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Constitution of Allan Webb Hall

 

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Originally amended in 1992, 2003 and 2006, last amended: 2007Wednesday, 3rd October 2007
Approved by the:On this date:
Allan Webb Hall Committee (C/S-BOR-AWEBB-2007-04.14):Wednesday, 3rd October 2007
Board of Residences:Thursday, 17th May 2007
Constitution Committee: (CC 2007.2.07.7.1) :Tuesday, 12th June 2007
University Senate (S-2007.3.07.7.13):Friday, 31st August 2007

PREAMBLE TO THE ALLAN WEBB HALL CONSTITUTION

We the students and staff of Allan Webb Hall acknowledge the challenges facing us as a diverse community with varying backgrounds, cultures and histories.

Working together, we will strive to build a community of fellowship and equality which perseveres through adversity to create a residential environment based on the principles enshrined in the Bill of Rights of the South African Constitution. Founded on the values of self-discipline, humility, loyalty and courtesy, we wish to encourage a spirit of volunteerism and ubuntu within our student body.

We believe these qualities are essential in future leaders of our country, facing the challenges present in a constantly evolving South African community. By striving to live up to the challenges of our evolving democracy we fulfil the Rhodes maxim “Where leaders learn”.

CONSTITUTION OF ALLAN WEBB HALL

Subject always to the authority of the Council of the University and the power of the Senate to superintend and regulate the administration of the residences and discipline of the students, the following constitution has been duly approved for the administration of ALLAN WEBB HALL.

1.

NAME

The name of the Hall shall be "Allan Webb Hall" and it shall consist of four houses, namely, Canterbury, Winchester, Salisbury and Truro.

2.

MEMBERSHIP OF THE HALL

The members of the Hall shall be:
2.1.The Hall Fellows, Associate Fellows and Honorary Life Fellows, provision for whose offices is made in Article 7 below;
2.2.The Hall Warden, House Wardens and Sub-Wardens;
2.3.All students residing in the Hall.

3.

THE HALL COMMITTEE

The following persons shall be members of the Hall Committee:
3.1.The Hall Warden - Chairperson ex officio;
3.2.The Senior Student of the Hall;
3.3.The two Fellows of the Hall;
3.4.The Associate Fellows and Honorary Life Fellows of the Hall;
3.5.The House Wardens or Assistant House Wardens;
3.6.The Senior Student of each of the constituent houses;
3.7.The Sub-Wardens of the Houses;
3.8.The SRC Representative of the Hall if resident in the Hall.
3.9.Any other person co-opted by a two thirds majority vote of the Hall Committee.

4.

DUTIES AND POWERS OF THE HALL COMMITTEE

The Hall Committee shall operate as an advisory committee to the Hall Warden provided that:
4.1.The University disciplinary authorities have the right to refer a disciplinary matter to the Hall Disciplinary Committee in terms of the Student Disciplinary Code; and
4.2.The Hall Warden may delegate authority to the Hall Committee to act in certain matters;

5.

MEETING OF THE HALL COMMITTEE

5.1.Meetings of the Hall Committee may be called at the Hall Warden's discretion.
5.2.Meetings will normally be held once in each term. A meeting may be called at any time by the Hall Warden on twenty-four hours notice.

6.

QUORUM

A quorum of the Hall Committee shall be 50% of the members of the Hall Committee, provided that one representative from each house is present.

7.

