University of
Oxford Homepage


Note. An asterisk against an entry in the Contents indicates a previously published notice.
University of Oxford Crest

Oxford University Gazette, 10 March 2005: Notices

GENERAL NOTICES

RULES COMMITTEE

Regulations for the Activities and Conduct of Student Members

Rules Committee Regulations as at 1 October 2005 (Rules Committee Regulations 1 of 2005)

In accordance with Statute XI (Part A, section 4) and Council Regulations 42 of 2002, the Rules Committee has agreed that the following regulations shall be in force for a year beginning on 1 October 2005. These Regulations differ from those in force from 1 October 2004 by (a) introducing new provisions relating to the use of Information Technology facilities by registered student organisations (Part 1, section 1.8); (b) introducing a new prohibition on causing litter in the vicinity of examination venues (Part 4, section 4.2(1)); and (c) permitting rowing in a single scull on weekday mornings during term (Part 6, section 6.1).

Part 1

Clubs, Societies, and Publications

1.1. Student members of the University who form a club or society, or an organisation for whatever purpose (including one for the publication of a journal, newspaper, or magazine), and who wish to use the name and/or Arms of the University in its title (or in the title of a journal, newspaper, or magazine), shall:

(1) register with the Proctors;

(2) obtain the consent of the Vice-Chancellor; and

(3) sign the University's standard form of trademark licence. 1.2. The Vice-Chancellor will not consider applications for the use of the name and/or Arms of the University until the club, society, or organisation has been registered with the Proctors for two consecutive terms, and consent may be withdrawn as he or she thinks fit. Any consent granted by the Vice-Chancellor shall be withheld or withdrawn if the registration of the club, society, or organisation concerned lapses or is withdrawn or withheld by the Proctors.

1.3. A club, society, or organisation which does not wish to use the name of the University in its title may also register with the Proctors if it conforms with regulations 1.9–1.11 below.

1.4. The Proctors may not unreasonably withhold or withdraw registration.

1.5. (1) Failure to comply with these regulations may result in the club, society, or organisation being deregistered and/or fined an amount not exceeding £500 by the Proctors.

(2) These regulations shall also apply to any club, society, or organisation not currently registered with the Proctors but which has been so registered during any of the preceding three terms.

1.6. No member of the governing committee of a club, society, or organisation shall in organising an event or function, or otherwise, encourage or incite a breach of Statute XI or any regulation made under it.

1.7. (1) Each club, society, or organisation which registers with the Proctors shall be designated, as the Proctors see fit, to be:

(a) a non-sports club, society, or organisation ('non-sports club'); or

(b) a club, society, or organisation for sport ('sports club'); or

(c) an organisation for the publication of a journal, newspaper, or magazine, whether in hard copy or electronic format ('publication').

(2) Each such non-sports club and publication shall register with the Proctors through the Clerk to the Proctors, and each such sports club shall register with the Proctors through the Head of the Sports Department.

(3) In this regulation, 'non-sports club', 'sports club', and 'publication' mean the members of the club, society, or organisation concerned.

1.8 Each club, society or organisation which registers with the Proctors shall be entitled to apply to Oxford University Computing Services ('OUCS') to use Information Technology ('IT') facilities (e.g. e-mail and web publication) in the name of the club, society or organisation. Where relevant facilities are allocated by OUCS it shall be the responsibility of the club, society or organisation concerned to:

(a) designate a person entitled to a university e-mail account (as defined by OUCS rules) to act as its IT Officer, whose duties shall include liaising with OUCS about the use of facilities allocated and passing on to his or her successor in office all records (in whatever format held) relating to the use of the facilities allocated;

(b) designate one of its members (who shall be either a student member or, exceptionally, a member of Congregation; and who may be, but need not necessarily be, the same as its IT Officer) to act as its principal Webmaster, whose duties shall include maintaining an awareness of the University Guidelines for Web Information Providers and co-ordinating and regulating access to the web facilities used by the club, society or organisation;

(c) comply with regulations relating to the use of IT facilities provided by OUCS and with the guidelines published from time to time by OUCS for the use of IT facilities by student clubs, societies and organisations (including those guidelines relating to the operation of electronic mailing-lists);

(d) ensure that all designated persons responsible for the IT resources of the club, society or organisation are competent to deal with the requirements of this section, and where necessary undertake training under the guidance of OUCS.

