Standing Orders of the Peterhouse Graduate Society
1. Electoral Procedures
1.1. Preparation of the Ballot Papers
Each person shall have as many preferences as there are candidates for a particular office. Every ballot should also include an option to re-open nominations (RON). The vote is cast by putting one, two, three, etc. beside the names of candidates in order of preference. Voters shall have the right to declare only one preference if they so choose, this preference must be indicated by placing either a 1 or a tick or a cross next to the candidate’s name and leaving the remaining candidates fields blank.
1.2. Counting of Votes
Each ballot represents a single, transferable vote that is initially allocated
to the first-choice candidate and then transferred to other candidates, in the order stated on the ballot, should said first choice candidate, or the subsequent candidates, be eliminated. All ballots not marked as declared above shall be discarded. All the first preference votes shall then be counted. The candidate with more than 50% of the votes cast for a particular office shall be deemed elected. In the event of no single candidate receiving more than 50% of the first preference votes cast, the candidate at the bottom of the list shall be eliminated and their second preferences shall be distributed among the remaining candidates. (In the case of two or more candidates at the bottom
of the list having the same number of votes, the procedure for ties shall be followed.) In the event of a second or lower preference having been given to a candidate already eliminated, the next preference is used. If all these have already been eliminated, or no further preferences are given, the ballot is to be discarded. This process is to continue until there are only two candidates left. The higher placed of the two shall be deemed elected (see also Ties).
1.3. Ties
In the event of two or more candidates receiving the same number of ballots after all those candidates below them have been eliminated, a tie shall be declared. Ties shall be resolved by the casting of lots.
1.4. Electronic Votes
Electronic ballots shall be prepared as described above and counted in the same way, treating them equal to paper ballots. All rules applying to paper ballots shall also apply to electronic ballots except for where their application is impossible due to the electronic nature of the ballot. When using a mixed system of electronic and paper ballots it must be ensured that no voter can cast their vote twice.
1.5. Campaigning
Candidates shall be allowed to post one A4 poster in addition to their manifesto on the Common Rooms notice board. The manifesto shall also be limited to one A4 page. Furthermore, each candidate may send one email to the MCR mailing list for campaigning purposes. At the Secretary’s discretion the manifestos may also be placed on the Graduate Society website, if the candidates so desire. No further campaigning in written form shall otherwise be allowed by the candidates. Candidates shall be allowed to question other candidates in the same manner as any other full member of the Society.
2. Committee Officers’ Job Descriptions
2.1. President
The President shall bear overall responsibility for the Committee’s fulfillment of its tasks. They shall be allowed to delegate tasks to committee members with the aim of evenly distributing the workload across the entire committee. They shall also set dates for committee meetings, to be called at regular intervals as and when necessary. They shall set the agenda for such meetings but is required to add all reasonable agenda item requests by committee members to the agenda. In case of ties at committee votes they shall have the casting vote. They shall chair committee meetings and General Meetings of the Society. They shall be required to attend Coordinating Committee meetings as and when called by the Governing Body’s representative. They shall be required to meet with the Tutor for Graduate Affairs or the Senior Tutor to represent the Graduate Society’s interest in matters discussed by Governing Body relating to the Society or its members. They shall also be required to meet with other College officials as and when necessary. They shall be required to attend GU Council meetings unless a committee member agrees to carry out this duty for him or her.
2.2. Secretary
They shall keep minutes of all committee meetings and General Meetings of the Society. They shall make the latter available to members of
the society and the Ward Librarian. In the absence of the President they shall fulfill their duties. They shall act as administrator of the Society’s website and email list. They shall be responsible for the Common Room’s inventory. They shall be in charge of organising the Graduate Symposium.
2.3. Treasurer
They shall be required to maintain the Society’s accounts and handle expense claims in a timely manner.
2.4. Social Secretaries
The Social Secretaries shall be responsible for arranging at least one Superhall per term as well as at least two Grad Halls per term. They shall also arrange exchange dinners with other colleges and organise the Annual Dinner as well as the Annual Garden Party. Furthermore, they shall arrange a Christmas Dinner as well as a Burns Supper. These events may be replaced by events deemed by the committee to be equivalent in nature. It will also be their responsibility to arrange for a professional photographer to take pictures of the outgoing committee at the Annual Dinner. They are to inform the Ward Librarian of the photo being available should they wish to include it in the College archives.
