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WADHAM COLLEGE STUDENT UNION

A GUIDE TO THE SU
Contents:
(click to go straight to the page)

Introduction Pg 2 SU Meetings Pgs 3-4 SU Meetings: Motions Pg 5

SU Elections
Pg 6 SU Officers Pgs 7-10 Other Useful Information Pg 11

Alex Cibulskis, SU Vice President su.vicepresident@wadh.ox.ac.uk

Introduction

Wadham College SU is run by the students of Wadham, for the students of Wadham. We do a huge amount, but just to give you a taster of the kind of things we organise and run they include: 'Entz' events, welfare initiatives, arts week, charity support, schools' access projects and Freshers week. There are always new initiatives each year, but if you feel there's something else we should be doing then it's definitely worth telling us! The college is keen to involve students in decisions that are made and hear what students want out from college, and one of the roles of the SU is to represent the student body to college. We also represent Wadham students to OUSU (the Oxford University Student Union) and to The University as a whole.

There are lots of ways to get involved in the SU. One of the most effective and fun is to come to the fortnightly meetings in the JCR (with free food provided!) where you can submit motions on things you want the SU to do - whether it's supporting a political campaign, promoting ethical activities or funding something that will benefit students. Everyone's vote is equal so it's really worth coming to express your opinion, hear what others have to say and influence key decisions. You can also run for positions on the SU committee as an Officer or a Rep, which can be quite a bit of work but are really rewarding.
This guide will give you an idea of how the most important aspects of the SU works, to make it easier for you to get involved. It includes information on how SU Meetings work, how to write a motion for an SU Meeting, how to run for and vote in elections for SU Officers and Reps, and what each SU Officer does. Were all keen to help you out so any ideas/problems/thoughts you have or things you need/want/ love/hate, at any stage - just get in touch! The section on SU Officers has the email address for each Officer, so you can find out who it will be best to contact and how to get in touch with them.

SU Meetings

What Happens in an SU Meeting:


SU Meetings are an opportunity for everyone in College to come together and find out what the SU has been doing for them as well as telling it what to do, so all students can have their say about what matters to them. Meetings of the SU happen every fortnight, and begin with a selection of treats such as Dominos pizza and cookies. Students submit motions on what they want the SU to do, such as supporting a political campaign, promoting ethical activities, funding something that will benefit students, or much more besides! The SU Chair runs the meetings, making sure everyone has their chance to speak in turn, and is in charge of interpreting the constitution in meetings. SU Meetings are divided into the following 4 parts, which are described below: A. B. C. D. Officers Reports Motions Discussion Points OUSU

Officers Reports:
This is where you get the opportunity to find out what the SU has been doing since the last SU Meeting. Each Officer in turn will say a little bit about what theyve been up to, and any major notices/ announcements they have (e.g. upcoming events).

Motions
This is where the SU discusses then votes on motions people have brought to the meeting, which mandate the SU or one of its Officers to do certain things, like take a suggestion to the college authorities, make a public statement against something, spend money on something, etc. See overleaf for information on how to write a motion. For each motion, discussion starts with a short speech in support of the motion from the person who proposed it. After that, people will have the option to ask the proposer short, factual questions on the motion or its subject matter. Following that, the Chair will ask if anyone opposes the motion. If no one does, then the motion passes automatically. If someone indicates at this point that they oppose the motion, they then have the opportunity to speak against it. After that, we move to open debate. Everyone has the option to speak about the motion, in support or against all or part of it. Once the debate has come to a conclusion, the SU will then vote on the whether to pass the motion.

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As well as raising debate points on a motion, you can propose an amendment or a procedural motion.
Procedural

Motions:

Procedural motions are about how the meeting is conducted and how we should deal with a motion, so they include things like breaking a motion up to vote on it in parts, deferring a motion to the next meeting, adjourning the meeting, limiting the length of speeches, etc. Check out the constitution for a full list of procedural motions. Once they are proposed, there can be a speech for and against, then a vote. A Procedural motion must get a two thirds majority to pass.
Amendments:

Anyone at an SU Meeting can propose an amendment to a motion, adding, removing or changing the points of the motion. Once someone has proposed an Amendment, the proposer of the motion has the choice either to accept it as friendly or not. If they accept it as friendly, and no one else objects, then the motion is automatically amended. If the amendment is not accepted as friendly, then it must be debated, and then voted on, in the same way motions are. If the majority vote yes, the motion is amended, and debate of the motion carries on with the amended motion. If the majority vote no, the amendment is rejected and the debate continues with the original motion.