Return to Contents of this section


Non-sports clubs

1.9. (1) Each non-sports club which registers with the Proctors shall:

(a) establish a constitution and deposit a copy of it with the Proctors;

(b) act in accordance with the constitution established under (a) above;

(c) advise the Proctors promptly of any changes in the constitution established under (a) above;

(d) notify to the Proctors not later than the end of the second week of every Full Term the programme of meetings and speakers which has been arranged for that term (e.g. by sending them a copy of its term-card);

(e) appoint a president (or similar principal officer) who shall be a student member or a member of one of the other institutions listed in (l) below attending the institution for the purpose of undertaking a course of study (subject in the latter case to the member's signing, on election to office, an undertaking to abide by the provisions of these regulations and to accept the authority of the Proctors on club matters);

(f) appoint a secretary who shall be a student member or a member of one of the other institutions listed in (l) below attending the institution for the purpose of undertaking a course of study (subject in the latter case to a member's signing, on election to office, an undertaking to abide by the provisions of these regulations and to accept the authority of the Proctors on club matters) and who shall keep a proper record of its activities;

(g) appoint a treasurer who shall be a student member or a member of one of the other institutions listed in (l) below attending the institution for the purpose of undertaking a course of study (subject in the latter case to the member's signing, on election to office, an undertaking to abide by the provisions of these regulations and to accept the authority of the Proctors on club matters) and who shall keep a proper record of its financial transactions which shall be available for inspection at the request of the Senior Member appointed under (i) below or the Proctors; and shall forward to the Proctors by the end of the second week of each Full Term a copy of the accounts for the preceding term signed by the Senior Member for retention on the Proctors' files;

(h) not appoint several individuals jointly to hold any of the offices specified in (e), (f), and (g) nor allow any individual to hold more than one of these offices at a time;

(i) appoint a member of Congregation as Senior Member who shall, by virtue of holding that office, be a member of the non-sports club's committee;

(j) notify to the Proctors by the end of the second week of each Full Term the names of the members of its committee;

(k) notify the Proctors immediately of any changes in holders of the offices specified in (e), (f), and (g);

(l) admit to membership only members of the University, those whose names are on the Register of Visiting Students, and, at the discretion of its committee, members of Ruskin college, of Plater College, of Ripon College, Cuddesdon, and of the Oxford Institute of Legal Practice, and members of the Westminster Institute of Oxford Brookes University who are registered to read for degrees or other qualifications validated by the University of Oxford;

(m) admit to membership, if it so wishes, other persons not being members of the University, or one of the institutions listed in (l) above, on condition that non-university members shall not constitute more than one-fifth of the total membership;

(n) if having a turnover in excess of £15,000 in the preceding year, or if owing to a change in the nature or scale of its activities confidently expecting to have such a turnover in the current year, submit its accounts for audit by auditors approved in advance by the Proctors; accounts shall be ready for audit within four months of the end of its financial year and the costs of the audit shall be borne by the non-sports club; if requested by the auditors the non-sports club shall submit accounts and related material as a basis for a review of accounting procedures, the cost likewise to be borne by the non-sports club;

(o) maintain a register of members as specified by the club's constitution who shall elect or appoint the officers (including those specified in (e), (f), and (g)) and who shall have ultimate responsibility for the activities of the non-sports club; this register must be made available for inspection by the Proctors on request;

(p) notify the Proctors if the non-sports club ceases to operate or is to be disbanded, and at the same time submit a final statement of accounts.

(2) Each officer of a non-sports club must, on relinquishing his or her appointment, promptly hand to his or her successor in office (or to another member of the club nominated by its committee) all official documents and records belonging to the club, together with (on request from the club's committee) any other property of the club which may be in his or her possession, and must complete any requirements to transfer authority relating to control of the club's bank account, building society account, or other financial affairs.

(3) In exceptional circumstances, at the request of a non-sports club, the Proctors shall have discretion to dispense from any of the requirements in (e)–(j) and (l)–(n) of paragraph (1) above, subject to such terms and conditions as they may from time to time see fit to impose.

