CONSTITUTION OF THE UNIVERSITY OF ST ANDREWS HISTORY SOCIETY
ARTICLE I. TITLE
The Society shall be called the University of St Andrews History Society.
ARTICLE II. AIMS
The aims of the Society shall be as follows:
A. To encourage an interest in history amongst all students through social and academic
events;
B. To provide a forum for historical debate, discussion and scholarship;
C. To provide all students with opportunities to explore their history and heritage; and,
D. To facilitate social interaction between those interested in history.
ARTICLE III. MEMBERSHIP
1. Ordinary Membership. Any matriculated student of the University of St Andrews shall be
eligible for Ordinary Membership, and shall be admitted as an Ordinary Member upon
payment of the annual membership subscription.
2. Associate Membership. Other persons may be admitted to Associate Membership by the
Committee, although the number of associate members shall not exceed the number of
Ordinary Members.
3. Honorary Life Membership. Honorary Life Members and Officers may be elected by a
General Meeting, provided that they have rendered notable service to the Society. All
Honorary Life Officers shall be ex officio Honorary Life Members. Honorary Life Members
shall not be required to pay any subscription.
4. Rights of Classes of Members. The entitlement to hold office, to elect the officers and to
vote on amendments to the constitution shall be reserved to Ordinary Members. Both
Ordinary and Associate Members shall be entitled to vote at General Meetings on matters
not reserved to Ordinary Members. Honorary Life Members shall not have any of the
obligations of membership, but shall have all of the privileges of Ordinary Members except
to hold office, to elect the officers, and to vote on any matters. Any member of a class of
membership shall be treated equally to all other members of that class.
5. Annual Membership Subscription. The annual subscription shall be reviewed annually by
the Committee and consequently approved, with or without amendment, at the Annual
General Meeting. Payment of the annual subscription is non-refundable, except when
required by statute.
6. Term of Membership. The term of Ordinary and Associate Memberships shall commence
upon the enrolment of the member’s name on the membership roll and shall continue until
the first day teaching of the subsequent Martinmas Semester as defined by the University
of St Andrews.
ARTICLE IV. GENERAL MEETINGS
1. Annual General Meeting. The Society shall hold an Annual General Meeting no later than
the twentieth day of March in each calendar year for the purpose of electing officers,
receiving reports from officers, considering amendments to this Constitution, reapproving
this Constitution, approving the annual membership subscription, and for any other
business that may arise. The Committee shall fix the date for the Annual General Meeting
by resolution and shall provide members with at least ten-days’ notice of the Annual
General Meeting by electronic mail.
2. Extraordinary General Meetings. The Committee may call an Extraordinary General
Meeting at any time and shall provide at least ten-days’ notice of said Extraordinary
General Meeting to members by electronic mail. The Committee shall call an Extraordinary
General Meeting if presented with a petition signed by at least fifteen members, and shall
provide at least ten-days’ notice of said Extraordinary General Meeting to members by
electronic mail.
3. Quorum. Five members shall constitute a quorum to do business at a General Meeting.
4. Chairman. Notwithstanding any other provision of this Constitution, the President shall
serve as chairman of a General Meeting if he is willing and able to take the chair. If the
President is not willing or able to take the chair, an elected officer, in the order listed in
Article V, shall take the chair. If no elected officer is willing and able to take the chair, the
General Meeting shall elect a temporary chairman. No person who intends to seek election
to any post available at a General Meeting shall take the chair at that General Meeting.
5. Minutes. The Secretary-Treasurer shall maintain adequate records of the proceedings of
each General Meeting. If the Secretary-Treasurer is unable or unwilling to maintain such
records, or if the Secretary-Treasurer intends to seek election to any post available at a
General Meeting, he shall appoint an acting recording secretary to maintain such records.