Discussion Points:
If there is something you want the SU to discuss but you dont want to propose a particular course of action to the SU, you can bring a discussion point. For this, you just need to send in a title, and maybe a small explanatory description, by the same deadline as the deadline for sending in motions. Discussion points are not binding in the way motions are; they simply allow the SU a forum to discuss issues and gauge opinion on them, rather than determining official SU policy. However, it is possible, following a discussion point, that student will bring a motion to the next meeting There is also the option to propose a motion at the end of debate of a discussion point that reflects the consensus of the discussion just had and, if this is accepted by the chair, it may be voted on in the same way as any other motion, to become SU Policy if passed.

OUSU (Oxford University Student Union) Section:


The OUSU Section of the meeting is intended to allow the SU to express its option on matters related to the upcoming OUSU Council (the university-wide equivalent of our SU meetings), so the votes and points made by SU representatives at OUSU Council reflect the opinion of the SU. We have 3 SU votes in OUSU Council; the SU President or Vice President, the OUSU Rep and an unassigned vote. The OUSU Rep shall summarise the key points being raised at the next OUSU Council, and then everyone present is free to raise any points on any of these. Discussion of these works like a discussion point (above). If you want to propose a binding mandate on the way our reps vote in council, you can bring a motion, in the same way as any other, where the Resolves section includes a proposal for how we vote e.g. 2 for, 1 against, all for, etc. As before, this can also be proposed at the end of a discussion There is also one extra procedural motion during the OUSU Section; to have a proportional vote. If this passes, the proportion of yes/no votes will be reflected by the representatives votes at OUSU.

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How to write a motion:

SU Meetings: Motions

Writing a motion is a great way to get the SU to do something you think it should be doing, be it supporting a campaign, improving college facilities, changing the way it operates, etc. Motions can be on just about anything, so if theres something you want to see happen, get writing! Motions are divided into three sections, titled This SU Notes, This SU Believes, and This SU Resolves. This is to make clear the intention of each point of a motion for those reading it: is intended to mean that a motion follows as a clear and logical argument from its factual basis, via more subjective claims, to some suitable action you are proposing the SU or its Officers take.

SU Notes:
The 'notes' sections will include the hard facts or context upon which the motion relies.

SU Believes:
This section is where you put the more subjective/ideological arguments upon which a motion relies, given the context provided in the notes section - so here, you might state claims for how something in your SU notes is a good/bad thing.

SU Resolves:
Then, the resolves section should include any action that we wish the SU to take, given the context of opinions and facts provided before. This might be mandating the SU to spend an amount of money to do or buy something, mandating an Officer to do something, write a letter or represent a particular view.

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How to Run:

SU Elections

Care about access to Oxford? Or LGBTQ Issues? Want to put on some great events in Wadham? Or maybe you want to improve the food and amenities? Running for a position as an SU Officer or Rep can be a really rewarding way to get involved in the SU and make Wadham even better for you and your fellow students. Below is the process you have to follow to run in an SU Election:

Nominations:

You need to submit two copies of a nomination sheet with the heading "We, the undersigned, nominate ______to the position of _______ signed by ten students from college. Pidge one copy to the Vice President by the deadline (usually Midnight on Wednesday) and put the other one up on the SU notice board (under the JCR)

Manifesto/Picture/Link:
Email the SU Vice President (su.vicepresident@wadh.ox.ac.uk) your manifesto no more than 200 words (500 for SU president) - and a photo to go alongside your name on the online ballot by the same deadline. If you have a campaign site online (like a facebook page or youtube video), you can also send a link to that, which can be put on the ballot alongside your name.

Posters:
you are allowed to put up a maximum of 20 A4 posters around college.