THE FELLOWS

7.1.There shall be two Hall Fellows and as many Associate Fellows as the Hall Warden, after consultation with the Hall Committee, may from time to time invite to occupy such a position, and the Honorary Life Fellows of the Hall.
7.2.HALL FELLOWSOne of the Hall Fellows shall be appointed by the Senate of the University and the other shall be nominated by the Hall Warden after consultation with the Hall Committee. They shall both serve for a period of five years and shall enjoy full voting rights on all matters concerning the Hall and shall be eligible for appointment.
7.3.ASSOCIATE FELLOWS
The Associate Fellows who shall be non-voting members of the Hall, shall be nominated by the Hall Warden after consultation with Hall Committee from the ranks of the Academic and Senior Administrative Staff of the University so that, as far as possible, they are drawn from a number of Faculties of the University; or from amongst the upstanding members of the Grahamstown Community. Associate Fellows shall hold office for a period of five years and be eligible for re-appointment for a further five year period thereafter.
7.4.HONORARY LIFE FELLOWS
When a Fellow or an Associate Fellow has rendered long and distinguished service to the Hall and University, the Hall Warden may, after consultation with Hall Committee, appoint him/her to an Honorary Life Fellowship.
7.5.ROLES AND RESPONSIBILITIES OF FELLOWS
It is expected that Hall Fellows, Associate Fellows and any Honorary Life Fellows, serve as role models for the personal and academic growth and integration of the student members of the Hall; act as advisors and mentors to members of the Hall; act as external consultants to the Hall Warden, House Wardens and students of the Hall; where possible, champion the Hall’s needs to the relevant University authorities; be invited to actively participate in Hall academic, cultural and social activities and enjoy full voting rights on matters concerning the Hall.
7.6.PRIVILEGES OF THE FELLOWS
Hall Fellows, Associate Fellows and any Honorary Life Fellows, in order to get to know the students and be known to them, shall enjoy the privileges of dining in the hall and may participate in all social or cultural events of the life of the hall.

8.

WARDENS

8.1.THE HALL WARDEN
The Hall Warden shall be appointed by the Council of the University to be the Chief Executive and Administrative Officer of the Hall. The Hall Warden shall be responsible to Senate and Council for the management of the hall, the social and academic welfare of all students in the Hall, the expenditure of all funds in the Hall (including all hall and house grants, in consultation with the hall committee) and, subject to the provisions of the Student Disciplinary Code, for the discipline of all students in the Hall, and for carrying out of any other duties as may be required from time to time.
8.2.THE HOUSE WARDEN
In all further clauses of this constitution use of the term "House Warden" shall include reference to an Assistant House Warden who is placed in overall charge of a House.
8.2.1.House Wardens shall be appointed by the University to be the Chief Executive and Administrative Officers of their Houses.
8.2.2.House Wardens shall be responsible to the Hall Warden, for the management of his/her house, for the social and academic welfare of all the students in the house and, subject to the provisions of the Student Disciplinary Code for the discipline of all students in their houses and for carrying out any other duties as may be required of him/her from time to time by the Hall Warden, Senate or Council.
8.2.3.House Wardens shall have the power to delegate to their sub-wardens or members of the House Committee such of their powers as are required to be exercised from time to time by the sub-wardens or House committee members.
8.3.THE SUB-WARDENS
8.3.1.The Sub-Wardens may be appointed for any house by Council. The Sub-Wardens shall be the House Warden's deputies and shall exercise and be responsible to the Hall Warden and the House Warden for such functions as may from time to time be delegated to them by the House Warden in terms of clause 8.2.3 above.
8.3.2.Sub-Wardens shall serve as members of their respective House Committees.

9.

POWERS TO MAKE RULES AND REGULATIONS

9.1.The Hall Warden in consultation with the Hall Committee shall have the power to make rules and regulations governing the life of student members of the hall.
9.2.The House Warden, in consultation with the Hall Warden, shall have the power to make rules and regulations governing the life of student members of the house. Wherever possible this will be after consultation with the House Committee.
9.3.Senate or the Council may repeal or alter any of the rules made in terms of 9.1 or 9.2 above.
9.4.Any rules or regulations made in terms of 9.1 or 9.2 above shall be published on the Hall's website and in the Allan Webb Hall General Rules and Information booklet, copies of which shall be provided to all new members of the Hall.

10.

