UNIVERSITY OF THE WEST INDIES

(MONA CAMPUS)

GUILD OF STUDENTS’

CONSTITUTION

(REVISED EDITION)

2018

Copyright 2019. All Rights Reserved.

i
UNIVERSITY OF THE WEST INDIES (MONA CAMPUS)

GUILD OF STUDENTS’

(STUDENTS’ UNION)

CONSTITUTION

(REVISED EDITION)

2018

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TABLE OF CONTENTS

SECTION PAGES

PROLOGUE

1. INTERPRETATION ................................................................................................................................ 1
2. ESTABLISHMENT OF THE GUILD .......................................................................................................... 3
3. AUTHORITY FOR CONSTITUTION ......................................................................................................... 3
4. OBJECTS.............................................................................................................................................. 3
5. MEMBERSHIP...................................................................................................................................... 4
6. FULL MEMBERS................................................................................................................................... 4
7. ASSOCIATE MEMBERS ......................................................................................................................... 4
8. HONORARY LIFE MEMBERS ................................................................................................................. 5
9. PRIVILEGES OF ASSOCIATE AND HONORARY LIFE MEMBERS ............................................................... 5
10. DISCIPLINARY ACTIONS AGAINST MEMBERS ..................................................................................... 5
11. MEMBERSHIP FEES............................................................................................................................ 7
12. GUILD FEES ....................................................................................................................................... 7
13. PROPERTY OF THE GUILD .................................................................................................................. 7
THE GUILD COUNCIL ........................................................................................................................... 8
14. ESTABLISHMENT OF THE GUILD COUNCIL ......................................................................................... 8
15. POWERS OF THE GUILD COUNCIL ...................................................................................................... 8
16. POWERS OF THE GUILD EXECUTIVE ................................................................................................... 9
17. MEMBERS OF THE GUILD COUNCIL ................................................................................................... 9
18. MEMBERS OF THE GUILD EXECUTIVE .............................................................................................. 10
THE OFFICE MANAGER SHALL: ................................................................................................................ 11
20. ROLES/FUNCTIONS OF THE GUILDCOUNCIL..................................................................................... 14
VICEPRESIDENT, SERVICES AND SPECIAL PROJECTS ............................................................................... 17
EXTERNAL AFFAIRS CHAIRPERSON ........................................................................................................ 21
GAMES COMMITTEE CHAIRPERSON...................................................................................................... 22
21. METHOD OF ELECTION FOR GUILD COUNCILLORS ........................................................................... 29
22. NORMAN MANLEY LAW SCHOOL REPRESENTATIVE (THE GUILD LAWYER)....................................... 30
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23. ORGANIZATIONS OF THE GUILDCOUNCIL ........................................................................................ 31
T.E.A.M. INITIATIVE ........................................................................................................................... 31
GUILD STUDENTS’ SECURITY (G.S.S.) ................................................................................................. 31
GUILD STUDENTS’ SECURITY PATROL ................................................................................................ 31
24. PUBLICATIONS OF THE GUILD ......................................................................................................... 31
THE CAMPUS BEAT ........................................................................................................................... 32
THE GUILD CALENDAR....................................................................................................................... 32
THE FRESHERS’ GUIDE....................................................................................................................... 32
25. VACANCIES ..................................................................................................................................... 33
26. THE GUILD OFFICIAL HANDING OVER CEREMONY ........................................................................... 34
27. THE GUILD COUNCIL TRANSITIONPERIOD........................................................................................ 34
28. YEAR OF OFFICE .............................................................................................................................. 34
29. GUILD RETREAT............................................................................................................................... 34
30. RECALL OF ELECTED MEMBERS ....................................................................................................... 34
31. MEETINGS OF THE GUILD COUNCIL ................................................................................................. 35
32. MEETINGS OF THE GUILD EXECUTIVE .............................................................................................. 35
33. MISCELLANEOUS PROVISIONS......................................................................................................... 35
34. COMMITTEES – GENERAL................................................................................................................ 36
35. ADVISORY COMMITTEES – GENERAL ............................................................................................... 37
37. INVESTMENTS ................................................................................................................................. 39
38. BYELAWS ........................................................................................................................................ 39
40. RELATIONSHIP OF GUILD COUNCILWITH THE UNIVERSITY AUTHORITIES ......................................... 40
41. PETITIONS ....................................................................................................................................... 40
42. STANDING COMMITTEES ................................................................................................................ 41
43. THE STUDENT FACULTYCOMMITTEES.............................................................................................. 43
44. THE FINANCE COMMITTEE .............................................................................................................. 44
45. THE PUBLIC ACCOUNTS COMMITTEE(P.A.C.) ................................................................................... 45
46. THE TRANSPORTATION COMMITTEE ............................................................................................... 45
47. THE CAMPUS STUDENTS’ SECURITY................................................................................................. 47
48. THE PROPERTIES AND ASSETS COMMITTEE ..................................................................................... 49
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50. THE CONSTITUTION COMMITTEE .................................................................................................... 52
51. THE DISCIPLINARY COMMITTEE....................................................................................................... 54
52. THE GUILD NEEDY STUDENTS’ FUND ............................................................................................... 55
53. THE RESEARCH AND RESPONSE ....................................................................................................... 56
54. THE CLUBS AND SOCIETIES .............................................................................................................. 57
55. THE GAMES COMMITTEE ................................................................................................................ 61
56. THE CULTURAL AND ENTERTAINMENT AFFAIRS COMMITTEE .......................................................... 62
58. THE PUBLIC RELATIONS COMMITTEE .............................................................................................. 66
59. THE GUILD PUBLICATIONS COMMITTEE (G.P.C.).............................................................................. 67
60. THE GUILD LIBRARIAN COMMITTEE (G.L.C.) .................................................................................... 69
61. HALL COMMITTEES ......................................................................................................................... 70
62. THE COMMUTING STUDENTS’ COMMITTEE .................................................................................... 72
63. THE MONA ASSOCIATION OF POSTGRADUATE STUDENTS (M.A.P.S.)............................................... 73
64. THE UNITED THEOLOGICAL COLLEGE COMMITTEE .......................................................................... 74
65. THE FACULTY OF LAW REPRESENTATIVE COMMITTEE ..................................................................... 75
66. THE WESTERN JAMAICA CAMPUS COMMITTEE ............................................................................... 76
67. OPERATIONS OF THE GUILD COUNCIL ............................................................................................. 78
68. GUILD ELECTIONS............................................................................................................................ 79

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WE HOLD THESE TRUTHS TO BE

SELF EVIDENT THAT ALL

STUDENTS OF THE UNIVERSITY

OF THE WEST INDIES (MONA)

ARE CREATED EQUAL AND

WERE ENDOWED BY THEIR

CREATOR WITH CERTAIN

UNALIENABLE RIGHTS, AMONG

THESE, THE RIGHT TO LIFE,

EDUCATION, LIBERTY AND THE

PURSUIT OF HAPINESS

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PROLOGUE

This printed document consists of the Policies and directions of the University of

the West Indies (Mona) Guild of Students’. This Revised Constitution was

constituted by the Constitution Committee during the Guild Council Year 2008 –

2009. The Guild Council of 2008 – 2009 had deemed it necessary to amend and

revise the Constitution to facilitate the continued development of the policies and

guidelines of the Guild Constitution, and also to facilitate further clarity for the

members of the Guild of Students’.

Our Constitution/Policy Document is a mandate from which we can measure

the success, stagnancy or failure of the Guild Council and the Guild of Students’,

over time.

This Constitution Committee of the Guild Council consist of:

Marlon Osborne (Constitution Committee Chairman

[VicePresident, Properties and Special Initiatives]), David McLennon

(Norman Manley Law School Representative), Kristina Excel (Norman

Manley Law School Representative), Angelica Odonoghue (Guild

Secretary), Jason McNeish (Publications Committee Chairperson),

Ruth James (PartTime Representative), Graham Rowe,

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Anthonesha Henry, and Kimesha Hall.

These persons had indeed labored long and hard to produce this document.

This Committee therefore hope that future Guild Councils to come will use it

wisely, abide by the Constitutional rules, Byelaws and Guidelines laid down

therein or even make amendments to this present document, constructed by this

Committee.

We wish you all every success and hope that you will use it to your advantage

and benefit and most importantly, to the greater good of the body of the Guild of

Students’ and the University of the West Indies (Mona).

The Constitution Committee.

Copyright 2008-2009

by the Guild of Students’ (University of the West Indies, Mona)

All Rights Reserved.

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 INTERPRETATION

In this Constitution and in all byelaws and Rules made under it, the following

words and expressions shall have these meanings assigned to them:

“Absolute majority” means at least three quarters of those present and voting.

“ByeLaws” means the byelaws of the Guild for the time being in force.

“Candidate” – a properly nominated individual who is eligible to be elected in Guild Council elections.

“Commuting Student” – a properly registered individual of the University of the West Indies, Mona
Campus who does not reside on a hall of residence.

“Council” means the Council of the University of the West Indies, Mona.

“Guild” means the Guild of Students of the University of the West Indies, Mona.

“Guild Council” means the committee of the Guild of Students established under Section 13 (1) below.

“Guild Executive” means the branch of the Guild Council that is responsible for the execution of
such orders, laws and byelaws, as deliberated by the Guild Council and as established under Section
15 (1) below.

“Hall Constituency” – the eligible electorate of each hall which consists of residing student and
commuting student members of a respective hall.

“President” means the President of the Guild of Students.

“Residing Student” – a properly registered individual of the University of the West Indies, Mona
Campus who resides on a hall of residence.

“Senate” means the Senate of the University of the West Indies.

“Simple majority” means majority for, over votes against, abstentions notwithstanding.

“Semesters” means semester 1 and semester 2, as indicated by the University Calendar.

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 Reference to this Constitution shall include all byelaws and Rules made under powers conferred
by this constitution.

The Constitution Committee as established under Section 25 (1) shall be the authority for the
interpretation of the Constitution and its ruling shall be subject only to appeal to the Guild Council.

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 ESTABLISHMENT OF THE GUILD

In pursuance of Statute 45 and Ordinance No.1 of the University’s Charter, there shall be an
association of the students of the University of the West Indies, Mona, which shall be called the Guild of
Students.

In accordance with the provisions of Ordinance No. 1, the Guild Council shall be the recognized means
of communication between the students as a body and the authorities of the University.

AUTHORITY FOR CONSTITUTION

For the avoidance of all doubt, this Constitution derives its validity from Statute 38 (2) and
Ordinance No. 1 of the Charter of the University.

The Guild is hereby authorized to make rules for its internal management and administration, the
election of its officers, the alteration of its rules and all other matters requiring regulation, but no rule
shall be effective until it has been approved by the Council on the recommendation of the Senate.

4. OBJECTS

The Object of the Guild shall be

The furtherance of the educational and social purposes of the University of the West Indies,

The furtherance of the common interest of members of the Guild, and

The advancement and promotion of unity and fraternity among members of the Guild.

The objects of the Guild shall be pursued through the following activities:

The organization and maintenance of the Students’ Union as a recreational facility.

The advancement of the interests of the Guild Standing Committees as provided for in
Section (25) below and which shall be under the auspices of the Guild.

Such other activities as shall from time to time be decided by the Guild in the exercise of
the powers conferred by this Constitution.

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 5. MEMBERSHIP

Members of the Guild shall be divided into the following classes:

Full Members
Associate Members
Honorary Life Members

FULL MEMBERS

All matriculated students of the University of the West Indies, Mona shall be full members

(Students with both Full Time and Part Time Statuses) of the Guild and shall remain members for so
long as they are actually pursuing a course of study approved by the Senate.

Full members of the Guild shall have the following privileges:

The right to frequent the Union and to enjoy all its facilities and amenities,

The right to vote at all Guild Elections and to stand for election for any office in the Guild
except when debarred by lack of any special qualification,

The right to wear the official University colours,

The right to frequent the games field and to enjoy all the facilities and amenities offered,

The right to use/access any University facility provided that rules and regulations are
adhered to, and

Such other privileges as by this Constitution or by any future amendment of it may be

conferred on members of the Guild.

ASSOCIATE MEMBERS

The following persons are associate members by office:

The Auditor;
The Returning Officer;
The Guild Advisor; and
The Guild Law Student Consultant

The following shall be eligible to apply for Associate Membership:

Any other person not eligible for full membership under Clause 6(1) pursuing a course of
study approved by the Senate of the University.

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 Any person, member of an organization or any organization deemed by the Guild Council as
having fraternal ties with the Guild, or

c. All Guild employees registered and working with the Guild.

8. HONORARY LIFE MEMBERS

Subject to Section 9, The Guild may from time to time on the recommendation of the Guild Council by
an ABSOLUTE MAJORITY VOTE, elect persons to be Honorary Life Members of the Guild in recognition
of services rendered by such persons to the University or to the Caribbean Community.

9. PRIVILEGES OF ASSOCIATE AND HONORARY LIFE MEMBERS

The privileges of Associate and Honorary Life members shall be the right to frequent the Union and to
enjoy the amenities and facilities provided by the Guild Council. Such members will not have the right
to vote.

DISCIPLINARY ACTIONS AGAINST MEMBERS

The Guild Council shall have the power, on the recommendation of the Constitution Committee, to
suspend for good cause or misconduct, any Full or Associate member of the Guild.

Misconduct means:

Unauthorized removal of Guild property and/or assets,

Misappropriation of Guild funds,

Theft of Guild property and or assets, or

Any other action or activity not listed above but deemed inappropriate by an
absolute majority of the Guild council.

