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INTERPRETATION
1. (1). In this Constitution and in all Bye Laws and rules made under it the following words and expressions shall have these meanings assigned to them:
“Council” means Council of the University of the West Indies.
“Senate” means the Senate of the University of the West Indies.
“Campus Council” means Campus Council Cave Hill.
“Guild” means the Guild of Students established under Article 2.
“Guild Council” means the Committee of the Guild of Students established under Article 20.
“Bye-laws” means the Bye Laws of the Guild for the time being in force.
“Absolute majority” means three quarters of those present and voting.
“Simple majority” means a majority for, over votes against, abstention notwithstanding.
(2). Reference to this Constitution shall include all Bye Laws and rules made under powers conferred by this Constitution.
(3). The Guild Council shall be the authority for the interpretation of this Constitution and its ruling shall be subject only to appeal to the Council.
ESTABLISHMENT
OF THE GUILD
(2) In accordance with the provisions of Ordinance No.1, the Guild Council shall be the recognized means of communication between the students as a body and the authorities of the University.
(2). The Guild is hereby authorized to make rules for its internal management and administration, the election of its officers, the alteration of its rules and all other matters requiring regulation, but no rule shall be effective until it has been approved by the Council on the recommendation of the Senate.
(a) The furthermore of educational and social purposes of the University of the West Indies.
(b) The furthermore of the common interest of the members of the Guild, and
(c) The advancement and promotion of unity and fraternity among the members of the Guild.
(2). The objects of the Guild shall be pursued through the following activities:
(d) The organization and maintenance of the Union as a Club for the use of its members.
(e) The advancement of the interests of the following organizations, which shall be under the auspices of the Guild:
(i) The Games Committee
(ii) The Inter-Clubs Committee
(iii) The National Affairs Committee
(iv) The International Affairs Committee
(v) Student Faculty Committee
(vi) The Guild Publications Committee
(vii) The Public Relations Committee
(viii) Such Societies as may be recognized for the purpose of the Guild Council from time to time.
(f) Such other activities as shall from time to time be decided by the Guild Council in the Guild in the exercise of the powers conferred by this Constitution.
(a) Full Members
(b) Associate Members, and
(c) Honorary Life Members
(2). Full Members of the Guild shall have the following rights:
(a) The right to frequent the Union and enjoy all its facilities and amenities.
(b) The right to vote at all Guild Elections and to stand for election for any office in the Guild except when debarred by lack of any special qualification.
(c) The right to wear the official University colours.
(d) The right the frequent the games fields and enjoy all the facilities and amenities offered.
(e) The right to participate in all activities sponsored by the Guild, and
(f) Such other rights as may be conferred by the Constitution for time to time.
(a) Any un-matriculated student who had paid the membership fees and is actually following a course of study approved by the Senate. Membership shall be on such terms as the rules thereof shall prescribe.
(b) Any person or member of an organization deemed by the Guild Council as having fraternal ties with the Guild
(c) All Guild employees whether they are registered as permanent or casual members, and
(d) All members of the Council, Campus Council, Academic and Senior Administrative Staff and Non-Academic Staff.
(2). Associate Membership shall, except in the case of Guild Workers, extend for a fixed period which shall be at the discretion of the Guild.
(2). A member may be suspended for a period not exceeding three months, and in addition to suspension shall lose all or any of the following rights at the discretion of the Guild Council:
(a) The use of the Union and/or the University playing fields.
(b) The right to be a playing member of any Club under the control of the Games Committee.
(c) The right to participate in the activities of any Club or Society under the control of the Inter-Clubs Committee.
(d) The right to hold office under the Guild or to be a member of the Guild Council or any Committee thereof.
(3). Prior to a suspension, the Guild Council shall forward a written report stating the grounds for the proposed suspension to the Chairman of the Constitution Committee and to the member whose suspension is being considered.
(4). On receipt of a written report from the Guild Council, the Chairman of the Constitution Committee shall cause lots to be drawn to select a sub-committee of three to investigate the report.
(5). The sub-committee shall elect its Chairman and determine its own procedure, but shall in any event provide an opportunity for the suspended member to present his or her case before them with the assistance of another Guild member, if requested. Such presentation may be oral or written.
(6). The decision of the sub-committee in the event of a disagreement shall be by majority vote.
(7). The decision of the sub-committee shall be in writing, addressed to the Guild Council, and stating the grounds for recommending the enforcement or non-enforcement of the suspension.