ELIGIBILITY OF THE SENIOR STUDENT OF THE HALL

10.1.Any student
10.1.1.who has not resided in the Hall for at least one year; or
10.1.2.who has been found guilty of a University disciplinary offence by any disciplinary authority in the University and sentenced, whether suspended in part or in whole,
10.1.2.1.to a fine or equivalent community service in excess of 30% of the Hall Warden’s maximum fine jurisdiction at the time the fine was imposed; or
10.1.2.2.to any form of exclusion;
shall not be eligible to be nominated or elected to fill the post of Hall Senior Student for the following calendar year, save in such case where the fine referred to in 10.1.2.1 above is 50% or more of the Hall Warden's maximum fine or equivalent community service jurisdiction at the time the fine was imposed, the student shall not be eligible to be nominated or elected to fill the post of Hall Senior Student for the following three calendar years.
10.2.A student may not simultaneously hold the post of Senior Student and Sub-Warden. Should a student also wish to apply for the post of Sub-Warden, and he/she is subsequently successful in his/her application, he/she will have to choose which of the posts to dedicate their time towards.

11.

ELECTION OF THE SENIOR STUDENT OF THE HALL

In the fourth term of each year the Senior Student of the Hall shall be elected for the following year in the following manner.
11.1.The out-going Hall Senior Student will act as the Election Officer for the new Hall Senior Student, or, should the Hall Senior Student be running for re-election, a House Senior Student shall be appointed by the Hall Warden. The Election Officer will be assisted by all the House Senior Students in the Hall who will act as scrutineers. The Hall Secretary will provide administrative support.
11.2.Nominations, which must be supported by two seconders, shall be handed in writing to the Senior Student of each House who shall act as a scrutineer. Nominations shall remain open for 24 hours after which the names of the candidates shall be made public.
11.3.Attached to the nomination form must be a written motivation from the candidate stating why he/she wants to be Hall Senior Student and what he/she proposes to do for the Hall during his/her term of office.
11.4.Nominations lists, together with the names of the proposers and seconders, shall be posted in each House and shall accompany the box provided for the election by ballot which shall take place within seven days of the closing of nominations. The ballot box shall be placed in the Hall Dining Hall throughout the duration of three consecutive meals with a scrutineer in attendance.
11.5.To be declared elected, a candidate must obtain more than 50% of the votes cast. Should this percentage not be obtained by one of the candidates, a further poll shall be held as soon as possible in which only the 2 candidates who secured the largest number of votes shall be eligible for election. Should more than two candidates receive the same number of votes all those receiving equal votes in the category qualifying for the further poll will be eligible for election. The candidate who receives the highest number of votes in the further poll shall be declared elected. If, during the further poll, the candidates obtain an equal number of votes, the Hall Senior Student shall convene and chair an Electoral College of the House Senior Students, with the Hall SRC representative in attendance as an observer. The Electoral College, which may elect to interview the candidates, shall then vote. The Chair shall have a deliberative and a casting vote.
11.6.For the election to be valid there must be at least a 66.6% poll. Should a ? poll not be achieved, ballots shall remain open for the next two consecutive meals after which the votes then cast shall constitute a valid poll.
11.7.Should the Senior Student elect not to return to residence in the Hall for his/her term of office, or elect to take up another office (e.g. Sub-Warden or SRC member), there shall be a new election conducted in accordance with the provisions of this clause.
11.8.Personal canvassing for election, by or on behalf of a candidate is limited to A4 posters featuring the candidate’s name and photograph. Posters may not refer to present or past Hall Senior Students and may not make reference to other candidates.
11.9.Any member of the Hall shall be eligible to vote or to nominate provided that he/she has been in residence in one of the constituent Houses of the Hall for at least two terms.
11.10.The Hall Warden shall observe the process and ensure the election is free and fair.

12.

FUNCTIONS OF THE SENIOR STUDENT OF THE HALL

12.1.The Senior Student shall be a member of the Hall Committee and shall liaise between the Hall Committee and students of the Hall. He/she shall serve ex officio as a member of his/her House Committee and is entitled to attend, as an observer, the House Committee meetings of the Houses in which he/she is not resident at his/her discretion or by invitation of the House Committee concerned.
12.2.The Senior Student may, after consultation with the Hall Warden, call a meeting of the combined House Committee of the houses of the Hall. At least half of the constituent members of the combined House Committees shall constitute a quorum.
12.3.After consultation with the Hall Warden the Senior Student may at any time call a General Meeting of students of the Hall.

13.

ELECTION OF THE HALL SRC REPRESENTATIVE

13.1.The election of the Hall SRC Representative shall take place in accordance with the procedures laid down in the SRC Constitution.

