伦大学联章程

伦敦大学学院中国学生学者联谊会章程

UNIVERSITY COLLEGE LONDON UNION CHINESE STUDENTS AND SCHOLARS ASSOCIATION

 

UCLU-CSSA Constitution

 

UCLU-CSSA Constitution…………………………………………………………………………………………………………… 1

I.    Name and Definition…………………………………………………………………………………………………………… 1

II.    Aim……………………………………………………………………………………………………………………………………………… 2

III.    Membership…………………………………………………………………………………………………………………………. 2

IV.    Committee Structure…………………………………………………………………………………………………… 2

A.    The President……………………………………………………………………………………………………………………….. 2

B.    The Vice-President………………………………………………………………………………………………………………. 3

C.    The Treasurer………………………………………………………………………………………………………………………. 3

D.    The Secretary………………………………………………………………………………………………………………………. 4

E.    The Officer of Information and Resources…………………………………………………………………… 4

F.    Other Officers………………………………………………………………………………………………………………………. 4

G.    Temporary Task Groups…………………………………………………………………………………………………….. 5

H.    Committee Members…………………………………………………………………………………………………………… 5

I.    Changes to the Committee Structure…………………………………………………………………………….. 5

V.    Term of Office and Succession…………………………………………………………………………………… 6

A.    Term of Office………………………………………………………………………………………………………………………. 6

B.    The President, Vice-President and the Treasurer……………………………………………………….. 6

1.    The Electoral Committee……………………………………………………………………………………………………… 6

2.    Eligibility To Be A Candidate……………………………………………………………………………………………… 7

3.    Candidate Nomination………………………………………………………………………………………………………… 7

4.    Election……………………………………………………………………………………………………………………………….. 8

C.    Appointment of Core Committee Members……………………………………………………………………. 8

D.    Appointment of Committee Members……………………………………………………………………………… 9

E.    Transition of Responsibilities………………………………………………………………………………………….. 9

VI.    General Code of Conduct and Disciplinary Actions………………………………….. 10

VII.    Change of Constitution……………………………………………………………………………………………. 11

 

I.     Name and Definition

 

  1. Full name of the association is “Chinese Students and Scholars Association of University College London”.
  2. The abbreviation of the association name should always be: “UCLU-CSSA”, and should not be of any other form.
  3. The term “the university” used in this constitution should refer to University College London, abbreviated as UCL.
  4. The term “member” shall refer to all those who joined UCLU-CSSA. This includes also the committee members, the alumni members and honorary members.
  5. The term “the Committee” refers to the members of UCLU-CSSA who are responsible for the every-day running of the association and the organisation of UCLU-CSSA events and activities. A person who is part of UCLU-CSSA Committee is referred to as a “committee member”.
  6. The term “core committee member” refers to the committee members who hold the positions of: the President, Vice-President, Treasurer, Secretary and the directing officers of each sections of UCLU-CSSA.
  7. The term “section” shall refer to any sub-divisions inside UCLU-CSSA responsible for sub-set of tasks.
  8. The term “temporary task groups” refers to the sections that are established for a particular project and will be automatically abolished upon the completion of the project.

II.   Aim

 

The funding aim of UCLU-CSSA is to:

 

  1. Provide a warm homely environment for the new Chinese students and scholars who travelled far to study or work in University College London.
  2. Provide practical advice and free service to all Chinese students studying in University College London.
  3. Actively promote the diverse society activities and cultural events in UCL to the Chinese members of the association; to help them to take full advantage of the international environment and the diversity of interests in the university, and at the same time encourage them to also use their unique backgrounds to contribute to cultural life in the university.
  4. Arrange regular activities offer to introduce elements of British culture to our Chinese members.
  5. Arrange regular activities offer to introduce elements of Chinese culture and language to our non-Chinese members.
  6. Organise celebration or recreational events for special dates such as the Chinese New Year, the start and end of the terms and other holidays.
  7. Organise regular sports events for our members, and host or join sports competitions with other clubs and associations in and outside UCL.
  8. Occasionally invite established Chinese scholars to give a talk in UCL, for the benefit of our members.
  9. Organise group trips for the members to visit places of interest in UK and Europe.
  10. Liaise with sister Chinese Students and Scholars Associations (CSSA) in other higher education institutions in UK, and offer help to their activities when appropriate.
  11. Help to maintain alumni ties for the university inside China.