(8). A dissenting member shall be entitled to submit his/her reason for dissent.
(9). Copies of the decision of the sub-committee and of any dissents shall be given to the member of the Guild Council or sent by registered post to his/her last know address.
(10). A decision of the sub-committee that a proposed suspension not be enforced shall be final.
(11). If the sub-committee recommends the enforcement of a suspension, the member may appeal to a meeting of the Guild by leaving with the Secretary of the Guild a written notice of appeal within seven (7) days of the receipt of the decision of the sub-committee for the Guild Council.
(12). The Guild Council shall on receipt of a notice of appeal from a suspended member, summon under Article 27 a Special General Meeting of the Guild within two (2) weeks of the receipt of the notice of appeal for the purpose of the determination of the appeal.
(13). The suspended member shall be entitled to attend, circulate written material on his/her case and speak at the Special General Meeting but shall not be entitled to vote.
(14). The Decision whether to confirm or discontinue the suspension shall be by a simple majority vote of the members of the Guild present, and such decision shall be final.
(a) For Full Members an annual sum determined from time by the Campus Council, after consultation with the Guild Council.
(b) For Associate Members on half of the sum determined under Article 11 (a).
(c) For Honorary Life Members no fees.
(2). The property of the Guild shall be controlled, managed and secure by the Guild Council, and shall be used for the furtherance of the objects of the Guild as defines in Article 4 of this Constitution.
(3). In no circumstances shall the property of the Guild nor any part thereof be distributed among members of the Guild or appropriated by any of them.
(4). All the property of the Guild Shall be handed over by the outgoing Guild Council to the incoming Guild Council by April 1 of each year.
(5). The Union, the Inter-Clubs and Games Committees shall before the end of the year of office and not later than March 1, submit to the Guild Secretary copies of a complete inventory for each recognized Club or Society.
(a) To set up Standing, Special or Advisory Committees, and these Committees shall be under the control and make reports to Guild Council.
(b) To give approval to the Constitution, Rules and Bye Laws of any Society in the University of the West Indies, Cave Hill which may apply from time to time for recognition by the Guild.
(c) To make Bye Laws as hereafter provided.
(d) To make, vary and terminate contracts for and on behalf of the Guild, and
(e) Such other powers not herein specifically conferred, and as are necessary for the good performance of the objects of the Guild and are not conferred by this Constitution on any other body.
(i) The President
(ii) The Vice-President (with responsibility for the Inter-Clubs Committee)
(iii) The Guild Secretary
(iv) The Guild Treasurer
(v) The Union Committee Chairperson
(vi) The Games Committee Chairperson
(vii) The Publications Committee Chairperson
(viii) The International Affairs Committee Chairperson
(ix) The National Affairs Committee Chairperson
(x) The Auditor
(xi) The Returning Officer
(xii) The Librarian
(xiii) The Public Relations Officer, and
(xiv) Any other officers as shall be deemed necessary by the Guild, from time to time.
i. Shall be the Chairperson of the Guild Council and the Guild of Students.
ii. Shall be the chief executive officer of the Guild of Students.
iii. Shall see to the welfare of all workers.
iv. Shall see to the efficient running of the Guild Council and the Guild of Students, and
v. Shall perform any other functions that are assigned to him/her from time to time by this Constitution and its Bye Laws.
i. Shall be Deputy Chairperson of the Guild Council and the Guild of Students.
ii. Shall, in the absence of the President, chair meetings of the Guild Council and Guild of Students.
iii. Shall, as Chairperson of the Inter-Clubs Committee, chair meetings of the Inter-Clubs Committee managing of the affairs and general co-ordination of the Inter-Clubs Committee.
iv. Shall be an ex-officio member of all Clubs and Societies that are registered according to the requirements of this Constitution and its Bye Laws.
v. Shall attend the Annual General Meetings of the Clubs.
vi. Shall perform any other functions that are assigned to him/her from time to time by this Constitution and its Bye Laws.
i. Shall be responsible for recording and making notes of such minutes, resolutions and motions as are passed by the Guild Council and Guild of Students, and
ii. Shall perform any other functions that are assigned to him/her from time to time by this Constitution and its Bye Laws.
i. Shall be the Chairperson of the Finance Committee
ii. Shall ensure that accounting policies and procedures of the Guild of Students are in accordance with the accounting standards procedures and practices of the University.