14.

FUNCTIONS OF THE HALL SRC REPRESENTATIVE

14.1.The Hall SRC Representative shall be a member of the Hall Committee and shall liaise between the members of the Hall and the Hall Committee, and the SRC. He/she shall serve ex-officio as a member of his/her House Committee, and is entitled to attend, as an observer, the House Committee meetings of the Houses in which he/she is not resident at his/her discretion or by invitation of the House Committee concerned.
14.2.The Hall SRC Representative may, after consultation with the Hall Warden, call a meeting of the combined House Committees of the houses of the Hall. At least half of the constituent members of the combined House Committees shall constitute a quorum.
14.3.After consultation with the Hall Warden, the Hall SRC Representative may at any time call a General Meeting of students of the Hall.

15.

ELIGIBILITY OF THE SENIOR STUDENT OF THE HOUSE

15.1.Any student
15.1.1.who has not resided in a House for at least two terms or
15.1.2.who has been found guilty of a University disciplinary offence by any disciplinary authority in the University and sentenced, whether suspended in part or in whole,
15.1.2.1.to a fine or equivalent community service in excess of 35% of the Hall Warden’s maximum fine jurisdiction at the time the fine was imposed; or
15.1.2.2.to any form of exclusion;
shall not be eligible to be nominated or elected to fill the post of House Senior Student for the following calendar year, save in such case where the fine referred to in 15.1.2.1 above is 60% or more of the Hall Warden’s maximum fine or equivalent community service jurisdiction at the time the fine was imposed, the student shall not be eligible to be nominated or elected to fill the post of House Senior Student for the following three calendar years.
15.2.Should a student also wish to apply for the post of Sub-Warden, and he/she is subsequently successful in his/her application, he/she will have to choose which of the posts to dedicate their time towards.

16.

ELECTION OF THE SENIOR STUDENT OF EACH HOUSE

16.1.Following upon the election of the Senior Student of the Hall in the fourth term of each year the houses shall elect the Senior Student of their House from among the members of their respective Houses to serve for the following year: provided that the Senior Student of the Hall shall not be eligible for election as Senior Student of a House.
16.2.The election of the Senior Students shall, mutatis mutandis, be conducted in accordance with the procedures laid down for the election of the Senior Student of the Hall in Article 11 above. A ballot box shall be prepared and be made available for voting during a special House meeting with a scrutineer in attendance or until all available members have voted.

17.

FUNCTIONS OF THE SENIOR STUDENT OF EACH HOUSE

The Senior Student of each House shall perform the following functions:
17.1.Liaise between the House and Hall Committee.
17.2.Encourage participation by members of the House, in House, Hall and University functions.
17.3.Call House meetings when necessary, after consultation with the House Warden.
17.4.Ensure that a copy of the minutes of such Committee meetings is made available promptly to members of the House Committee by the Secretary.
17.5.Note specific Roles and Responsibilities for House Senior Students as detailed in each residence’s House Committee Roles and Responsibilities Hand Book.
17.6.Ensure that the members of the House Committee fulfil their duties.

18.

ELIGIBILITY OF THE MEMBERS OF THE HOUSE COMMITTEE

18.1.Any student
18.1.1.who has not resided in a House for at least one term or
18.1.2.who has been found guilty of a University disciplinary offence by any disciplinary authority in the University and sentenced, whether suspended in part or in whole,
18.1.2.1.to a fine or equivalent community service in excess of 55% of the Hall Warden’s maximum fine jurisdiction at the time the fine was imposed; or
18.1.2.2.to any form of exclusion;
shall not be eligible to be nominated or elected to serve on the House Committee for the following calendar year, save in such case where the fine referred to in 18.1.2.1 above is 70% or more of the Hall Warden’s maximum fine or equivalent community service jurisdiction at the time the fine was imposed, the student shall not be eligible to be nominated or elected to serve on the House Committee for the following three calendar years.
18.2.Should a student also wish to apply for the post of Sub-Warden, and he/she is subsequently successful in his/her application, he/she will have to choose which of the posts to dedicate their time towards.

19.