 

 

III. Membership

 

  1. All students and scholars studying or working full-time or part-time at University College London at the time of their application are eligible to be a member of UCLU-CSSA.
  2. All alumni of University College London are eligible to be an alumni member of UCLU-CSSA.
  3. The Committee cannot refuse a membership application on the grounds of race, religion, nationality, political views, sex, sexual orientation or disability.
  4. The Committee have the right to offer honorary membership to any persons or organisations it see fits.
  5. The Committee reserves the right to suspend or expel any member who breaks the code of good conduct of the association (see General Code of Conduct). If such event occurs, the member concerned will be duly informed and he/she has the right to be heard by the committee before the final decision is made.
  6. Any member is free to leave the association at anytime on his/her own decision.

IV.Committee Structure

 

This section explains the structure of the Committee of UCLU-CSSA, and the functions of each position.

A.  The President

 

  1. There must be one President in UCLU-CSSA.
  2. The President’s responsibilities:
    1. The spokesperson and representative of UCLU-CSSA.
    2. In charge of overall co-ordination of the Committee.
    3. Ensure the constitution of UCLU-CSSA are addressed to and understood by the members of UCLU-CSSA.
    4. Ensure the general code of good conduct is observed by the members of UCLU-CSSA.
    5. Attend and Chair all official UCLU-CSSA general Committee meetings.
    6. Answerable to all members regarding to all matters concerning UCLU-CSSA.
    7. All proposed activities to be carried out under the name of the association must be approved by the President.
    8. The President has the power of veto over all proposed activities except in the case of a vote of confidence requested by the Committee against the President.
    9. The President shares signature with the Treasurer and the Secretary on the UCLU-CSSA bank account.
  3. In case of absence, the advisory teams of  the association will temporarily assume the responsibilities of the President.

B.  The Vice-President

 

  1. There must be at least one Vice-President in UCLU-CSSA.
  2. The Vice-President’s responsibilities:
    1. Assist the President in the running of the association.
    2. Represent the President in the liaison with other organisation and social occasions where appropriate.
    3. The Vice-President are allowed to take simultaneous post in the Committee except for that of the Treasurer.

C.  The Treasurer

 

  1. There must be one Treasurer in UCLU-CSSA.
  2. There may be up-to two Deputy Treasurers in the Treasury.
  3. Upon agreement with the President, the Treasurer may request more committee members to be allocated to assist the work in the Treasury.
  4. The responsibility of the Treasury include:
    1. The Treasurer is ultimately responsible for UCLU-CSSA’s finance.
    2. All financial transactions concerning the association including donations and sponsorship must go through the Treasury, and must be approved by the Treasurer.
    3. Manage a list of the properties of the association, including the number of each item, places where they are stored.
    4. Design the
    5. Should record and archive all financial transactions made by the association.
    6. Make detailed accounts available to the President or Secretary within a reasonable time when a request is made.
    7. Participate in the initial preparation of all UCLU-CSSA organised events, advice on the financial implications and produce a budget for each event to be shown to the Committee.
    8. The Treasurer shares the signature with the President and the Secretary on the UCLU-CSSA bank account.

