15 Subsection 5 of the Constitution of The Guild of Students to fulfill the objectives listed in Section 47 Subsection 4 of the same document. Therefore, the Hall Committee will have a constitution for its fair and just internal government. 2) The Irvine Hall Committee shall be governed by its Constitution. 3) The Hall Committee is authorized to make rules for its internal management and administration, election of its officers, alteration of its rules and all other matters requiring regulation. 4) No rule shall be effective until it has been approved by the members, the Student Services Manager and the Guild Council in accordance with Section 13 of this Constitution.

3. THE OBJECTIVES OF THE HALL COMMITTEE 1) To promote, foster and develop internal activities for the educational, cultural and social interests of members of the Hall. 2) To promote unity and fraternity among members of the Hall. 3) To represent the interest of Hall members at the Hall, Guild and University levels. 4) To promote maximum participation of members of the Hall in Hall, Guild and University activities. 4. POWERS OF THE HALL COMMITTEE 1) To make, modify and terminate contracts for and on behalf of the members of the Hall with the approval of the Student Services Manager. Therefore, no member of the Hall may enter into contractual agreement on behalf of the Hall or any of its Standing Committees without the approval of the Hall Committee and the Student Services Manager. 2) To make Bye-laws in accordance with Section 15 Subsection 2 of the Constitution of the Guild of Students 3) Such other powers as are not specifically conferred by this Constitution but which are necessary for the optimal performance of the objectives of the Hall Committee.


4) No act of power of the Hall Committee shall contradict the rules outlined in this Constitution and its Bye-Laws. 5. POWERS OF THE HALL COMMITTEE EXECUTIVE Without prejudice to the generality of the foregoing, the Guild Executive shall have the following powers: 1) The management of the daily affairs and operation of the Guild and the Guild Office. 2) The fulfillment of directives and decisions made by the Guild Council.

6. MEMBERS OF THE HALL COMMITTEE The Hall Committee shall comprise of: The Hall Chairperson The Deputy Hall Chairperson The Hall Secretary The Public Relations Officer The Hall Treasurer The Cultural and Entertainment Affairs Chairperson The Sports Representatives The External Affairs Chairperson The Hall Hostess The Culinary Representative The Block Representatives Advisor and such other persons that may be co-opted by the Hall Committee 7. MEMBERS OF THE HALL COMMITTEE EXECUTIVE The Hall Committee Executive shall comprise The Hall Chairperson The Deputy Hall Chairperson The Hall Secretary The Public Relations Officer The Hall Treasurer The Cultural and Entertainment Affairs Chairperson The Sports Representatives The External Affairs Chairperson The Hall Hostess The Culinary Representative


8. ROLES OF MEMBERS OF HALL COMMITTEE THE HALL CHAIRPERSON 1. Shall chair the meetings of the Hall Committee. 2. Shall oversee the discharge of the respective roles and responsibilities of each Hall Committee member. 3. Shall represent the needs and ambitions of the members of the Hall to the Guild Council, UWI, Mona and vice versa. 4. Shall sit on the Disciplinary Committee. 5. Shall act as chair on the Hall Committee Review Board. 6. Shall be one of the signatories on the Hall Committee Bank book. 7. To coordinate and successfully implement one student-benefiting activity decided upon by the Hall committee. 8. Shall perform such other functions that are assigned according to the Constitution and its Bye-laws. DEPUTY HALL CHAIR 1. Shall perform the functions of the Hall Chairperson in his or her absence. 2. Shall represent the needs and ambitions of the members of the Hall to the Guild Council, UWI, Mona and vice versa. 3. Shall be responsible for the general management of the 'Wright Place'. 4. Shall be responsible for the upkeep and proper functioning of the Irvine Hall computer lab. 5. Shall Chair the Constitutional Committee. 6. Shall be one of the signatories on the Hall Committee Bank book. 7. Shall perform such other functions that are assigned according to the Constitution and its Bye-laws.

