Rhodes>Founders' Hall>Hall Constitution

Constitution

THE FOUNDERS HALL CONSTITUTION.pdf

ANNEXURE A

ANNEXURE B

ANNEXURE C

ANNEXURE D

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 The Founders’ Hall.

PREAMBLE

We, the Members of The Founders’ Hall, being aware of the values which underlie an open and democratic society and which are enshrined in the Constitution of the Republic of South Africa, 1996:

l Take into account the diverse cultural, religious, political and economic backgrounds of our Members;

l Are mindful of the central role and obligations of students in higher education to serve the wider interests of the community;

l Enjoin all Members to instil and nurture a culture of learning, research, tolerance, dignity and understanding in higher education;

l Envision a Hall where all Members reach the full extent of their potential in all academic, sporting, cultural and social endeavours.

# Please see Hall Values

–  oO Oo  –

 1     NAME

The name of the Hall is “The Founders’ Hall”, hereinafter referred to as ‘the Hall’. The Hall shall consist of Botha House, College House, Cory House, Matthews House, the Founders’ Lodge & the Founders’ Annexe. The Founders’ Lodge & the Founders’ Annexe shall form part of Botha House for administrative purposes.

2     MEMBERSHIP OF THE HALL

Members of the Hall shall be:

2.1         The Master of the Hall;

2.2         The House Wardens, including any Assistant House Wardens;

2.3         The Sub-Wardens in the Hall;

2.4         All students residing in the constituent houses of the Hall;

2.5         The Fellows of the Hall;

2.6         The Hall Administrator;

2.7         Any students assigned to the Hall in terms of the Reslink or equivalent programme.

3     MASTER OF THE HALL

The Master of the Hall is appointed by the Council of the University to be responsible to Senate and Council for the management and administration of the Hall as described in the Job Profile for Masters and subject to the provisions of this Constitution, as well as for carrying out any other duties as may be required from time to time by the Dean of Students, Senate or Council.

4     HOUSE WARDENS

House Wardens are appointed by the Council of the University to be responsible to Senate and Council for the management and administration of the relevant House, as described in the Job Profile for House Wardens and subject to the provisions of this Constitution, as well as for carrying out any other duties as may be required from time to time by the Master of the Hall, Dean of Students, Senate or Council.

5     SUB-WARDENS

The Sub-Wardens are appointed by the Council of the University and shall be responsible to their House Wardens for fulfilling the duties described in the Job Profile for Sub-Wardens and subject to the provisions of this Constitution, as well as for functions and duties as may from time to time be required of them by their House Wardens. In particular, Sub-Wardens will be responsible for the day-to-day administration of the House, and shall be responsible for running House meetings.

6     HALL COMMITTEE

6.1        The Hall Committee shall comprise:

6.1.1     The Master of the Hall, ex-officio Chairperson of the Hall Committee;

6.1.2     The House Wardens and Assistant House Wardens, if any;

6.1.3     The Sub-Wardens in the Hall;

6.1.4     The Senior Student of the Hall;

6.1.5     The Senior Student of each constituent House;

6.1.6     The Fellows of the Hall;

6.1.7     The Hall Secretary;

6.1.8     The Hall SRC representative;

6.1.9     The Hall Administrator

6.1.10   Any co-opted Members.

6.2         The Hall Committee shall meet as often as it considers necessary, but not less than once an academic term.

6.3         Either the Master of the Hall or the Hall Senior Student may, at his discretion, on twenty-four hours’ notice, call a special meeting of the Hall Committee to deal with a specific issue or issues, and must call such a meeting if 25% of the Members of the Hall Committee request such a meeting in writing.

6.4         The quorum for any Hall Committee meeting shall be at least 50% of the Members of the Committee, provided that at least one representative each from each house is present.

6.5         Either the Master of the Hall or the Hall Senior Student may, at his discretion, call a meeting of the entire Hall, and the Master of the Hall must do so if the Hall Committee so resolves or if 25% of the Members of the Hall request such a meeting in writing.

6.6         Amongst the Members of the Hall Committee, the following portfolio positions shall be assigned:

6.6.1     Entertainment Representative;

6.6.2     Community Engagement Representative;

6.6.3     Sport Representative;

6.6.4     Secretary;

6.6.5     Food Representative;

6.6.6     Two representatives to act as Members of the Hall Disciplinary Committee.

6.7         The Hall Committee may allow a Member of the Hall to attend a meeting, and to address the Committee, on an ad hoc basis, where this is in the interests of the Hall and its activities.

6.8         The procedures governing Hall Committee meetings are set out in Annexure A.

7     POWERS AND DUTIES OF THE HALL COMMITTEE

7.1         Subject to the provisions of this Constitution, the Master of the Hall is the final decision-making authority in all matters pertaining to the Hall.