D.  The Secretary

 

  1. There must be one Secretary in UCLU-CSSA.
  2. There may be up-to two Deputy Secretaries in the Secretariat.
  3. Upon agreement with the President, the Secretary may request more committee members to be allocated to assist the work in the Secretariat.
  4. The responsibilities of the Secretariat include:
    1. Keep all the members briefed on matters concerning the association.
    2. Manage all the executive files concerning the association activities, e.g. committee members recruitment, annual election, contract with external sponsor/coordinators.
    3. Ensure all association files are up to date and are aware by the according members.
    4. Document and keep archives of all official records of the association including minutes of the official UCLU-CSSA meetings.
    5. Assist the President and Vice-President in the over-all co-ordination of the Committee members regarding to projects and tasks.
    6. Responsible for updating the UCLU-CSSA constitution.
    7. Corporate with the Section of Information and Resources in maintaining an up to date membership list.
    8. The Secretary shares the signature with the President and the Treasurer on the UCLU-CSSA bank account.
    9. In case of the absence of the President, the Secretary shall temporarily assume the President’s responsibilities.

E.  The Officer of Information and Resources

 

  1. There must be one Officer in overall charge of electronic resources of UCLU-CSSA
  2. There may be two Deputy Officers assisting the work of the directing Officer.
  3. Upon agreement with the President, the directing Officer may request more committee members to be allocated to assist his/her work.
  4. The responsibilities of the Officer of Information and Resources include:
    1. Maintaining all UCLU-CSSA websites, webpages, and accounts.
    2. Regularly up-date the association’s websites.
    3. Keep safe all electronic resources of the association, (including the Logo).
    4. Provide IT services to the association.
    5. Ensure that all passwords, access numbers, and accounts (excluding bank account) of the association can only be known to the association President, and the Officer of Information and Resources.
    6. Work with the Secretary in maintaining an up -to-date members list and contact lists.

F.   Other Officers

 

  1. There will be other directing Officers in charge of a sub-set of tasks for the association according to the need of the association.
  2. There can only be one directing Officer for each sub-set of tasks.
  3. For each Officer, there may be up-to two deputy Officers assisting the work of the directing Officer.
  4. Upon agreement with the President, the directing Officer may request more committee members to be allocated to assist his/her work.

 

G.  Temporary Task Groups

 

  1. In case of some large projects, the President has the power to appoint temporary directing Officers in charge of a temporary task group.
  2. The task group may be formed from any number of persons from any back ground as seen fit by the President.
  3. The appointed directing Officer has the final say on matters related to the project over any other person being allocated to the group, irrelevant to that person’s position in the Committee.
  4. It is the responsibility of the directing Officer to over see the success of the project.
  5. The task group and the position of the directing officer are automatically abolished after the completion of the project.
  6. There is no upper limit on the number of Committee members in UCLU-CSSA.
  7. The Committee members’ responsibilities:
    1. Responsible for the everyday running and the well being of the association.
    2. Has the obligation to regularly attend official UCLU-CSSA Committee meetings.
    3. Has the obligation to help in any tasks in association where appropriately requested.
    4. Has the obligation to participate to vote when ever there is a motion presented in a Committee meeting.
    5. Responsible in the promotion of the association and the events organised by the association.

H.  Committee Members

I.     Changes to the Committee Structure

 

  1. The structure of the Committee may be changed upon voting by the Committee, provided the proposal of change does not contradict the constitution.
  2. In case the proposed changes do conflict with certain points in the constitution, a vote on updating the construction must be carried out first. Only when the constitution is successfully updated then can the proposed changes to the Committee structure be implemented.
  3. To change the Committee structure, such as addition or abolishing certain Officer posts (and therefore the associated sections), the President must put forward a motion for change in the next Committee meeting. To pass the motion, there must be no less than 2/3 of the total number of Committee members voting in favour of the motion. Any committee members absent are regarded as abstained, which as the same effect as a “no” vote in this case.
  4. The term of the Committee is one academic year. This includes the President, the Vice President, the Treasurer, the Secretary, the officers and all other committee members.  A new committee must be formed for a new academic year.
  5. Two months before the end of the academic year, the process of forming the new Committee for the coming academic year will begin.
  6. There is no limit on the maximum number of terms a person can serve in the Committee.

