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Salford University Physics Society (SUPS)

Constitution

1. Name and Object

The name of the society shall be “Salford University Physics Society” (hereafter “Society”) and
may also be known as “Physoc” or “SUPS”. The aims shall be to promote Physics and related subjects, and to encourage social activities within the domain of Physics and the School of Computing, Science and Engineering.

2. Membership

(a) Ordinary

All members of Salford University Students Union may become members of the Society upon payment of the appropriate membership fee as defined in (9) and completion of relevant documentation.
Ordinary membership gives the right:-
i. to attend all Society meetings
ii. to vote for all Officers
iii. to vote on questions of Society policy
iv. to attend all Society events (which may or may not be subject to an additional fee).

(b) Associate

Membership can be extended to persons other than those mentioned above (i.e. external to the Salford University Students Union) under the conditions for Ordinary Membership (2.a) plus the following conditions:-
i. Their admittance shall be subject to the approval of the Society Committee
ii. They shall have no voting powers
iii. They shall not be eligible for any office in the Society.

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(c) Honorary

Persons may be admitted to Honorary Life Membership under the following conditions:-
i. They shall be nominated by another member, seconded and elected by not less than a two-thirds majority at an Annual General Meeting or a Special General Meeting
ii. They shall pay no membership fee
iii. They shall have no voting powers
iv. They shall not be eligible for any office in the Society
v. They shall have the right to attend all meetings and events.

3. Officers and Committee

All Officers shall:-
i. Be Ordinary Members of the Society
ii. Attend at least one-half of all Meetings
iii. Not be absent from three or more Meetings consecutively.

(a) The Core Officers should have served on the Committee for at least a period of one full Academic year. The following Core Officers shall exist:-

i. President
The President shall :-
A. Ensure that the constitution is upheld at all times
B. Chair all meetings or elect an alternative chair
C. Attend at least three-quarters of all meetings
D. Not be absent from two or more meetings consecutively
E. Chair the Annual General Meeting
F. Be a signatory on the Society Account
G. Be the public face of the Society
H. Act as the Auditor of the Annual Accounts
I. Report financial irregularities to the appropriate person(s) at Salford University Students Union
J. Produce an annual statement, in conjunction with the Secretary, for presentation at the
Annual General Meeting
K. Accept full administrative and financial responsibility for the Society, in conjunction with the Treasurer.

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ii. Secretary
The Secretary shall :-
A. Deal with all matters of correspondence
B. Minute every meeting, or elect an alternative minute-taker
C. Attend at least three-quarters of all meetings
D. Not be absent from two or more meetings consecutively
E. Minute the Annual General Meeting
F. Make minor decisions on behalf of the President in his or her absence and inform the President as soon as practicable of the decision on his or her return
G. Produce an annual statement, in conjunction with the President, for presentation at the Annual General Meeting
H. Accept full administrative responsibility for the Society, in conjunction with the President.

iii. Treasurer
The Treasurer shall :-
A. Deal with all financial issues
B. Produce an annual financial report for presentation at the AGM
C. Produce a brief financial summary for presentation at every meeting
D. Be a signatory of the Society Account
E. Attend the Annual General Meeting
F. Attend at least three-quarters of all meetings
G. Not be absent from two or more meetings consecutively
H. Report suspected financial irregularities to the President as soon as practicable
I. Accept full administrative and financial responsibility for the Society, in conjunction with the President and the Secretary.

(b) The following Additional Officers shall exist:-

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i. Events Officer
The Events Officer shall:-
A. Organise Social events throughout term time, at a frequency of every 6 weeks minimum
B. Organise a meeting within the first week of semester one in conjunction with the school to welcome all new students to the Physics department and to introduce the Society
C. Organise Physics stand at fresher week activities day, in aim to recruit new members
D. Ensure that events have acceptable alternatives available for most faiths, cultures, reasonable likes and reasonable dislikes.
E. Liaise with the Publicity Officer regarding publicity for events.

ii. External Relations Officer
The External Relations Officer shall:-
A. Make contact and maintain relationships with other Physics societies
B. Seek out sponsorship and funding from external institutions.
C. Make contact and maintain relationships with other internal / related societies
D. Liaise with President.

iii. Publicity Officer
The Publicity Officer shall:-
A. Organise Publicity Material for the Society
B. Organise Publicity Material for any Social Events
C. Liaise with the Events Officer.

iv. Sports Officer
The Sports Officer shall:-
A. Organise Sports events throughout the academic year, within term time only
B. Assist the Events Officer as and when required
C. Liaise with the Publicity Officer regarding publicity for events.

