Rules Committee Regulations 1 of 2017

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, whether in hard copy or electronic format), and who wish to use the name and/or Arms of the University in its title or the word ‘Oxford’ 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 consent 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the club, society or organisation has been registered with the Proctors for two consecutive terms, and consent may be withdrawn as he or she thinks fit. Any consent granted by the Vice-Chancellor shall be withheld or withdrawn if the registration of the club, society or organisation concerned lapses or is withdrawn or withheld by the Proctors.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 1.10–1.13 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 Director of Sport.

(3) In these regulations, ‘non-sports club’, ‘sports club’, and ‘publication’ mean the members of the club, society or organisation concerned.

(4) With the exception of certain sports clubs as provided in regulation 1.12 (1) (a) below, each club, society or organisation registering with the Proctors shall be required to adopt a standard form of constitution published by the Proctors after consultation with the University’s Legal Services Office (as may be varied if the Proctors so permit in accordance with regulations 1.11 (3), 1.11 (4), 1.12 (6), 1.12 (7) or 1.13 (2) below).

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

(1) designate not more than one person entitled to a University email account (as defined by IT Rules) to act as its IT Officer, whose duties shall include liaising with IT Services 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;

(2) 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) as its principal webmaster, whose duties shall include maintaining an awareness of the guidelines for web and social media publishing the University may provide from time to time, and coordinating and regulating access to the web facilities used by the club, society or organisation;

(3) comply with regulations and guidelines relating to the use of IT facilities provided by IT Services and published from time to time (the "IT Rules") (including those guidelines relating to the operation of electronic mailing lists);

(4) 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 IT Services.

1.9 Each club, society or organisation registering with the Proctors shall conduct its activities in accordance with University procedures, codes of practice and policies in force from time to time on equality, harassment, freedom of speech and safeguarding.

1.10 Each club, society or organisation registering with the Proctors shall be entitled to restrict its membership to members sharing a protected characteristic as defined in Section 4 of the Equality Act 2010, provided that (a) the relevant club or society’s objects (as defined in its constitution) relate directly to that protected characteristic, and (b) the Proctors shall have first approved the restriction.

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

(a) establish a constitution in accordance with regulation 1.7 (4) above and deposit a copy of it with the Proctors;

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

(c) notify the Proctors no later than the end of the second week of every Full Term the programme of meetings, speakers and events which has been arranged for that term (for example by sending them a copy of its term-card);

(d) appoint a president (or similar principal officer) who shall be a student member or a member of one of the other institutions listed in (k) 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);

(e) appoint a secretary who shall be a student member or a member of one of the other institutions listed in (k) 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;

(f) appoint a treasurer who shall be a student member or a member of one of the other institutions listed in (k) 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 (h) below or the Proctors; and shall forward to the Proctors at the end of week 9 of Trinity Term a copy of the annual accounts for the financial year to which they relate (the format of which the Proctors may prescribe) signed by the Senior Member for retention on the Proctors’ files. This is subject to the condition that during the first year of registration, a club may be required by the Proctors to submit termly accounts;

(g) not appoint several individuals jointly to hold any of the offices specified in (d), (e), and (f) nor allow any individual to hold more than one of these offices at a time or to hold any such office whilst not resident at an address within the limits specified in Regulation 4 of the Regulations for Residence in the University;

(h) 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 and shall not remain in office for more than 5 years;

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

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

(k) without prejudice to regulation 1.10, admit to membership any student members of the University, those whose names are on the Register of Visiting Students, and, at the discretion of its committee, students registered to read for diplomas and certificates in the University, student members of Permanent Private Halls who are not student members of the University, members of Ruskin College, and of Ripon College Cuddesdon;

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

(m) if having a turnover in excess of £25,000 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 (the format of which the Proctors may prescribe) for independent professional inspection and report by a properly qualified person approved in advance by the Proctors; accounts shall be ready for independent professional inspection and report within four months of the end of its financial year and the costs of the inspection and report shall be borne by the non-sports club; if requested by the person approved by the Proctors 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;

(n) maintain a register of members as specified by the club’s constitution who shall elect or appoint the officers (including those specified in (d), (e), and (f)) 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;

(o) 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 (the format of which the Proctors may prescribe).

(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 (d)–(i) and (k)–(m) of regulation 1.11 (1) above, subject to such terms and conditions as they may from time to time see fit to impose. If a dispensation is granted pursuant to this regulation 1.11 (3), the relevant non-sports club may apply to the Proctors for permission to change the club’s constitution established in accordance with regulation 1.7 (4) above so that the form of constitution reflects the dispensation granted.

(4) In addition, at the request of a non-sports club, the Proctors shall have discretion to permit changes to the club’s constitution established in accordance regulation 1.7 (4) above where the Proctors consider that a change is strictly necessary in order to enable the club to carry out its objects (as defined in its constitution).

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

(a) establish a constitution either (i) in accordance with regulation 1.7 (4) above or (ii) if designated by the Proctors as a club with special requirements for registration, in accordance with provisions agreed with the Proctors, and deposit a copy of it with the Director of Sport. The criteria for identifying a club with special requirements for registration shall be: (i) carrying out activities requiring a strategy longer than five years; or (ii) receiving external funding (including through alumni or philanthrophy) greater than its internal funding; or (iii) having a track record of national or international attracting media attention.