SECRETARY 1.Shall be responsible for the preparation and distribution of agenda for each meeting of the Hall Committee and for general meetings of the Hall. 2. Shall be responsible for recording and taking notes, resolutions and motions as are passed by the Hall Committee. 3. Shall be responsible for the preparation and distribution of minutes once approved. 4. Shall be responsible for all items of correspondence on behalf of the Hall Committee. 5. Shall be responsible for the compilation of a Hall Directory by a time appointed by the Hall Chairperson. 6. Shall organize and effectively execute the hall mentorship program


7. Shall be responsible for organizing, managing and maintaining proper records of the Hall Committee and its Business (e.g. reports), and shall guarantee the effectiveness, efficiency and authenticity of such records. For (e.g.) Organizing and recording Files, Reports and Archives. 8. Shall be responsible for managing and maintaining an effective information storage and retrieval system. 9. Be responsible for keeping the Hall Committee abreast of all important dates, events, notices and usual occurrences associated with the Hall Committee at committee meetings. 10. Shall be the chair for the Secretariat Committee. 11. Shall perform such other functions as are assigned under the Constitution and its Bye-laws. TREASURER 1.Shall be responsible for the collection of General Irvine Tax (GIT) and all other monies on behalf of the Hall Committee. 2. Shall be responsible for the monitoring and disbursement of Hall Committee funds. 3. Shall be responsible for the preparation and presentation of financial statements at intervals to be decided by the Hall Chairperson. 4. Shall be responsible for presenting Hall Committee financial reports to the Hall through the Block Representatives at an interval deemed appropriate by the Hall Chairperson. 5. Shall be a Financial Manager on the Wright Place Management Committee. 6. Shall be responsible for designing and implementing fundraisers on behalf of the Hall Committee as Chair of the Finance and Fundraising Committee 7. Shall be a signatory on all Hall Committee accounts 8. Shall be responsible for the preparation of the annual Hall Committee budget before the Guild Council Retreat. 9. Shall receive and approve the proposed budgets for each of the Standing Committees of the Hall Committee for inclusion into the annual Hall Committee budget. 10. Shall perform such other functions as assigned under the Constitution and its Bye-laws. PUBLIC RELATIONS OFFICER 1.Shall be responsible for the promotion of all Hall activities in consultation with the designated Resident Advisor. 2. Shall be responsible for the production of all literary works through the Public Relations and publications committee e.g. Freshers’ Guide, Irvine Hall Newsletter, The Torch Magazine, etc of the Hall Committee. 3. Shall be responsible for the preparation and publication of the Irvine Hall Calendar of Events. 4. Shall be responsible for overseeing the maintenance of the Irvine Hall Committee’s website. 5. Shall act as a chair for the Public relations and Publications Committee. 6. Shall perform such other functions as are assigned to him/her under the Constitution and its Bye-laws.


CULTURAL AND ENTERTAINMENT CHAIRPERSON 1.Shall be responsible for registering and monitoring the activities of all clubs and societies in Hall. 2. Shall be responsible for the planning and organization of Culturama, Carnival Band and Talent shows. 3. Shall be responsible for posting results and point standings of Culturama and the Irvine Hall Talent shows. 4. Shall be responsible for the planning and organization of activities for Founders Week in conjunction with the Student Services Manager. 5. Shall convey information about Cultural and Entertainment events hosted by the Guild CEAC to members of the Hall. 6. Shall perform such other functions as are assigned to him/her under the Constitution and its Bye-laws.

SPORTS REPRESENTATIVES 1.Shall be responsible for the organization of all intra-mural and inter-block sporting events on behalf of Irvine Hall Committee. 2. Shall be responsible for posting results and point standings of intra-mural and inter-block sporting activities. 3. Shall abide by the provisions outlined in the Irvine Hall Sports Handbook 4.Shall be responsible for disseminating information from the UWI Sports Office and the Guild Games Committee to the Hall and vice versa. 5. Shall be responsible for keeping inventory of the Hall’s Sporting Equipment. 6. Shall be responsible for acquiring all gear for intramural teams. 7. Shall be responsible for the scheduling and booking of the Irvine Hall Sports facilities 8. Shall be responsible for the preparation of a Sporting and Equipment budget for approval by the Student Services Manager before the start of Semester I. 9.Shall be responsible for the formation and function of an Irvine Hall Committee Cheering Squad. 10. Shall perform such other functions as are assigned to him/her under the Constitution and its bye-laws.