7.2         The Master of the Hall may delegate authority to the Hall Committee to act in certain matters.

7.3         Notwithstanding clauses 7.1 and 7.2, the Hall Committee shall have the power:

7.3.1     To decide issues relating to its own operation and activities

7.3.2     To formulate rules and regulations governing the life of the student Members of the Hall, subject to Clause 21 below.

7.3.3     To advise the Master of the Hall on issues relating to the administration, management and general policies of the Hall. The Master of the Hall is obliged to consider such advice, but retains the discretion to accept or reject such advice.

7.3.4     The Master of the Hall may not unreasonably refuse to follow the Hall Committee’s recommendations. In the event of the Master of the Hall refusing to accept the Hall Committee’s advice, he must provide full reasons to the Committee for the decision at the next scheduled Hall Committee meeting, or at a special meeting called for that purpose. If dissatisfied with such reasons, the Hall Committee may request the Dean of Students to intercede in the matter.

7.3.5     To exercise disciplinary powers as set out in the relevant provisions of the Student Disciplinary Code. In the event of a need to exercise such powers, a Hall Disciplinary Committee shall be constituted in terms of that Code and it shall conduct its business in terms of that Code.

7.3.6     To nominate Fellows of the Hall, whose appointment is subject to confirmation by the University Senate.

8     FELLOWS OF THE HALL

8.1         After considering representations from the Hall Committee, Senate shall appoint four Fellows, each to hold office for five years, or until such time as they resign in writing or cease to comply with the conditions of eligibility.

8.2         The Fellows of the Hall shall be nominated from amongst the Members of the University Council, academic staff or administrative staff. Certain Senior University Staff (particularly those at Senior Management level and those responsible for the administration of residences generally) shall not be eligible for nomination, because it would be inappropriate for such Members of the University to favour one particular Hall over another. In the event of any uncertainty regarding the eligibility of a particular person, the Dean of Students must be consulted.

8.3         Fellows shall be eligible for re-appointment.

8.4         Fellows of the Hall are full Members of the Hall whose responsibilities are to act as advisors to Wardens, Committees and Members of the Hall.

8.5         One Fellow shall be appointed as the Senior Fellow, whose role is to co-ordinate and oversee the work of the Fellows.

8.6         One Fellow shall be appointed to each House in the Hall and is to take an active and special interest in the welfare of the students in that House.

8.7         For the purposes of 8.6 above, the Founders’ Lodge & the Founders’ Annexe is considered as part of Botha House.

9     FUNCTIONS OF THE FELLOWS

It is expected that the Hall Fellows shall:

9.1         Serve as role models for the personal and academic growth and integration of the student Members of the Hall;

9.2       Act as advisors and mentors to Members of the Hall;

9.3         Act as external consultants to the Master of the Hall;

9.4         Where they are able, champion the Hall’s needs to the relevant University authorities;

9.5         Be invited to participate actively in Hall academic, cultural and social activities;

9.6         Serve as Members of the Hall Committee;

9.7         Enjoy full voting rights on matters concerning the Hall.

10  HALL SENIOR STUDENT

10.1      Any student who

10.1.1  has resided in the Hall for two full academic terms, and is currently resident in the Hall; and

10.1.2  has meaningfully contributed to the quality of student life in the Hall; and

10.1.3  has not been given a “June Warning”, or has not failed more than one third of the examinations in the courses for which he is registered in the current year; and

10.1.4  has not been found guilty of a disciplinary offence by a disciplinary authority in the University, and sentenced, whether suspended in part or in whole,

10.1.4.1             to a fine in excess of 25% of the Master’s maximum fine jurisdiction at the time the fine was imposed; or

10.1.4.2             to any form of exclusion; or

10.1.4.3             to community service of 20 hours or more;

shall be eligible to be nominated or elected to fill the post of Hall Senior Student.

10.2      The Hall Senior Student shall liaise between the Master of the Hall, the Hall Committee and students of the Hall.

10.3      The Hall Senior Student shall hold office for one full academic year and shall remain in office for only as long as he is resident in the Hall. The Hall Senior Student shall be eligible for re-election.

10.4      The Hall Senior Student may not hold another office in the Hall during his tenure.

10.5      The procedures governing the election of Hall Senior Student are set out in Annexure B.

11  FUNCTIONS OF THE HALL SENIOR STUDENT

11.1         The Hall Senior Student shall be a Member of the Hall Committee and shall liaise between the Hall Committee and students of the Hall.

11.2         The Hall Senior Student shall fulfil the primary student leadership position in the Hall. He shall act as a role model for the Hall and its activities, and shall set a good example for all its residents in all spheres of endeavour (academic, sporting, cultural, social and community engagement).