V.  Term of Office and Succession

A.  Term of Office

B.  The President, Vice-President and the Treasurer

 

The following posts are elected by all members of the association:

  • The President
  • The Vice-President
  • The Treasurer

1.    The Electoral Committee

 

  1. Two months before the end of the term, an electoral committee shall be formed from the committee members, who will be responsible for the administrative aspects of the election.
  2. The electoral committee cannot include any person who is a candidate for the coming election.
  3. The electoral committee should be formed with the mutual consent from the Committee members.
  4. The electoral committee is responsible for counting the ballot and announce the winners.
  5. It is the responsibility of the electoral committee to ensure the fairness and transparency of the election process.
  6. It is the responsibility of the electoral committee to inform all members of UCLU-CSSA of the progress of election process.
  7. It is the responsibility of the electoral committee to ensure all members understand the rules and regulations regarding the election process.
  8. It is the responsibility of the electoral committee to ensure all members are informed the starting date and closing date of the voting registration process. All members must register before one can vote and therefore knowing the registration dates is very important.
  9. The electoral committee has the power to withdraw any candidate from the election if they have good evidence indicating foul play by the candidate. Before the candidate can be withdrawn from the election, the electoral committee must present its reasons backed by solid evidences to all members of the association. The candidate concerned has the right to speak for oneself before the members and the committee before the electoral committee can make the final decision.

2.    Eligibility To Be A Candidate

 

  1. To ensure the continuity of UCLU-CSSA, the requirements for the candidate of the President are:

I.      Must be a full time student studying at University College London in the period between the start of the election process to the end of next academic year.

II.      Must already be a UCLU-CSSA Committee member.

  1. The Requirement for becoming candidates for the Vice-President are:

I.      Must be a full time student studying at University College London in the period between the start of the election process to the end of next academic year.

II.      Must be an undergraduate student to be a candidate for the Vice-President for undergraduates.

III.      Must be a postgraduate student or academic to be a candidate for the Vice-President for postgraduates and scholars.

  1. The Requirement for becoming candidate for the Treasurer are:

I.      Must be a full time student studying at University College London in the period between the start of the election process to the end of next academic year.

3.    Candidate Nomination

 

  1. To ensure the continuity of the association, all electoral candidates must be nominated by the Committee members.
  2. Each Committee member (including those working in the electoral committee) has the right to nominate up-to four persons for four positions: The President, the Vice-President and the Treasurer.
  3. One may nominate oneself.
  4. For the position of the President and Vice-President, a Committee member may nominate a single person for more than one positions as long as the person is eligible (see section: Eligibility To Be A Candidate).
  5. If one nominates a person for a position of the Treasurer, one cannot nominate the same person again for other positions.
  6. To be nominated as a candidate for the President, the person must receive no less than 5 nominations from the Committee members.
  7. To be nominated as a candidate for Vice-President, the person must receive no less than 3 nominations from the Committee members.
  8. To be nominated as a candidate for the Treasurer, the person must receive no less than 5 nominations from the Committee members.
  9. A person can be simultaneously a candidate for the President and a candidate for Vice-President.
  10. A person who is a candidate for the Treasurer cannot simultaneously be a candidate for the President or Vice-President.
  11. No committee members are allowed to trade their nomination powers to achieve personal gain. If such actions are discovered both the committee member and the potential candidate concerned will be removed from the election process.
  12. All nominated candidates shall be announced to the members by the electoral committee.