EXTERNAL AFFAIRS CHAIRPERSON 1.Shall work in conjunction with the Public Relations Officer to inform all non-resident members about Hall activities. 2. Shall assign non-resident Irvinites to Blocks in Hall at the start of the academic year. 3. Shall be responsible for compiling a database of non-resident and past Irvinites. 4. Shall liaise between Irvine Alumni and the Hall Committee. 5. Shall be responsible for the planning and organization of Outreach Projects on behalf of the Hall Committee. 6. Shall be responsible for planning and implementing activities to promote the integration of residents and non-residents. 7. Shall convey information about Guild Outreach projects to members of the Hall. 8. Shall be responsible for planning and implementing seminars, panel discussions, etc with the permission of the Student Services Manager to foster intellectual development. 9. Shall be responsible for receiving and approving proposals for all Block Outreach projects. 10. Shall perform such other functions as are assigned to him/her under the Constitution and its bye-laws.

HOSPITALITY REPRESENTATIVE 1. Shall be responsible for the planning and implementation of inter-block social activities 2. Shall be responsible for providing hospitable services for resident and guests of Irvine Hall upon request. 3. Shall be responsible for the planning and execution of Ms. Irvinia. 4. Shall chair the Hospitality Committee. 5. Shall perform such other functions that are assigned to him/her under the Constitution and its By-laws.

CULINARY REPRESENTATIVE

1. Shall assist in the preparation and provision of food and/or beverage at all Hall functions. 2. Shall coordinate the preparation and provision of refreshments for team members at intramural Sporting events. 3. Shall perform such other functions that are assigned to him/her under the Constitution and its Bye-laws.


BLOCK REPRESENTATIVES 1. Shall be responsible for the efficient and orderly management of the block. 2. Shall represent the needs and ambitions of their block to the Irvine Hall administration and vice versa. 3. Shall represent the needs and ambitions of the Hall to their Block and vice versa. 4. Shall ensure that the respective blocks fulfill their obligations to the Hall administration and to the Hall committee. 5. Shall perform such other functions that are assigned to them under the Constitution and its Bye-laws. ADVISOR 1. The Hall Committee at its first meeting which may be held before the date from which it shall hold office, may at its discretion appoint an Advisor. 2. The Hall Chairperson on advice of the Hall Committee shall nominate the individual to be the Advisor. 3. The Hall Committee will appoint the advisor by simple majority vote. 4. The appointment shall be communicated to the Student Services Manager. 5. Shall be responsible for providing independent lines of analysis free of constituent bias. 6. The Advisor shall have no voting rights. 7. Shall perform such other functions that are assigned to him/her by the Hall Chairperson under the Constitution and its Bye-laws.


9. CRITERIA FOR CANDIDACY

1. All candidates must be resident members of the Hall and are subject to counseling by the outgoing Hall Committee. 2. All candidates must be UWI students registered in programs not intended to be completed before the end of their term in office.

10. METHOD OF ELECTION 1. The Hall Chairperson and Deputy Chairperson shall be elected by simple majority vote by full members of the Hall during the Guild Council elections. 2. All other officers of the Irvine Hall Committee except Block Representatives shall be elected by simple majority vote of the members of the Hall no later than one week after Guild Council Elections. 3. Block Representatives shall be elected by simple majority vote of members of their block. Only members of the Block shall be eligible for nomination. 4. All voting should be done by ballot. 11. THE HALL COMMITTEE TRANSITION PERIOD The Hall Committee Transition Period shall be between the day immediately after the Hall Elections and May 31. This period should be a period when the incoming Hall Committee shall prepare for officially taking over office on June 1. The outgoing Hall Committee is required to guide the incoming Hall Committee as it relates to all the business and operation of the Hall Committee for the last year, through the Transition Period.

12. YEAR OF OFFICE

All elected members of the Hall Committee shall hold office for one year that is from June 1 to May 31, Subject to recall by his/her constituents.


13. HALL COMMITTEE RETREAT

The Hall Committee Retreat shall be held between the end of the semester two and two weeks prior to the Guild Retreat. The incoming Hall Committee shall prepare for their Annual Hall Committee Retreat during the Hall Committee Transition Period.