Husts
Husts will generally be held on Thursday, in the JCR. You will speak for 2 minutes each and then there will be questions to all candidates.

How to Vote:
Elections are normally run from 8am to 8pm on a Friday. You will have the chance to hear from candidates at the husts. On Thursday evening, you will receive a Unique Vote Code (UVC) from the SU Vice President. Voting is really simple! all you have to do is go to www.mi-vote.com, and enter your UVC into the box provided. After that, simply number the candidates in order of preference (1 being your favourite) until you are indifferent about those remaining. Their manifestos can be found by clicking on the "Manifesto" link alongside the candidate's name. If you do not think any of the candidates are good enough, vote RON. If RON wins, nominations are re-opened and the election is run again. You will also have the option to abstain, which is equivalent to leaving that part of the ballot paper blank. If you have any problems voting, email the Vice President at su.vicepresident@wadh.ox.ac.uk. You have until midnight the day after the election to raise any issues regarding the election or the conduct of candidates, but try to raise them while the election is ongoing. Results of the election will be revealed two days after the election is held.

SU Officers

President
Email: su.president@wadh.ox.ac.uk
The President is first and foremost the main interface between the student body and College authorities. In this capacity, they spend much of their week in meetings both with college, other JCR presidents, and OUSU. Because of their involvement with College Staff and students, they also head up a number of campaigns on behalf of Wadhamites. If you dont know who to ask, the President is the best person to contact with a query and can guide you to the appropriate person within college for help. They are also free to discuss anythingSU related or otherwise.

Vice President Email: su.vicepresident@wadh.ox.ac.uk


The Vice President assists the President in their duties, standing in where necessary. They are responsible for much of the day-to-day running of the SU; they compile the agenda for our meetings, run SU elections, and are the first point of call if you would like help bringing a motion to the SU. They are also responsible for looking at ways of making the SU run as smoothly as possible and ensuring everyone understands how it works, by keeping the constitution up to date, and helping to maintain an SU website, and initiatives like this guide. If you want to bring a motion to the SU, they can be sent to the Vice President by the Friday before our Sunday meeting, and you can email them for any help you need!

Treasurer Email: su.treasurer@wadh.ox.ac.uk


The Treasurer looks after the SU cheque book and makes sure all the money we give out as grants in SU meetings can be found somewhere in the budget. They keep the bills ticking over and the accounts ship-shape - indeed, any student can request a full copy of the accounts from him with 4 days' notice. They are also part of the Rent Committee which has kept college accommodation costs in check successfully for several years, so Wadham students pay some of the lowest rents in Oxford.
If you have any questions about grants awarded by the SU (e.g., for representing Wadham at sport or in the arts, or for a charity you're involved in), send the Treasurer an e-mail, and they can help.

Communications Officer Email: su.communications@wadh.ox.ac.uk


The comms officer is responsible for keeping everyone in college informed of goings-on in Wadham and beyond. He sends out weekly notices full of events you might want to go to, job opportunities, and all manner of other things. He also takes the minutes of SU meetings and posts these online both live on his twitter feed (https://twitter.com/WadhamSUComms), and on the website (wadhamsu.blogspot.co.uk), so that you can make sure we all do what we promise! If you want to send a notice around Wadham or around the university - for example, to advertise an event you are running - then email it to the comms officer and they can send it round.

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Welfare & Equal Opportunities Officers (x2) Email: su.welfare@wadh.ox.ac.uk
The Welfare Officers keep the college up-to-date with welfare goings on in college and uni-wide. They are the first port of call with any welfare or equalities issues. They put on a variety of welfare events and activities throughout the year, including welfare brunches, yoga, and film screenings. They can discreetly put condoms, lube or dental dams in your pigeon hole if you email them. The Welfare Officers coordinate the Peer Support programme, a confidential listening service for students, and, if necessary, can refer students to OUSUs Student Advice Service or the University Counselling Service. They also run the welfare snug, a room in college for anyone who wants to relax, de-stress, and have a cuppa! (see the end of this guide for more welfare contact points)

Access & Schools Officer:

Email: su.education@wadh.ox.ac.uk
The Access Officer is in charge of selling Wadham to prospective applicants, by co-ordinating Open Days, offering tours and a first-hand view of college life. They aim to ensure that no one with the talent to apply is put off, and everyone who might apply is kept well informed. As the application process progresses, they are on hand during the interview period to look after the candidates and provide them with some classic Wadham hospitality and entertainment.