A member may be suspended for a period not exceeding three (3) months, and in addition to
suspension shall lose all or any of the following rights at the discretion of the Guild Council:

The right to use the Union and/or the University’s playing fields,

The right to be a playing member of any Club under the control of the Games Committee,

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 The right to participate in the activities of any Club or Society under the control of the
Inter-Clubs Committee, or

The right to hold office under the Guild or to be a member of the Guild Council or
any Committee thereof.

Prior to suspension the Guild Council shall forward to the student body, the Chairperson of the
Constitution Committee and to the member whose suspension is being considered a report in writing
stating the grounds for such suspension.

On receipt of a written report from the Guild Council the Chairperson of the Constitution Committee
shall cause lots drawn from among the members of the Committee to select a subcommittee of three
to investigate the report.

The subcommittee shall elect its Chairperson and determine its own procedure, but shall, in any
event, provide an opportunity for the member whose suspension is being considered to present his
or her case before them, with the assistance of another Guild member, if requested. Such
presentation may be oral or written.

The decision of the subcommittee shall be in writing, addressed to the Guild Council, and stating the
grounds for recommending the enforcement or non-enforcement of the suspension. A dissenting
member of the subcommittee shall be entitled to submit his/her reason(s) for dissent.

In the event of disagreement, the decision of the subcommittee shall be by majority vote.

The Guild Council shall act on the recommendation of the subcommittee in relation to
the enforcement or non-enforcement of the suspension.

(10) Copies of the decision of the subcommittee and of any dissent shall be given by the Guild Council
to the member whose suspension is being considered or sent by registered post to his/her last known
address.

(11) Should the subcommittee decide that the suspension be enforced the suspended member
may appeal to a meeting of the Guild.

(12) The Guild Council shall, on receipt from a suspended of a written notice of intention to
appeal, summon a Special General Meeting of the Guild within two (2) weeks for the
determination of the appeal.

(13)The suspended member shall be entitled to attend, circulate written material on his/her case and
speak at the Special General Meeting but shall not be entitled to vote.

(14)The issue as to whether the decision of the subcommittee should be supported or reversed shall be
decided by a simple majority of the members present at the Special General Meeting and such
determination shall be final.
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 11. MEMBERSHIP FEES

The membership fees for members of the Guild shall be as follows:

For Full Members, an annual sum approved from time to time by the University Finance and
General Purposes Committee (hereinafter F&GPC), after consultation with the Guild Council.

For Associate Members, one half the sum determined under Clause 11 (1).

For Honourary Life Members, no fee.

For organizations, two times the sum determined under Clause 11 (1).

12. GUILD FEES

The Guild fees are a part of the University’s Miscellaneous Fees, which are paid by students annually at
the beginning of each Academic Year. The Guild fee that is paid is the University’s allocation to the
Guild
Council. The Guild Finance Committee decides to allocate the Guild Fee among the Guild Council after
each and every Guild Councillor presents his/her budget proposals at the annual Guild Retreat. The
Guild Fee Must not be increased before at least three (3) years after it was last increased.

13. PROPERTY OF THE GUILD

Responsibility for property of the Guild shall be conferred on the Vice President, Properties and Special
Initiatives or any other person deemed eligible by the Guild Council. Such person shall submit to the
Council an inventory at the beginning of the first Semester and prior to the end of the second Semester,
at the last General Meeting of the Guild of Students. Such person must be furnished with key access to
all areas seen as property of the Guild of Students.

All property of the Guild must be insured.

All the property of the Guild (other than cash in hand and cash at the bank) shall be vested in the
University of the West Indies, Mona, upon trust for the Guild and shall be used for the furtherance of
the objects of the Guild as defined in Section 4 of the Constitution.

The property of the Guild shall be controlled and managed by the Guild Executive, and shall be used
for the furtherance of the objects of the Guild as defined in section 4 of this constitution.

In no circumstance shall the property of the Guild or any part thereof be distributed among members
of the Guild or appropriated by any of them.

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(6) All subcommittees of the Guild shall in the first three weeks of Semester 2 and before the end of
their year of office submit to the Guild Secretary copies of a complete inventory of each recognized
Club, Society and Committee.

THE GUILD COUNCIL

14. ESTABLISHMENT OF THE GUILD COUNCIL

The government, control and administration of the Guild (except as, otherwise provided by this
constitution) shall be entrusted to a committee which shall be known as the Guild Council.

The Guild Council shall promote, foster and develop the educational, social, cultural, political and
economic interests of Guild members in the University community and on the national and international
level.

Guild Council Code of Conduct

Organizational Obligations –
The Guild Council as an organization shall oblige and abide by the following:

Placing student welfare and student development at the forefront of its mandate;

Ensuring that the organization always operates free of bias, discrimination and corruption in
all forms;

Always be a voice of advocacy and reason on behalf of the Guild of Students; and

Be accountable and answerable to the students of The University of the West Indies, Mona
that makes up the Guild of Students.
Guild Councilor’s Obligation-

Members of the Guild Council, whether elected or appointed to office in accordance with
section 7 of the constitution, shall:

Observe the rules of this code of conduct;

Maintain the integrity, honour and dignity of his/her office and the Guild Council;

Refuse to indulge in any activity that may bring the Guild Council or a particular office of the
Guild Council into disrepute;

Not cause the public to question the impartiality or integrity of the Guild Council or a particular
office of the Guild Council;
 Conduct all actions and transactions whether by a Guild Councilor or under the authority of a Guild
Councilor with honesty, transparency and with full observance of the Guild Council’s codes, rules
and regulations;

Not use for personal gain or in such manner or such application as would compromise the integrity
and/or public image of the organization information gained through the Guild Council for any
purpose other than the purpose intended by said Guild Council;
Avoid real or perceived conflicts of interest whenever possible, and to disclose real or perceived
conflicts of interest if they exist;

Reject bribery in all its forms and honor property rights including copyrights and patent; and

Treat fairly, all persons regardless of such factors as race, religion, gender, disability, age or
sexual orientation or any other.

Breach of which shall constitute disciplinary action under section 10 of constitution against said
member.

15. POWERS OF THE GUILD COUNCIL

Without prejudice to the generality of the foregoing, the Guild Council shall have the following powers:

To set up Standing, Special or Advisory Committees. Such Committees

shall be under the control of and make reports to the Guild Council except in

the case of the Public Accounts Committee, which will not be under the

control of the Guild Council but will make reports to the Guild Council as well

as the student body. All other Committees shall be under the control of and

make reports to the Guild Council at least twice per semester. The first report

shall be within the first three weeks of each Semester and the second report

within the last three weeks of each Semester.

To give approval to the Constitution, Rules and ByeLaws of any society in

the University of the West Indies, Mona which may apply from time to time

for recognition by the Guild.

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 To make Byelaws as hereafter provided.

To make, vary and terminate contracts for and on behalf of the Guild within the parameters
of the Guild’s financial code.

As far as community life in a hall of residence is concerned, (resident or nonresident),

the Guild Council shall recognize a student Hall Committee,

properly constituted within the framework of that Hall of Residence. This

Hall Committee shall be the representative organ of the Guild of Students in

that particular hall, provided that the constitution of the Hall Committee is

acceptable to the Guild Council.

(6) Such other powers as are not therein specifically conferred, but which are

necessary for the good performance of the Guild and are not conferred by this

Constitution on any other body.

16. POWERS OF THE GUILD EXECUTIVE

Without prejudice to the generality of the foregoing, the Guild Executive shall have the
following powers:

The management of the daily affairs and operation of the Guild and the Guild Office.

The fulfilment of directives and decisions made by the Guild Council.

MEMBERS OF THE GUILD COUNCIL

The elected members of the Guild Council shall be:

The President

The VicePresident, Properties and Special Initiatives

The VicePresident, Services and Special Projects

The Guild Secretary

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 The Guild Treasurer

The Cultural and Entertainment Affairs Chairperson

The Games Committee Chairperson

The External Affairs Chairperson

The Public Relations Officer

Post Graduate Chairperson

A Commuting Students’ Representative

Faculty Representatives

Hall Chairpersons

Deputy Hall Chairpersons

The United Theological College Representative

The Faculty of Law Representative

Western Jamaica Campus Chairperson

(2) The following positions shall be appointed by the Guild Executive:

The Publications Committee Chairperson

The Guild Librarian

The Publications Committee Chairperson and Guild Librarian shall be appointees

eligible to vote.

18. MEMBERS OF THE GUILD

EXECUTIVE The following shall be members of the Guild Executive:

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 The President

The VicePresident, Properties and Special Initiatives

The VicePresident, Services and Special Projects

The Guild Secretary

The Guild Treasurer

The Cultural and Entertainment Affairs Chairperson

The External Affairs Chairperson

The Public Relations Officer

The Publications Committee Chairperson

The Games Committee Chairperson

The Guild Librarian

The Post Graduate Chairperson

The Western Jamaica Campus Chairperson

19. DUTIES AND RESPONSIBILITIES OF THE OFFICE MANAGER THE OFFICE MANAGER

General Responsibilities:

The Office Manager Shall:

Assume responsibility for management of the physical plant, of the Students’ Union and supervision
of the support staff.

Provide advice and guidance to the Executive Council of the Guild of Students, in areas of
management and administration, ethics and project development. It is expected that the Guild
Executive will understand and practice the appropriate use of procedures, the effective management of
funds and efficient planning and implementation of income generating projects.

Specifically be expected to ensure that the following are achieved:

The development of:

An Administrative Budget

A Fund Raising/Project Budget with full business plan(s) and Operational plan(s)

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 A Cash Budget/Cash Flow projection

These budgets should have a monthly breakdown, and should be accompanied by a

programme of activities.

Secure the approval of the budget by the Mona Finance and General Purposes Committee (F&GPC,
Mona) prior to implementation.

Establish controls to ensure that expenditures takes place only on the basis of the programme
and plan outlined and approved.

Develop monthly financial statements for submission to the Bursar, through the Director of Student
Services and Development and quarterly statements for submission to the Bursar, through the Director
of Student Services and

Development and quarterly statements for submission to Mona F&GPC. The statement should
comprise:

Administrative

Income and Expenditure

Fund Raising/Project Income and Expenditure Account

Balance Sheet

Monitor and Oversee the appropriate procedures for entering into any contracts followed by Guild
Executives. Any such contract must be submitted to the Director of Student Services and
Development to ensure proper review by the relevant parties before finalization.

Develop an effective system, in consultation with the Bursary, for the proper maintenance of
financial records. Once established, ensuring that this system is fully and correctly implemented.

Ensure that the provisions of the Financial Code are adhered to.

Develop a mechanism for maintaining inventories and accounting of all assets purchased with Guild
funds.

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 Provide assistance in the prudent management of business ventures by Mona F&GPC and undertaken
by the Guild, e.g. the Student Bus Service, Carnival.

Ensure the effective management of ALL the Guild’s commercial ventures e.g. Kiosk.

Liaison with the Student Services and Development Managers and establishing of a consultative link to
facilitate communication and achievement of shared objectives.

Liaison with the Bursary so that strong advisory/consultative link exists between the Bursary and the
Guild, thus facilitating the effective management of the Guild Funds.

Conduct an audit of the Guild’s funds prior to the end of the term of office of the Guild Executive
Council.

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 20. ROLES/FUNCTIONS OF THE GUILDCOUNCIL

(1) PRESIDENT

The President shall:

Be the Chairperson of the Guild Council and the Guild of Students.

Be the Chief Executive Officer of the Guild of Students.

See the efficient running of the Guild Council and the Guild of Students.

Maintain and develop fraternal ties with the International Union of Students in
other countries and the Guild of all the Campuses of the University of the West Indies.
Additionally, he or she shall develop and foster international fellowship and
understanding between youth and students in the Caribbean and other parts of the
world, by developing programmes of mutual benefit.

Prepare and present monthly reports from the Guild Council to the Guild and selected organs
of the University Community, that is, the Principal, Office of Student Services and Development
and F&GPC Mona. The report shall include the progress or concerns of all Standing Committees
and specially appointed committees.

Prepare summaries of all reports from the Guild Council and present these at
general meetings, as well as have these posted.

Present monthly financial reports to the F&GPC.

Represent matters of the Guild on the Academic Board.

Coordinate and successfully implement at least one campus wide student activity as decided
upon by the council. This project must be national, regional and international.

Be the exofficio member of all Standing Committees.

Perform such other functions that are assigned to him/her under the Constitution and its
byelaws.
Receive a monthly stipend; such stipend is to be agreed upon by the Guild President in
consultation with the Guild Office Manager

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(2) VICEPRESIDENTS

There shall be two (2) Vice Presidents: Vice President, Properties and Special Initiatives and Vice
President, Services and Special Projects.

The Vice Presidents shall:

Be the deputy Chairpersons of the Guild Council and the Guild of Students.

In the absence of the President, chair meetings of the Guild Council and Guild of Students.

Perform such other functions that are assigned to them under the Constitution and its bye laws.

VICEPRESIDENT, PROPERTIES AND SPECIAL INITIATIVES

The VicePresident, Properties and Special Initiatives shall:

Be responsible for the UWI Guild Bus Service.

Be responsible for appointing the Head Bus Monitor of the Guild Bus Service.

Be responsible for appointing all Bus Monitors and Sub-Bus Monitors for each bus route.

Be responsible for appointing all Guild Bus Liaisons for each bus route.

Along with the Head Bus Monitor, oversee the overall operations of the Guild Bus Service.

Chair the Transportation Committee.

Be responsible for appointing and chairing a Transportation Advisory Committee.