14. VACANCIES 1. The duration of a term in office after each election shall not be more than one year. 2. Any member of the Hall Committee shall cease to hold office: i) At the end of his/her term ii) Subject to the results of a recall on the basis of his/her failure to fulfill the mandates of his/her portfolio or due to misconduct. iii) The request for recall shall be submitted to the Hall Secretary in accordance with the procedures outlined in the bye-laws accompanying this constitution. iv) By written resignation submitted to the Hall Secretary. The resignation shall be effective not less than seven (7) days after its receipt. Any member of the Hall Committee who shall be absent from three consecutive meetings of the Hall Committee or a total of four (4) shall have considered to have resigned unless reason for such absence have been given which the Hall Committee deems appropriate.

v) By removal from office by court in cases provided for in law. vi) By his/her death. 3. Where the office of the Hall Chairperson becomes vacant, a new Hall Chairperson shall forthwith be elected by simple majority vote by members of the Hall. Should the vacancy occur during the last four weeks of office, the Hall Committee shall decide whether an election should be held or whether the Deputy Hall Chairperson shall perform duties of the Hall Chairperson until the end of office. 4. Where the office of the Deputy Hall Chairperson becomes vacant, a new Deputy Hall Chairperson shall forthwith be elected by majority votes of members of Hall. Where vacancy occurs during the last four weeks of office, the Hall Committee shall decide whether an election should be held or whether the Hall Chairperson shall perform duties of the Deputy Hall Chairperson until the end of their term in office.


5. Where any other office of the Hall Committee executive becomes vacant, a new person shall forthwith be elected by secret ballot majority votes of members of the hall unless the vacancy shall occur during the last two weeks of semester one or semester two in which case the Hall Chair under the advice of the Hall Committee shall decide whether an election should be held or a replacement appointed by simple majority vote by members of the hall committee. 6. No act or resolution by the Hall Committee shall be invalid by reason only of a vacancy on the Hall Committee.

MEETINGS 15. GENERAL PROVISIONS I. All meetings of the Hall Committee and General meetings of the Hall shall be summoned by the Hall Chairperson or the person acting in the office as provided in the Constitution. II. At every General meeting the minutes of the previous General meeting, if found to be correct shall be confirmed and signed by the Hall Chairperson. III. General meetings of the Hall shall be private and no public reports should be made of proceedings except with the authority of the Hall Committee. IV. At a General meeting only members shall have the right to vote. V. There shall be at least two General meetings of the Hall. The first shall be held during the first three weeks of Semester I by the incumbent. The second shall be held during the first four weeks of Semester II by the incumbent administration.

16. SPECIAL GENERAL MEETING A Special General meeting shall be called: (a) When the Hall Chairperson deems it advisable. (b) By the members of the Hall Committee by a simple majority vote. (c) If it is requested by not less than twenty members of the Hall who shall have sent a request in writing stating the object for which the meeting is desired to the Hall Chairperson. (d) If it is requested by the administration of the University.


17. AMENDMENTS TO THE CONSTITUTION Suggestions for amendments to the Constitution shall be submitted in writing to the Chair of the Constitutional Committee. Suggestions can be made by any member of the Hall. The Constitution may at any time be amended by a resolution passed and approved as follows:

I. a) Passed by a general or special meeting of the Hall by absolute majority. Copies of the proposed resolution and of the section of the Constitution affected shall be posted up with every notice of such meeting not less than seven days before the date fixed for that meeting. b) Approved by the Student Services Manager and the Guild Council on recommendation of the Hall Committee. II. Such resolution shall take effect from the date specified in the resolution or from the date of the meeting of the Guild Council at which it was approved which ever is later. III. Where an amendment providing for the election or appointment of a member of the Hall Committee or any of its Standing Committees comes into effect, the Hall Committee may in its discretion do one of the following: (a) Make nomination(s) for the post(s) concerned, whether the post shall normally be elective or not. (b) Make appointment(s) to the appointed post(s) only and authorize the elections to fill the new elective posts in the manner described. IV. Should an amendment providing the abolition of the Hall Committee or any of the standing Committees come into effect after the first meeting of the Hall Committee, the Hall Committee shall prescribe decision on the procedure to be adopted.