4.    Election

 

  1. The election will be held at least one week after the nomination of the candidates.
  2. A voter must be at the prearranged election venue in person to vote.
  3. Only members who are registered with the electoral committee are eligible to vote.
  4. Only members who joined more than 2 months before the election date are eligible to vote.
  5. Everyone registered as four votes, one vote for one position.
  6. Voting is anonymous.
  7. An ordinary member’s vote has weight of 1. This includes the alumni and honorary members.
  8. A Core Committee member’s vote has weight of 2 – twice that of an ordinary member.
  9. The four positions are elected separately.
  10. Before voting can begin, all candidates are given a chance to give a speech to the audience (voters).
  11. The Treasurer should be elected first.
  12. The President should be elected after the Treasurer.
  13. If one is elected as President, but is also a candidate for Vice-President, he/she automatically withdraws from the election for Vice-President.
  14. The candidate who has more votes (taking account of the weights) wins.
  15. In case of more than one candidate getting the same number of votes, the candidate who obtained more votes from the Committee members wins. If more than one also hold the same number of nominations, then it is the current President’s responsibility to pick the winner.
  16. Trying to obtain vote by offering personal gain to the voters is strictly forbidden. If such actions are discovered, the candidate will be withdrawn from the election.

C.  Appointment of Core Committee Members

 

  1. Once the President, Vice-President and the Treasurer are elected, the process of appointment of the core Committee Members begin.
  2. Although the number of directing officers and their responsibilities may vary in Committees of different years, at the time of the formation of a new Committee, the positions for the directing officers and their responsibilities should initially follow the structure in the current Committee.
  3. The Current Committee has the responsibility to nominate candidates for the Secretary and directing officers.
  4. One may nominate oneself.
  5. The requirements to be a candidate for the Secretary are:
    1. Must be a full time student studying at University College London in the period between the start of the election process to the end of next academic year.
    2. Must obtain no less than 5 nominations from the Committee members.
    3. The requirement to be a candidate for all other directing officers are:
      1. Must be a full time student studying at University College London in the period between the start of the election process to the end of next academic year.
      2. Must obtain no less than 3 nominations from the Committee members.
      3. A person is allowed to be a candidate for more than one positions simultaneously.
      4. Once the candidates are nominated, the President-elect, Vice-President-elect and the Treasurer-elect will jointly decide the appointment of the Core Committee member positions from the given candidates.
      5. The structure of the new Committee may be altered after the new Committee is fully formed and the transition is made.

 

D.  Appointment of Committee Members

 

  1. After the new Core Committee is formed, and the transition of responsibilities from the old Committee to the new Committee is made, the process of recruitment of new Committee members should begin.
  2. The recruitment process is done through open application.
  3. The information of recruitment should be passed to all UCL students and UCLU-CSSA members.
  4. The requirement to be an eligible applicant is that the person must be a UCL student between the time of application to the end of the academic year.
  5. Any Committee member candidate must hand in a filled application form to the Core Committee.
  6. It is the responsibility of the Core Committee members to decide the successful candidates.
  7. No discrimination of the nature of race, sex, sexuality, political views, religious believes or disability is allowed.

E.  Transition of Responsibilities

 

  1. After the formation of the Core Committee for the next academic year. The transition process from the current committee to the new committee should begin.
  2. The President is responsible for the over all transition process.
  3. Each out-going directing officer is required to give a brief report to the in-coming officers of his/her job and what his section has done through out the year.
  4. Responsibilities of the Treasurer:
    1. The Treasurer is responsible to brief the Treasurer-elect the financial situation of the association.
    2. The Treasure must pass all records of financial transactions to the Treasurer-elect.
    3. An account of financial transactions throughout the academic year, signed by the Treasurer and the President, should be presented to the Treasurer-elect. It must contain the account of the balance from the previous year (signed by the Treasurer and the President of the previous year).
    4. Responsibilities of the Secretary:
      1. The Secretary is responsible to hand member contact lists and VIP contact lists to the new Secretary.
      2. The Secretary should pass all documents concerning the association to the new Secretary.
      3. The Secretary should give the new secretary an inventory list of all the items owned by the association, signed by the Secretary and the President. The inventory must also contain the inventory list signed by the Secretary and the President of the previous year.
      4. Responsibilities of the Officer of Information and Resources
        1. The Officer of Information and Resources must pass all passwords, access numbers and account names for all UCLU-CSSA sites and accounts to the new Officer.
        2. The Officer must brief to the new Officer any rules and restrictions on all UCLU-CSSA operated sites and accounts.
        3. The Officer must proved a detailed account of UCLU-CSSA’s electronic resources to the new Officer, and pass all these resources to the new Officer.
        4. The names and signatures on the association bank account must be changed to the new President, the Treasurer and the Secretary.