Be responsible for ensuring that the terms and conditions of the Guild Bus Service Code of Conduct
are adhered to.

Be responsible for the communication of the operations of the Guild Bus Service towards the UWI
Commuting population.

Represent matters of the Guild on the Campus Security Committee.

Be responsible for appointing and chairing a Guild Security Committee.

15
 Liaise with the Guild Manager on matters relating to the custody and safety of all Guild property and
ensure that such property be secured.

Be responsible for establishing and maintaining new and existing corporate partnerships for the Guild.
Represent matters of the Guild on the Academic Board.

Seek to obtain student discounts in the commercial and public sectors (e.g. travel), pursue
employment opportunities for students, and attend to other matters which affect students and
students’ interests (e.g. housing, book prices and other related matters)

Be responsible for the following:

Security.

Discipline.

Representation on the Academic Board.

Chairing the Constitution Committee.

Securing progress reports of Standing and Specially Appointed Committees.

Any other initiatives undertaken by the Guild Council.

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 VICEPRESIDENT, SERVICES AND SPECIAL PROJECTS

The Vice President, Services and Special Projects shall:

Maintain, manage and improve existing student services and seek where most needed to
create effective and efficient services as ratified by the Council.

Chair the Research and Response Committee.

Be responsible for the Guild Financial Assistance Programme.

Chair the Guild Needy Students’ Fund Committee.

Plan, organize, implement and work with relevant committees on projects.

Be responsible for organizing the annual INTERNATIONAL STUDENTS’ DAY.

Be responsible for Clubs and Societies.

Chair the Clubs and Societies Committee.

Propose special projects that must be ratified by the Guild Council. These shall complement
existing projects.

SECRETARY

The Secretary shall:

Be the official head of the Secretariat of the Guild of Students’.

Work closely with the Guild Librarian.

Be present at all types of Meetings of the Guild Council except in cases of emergencies.

Responsible for organizing, managing and maintaining proper records of the Guild and its
Business (e.g. reports), and shall guarantee the effectiveness, efficiency and authenticity of
such records. For (e.g.) Organizing and recording Files, Reports and Archives.

Be responsible for managing and maintaining an effective information storage and retrieval
system.

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 Be responsible for recording and taking notes of such minutes, resolutions and motions as are
passed by the Guild Council and the Guild of Students. Minutes should be circulated to Guild
Council members two weeks after each meeting.

Be responsible for organizing Correspondences and preparing the written material for Notices
and updates, which includes the writing of all letters of the Guild and the designing of
letterheads as the Guild may see necessary.

Be responsible for gathering all the various information of the Standing Committees,
Advisory Committees and Sub-Committees of the Guild Council, in addition to the
documentation of information as it relates to the queries and grievances of members.

Be responsible for keeping the Guild Council abreast of all important dates, events, notices
and usual occurrences associated with the Guild Council.

Liaison with other Associations, Clubs, Organizations and Societies of all the three campuses of
the University of the West Indies: Mona, St. Augustine and Cave Hill, and outside of the
University Campus if needs be with the main purpose of retrieving information that would be of
concern to the Guild Council/Guild of Students’. This will allow the Guild to establish and
maintain longstanding relationships with these other organizations.

Perform such other functions that are assigned under the Constitution and its byelaws.

TREASURER

The Treasurer shall:

Chair the meetings of the Finance Committee.

In the absence of the Treasurer, the President may convene a meeting of the committee.

Along with the Finance Committee be held responsible if there are any misappropriation of
funds and/or if there is evidence of any financial negligence by he/she.

Be responsible for managing all the Finances and Accounts of the Guild Council.

Be responsible for opening and maintaining all types of financial accounts or any other type of savings
or investment instruments, with a recognized Commercial Bank or any other Financial Institutions.

Be responsible for the financial activities of all fundraising events and/or ventures of the Guild Council.

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 Be responsible for allocating a percentage of the Guild Council Budget to all Clubs and Societies
registered with the Office of Students Services and Development (O.S.S.D.) and the Guild Council.

Prepare and present monthly financial reports to the Guild Executive.

Issue a statement of Financial Affairs to the Guild Council at least (3) working days (excluding
Saturday and Sunday) before the next Guild Executive and/or Guild Council Meeting.

Issue a report of all the Profit and Loss Accounts and present Balance Sheets at every Executive
Meeting.

Be responsible for documenting all Financial Information for it to be published in the Publications
of the Guild Council.

Be responsible for all Financial Documents of the Financial Institution/s that the Guild Council has
business dealings with. This includes Cheques and Vouchers.

Make his/herself available at anytime to the University Bursary, the University Auditors and
the University Accountants, if those entities so requests.

Make vouchers for receipts, disbursements and all Financial Documents available to the University
Bursary, the University Auditors, and the University Accountants at anytime, when required.

Along with the President, be responsible for signing all Cheques.

Post monthly financial reports on the Notice Boards.

Prepare and present full financial reports at the semester Town Hall meeting.

CULTURAL ENTERTAINMENT AND AFFAIRS CHAIRPERSON (C.E.A.C.)

The C.E.A.C. shall:

Be responsible for the planning, coordinating, organizing, screening and overseeing of all Cultural,
Entertainment and cocurricular activities with the exception of Sports and Games) of the Guild of
Students’.

Chair the C.E.A.C. Committee.

Be responsible for organizing the annual Guild Orientation Cultural and Entertainment activities
including the traditional Freshers’ Quiz, the Freshers’ Debate, the Freshers’ Lyme, the Freshers’ Concert,
the Freshers’ Fete and the Freshers’ Dinner or any other orientation activity that the Committee may
deem necessary. This Constitution allows the Guild Council to change from the traditional Orientation
activities mentioned above, if they wish to.

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 Be responsible for organizing INTEGRATION THURSDAYS. Integration Thursdays shall occur between
and during the hours of 2:00 p.m. and 5:00 p.m. on select Thursdays when classes break to facilitate all
the activities of Clubs and Societies and other co-curricular activities. These activities should include any
form of cultural and entertainment activities. After 5:00 p.m. the activities may close with a weekly fete.

Be responsible for organizing the annual MISS UWI (MONA) Pageant.

Be responsible for organizing the annual UWI CARNIVAL Activities including the traditional
INTEGRATION THURSDAYS UWI Carnival Launch Party, Jouvert, the Ring Road March and the Beach
Party or any other UWI CARNIVAL activities that the Committee may deem necessary. This
Constitution allows the Guild Council to change from the traditional UWI CARNIVAL activities
mentioned above, if they wish to.

Work closely with the various student organizations, which are promoting Cultural, Entertainment and
Co-curricular events, and shall help to broadcast and maximize student support for these events.

Liaise with the Office of Student Services and Development (O.S.S.D.) and the Philip Sherlock Centre
for Creative Arts (P.S.C.C.A.) to coordinate the activities of all the recognized social, cultural, religious
and political clubs or societies of the Guild of Students. The C.E.A.C. Chairperson shall form and chair
the following subcommittee of the Cultural Entertainment and Affairs Committee:

(a) Culture and Entertainment

PUBLIC RELATIONS OFFICER (P.R.O.)

The Public Relations Officer shall:

Be responsible for all matters relating to the Public Relations of the Guild of Students’.

Chair the Public Relations Committee.

Be responsible for the distribution of posters, flyers, notices and all information paraphernalia
(miscellaneous articles) that is geared at transmitting information from the Guild Council to the Guild
of Students’.

Seek to ensure special broadcasting facilities in national media. This includes publicizing by the
utilization of the electronic media (by television, by radio, by cell phones, by internet etc), the print
media (all national newspapers, magazines, newsletters etc), all the official Guild Publications, University
Campus Publications, any other forms of publications [local and overseas], and all other ways and means
by which the Public Relations of the Guild of Students’ will be carried out effectively.

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 Be responsible for maintaining effective communication between the Guild Council and the Guild of
Students’.

Be responsible for the maintenance of the Guild Website. The Public Relations Officer has the power
to authorize subcommittees for the effective functioning of the committee. Subcommittees shall focus
on:

Media/Communication

Fostering good relations between the U.W.I. Administration and the Guild

Maintaining the Guild website

Be responsible for the production and publication of the official communication of the Guild at least
three times per semester
EXTERNAL AFFAIRS CHAIRPERSON

The External Affairs Chairperson shall:

Be responsible for planning, coordinating, organizing and overseeing all External (off campus) and
outreach events and activities, including all Community Outreach Programmes, of the Guild of Students’.

Chair the External Affairs Committee.

Promote, foster, and develop the cultural, educational and social links with, and develop meaningful
programs in the wider community, both national and international.

Seek to enhance and encourage the broadest of possible participation by students in such programs.

Act as the liaison body between the Guild and other unions both national and international.

Be responsible for making contact with University of the West Indies Alumni (Past Students) who
reside overseas.

Be responsible for making contact with Regional and International Students at overseas Colleges.

Be responsible for making contact with any type of external Organizations whether locally, regionally
and internationally.

Be responsible for making contact with International Organizations, Associations and Institutions such
as the United Nations, UNICEF, the World Bank, PAHO, the World Health Organization (WHO) and
others.

Organize subcommittees for the effective functioning of the committee. Subcommittees shall include:

21
 External Affairs

Outreach

Special events

GAMES COMMITTEE CHAIRPERSON

The Games Committee Chairperson shall:

Be responsible for planning, coordinating, organizing and overseeing all Sporting and Gaming
events and activities (with the exception of Cultural and Entertainment events and activities) of
the Guild of Students’.

Work in collaboration with the Office of Student Services and Development through
the Sports Department.

Be the main liaison officer between the Guild and the University Sports Department.

Chair the Games Committee.

Be responsible for planning, coordinating, organizing and overseeing the Annual University
of the West Indies (Mona) Sports Day.

Be responsible for organizing Sporting and Gaming competitions among all the various
types of Departments of the University of the West Indies.

Receive copies of all correspondence sent to the Sports Department from the Guild.

Represent the interests of the Guild at meetings convened by the Sports Department.

In conjunction with the Sports Department, coordinate the sporting activities during the
University’s orientation programme.

See to the efficient running of intraUWI sporting activities.

Submit two (2) reports per semester to the VicePresident, Properties and Special Initiatives.

Perform all other functions as may from time to time be conferred on him/her by this
constitution or its Byelaws.

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PUBLICATIONS COMMITTEE CHAIRPERSON

The Publications Committee Chairperson shall:

Be responsible for all the Publication Materials of the Guild Council.

Be a member of the Guild Executive, although being an appointed Officer, because of the nature of
his/her responsibilities. The responsibilities involves Publications for the entire Guild of Students’ and
not just sections of the Guild of Students’.

Be responsible for the publication of the traditional Freshers’ Guide, the Guild Calendar, the CAMPUS
BEAT and the TUSSLE. This Constitution allows the Guild Council to change from the traditional
publications mentioned above if they wish to.

Chair the Publications Committee.

Work alongside the Public Relations Officer.

Liaison with CARIMAC.

Be responsible for the production and publication of the official organ of the Guild at least three times
per semester.

Be responsible for providing all the necessary information from any of the Publications of the Guild
for the Public Relations Officer and the Public Relations Committee, if such information is required.

Be responsible for the production of such other newspapers, books, magazines, articles, etc. as
the Guild Executive shall desire to publish.

GUILD LIBRARIAN

The Guild Librarian shall:

Chair the Guild Librarian Committee.

Be a member of the Guild Executive, although being an appointed Officer, because of the nature
of his/her responsibilities. The responsibilities involves records and information of the entire Guild of
Students’ and not just sections of the Guild of Students’.

Catalogue and maintain the Guild Library.

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 Maintain an Audio Visual Library of Guild related speeches and Tactic Knowledge.

Be responsible for the collection, documentation, retrieval, and cataloguing of all Guild of
Students materials.

Collect all resources relevant to the history of the Guild.

Supervise access to the Guild Library by members of the Guild of Students’.

Supervise access to the Guild Library by the University Community.

Perform all other functions as may from time to time be conferred on him/her by this constitution
or its Byelaws.

FACULTY REPRESENTATIVES

The Faculty Representatives to the Guild Council shall:

Constitute the Representative Cohort of the Guild Council along with the United Theological College
Representative and the Commuting Students’ Representative
Chair the meetings of the Faculty Committee.

Appoint a Deputy Faculty Representative of the Committee during the Guild Transition Period.

Have their own respective Constitutions which shall be automatically authorized by the Guild
Constitution.

Appoint a Faculty/Staff Advisor for their Committees.

Represent the views and concerns of the Faculty Committee to the Guild Council and other respective
authorities in place so as to invoke swift and effective changes.

Communicate all directives and relevant information from the Guild and Guild Council to students in
the Faculty.

Represent the views of the students in the Faculty to the Guild Council and the respective Faculty
Boards.

Be the official Liaison between the Faculty Administration and the students in the Faculty.

Be the official Liaison between the Faculty Board and the students in the Faculty.

Represent the issues of the students in the Faculty to the Guild Council on the Students/Staff Liaison
Committee.
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 Be the official spokespersons for their respective Faculty Committees at any function, event and/or
activity of the Guild Council.

Promote maximum participation of members of the Faculty in activities organized by the Guild Council,
in addition to two (2) other activities that advance the curricular and extracurricular interests of
students in the Faculty.

HALL CHAIRPERSONS

The Hall Chairperson to the Guild Council shall:

Chair the meetings of the Hall Committee.

Represent the views of the Hall Committee to the Guild Council.

Have their own respective Constitutions which shall be automatically authorized by the Guild
Constitution.