18. RECALL OF ELECTED MEMBERS Any elected member of the Hall Committee shall be subject to recall on the basis of non-performance or misconduct according to the procedures outlined in the Bye-laws accompanying this Constitution.


BYE-LAWS IRVINE HALL UNIVERSITY OF THE WEST INDIES, MONA CAMPUS BYE-LAWS i) The Hall Committee may from time to time make bye-laws which shall carry into effect this Constitution and shall promote the objects of the Hall Committee. ii) Bye-laws may be made, repealed or amended by resolution passed by a majority of the Hall Committee. iii) The power to make Bye-laws shall not be limited by or with reference to any Bye-law. STANDING COMMITTEES 1. GENERAL There shall be the following Standing Committees of the Hall: a) The Finance and Fundraising Committee b) The Cultural and Entertainment Committee c) The Secretariat Committee d) Public Relations and Publications Committee e) The Constitutional Committee f) The Sports Committee g) The Hall Committee Review Board h) The Respective Block Committees i) External Affairs Committee j) The Wright Place Committee k) The Hospitality Committee l) Such other Committees shall from time to time be decided by the Hall or the Hall Committee. REQUIREMENTS FOR STANDING COMMITTEES 2. All Standing Committees shall meet within the first four weeks of the First semester. 3. All Standing Committees shall meet at least twice per semester. 4. No Standing Committee shall enter into a financial contract unless such transactions have been approved by the Hall Committee and the Student Services Manager. 5. All business of Standing Committees shall be submitted to the Hall Chairperson for approval. 6. All Standing Committees must submit names of all members to the Hall Secretary. 7. All Standing Committees shall be responsible for organizing fund-raising activities to meet their respective needs. 8. All Standing Committees shall have power to set up such Sub-Committees as they deem necessary for the adequate performance of their functions.


THE FINANCE AND FUNDRAISING COMMITTEE 1.FUNCTION a) The Finance and Fundraising Committee shall decide on the allocation of funds collected by the same or placed under its purview by the Hall Committee. b) The Finance and Fundraising Committee shall plan and execute fund raising activities to meet the demands of the annual Hall Committee budget. 2. COMPOSITION The Finance and Fundraising Committee shall be composed of: a) Hall Treasurer who shall act as chair. b) Block Treasurers. c) Block Fundraising representatives. C) Any other person deemed necessary by the Hall Treasurer.

CULTURAL AND ENTERTAINMENT COMMITTEE 1.FUNCTION The Cultural and Entertainment Committee shall coordinate all socials, cultural, religious and political activities of the Hall Committee.

2. COMPOSITION The Cultural and Entertainment Committee shall consist of a) The Cultural and Entertainment Chairperson. b) The Student Services Manager as ex-officio. c) All Block Cultural and Entertainment Chairpersons. d) Hall Treasurer who shall be treasurer of the committee e) Heads of all clubs and societies in Hall. f) At least one representative from the Secretariat and Publications Committee. g) Resident advisor in charge of cultural and entertainment. h) Any other person deemed necessary by the Cultural and Entertainment Affairs Chairperson.


THE SECRETARIAT COMMITTEE 1.FUNCTION The Secretariat Committee shall be responsible for: 1. FUNCTION a) Organize and execute the Mentorship program b) Maintain an up to date directory of the Hall c) Maintain records of all correspondences and important documents of the hall committee 2. COMPOSITION a) The Hall Secretary who shall act as Chairperson. b)All Blocks secretaries c) Representative from public relations and publications committee f) The Student Services Manager as ex-officio. 3. All literary works of the Secretariat and Publications Committee shall be submitted to the Hall Chairperson and Student Services Manager for approval.