VI.General Code of Conduct and Disciplinary Actions

 

  1. All members of UCLU-CSSA should not break the Law in United Kingdom.
  2. All members of UCLU-CSSA should follow the all the rules of conduct given in UCL student handbook.
  3. All members should respect the political view and religious believes of fellow members.
  4. The use of pirated materials in UCLU-CSSA activities and events is strictly forbidden.
  5. UCLU-CSSA is a part of UK CSSA and must follow UK CSSA’s constitution.
  6. The Committee reserves the right to suspend or expel any member who breaks the code of good conduct of the association (see General Code of Conduct). If such event occurs, the member concerned will be duly informed and he/she has the right to be heard by the committee before the final decision is made.
  7. A Committee member has extra responsibilities to the well being of the association. Being part of the Committee means one has the responsibility to help in any UCLU-CSSA activities and events when required. And it means also that one has the obligation to regularly attend the official UCLU-CSSA Committee meetings.
  8. The President is responsible for the making sure the general code of conduct is observed by UCLU-CSSA members.
  9. Any concerns regarding to the behaviour of other members should be addressed directly to the President.
  10. If a Committee member is not fulfilling his/her responsibilities, it is the President’s responsibility to give warnings to the person concerned.  If he/she ignores the warnings, Committee may vote to suspend or terminate his/her role as a Committee member. For the vote to pass, no less than 2/3 of the Committee has to agree to the motion.  While the person may no-longer be a part of the Committee if the motion is passed, he/she still remain as a member of UCLU-CSSA.
  11. If a Directing Officer (including the Secretary) is not fulfilling his/her responsibilities, it is the responsibility of the President to present the motion of a new appointment for the post at the next Committee meeting. The motion is passed only if no less than 2/3 of the Committee members vote to agree. In the case of the motion against the Treasurer, no less than 3/4 of the Committee must vote to agree before the motion can be passed.
  12. If members of the Committee feel the President is not fulfilling his/her responsibilities. Then:
    1. The person(s) must gather the proof of support from no less than half of the Committee members, and present the case to the Treasurer.
    2. The Treasurer must in the next Committee meeting present the motion of vote of confidence against the President.
    3. The President should be informed of the motion before the meeting.
    4. The names of persons who brought the case and the supporters should remain anonymous.
    5. If more than 2/3 of the entire Committee voted in favour of the motion, then the motion is passed. The President is given a formal warning from the Committee. And a further date is set by the Committee for the second vote to decide whether the President should step down. If there are less than 2/3 of the Committee who voted for the motion, the motion is not passed, and the case is not valid. Any absentees are regarded as abstaining, which has the same effect as a “no” vote in this case.
    6. If in the second vote, there are still no less than 2/3 of the Committee voting against the President, then the President has to step down. Otherwise the President remains.
    7. In the event of the President stepping down, the Secretary should temporarily assume the responsibility of the President before a new President is elected.

VII.       Change of Constitution

 

  1. In the event that requires the change of the UCLU-CSSA constitution, the motion to update this document must be presented to the committee by the President.
  2. There must be no less than 3/4 of the committee members voting in favour of the motion before any changes to the constitution can be made.
  3. If there are committee members absent or abstained, they are equivalent to a “no” vote in this case.
  4. Once the motion is passed by the Committee, it is the responsibility of the Secretary to carry out the proposed updates to the constitution.
  5. The updated draft should be distributed among all the Committee members for reviews, and any comments should be made to president and the secretary. The secretary should than make further changes where appropriate.
  6. The process described in point 5 should be repeated until all members of the Committee are satisfied with the modification. At this point the changes to the constitution can be finalised. And the final version should be distributed to all the Committee members.

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