Return to Contents of this section


Sports clubs

1.10. (1) Each sports club which registers with the Proctors shall:

(a) establish a constitution and deposit a copy of it with the Director of Sport; this constitution must include provisions approved by the Proctors on advice from the Area Safety Officer (Sport) relating to safety and insurance matters and must provide for the sports club to appoint a president (or similar principal officer), a secretary, and a treasurer as required by regulation 1.9 (1) (e), (f), (g), and ( h) above; must provide for the club to admit members as in regulation 1.9 (1) (l) and (m) above; must maintain a register of members as specified by the club's constitution; must notify the Proctors, through the Director of Sport, if the club ceases to operate or is to be disbanded, and at the same time submit a final statement of accounts; and must provide for the club to be run by a committee on which members of the University, both student and other, are in a majority;

(b) act in accordance with the constitution established under (a) above;

(c) advise the Proctors promptly, through the Director of Sport, of any changes in the constitution established under (a) above;

(d) be designated or redesignated by the Proctors, as they see fit after consulting the Sports Strategy Committee, to be a 'foundation sport', 'development sport', 'established sport', or 'recognised sport';

(e) appoint to its committee a Senior Member (who shall be a person who is a member of Congregation) through whom the club is accountable to the Proctors; in exceptional circumstances (e.g. if no suitable member of Congregation can be found), a recognised sports club may request that the Director of Sport be appointed as its Senior Member ex officio.

(f) unless designated by the Proctors to be a 'recognised sport' in accordance with (d) above, present to the Proctors, through the Director of Sport, annual accounts together with a copy of the club's current constitution and list of officers (such accounts to be submitted not later than one month after the end of the financial year to which they relate), subject to the following conditions:

(i) during the first year of registration, a club may be required by the Proctors to submit termly accounts;

(ii) if having a turnover in excess of £40,000 in the preceding year, or if owing to a change in the nature or scale of its activities confidently expecting to have such a turnover in the current year, a sports club must submit its accounts for audit by auditors approved in advance by the Proctors;

(iii) accounts shall be ready for audit within one month of the end of its financial year and the costs of the audit shall be borne by the sports club; if requested by the auditors, the sports club shall submit accounts and related material as the basis for a review of accounting procedures, the costs likewise to be borne by the sports club;

(g) ensure that all paid and unpaid club administrative and coaching appointments are ratified by the Sports Strategy Committee and that all coaches are accredited where appropriate by the relevant national governing body.

(2) Each officer of a sports club must, on relinquishing his or her appointment, promptly hand to his or her successor in office (or to another member of the club nominated by its committee) all official documents and records belonging to the club, together with (on request from the club's committee) any other property of the club which may be in his or her possession, and must complete any requirements to transfer authority relating to control of the club's bank account, building society account, or any other financial affairs.

(3) Any registered sports club may apply to the Proctors, through the Sports Strategy Committee, for permission to co-operate in the establishment of a federal structure or representative team.

(4) There shall be only one registered club for each sport, with the possibility of the club being federal in nature.

(5) In exceptional circumstances, at the request of a sports club submitted through the Director of Sport, the Proctors shall have discretion to dispense from the requirements of any of (a)–(g) of paragraph (1) above, subject to such terms and conditions as they may from time to time see fit to impose.

Return to Contents of this section


Publications

1.11. (1) A publication which registers with the Proctors shall:

(a) notify to the Proctors by the end of the second week of each Full Term the names of its editor or editors and the names of any other persons who have agreed to assume financial responsibility, and shall promptly notify to the Proctors any changes in its editor or editors;

(b) appoint a member of Congregation as its Senior Member who shall be kept informed of the activities of the publication;

(c) keep a proper record of its financial transactions which shall be available for inspection at the request of the Senior Member or the Proctors; and forward to the Proctors by the end of the second week of each Full Term a copy of the accounts for the preceding term signed by the Senior Member for retention on the Proctors' files;

(d) inform the Proctors when publication ceases and in doing so present a financial statement; and

(e) in the event of having a turnover in excess of £15,000 in the preceding year, or if owing to a change in the nature or scale of its activities confidently expecting to have such a turnover in the current year, shall submit its accounts for audit by auditors approved in advance by the Proctors; accounts shall be ready for audit within four months of the end of the financial year of the publication; if requested by the auditors, the publication shall submit accounts and related materials as a basis for accounting procedures, the cost likewise to be borne by the publication.

(2) In exceptional circumstances, at the request of a publication, the Proctors shall have discretion to dispense from the requirements of (b) and (c) of paragraph (1) above, subject to such terms and conditions as they may from time to time see fit to impose.

Return to Contents of this section


Part 2

Motor Vehicles

2.1. No student member shall park a motor vehicle on any land of the University without the express permission of the person or body which has charge of that land.

2.2. A motor vehicle parked without such permission may be wheel-clamped or towed away, and a penalty charge may be incurred.