PUBLIC RELATIONS AND PUBLICATIONS COMMITTEE 1. FUNCTION a) Designing all promotional instruments and strategies on behalf of the Hall Committee. b)The promotion of all Hall activities. At least one representative from this Committee shall sit on the CEAC and the Sports Committees respectively. b) Publication of all literary works as the Hall Committee shall desire to publish. 2. COMPOSITION a) The Public Relations Officer who will act as the Chair. b) All Block Public Relations Officers c) One representative from the Secretariat Committee d) One representative from the Sports Committee e) One representative from the CEAC Committee f) Resident Advisor responsible for Public Relations and Publications


EXTERNAL AFFAIRS COMMITTEE 1.FUNCTION a) To solicit and encourage the participation of non-resident Irvinites. b) To organize outreach projects for the Hall Committee. c) To solicit and encourage the participation of Irvine Alumni in Hall activities. d) To foster intellectual development by planning and implementing seminars, panel discussions, etc with the permission of the Student Services Manager.

2. COMPOSITION The External Affairs Committee shall consist of a) External Affairs Chairperson, who shall act as Chair for the Committee. b) The Hospitality Committee Chairperson. c) External Affairs Chairpersons from the respective blocks.

SPORTS COMMITTEE

1.COMPOSITION The Sports Committee shall be composed of a) Male and Female Sports Representatives who shall act as Chairpersons for the Committee. b) All Block Sports Representatives. c) At least one representative from the Secretariat and Publications Committee. d) Resident advisor with portfolio responsibility for Sports e) Any other person deemed necessary by the Sports Representatives. 2. FUNCTION a) To organize all inter-block sporting events. b) To organize Hall participation in inter-hall sporting events, including adequate training sessions.


BLOCK COMMITTEE 1. COMPOSITION The Block Committee shall be composed of: a) The Block Representative, who shall be Chairperson. b) The Deputy Block Representative c) The Block Secretary d) The Block Treasurer e) The Block Public Relations Officer f) The Block Sports' Representative g) The Block Food Representative h) The Block Cultural and Entertainment Representative i) The Block External Affairs Chairperson j) The Block Host/Hostess j) Sanitation Representative k) Any other person deemed necessary by the Block Committee 2. All members, except for the Block and Deputy Block Representatives shall be elected by ballot by the end of the first two weeks of the first semester. 2. FUNCTIONS a) To promote, foster and develop internal activities for the educational and social interest of Block members. b) To promote unity and fraternity: 1) among members of the Block and 2) between members of the block and other members of the Hall. c) To represent the interest of Block members to the Hall Committee and the Hall administration. d) To promote maximum participation of members of the Block in Hall, Guild and University activities. CONSTITUTIONAL COMMITTEE 1.FUNCTION a) To assure relevance of the Constitution within the Organs of the Hall Committee and monitor adherence to regulations. b) To supervise the piloting of all amendments to these Constitutions. 2. COMPOSITION a) The Deputy Hall Chairperson who shall act as the Chairperson of the Committee.


b) A Resident Advisor chosen by the Student Services Manager. C) Two other persons elected by the Deputy Hall Chairperson under advise of the hall committee

THE HALL COMMITTEE REVIEW BOARD 1.COMPOSITION The Hall Committee Review Board shall be selected by the Hall Committee and subjected to approval by the Student Services Manager. It shall be composed of: a) The Hall Chairperson, who shall act as Chair. In the event that the Hall Chairperson is under review for disciplinary actions, the Committee shall be chaired by the Deputy Hall Chairperson. b) Two members of the Hall who do not hold position or post on the Hall Committee. c) Two Resident Advisors. d) The Hall Secretary who shall be responsible for taking minutes and shall have no voting rights. 2. Decisions made by the Hall Committee Review Board shall be subject to an appeal which can be made to the Student Services Manager. 3. In case a disciplinary matter arises which includes a member of the Committee Review Board, such member will be suspended until the matter is resolved. Such a member's place will be taken under the provision made for composition of the Committee Review Board. 4. All matters relating to disputes must be made in writing to the Chairperson of the Hall Committee Review Board. 5. The Hall Committee Review Board reserves the right to investigate under the guidance of Hall and University rules.


