Our Constitution

 

The Mathematics Society will be affiliated with the Guild of Societies within Cardiff University Students’ Union and, as such, shall agree to the following… 

 

[1]The Mathematics Society shall adhere to all rules of the University, the Students’ Union Constitution, and the Students’ Union Social Policy and Activities Laws, which can be found on cardiffstudents.com. 

 

[2]Representatives from the Mathematics Society shall attend Societies Council, Societies Forums, the Cardiff University Students’ Union Annual General Meeting (AGM), and any other meetings called by the Students’ Union, as laid out by the Tier Structure. 

 

[3]The Mathematics Society shall maintain an active student membership of no less than 20 student members. 

 

[4]The Mathematics Society shall elect a new committee at the end of each academic year, normally via the online elections system. 

 

[5]The Mathematics Society shall maintain a core committee of three members – a President, a Secretary, and a Treasurer. 

 

[6]The Mathematics Society shall hold an Annual General Meeting at the end of each academic year. 

 

[7]The Mathematics Society’s finances shall be kept in the assigned bank account in the Finance Office of the Students’ Union and managed by the Treasurer of the Mathematics Society. 

 

[8]The Mathematics Society will seek advice and permission from the Students’ Union before entering into any contract or other legally binding arrangement. 

 

[1]Title

 

The Society shall be known as the Cardiff University Students’ Union Mathematics Society. At any time this may be shortened to “Maths Society”. 

 

[2]Aims and Objectives

 

The aims and objectives shall be:  

 

[2.1]To enhance the student experience for students of mathematics and related fields 

 

[2.2]To develop an academic community within the Cardiff School of Mathematics 

 

[2.3]To promote career opportunities for graduates of mathematics 

 

[3]Affiliation

 

[3.1]The Mathematics Society will be affiliated with the Guild of Societies within Cardiff University Students’ Union. 

 

[3.2]The Mathematics Society will be affiliated with the School of Mathematics at Cardiff University, which offers funding on the condition that the Mathematics Society ensures an inclusive and diverse range of activities. 

 

[4]Students' Union

 

[4.1]The Mathematics Society shall form part of Cardiff University Students’ Union, and as such, will adhere to all the rules of the University, the Students’ Union Constitution, the Students’ Union Social Policy and Activities Laws, and rules laid down herein. 

 

[4.2]Representatives from the Mathematics Society shall attend the following meetings: 

  1. Societies Council  

  1. Societies Forums 

  1. Cardiff University Students’ Union Annual General Meeting (AGM) 

  1. Any other meeting called within the Students’ Union constitution that requires the attendance of Society representatives, such as a General Meeting 

The number of representatives required shall be outlined in the Guild of Societies Tier Structure. 

 

[4.3]The Guild of Societies reserves the right to veto any activities of the Mathematics Society should they feel it contravenes any Students’ Union policy or places undue risk on the individuals involved. 

 

[5]Membership

 

[5.1]Membership may consist of any ordinary member of the Students’ Union wishing to participate in and further the aims and objectives of the Mathematics Society. 

 

[5.2]At the discretion of the Mathematics Society committee, members of staff, alumni, and associate members of the Students’ Union may join the Society.   

 

[5.3]The Mathematics Society shall maintain an active membership of no less than 20 ordinary members of the Students’ Union. 

 

[5.4]The membership fee shall be determined by the Committee and approved by the Societies Team annually. 

 

[5.5]All participants in society activity must be registered members of the Mathematics Society and the Guild of Societies, or registered for specific events via Give it a Go or another Union Department. Activities that require registration are outlined in the Activities Laws. 

 

[5.6]Members’ details will be held by the Students’ Union in line with the Data Protection Act and utilised in line with guidance in the Activities Laws. 

 

[5.7]Student members are entitled to: 

  • Join and participate in any activity organised by the Mathematics Society, subject to funding, skill, experience, and availability. 
  • Attend, address and vote at any general meeting of the Mathematics Society.   
  • Attend any committee meeting of the Mathematics Society and, at the discretion of the committee, be granted speaking rights.  
  • Hold a position on the committee of the Mathematics Society.  
  • Vote to elect any committee members of the Mathematics Society. 

 

[5.8]Non-student members are entitled to: 

  • Join and participate in any activity organised by the Mathematics Society, subject to funding, skill, experience, and availability. 
  • Attend and address any general meeting of the Mathematics Society. 
  • Attend any committee meeting of the Mathematics Society and, at the discretion of the committee, be granted speaking rights.  

 

[5.9]The Mathematics Society will operate on a basis of inclusion, therefore, no member will be discriminated against in line with the Equal Opportunities Policy. 

 

[6]The Committee

 

[6.1]The committee is responsible for the day-to-day running of the Mathematics Society in accordance with the aims and objectives in [2]. 

 

[6.2]The committee shall collectively, along with their own job roles, ensure that the Mathematics Society abides by the Cardiff University Students’ Union’s policies and procedures. 

 

[6.3]All committee members shall be elected democratically. Elections shall normally be carried out online at cardiffstudents.com. 

 

[6.4]Committee nominations must be open to every student Society member and all student Society members must have the opportunity to vote in the committee election. Non-student members will not be able to run or vote in committee elections. 

 

[6.5]Committee positions must be resided by members who are current students at Cardiff University. 

 

[6.6]The Mathematics Society committee shall have a minimum of three roles, a President, Secretary and Treasurer, at any one time. 