11.3         The Hall Senior Student shall carry out any other such duties as are delegated to him by the Master of the Hall. Since the work of the Hall Senior Student covers all spheres of Hall life and policy, and may involve participation in, and interaction with, the broader residence system and the Dean of Students’ Division, the role cannot be reduced to a simple list. The student shall be expected, though, to promote the interests and welfare of the Hall and its residents in a motivated and mature fashion, and to take a lead in promoting and organising activities and initiatives that concern the Hall generally. 

11.4         The Hall Senior Student shall serve ex officio as a Member of his House Committee and is entitled to attend, as an observer, the House Committee meetings of the Houses in which he is not resident at his discretion or by invitation of the House Committee concerned.

11.5         In consultation with the Master of the Hall, the Hall Senior Student may at any time call a meeting of the combined House Committees of the houses of the Hall. The quorum shall be at least 50% of the constituent Members of the combined House Committees.

11.6         In consultation with the Master of the Hall, the Hall Senior Student may at any time call a General Meeting of students of the Hall. The quorum at a General Hall Meeting shall be at least 50% of those Members of the Hall who are eligible to vote.

11.7         In the event that the Hall Senior Student commits a serious disciplinary offence, the Master of the Hall may, in consultation with the Hall Committee, remove the Member in question from his portfolio. Elections for a new Member must be then be held in accordance with Annexure B.

12  HALL SRC REPRESENTATIVE

12.1      The Hall SRC representative shall be elected in terms of the SRC Constitution and shall be a full Member of the Hall Committee.

12.2      In addition to the functions in terms of the SRC Constitution, the Hall SRC Representative shall liaise between Hall Committee and the SRC.

12.3      The Hall SRC representative shall be a full Member of the House Committee in his house and shall have observer status on the other House Committees in the Hall.

12.4      The Hall SRC Representative may, after notifying the Master of the Hall, call meetings of students in the Hall or, after notifying the relevant House Warden, in any of the Houses.

13  HOUSE COMMITTEES

13.1      A House Committee shall comprise:

13.1.1  The House Warden, who shall ex-officio be Chairperson of the House Committee;

13.1.2  Assistant House Wardens, if any;

13.1.3  The Sub-Wardens of the House;

13.1.4  The Senior Student of the House;

13.1.5  The Secretary/Treasurer/Resnet Rep;

13.1.6  The Sports Rep;

13.1.7  The Entertainment/Food Rep;

13.1.8  The Academic Development Rep;

13.1.9  The Community Engagement Rep.

Positions 13.1.1 to 13.1.3 shall be ex officio, and 13.1.4 to 13.1.9 shall be elected.

13.2      Any student who

13.2.1  has resided in the Hall for two full academic terms, and is currently resident in the Hall; and

13.2.2  has meaningfully contributed to the quality of student life in the House; and

13.2.3  has not been given a “June Warning”, or has not failed more than one third of the examinations in the courses for which he is registered in the current year; and

13.2.4  has not been found guilty of a disciplinary offence by a disciplinary authority in the University, and sentenced, whether suspended in part or in whole,

13.2.4.1             to a fine in excess of 25% of the Master’s maximum fine jurisdiction at the time the fine was imposed; or

13.2.4.2             to any form of exclusion; or

13.2.4.3             to community service of 20 hours or more;

shall be eligible to be nominated or elected to serve on the House Committee for the following calendar year.

13.3      The procedures governing the election of Members of the House Committee shall be governed by the procedures in Annexure C (for the House Senior Student) and Annexure D (for the remaining elected Members of the Committee).

13.4      The Master of the Hall, Hall Senior Student and Hall SRC Representative, may attend House Committee meetings as observers with speaking rights.

13.5      The House Committee shall meet as often as it considers necessary, but not less than once per academic term. The Warden, as Chair, shall determine the date of the meeting in consultation with the Secretary/Treasurer. The Secretary/Treasurer shall be responsible for notifying all Members of the date, time and place of the meeting, and shall be responsible for drawing up and circulating the Agenda prior to the meeting.

13.6      The House Warden may, at his discretion, call a special meeting of the House Committee to deal with a specific issue or issues, and must call such a meeting at the request of the Master of the Hall or if 25% of the Members of the House Committee requests such a meeting in writing.

13.7      The quorum for any House Committee meeting shall be at least 50% of the Members of the Committee.

13.8      The House Warden, a Sub-Warden, or the House Senior Student may, at his discretion, call for a meeting of the House, and the House Warden must call such a meeting if the House Committee or 25% of the residents of the House requests such a meeting.

13.9      The procedures governing House Committee meetings are set out in Annexure A.

13.10   The House Committee may allow a Member of the House to attend a meeting, and to address the Committee, on an ad hoc basis, where this is in the interests of the House and its activities.