ELECTION OF THE HOUSE COMMITTEE

19.1.There shall be a House Committee for each house comprised of the following members:
19.1.1.Ex officio: The House Warden - chairperson
19.1.2.The Sub-Warden/s (if appointed)
19.1.3.Elected: The Senior Student of the House and five additional members.
19.2.The election of additional House Committee members shall take place as soon as conveniently possible after the election of the Senior Student of the House.
19.3.Any student resident in the House, for at least one term shall be eligible to nominate a candidate and cast as many votes in such House Committee elections as there are offices to be filled.
19.4.The out-going House Senior Student will act as the Election Officer for the new House Senior Student, or, should the House Senior Student be running for re-election, a House Committee Member shall be appointed by the House Warden. The Election Officer will be assisted by two students in the House who will act as scrutineers. The Hall Secretary will provide administrative support should that be required.
19.5.Save that in each House the Senior Student shall receive nominations and the ballot box for a House shall be placed in a position convenient to members of such House, nominations and election of members shall, mutatis mutandis, take place in accordance with the Provisions of Clause 11.1 to 11.5 above.
19.6.For the election to be valid there must be at least a 66.6% poll. Should a ?% poll not be achieved, ballots shall remain open for the next two consecutive meals after which the votes then cast shall constitute a valid poll.
19.7.The additional candidates in the elections in who secure the highest number of votes cast and the two candidates in Truro House who secure the highest number of votes cast shall secure election as the additional members of their respective House Committees. Should the number of candidates receiving an equal number of votes in the relevant category exceed the number required there shall be a further poll.
19.8.In the event of one of the additional members not returning to residence in his/her House for his/her term of office, the candidate who secured the next highest number of votes at the elections shall automatically be deemed to be elected and shall fill the vacancy.
19.9.The members of the House Committee referred to in Clause 19.1 above shall have the power to co-opt two further members to the Committee from among members of the House.
19.10.The House Warden shall observe the process and ensure the election is free and fair.

20.

DUTIES AND POWERS OF THE HOUSE COMMITTEE

20.1.The House Committee shall assist the House Warden in exercising responsibility for the general welfare of the members of the House and shall maintain a high standard of good order and discipline among the resident students.
20.2.Subject to the provision of the Universities "Rules for Social Functions" the House Committee shall be responsible to the Hall and House Warden for the proper conduct of all social events and any other events or meetings organised by it, seeking the co-operation of the Warden when necessary.
20.3.Its members shall carry out evening duties in the House as instructed by the Hall and House Warden.
20.4.The House Treasurer shall provide the Hall Warden with a statement of income and expenditure (certified by the House Warden of the House) at the end of each term.
20.5.Note specific Roles and Responsibilities for House Committee members as detailed in each residence’s House Committee Roles and Responsibilities Hand Book.

21.

PROCEDURAL RULES FOR COMMITTEES

21.1.HALL COMMITTEE AND HOUSE COMMITTEES
21.1.1.With the consent of the Hall Warden, the Hall Committee may delegate any of its functions to specified Sub- or Ad Hoc Committees.
21.1.2.With the consent of the House Warden, the House Committee may delegate any of its functions to specified sub- or Ad Hoc Committees.
21.2.CHAIRPERSON - CASTING VOTE
The Chairperson of any Committee or Sub-Committee shall have a deliberative and, if necessary, a casting vote.

22.