ARTICLE V. OFFICERS
1. Elected Officers. There shall be the following elected officers, who shall have the duties
listed herein:
A. President. The President shall be the chief executive officer. The President shall be in
general charge of and supervise the business of the Society; shall consult and advise
with the Committee on the business and the affairs of the Society; shall preside over
each meeting of the Committee; shall serve as chairman of each General Meeting,
except as otherwise provided by this Constitution; shall from time to time recommend
to the Committee such measures as he may deem necessary and expedient to the good
governance of the Society; shall formulate long-term strategies and goals to promote
the future success and efficiency of the Society; shall execute the directives of the
Committee, unless otherwise provided by the Committee; shall define clearly portfolios
of responsibility for members of the Committee; shall be the only officer of the Society
authorised to speak to the media on behalf of the Society; shall be the only officer of
the Society authorised to sign contracts on behalf of the Society, unless otherwise
ordered by the Committee; and shall serve a signatory for the Society’s bank account.
B. Vice President. The Vice President shall be the chief operations officer of the Society
and shall deputise for the President. The Vice President shall, in conjunction with the
President, assume responsibility for implementing operations of Society events; shall be
primarily responsible for ensuring that good practices for health and safety are
maintained in all Society activities; shall manage the Society’s compliance regime; shall
be primarily responsible for the strategic development and operational management of
the Society’s personnel; and shall perform such other duties as the President deems
necessary and expedient to the good governance of the Society.
C. Secretary-Treasurer. The Secretary-Treasurer shall be chief administrative and financial
officer of the Society. The Secretary-Treasurer shall, in conjunction with the President,
draft and distribute an agenda for each Committee meeting; shall notify members of
the Committee of a scheduled meeting; shall maintain adequate records of the
proceedings of each Committee meeting, or designate an acting recording secretary to
maintain such records in the event of his absence from a Committee meeting, and
oversee the transfer of such records to his successor; shall draft and distribute notice of
each General Meeting; shall maintain adequate records of the proceedings of each
General Meeting, except as otherwise provided by this Constitution, and oversee the
transfer of such records to his successor; shall maintain records of all legal agreements
into which the Society enters and oversee the transfer of such records to his successor;
shall maintain a register of members of the Society, containing their names and
electronic-mail addresses; shall keep and maintain adequate and correct accounts of the
Society’s properties and business transactions; shall maintain custody of all funds,
securities, evidences of indebtedness and other financial documents of the Society; shall
deposit all money and other valuable effects in the name and to the credit of the
Society in such depositories as may be designated by the Society; shall receive or cause
to be received, and to give or cause to be given, receipts for monies paid in to or from
the Society’s account; shall advise the Committee with respect to the financial and legal
risks of its proposed actions; shall disburse, or cause to be disbursed, payments for such
expenditures as may be duly authorised; shall actively seek sponsorship for the Society
and be primarily responsible for managing relationships with sponsors; shall serve a
signatory for the Society’s bank account; and shall perform such other duties as the
President deems necessary and expedient to the good governance of the Society.
D. Academic Activities Officer. The Academic Activities Officer shall be the officer with
primary responsibility for planning the Society’s academic events. The Academic
Activities Officer shall draft letters of invitations to potential guest lecturers; shall, with
the approval of the President, cause such letters to be dispatched; shall, in conjunction
with the President, schedule lectures and other academic events; shall manage the
Society’s peer-assisted-learning programme; shall advise the St Andrews Historical
Journal on the academic quality of its publications; shall advise the Trips Coordinator on
the academic and historical elements of trips; and shall perform such other duties as the
President deems necessary and expedient to the good governance of the Society.
E. Social Activities Officer. The Social Activities Officer shall be the officer with primary
responsibility for planning a series of social events and activities for members. The
Social Activities Officer shall propose and implement plans for events to facilitate social
interactions among members; shall advise the Trips Coordinator on the social elements
of trips; shall liaise with the Vice President to ensure that good practices for health and
safety are maintained at such an event; and shall perform such other duties as the
President deems necessary and expedient to the good governance of the Society.
2. Appointed Officers. There shall be the following appointed officers who shall have the
duties listed herein:
A. Conference Coordinator. The Conference Coordinator shall serve as the chairman of
the Subcommittee on the Undergraduate History Conference. The Conference
Coordinator shall be in general charge of the operations of the Undergraduate History
Conference;
shall
preside
over
each
meeting
of
the
Subcommittee
on
the
Undergraduate History Conference; shall from time to time recommend to the
Committee such measures as he may deem necessary and expedient to the good
governance of the Undergraduate History Conference; shall define clearly portfolios of
responsibility for members of the Subcommittee on the Undergraduate History
Conference; shall advise the Committee with respect to the strategic, reputational,
health-and-safety, financial, and legal risks of the Undergraduate History Conference;
shall, in conjunction with the Vice President, assume responsibility for implementing
operations of the annual academic conference; shall liaise with the Secretary-Treasurer
regarding all administrative and financial elements of the Undergraduate History
Conference; and shall perform such other duties as the President deems necessary and
expedient to the good governance of the Society.