13.11   In the event that a student Member of a House Committee who is not an appointed Sub-Warden, commits a serious disciplinary offence, the Master of the Hall may, in consultation with the House Warden and relevant House Committee, remove the Member in question from his portfolio. Elections for a new Member must be then be held. This shall include the House Senior Student. In terms of clause 5 of this Constitution, disciplinary issues pertaining to Sub-Wardens are to be dealt with by the Human Resources Division. The re-election must be conducted in accordance with Annexure B.

14  POWERS AND DUTIES OF A HOUSE COMMITTEE GENERALLY

14.1    Subject to the provisions of this Constitution and the powers of the Master of the Hall, the House Warden is the final decision-making authority in all matters pertaining to a House.

14.2    The Master of the Hall and House Warden may delegate authority to the House Committee to act in certain matters.

14.3Notwithstanding clause 14.1, a House Committee and its Members:

14.3.1     Have the power to decide issues relating to its own operation and activities;

14.3.2  Shall share with the House Wardens and the Sub-Wardens the responsibility for the general welfare of the Members of the House;

14.3.3  Shall act as role models for the House and its activities, and shall set a good example for its residents;

14.3.4  Shall assist in maintaining a high standard of discipline and good order among Members of the House, and ensure that House rules are adhered to by all residents;

14.3.5  Shall decide on the allocation and spending of House funds;

14.3.6  Have the power to formulate rules and regulations governing the life of the student Members of the House, subject to Clause 21 below;

14.3.7  May act as intermediaries between the student Members of the House, on the hand, and the Master of the Hall and/or House Warden, on the other hand;

14.3.8  Shall be responsible for arranging all social and other events for students in the House, subject to any University or Hall rules pertaining to such events;

14.3.9  Shall exercise disciplinary powers as set out in the relevant provisions of the Student Disciplinary Code. In the event of a need to exercise such powers, a House Disciplinary Committee shall be constituted in terms of that Code and it shall conduct its business in terms of the Code.

14.4      The House Committee may advise the House Warden, the Master of the Hall and the Hall Committee on issues relating to the administration, management and general policies of the House and Hall. The House Warden, Master of the Hall and Hall Committee are obliged to consider such advice, but retain the discretion to accept or reject such advice.

14.5      The House Warden, Master of the Hall and Hall Committee may not unreasonably refuse to follow the House Committee’s advice. In the event of any of them refusing to accept the House Committee’s advice, the House Committee shall have the power to request that it be provided with full reasons for such refusal. If dissatisfied with such reasons, the House Committee may request the Dean of Students to intercede in the matter.

15  HOUSE SENIOR STUDENTS

15.1      The House Senior Student shall hold office for one full academic year and shall remain in office for only as long as he is resident in the House. The House Senior Student shall be eligible for re-election. The House Senior Student may not hold another office in the Hall during his tenure.

15.2      The House Senior Student shall fulfil the primary student leadership position in the House, in conjunction with the Sub-Wardens. He shall act as a role model for the House and its activities, and shall set a good example for its residents.

15.3      The House Senior Student shall have the following specific duties:

15.3.1  To assist with the preparation of the House at the beginning of the year, and to play a leading and responsible role in the orientation of new students into university life.

15.3.2  To act as a representative of the House at the Hall Committee level, and in other relevant fora (e.g. the selection of Sub-Wardens);

15.3.3  To deputise for Sub-Wardens where necessary, and to assist the Warden and the Sub-Wardens in running the House;

15.3.4  To liaise between the Hall and House Wardens, the Hall and House Committees and students of the House and encourage participation by House Members in House, Hall and University functions.

15.3.5  To ensure that House Committee Members fulfil their duties;

15.3.6  To be a visible presence at House functions and activities;

15.3.7  To arrange the annual House photograph and any clothing for the House.

16  SECRETARY/TREASURER/RESNET REP

16.1    The Secretary/Treasurer/Resnet Rep shall hold office for one full academic year, and shall remain in office for only as long as he is resident in the House. He shall be eligible for re-election. He may not hold another office in the Hall during his tenure. He shall generally be responsible for performing Secretarial duties and administering the finances of the House.

16.2    As far as the Secretarial portfolio is concerned, the Committee Member shall have the following specific duties:

16.2.1  To record the minutes at each Committee meeting. A copy of the Minutes must be handed to the Warden within a week of the meeting, and must be placed in a file in the Common Room, or made available to residents electronically;

16.2.2  To compile any correspondence relevant to House activities; for example, letters of invitations to guests or warnings to neighbouring residences regarding functions and noise;

16.2.3  To keep a file of all correspondence and minutes.

16.3    As far as the Treasurer portfolio is concerned, the Committee Member shall have the following specific duties:

16.3.1  To keep accounting records up-to-date (keeping all copies of receipts and slips) and preparing financial reports and summaries at the end of each term, which are to be submitted to the Warden and the Hall Secretary.