DISCIPLINE

22.1.Discipline in the Hall or any of the constituent houses shall be administered in accordance with the provisions of the Student Disciplinary Code and the rules of the Hall and or its constituent houses.
22.2.HALL DISCIPLINARY COMMITTEE
22.2.1.In the event of a Hall Disciplinary Committee being required to exercise the disciplinary powers it shall consist of the persons set out in section 20.4.1.6 of the Student Disciplinary Code.
22.2.2.The Hall Disciplinary Committee shall reach its decisions upon the verdict and penalty by a majority vote. In the event of an equality of votes the Chairperson shall exercise a casting vote in addition to his/her ordinary vote.
22.2.3.The Hall Disciplinary Committee may only deal with the offences set out in section 20.4.1.3 of the Student Disciplinary Code and may impose the penalties set out in section 20.4.1.4 of the Student Disciplinary Code.
22.2.4.When the charge levelled against a student appearing before the Hall Disciplinary Committee is brought by a member of the Disciplinary Committee such member may recuse himself/herself and be replaced by a Senior Student of another house who is not already sitting.
22.3.HOUSE DISCIPLINARY COMMITTEE
22.3.1.In the event of a House Disciplinary Committee being required to exercise disciplinary powers it shall consist of the persons set out in section 20.5.4 of the Student Disciplinary Code.
22.3.2.The House Disciplinary Committee shall reach its decisions upon the verdict and penalty by a majority vote. In the event of an equality of votes the Chairperson shall exercise a casting vote in addition to his/her ordinary vote.
22.3.3.The House Disciplinary Committee may only deal with the offences set out in section 20.5.1.2 of the Student Disciplinary Code and may impose the penalties set out in section 20.5.2 of the Student Disciplinary Code.
22.3.4.When the charge levelled against a student appearing before the House Disciplinary Committee is brought by a member of the Disciplinary Committee such member may recuse himself/herself and be replaced by a Senior Student of another house who is not already sitting.
22.4.REVIEW BY THE HALL WARDEN
22.4.1.Any student aggrieved by the verdict of or penalty imposed by a House Warden, a House Disciplinary Committee or any member of the House exercising delegated disciplinary powers shall have the right to take the matter on review before the Hall Warden or Hall Disciplinary Committee on the grounds set out in sections 19.1.1.1; 19.1.1.2 or 19.1.1.3 of the Student Disciplinary Code.
22.4.2.Any student wishing to exercise the right of review set out in 22.4.1 above shall within 24 hours of the imposition of the penalty advise the Hall Warden in writing of the reasons for requesting a review.
22.4.3.If it should come to the attention of the Hall Warden that the decision of a House Warden, a House Disciplinary Committee or any member of the House exercising disciplinary powers may be incorrect or has led to the imposition of a penalty which in his/her view may be unjust because it is either too harsh or too lenient, he/she shall be entitled to review the decision or penalty in question.
22.4.4.Where a review in terms of either Clause 22.4.1 or 22.4.3 above is instituted the Hall Warden shall call for a written report from the disciplinary authority concerned in which the facts found proved and the reasons for penalty shall be stated. This report must be submitted to the Hall Warden within 48 hours of the date of the request.
22.4.5.The student concerned in any review shall have the right to be present and to be heard before any decision is made by the Hall Warden or Hall Disciplinary Committee.
22.4.6.The Hall Warden or Hall Disciplinary Committee shall have the powers on review set out in the Student Disciplinary Code.
22.4.7.Any student aggrieved by the Hall Warden's or Hall Disciplinary Committee’s decision on review shall have the right of review set out in Clause 22.5 below.
22.5.RIGHT OF REVIEW TO PROCTOR OR DISCIPLINARY BOARD
22.5.1.Any student aggrieved by the verdict of or penalty imposed by the Hall Warden or the Hall Disciplinary Committee may exercise his/her right of review in terms of sections 19.1; 19.1.1.1; 19.1.1.2 and 19.1.1.3 of the Student Disciplinary Code.

23.

DEFINITIONS

23.1."Student of senior standing" shall mean a student member of the Hall who has been a student at Rhodes University for at least one academic year.
23.2."The Council" shall mean the Council of Rhodes University.
23.3."The Senate" shall mean the Senate of Rhodes University.

24.

AMENDMENTS TO THE CONSTITUTION

24.1.The Hall Warden may, in consultation with the Hall Committee, recommend to Senate and Council through the Board of Residences any amendments to the constitution.
24.2.The Hall Constitution and any rules made in terms of Article 9 above shall always be within the declared policy of the Senate or the Council.
24.3.If the Senate or the Council is of the opinion that the repeal or alteration of any of the provisions of this Constitution is necessary, the Senate may, after giving the Hall Committee an opportunity to express its views, repeal or alter any such provision or provisions.

Last Modified :Fri, 15 Jul 2011 15:01:06 SAST