BYE-LAWS THE HALL COMMMITTEE 1. a) Ordinary meetings of the Hall Committee shall be called by the authority of the Chairperson. At least three days notice shall be given to every member of the Committee. b) One half of the members of the Hall Committee shall constitute a quorum. c) The first meeting of the incoming Hall Committee shall be held before the end of the second semester. d) At the first meeting of the Hall Committee it shall make such appointment and perform such duties as provided for in the Constitution. a) Motions leading to votes of censure against and no confidence in a member of the Hall Committee or any Committee of the Hall shall be considered at any General meeting of the Hall as long as they arise from business of the meeting. b) Such a motion shall be passed by a majority of more than fifty percent of the members present at the meeting.

i)

BYE-LAWS GOVERNING ELECTIONS A Returning Officer and such deputies as deemed necessary for the efficient conduct and the running of elections shall be appointed by the Hall Committee. The Returning Officer, deputies and all other administrators of the election process shall not be eligible for the post being contested. ii) The date for the election of members of the Hall Committee, except for Hall Chairperson and the Deputy Hall Chairperson, shall be decided by the outgoing Hall Committee, and shall be no later than one week after Guild Council elections have been completed. iii) The Hall Secretary shall prepare and deliver to the Returning Officer no later than the day before the date fixed for any election, lists in duplicate of person qualified to vote in that election. iv) At least ten (10) days before the date of any election the Returning Officer shall cause to be posted in a suitable place notices stating: a) The date, time and place of the Election. b) The latest time for the receipt of nomination papers by the Returning Officer or his/her deputy, which shall be not less than twenty four hours before the time fixed for the beginning of the election. c) The number of vacancies to be filled. d) The time up to which nominated candidates may withdraw by notice in writing and how and to whom this notice shall be sent. The time shall not be less than twenty four (24) hours before the day of the election.


(2) Conduct of Elections Please refer to section 89 sub-sections 2 of the UWI Mona Guild of students Constitution

DISCIPLINARY ACTIONS i. The Hall Committee shall have the power, on the recommendation of the Hall Committee Review Board Committee, to suspend for good cause or misconduct, any Hall Committee member. ii. Misconduct includes: a. Unauthorized removal of Hall Committee property and/or assets b. Misappropriation of Hall Committee funds c. Any other action or activity not listed above but deemed inappropriate by a simple majority of the Hall Committee. iii. Prior to disciplinary action the Chairperson of the Hall Committee Review Board shall forward to the student body, the Chairperson of the Constitution Committee and to the member whose suspension is being considered a report in writing stating the grounds for such suspension. iv. On receipt of a written request for review/recall the Review Board Committee shall have the right to investigate the reported matter under the guidelines contained in the Hall Charter and the rules and regulations of the University. v. The Hall Committee Review Board shall provide an opportunity for the member whose suspension is being considered to present his or her case before them. vi. The decision of the Hall Committee Review Board shall be submitted in writing, addressed to the Student Services Manager, and stating the grounds for recommending the enforcement or non-enforcement of the suspension. A dissenting member of the Hall Committee shall be entitled to submit his/her reason(s) for dissent. vii. All decisions of the Hall Committee Review Board shall be made by simple majority vote and are subject to the decision of an appeal which may be made to the Student Services Manager. Appeals must be submitted in writing no later than one week after the decision has been made. viii. Copies of the decision of the Hall Committee Review Board and of any dissent shall be given by the Hall Committee, to the member whose disciplinary action is being considered and the Student Services Manager. ix. Disciplinary actions may take the form of verbal reprimand, written reprimand or removal from office. The disciplinary action decided should be in keeping with the severity of the offense and need not be preceded by another form of disciplinary action.


VOTES OF CENSURE AND NO CONFIDENCE (a) Motions leading to votes of censure against and or no confidence in members of the Hall Committee shall be considered at any General Meeting of the hall as long as such motions arise from the business of the meeting. (b) Such motions shall be introduced at a meeting of the hall which has a minimum of fifty (50) members in attendance. (c) The motion shall be passed by a majority of fifty (50) percent plus one of the members present and voting at the meeting. (d) Points of procedure not mentioned in these Standing Orders shall be ruled upon by the Chairperson of the meeting in accordance with the Rules of Procedure laid down in the booklet “Rules of Order for Council and other Committees of the Guild of Students.� (e) Questions relating to the validity of proceedings shall be directed by the Chairperson to the hall Committee if questions be posed by at least twenty (20) hall members.


The Constitution of Irvine Hall UWI Mona  

Preface The Irvine constitution was revised in January of 2013 under the guidelines outlined. The constitution was revised by the constitut...

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