16.3.2  To liaise generally with the Warden and the Hall Secretary about financial matters;

16.3.3  To budget for necessities in the House;

16.3.4  To be fully aware of the financial affairs of the House and the state of House funds, so as to be able to make recommendations about expenditure to the House Committee;

16.3.5  To have books of account available for inspection at House Committee meetings.

16.4    As far as the Resnet portfolio is concerned, the Committee Member shall have the following duties:

16.4.1 To liaise with the University’s IT Division to ensure the smooth functioning of the Resnet system, and shall be responsible for dealing with any IT problems encountered with Resnet, in conjunction with the rules and policies of the IT Division relevant to the Resnet system.

16.4.2 To assist students within the House with Resnet issues, and shall act to prevent any misuse of the Resnet system.

16.4.3 The Resnet rep shall also be responsible, in a more general sense, for fostering and encouraging IT skills and IT literacy in the House, especially amongst those who lack such skills. This duty is shared with the Academic Development Rep. It is possible, where the House Committee deems it appropriate, for these specific duties to be delegated to a Member of the House with specific interests and skills in this regard.

17  SPORTS REP

17.1    The Sports Rep shall hold office for one full academic year, and shall remain in office for only as long as he is resident in the House. He shall be eligible for re-election. He may not hold another office in the Hall during his tenure. He shall generally be responsible for the administration and organisation of sporting events in the House.

17.2    This portfolio will entail the following specific duties:

17.2.1  To organise sporting events within the House, and between other residences in the Hall and the University;

17.2.2     To inform all residents about sporting events (at meetings, on notice-boards and electronically), and to encourage participation in such events;

17.2.3  To arrange for the participation of teams from the House in sporting activities, and to have sign-up lists and selections arranged well in advance of such events;

17.2.4  To encourage and motivate residents to support their House in inter-residence sporting events;

17.2.5  To assist with all Hall sport activities, such as the Founders’ Challenge and the Founders’ Shield;

17.2.6  To attend all sporting functions involving the House, as far as this is practically possible.

17.2.7  To submit all receipts for inter-res events to the Secretary/Treasurer within one week of participation in the event.

18  ENTERTAINMENT AND FOOD REP

18.1      The Entertainment and Food Rep shall hold office for one full academic year, and shall remain in office for only as long as he is resident in the House. He shall be eligible for re-election. He may not hold another office in the Hall during his tenure. He shall generally be responsible for proposing, planning and managing entertainment events held by the House, and for facilitating the relationship between the students in the House, the Hall Food Rep, and the Caterers.

18.2      As far as the Entertainment portfolio is concerned, the Committee Member shall have the following specific duties:

18.2.1  In consultation with the House Committee, to draw up a schedule of events for the year in Orientation Week;

18.2.2  To generate and gather ideas for social functions within the House during the course of the year;

18.2.3  To plan and organise social functions, including acquiring the necessary permissions from the Warden and filling in all paperwork with the Hall Secretary;

18.2.4  To ensure that all events are suitably advertised, and that schedules of events are published and kept up-to-date;

18.2.5  To ensure that all event venues are returned to their original condition after the event has been held;

18.2.6  To be responsible for looking after electronic equipment and loaned videos and DVDs.

18.3      As far as the Food portfolio is concerned, the Committee Member shall have the following specific duties:

18.3.1  To liaise with the students in the House about matters pertaining to the food served in the Hall, and to make himself available to hear complaints at regular times, and to encourage the recording of complaints in the book that is placed in the Hall for this purpose;

18.3.2  To liaise with the Senior Student and Sub-Wardens about the ordering of food and drinks for social functions;

18.3.3  To attend quarterly Food Rep meetings and to voice complaints or concerns;

18.3.4  To report back to the House Committee and full meetings of the House after Food Rep meetings;

18.3.5  To be responsible for any refrigerators and microwaves in the House.

19  ACADEMIC DEVELOPMENT REP

19.1      The Academic Development/Community Engagement Rep shall hold office for one full academic year, and shall remain in office for only as long as he is resident in the House. He shall be eligible for re-election. He may not hold another office in the Hall during his tenure.

