Download Constitution - Confederation of Student Services in Ireland

CSSI Constitution
Article 1 - Title
The name of the Organisation shall be the Confederation of Student Services
in Ireland, or in Irish, "Comhcheangal na hÁiseanna Macléinn in Éireann" ,
hereinafter referred to as "The Confederation".
Article 2 - Aims of the Confederation
The aims of the Confederation shall be as follows:
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To promote and improve student development and support services for
students entering and participating in all third level institutions;
To facilitate communication and exchange of ideas and research
between individuals and associations concerned with student services
in third level education, nationally and internationally;
To seek changes in national policy where such changes are seen to be
congruent with the best interests of students.
Article 3 - Membership
Ordinary individual membership of the Confederation shall be open to staff or
students of third level institutions and other relevant bodies in Ireland who are
engaged in the planning, management or provision of student services and
who accept the aims of the Confederation.
Institutional membership is open to groups of staff from the same institution
engaged in the above activities. The names of the individuals must be
indicated at the time of joining. The annual fee is linked to the number of
people included.
In the event of a dispute, the question of a person's eligibility for membership
shall be determined by simple majority at the next meeting of the Executive
Committee. An annual membership fee will be levied, the amount being
agreed by the Annual General Meeting. Applications for membership will not
be accepted during the 21 day period prior to and including the Annual
General Meeting.
Article 4 - Structure
The supreme governing body of the Confederation shall be the Annual
General Meeting. This AGM shall appoint an Executive Committee of no more
than 21 persons, who will be responsible for the day to-day running of the
Confederation, in accordance with the mandate from the AGM and the
conference. The term of office for each Executive Committee Member shall be
for the duration of two years. The Executive Committee may co-opt up to two
members at any one time, such members having full voting rights.
Article 5 - The Annual General Meeting
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Every ordinary member who has paid the appropriate fee shall be
entitled to attend the Annual General Meeting.
At least 21 days notice detailing the date, time and venue of the AGM
shall be given by the Secretary.
The Agenda for the AGM shall be as follows: Apologies, Minutes,
Matters arising, Executive Committee Report, Accounts, Motions,
Elections, Any Other Business. The accounts shall be made up for the
financial year running January to December.
The Chairperson of the Executive Committee, or if he/she is not
available, a person elected by the AGM, shall preside at the Annual
General Meeting. Business shall be conducted in line with Standing
Orders and in the event of a dispute, the Chairperson's ruling shall be
final.
Motions proposed and seconded by members must be submitted to the
Secretary at least 14 days prior to the AGM, and should be circulated
by the Secretary at least 7 days prior to the AGM.
Emergency motions may be submitted to the Secretary up to the start
of the formal business of the AGM. Emergency motions are those
which deal with an issue/event which has occurred since the closure
date for receipt of motions for the AGM.
An Extraordinary General Meeting may be called by the Executive
Committee or by request to the Secretary from at least ten members of
the Confederation. The Secretary will convene the EGM by giving all
members at least 14 days notice.
Article 6 - The Executive Committee
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Preamble
It is desirable that the composition of the Executive Committee reflects
all professional areas within Student Services and also the different
sectors in third level education in Ireland.
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Elections
The Executive Committee shall be elected by the Annual General
Meeting. It shall consist of up to 21 members from whom the
Chairperson, Secretary, Treasurer and Press Officer shall be elected
by the Executive Committee. Of the 21 Committee members at least
one shall be nominated by and therefore formally represent each of the
following sectors: Careers Officers, Accommodation Officers,
International Students Advisers , Sports and Recreation Officers,
Medical Staff, Nursing Staff, Counsellors, Chaplains, Volunteering,
Union of Students in Ireland and National Union of Students.
These Committee places are therefore filled by nomination. The
remaining members shall be elected by simple majority. Nomination,
with the agreement of the nominee, shall be submitted to the Secretary
no later than 14 days prior to the AGM. The AGM shall elect a person,
not being a candidate, to act as Returning Officer.
