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Imperial College Union Media Group Committee Standing Orders

  1. Name

    1. The committee shall be know as Imperial College Union Media Group (hereafter The Committee)

  2. Aims and Objects

    1. The Committee shall co-ordinate the development and provision of student media within Imperial College Union, as a service to the members of Imperial College Union and for the social and professional development of those union members.

    2. The Committee shall endeavour to support the clubs and societies within Media Group in providing the students of Imperial College with up to date and relevant information regarding Imperial College and Imperial College Union.

    3. In pursuing these aims the Committee shall:

      1. Oversee the management and production of all Imperial College Union media (as listed in appendix 1 – hereafter referred to as constituent organisations) according to their separate constitutions.

      2. Facilitate the communication between the constituent organisations.

      3. Agree and monitor an annual “Statement of Service” from each of the constituent organisations.

      4. Ensure that the editorial policy of the constituent organisations conforms to the objectives laid down in their separate constitutions.

      5. Advise and assist the staff of the organisations.

      6. Ensure that the editorial responsibilities of fair play and honesty prevail whilst defending the concept of editorial freedom.

      7. Assess the total scope of union media, with the aim of encouraging expansion or reorganisation as and when important new media emerge.

  3. Status

    1. The Committee is a Club and Society Committee of the Union.

    2. Any decision made by the Committee, or its sub-committees, may be overturned by Imperial College Union Council.

  4. Quorum

    1. The Quorum of the Committee or any of its sub-committees shall be one half the total members of the respective committee.

  5. General Meetings

    1. The committee shall consist of:

      1. The Officers (as listed in section ),

      2. The Chairs and Treasurers of its constituent organisations

      3. The Sabbatical Officers as ex-officio voting members.

      4. Two Ordinary Members elected at and in the Annual General Meeting.

    2. The committee, when formed as a general meeting, shall exercise all the powers of the Media Group, and its decisions are binding on sub-committees, clubs and societies.

    3. General meetings and their subcommittees shall follow the standing orders for meetings in Union regulations. The Honorary Senior Treasurer shall be an observer at general meetings.

    4. General meetings shall be held twice a term, and emergency meetings called on petition of the Chair or five members of the committee.

    5. General meetings may not be held twice within any five college day period.

    6. The business of any one constituent organisation shall only be dealt with if the chair (or equivalent proxy) of that organisation is present except:

      1. In regard to the appointment or replacement of that chair

      2. In the case that the chair (or equivalent proxy) has not attended or given apologies to two consecutive meetings of the Committee

  6. Sub-committees

    1. The Committee shall have the power to set up sub-committees in addition to those outlined below and determine their terms of reference before the formation.

    2. The Media Group Executive Committee (hereafter Exec) shall implement the decisions of general meetings and consist of:

      1. The Officers,

      2. The Sabbatical Officers.

      3. Two Ordinary Members,

      4. Such additional members as the committee may co-opt.

    3. Treasurers’ meetings shall be convened on the same day each week during term-time for completion of financial procedures and discussion and advice on financial issues. There is no quorum for treasurers’ meetings.

    4. Treasurer’s meetings shall consist of:

      1. The Honorary Junior Treasurer, as chair,

      2. The Chair,

      3. The Honorary Senior Treasurer,

      4. The Treasurers of each club.

    5. The Complaints Committee shall meet in the even that a formal complaint is submitted to the Chair regarding any broadcast or distributed material originating from Media Group or its constituent organisations. The Complaints committee shall consist of:

      1. The Media Group Chair (as Chair)

      2. The other Media Group Officers

      3. The Chair(s) of the Society(s) involved in the complaint

  7. Officers

    1. The Officers of the Committee shall be the:

      1. Chair

      2. Secretary

      3. Honorary Junior Treasurer

    2. No person shall hold more than one official post.

    3. Officers hand over to their successors on the 1st of August.

  8. Job descriptions and responsibilities

    1. The Chair shall:

      1. Represent the Media Group in all relevant Union and College Committees

      2. Chair the Media Group main, executive, and complaints committees.

      3. Be responsible to the Union President through the appropriate Deputy President for the finances, health & safety, adherence to policy and activities of the Media Group and its clubs and societies.

      4. Be responsible for the efficient organisation and administration of the Media Group.

      5. Administer the Media Group Pots and organise the Annual Dinner

      6. Be responsible for promoting and advertising the Media Group within Imperial College Union.

      7. Negotiate other duties with officers.

    2. The Secretary shall:

      1. Deputise for the Chair in his or her absence.

      2. Assist the Chair in his or her duties and negotiate other duties.

      3. Be responsible for the efficient administration of the Media Group.

      4. Record and prepare minutes of the main and executive committees.

    3. The Honorary Junior Treasurer shall

      1. Be responsible to the Chair for the efficient administration of the finances of the committee.

      2. Organise weekly Treasurers’ meetings.

  9. Complaints

    1. Complaints shall be dealt with by the Complaints Committee, except in the following circumstances, when the complaint shall be referred to Imperial College Union Executive Committee

      1. The complaint was placed by a member of the Committee

      2. The Media Group Chair deems the matter serious enough for it to be referred to a higher body.

      3. The complaint occurs during Imperial College Union Sabbatical elections, in which case the matter shall be referred to the Imperial College Union Election Committee.