Relay all directives and relevant information from the Guild and Guild Council to students in Hall.

Present monthly written reports to the Guild Executive on activities in the Hall.

Perform all other functions as may from time to time be conferred on him/her by the Hall
Committee and this Constitution.

DEPUTY HALL CHAIRPERSONS

The Deputy Hall Chairperson to the Guild Council shall/is:

Elected along with the Hall Chairpersons.

Be the deputy Chairperson of the Hall Committee.

Perform all the above responsibilities of the Hall Chairpersons in their absence.

Perform all other functions as may from time to time be conferred on him/her by the Hall Committee
and this Constitution.

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COMMUTING STUDENTS’ REPRESENTATIVE

The Part Time Representative shall:

Chair the Commuting Students’ Committee.

Be responsible for the interests of the Commuting students (UWI, Mona).

Also be responsible for the interests of the Part Time students (UWI, Mona).

Be responsible for all students attending all UWI (Mona) Affiliated Institutions across Jamaica.

Liaison with the Western Jamaica Campus Chairperson.

Be responsible for improving the access to campus information, news, events and activities for
Commuting Students’, Part time Students’ and all other Students’ across Jamaica affiliated to UWI
(Mona).

Be responsible for improving access to campus facilities such as the UWI Health Centre and the UWI
Pool among other facilities for commuting and part time students. As it relates to the Health Centre,
he/she will try and see where time spent at the Health Centre can be improved as well as that students
are properly checked and diagnosed and are not just looked on and false assumptions made that
students are using the Health Centre as an excuse forgetting out of an exam, or any other issue.

Continue to lobby for modifications to be made to school timetables, even making it more part time
student and evening student friendly. For example, lobbying for more day and evening classes for most
courses.

Make sure that modifications to timetables facilitate at least two (2) streams for most courses
especially the more populated courses to accommodate part time students and evening students can
attend their classes more regularly so as not to constantly have to either sacrifice school or work,
being that all cannot afford to.

Utilize the Guild Website by maintaining a discussion/comment section for all commuting students,
part time students as well as students from the off-campus affiliated UWI (Mona) institutions so that
they can make complaints, give comments, or give issues to be noted of so that solutions can be
attempted to create more positive results for them.

Engender close collaboration among all the UWI affiliated institutions across Jamaica inclusive of
open campus visits, joint sport events, joint cultural events, joint entertainment events among other
activities.

26
 Be responsible for maintaining the extended hours as it relates to services offered by the Guild
including the UWI Pool activities.

Perform all other functions as may from time to time be conferred on him/her by this Constitution or
its Byelaws.

Be a member of the Representative Cohort

POSTGRADUATE REPRESENTATIVE

The Postgraduate Representative shall:

Be the President of the Mona Association of Postgraduate Students (M.A.P.S.).

Chair the meetings of the MAPS.

Represent the views of the MAPS to the Guild Council.

Communicate all directives and relevant information from the Guild and Guild Council to members of
MAPS.

Present written monthly reports to the Guild Executive on the activities of MAPS.

Perform all other functions as may from time to time be conferred on him/her by the
MAPS Committee and Guild Council.

UNITED THEOLOGICAL COLLEGE (UTC) REPRESENTATIVE

The UTC Representative shall:

Be responsible for representing all the issues of the Students of the United Theological College.

Be the Association’s official Representative to the UWI Guild of Students’.

Be the Association’s Representative on the Education Council.

Have responsibility for Evangelism and shall be responsible for engaging the Association in activities of
evangelism within and without the Association.

The Chaplain of the Guild of Students’.

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Be the first (1st) Vice President responsible to the Students of the United Theological College.

Be a member of the Representative Cohort

INSTITUTE REPRESENTATIVE

Institute of Gender and Development Studies.

Be a full member of the Guild Council. Roles and responsibilities will be in line with those of faculty
representatives.

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WESTERN JAMAICA CAMPUS CHAIRPERSON

The Western Jamaica Campus Chairperson shall:

Chair the meetings of Western Jamaica Campus Committee.

Represent the views of the Western Jamaica Campus Committee to the Guild Council.

Have their own respective Constitution which shall be automatically authorized by the Guild
Constitution.

Relay all directives and relevant information from the Guild and Guild Council to students on Western
Jamaica Campus.

Be responsible for the extended Guild of Students body at the Western Jamaica Campus.

Appoint a Committee of Students to be responsible for relevant areas of leadership.

Present monthly written reports to the Guild Executive on activities in the Hall.

Perform all other functions as may from time to time be conferred on him/her by the
Western Jamaica Campus Committee and this Constitution.

METHOD OF ELECTION FOR GUILD COUNCILLORS

The President, Vice Presidents, Guild Secretary, Guild Treasurer, Cultural Entertainment and Affairs
Chairperson, Games Committee Chairperson, Public Relations Officer, shall be elected by secret ballot by
March 31st of Semester 2. Only full members of the Guild shall be eligible for nomination.

a. Hall Chairpersons shall be elected by majority vote of Full members of each Hall. b.

One representative from each faculty shall be elected by members of the faculty.

One representative from Postgraduate Studies shall be elected by members of the Postgraduate

student body.

One Part Time representative shall be elected by part time students.

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(3) The newly elected Guild Council shall, at its first meeting which may be held before the date when it
assumes office (the Guild Transition Period), appoint the following officers:

The Publications Committee Chairperson

The Guild Librarian

The Guild Advisor

The Returning Officer

The Auditor

4) All members of the Guild Council shall be elected by March 31st of Semester 2 each year.

22. THE GUILD’S LAW STUDENT CONSULTANT

The Guild Council shall utilize the legal services of the Norman Manley Law

School Representative for dealing with their technical organizational functions from a

legal perspective. This individual may be referred to as the Official Guild Lawyer. The

Guild Council primarily represents the Guild of Students and all issues related to and

relevant to the Guild of Students, and would therefore need a Lawyer to represent any

issue that needs legal representation, of the Guild of Students.

The Guild Council shall:

Select a Norman Manley Law School Student for opinions on the technical and organizational
functions of the Guild Council from a legal perspective;

Refer to this individual in subsection (1) as the Guild’s Law Student Consultant; and (iii)Be an
associate member of the Guild Council.

The Guild’s Law Student Consultant shall:

Be appointed by a special committee comprised of the Guild President, The Guild Vice-
Presidents, The Hall Chair Cohort Leader, The Representative Cohort Leader and The Office
Manager;

Be a past student of the University of the West Indies, Mona Campus and at the time of
selection, a student of the Norman Manley Law School;

30
 Be the official liaison between the Campus Legal Advisor and the Guild of Students;

Deal with the Guild’s technical and organizational functions from a legal perspective;
Be fully acquainted with all laws, codes and policies that touch and concern the operations of
the Guild Council;

Offer oversight to members of the Guild Council and respective committees;

Sit on the Guild’s Constitutional Committee and Disciplinary Committee; and

Seek where necessary, the advice and/or representation of a certified and practicing
Attorney at Law.

23. ORGANIZATIONS OF THE GUILDCOUNCIL

The Guild Council shall establish organizations attached to its portfolio duties.

The following are organizations attached to the Guild Council:

T.E.A.M. INITIATIVE

GUILD STUDENTS’ SECURITY (G.S.S.)

GUILD STUDENTS’ SECURITY PATROL

T.E.A.M. INITIATIVE

T.E.A.M. INITIATIVE was established in the Guild Council Year 2004 – 2005. The Games Committee
Chairperson along with his/her Committee has direct responsibilities for T.E.A.M. INITIATIVE. Upon
entering the University of the West Indies (Mona), students are required to pay a Sports Fee. Proceeds
from this Sports Fee go towards facilitating the students to participate in extracurricular activities
provided under T.E.A.M. INITIATIVE. These activities include: The use of the Gym, Aerobics, Martial
Arts Training, Badminton among other activities.

24. PUBLICATIONS OF THE GUILD

The Guild Council shall establish various forms of Publications as the demands of the Guild population
may require. The following are Publications of the Guild:

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 THE CAMPUS BEAT

THE GUILD CALENDAR

THE FRESHERS GUIDE

THE TUSSLE

THE CAMPUS BEAT

The Campus Beat is the official Newspaper of the Guild Council and the Guild of Students’. It is the
paper by students, for students and of students where all members of the Student body are invited to
participate in the development of this Newspaper by publishing, writing articles etc. The Publications
Committee has responsibility for the Campus Beat.

THE GUILD CALENDAR

The Guild Calendar is the official Calendar of the Guild Council and the Guild of Students’. The Guild
Calendar displays all the events of the Guild of Students’ for the Guild Council Year and Academic Year.
The Publications Committee shall have responsibility for the Guild Calendar.

THE FRESHERS’ GUIDE

The Freshers Guide is the official magazine published for new members of the Guild of Students’, by the
Guild Council. The Freshers’ Guide must be published before the start of the Orientation Period for
timely distribution to new students. The Publications Committee is responsible for publishing the
Freshers Guide.

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 VACANCIES

Should the office of the Guild President become vacant, a new President shall forthwith be elected by
secret ballot of the whole from among the members of the Guild unless the vacancy shall occur during
the last two weeks of Semester 1 or during Semester 2 in which case the Guild Council shall decide
whether an election be held or whether one of the Vice President’s shall perform the duties of the
President until the end of his term of office.

Should the office of either Vice President become vacant, a new Vice President shall forthwith be
elected by secret ballot of the whole from among the members of the Guild unless the vacancy shall
occur during the last two weeks of semester 1 or during semester 2 in which case the Guild Council shall
decide whether an election be held or whether the functions of that Vice President shall be performed
by the President or his nominee from among the members of the Guild Council.

Should the office of an appointed member of the Guild Council become vacant, the Guild Council shall
appoint a replacement in accordance with Section 20 (3).

Should a vacancy exist in any other office of the Guild Council, the office shall be filled by a member of
the Guild at a Bye election.

No act or resolution of the Guild Council shall be invalid by reason only of any vacancy in the
Guild Council.

Any elected position of the Guild Council not filled within the prescribed time shall be considered by
the Guild Council which, in its discretion, may do one of the following:

Extend the prescribed time.

Appoint a member of the Guild to fill the position.

Any member of the Guild Council shall cease to be a member of the Guild Council upon ceasing to
be a member of the body which elected or appointed them.

Any member of the Guild Council who shall cease to be a full member of the Guild shall automatically
cease to be a member of the Guild Council.

Any member of the Guild Council who shall have been absent from two consecutive regular meetings
of the Guild Council or a total of three for the year, shall be considered to have resigned unless reasons
for such absence had been tendered at least twenty-four (24) hours prior to the start of the meeting and
were considered appropriate by the Guild Council.

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10. Any member of the Guild Council may resign by giving notice in writing to the Guild Secretary
and the resignation shall be effective not less than four weeks after its receipt.

26. THE GUILD OFFICIAL HANDING OVER CEREMONY

The Guild Official Handing Over Ceremony shall take place on the first (1st) Wednesday after the first
(1st) Monday of the Month of April. If April 1st falls on a Wednesday, the official day that the Guild
takes over office, then the ceremony should be held on the following Wednesday.

27. THE GUILD COUNCIL TRANSITIONPERIOD

The Guild Council Transition Period shall be between the day immediately after the Guild Elections
and May 31st . This period should be a period when the incoming Guild Council shall prepare for
officially taking over office on June 1st . The outgoing Guild Council is required to guide the incoming
Guild Council as it relates to all the business and operation of the Guild Council for the last year,
through the Transition Period.

28. YEAR OF OFFICE

All elected members of the Guild Council shall hold office for one year that is from June 1st to May 31st,
subject to recall by his/her constituents.

29. GUILD RETREAT

The Guild Retreat shall be held during the Month of June. The incoming Guild Council shall prepare for
their Annual Guild Retreat during the Guild Council Transition Period. The budgetary allocations
towards the Guild Council for the upcoming Academic Year, is decided at the Guild Retreat.

All Guild Councilors, except Deputy Hall Chairpersons, must be present at the Guild Retreat.

Deputy Hall Chairpersons may only attend in the absence of the Hall Chairperson or when invited by the
President.

30. RECALL OF ELECTED MEMBERS

34
Any elected member of the Guild Council shall be subject to recall on the basis of non-performance
or misconduct according to procedures outlined in the byelaws accompanying this constitution.

MEETINGS OF THE GUILD COUNCIL

The Guild Council shall meet at least once per month (including the Summer Months), unless
otherwise decided.

Officers of the Guild who are not members of the Guild Council may attend meetings of the
Guild Council when invited by the President.

Meetings of the Guild Council shall be chaired by the President or one of the Vice Presidents in his/her
absence or in the absence of all three (3), by any member of the Guild Council elected by a majority of
Council members.

The Guild Council shall appoint one of the two Vice Presidents who shall act as Chairperson in
the absence of the President.

Deputy Hall Chairpersons may attend meetings of the Guild Council in the absence of the Hall
Chairperson or when invited by the President or the acting Chairperson of the meeting.

MEETINGS OF THE GUILD EXECUTIVE

1. Meetings of the Guild Executive shall be held at least twice per month (including the Summer
Months), provided a quorum of not less than seventy-five (75) percent of the members is present.

MISCELLANEOUS PROVISIONS

All General Meetings of the Guild shall be summoned by the President, or the person acting in
his/her office.

At every General Meeting the minutes of the previous General Meeting, if found to be correct, shall
be confirmed and signed by the Chairperson.

The quorum shall be one hundred (100) to two hundred and fifty (250) full members of the Guild.