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The Office Bearers
The Office Bearers shall be elected by the Executive Committee at a
short meeting immediately following the AGM. To ensure a fresh
Executive, no member of the Executive will serve as an Office Bearer
for more than 2 consecutive terms (4 years). Members of the
Executive will be encouraged to retire from the CSSI Executive
following 3 consecutive terms (6 years) to allow for fresh ideas and to
encourage members of CSSI to take advantage of leadership
opportunities within the Confederation. In unforeseen circumstances,
and to ensure continuity, individual Office Bearers may be asked, at the
discretion of the Executive and by approval of the AGM, to remain as
an Office Bearer for an additional year
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The Chairperson
The Chairperson shall have overall responsibility to lead the
Confederation's work. He/she is the chief spokesperson and
representative of the Confederation and shall be the Convenor of the
Executive Committee.
In recognition of the role and responsibilities of the Chair of CSSI, and
the requirement to attend all CSSI organized events, the Chair shall
have all expenses, directly related to CSSI events, including Executive
meetings, travel and accommodation, be financed by the
Confederation. In the event that the institution of the chair cannot or
will not pay, then CSSI will reimburse the expenses mentioned above
directly to the Chair. The Chair will not be allowed to ‘double bill’ both
CSSI and home institution for costs incurred on CSSI business. Only
original receipts will be accepted as reimbursement for payment.
Details to be included in the CSSI AGM accounts.
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The Vice Chair
The Vice-Chair will work alongside the Chair, sharing responsibility for
leadership and workload of the Confederation. The Vice-Chair will also
have responsibility to act in place of the Chairperson at Executive
Meetings, and other CSSI commitments, in the Chairperson’s absence.
The Vice-Chair’s primary responsibility will be to lead the Conference
Committee (odd years) and the Summer Seminar Committee (even
years) during the duration of their post.
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The Secretary
The Secretary shall ensure the taking of and circulation of Minutes,
Papers, Agendas for Meetings of the Executive Committee and the
AGM. He/she shall be responsible for the receipt, dissemination and
circulation of incoming and outgoing correspondence or other material,
as directed by the Executive Committee.
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The Treasurer
The Treasurer shall be responsible for the receipt and issuing of all
monies of the Confederation. He/she shall be responsible for ensuring
that annual accounts are presented to each AGM. The Treasurer shall
maintain an up-to-date membership list.
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External Liaison Officer
The External Liaison Officer is the official CSSI contact point with other
Student Affairs organisations outside of Ireland. These may include,
but not limited to, AMOSSHE (UK), NASPA (USA) and ANSZZA
(Australia/New Zealand). The External Liaison Officer is responsible
for sharing CSSI news and events, encouraging their member’s
participation in CSSI events and acting as the main CSSI contact point
for exchange delegations and official visits.
The Press Officer
The Press Officer, under the direction of the Executive Committee,
shall be responsible for issuing Press Statements on behalf of the
Confederation and publicising its work through the media and through
internal publications.
Article 7 - The Conference of the Confederation
The Executive Committee shall be responsible for organising a Conference of
Student Services once every two years. This conference will serve the
following functions:
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To provide a forum for the exploration of relevant themes and issues;
To establish how student services professionals can work more
effectively together to meet student needs;
To enable those professional staff who work in relative isolation to
reflect on practice in an atmosphere of mutual support;
To review and initiate local and European research relevant to student
services;
To refer local and policy issues to the Executive Committee of the
Confederation for consideration and action;
In any year in which a Conference takes place, the AGM shall be held
to coincide with the Conference.
Article 8 - Amendment of the Constitution
Amendments to the Constitution may be proposed at the AGM, provided 14
days notice is given to the Secretary and where 7 days notice has been given
by the latter to the membership. A simple majority of those present and voting
will be required for amendments to be passed.
Article 9 - Interpretation of the Constitution
The Chairperson will rule on all matters of dispute relating to the Constitution.
Where a ruling is made at the AGM an ordinary member may propose an
alternative ruling. If this is passed by a simple majority, then that ruling will be
adopted by the Chairperson.
Article 10 – Special Interest Groups
Recognising that CSSI members often have broad and varied interests, which
often overlap with different services at different institutions, CSSI encourages
members to form Special Interest Groups (SIGs).
Any fully-paid member wishing to organise a Special Interest Group should
contact a member of the Executive, in writing, stating the proposed name of
the SIG and asking for an initial meeting of interested CSSI Members.
If enough members are interested in forming a SIG (at least 10) and one
member is willing to be the Leader of the group, then the Executive will vote at
its next available meeting to officially recognise the group.
Current SIGs include Student Peer Support (2009) Student Financial
Assistance (2010) and Retention (2011).
Article 6 – Amendment 2: Creation of an
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Amended June 2011