PROPOSED JOB DESCRIPTIONS

Transcription

1 PROPOSED JOB DESCRIPTIONS The JCR committee consists of the positions listed in this document. New positions can be added, but only according to the procedures specified in the constitution. The constitution shall also dictate the timing of the elections. The general remit for all Committee members is: To attend all meetings of the JCR, or to offer an apology to the chair where attendance is not possible. To serve in accordance with any agreement or policy passed by motion. ( italic text is considered advice, other text is Constitutional) President The role of the President is to be the head of the JCR. The job of President involves the most work and responsibility of all positions. The President will oversee, and may get involved in every aspect of the JCR, which is part of the privilege of the Presidency. As chairman of the Committee, the President will direct meetings. The President represents the JCR to the Hall Management, and to the RUSU Student Council. The President is also held accountable with the treasurer for administration of JCR funds. Principal 1. To convene and chair meetings of the JCR in accordance with the Constitution. 2. To act on behalf of the JCR, or any JCR member, on any matter concerning Hall Management or the University. 3. To attend meetings of the Reading University Student Council, and offer an apology to the chair where attendance is not possible. 4. To attend, where possible, any JCR Presidents' training offered by RUSU and meetings of the JCR Presidents' Committee, and offer an apology to the chair if unable to attend. Other 1. To hold a copy of the minutes of meetings of the JCR. 2. To hold a copy of the Constitution and make it available on the JCR Notice Board and at meetings of the JCR. 3. As signatory of the JCR accounts, the President is equally accountable with the Treasurer for the administration of the JCR accounts. The President may request assistance from the Vice Presidents in carrying out presidential duties, however the President will remain accountable for the completion of these duties. The amendments to the constitution in November 2005 ruled that all members of the JCR committee shall now become Vice Presidents. This includes the Secretary and Treasurer, and although they shall not adopt the VP title, they must abide by the general duties described as follows. Vice Presidents

2 The job of Vice Presidents is to support the President and to take over Presidential duties if the President should be absent or resigned. For example, the Vice Presidents may agree to chair JCR meetings, attend Student Council meetings or deal with any other matters. The Vice Presidents' specific duties, realting to their positions, are detailed under their respective headings. 1. To assume Presidential duties in the absence or resignation of the President. 2. A Vice President may agree to assist in the duties of the President. 3. The Vice Presidents are required to assist with any and all aspects of the JCR as requested by the president. 4. All Vice Presidents must play an active role in the organisation of JCR social events Treasurer The requirements of the Treasurer are basically two-fold. To prepare a budget that will allow income to be spread wisely throughout the three terms of office. Also, to be responsible for the accounts, and control the spending to adhere to your provisional budget. There is no need to have previous experience for this job, the RUSU Handbook gives instructions on how to manage the accounts and they will train you during the first term. 1. To recommend a budget, and the amount of the JCR membership fee in accordance with the budget. 2. To administrate the JCR accounts according to RUSU JCR Treasurers' Handbook (as required to comply with Parliamentary Education Act of 1994) 3. To attend, where possible, all JCR Treasurers' Committee meetings, or to give an apology to the chair of that meeting if unable to attend. 4. To attend any JCR Treasurers' training offered by the Students' Union. 5. The Treasurer shall prepare a report of the budget, balance and review of spending at least once a term. This shall be presented at a meeting of the JCR and posted on the JCR Notice Board. 6. Vice presidents duties, as detailed, apply to the Treasurer. Secretary The job of the Secretary is mainly to take the minutes of the JCR meetings so that there is a good record of all decisions that are made. The minutes are printed and put on the JCR board so that all JCR members are kept well informed. The Secretary therefore, plays an important role in the JCR. Traditionally, the Secretary will make arrangements for the Hall photograph. The Secretary may also assist in the organising of events. 1. To take the minutes of all JCR meetings. If unable to attend a meeting, the secretary must arrange for someone to take the minutes and inform the chair. 2. To provide a copy of the minutes to the chair, and any other Committee

3 member who wishes. 3. To post a copy of the minutes of all JCR meetings, and to count votes cast by ballot at an election or Constitutional reform. 4. Should the president be absent, the Secretary shall take over his/her role of chair in meetings. 5. It shall be the responsibility of the Secretary to administer elections. 6. The secretary shall be responsible for general committee administration, specifically including the catering for formals and the ordering of JCR T shirts. 7. Vice presidents duties, as detailed, apply to the Secretary. Other Responsibilities: 1. The Secretary holds the key to the ballot box. 2. To keep a permanent and presentable record of all minutes, which shall be made available at all meetings of the JCR Vice President(s) Social The position of VP Social is encouraged to be shared by two people, but only so long as the division of work and responsibility is clearly defined. The job of the VP Social(s) is to be in charge of social events planning and organising. It benefits from someone with creative ideas and good enquiry skills. The job involves making bookings with companies for entertainment, transport, decoration etc. for social events. Since there is a lot of scope in this job, the VP Social(s) is encouraged to co-ordinate/involve other members of the Committee in the running and preparing of events. 1. To propose a plan for social events and functions each term. 2. To co-ordinate the organisation of social functions and events of the JCR. 3. To make arrangements and bookings with other organisations and companies involved in social functions of the JCR. 4. To be responsible for the publicity and ticket sales of JCR social events. Vice President(s) Sports The position of VP Sports is encouraged to be shared by two people, but only so long as the division of work and responsibility is clearly defined. The primary responsibilities of Sports Rep are in organising the intramural sports activities. Making sure that all team members know when, where and who we are playing is an important aspect of this. The job involves liaising and communicating with JCR members and Hall Management, and the Sports Federation at the Students' Union (sporting results are handed in at the office on Mondays). The Sports Reps from all Halls meet on a regular basis in order to discuss any problems with the intramural programme. 1. To manage Hall sports events as part of the intramural programme. 2. To attend all meetings convened by the Sports Federation, or to offer an apology to the chair of that meeting if unable to attend. 3. To make proposals relating to the funding of sports activities and equipment of the JCR. 4. To be responsible for all sports clothing and equipment. (The Sports Rep is to provide a report of all sports property at the beginning and end of each term.)