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v. IT Officer
The IT Officer shall:-
A. Aim to provide the most appropriate solution to IT problems within the Society
B. Create and maintain the Society website and forum in accordance with the rules and guidelines provided by Salford University.

(c) Nominations
Nominations for any Core Officer or Additional Officer must have a proposer and a seconder, and the consent of those nominated must be obtained.
Nominations must be made in writing at least 72 hours before the commencement of the meeting at which elections are to take place.
In the event of no nomination being received for a particular office, nominations may be accepted at the meeting at the discretion of the (retiring) Committee.

(d) Election Procedure
i. The Secretary must publish a list of all nominations, including the names of the proposer and seconder, at least 48 hours before the commencement of the meeting at which elections are to take place
ii. The election of all Officers shall be made at the Annual General Meeting
iii. The election of Officers shall take place in the following order:-
A. President
B. Secretary
C. Treasurer
D. Events Officer
E. External Relations Officer
F. Publicity Officer
G. Sports Officer
H. IT Officer

iv. The election shall be held using a ballot in which Ordinary Members at the meeting shall be handed out voting slips
v. Any Core Office or Additional Office which becomes vacant during the session shall be filled at discreation of the (retiring) committee.
vi. The hand-over date of all Officers shall be the end of the academic year
vii. Elections are to be held after the easter break.

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4. Meetings

(a) Meetings
Meetings are defined as meetings of the committee, with the possibility of input from other members, to discuss the running of the society.
The meeting should commence with the minutes of the previous Meeting, Annual General Meeting or Special General Meeting, which should be certified as a true record of the Meeting.
i. Meetings shall be held at least monthly during term time
ii. The Secretary must give at least 48 hours notification prior to the commencement of the meeting, along with the Agenda
iii. The quorum for the Meeting shall be at least four Officers
iv. Meetings shall be open to all members of the Society.

(b) Annual General Meetings
An Annual General Meeting (hereafter “AGM”) shall be held within the last four weeks of the second term on a date which shall be determined by a two-thirds majority of a meeting, or a two-thirds majority of the Committee.

The Secretary must give at least 14 days notice of the AGM, along with a copy of the preliminary agenda and 10 working days notice must be given to the appropriate person(s) at Salford University Students Union. Business for discussion must be submitted at least 7 days prior to the AGM, and the Secretary must post the final agenda at least 4 days prior to the AGM.
The AGM should commence with the minutes of the previous Meeting, along with the presentation of the certified minutes of the previous AGM.
This shall then be followed by the President's Report, followed by any other reports, as defined by the level of seniority (3.f.iii).
Then shall follow any constitutional amendments then the elections, as described in (3.f), of Officers and Committee Members who will serve in the following session.
The quorum of the AGM shall be one-third of the Ordinary Members.
If any member moves no confidence in the Chair a vote shall be taken immediately. If a motion of no confidence is passed a new Chair shall be elected in the AGM.
A copy of the Annual Reports of the Core Officers, and any other Officers, if appropriate, shall be included in the AGM minutes.
A copy the agenda and minutes of the AGM shall be forwarded to the appropriate person(s) the Salford University Students Union, after being certified as a true record of the AGM.