General Meetings of the Guild shall be private, and no public reports shall be made of the
proceedings, except with the authority of the Guild Council.

At a General Meeting of the Guild only Full Member shall have the right to vote. Other members of
the Guild shall have the right to attend and speak but not vote.

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 SUBCOMMITTEES OF THE GUILD COUNCIL

There shall be the following Sub Committees of the Guild:

The Student Faculty Committees

The Finance Committee

The Public Accounts Committee

The Transportation Committee

The Campus Students’ Security Committee

The Properties and Assets Committee

The Special Initiatives Committee

The Constitution Committee

The Disciplinary Committee

The Guild Needy Students’ Fund Committee

The Research and Response Committee

The Clubs and Societies Committee

The Games Committee

The Cultural and Entertainment Affairs Committee

The External Affairs Committee

The Public Relations Committee

The Guild Publications Committee

The Guild Librarian Committee

Hall Committees

The Commuting Students’ Committee

Mona Association of Postgraduate Students (The Post Graduate Committee)

The United Theological College Committee

The Faculty of Law Representative Committee

36
 The Western Jamaica Campus Representative Committee

Such other Committees as shall from time to time be decided by the Guild or Guild Council

The Standing Committees shall be constituted within the first fortnight of the elections to the Guild
Council. All Standing Committees shall meet within a fortnight of their constitution and shall continue
in office until a new committee is appointed in keeping with the respective regulations of the given
area they represent.

Standing Committees shall make regulations for their own procedures and discipline of their members
subject to the approval of the section of students they represent or the Guild Council as the case may
be.

All Standing Committees shall be governed by the Constitution and its Byelaws.

All Standing Committees shall be directly responsible to the Guild Executive or to the
respective sections of the student body which they represent.

The President of the Guild shall be an ex officio member of all Standing Committees of the Guild.

ADVISORY COMMITTEES – GENERAL

There shall be the following Advisory Committees of the Guild:

The Transportation Advisory Committee

The Campus Students’ Security Advisory Committee

The Properties and Assets Advisory Committee

The Special Initiatives Advisory Committee

The Constitution Advisory Committee

The Disciplinary Advisory Committee

The Guild Needy Students’ Fund Advisory Committee

The Research and Response Advisory Committee

The Clubs and Societies Advisory Committee

The Games Advisory Committee

The Cultural and Entertainment Affairs Advisory Committee

37
 The External Affairs Advisory Committee

The Public Relations Advisory Committee

The Guild Publications Advisory Committee

The Guild Librarian Advisory Committee

The Commuting Students’ Advisory Committee

The Postgraduate Advisory Committee (Mona Association of Postgraduate Students)

The United Theological College Advisory Committee

The Faculty of Law Representative Advisory Committee

The Western Jamaica Campus Chairperson Advisory Committee

The Advisory Committees shall also be Sub-Committees of the Guild.

FINANCE

The Financial Year of the Guild shall be from April 1 to March 31.

All monies paid under Section 11 of this Constitution shall be paid to, or in accordance with the
directions of the Guild Executive.

The Guild Council shall submit after approval by the Guild a budget to the Finance and General
Purposes Committee for its approval.

An audited financial statement shall be prepared and circulated within thirty days of the end of the
financial year.

The funds of the Guild shall be allocated by the Guild Council to the following purposes:

The general administration expense of the Guild

The Union

All Standing Committees

38
 d. Any other purpose, which shall, in the opinion of the Guild, as set out in the Constitution,
further the objects of the Guild.

6. In addition to the general requirements, all committees of the Guild shall submit to the Guild Council,
as requested, estimates and accounts of income and expenditure from any source.

37. INVESTMENTS

The Guild Council shall have power by an absolute majority to invest any part of the funds of the Guild
in any securities, which shall for the time being be authorized by law as trust securities. All such
investments shall be made in the name of the University of the West Indies, Mona, Guild of Students;
the account/investment must be cosigned by a non-Guild Council member of the University Community.

BYELAWS

The Guild Council may from time to time make byelaws, which shall carry into effect this
Constitution and shall promote the objects of the Guild.

ByeLaws may be made, repealed or amended by resolution passed by an absolute majority of the
Guild Council.

The Power to make ByeLaws shall not be limited by or with reference to any ByeLaw.

AMENDMENTS TO THE CONSTITUTION

This constitution may at any time be amended by a resolution passed and approved as follows:

1. (a) Passed by a General Special Meeting of the Guild by absolute majority. Copies of the proposed
resolution and of the section of the constitution affected shall be posted up with every notice of such
meeting not less than seven (7) days before the date is fixed for that meeting.

(b) Approved by Council on the recommendation of the Senate.

2. Such resolution shall take effect from the date specified in the resolution or from the date of the
meeting of the Council at which it was approved, whichever is the latter.
39
 Should an amendment providing for the election or appointment of an officer of the Guild or a
member of the Guild Council or any of its Standing Committees come into effect after the first meeting
of the Guild Council, the Guild Council may, at its discretion, do one of the following:

Make nomination (s) to the post (s) concerned, whether the post shall be normally elective or
not; or

Make appointment (s) to the appointed post (s) only and authorize the Returning Officer to
hold elections to fill the new elective posts in the manner prescribed.

Should an amendment providing for the abolition of an office of the Guild membership on the Guild
Council or any of its Standing Committees come into effect after the first meeting of the Guild Council,
the Guild Council shall make a decision on the procedure to be adopted.

The constitution shall be eligible for amendment on a periodical basis, that being every two years.

40. RELATIONSHIP OF GUILD COUNCILWITH THE UNIVERSITY AUTHORITIES

In accordance with the provisions of the Ordinance made on its behalf, the Guild Council shall be
the recognized means of communication between the students as a body and the authorities of the
University.

PETITIONS

The Guild Council may at any time in its discretion present petitions, reports, recommendations and
other communications relating to the affairs of the Guild to the Council or the Senate or any other
recognized University body or authority.

If any one hundred (100) or more full members of the Guild desire that the Guild shall petition the
Council or Senate or any other recognized University body or authority on that matter, they shall first
forward to the President a written draft of the petition duly signed by all of them and the President
shall bring such draft signed by all petitioners to the notice of the Guild Council at its next meeting. The
Guild Council shall at its discretion and in consultation with the Student Faculty

Committees:

a. Thereupon accept this form of the petition and present it to the Council or the Senate or any
other recognized University body as the case may be on behalf of the Guild or,
40
 With the approval of the members signing it, amend the draft petition and forward it to the
appropriate body, or

Direct the President to summon a special General Meeting of the Guild to consider the
petition.

If any two hundred and fifty (250) full members of the Guild shall present in due form a petition, as in
paragraph one of subsection (2) of this section, to the Guild Council, the Guild Council shall straightway
following due procedure forward such petition to a Special General Meeting of the Guild.

Where a Special General Meeting is summoned, it may resolve either that such petition shall
be presented with or without amendment, or that it shall not be presented.

STANDING COMMITTEES

There shall be the following Standing Committees of the Guild:

The Student Faculty Committee

The Finance Committee

The Public Accounts Committee

The Transportation Committee

The Campus Students’ Security Committee

The Properties and Assets Committee

The Special Initiatives Committee

The Constitution Committee

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 The Disciplinary Committee

The Guild Needy Students’ Fund Committee

The Research and Response Committee

The Clubs and Societies Committee

(m)The Games Committee

The Cultural and Entertainment Affairs Committee

The External Affairs Committee

The Public Relations Committee

The Guild Publications Committee

The Guild Librarian Committee

The Hall Committee

The Commuting Students’ Committee

The Mona Association of Postgraduate Students [M.A.P.S.] (The Post Graduate Committee)

The United Theological College Committee

(w)The Faculty of Law Representative Committee

The Western Jamaica Campus Chairperson Committee

All Standing Committees, except the Games Committee, shall meet at least three times per semester.

All decisions of Standing Committees shall be arrived at by a simple majority of all the Committee
members.

All Standing Committees shall have the power to set up such subcommittees, as they may
deem necessary for the adequate performance of their functions.

5. All Standing Committees shall manage, control and be accountable for all the funds and
equipment allocated to them by the Guild Executive.

6. All Standing Committees shall have the right to make, vary and terminate all contracts and
business transactions as may be necessary for the adequate performance of their functions; unless
these contracts and business transactions are made for and on behalf of the Guild.
42
 THE STUDENT FACULTYCOMMITTEES

All Faculty Committees shall be responsible to the students in their respective Faculties
and accountable to the Guild.

COMPOSITION Faculty Committees shall be composed of:

The Faculty Representative to the Guild Council.

All Department Representatives, elected from among the class representatives.

A postgraduate representative, where applicable

Any other member as the Committee deems fit for the proper functioning of the Committee.

FUNCTIONS The Faculty Representative to the Guild Council shall:

Chair the meetings of the Faculty Committee.

Appoint all members to his/her Faculty Representative Committee during the Guild
Transition Period.

Represent the views of the Faculty Committee to the Guild Council.

Communicate all directives and relevant information from the Guild and Guild Council to
students in the Faculty.

43
 (e) Perform all other functions as may from time to time be conferred on him/her by the
Faculty Committee and Guild Council.

The Faculty Committee shall:

Represent the views of the students in the Faculty to the Guild Council and the
respective Faculty Boards.

Have their own respective Constitutions which shall be automatically authorized by the
Guild Constitution.

Promote maximum participation of members of the Faculty in activities organized by the

Guild Council, in addition to two (2) other activities that advance the curricular and
extracurricular interests of students in the Faculty.

44. THE FINANCE COMMITTEE

(1) COMPOSITION :

The Finance Committee shall be composed of the following members:

The Treasurer of the Guild who shall act as Chairperson of the Committee.

The President

(c)The Vice Presidents

Three appointees (with responsibilities for Assets, Fundraising and Accounts)

Any other person deemed necessary by the Guild Executive.

FUNCTIONS:

The Treasurer shall

Chair the meetings of the Finance Committee.

Officially appoint all the constituted and other members to the Finance Committee during the
Guild Transition Period.

In the absence of the Treasurer, the President may convene a meeting of the committee.

44
(d) Prepare and present monthly financial reports to the Guild Executive.

The Finance Committee shall:

Meet within the first two (2) weeks of the first semester. The Committee may be convened at any
time by the Treasurer (Chairperson of the Committee) if he/she deems it necessary.

Oversee and, if necessary, revise the budget of the Guild Council.

All business of the Financial Committee shall be submitted to the Guild Council for its approval.

All payments of the Guild shall be authorized by at least three quarters of the Guild Executive after
approval by the Finance Committee.

45. THE PUBLIC ACCOUNTS COMMITTEE(P.A.C.)

The Public Accounts Committee (P.A.C.) shall be composed of the following to ensure accountability and
transparency:

Consists of several members of the Guild who are not members of the Guild Council, Financial or any
other committee.

Act to ensure that the membership is informed by publication of quarterly and semester reports.

Shall have the right to convene with the financial committee after the publication of
quarterly reports and access to all financial undertakings, with the consent of a simple majority.

Shall be responsible for following through resolutions pertinent to that Committee.

THE TRANSPORTATION COMMITTEE

The Transportation Committee was established during the Guild Council Year 2008 – 2009. This
Committee was established so as to enable the Guild Council to effectively review and manage all
matters relating to Transportation Services offered by the said Guild Council.

COMPOSITION

The Transportation Committee shall be composed of the following members:

45
 The VicePresident, Properties and Special Initiative who shall act as Chairperson of
the Committee.

The Treasurer

The President

The Guild Secretary

The Part Time Representative

Two (2) other members appointed by the Guild Executive

FUNCTIONS

The Vice President, Properties and Special Initiatives shall:

Chair the meetings of the Transportation Committee.

Officially appoint all the constituted and other members to the Transportation Committee during
the Guild Transition Period.

In the absence of the Vice President, Properties and Special Initiatives, the Guild Secretary may
convene a meeting of the Committee.

Present all documentations as it relates to Transportation of the Guild Council.

The Transportation Committee shall:

Have their first (1st) meetings during the Guild Transition Period and the Summer Months as this
Committee’s main responsibility is reviewing the Guild Bus Service, the Guild Contract Carriage Services
and by reason of the fact that the Guild Bus Tender Process and the final selection of a Bus Contractor
Must be done prior to August 31. Also because this Committee is responsible for the Guild Taxi Service,
UWI Taxi Policy and other Transportation issues, and these are normally entities that are active
throughout the Summer Period.

Also meet within the first two (2) weeks of the first Semester. The Committee may be convened at
any time by the Vice President, Properties and Special Initiatives (Chairperson of the Committee) if
he/she deems necessary.

Be responsible for all Transportation Tender Processes including the Guild Bus Service Tender Process
and the Guild Taxi Service Tender Process.

Be responsible for reviewing all Transportation related Tender Documents and Contracts including
those related to the Guild Bus Service and Guild Taxi Service.
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Be responsible for the Guild Bus Service.

Be responsible for the Guild Taxi Services.

Be responsible for the Guild Contract Carriage Services.

Prepare a Budget Proposal for the Guild Bus Service for the Guild Retreat in June.

Review the Guild Bus Service Budget Proposal before it goes to Guild Retreat in June.

All business of the Transportation Committee shall be submitted to the Guild Council for its approval.

47. THE GUILD’S SECURITY COMMITTEE

The Guild’s Security Committee was established to enable the Guild Council to effectively address
all security matters and issues as they relate to the Guild of Students.