19.2      This Committee Member shall have the following specific duties:

19.2.1  To act as an academic role model for the House and its activities, and shall set a good example for its residents through his commitment to, and encouragement of, academic scholarship;

19.2.2  To monitor academic performance in the House generally, and to be responsible, together with the Warden, Sub-Wardens and Senior Student, for proactively identifying and managing students with potential academic problems;

19.2.3  To put in place an academic mentoring system for the House. In this regard, the Committee Member shall encourage new students to sign up for this programme, shall encourage appropriate senior students in the House to participate in the programme as mentors, and shall monitor the mentoring process generally;

19.2.4  To liaise with the Fellows or other appropriate academic staff in the University with regard to promoting academic performance within the House;

19.2.5  To liaise with the Career Centre about career development opportunities, to advertise these, and to encourage participation in such programmes;

19.2.6  To liaise with the Resnet Rep about the promotion of IT skills in the House (see in this regard 16.4.3 above);

19.2.7  To be available generally to counsel students about academic issues, and to liaise in this regard with the House Warden and the Master where necessary.

20  COMMUNITY ENGAGEMENT REP

20.1    The Community Engagement Rep shall hold office for one full academic year, and shall remain in office for only as long as he is resident in the House. He shall be eligible for re-election. He may not hold another office in the Hall during his tenure.

20.2                  This Committee Member shall have the following specific duties:

20.2.1 To be responsible for developing a knowledge-base of existing community activities and opportunities, in collaboration with the previous year’s portfolio holder, the Warden, the Master and the SRC;

20.2.2 To be primarily responsible for identifying suitable community engagement projects for the House to participate in during the course of the year, and for organising the House’s participation in, and promotion of, these community engagement initiatives;

20.2.3 To liaise with the Warden, Sub-Wardens and Treasurer with regard to the handling of any money or goods that are raised or collected for the benefit of any particular beneficiaries, to arrange for the proper disbursement of such funds or goods, and to account for any funds raised or expended in the process of community engagement initiatives;

20.2.4 To be responsible for encouraging and motivating students within the House to interact with, and to participate in, community engagement projects (either as individuals, as a House, or in conjunction with other Residences).

21  RULES AND REGULATIONS

21.1    The Hall Committee shall normally have the power to make rules and regulations governing the life of student Members of the Hall.

21.2      In the event of an emergency arising, or where it is not possible to convene a meeting of the Hall Committee to consider formulating a rule that is necessary for dealing with an impending situation, the Master of the Hall may formulate rules and regulations to deal with that situation. Thereafter the Master of the Hall shall account to the Hall Committee at the next scheduled Hall Committee meeting, or at a special meeting called for that purpose. The Hall Committee shall then review the rule or rules that the Master of the Hall formulated.

21.3      Subject to Clauses 14.1 and 14.2 above, a House Committee shall normally have the power to make rules and regulations governing the life of student Members of the House.

21.4      In the event of an emergency arising, or where it is not possible to convene a meeting of the House Committee to consider formulating a rule that is necessary for dealing with an impending situation, the House Warden, wherever possible in consultation with the Master of the Hall, may formulate rules and regulations to deal with that situation. Thereafter the House Warden shall account to the House Committee at the next scheduled House Committee meeting, or at a special meeting called for that purpose. The House Committee shall then review the rule or rules that the House Warden formulated.

21.5      In all instances, should the Master of the Hall be dissatisfied with any rule or rules that the Hall Committee or a House Committee has formulated, he may request the Dean of Students to intercede in the matter.

21.6      In all instances, Senate and/or the Council of the University retain the right to formulate, repeal or alter any of the rules or regulations made in terms of this Constitution, but will normally exercise this right only after giving the Hall Committee or relevant House Committee an opportunity to state its views regarding any proposed course of action.

21.7      All rules and regulations made in terms of this Constitution shall be
published on the Hall's notice boards and in the Hall booklet, copies of which shall be provided to all Members of the Hall at the beginning of the academic year.

 

22  AMENDMENTS TO THE CONSTITUTION

22.1    The Hall Committee may recommend to the Senate and the Council, through the Board of Residences, any amendments to this Constitution.

22.2      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.

 ANNEXURES A - D

ANNEXURE A: MEETING PROCEDURES

The following procedures shall govern all meetings in the Hall:

Quorum

A.1        Once a meeting has been declared quorate, it remains quorate, even if Members leave during the course of the meeting, thereby resulting in a lack of a quorum.

A.2        In the event of there being no quorum, the meeting must be adjourned for at least 2 days, and notice regarding the details of the meeting should be given to all Members of the Committee. Should the quorum requirements not be met at the adjourned meeting, those present will constitute the quorum.

Sub-committees

A.3        The Hall Committee or a House Committee may appoint sub-committees to deal with specific issues. Normally these should consist of Members of the Hall or House. While in existence, sub-committees, via their chairpersons, must report back to the Hall or House Committee at its meetings.

Decision-making

A.4        Whenever possible, issues shall be debated until general consensus is reached.

A.5        Where consensus cannot be reached and it is necessary to resolve an issue, a formal decision shall be taken, by simple majority, with each Member present at the meeting having one vote.