B. Trips Coordinator. The Trips Coordinator shall serve as the chairman of the
Subcommittee on Trips. The Trips Coordinator shall attend all trips unless excused by
the Committee in extraordinary circumstances and have a non-transferable first option
on tickets to all trips; be primarily responsible for researching potential trips; be in
overall charge of operations on trips; shall serve a the primary point of contract for trips
attendees; shall liaise with travel providers; shall liaise with the Vice President to ensure
that good practices for health and safety are maintained on trips; shall liaise with the
Secretary-Treasurer regarding all administrative and financial elements of trips; shall
advise the Committee with respect to the strategic, reputational, health-and-safety,
financial, and legal risks of trips; and shall perform such other duties as the President
deems necessary and expedient to the good governance of the Society.
C. Editor-in-Chief of the St Andrews Historical Journal. The Editor-in-Chief of the St
Andrews Historical Journal shall serve as the chairman of the Subcommittee on the St
Andrews Historical Journal. The Editor-in-Chief of the St Andrews Historical Journal shall
oversee the development of content in the St Andrews Historical Journal; shall preside
over each meeting of the Committee on the St Andrews Historical Journal shall maintain
primary final editing responsibilities for content in the St Andrews Historical Journal;
shall oversee publication of the St Andrews Historical Journal; shall maintain final
responsibility for online content of the St Andrews Historical Journal; shall liaise with the
Secretary-Treasurer regarding all administrative and financial elements of the St
Andrews Historical Journal; and shall perform such other duties as the President deems
necessary and expedient to the good governance of the Society.
D. Marketing Officer. The Marketing Officer shall be the officer with primary responsibility
for promoting Society events and activities. The Marketing Officer shall develop a
marketing strategy to promote Society events; shall prepare and distribute, or cause to
be prepared and distributed, advertisements and other such goods as are necessary to
publicise events; shall manage the taking of photographs of Society events; shall
manage the Society’s presence on social media fora; shall manage the Society’s website;
and shall perform such other duties as the President deems necessary and expedient to
the good governance of the Society.
3. Office-Holding Limitations. No two offices, whether elected or appointed, may be held
concurrently.
4. Method of Election. The elected officers shall be elected by ballot at the Annual General
Meeting, or by ballot at an Extraordinary General Meeting the case of casual vacancy. An
officer elected to fill a casual vacancy shall serve only the remainder of his predecessor’s
term. The Society may provide for the system of voting by Standing Order or a special rule
of order, but any such system of voting shall require a majority to elect.
5. Method of Appointment. The appointed officers shall be appointed by the relevant
appointment committee following an open interview process. Notwithstanding the
following provisions, no person who seeks appointment or reappointment to an appointed
office shall serve on an appointment committee. The Secretary-Treasurer shall maintain
records of the proceedings of appointment committees, and shall prepare a report on their
activities and transmit it to the Committee. The quorum for an appointment committee
shall be three members. The appointment committees shall meet following the Annual
General Meeting and before the first day of May following the Annual General Meeting to
interview candidates and appoint the appointed officers.
A. Appointment
Committee
for
the
Conference
Coordinator.
The
appointment
committee for the Conference Coordinator shall consist of: the President-Elect (chair
and convenor), the President, the Academic Activities Officer, the Academic Activities
Officer-Elect, and the outgoing Conference Coordinator.
B. Appointment Committee for the Trips Coordinator. The appointment committee for
the Trips Coordinator shall consist of: the President-Elect (chair and convenor), the
President, the Vice President, the Vice President-Elect, and the outgoing Trips
Coordinator.