Composition

The Guild Security Committee shall be composed of the following members:

The Vice President, Properties and Special Initiatives;
The Public Relations Officer;
The President;
The Cultural and Entertainment Affairs Chairperson;
The Commuting Students’ Committee;
A representative from each Hall Committee;
A representative from each Faculty Committee; and
Two (2) other members appointed by the Guild Executive.

Functions:

The Vice President, Properties and Special Initiatives shall:

Chair the meetings of the Guild’s Security Committee;
Officially appoint all the constituted and other members of the Guild’s Security
Committee during the Guild Transition Period;
Represent the Guild in official University Security Committee meetings; and (d)
Work closely with all the security forces in relation to student security matters.
The Guild’s Security Committee shall:
Have its first (1st) set of meetings during the Guild Transition Period and the
summer months;

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 Meet within the first two (2) weeks of the first semester. The committee may be
convened at any time by the Vice President, Properties and Special Initiatives if
he/she deems it necessary;

Maintain a good working relationship with the Office of the Director of Security
and all the security forces on campus;
Be responsible for preparing all relevant students’ security information for the
Guild;
Be responsible for organizing security seminars, workshops and/or any other instrumental facilities
which aids in the development of student security awareness.

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 48. USAGE OF GUILD PROPERTIES

USERS

Use of the Union and other Guild premises or property is restricted to members of the Guild and/or
their accompanied guests.

All users of the Union and Guild premises and properties shall furnish University of the West Indies
Guild identification or identify their Guild escort upon request.

USE OF GUILD PROPERTIES AND ASSETS BY ORGANIZATIONS OR INDIVIDUALS

Request for use of Guild property and premises should normally be made at least one week in
advance.

Arrangements for the function must be to the satisfaction of the Properties and Assets Committee.

No public advertisement may be made at the function unless approval is granted by the
Properties and Assets Committee.

The promoter or promoters of the function shall be responsible for any damage, breakage or loss
of property and must indemnify the Properties and Assets Committee against such loss, breakage or
damage.

The standard rate for the use of the Union will be determined by the Properties and
Assets Committee from time to time. This rate must be approved by the Guild Executive on
the recommendation of the Finance Committee.

Waiver of the fee may be permitted by the Properties and Assets Committee in special circumstances
with the approval of the Finance Committee.

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 49. THE SPECIAL INITIATIVES

(1) COMMITTEE

The Special Initiatives Committee was established during the Guild Council Year 2008 – 2009. This
Committee was established so as to enable the Guild Council to properly and effectively monitor all
Special Initiatives proposed by the Guild of Students.

(2) COMPOSITION

The Special Initiatives Committee shall be composed of the following members:

(a) The Vice President, Properties and Special Initiatives.

(b)The Vice President, Services and Special Projects.

The External Affairs Chairperson.

The Guild Secretary.

The Part Time Representative.

Two other members appointed by the Guild Executive.

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(3) FUNCTIONS

The Vice President, Properties and Special Initiatives shall:

Chair the meetings of the Special Initiatives Committee.

Officially appoint all the Constituted and other members of the Special Initiatives Committee
during the Guild Transition Period.

In the absence of the Vice President, Properties and Special Initiatives, the Vice President,
Services and Special Projects may convene a meeting of the Committee.

Encourage members of the Guild of Students to present to the Guild Council any idea for an
Initiative they may have and want to see implemented.

The Special Initiatives Committee shall:

Have their first (1st) meetings during the Guild Transition Period and Summer Months.

Also meet within the first two (2) weeks of the first semester. The Committee may be convened at
any time by the Vice President, Properties and Special Initiatives (Chairperson of the Committee) if
he/she deems it necessary.

Spearhead all Special Initiative Projects introduced during the Academic Year, and also to continue
feasible Projects from the previous Academic Year and years even before that.

(d) Prepare a small budget for miscellaneous expenses relating to promoting the Special Initiatives. The
Vice President, Properties and Special Initiatives shall present this subbudget as a part of his/her
budget presentation at the Guild Retreat.

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 50. THE CONSTITUTION COMMITTEE

(1) COMPOSITION

The Constitution Committee shall consist of the following members:

The Vice President, Properties and Special Initiatives who shall act as Chairperson.

The Publications Chairperson

The Guild Secretary

A Post Graduate Representative

An Undergraduate Representative

A Representative from the Norman Manley Law School

A Representative from the Faculty of Law

Three other members appointed by the Chairperson for the efficient running of the Committee.

(2) FUNCTIONS

The Vice President, Properties and Special Initiatives shall:

Chair the Meetings of the Constitution Committee.

Officially appoint all the constituted and other members of the Constitution Committee during
the Guild Transition Period.

In the absence of the Vice President, Properties and Special Initiatives, the Publications Chairperson
may convene a meeting of the Committee.

Ensure that members of the Guild Council are fully aware of their functions, roles and
responsibilities under the Guild Constitution during the Guild Transition Period.

Ensure that members of the Guild have full access to the Guild Constitution and that they are fully
aware of the Constitution, and also that they (the Guild of Students) will be able to hold their leaders
fully accountable and responsible.

The Constitution Committee shall:

52
 Have their first (1st) meetings during the Guild Transition Period and Summer Months.

Also meet within the first two (2) weeks of the first semester. The Committee may be convened
at any time by the Vice President, Properties and Special Initiatives (Chairperson of the Committee) if
he/she deems it necessary.

Assure relevance of the Constitutions within the organs of the Guild of Students and
monitor adherence to Guild regulations.

To supervise the piloting of all amendments to the Guild Constitution both at the student and
administrative levels.

To supervise the piloting of all revisions to the Guild Council both at the student and
administrative levels.

THE DISCIPLINARY COMMITTEE

(1) COMMITTEE

The Guild Council and the Guild of Students is required under the Laws (Section 10) and By Laws
(Section 36) of this Constitution to adhere to the Disciplinary Codes of Conduct.

(2) COMPOSITION

The Disciplinary Committee shall be composed of the following members:

The Vice President, Properties and Special Initiatives.

The Guild Treasurer.

The Guild Secretary.

The Part Time Representative.

The Post Graduate Representative.

Three other members appointed by the Guild Executive.

(3) FUNCTIONS

The Vice President, Properties and Special Initiatives shall:

(a) Chair the meetings of the Disciplinary Committee.

53
 Officially appoint all the constituted and other members of the disciplinary Committee during the
Guild Transition Period.

In the absence of the Vice President, Properties and Special Initiatives, the Guild Treasurer may
convene a meeting of the Committee.

Ensure that disciplinary measures are taken against Guild Council members and Guild members who
are in breach of any disciplinary code of conduct under the Laws and Bye Laws of this Constitution or
any other breaches.

The Disciplinary Committee shall:

Have their first (1st) meetings during the Guild Transition Period and the Summer Months.

Also meet within the first two (2) weeks of the first Semester. The Committee may be convened
at any time by the Vice President, Properties and Special Initiatives (Chairperson of the Committee) if
he/she deems it necessary.

Have the authority to devise various forms of penalties not necessarily documented in this
Constitution, to use against members of the Guild Council and the Guild of Students who have breached.

Observe all the breaches of the Guild Council.

52. THE GUILD NEEDY STUDENTS’ FUND

(1) COMMITTEE

The Guild Needy Students’ Fund Committee was established during the Guild Council Year 2008 – 2009
so as to enable the Guild Council to effectively and efficiently manage the Guild Needy Students’ Fund.

(2) COMPOSITION

The Guild Needy Students’ Fund Committee shall be composed of the following members:

The Vice President, Services and Special Projects.

The Guild Treasurer.

The External Affairs Chairperson.

The Part Time Representative.

The Post Graduate Representative.

The Public Relations Officer.

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(g) Three other members appointed by the Guild Executive.

(3) FUNCTIONS

The Vice President, Services and Special Projects shall:

Chair the meetings of the Guild Needy Students’ Fund Committee.

Officially appoint all the constituted and other members of the Guild Needy Students’ Fund
Committee during the Guild Transition Period.

In the absence of the Vice President, Services and Special Projects, the Treasurer may convene
a meeting of the Committee.

The Guild Needy Students’ Fund Committee shall:

Have their first (1st) meetings during the Guild Transition Period and Summer Months.

Also meet within the first two (2) weeks of the first semester. The Committee may convene at any
time by the Vice President, Services and Special Projects (Chairperson of the Committee) if he/she
deems it necessary.

Prepare a Budget Proposal for the Guild Needy Students’ Fund to present at the Guild Retreat in
June.

Review the Guild Needy Students’ Fund Budget Proposal before it goes to Guild Retreat in June.

Be responsible for making the Guild Needy Students’ Fund available to Needy Students by whatever
means possible during both the First (1st) Semester and the Second (2nd) Semester.

53. THE RESEARCH AND RESPONSE

(1) COMMITTEE

The Research and Response Committee shall be responsible to the Guild.

(2) COMPOSITION

The Research and Response Committee shall be composed of:

(a) The Vice President, Services and Special Projects who shall be the Chairperson.

55
 One Representative nominated from each Faculty Committee.

A Representative nominated from the Mona Association of Post Graduate Students.

A Representative nominated from each Hall Committee.

The Guild Public Relations Officer.

Two (2) other members appointed by the Committee at their meeting.

(3) FUNCTIONS

The Research and Response Committee shall:

Research and provide position statements on Campus, National, Regional and International issues of
current importance.

Circulate and present all position papers through various media and public fora.

Provide reports on all matters researched.

Make a presentation on Research Day on any of the Issues arising since the previous Research Day.

54. THE CLUBS AND SOCIETIES

(1) COMMITTEE

The Clubs and Societies Committee was established during the Guild Council Year 2008 – 2009 so as to
enable the Guild Council to effectively manage the responsibilities of the Guild Council to the many
Clubs and Societies required by this Constitution.

(2) COMPOSITION

The Clubs and Societies Committee shall be composed of the following members:

The Vice President, Services and Special Projects.

The Guild Public Relations Officer.

A Representative nominated from the Executive of each officially registered Club and Society on the
Campus.

A Representative from Mona Association of Post Graduate Students.

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 The Part Time Representative

A Representative from each Faculty.

A Representative from each Hall.

(3) FUNCTIONS

The Vice President, Services and Special Projects shall:

Chair the meetings of the Clubs and Societies Committee.

Officially appoint all the constituted and other members of the Clubs and Societies Committee
during the Guild Transition Period.

In the absence of the Vice President, Services and Special Projects, the Guild Public Relations
Officer may convene a meeting of the Committee.

The Clubs and Societies Committee shall:

Have their first (1st) meetings during the Guild Transition Period and Summer Months.

Also meet within the first two (2) weeks of the first Semester. The Committee may be convened at
any time by the Vice President, Services and Special Projects (Chairperson of the Committee) if
he/she deems it necessary.

In light of the large size of the Committee, have their meetings in very large rooms like a Lecture
Theatre.

Prepare a Budget Proposal for Clubs and Societies to present at Guild Retreat in June.

Review the Clubs and Societies Budget Proposal before it goes to Guild Retreat in June.

Be responsible for ensuring that all registered Clubs and Societies receive their Budgetary allocation
from the Guild Council required by this Constitution.

(4) GUILD RECOGNITION OF CLUBS AND SOCIETIES

a. Any application for recognition of a Club/Society shall be addressed in writing to the Guild Secretary
and the Vice President, Services and Special Projects. Membership of any such Club/Society must be no
less than 20 full or associate members of the Guild. Notification of request for recognition shall be
accompanied by a copy of the proposed Constitution of the club/society containing the
aims/objectives of such club/society, as well as the register for the club/society signed by members.
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 The Vice President, Services and Special Projects shall ensure that the proposed aims and
objectives of the Club/Society in no way conflict with the Constitution of the Guild of Students.

The Vice President, Services and Special Projects shall ensure that stipends, equipment and
related materials allocated by the Guild Executive to clubs, societies and relevant standing
committees are accounted for.

The Executive of all Clubs or societies shall include at least the following positions:

President/Chairperson

Secretary

Treasurer, or

Secretary/Treasurer

e. The privileges conferred by recognition are as follows:

The right to have a notice in the appropriate publication of the Guild.

The right to use the Notice Boards of the Guild.

The right to use the name of the University of the West Indies or the letters U.W.I, in the title of the
Club/Society.

The right to erect Notice Boards subject to the approval, of the Grounds Building and Premises
Committee of the University through the Guild Executive.

Individual clubs may make rules for their management subject to the approval of the Clubs
and Societies Committee.

Guild recognition shall not imply any financial liability. Any such liability shall be subject to
special agreement with the Guild Executive.

(5) MEETINGS OF RECOGNIZED CLUBS/SOCIETIES

Recognized clubs and societies shall hold meetings as they see fit, except in special circumstances
when such meetings are not approved by the Clubs and Societies Committee.

All clubs and societies shall have at least three meetings per semester.

(6) PROPERTY OF RECOGNIZED CLUBS/SOCIETIES

(a) The Secretary of each Club or Society shall be required, each year, before the end of the first
Semester to furnish the Guild Treasurer with a complete inventory of the property of his/her club, which

58
shall be forwarded to the Vice President, Properties and Special Initiatives who has responsibilities for
Properties and Assets of the Guild.

The Vice President, Properties and Special Initiatives shall arrange for the insurance of
valuable equipment in the possession of various Clubs and Societies.

The Officers of Clubs and Societies shall be responsible for the proper custody and safety of all
club property and shall take steps to ensure that such property is properly secured.

(7) MEMBERSHIP OF RECOGNIZED CLUBS/SOCIETIES

Any full member of the Guild of Students is eligible for membership in any club/society. Such
Clubs/Societies may admit to membership such associate members of the Guild as they choose or
any other person subject to the approval of the Clubs and Societies Committee.