A.6        The Chairperson has a casting vote.

A.7        In the event of the Chairperson being unable, for whatever reason, to chair a meeting, the Members present at the meeting must choose someone from their number to act as Chairperson for that meeting.

A.8        The Chairperson shall have all the functions and powers normally associated with that position.

 

ANNEXURE B: ELECTION PROCEDURES FOR THE HALL SENIOR STUDENT

Scrutineers and timing of elections

B.1        The Master of the Hall shall initiate the process at the end of the third term by constituting a Scrutineering Committee for the election of a Hall Senior Student, or shall delegate one of the House Wardens to fulfil this function. The Master or the relevant Warden shall be responsible for ensuring that the electoral process runs smoothly according to the rules.

B.2        The current Hall and House Senior Students shall normally constitute the Scrutineering Committee for the election of the Hall Senior Student. The current Hall Senior Student shall ex officio be Chief Scrutineer. Should any of these persons, for whatever reason, be unable to act as scrutineer, the remaining Members of the Scrutineering Committee shall appoint suitable replacements.

B.3        At the beginning of the fourth term of each academic year the Chief Scrutineer shall call for nominations for Hall Senior Student for the following academic year. This shall be the first appointment made by election within the Hall, for the following year.

Eligibility

B.4        To be eligible for nomination and election, students must satisfy the requirements laid down in clause 10.1 of this Constitution.

Election Rules

B.5        A call for nominations shall specify a date and time at which nominations will close. The period for nomination shall be kept open for at least forty-eight hours after nominations are first called, after which the names of the candidates shall be made public.

B.6        If only one nomination is received, the candidate shall be deemed elected unopposed.

B.7        Only students who have resided in the Hall or House for two full academic terms and who are currently resident in the Hall or House may nominate or second candidates for election.

B.9        All nominations must be made in writing and must be signed by both the proposer and seconder. The proposer and the seconder shall have ascertained beforehand that the candidate will accept office if elected. This should be indicated by the nominee signing the letter to the effect that “I agree to the nomination for the position of …”

B.10      The Scrutineers shall draw up a list of candidates and a ballot paper (in conjunction with the Hall Secretary) and shall specify the times and places at which voting may take place.

B.11      Only students who have resided in the Hall or House for two full academic terms and who are currently resident in the Hall or House may vote.

B.12      No campaigning is permitted in the vicinity of the voting area. The respective candidates shall be entitled to address a meeting of the Hall or House not less than twenty-four hours before the election is held, to explain their positions. The Master must call a meeting for this purpose.

B.13      Voting shall be by secret paper ballot.

B.14      Nomination lists shall accompany the ballot boxes and voting shall be kept open for at least twenty-four hours.

B.15      A 60% poll is necessary to constitute a valid election. Should a poll not be obtained within the specified twenty-four hour period, voting shall be kept open for a further forty-eight hours, after which the votes cast shall constitute the minimum poll required.

B.16      The candidate who obtains the majority of votes shall be declared elected. In the event of a tie, a fresh election shall be held between the top two candidates. In the event of a further tie, the election shall be determined by the toss of a coin.

B.17      Any candidate who wishes to contest the results of an election must do so in writing to the Chief Scrutineer within twenty-four hours of the result being released.

B.18      Should the elected person not return for his term of office, the person with the next highest number of votes will automatically fill the vacant position, provided that he remains eligible for that position, failing which a new election must be held.

ANNEXURE C: ELECTION PROCEDURES FOR THE HOUSE SENIOR STUDENT

C.1        Within forty-eight hours of the election of Hall Senior Student being finalised, the Wardens of each House shall initiate the process for the election of a House Senior Student within their House. The Warden shall act in an advisory capacity. The House Scrutineers shall be responsible for running the election.

C.2        The House Senior Student and the current Sub-Wardens shall normally constitute the Scrutineering Committee for the election of the House Senior Student. The current House Senior Student shall ex officio be Chief Scrutineer. Should any of these persons, for whatever reason, be unable to act as scrutineer, the remaining Members of the Scrutineering Committee shall appoint suitable replacements.

C.3        To be eligible for nomination and election, students must satisfy the requirements laid down in clause 13.1 of this Constitution.

C.4        A call for nominations shall specify a date and time at which nominations will close. The period for nomination shall be kept open for at least forty-eight hours after nominations are first called, after which the names of the candidates shall be made public.

C.5        If only one nomination is received, the candidate shall be deemed elected unopposed.

C.6        All students who have resided in the Hall or House for two full academic terms and who are currently resident in the Hall or House may nominate or second candidates for election.