4 Vice President Facilities (this role may also be known as VP Halls, it is up to the elected member to decide his/her title) As of the amendments made by the constitutional working party in November 2005, the VP Facilities is to take on the roles of the discarded positions of Hall rep, Attached members rep, and IT rep. The role of the VP Facilities is two-fold, firstly it is to represent the needs of JCR members resident in hall. This includes raising issues concerning the Hall environment and services the JCR provide to JCR members. The VP Facilities is responsible for the provision of Wessex JCR properties, this role includes the maintenance of the JCR IT suite. The 2 nd role of the VP Facilities is to represent the needs of attached members to the JCR Committee. This is by bringing any requests, complaints etc. to the attention of the Committee. Also part of the job is keeping the attached members informed of JCR Committee decisions, which affect these students (This is usually done by ). The VP Facilities must also promote the availability of attached membership to potential attached members. The VP Facilities is expected to be resident in Hall. If the President and Vice President are not resident, the Hall Rep may be useful in keeping them informed of issues and occurrences in Hall. 1. To represent the views and needs of all Hall members, to the Committee. 2. To be responsible for general JCR property, or property shared by the JCR and the Hall (facilities including TVs, Freeview boxes and Table Tennis table). 3. To negotiate with the Hall over the provision and maintenance of such facilities. 4. To manage and maintain the JCR owned IT facilities 5. To promote attached membership 6. To represent attached members on the JCR committee 7. To contact attached members on issues concerning them, in particular upcoming JCR social events. This duty requires the maintenance of an address book of current attached members containing their contact details, in particular their addresses. Vice President First Years This is an important representative role, which is to promote the JCR to the first year group. The VP First Years facilitates communication between the first years and the JCR Committee by bringing any requests, complaints etc. to the attention of the Committee. Also keeping them well informed of JCR organised events and Committee decisions. 1. To represent the needs and interests of the first year members of the JCR. 2. To act on behalf of any first year member of the JCR in communicating with, or seeking the opinion of the Committee.

5 Vice President International The role of the VP International is to promote the welfare of international students. Particularly as they may find it more difficult to settle into University and Hall life, and to get involved in the JCR. The International Rep raises issues, and deals with these sorts of problems and encourages international o participate in JCR social events. The VP Internationals may gear specific social events towards international students. The VP Internationals is expected to be resident in Hall. 1. To represent the interests and issues specific to international students. 2. To act on behalf of any international student in communicating with, or seeking the opinion of, the JCR Committee, or Hall Management. Vice President(s) Welfare The position of VP Welfare is encouraged to be shared by two people, but only so long as the division of work and responsibility is clearly defined. Mixed Gender pairs are preferred to single sex pairs, although this is not necessary. The VP Welfare is there to promote welfare issues in the JCR such as personal health and safety. There may also be private concerns over which students require advice or council. The JCR aims to make the Hall a functional community where members can enjoy living. This aim is fundamental to the role of the VP Welfare. 1. To provide an impartial, non-judgemental and confidential listening service. Where specific advice is sought, the person(s) should be directed to the appropriate person(s) or establishments offering such advice. 2. To draw attention to safety issues (via posters, etc.) affecting members of the JCR. 3. Where requested or necessary, to liaise on behalf of the JCR members between the JCR Committee and Hall Management. 4. Where demand justifies, or if requested, to advise on organising housing, selfdefence or other relevant issues. 5. To attend, where possible, all welfare meetings and training sessions provided by the University's Chief Welfare Officer or his/her representative(s). 6. To purchase from RUSU, sufficient quantities of personal attack alarms and condoms. 7. To promote their availability and distribute them free of charge to members of the JCR. Vice President Bar The VP Bar is to be chosen by Hall Management, but may sit on the JCR Committee. This is agreed upon at the time of their appointment by the existing JCR committee. If the VP Bar is accepted onto the committee, they can prove valuable in the following ways:

6 Providing feedback about the Bar and the social atmosphere of the Hall Making decisions and helping out particularly with the big social functions. 1. Hall Management defines the job specific duties of the Bar Rep. 2. If the Bar Rep chooses to be a member of the Committee they shall assume the general responsibilities defined under the general Vice Presidents role. 3. They shall act on behalf of the JCR over any issues involving the bar. Amendments The JCR Job descriptions were amended by the constitutional working party of Ricky Lee Phillips, Matt Tebbit, Will Revera, Richard Sabin and John Armstrong on...