iii. Shall be responsible for preparing control accounts for the Guild of Students.
iv. Shall see to the preparation of Estimates of Income and Expenditure and Final Accounts.
v. Shall be responsible for the collection of all monies at all fund-raising activities of the Guild of Students.
vi. Shall authorize the distribution of all monies as approved by the Guild Council.
vii. Shall perform any other function that may be assigned under this Constitution or the Bye Laws.
i. Shall be the Chairperson if the Union Committee.
ii. Shall ensure that the physical facilities of the Union are kept in adequate condition for all members and guests of the Guild of Students.
iii. Shall perform any other function that may be assigned under this Constitution or Bye Laws.
GAMES
COMMITTEE CHAIRPERSON
i. Shall be the Chairperson of the Games Committee.
ii. Shall seek to promote and develop sports with in the University community and generally vis-a vis the public
iii. Shall perform any other function that may be assigned under this Constitution or Bye Laws.
i. Shall be the chairperson of the Publications Committee.
ii. Shall be responsible for the production and distribution of all publications of the Guild Council.
iii. Shall perform any other function that may be assigned under this Constitution or Bye Laws.
i. Shall be the chairperson of the International Affairs Committee.
ii. Shall represent the interest of the Guild of Students at all international for (i).
iii. Except where specified by the Guild Council, shall submit all papers to be delivered on behalf of the Guild of Students for approval by the Guild Council.
iv. Shall be responsible for presenting at least one annual symposium on a current international issue.
v. Shall be liaison officer between the other guilds of the University of the West Indies on all international issues.
vi. Shall perform any other function that may be assigned under the Constitution or the Bye Laws.
i. Shall be the chairperson of the National Affairs Committee.
ii. Shall promote, foster and develop, the cultural educational and social links with the general public.
iii. Shall represent the interest of the Guild in all National for (i).
iv. Shall perform any other function that may be assigned under this Constitution or the Bye Laws.
i. Shall be the chairperson of the Public Relations Committee.
ii. Shall, with the approval of the Guild President, be the spokesperson for the Guild of Students.
iii. Shall be a standing member of the National Affairs Committee, International Affairs Committee, Publications Committee and the Union Committee.
iv. Shall perform any other function that may be assigned under this Constitution or the Bye Laws.
(i) The President of the Guild
(j) The Vice-President
(k) The Guild Secretary
(l) The Union Committee Chairperson
(m) The Games Committee Chairperson
(n) The Publications Committee Chairperson
(o) The International Affairs Committee Chairperson
(p) The National Affairs Committee Chairperson
(q) The Librarian
(r) The Returning Officer, and
(s) The Public Relations Officer
(t) The Halls Chairperson (as elected under Article 30 (3)).
(u)
(1) One representative from each Faculty elected by the members of the faculty.
(2) The respective Presidents of the Arts, Social Sciences, Natural Science and Law Societies shall be the Student Representatives on the Guild Council for their respective Faculty, and
(v) One worker representative elected by the workers of the Guild as provided for in Article 21 (4).
(2). All members of the Guild Council shall be elected between March 1 and March 15 each year. The dates of the election are to be decided by the Guild Council.
(3). The Guild Council shall, at its first meeting, appoint the following officers:
(a) The Auditor, whose appointment shall be on the advice of the Principal
(b) The Returning Officer
(c) The Librarian, and
(d) The Public Relations Officer
(4).
(e) Subject to Sub-Article 4(d) of this Article, the workers of the Guild shall also elect a representative from among their ranks to sit on the Guild Council. The election of such a representative shall be between March 1 and March 15 each year.
(f) For the purpose of representing the interests of the Guild workers, the worker representative shall, in those matters only, have the right to attend and vote at Guild Council Meetings only when matters concerning the interest of the workers are being discussed.
(g) ‘Worker interests’ shall include all matters concerning the employment of the Guild workers by the Guild matters related to workers’ participation in decision-making in the University and any other related matter(s).
(h) The provisions of Sub-Articles 4(a)-(d) of this article shall not come into operation until they are ratified by a two-thirds majority vote of all the Guild Members and approved by Council.
(i) Voting of Guild Members shall be by secret ballot.
VACANCIES
Should the office of Vice-President become vacant, a new president shall forthwith elected by ballot of the whole from among the members of the Guild unless the vacancy shall occur after December 31 in the year, in which case the Guild Council shall decide whether an election be held or whether the functions of the Vice-President shall be performed by the President of his nominee from among the members of the Guild Council.