C. Appointment Committee for the Editor-in-Chief of the St Andrews Historical
Journal. The appointment committee for the Editor-in-Chief of the St Andrews
Historical Journal shall consist of: the President-Elect (chair and convenor), the President,
the Academic Activities Officer, the Academic Activities Officer-Elect, and the Editor-inChief of the St Andrews Historical Journal.
D. Appointment Committee for the Marketing Officer. The appointment committee for
the Marketing Officer shall consist of: the President-Elect (chair and convenor), the
President, the Vice President, the Vice President-Elect, and the outgoing Marketing
Officer.
6. Term of Office. The officers shall serve a term of office commencing at noon on the first
day of May following their election or appointment and lasting one year.
7. Removal from Office. Elected officers may be removed by the Society for cause by a trial
conducted either at Extraordinary General Meeting or by the Committee. In all cases, an
officer shall be entitled to due process, and the procedure for a trial shall be determined
by Standing Order. Appointed Officers shall serve at the pleasure of the Committee.
8. Prohibition on Receiving Unfair Benefits. No member of the Committee or a
subcommittee shall derive any financial profit or gain by reason of his participation on the
Committee or subcommittee, including favourable rates on goods or services, unless the
same benefit is available to any and all members. No member of the Committee or a
subcommittee shall be entitled to free or discounted tickets or admission to any event or
activity, unless the same benefit is available to any and all members.
9. Resignation. Any officer, except the Secretary-Treasurer, may resign at any time by giving
written notice or notice by electronic transmission thereof to the Secretary-Treasurer; the
Secretary-Treasurer may resign at any time by giving written notice or notice by electronic
transmission thereof to the President. Such resignation shall take effect at the time
specified therefor or if the time is not specified, upon delivery thereof; and, unless
otherwise specified with respect thereto, the acceptance of such resignation shall not be
necessary to make it effective.
ARTICLE VI. COMMITTEE
1. Composition of the Committee. The Elected Officers shall constitute the Committee. The
Interviewed Officers, and such persons as the Committee may co-opt, shall serve as nonvoting members of the Committee.
2. Powers of the Committee. The Committee shall have full powers and authority over the
affairs of the Society, except the power to amend the Constitution, to fix the annual
membership subscription, to appoint Honorary Life Members and Officers, and to elect the
Elected Officers, which shall be reserved to the General Meetings of the Society.
A. Exclusive Authority. The Committee shall have the exclusive authority to approve
expenditure over £150.00, approve events or activities that pose serious risk to the
Society’s reputation. The Committee shall not delegate these powers to any other
person or groups, including a subcommittee of its own members.
3. Quorum. Three elected officers shall constitute a quorum to do business at a Committee
meeting. All Committee members must be given at least twenty-four hours’ notice of any
Committee meeting.
4. Convention. The President shall call Committee meetings on his own volition or upon
presentation to him of a written request by two elected officers.
5. Meetings. The Committee shall meet at least once in each of the months of September,
October, November, December, February, March, April, and May. The Committee shall
additionally meet at other times as required.
Minutes. The minutes of the meetings of the Committee shall be made publically available
following their approval by the Committee.
ARTICLE VII. SUBCOMMITTEES
1. In General. The Committee shall appoint members to standing subcommittees. Each
standing subcommittee shall meet at least once in each semester. The chair of each
standing subcommittee shall ensure that minutes of each meeting of the standing
subcommittee are maintained, approved, and, following approval, submitted to the
Committee for information. The standing subcommittees shall be inferior to the Committee
and shall be responsible for their activities to and under the overall control of the
Committee.
2. Subcommittee
Subcommittee
on
on
the
the
Undergraduate
Undergraduate
History
History
Conference.
Conference,
There
which
shall
shall
be
have
a
the
responsibility to plan and execute an annual undergraduate research conference conference
on a topic authorised by the Committee.
A. Membership. The Subcommittee on the Undergraduate History Conference shall consist
of: the Conference Coordinator (chair and convenor), such Deputy Conference
Coordinators as the Committee may appoint, such Conference Directors as the
Committee may appoint, the Academic Activities Officer, the Vice President, and the
President.
B. Role
and
Responsibilities.