    2. The complaints committee shall take no action until such time as any such action deemed necessary has been reported to and passed by the Committee. In passing any recommendation by the complaints committee the Committee have the power to:

      1. Remove elected officers, except in the case of Felix Editor where the matter shall be referred to Imperial College Union Council

      2. Force and apology of the same size and prominence as the original offence.

      3. Suspend the action of a constituent organisation (with two thirds majority)

      4. Ban members of constituent organisations from areas of Imperial College used exclusively by the constituent organisations, including but not limited to IC Radio, Stoic, Studio 1, Felix, and the Media Centre Common Room.

      5. Refer matters to Imperial College Union Executive Committee.

    3. In processing complaints, the complaints committee and the Committee shall follow the guidelines set out by the National Press Complaints Committee, the Radio Authority, the Broadcasting Standards Authority, or any equivalent organisation(s) in authority at the time of the complaint.

    4. The complaint shall be placed in writing, addressed to the Chair or Editor of the organisation in question or the Media Group Chair.

    5. In the event that the Complainant(s) are not satisfied, the matter should be referred to the Imperial College Union Executive Committee.

  10. Elections

    1. Elections for officers of the committee shall be at an Annual General Meeting held before Easter.

    2. All Full Members of the Union may stand for any officer post, and only members of the committee may vote in the election. A proposer and ten seconders are required to made a nomination valid. Nominations may be accepted from the floor if no valid nominations are received for a post.

    3. The procedure and timetable for the election shall be as follows:

      1. The election should be advertised for at least one week before nomination papers go up,

      2. Nomination papers should be up for ten college days,

      3. The election is held at a general meeting, including hustings for all candidates.

      4. The election shall be counted by Single Transferable Vote with New Election standing for each post.

    4. The Returning Officer is normally the Chair, though the committee may appoint another.

    5. Vacant or unfilled posts may be filled at an ordinary general meeting, though the requirements in still apply.

    6. Disputes over an election, including elections within the committee’s clubs and societies should be resolved by the Officers of the Committee if possible, and otherwise referred to the Union under the Union’s Election Regulations.

  11. Censure and dismissal of officers

    1. A general meeting of the committee may censure or dismiss its officers by special resolution with the following requirements:

      1. The motion shall be proposed by a member of the committee and seconded by ten full members of the Union at least one week before the meeting.

      2. The subject of the motion has full right of reply at the meeting.

      3. The motion shall be passed only by a two-thirds majority of those present and voting.

      4. Only members of Media Group or its sub-committees who are not co-opt may vote in the appointment, censure or dismissal of co-opt members.

    2. Officers may appeal to the Union President within a week, who may uphold or over-turn the motion. In the case of the Chair the appeal lies to Imperial College Union Executive Committee.

    3. This censure and dismissal procedure exists concurrently with the Union Council’s jurisdiction to remove officers and representatives.

  12. Creation and closure of clubs and societies

    1. A new club may be created by the committee under the following conditions:

      1. the new club shall have aims and objects differing from present clubs and societies and compatible with the committee’s. This shall be decided at the User Group level.

      2. the opinion of the Deputy President (Clubs and Societies) on the value of the new club shall be sought and reported to the committee,

      3. the Full Member of the Union sponsoring it should normally have a petition with twenty prospective members’ names, departments and signatures,

      4. the committee has considered the new club at two consecutive meetings, (one User Group and the next General Meeting).

      5. the committee agrees that the new club will satisfy Health & Safety, financial and other requirements,

      6. a constitution for the new club is approved by the committee. This shall be done at a General Meeting.

    2. Any Full Member of the Union may appeal the decision of the committee to create or refuse to create a new club to the Student Activities Committee, whose decision is final.

    3. A new club may receive no more than £200 initially and £100 in addition thereafter from the central contingency budget in the first year.

    4. A current club that has below twenty members, or has not attended any two General Meetings that academic year may be classed as dormant by the committee by a two thirds majority. Once a club is dormant for twelve months it may be shut down by the committee or the Union.

    5. A club may shut itself down with the consent of general meeting. A club may be shut down by the Media Group committee by special resolution with at least a week’s notice and concurrence of a two-thirds majority.

  13. Status, interpretation and amendment of these standing orders

    1. These standing orders are enacted under Regulation 3 Part E of the Union and as such are bound by the Union’s constitution, regulations and policy.

    2. Formal interpretations of these standing orders shall be made by the Chair. When no settled position can be made on interpretation, or when it involves a Union rule, it shall be referred to the Union President.

    3. The main committee may propose an amendment to these standing orders by a special resolution, with at least one week’s notice of the amendment circulated to all members and concurrence of two-thirds of them. Amendments shall be approved by the Executive Committee of the Union, though a decision to approve or reject an amendment may be overturned by the Union Council.

  14. Appendix 1 – Members of Imperial College Union Media Group

    1. Felix

    2. Pheonix

    3. IC Radio

    4. Stoic

    5. Comic

    6. The Alternative Prospectus

    7. The Imperial College Union Handbook