Bar & Social Officer: Email: su.bar@wadh.ox.ac.uk


The Bar & Social Officer is in charge of sorting out the famous cocktail bars at Wadham's two most famous events of the year - Wadstock and Queerfest. They also put on a number of exciting events in the bar. The most entertaining of their tasks is the termly creation of Wadwords - the college bogsheet that's packed full of the latest goings on in Wadham . The position of bar and social is, unsurprisingly, very sociable and lots of fun.

Charities, Environment & Ethics Officer: Email: su.charities@wadh.ox.ac.uk


Basically there are two parts to this job. Firstly, the Charities Officer divides up the money that is donated each month by students as a levy on students' battles account. At the end of each term they accept nominations from any student for a charity that the student in question would like the money to go to. Secondly, they organise events in College to raise funds for charity and awareness.

Entz Officers: Email: su.entz@wadh.ox.ac.uk


These party-hard Wadhamites are in charge of our fortnightly bops, Queerfest in Michaelmas and Wadstock in Trinity term. Bop themes are their responsibility, so if youve got a winning fancy dress outfit that cost you 40 quid, but that youve only worn once, let them know your theme at the email address above. They will also appear in your inboxes regularly with details of club nights and special offers - you can have a pretty good idea of where the Wadham crowd will be on such nights!

Food, Amenities & Housing Officer:


Email: su.food@wadh.ox.ac.uk / su.housing@wadh.ox.ac.uk
The Food, Amenities & Housing Officer has regular meetings with the Domestic Bursar, Hall Manager and Head Chef, in an attempt to improve the menus, prices, products and general quality of food served in hall. They are also responsible for amenities in college (this might include changes to/ refurbishment of JCR facilities, bike shed, pool table, JCR kitchen). On the Housing side, the Food, Amenities & Housing Officer provides information to Freshers who are looking to live out and organise room ballots within the college itself for finalists, and generally support students in obtaining appropriate accommodation.

International Students Officer Email: su.international@wadh.ox.ac.uk


The International Students Officer is always on hand for advice on setting up bank accounts, getting vacation residence and events being run by the University-wide International Students' campaign. They also put on events especially for Wadham students to celebrate different cultures and to help everyone, home or international student, to get together and settle in.

LGBTQ Officer: Email: su.lgbtq@wadh.ox.ac.uk


The LGBTQ Officer advertises and organise LGBTQ events, organises crewdates and helps with organising Queerweek and Queerfest. They also run the new Wadham LGBTQ Society. They are here to represent LGBTQ students and is the first point of call should you have any concerns about LGBTQ rights in college.

Womens Officer Email: su.women@wadh.ox.ac.uk


The Womens Officers role involves representing women and women's issues in the SU and in Wadham as a whole. She maintains the women's room, run events throughout the year, and keep Wadham women up to date with relevant issues. The women's room is available for any woman who cannot otherwise get home. It also contains a variety of supplies, including condoms, sanitary products, rape alarms etc. which the Womens Officer keeps fully stocked.

Technical Officer

Email: su.technical@wadh.ox.ac.uk
The Technical Officer is in charge of all the tech equipment in the JCR. They also set up the sound system for the bops and help out backstage at Wadham events, including Queer Fest and Wadstock. If you experience problems with the tech equipment or if you need speakers for your event, email them at the address above.

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Academic & Careers Officer

Email: su.academic@wadh.ox.ac.uk
The Academic & Careers Officer is here to offer support, advice or even a friendly chat on work issues while youre here at Wadham. Whether you are struggling with the work load, cant get to grips with the new approach to studying, or simply have no idea how to start a piece of work, they are the person to come to! They can put you in touch with the 2nd and 3rd years that do the same subject. Theyll also be running tutorial feedback sessions throughout the year and attend meetings with college on academic matters, so will welcome your honesty in order to address your concerns about your working environment and tutor relationships.