Any external member of the Guild of Students, provided he/she is financially contributing to the
Guild, shall be entitled to all privileges of full members of any recognized Club/Society upon signing the
register, except that of holding office. Academic staff may only become full members of recognized
Clubs/Societies upon obtaining membership of the Guild.

Recognized Clubs/Societies shall submit to the Vice President, Services and Special Projects at the
beginning of each Semester, details of proposed activities. Alterations to this schedule of activities should
be conveyed to the Vice President, Services and Special Projects as far as possible, in advance.

The year of office of the Clubs and Societies Committee shall begin and end with the year of office
of the Guild Executive.

REPORTS AND BUDGETS

All Clubs/Societies shall submit their annual reports and budgets for the ensuing year by the
first (1st) Business Day in March.

The Vice President, Services and Special Projects shall, in consultation with the recognized
Clubs/Societies prepare estimates of income and expenditure for presentation to the Guild Executive
by the middle of March. The Clubs and Societies Committee shall allocate the Grant made by the Guild
Executive among the said Clubs/Societies and exercise general control over its expenditure.

All Clubs/Societies affiliated with the Clubs and Societies Committee must submit general financial
reports to the Guild Treasurer at the end of every Semester. No grant will be issued by the Guild
Council to any Club or Society, which does not comply with this regulation.

The Vice President, Services and Special Projects shall prepare a report, which shall include, in
summary form, a report of the activities of the recognized Clubs and Societies and a statement of
their income and expenditure to be presented at the Annual General Meeting of the Guild, during the
first four (4) weeks of Semester 1.
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The Guild Council shall only allocate funds to a club or society which –
is a registered club or society with the University of the West Indies Mona;
is deemed active by producing the minutes of the last three meetings;
has an active bank account with a reputable banking institution; and
is up-to-date with financial reports.

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 THE GAMES COMMITTEE

The Games Committee Chairperson (G.C.C.) shall work in collaboration with the Office of Student
Services and Development through the Sports Department.

He/She shall be an elected member to the Guild Executive.

COMPOSITION

The Games Committee shall be composed of:

The Games Committee Chairperson.

Faculty and Hall Sports Representatives.

Any other members that the Committee deems fit for the adequate performance of its duties.

(4) FUNCTIONS

The Games Committee Chairperson shall:

Chair the meetings of the Games Committee.

Officially appoint all the constituted and other members of the Games Committee during the Guild
Transition Period.

In the absence of the Games Committee Chairperson, any other member of the Games
Committee may convene a meeting of the Committee.

Be the main liaison officer between the Guild and the University Sports Department.

Receive copies of all correspondence sent to the Sports Department from the Guild.

Represent the interests of the Guild at meetings convened by the Sports Department.

Circulate all fixtures of University sporting activities to the various Sports Representatives.

In conjunction with the Sports Department, coordinate the sporting activities during the University’s
orientation programme.

61
 See to the efficient running of intra-UWI sporting activities.

Submit two (2) reports per Semester to the Vice President, Properties and Initiatives.

Present estimates of Income and Expenditure to the Council by first (1st) Business Day in March.

Convene meetings of the Games Committee fortnightly. The Games Committee Chairperson may
call emergency meetings at any time.

Perform all other functions as may from time to time be conferred on him/her by this
Constitution or its ByeLaws.

The Games Committee shall:

Have their first (1st) meetings during the Guild Transition Period and Summer Months.

Also meet within the first two (2) weeks of the first Semester. The Committee may be convened
at any time by the Games Committee Chairperson if he/she deems it necessary.

Meet no less than four (4) times per Semester.

Be responsible for the T.E.A.M. INITIATIVE Programme.

Prepare a Budget Proposal for T.E.A.M. INITIATIVE to present at Guild Retreat in June.

Review the T.E.A.M. INITIATIVE Budget Proposal before it goes to Guild Retreat in June.

56. THE CULTURAL AND ENTERTAINMENT AFFAIRS COMMITTEE

(1) COMPOSITION

The Cultural and Entertainment Affairs Committee shall be composed of:

The Cultural and Entertainment Affairs Chairperson.

The Vice President, Services and Special Projects.

The Guild Treasurer who shall be Treasurer of the Committee.

The President.

The Public Relations Officer.

Three other members appointed by the Guild Executive.

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The Committee shall elect a Secretary from among its members.

(2) FUNCTIONS

The Cultural and Entertainment Affairs Chairperson shall:

Chair the meetings of the Cultural and Entertainment Affairs Committee.

Officially appoint all the constituted and other members of the Cultural and Entertainment
Affairs Committee during the Guild Transition Period.

In the absence of the Cultural and Entertainment Affairs Chairperson, the VicePresident, Services and
Special Projects may convene a meeting of the Committee.

Also be referred to as the C.E.A.C.

The Cultural and Entertainment Affairs Committee shall:

Have their first (1st) meetings during the Guild Transition Period and Summer Months.

Also meet within the first two (2) weeks of the first Semester. The Committee may be convened
at any time by the C.E.A.C. if he/she deems it necessary.

Be responsible for coordinating and overseeing all the cultural, entertainment and cocurricular
activities of the Guild, with the exception of sports, as approved by the Guild Executive.

Be responsible for organizing the Guild Orientation cultural and entertainment activities including
the Freshers Quiz, the Freshers Debate, the Freshers Lyme, the Freshers Concert, the Freshers Fete and
the Freshers Dinner or any other orientation activity that the Committee may deem necessary. This
Constitution allows the Guild Council to change from the traditional activities mentioned above if they
wish to.

Be responsible for organizing the weekly INTEGRATION THURSDAYS. Integration Thursdays shall
occur between and during the hours of 2:00 p.m. and 5:00 p.m. each and every Thursday when classes
break to facilitate all the activities of Clubs and Societies and other cocurricular activities. These
activities should include any form of cultural and entertainment activities. After 5:00 p.m. the
activities may close with a weekly fete.

Be responsible for organizing MISS UWI (MONA) Pageant.

Be responsible for organizing UWI CARNIVAL Activities.

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 Work closely with the various student organizations, which are promoting cocurricular, cultural
and entertainment events, and shall help to broadcast and maximize student support for these events.

Liaise with the Office of Student Services and Development (O.S.S.D.) and the Phillip Sherlock Centre
for Creative Arts (P.S.C.C.A.) to coordinate the activities of all the recognized social, cultural, religious
and political Clubs and Societies of the Guild of Students, with a view to allocating and supervising the
use of adequate funds, equipment and related materials by these Clubs and Societies.

(3) The C.E.A.C. shall form and chair the following subcommittee of the Cultural and Entertainment
Affairs Committee:

Culture and Entertainment SubCommittee

Orientation SubCommittee

MISS UWI (MONA) Pageant SubCommittee

UWI CARNIVAL SubCommittee

(4) MEETINGS OF THE CULTURAL AND ENTERTAINMENT AFFAIRS COMMITTEE

Notwithstanding what is contained in Section 42, the Cultural and Entertainment Affairs shall
meet within three (3) weeks of the first Semester and thereafter at least twice per Semester.

(5) VACANCIES

A vacancy in the office of the C.E.A.C. shall be filled in accordance with Section 25 of the
Guild Constitution.

In the event that the post of President or any other member of the Committee of a Club or
Society becomes vacant, such vacancy shall be filled in accordance with the relevant provisions for
such eventuality in the Constitution of that Club or Society.

57. THE EXTERNAL AFFAIRS COMMITTEE

(1) COMPOSITION

The External Affairs Committee shall be composed of the following members:

The External Affairs Chairperson.

The Vice President, Services and Special Projects.

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 The Public Relations Officer.

The Post Graduate Representative.

The Part Time Representative.

Hall External Affairs Chairpersons.

Faculty External Affairs Chairpersons.

Two other members appointed by the Guild Executive

(2) FUNCTION

The External Affairs Chairperson shall:

Chair the meetings of the External Affairs Committee.

Officially appoint all the constituted and other members of the External Affairs Committee during
the Guild Transition Period.

In the absence of the External Affairs Chairperson, the Vice President, Services and Special
Projects may convene a meeting of the Committee.

The External Affairs Committee shall:

Have their first (1st) meetings during the Guild Transition Period and Summer Months.

Also meet within the first two (2) weeks of the first Semester. The Committee may be convened
at any time by the External Affairs Chairperson if he/she deems it necessary.

Promote, foster, and develop the cultural, educational and social links with, and develop meaningful
programs in the wider community, both national and international, which will aid in improving and
maintaining a positive image of the University and its students.

Ensure that the main objective is to enhance and encourage the broadest of possible participation by
students in such programs, which may from time to time be organized.

Act as the liaison body between the Guild and other unions both national and international,
in accordance with the policies laid down by the Guild Executive.

(3) The External Affairs Chairperson has the power to organize subcommittees for the effective
functioning of the Committee. Subcommittees shall include:

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 External Affairs SubCommittee

Outreach SubCommittee

Special Events SubCommittee

58. THE PUBLIC RELATIONS COMMITTEE

(1) COMPOSITION

The Public Relations Committee shall be composed of:

The Public Relations Officer.

The Vice President, Services and Special Projects.

The Publications Chairperson.

The Guild Secretary.

The MAPS Representative.

The Faculty Public Relations Officers

The Hall Public Relations Officers

Three other members recognized by the Guild Executive to be beneficial to the operation of
the Committee.

(2) FUNCTIONS

The Public Relations Officer shall:

Chair the meetings of the Public Relations Committee.

Officially appoint all the constituted and other members of the Public Relations Committee
during the Guild Transition Period.

In the absence of the Public Relations Officer, the Vice President, Services and Special Projects may
convene a meeting of the Committee.

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The Public Relations Committee shall:

Have their first (1st) meetings during the Guild Transition Period and Summer Months.

Also meet within the first two (2) weeks of the first Semester. The Committee may be convened at any
time by the Public Relations Officer (Chairperson of the Committee) if he/she deems it necessary.

Seek to ensure special broadcasting facilities in national media.

(3) FUNCTIONS

The Public Relations Officer has the power to authorize subcommittees for the effective functioning
of the Committee. SubCommittees shall focus on:

Media/Communication.

Fostering good relations between the U.W.I. Administration and the Guild.

Maintaining the Guild Website.

THE GUILD PUBLICATIONS COMMITTEE (G.P.C.)

ESTABLISHMENT OF THE GUILD PUBLICATIONS COMMITTEE

The Guild Publications Committee shall be a Standing Committee of the Guild and shall be subject to the
directions and control of the Guild Executive.

(2) COMPOSITION

The Guild Publications Committee shall be composed of:

The Publications Committee Chairperson.

Vice President, Services and Special Projects.

Such editors of the Guild’s official organ and any other Guild publication as may be allowed by
the Guild Council.

Such subeditors of these Guild publications as may be allowed by the Guild Council.

A Treasurer of the Committee who shall be in charge of fundraising activities.

A Secretary of the Committee nominated from the members.

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 Two Guild Photographers who shall be appointed by the Guild Council on the recommendation of the
Committee.

A Distribution/Marketing Manager of all publications to be approved by the Committee. The

Publications Committee Chairperson has the power to authorize the following subcommittees:

Printing SubCommittee.

Scope SubCommittee.

(3) FUNCTIONS

The Publications Committee Chairperson shall:

Chair the meetings of the Publications Committee.

Officially appoint all the constituted and other members of the Publications Committee during
the Guild Transition Period.

In the absence of the Publications Committee Chairperson, the VicePresident, Services and Special
Projects may convene a meeting of the Committee.

The Publications Committee shall:

Have their first (1st) meetings during the Guild Transition Period and Summer Months.

Also meet within the first two (2) weeks of the first Semester. The Committee may be convened
at any time by the Publications Committee Chairperson if he/she deems it necessary.

The Publications Committee shall be responsible for:

The production and publication of the official organ of the Guild at least three times per semester.

The production of such other newspapers, books, magazines, articles, etc. as the Guild Executive
shall desire to publish.

(4) ELECTION OF MEMBERS

The Chairperson shall be appointed as under Clause 16 (2) of the Guild Constitution.

Other members must be nominated by the Chairperson within three (3) weeks of
his/her appointment for approval by the Guild Council.

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 THE GUILD LIBRARIAN COMMITTEE (G.L.C.)

ESTABLISHMENT OF THE GUILD LIBRARIAN COMMITTEE

The Guild Librarian Committee shall be a Standing Committee of the Guild and shall be subject to the
directions and control of the Guild Executive.

(2) COMPOSITION

The Guild Librarian Committee shall be composed of:

The Guild Librarian.

The Guild Publications Committee Chairperson.

The Public Relations Officer.

The President.

The Post Graduate Representative.

The Faculty Representatives.

The Hall Representatives.

The Part Time Representative.

A Treasurer of the Committee who shall be in charge of fundraising activities.

A Secretary of the Committee nominated from the members.

Three other members appointed by the Guild Executive. The Guild Librarian has the power to
authorize the following subcommittees:

Archiving SubCommittee.

Cataloguing SubCommittee.

(3) FUNCTIONS

The Guild Librarian shall:

Chair the meetings of the Guild Librarian Committee.

Officially appoint all the constituted and other members of the Guild Librarian Committee during the
Guild Transition Period.

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(c) In the absence of the Guild Librarian, the Guild Publications Committee Chairperson may convene
a meeting of the Committee.

The Guild Librarian Committee shall:

Have their first (1st) meetings during the Guild Transition Period and Summer Months.