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(c) Special General Meetings
A Special General Meeting (hereafter “SGM”) shall be called within two weeks of a vacancy occurring on the Committee, in which a minimum of one third of the ordinary members can vote for the position replacement.
The Secretary shall publish notice of the meeting along with the Agenda within 48 hours of receipt of the request for such a meeting; and the meeting shall be held at a date determined by a two-thirds majority of the Committee, but not more than five days of the notification of such a meeting.
The agenda for the SGM shall be restricted to the motion or business for which the meeting was called. Minutes of previous Meetings shall not be discussed at an SGM, unless under the item of “Any Other Business” and permission is obtained by a two-thirds majority of the Members at the SGM.
The quorum for an SGM shall be one-third of Ordinary Members.
The purposes of an SGM must only be:-
i. To elect a new Core Officer or Additional Officer
ii. To remove an Officer through a vote of no-confidence
iii. To elect Honorary Members
iv. To amend the constitution
v. To dissolve the Society.

(d) Quorum
If any meeting is declared inquorate it may not proceed. In the event of the quorum not being met the following shall happen:-
i. Meetings
The Meeting shall be rescheduled within one week of the first meeting. If quorum is not reached for two consecutive Meetings the Society must advise all officers to attend the next meeting or risk being removed from office
ii. Annual General Meetings
The AGM shall be rescheduled within 2 weeks of the first AGM and the Society must publish information advising Ordinary Members of the importance of attending the AGM.
iii. Special General Meetings
The SGM shall be rescheduled within 2 weeks of the first SGM and the Society must publish information advising Ordinary Members of the importance of attending the SGM. If quorum is not reached at the rescheduled SGM the matter to be dealt with at the SGM shall be deemed to be closed until the AGM.

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5. Financial Procedure

The Society shall hold an account approved by Salford University Students Union. The signatories on the account shall be the two Core Officers ‘President’ and ‘Treasurer’ and shall be required to draw monies on the account. The ‘B’ account is the only active account for the society and the balance shall roll onto the beginning of the next year.
The Society shall keep full up-to-date accounts of its finances using an appropriate method, preferably double entry book keeping.
The Society must be able to produce, within 24 hours, a detailed statement of accounts to an investigating committee or university representitive.
A Treasurer's Report shall be presented at the AGM, which must be signed by both the Treasurer and the President, who shall both be satisfied that the accounts are true and accurate.
The assets and liabilities shall remain with the Society regardless of any changes in Committee, Organisational Structure or Constitution.

6. Constitution

Notice of the proposed constitutional changes must be published at least 48 hours in advance of an AGM or an SGM, and cannot be brought up under the item “Any Other Business”.
Proposals must secure the approval of two-thirds of the Members present at the AGM or the SGM.
The adoption of such changes is subject to the approval of the appropriate person(s) at Salford University.
Constitutional amendments shall come into effect immediately unless otherwise stated in the motion.
In the event of a dispute as to the interpretation of the constitution this shall be decided by, in the following order:-
(a) A two-thirds majority of a Meeting, if appropriate
(b) A two-thirds majority of the Committee
(c) The President
(d) The appropriate person(s) at Salford University Students Union.

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7. Dissolution or Abolition

In the event of the dissolution or abolition of the Society all assets and monies of the Society shall revert to Head of Physics of the University of Salford.

8. Miscellaneous Provisions

(a) Meetings and Events of the Society shall be open to non-members at the discretion of the President, or the other Core Officers, in the event of the President's absence.
(b) The Society shall be responsible for any damage to any property while in use by the Society, unless the person(s) responsible are determined or responsibility is taken by another.
(c) A copy of any certified minutes shall be provided to any member of the Society or any member of Salford University Students Union within 1 week of the request being received.
(d) The Society must fully comply with statutory requirements at all times. In the event of a dispute of interpretation of statutory requirements, advice must be sought from Salford University Students Union.
(e) The Society shall be a constituent part of Salford University Students Union, and Salford University Physics department, and is, therefore, subject the rulings of the Union Council and University.
(f) Committee members shall not receive payment or profit as a result of their position on the Committee, with exception of reimbursement, after providing the Treasurer with the receipts or a good reason for the receipts not being available.

9. Membership Fee

The membership fee shall be determined by a two-thirds majority of the committee.

 

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