Arts Officer Email: su.arts@wadh.ox.ac.uk


The SU Arts Officer represents an internal point of funding, enthusiasm and support for college societies and students with particular artsy interests. The Arts Officer is also in charge of letting students know about events and opportunities going on in Wadham and across the Uni and the coordination of Wadham Arts Week in Trinity Term. They holds regular events for the creative student body including dance workshops, a drama group, talks from artists, jazz sessions and classical open mic nights.

Sports Officer Email: su.sports@wadh.ox.ac.uk


The Sports Officer acts as a representative to any external university sport societies/organisations and an internal point of contact for students and college sport societies. They publicise sportsrelated events and information, help to coordinate intercollegiate events and organise the freshers fair, and oversee the maintenance of college equipment. They arrange the Amalgamated Clubs meeting every term, makes the minutes available to the college, and ensures that any funds allocated are used for the purposes that were approved for by the meeting.

Tortoise Officer Email: su.tortoise@wadh.ox.ac.uk


The Tortoise Officer is in charge of preparing for the impending arrival of our college tortoises, Theodore and Archibald Manshela, and, when they are here, they will be in charge of looking after them, and organising visits for those students who want to visit the tortoises.

SU Representatives (Email: N/Aemail the relevant officer in the area)


As well as Officers, the SU has Representatives, whose job it is to support the Officers in some of the largest roles, forming teams; there is a Bar & Social Rep, and two Entz Reps, who together with the Bar & Social Officer and Entz Officers, form the Entz Team. There is also a Housing Rep, a Food Rep, and an Amenities Rep, who form a team together with the Food, Amenities & Housing Officer to ensure college facilities are the best they can be. There are also Welfare Reps and Peer Supporters, who work with the Welfare Officers. Becoming a Rep can be a great way to get involved with the SU without taking on quite as much as an Officer, if you have a little less time, or want to try a Rep position before running for an Officer post.

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Other Useful Information

Websites:
The Wadham College website can be found at www.wadham.ox.ac.uk. It has useful contact details for key members of staff, downloadable copies of college documents such as the student handbook, information on financial support and scholarships, the latest college news, etc. Our own SU Website can be found at wadhamsu.blogspot.co.uk. It has up to date news on the SU, including elections info, key events, a list of the current SU Officers etc. It has links to key websites like the meal booking system, nexus email account, weblearn, the comms twitter feed, etc. It also has links to documents, such as the constitution, this guide, an archive of past agendas and minutes of SU Meetings, and so on - making it quite a hub for information while you are at Wadham!

The Womens Room and Mens Room:


These rooms are available for anyone who cannot otherwise get home. It also contains a variety of supplies, including condoms and sanitary products. Email the womens officer for access to the womens room and the welfare officers for access to the mens room.

Wadham Lodge:
The Lodge can be contacted by calling 01865 277999 (or 77999 from a college phone.)

Welfare Contacts: Within College:

The Welfare Officer (welfare.officer@wadh.ox.ac.uk) offers support for personal, emotional, social and academic problems and can also provide referrals and further information on the welfare services available Student support is available from the SU Welfare Officers (su.welfare@wadh.ox.ac.uk) and MCR welfare officer (mcr.welfare@wadh.ox.ac.uk) who can offer advice or put you in touch with trained College Peer Supporters Other college members that offer welfare support include the Chaplain, College Nurse, SubDeans, Tutor for Women, and Senior Tutor

Outside College:

Oxford University Counselling Service01865 270300 College GP Surgery01865 240501 Nightline01865 270270

Printing Information:
As well as printing from a computer in the computer rooms to the black and white printer there, you can order a document to print from your laptop, provided you are logged in via VPN or Eduroam. Simply go to https://printing.wadham.ox.ac.uk and login using the same username and password as your nexus account, click web print, and select the documents you want to print, and the printer in college to print on. You can print a colour document by this method on the library photocopier in the basement of the library, then swipe your bod card at the photocopier to retrieve the document.