 

[6.7]The duties of each of the Committee members shall be as follows: 

  • President: Acting as the principal officer, spokesperson for the society and key contact with Cardiff University Students’ Union, the President leads and co-ordinates the Society, committee and members.  They shall be responsible for the planning, organising and chairing of committee meetings and for protecting the interests of the Society in accordance with its aims and objectives. They shall also take responsibility for the organisation of large events. 
  • Secretary: The Secretary’s prime function is to administrate the running of the Society, keep accurate records and communicate with the committee and society members.  
  • Treasurer: The Treasurer has responsibility for the financial affairs of the Mathematics Society, ensuring that Cardiff University Students’ Union Financial Guidelines are adhered to. They shall present the Society’s finances at a General Meeting of the Mathematics Society. 

 

[6.8]Additional committee members shall include: 

  • Vice President: The Vice President is responsible for co-ordinating committee members and supporting them in their roles. They are jointly responsible with the President for large events, and shall deputise for them wherever necessary. 
  • Social Secretary: The Social Secretary is responsible for organising a regular programme of small-scale social events (including non-alcoholic socials), ensuring that contractual agreements with social sponsors are kept, and producing risk assessments for these events where not already covered. 
  • Welfare Officer: The Welfare Officer is responsible for ensuring that the society is inclusive to all students, and shall act as the “Wellbeing Officer” for the society as defined by the Students’ Union. 

 

[6.9]A vote of ‘no confidence’ in a committee member must be submitted formally in writing by any member to the entire committee and the Guild of Societies. This is to be voted on in an Emergency General Meeting (EGM) called by the committee with at least two weeks’ notice. A minimum of half the society’s membership must be present and the motion must be passed by two thirds of those present. The decision of this vote is subject to appeal by the committee member through the Societies Executive Committee.  

 

[6.10]A change in committee roles must be passed at an EGM before nominations open. 

 

[6.11]The committee shall have the power to appoint appropriate sub-committee. 

 

[6.12]Committee members should always act in the best interests of their Society. Where a committee member has interests outside of the Society that could come into conflict, or could be perceived to come into conflict, these should be declared to the entire committee. It may be appropriate for them to abstain from the relevant decision making processes. 

 

[6.13]The outgoing committee shall decide, by a simple majority vote, which additional roles are to be elected for the following academic year. At any time, the new committee may similarly decide to elect such roles from this list. 

 

[7]Committee Meetings

 

[7.1]Committee meetings shall be held regularly, as required. 

 

[7.2]Quoracy for committee meetings is half of all committee members plus one, or three committee members, whichever is the greater. 

 

[7.3]Committee Meetings shall be chaired by the President (or Vice President in their place), with the Secretary taking minutes. Business to be discussed in the meeting should be proposed, in writing to the Chair, at least 24 hours in advance. 

 

[8]General Meetings

 

[8.1]General Meetings, to which all members are invited, shall be held as and when necessary. 

 

[8.2]An Annual General Meeting (AGM) shall normally be held during the Spring Semester. 

 

[8.3]At least two weeks’ notice of a General Meeting shall be given by the Secretary to all members and Cardiff University Students’ Union. 

 

[8.4]Constitutional amendments, which include changes in committee structure, can be passed at any General Meeting by two thirds of those present or by more than half of the membership, whichever is the lesser.  Amendments will then require ratification by the Societies Team. 

 

[9]Finance

 

[9.1]The Mathematics Society’s finances must be administered in accordance with the guidelines set out by the Guild of Societies and Cardiff University Students’ Union. 

 

[9.2]In the event that the Mathematics Society is no longer able to carry out its activities, and thus folds, all assets and debts will revert back to Cardiff University Students’ Union. 

 

[9.3]Under no circumstances will the Mathematics Society’s funds be distributed amongst members.  

 

[9.4]Committee members shall not receive payment or any other kind of financial benefit from the Society. Only genuine out-of-pocket expenses will be authorised by the Societies Team. 

 

[9.5]The Mathematics Society may not enter into any contract or other legally binding arrangement without the permission of Cardiff University Students’ Union. 

 

[10]Complaints, Discipline and Appeals Procedures

 

[10.1]Informal complaints against the Mathematics Society or any of its members or committee members shall be submitted to the Mathematics Society President. The committee shall consider the complaint and may uphold or dismiss the complaint and may be entitled to take suitable action. 

 

[10.2]The Mathematics Society committee shall attempt to resolve complaints, but shall contact the Guild of Societies for advice and further discussion. 

 

[10.3]Reports of alleged misconduct or inappropriate behaviour of any members or committee members shall be submitted in writing to the Mathematics Society President or the Guild of Societies.  

 

[10.4]The Guild of Societies may refer matters to the Students Union’s Complaints Policy, Discipline Policy or Disputes Between Members Procedures. 

 

[10.5]The complaints procedures shall be clearly communicated to the alleged offender(s) to ensure they understand their rights and responsibilities. 

 

[10.6]The initial complaint or report of alleged misconduct should be forwarded to the Vice President Societies for consideration if: 

  • The Mathematics Society Committee feel unable to consider the complaint without bias, or; 
  • The complainant feels the complaint or report will not be considered without bias. 
  • In this case, an appeal against the outcome of a decision shall be sent to the Students’ Union President. 

 

[10.7]Actions from complaints and allegations, which are upheld, may include the following; 

  • Verbal or written reprimand and/or; 
  • Suspension of any or all membership privileges and/or; 
  • Termination of membership of the Mathematics Society and/or; 

Referral of complaint to the Students’ Union Complaints or Discipline Procedures and/or; 
Other actions as outlined in the Activities Laws. 

 

[10.8]Outcomes of a complaint or report of alleged misconduct are subject to appeal. Appeals should be submitted in writing to the Vice President Societies, as outlined in the Activities Laws.  

 

Cardiff University Students’ Union, registered in Wales. Nothing here in contained constitutes an order for goods or services unless accompanied by an official order

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