2.5. Welfare and Equal Opportunities Officer
The Welfare and Equal Opportunities Officer shall make themselves available to members of the Society in matters relating to their welfare. They shall keep matters raised at such occasions in confidence, unless where they are legally obliged to disclose such information.
The Welfare and Equal Opportunities Officer(s) shall make themselves available to members of the Society in matters relating to their welfare, physical or mental. They will keep matters raised at such occasions in confidence, unless where they are legally obliged to disclose such information. In their capacity as representatives for encouraging equal opportunities, they shall seek to address specific welfare matters or concerns pertaining to underrepresented groups in college such as self-identified women; members of the LGBT+ community; Black, Minority, and Ethnic students; students with visible and invisible disabilities; students from disadvantaged socio-economic backgrounds; student parents/carers; mature students, etc. When welfare matters concerning a collective body of student members, including but not limited to underrepresented student groups, arise, the welfare officer(s) should strive to address concerns through consultation. This may include, but is not limited to, consultation with the respective affected members of the MCR, the MCR committee, the specialised welfare officers in the JCR and/or Graduate Union, or the appropriate college staff or officers such as the Dean, the chaplaincy, the College Nurse, or the College Counsellor. Potential welfare responsibilities may include, but are not limited to, confidential discussion, referral of students to appropriate college and university services, and the organization of events that promote welfare and equal opportunities (examples may include, for example, events that do not centre around alcoholic consumption, family-friendly events, LBGT+ swaps or physical activities such as yoga classes) as they are needed or requested. If any member of the Committee has an advocacy issue about which they are particularly passionate, they shall make this known publicly so members know to whom they may address their concerns should members not feel comfortable with approaching the welfare officer directly. In these instances, the same principles of confidentiality expected of the welfare officer shall be extended.
2.6. First-Year Graduate Representative
The First-Year Graduate Representative shall represent the first-year students’ interest on the committee and be in charge of organising a Freshers’ Week. It shall be expected that they attend all events during the Freshers’ Week.
2.7. International Officer
The International Officer will represent and support international students in the MCR. They will assist the First Year Graduate Representative in addressing concerns and challenges regarding students’ relocation to the UK. The International Officer will be a point of contact for international students throughout the year, and will both encourage the participation of international students in MCR events and organise events that promote cultural exchange within the MCR. The International Officer will also inform international students of events organised by international networks in the wider University.
It is expected that the International Officer will identify as a member of one of these communities.
2.8. LGBTQ+ Officer
The LGBTQ+ Officer shall be the collegiate representative of MCR students identifying as part of the LGBTQ+ community. They shall work to ensure that the College is a tolerant and welcoming environment for these groups and to be a point of confidential contact for issues arising. In cases of issues arising, the Officer is to recommend suitable external organisations while addressing concerns within the College system. The officer is to organise LGBTQ+ events within college and co-ordinate or inform regarding LGBTQ+ events outside of college.
It is expected that the LGBTQ+ Officer will identify as a member of one of these communities.
2.9. ethnic minorities Officer
The Ethnic Minorities Officer shall be the collegiate representative of MCR students identifying as minority ethnic. They shall work to ensure that the College is a tolerant and welcoming environment for these groups and to be a point of confidential contact for issues arising. In cases of issues arising, the Officer is to recommend suitable external organisations while addressing concerns within the College system. The officer is to organise Ethnic Minorities events within college and co-ordinate or inform regarding Ethnic Minorities events outside of college.
It is expected that the Ethnic Minorities Officer will identify as a member of one of these communities.
2.8. General Notes
A . Members of the Committee will be able to expense the cost of up to two dinners per term that they have ‘worked’ performing tasks on behalf of the Committee: ‘work’ is here defined as activities that are performed on the night of the dinner, namely organising pre-drinks, post- drinks and clean-up. The fair allocation of work at dinners will be overseen by the President and Treasurer.
The responsible Committee member attending an inter-college swap shall be entitled to be reimbursed for fifty (50) per cent of the value on the presentation of receipts. Each retiring committee member who has served a full term shall be entitled to a gift to the value of twenty (20) pounds paid for by the Society on the presentation of receipts
B. The committee shall jointly be responsible for hosting all social events and organising further ones, in addition to the ones described above. These job descriptions shall not preclude the possibility of the committee agreeing to delegate tasks to other committee members or to people not sitting on the committee; ultimate responsibility however resides with the individual named in the job description.