Should the office of Auditor become vacant the Guild Council shall appoint another Auditor in accordance with Article21 (3)(a).
Should a vacancy exist in any office of the Guild, the office shall be filled by the Guild at a Bye-election except in the case of officers mentioned in Article 21. (3)(b) & (a) who shall be appointed by the Guild Council from among the members of the Guild.
No act or resolution of the Guild Council shall be invalid by reason only of any vacancy in the Guild Council.
Any election position on the Guild Council not filled within prescribed time shall be considered by the Guild Council which, in its discretion, may do one of the following:
(a) extend the prescribed time; or
(b) appoint a member of the Guild to fill the position.
Any members of the Guild Council other than its Officers under Article 21(1)
Shall cease to be members of the Guild Council upon ceasing to be members of the body which elected or appointed them.
Any member of the Guild Council who shall cease to be a Full Member of the Guild shall automatically cease to be a member of the Guild Council.
Any member of the Guild Council who shall have been absent from three consecutive meetings of the Guild Council or total of a total of four meetings, shall be considered to have resigned unless reasons for such absence have been given which the Guild Council considers appropriate.
Any member of the Guild council may resign by giving notice in writing to the Guild Secretary and the resignation shall be effective not less than seven days after its receipt.
TENURE
OF OFFICE
Any member who is elected by virtue of Article 22 shall vacate his/her position at the end of the tenure of office of the Guild Council of which he/she is a member.
MEETING
OF GUILD COUNCIL
Officers of the Guild Council who are not members of the Guild Council constitution by Article 20 may attend meetings of the Guild Council invited by the President.
Meetings of the Guild Council shall be chaired by the President or by the Vice- President or in the absence of the President or in the absence of both, by any member of the Guild Council elected by a simple majority of its members.
MEETING OF THE GUILD
General
Meetings
The business of the Annual General Meeting shall include consideration of Reports and Balance Sheets, as required by the Constitution or the Bye-Laws.
At least seven (7) days notice of the Annual General Meeting shall be given in writing posted on the Notice Boards provided on the Campus for Guild Notices, All Reports to be considered at the Meeting shall also be posted on the Notice Board within the time stated.
NOTICE
OF MOTION AT GENERAL MEETINGS
Amendments may be made to any such motion without any previous notice provided that a written statement thereof duly proposed and seconded be handed to the Chairperson of such meetings.
The Chairperson shall have discretionary power to put any motion before such meeting for consideration, notwithstanding that the foregoing provisions of this rule have not been complied with.
Guild workers shall have the right to attend Guild Meetings and move motions subject to manner prescribed above Article 26 (1).
Special General Meeting
When the President deems it advisable
When it is requested by a simple majority of the Guild Council
If it is requested by the Council, the Senate or the Principal of the University of the West Indies, Cave Hill, or
If it is requested by not less than fifty members of the Guild who shall have sent a request in writing to the President stating the object for which the meeting is desired.
Notice of a Special General Meeting shall be posted on all the notice Boards including those provided on Campus for Guild Notices, at least twenty-four (24) hours before the date fixed for the meeting. The business of the meeting shall be limited to that which is specified in the notice.
Miscellaneous
Minutes of the proceeding of each meeting shall be kept. At every meeting, the Minutes of the previous meeting shall be confirmed, subject to any corrections, and signed by the Chairperson. At a Special General Meeting the Minutes of the previous General Meeting shall not be taken unless they relate to the business of the meeting.
The quorum shall be fifty (50) Full Members of the Guild of Undergraduates.
General Meetings of the Guild shall be private and no public reports shall be made of the proceeding except with the authority of the Guild Council.
At a General Meeting of the Guild only Full Members as defined by Article 6(1) shall have the right to vote. Other members of the Guild shall have the right to attend and speak but shall not vote.
STANDING
COMMITTEES
The Student Faculty Committees
The Finance Committee
The Union Committee
The Games Committee
The Inter-Club Committee
The National Affairs Committee
The International Affairs Committee
The Library Committee
The Guild Publications Committee
The Public Relations Committee
The Constitution Committee, and
Such other Committees as shall be decided by the Guild, or Guild Council from time to time.