C.7        All nominations must be made in writing and must be signed by both the proposer and seconder. The proposer and the seconder shall have ascertained beforehand that the candidate will accept office if elected. This should be indicated by the nominee signing the letter to the effect that “I agree to the nomination for the position of …”

C.8        The Scrutineers shall draw up a list of candidates and a ballot paper (in conjunction with the Hall Secretary) and shall specify the times and places at which voting may take place.

C.9        Only students who have resided in the Hall or House for two full academic terms and who are currently resident in the Hall or House may vote.

C.10      A House meeting may be called to give the candidates the opportunity to address the House about their vision for the position for which they are running. The occasion of the House Meeting may thereafter be used to expedite the voting process, but voting should remain open for twenty-four hours to ensure that all students have the opportunity to vote.

C.11      Voting shall be by secret paper ballot.

C.12      A 60% poll is necessary to constitute a valid election. Should a poll not be obtained within the specified twenty-four hour period, voting shall be kept open for a further twenty-four hours, after which the votes cast shall constitute the minimum poll required.

C.13      The candidate who obtains the majority of votes shall be declared elected. In the event of a tie, a fresh election shall be held between the top two candidates. In the event of a further tie, the election shall be determined by the toss of a coin.

C.14      Any candidate who wishes to contest the results of an election must do so in writing to the Chief Scrutineer within twenty-four hours of the result being released.

C.15      Should the elected person not return for his term of office, the person with the next highest number of votes will automatically fill the vacant position, provided that he remains eligible for that position, failing which a new election must be held.

ANNEXURE D: ELECTION PROCEDURES FOR THE REMAINING ELECTED POSITIONS ON THE HOUSE COMMITTEE

D.1        The House Scrutineers shall call for nominations for the remaining elected positions on the House Committee (viz. Secretary/Treasurer/Resnet Rep, Sports Rep, Academic Development Rep; Community Engagement Rep, Entertainment/Food Rep) for the following academic year within forty-eight hours of the election of the Hall Senior Student being finalised.

D.2        To be eligible for nomination and election, students must satisfy the requirements laid down in clause 13.1 of this Constitution.

D.3        A call for nominations shall specify a date and time at which nominations will close. The period for nomination shall be kept open for at least forty-eight hours after nominations are first called, after which the names of the candidates shall be made public.

D.4        If only one nomination is received, the candidate shall be deemed elected unopposed.

D.5        Only students who have resided in the Hall or House for two full academic terms and who are currently resident in the Hall or House may nominate or second candidates for election.

D.6        All nominations must be made in writing and must be signed by both the proposer and seconder. The proposer and the seconder shall have ascertained beforehand that the candidate will accept office if elected. This should be indicated by the nominee signing the letter to the effect that “I agree to the nomination for the position of …”

D.7        Students may be nominated for more than one position. However, they must state their preference as to which position they would like to hold, first and foremost.

D.8        The Scrutineers shall draw up a list of candidates and a ballot paper (in conjunction with the Hall Secretary) and shall specify the times and places at which voting may take place.

D.9        Only students who have resided in the Hall or House for two full academic terms and who are currently resident in the Hall or House may vote

D.10      A House meeting may be called, at which time candidates may, if they wish, address the House about their vision for taking up the position for which they are running. The occasion of the House Meeting may thereafter be used to expedite the voting process, but voting should remain open for twenty-four hours to ensure that all students have the opportunity to vote.

D.11      Voting shall be by secret paper ballot.

D.12      A 60% poll is necessary to constitute a valid election. Should a poll not be obtained within the specified twenty-four hour period, voting shall be kept open for a further forty-eight hours, after which the votes cast shall constitute the minimum poll required.

D.13      The candidate who obtains the majority of votes shall be declared elected. In the event of a tie, a fresh election shall be held between the top two candidates. In the event of a further tie, the election shall be determined by the toss of a coin.

D.14      Any candidate who wishes to contest the results of an election must do so in writing to the Chief Scrutineer within 24 hours of the result being released.

D.15      Should the elected person not return for his term of office, the person with the next highest number of votes will automatically fill the vacant position, provided that he remains eligible for that position, failing which a new election must be held.

This Constitution was drafted jointly by Professor Graham Glover (Fellow), Philip Abrahams (Hall Senior Student in Botha House, and Member of the Hall Committee) and Mr Mervyn Wetmore (Master) during the course of 2007 and 2008. The comments of the Members of the Founders’ Hall Committees of 2007 and 2008, the Board of Residences and the Constitution Committee are gratefully acknowledged.

Approved by the Hall Committee on 14 October 2008.

Approved by the Board of Residences on 17 October 2008.

Approved by the Constitution Committee of Senate on 3 November 2008

Approved by the Rhodes University Senate on 28 November 2008

 

Last Modified: Thu, 20 Oct 2016 11:12:02 SAST