Also meet within the first two (2) weeks of the first Semester. The Committee may be convened
at any time by the Guild Librarian (Chairperson of the Committee) if he/she deems it necessary.

The Guild Librarian Committee shall be responsible for:

Archiving all Guild related materials for the purpose of history and posterity, from the start of
the Guild Council to the current time.

Cataloguing all Guild related materials on an ongoing basis for the Guild Library.

Maintaining the Guild Library by making sure that all Guild materials are kept in the best possible
condition.

(4) ELECTION OF MEMBERS

The Chairperson shall be appointed as under Clause 16 (2) of the Guild Constitution.

Other members must be nominated by the Chairperson within three weeks of his/her appointment
for approval by the Guild Council.

HALL COMMITTEES

Hall Committees shall be responsible to the students in their respective Halls and shall
be accountable to the Guild Executive.

Hall Committees shall be Standing Committees of the Guild and shall be subject to the directives
and controls of the Guild Council.

COMPOSITION

Hall Committees shall be composed of:

The Hall Chairperson representing the Hall on the Guild Council.

Deputy Hall Chairperson.

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 Treasurer.

Secretary.

Public Relations Officer.

Cultural and Entertainment Affairs Chairperson.

Sports Representative

External Affairs Chairperson

Publications Chairperson

Environmental Coordinator

All other members as the Committee deems fit for the proper functioning of the Committee.

(4) FUNCTIONS

The Hall Chairperson to the Guild Council shall:

Chair the meetings of the Hall Committee.

Acknowledge the Constitution of his/her Hall as it relates to the Guild Transition Period.

Acknowledge the Constitution of his/her Hall as it relates to the absence of the Hall Chairperson.

Represent the views of the Hall Committee to the Guild Council.

Relay all directives and relevant information from the Guild and Guild Council to students in Hall.

Perform all other functions as may from time to time be conferred on him/her by the Hall
Committee and this Constitution.

Present monthly written reports to the Guild Executive on activities in the Hall.

The Hall Committee shall:

Have their first (1st) meetings of the Hall Committee during the Guild Transition Period and
Summer Months.

Also meet within the first two (2) weeks of the first Semester. The Committee may be convened
at any time by the Hall Chairperson if he/she deems it necessary.

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 Have their own respective Constitutions which shall be automatically authorized by the
Guild Constitution.

Work in association with the Guild to achieve the objects of the Constitution as stated in Section 4…

Represent the interests of the students in the Hall to the Guild Council.

Communicate all directives and relevant information from the Guild and Guild Council to students
in the Hall.

THE COMMUTING STUDENTS’ COMMITTEE

(1) ESTABLISHMENT OF THE COMMUTING STUDENTS’ COMMITTEE

The Commuting Students’ Committee shall be a standing Committee of the Guild and shall be subject
to the directions and control of the Guild Executive.

(2) COMPOSITION

The Commuting Students’ Committee shall comprise of:

(a) The Commuting Students’ Representative;

(b) The Deputy Commuting Students’ Chairman;

(c) The Commuting Students’ Committee Treasurer;

d) The Commuting Students’ Committee Secretary;

e) The Commuting Students’ Committee Public Relations Officer;

f) The Commuting Students’ Committee Cultural and Entertainment Affairs Chairman;

g) The Commuting Students’ Committee Female Sports Representative

h) The Commuting Students’ Committee Male Sports Representative;

i) The Commuting Students’ Committee External Affairs Chairman; and

j) Any other member deemed necessary by the Commuting Students’ Representative under the
recommendation of the Commuting Students’ Executive.

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(3) Method of Election

(a) The Commuting Students’ Representative shall be elected in the annual Guild Elections by
majority vote of the commuting students eligible to vote as stipulated in Section 6 (b) of the
constitution.

(b) All other positions shall be decided on by majority vote via independent Commuting Students’
elections.

(3) FUNCTION

The Commuting Students’ Committee shall:

Have their first (1st) meetings of the Commuting Students’ Committee during the Guild Transition
Period and Summer Months.

Also meet within the first two (2) weeks of the first semester. The Committee may be convened at
any time by the Commuting Students’ Representative (Chairperson of the Committee) if he/she deems
it necessary.

Represent all the interests of the Commuting Students’.

Also represent all the views of the Part Time Students’.

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 63. THE MONA ASSOCIATION OF POSTGRADUATE STUDENTS (M.A.P.S.)

(1)[THE POSTGRADUATE COMMITTEE]

The Mona Association of Postgraduate Students (MAPS) shall be a Standing Committee of the Guild
subject to the directives and control of the Guild Executive.

(2) COMPOSITION

The MAPS shall be composed of:

The President.

The Vice President.

The Treasurer.

The Secretary.

A Representative from each Faculty.

A Representative from each Hall.

(3) METHOD OF ELECTION

The President shall be elected by majority vote of the postgraduate students eligible to vote
as stipulated in Section 6 (b) of the Constitution.

All other positions shall be decided on by majority vote at the first meeting of the Association.

(4) FUNCTIONS

The President of MAPS shall:

Chair the meetings of the MAPS.

Hold the first (1st) meeting of MAPS during the Guild Transition Period.

Officially appoint all the other members of MAPS after the majority vote at their first (1st)
meeting during the Guild Transition Period.

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 In the absence of the President of MAPS, the Vice President of MAPS may convene a meeting of
the Committee.

Represent the views of the MAPS to the Guild Council.

Communicate all directives and relevant information from the Guild and Guild Council to members of
MAPS.

Perform all other functions as may from time to time be conferred on him/her by the MAPS
Committee and Guild Council.

Present written monthly reports to the Guild Executive on the activities of MAPS.

The MAPS Committee shall:

Have their first (1st) meetings of the MAPS Committee during the Guild Transition Period
and Summer Months.

Also meet within the first two (2) weeks of the first Semester. The Committee may be convened
at any time by the President of MAPS (Chairperson of the Committee) if he/she deems it necessary.

Work in association with the Guild to achieve the objects of the Constitution as stated in Section 4…

Represent the interests of postgraduate students in all faculties to the Guild Council.

64. THE UNITED THEOLOGICAL COLLEGE COMMITTEE

(1) COMPOSITION

The United Theological College Committee shall be composed of:

The United Theological College Representative

(2) FUNCTIONS

The United Theological College Representative shall:

Chair the meetings of the United Theological College Committee.

Officially appoint all the members of the United Theological College Committee during the
Guild Transition Period.

In the absence of the United Theological College Representative, the deputy may convene a
meeting of the Committee.

Be hereafter referred to as the UTC Representative.

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The UTC Representative Committee shall:

Have their first (1st) meetings of the UTC Representative Committee during the Guild
Transition Period and Summer Months.

Also meet within the first two (2) weeks of the first Semester. The Committee may be convened
at any time by the UTC Representative (Chairperson of the Committee) if he/she deems it necessary.

THE FACULTY OF LAW REPRESENTATIVE COMMITTEE

ESTABLISHMENT OF THE FACULTY OF LAW REPRESENTATIVE COMMITTEE

The Faculty of Law Representative Committee shall be a Standing Committee of the Guild and shall
be subject to the directions and control of the Guild Executive.

(2) COMPOSITION

The Faculty of Law Representative Committee shall be composed of:

A President/Chairperson

A VicePresident

A Treasurer

A Secretary

A Public Relations Officer

(3) FUNCTIONS

The Faculty of Law Representative shall:

(a)Chair the meetings of the Faculty of Law Representative Committee.

The Faculty of Law Representative Committee shall:

(a) Have their first (1st) meetings of the Faculty of Law Representative Committee during the
Guild Transition Period and Summer Months.

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(b) Also meet within the first two (2) weeks of the first Semester. The Committee may be convened
at any time by the Faculty of Law Representative (Chairperson of the Committee) if he/she deems it
necessary.

66. THE WESTERN JAMAICA CAMPUS COMMITTEE

The Western Jamaica Campus (University of the West Indies, Mona) was established in 2008. The
Western Jamaica Campus opened its doors to students for the Academic Year 20082009.

(1) ESTABLISHMENT OF THE WESTERN JAMAICA CAMPUS COMMITTEE

The Western Jamaica Campus Committee shall be a Standing Committee of the Guild and shall
be subject to the directions and control of the Guild Executive.

(2) COMPOSITION

The Western Jamaica Campus Committee shall be composed of:

A President who shall be chairperson.

A VicePresident.

A Treasurer.

A Secretary.

A Public Relations Officer.

A Cultural and Entertainment Affairs Chairperson.

An External Affairs Chairperson.

A Games Committee Chairperson.

A Publications Chairperson.

Any other member deemed necessary by the Western Jamaica Campus Committee.

(3) FUNCTIONS

The President of the Western Jamaica Campus Committee shall:

(a) Be elected from among the Student population of the Western Jamaica Campus.

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 Also be referred to as the Western Jamaica Campus Chairperson.

Chair the meetings of the Western Jamaica Campus Committee.

Officially appoint all the other members of the Western Jamaica Campus Committee during the
Guild Transition Period.

In the absence of the President, A VicePresident may convene a meeting of the Committee.

The Western Jamaica Campus Committee shall:

Be hereafter referred to as the WJC Committee.

Have their first (1st) meetings of the WJC Committee during the Guild Transition Period and
Summer Months.

Also meet within the first two (2) weeks of the first Semester. The Committee may be convened
at any time by the President of the WJC Committee (Chairperson of the Committee) if he/she deems
it necessary.

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 88. OPERATIONS OF THE GUILD COUNCIL

(1) MEETINGS

(a) Ordinary meetings of the Guild Council shall be called by the authority of the President.

At least three (3) days notice shall be given to every member of the Guild Council.

Notwithstanding the above, the President may call extraordinary meetings of the Guild Council and
a minimum of twenty four (24) hours notice of such meetings shall be given to every member of the
Guild Council.

One half of the members of the Guild Council shall constitute a quorum.

The meetings of the Guild Council shall be held in accordance with Section 31 of the Constitution.

VOTES OF CENSURE AND NO CONFIDENCE

Motions leading to votes of censure against and or no confidence in members of the Guild Council
or any Committee of the Guild shall be considered at any General Meeting of the Guild as long as such
motions arise from the business of the meeting.

Such motions shall be introduced at a meeting of the Guild which has a minimum of two
hundred and fifty (250) members in attendance.

The motion shall be passed by a majority of fifty (50) percent plus one of the members present
and voting at the meeting.

Points of procedure not mentioned in these Standing Orders shall be ruled upon by the
Chairperson of the meeting in accordance with the Rules of Procedure laid down in the booklet “Rules
of Order for Council and other Committees of the Guild of Students.”

Questions relating to the validity of proceedings shall be directed by the Chairperson to the
Guild Council if questions be posed by at least twenty (20) Guild members.

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 89. GUILD ELECTIONS

(1) Duties of the Returning Officer shall:

Subject to the approval of the Guild Executive, appoint such deputies as he/she shall deem
necessary for the efficient conduct of the elections.

Collect the list of persons, eligible to vote in that election from the UWI Administration on written
authorization of the Guild Executive.

Circulate using Notice Boards and campus media the byelaws governing Guild Elections.

At least ten (10) days before the date of any election the Returning Officer shall cause to be posted in
suitable places, notices stating:

The date, time and place of the Election.

The latest time for the receipt of nomination papers by the Returning Officer or his/her deputy, which
shall be not less than twenty four (24) hours before the time fixed for the beginning of the election.

The number of vacancies to be filled.

The time up to which nominated candidates may withdraw by notice in writing and how and to
whom this notice shall be sent. The time shall not be less than twentyfour (24) hours before the day of
the election.

(2) Conduct of Elections

The dates for the election of officers and members of the Guild Council shall, subject to Section 20 of
the Constitution, be decided by the Guild Executive.

A nomination paper shall contain the name of one candidate only, his/her level and status, and if
appropriate his/her constituency together with the signature of the proposer and seconder and that
of the person nominated.

All nomination papers shall be handed to the Returning Officer before the hour fixed
under Subsection (4) (b) of this Constitution.

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 Not more than seventy two (72) hours after the time fixed for the close of the nominations, the
Returning Officer shall have posted on all Notice Boards provided on Campus for Guild Notices, lists of
the vacancies in each constituency, together with the names, levels, and statuses of the persons
nominated.

Similar lists revised by way of deleting the names of candidates withdrawn shall be posted by the
Returning Officer at least seventy two (72) hours before the time fixed for the beginning of the
election.

Each voter shall sign a register before recording his vote. At the time, of the closing of the poll, the
counterfoils of the ballot papers and the register shall be sealed and not opened except by an order for
a scrutiny of the vote.

A voter may vote for as many candidates as there are vacancies.

A voter may give only one vote for any one vacancy.

Any infringement of subsections

(g), (j), (k) or (l) shall invalidate the ballot in respect of which the infringement occurs.

Ballot boxes shall be provided in such places as the Guild Executive shall direct, and shall be sealed up
at the close of the poll until the counting of the votes.

The poll shall be opened from 8:00 a.m. to 7:00 p.m. on the day of the election.

The result of the election shall be published within forty eight hours of the closing of the poll.

In the event of a tie in voting, a fresh poll shall be taken within five days between the hours of 12
noon and 8:00 p.m.

All questions relating to the validity of an election shall be determined by the Returning Officer. All
such questions shall be raised in writing within two weeks of the election.

Voting papers shall not be destroyed before the lapse of two weeks after the result of the elections
has been finally resolved.

No campaigning (distribution of material or verbal harassment) shall be conducted by candidates or

their representatives within 300m in any direction of any polling station.

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