Return to Contents of this section


Part 3

Defacement of Property and unauthorised Advertisements

3.1. No student member shall intentionally or recklessly and without lawful authority, within six miles of Carfax:

(1) deface any building, wall, fence, or other structure by inscribing on it any writing or posting on or attaching to it any bill;

(2) display any advertising material in a public place.

Return to Contents of this section


Part 4

Behaviour after Examinations

4.1. (1) No student member, other than a candidate presenting himself or herself for examination, shall, at any time between the hours of 12.15 and 1 p.m. or 5.15 and 6 p.m., or between fifteen minutes before and thirty minutes after the scheduled time for the completion of a Public Examination of the University for ten or more candidates, in the company of one or more other persons either:

(a) gather without the prior permission of the Proctors in a public thoroughfare within 300 metres of any place where such an examination is being, or has just been, held; or

(b) having gathered in a public thoroughfare within one mile of any such place, fail to disperse after having been requested to do so by one or more of the Proctors, the Marshal, or their staff.

(2) For the purpose of this regulation, persons shall be regarded as having gathered if they assemble, or form part of an assembly, in such a way as to cause, or to be likely to cause, obstruction of a public thoroughfare.

4.2. (1) No student member shall, in any place or thoroughfare to which members of the general public have access within six miles of Carfax, throw, pour, spray, apply, or use any thing or substance in a way which is intended, or is likely, (a) to cause injury to any person, or (b) to cause damage to, or defacement or destruction of, any property, or (c) to cause litter.

(2) No student member shall be in possession of any thing or substance with intention to commit an offence under paragraph (1) above.

Return to Contents of this section


Part 5

Overseas Activities

5.1. (1) No student member shall participate in any sports tours which involve overseas travel during Full Term or the Thursday and Friday immediately preceding Full Term without the prior permission of:

(a) the Senior Tutor of that member's college, society, Permanent Private Hall, or other designated institution; and

(b) the Proctors.

(2) The written permission of the Senior Tutor shall accompany any request to the Proctors.

5.2. No student member shall participate in any activity overseas organised by a club, society, or organisation registered with the Proctors, whether during term-time or vacation, unless the plans for that activity have been notified at least one calendar month in advance of the date of departure from the United Kingdom to (in the case of sports clubs) the Director of Sport or (in the case of non-sports clubs and publications) the University Marshal.

5.3. Each student member participating in such activities overseas shall observe any conditions imposed by the Proctors on the recommendation as the case may be of the Director of Sport or the University Marshal, e.g. relating to the deposit of contact addresses, fulfilment of health, safety, and insurance requirements, and stipulation of coaches, trainers, or Senior Members to accompany the trip.

Return to Contents of this section


Part 6

Rowing on the River

6.1. No student member (other than a student member currently in residence at All Souls College, Kellogg College, Linacre College, Nuffield College, St Antony's College, St Cross College, Templeton College, or Wolfson College) shall participate in rowing on the river except in a single scull between the hours of 8.30 a.m. and 1 p.m. from Monday to Friday inclusive during Full Term without the prior permission of the Proctors.

6.2. No student member shall knowingly breach any regulation or instruction made by or on the authority of the Director of Sport or the Area Safety Officer (Sport), by Oxford University Rowing Clubs with the consent of the Proctors, or by a responsible external body such as the National Rivers Authority, relating to safety on the river.

6.3. The organisers of any rowing competition for any college, society, Permanent Private Hall, or other designated institution (or between a number of such foundations) which is to be held within six miles of Carfax shall submit to the Proctors not less than twenty-one days before the date of the proposed competition an Event Plan and Risk Assessment, and shall observe such conditions relating to the running of the competition as may be specified by the Proctors (who shall take advice from the University Marshal and the Area Safety Officer (Sport)).

Return to Contents of this section


APPOINTMENTS

Medical Sciences Board

The Medical Sciences Board has conferred the title of Visiting Professor of Clinical Safety Research on C.A. VINCENT, BA (M.PHIL., PH.D. London), Professor of Clinical Safety Research, St Mary's Hospital, London, for a period of three years from 1 April 2005.

The board has conferred the title of Visiting Professor of Public Health on D. YACH (B.SC. Stellenbosch, MB, CH.B. Cape Town, MPH Johns Hopkins), Professor of Public Health, Yale University, for a period of three years from 1 April 2005.

Return to Contents of this section