The
Subcommittee
on
the
Undergraduate
History
Conference: shall annually recommend at topic for the Undergraduate History
Conference to the Committee; shall circulate a call for papers to undergraduate students
at such universities as it deems appropriate; shall review the submissions of prospective
papers; shall select the papers to be presented at the Undergraduate History
Conference; shall manage all elements of the logistical preparations for the
Undergraduate History Conference; and shall under take such other activities as may be
required to fulfil its responsibilities.
3. Subcommittee on Trips. There shall be a Subcommittee on Trips, which shall have the
responsibility to plan and execute a series of trips to sites of historical interest.
A. Membership. The Subcommittee on Trips shall consist of: the Trips Coordinator (chair
and convenor), the Academic Activities Officer, the Social Activities Officer, the
Secretary-Treasurer, the Vice President, and the President.
B. Role and Responsibilities. The Subcommittee on Trips: shall review potential locations
for trips; shall recommend to the Committee locations for trips; shall prepare itineraries
for trips approved by the Committee; shall ensure that all trips provide academic
enrichment to attendees; shall ensure that all trips enable social interaction and
cohesion amongst attendees; and, shall under take such other activities as may be
required to fulfil its responsibilities.
4. Subcommittee on the St Andrews Historical Journal. There shall be a Subcommittee on
the St Andrews Historical Journal, which shall have the responsibility to edit and produce a
journal and or/website featuring analysis of historical issues and historiography in all
aspects.
A. Membership. The Subcommittee on the St Andrews Historical Journal shall consist of:
the Editor-in-Chief of the St Andrews Historical Journal (chair and convenor), such
Deputy Editors-in-Chief as the Committee may appoint, such Section Editors as the
Committee may appoint, the Academic Activities Officer, and the President.
B. Role and Responsibilities. The Subcommittee on the St Andrews Historical Journal:
shall function as the Editorial Board of the St Andrews Historical Journal; shall appoint
writers for the St Andrews Historical Journal; shall ensure the academic quality of the St
Andrews Historical Journal; shall formulate strategy on the long-term development of
the St Andrews Historical Journal; and, shall under take such other activities as may be
required to fulfil its responsibilities.
5. Ad Hoc Subcommittees. The Committee may create, with the consent of two-thirds of the
voting members of the Committee, present and voting at a meeting of the Committee, ad
hoc subcommittees with defined jurisdictions, which shall continue and have the power to
act for a fixed term of up to twelve months, and which shall operate in the same manner
as a standing subcommittee.
ARTICLE VIII. FINANCE
1. Authorisation of Expenditure. The President and Secretary-Treasurer may jointly authorise
any expenditure less than £150.00. The Committee may authorise any expenditure greater
than £150.00 or any expenditure less than £150.00 when such expenditure is objected to by
either the President or Secretary-Treasurer.
2. Limitations on Expenditure. The Society may only expend its funds in furtherance of its
aims.
3. Additional Signatories. Two signatories of the Students’ Association shall appear on the
bank mandate.
4. Payment of Debts. In the event of a deficit, the debt shall be paid off by an equal
subscription from all members.
ARTICLE IX. STANDING ORDERS
1. Adoption. The Society may adopt Standing Orders with regard to the day-to-day running
of the Society in accordance with the provisions of this Constitution. Such Standing Orders
shall be adopted and rescinded by a two-thirds majority of the voting members of the
Committee or a majority of those present and voting at a General Meeting.
2. Supremacy of General Meetings. The Committee may not rescind a Standing Order
adopted by a General Meeting or adopt a Standing Order contrary to a previous order of a
General Meeting.
ARTICLE X. AFFILIATIONS
The Society shall be affiliated to the University of St Andrews Students’ Association.
ARTICLE XI. CONSTITUTION
1. Availability. A copy of this constitution shall be available at every Committee meeting and
at every General Meeting of the Society.
2. Amendments. A proposed alteration to this constitution shall be submitted to a General
Meeting on the advice and consent of the Committee or by a duly proposed and seconded
motion by any member at a General Meeting and shall be adopted with the support of
two-thirds of Ordinary Members voting at a General Meeting.
ARTICLE XII. GENERAL PROVISIONS
1. Interpretation. For the purposes of this constitution, words importing one gender include
other genders as well. Any headings in this Constitution are included only for ease of
reference and do not affect the meaning of any provisions of the Constitution.