The Standing Committee shall be constituted within the first fortnight of the lections of the Guild Council, and shall meeting by April 15. They shall continue in office until new committees are appointed in keeping with this constitution or its Bye-Laws, and their respective regulations.
Standing Committees shall make regulations for their own procedures and discipline of members subject to the approval of the section of students they represent and the Guild Council.
All standing Committees shall be governed by the Constitution and its Bye-Laws.
All standing Committees shall be directly responsible to the Guild Council and to respective section of the student body which they represent.
The President of the Guild shall be an ex-officio member of all Standing Committees of the Guild.
THE
HALL OF RESIDENCE COMMITTEE
The Constitution of the Hall of Residence and any amendments thereto shall be ratified by a simple majority vote of the Guild Council.
The Hall shall be represented on the Guild Council by the Hall Chairperson who shall be elected by a simple majority vote of the Full Members residing in the Hall.
FINANCE
A financial statement shall be presented to the student body at the Annual General Meeting.
All monies paid under Article 11 of this Constitution shall be paid to the Guild Council in accordance with the Financial Code of the University.
The Guild Council shall submit estimates of Income and Expenditure for the approval of Campus Council, by April 30 of each year.
The funds of the Guild shall be allocated by the Guild Council to the following purposes:
The general administration expenses of the Guild
The Union
The Games Committee
The Inter-Clubs Committee
The Publications Committee
The National Affairs Committee
The International Affairs Committee
The Public Relations Affairs Committee and
Any other purpose which shall in the opinion of the Guild Council further the objects of the Guild as set out in the Constitution.
Included in Sub-Article (5)(a)(l) of this Article is the cost of the accommodation of the President in the Hall during his/her term of office. If the President chooses to live off-Campus, the Guild Council shall pay to him/her a sum equivalent to the cost of accommodation in Hall, but only for the relevant period of his/her office.
All Committee of the Guild shall submit to the Guild Council estimates and accounts of income and expenditure.
INVESTMENT
All such investments shall be made in the name of the University of the West Indies, Cave Hill, which shall hold them in trust fir the Guild.
BYE-LAWS
Bye-laws may be made, repealed or amended by a resolution passed by an absolute majority of all the Guild Council.
The power to make Bye-laws shall not be limited by or with reference to any Bye-law.
PETITIONS
If any twenty (20) or more Full Members of the Guild desire that the Guild shall petition the Council or Senate or any other recognized body or authority on any matter, they shall first forward to the President a written draft of the petition duly signed by all of them and the President shall bring such draft petition to the notice of the Guild Council at its next meeting.
The Guild Council shall in its discretion and in consultation with the Student Faculty Committees:
There upon accept the petition and present it to the Council or Senate or any other recognized University body as the case may be, on behalf of the Guild, or
With the Approval of the members signing it, amend the draft petition and forward it to the appropriate body, or
Direct the President to summon a Special General Meeting of the Guild to consider the petition.
If any fifty (50) full members of the Guild shall present in due form a petition as in Sub-Article (2) of this Article to the Guild Council, the Guild Council shall forward such petition to a Special General Meeting of the Guild, as constitution under Article 27.
Where a Special General Meeting is summoned, it may resolve either that such petition shall be presented with or without amendment, or that it shall not be presented.
RECALL OF ELECTED MEMBERS
Any elected member of the Guild Council may be recalled during the tenure of office, April 1 to March 31.
AMENDMENTS
TO CONSTITUTION
Passed by an Annual or Special General Meeting of the Guild by an absolute majority. Copies of the purposed resolution and of the section of the Constitution affected shall be posted up with every notice of such meeting not less the seven (7) days before the date fixed for that meeting.
By the Council on the recommendation of the Senate.
Such alternative, amendment or addition shall take effect from the date of the Council on which it was approved, or from such date as may be approved by the Council.
Should any amendment providing for the election or appointment of an officer of the Guild or a member of the Guild Council or any of its Standing Committees come into effect after the first meeting of the Guild Council, the Guild Council may in its discretion do one of the following:
Make nomination(s) to the post(s) concerned, whether the post shall be normally elective or not, or
Make appointment(s) to the appointed post(s) only, and authorise the Returning Officer to hold elections to fill the new elective post(s) in the manner prescribed.
Should an amendment providing for the abolition of an office the Guild membership on the Guild Council or any of its Standing Committee come into effect after the first meeting of the Guild Council, the Guild council shall make a decision on the procedure to be adopted.