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

(c) appoint a president (or similar principal officer) who shall be a student member or a member of one of the other institutions listed in (h) 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);

(d) appoint a secretary who shall be a student member or a member of one of the other institutions listed in (h) 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;

(e) appoint a treasurer who shall be a student member or a member of one of the other institutions listed in (h) 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 (g) below or the Proctors;

(f) not appoint several individuals jointly to hold any of the offices specified in (c), (d), and (e) nor allow any individual to hold more than one of these offices at a time or to hold any such office whilst not resident at an address within the limits specified in Regulation 4 of the Regulations for Residence in the University;

(g) appoint to its committee a Senior Member (who shall be a person who is a member of Congregation and shall not remain in office for more than 5 years) through whom the club is accountable to the Proctors; in exceptional circumstances (for example 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;

(h) without prejudice to regulation 1.10, admit to membership any student members of the University, those whose names are on the Register of Visiting Students, and, at the discretion of its committee, students registered to read for diplomas and certificates in the University, student members of Permanent Private Halls who are not student members of the University, members of Ruskin College, and of Ripon College Cuddesdon;

(i) admit to membership, if it so wishes, other persons not being student members of the University, or one of the institutions listed in (h) above, on condition that students of Oxford Brookes University shall not constitute more than one-fifth of the total membership and in addition other non-University members shall not constitute more than one-fifth of the total membership;

(j) 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 the end of Full Trinity Term for the year they relate to), 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 £50,000 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 (the format of which the Proctors may prescribe) for independent professional inspection and report by a properly qualified person 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 inspection and report shall be borne by the sports club; if requested by the person approved by the Proctors, 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;

(k) ensure that all paid and unpaid club administrative and coaching appointments are ratified by or on authority of the Director of Sport and that all coaches are accredited where appropriate by the relevant national governing body;

(l) operate and keep updated a suitable club webpage displaying (as a minimum) current club contacts, approved constitution and code of conduct, complaint procedure and club safety policy, including risk assessment.

(2) The organisers of any event or competition that is approved or advertised by a sports club as being an official event of the club concerned (other than such events already included in the club’s approved code of conduct on safety matters and risk assessment) must submit to the Proctors not less than 21 days before the date of the proposed event an event plan and risk assessment, together with documentary evidence of appropriate insurance cover. The organisers shall observe such conditions relating to the running of the event as may be specified by the Proctors (who shall take advice from the University Marshal and the Sports Safety Officer).

(3) 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.

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

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

(6) 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)–(e) of regulation 1.12 (1) above, subject to such terms and conditions as they may from time to time see fit to impose. If a dispensation is granted pursuant to this regulation 1.12(6), the relevant sports club may apply to the Proctors for permission to change the club’s constitution so that the form of constitution reflects the dispensation granted.

(7) In addition, at the request of a sports club submitted through the Director of Sport, the Proctors shall have discretion to permit changes to the club’s constitution where the Proctors consider that a change is strictly necessary in order to enable the club to carry out its objects (as defined in its constitution).

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

(a) establish a constitution in accordance with regulation 1.7 (4) above and deposit a copy of it with the Proctors: the Proctors may require that the constitution take a form prescribed by the Proctors in order to ensure that the administration of the publication complies with applicable law;

(b) 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;

(c) appoint a member of Congregation as its Senior Member who shall be kept informed of the activities of the publication and who shall not remain in office for more than 5 years;

(d) 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 (the format of which the Proctors may prescribe) for the preceding term signed by the Senior Member for retention on the Proctors’ files;

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

(f) conduct its activities with due regard to student media guidance issued by the National Union of Students and the National Union of Journalists, and in accordance with the National Union of Journalists’ code of conduct; and

(g) in the event of having a turnover in excess of £25,000 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 (the format of which the Proctors may prescribe) for independent professional inspection and report by a properly qualified person approved in advance by the Proctors; accounts shall be ready for independent professional inspection and report within four months of the end of the financial year of the publication; if requested by the person approved by the Proctors 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 regulation 1.13 (1) above, subject to such terms and conditions as they may from time to time see fit to impose. If a dispensation is granted pursuant to this regulation 1.13 (2), the relevant publication may apply to the Proctors for permission to change the publication’s constitution established in accordance with regulation 1.7 (4) above so that the form of constitution reflects the dispensation granted.

2.1 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.

3.1 Student members must familiarise themselves with the Proctors’ guidance on Statute XI published on the Proctors’ Office website.

3.2 (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 1pm or 5.15 and 6pm, or between 15 minutes before and 30 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.

3.3 (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 regulation 3.3 (1) above.

4.1 (1) No student member shall participate in any sports tours, competitions or training activities 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 or other designated college officer of that member’s college, society, Permanent Private Hall or other designated institution; and

(b) the Proctors.

(2) Any request to the Proctors shall be (a) accompanied by the written permission of the Senior Tutor or other designated college officer and (b) made as soon as possible and, in any case, not less than two calendar weeks in advance of the proposed date of departure from the United Kingdom.

4.2 No student member shall organise any activity overseas on behalf of any club, society or other organisation registered with the Proctors, whether during term-time or vacation, without applying to the Proctors for permission before any firm commitments are entered into and in any case not less than one calendar month in advance of the proposed date of departure from the United Kingdom. The application for the Proctors’ permission must be accompanied by details of the plans for the activity concerned, including finances. When considering applications the Proctors may take advice as appropriate from the Sports Safety Officer, the Director of Sport, the University Marshal and committees of the Conference of Colleges.

4.4 Each student member participating in such activities overseas for which permission has been given by the Proctors in accordance with regulation 4.2 above shall observe any conditions imposed by the Proctors, for example 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.

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

5.2 No student member shall knowingly breach any regulation or instruction made by or on the authority of the Director of Sport or the Sports Safety Officer, by Oxford University Rowing Clubs with the consent of the Proctors, or by a responsible external body such as the Environment Agency or British Rowing, relating to safety on the river.

5.3 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 21 days before the date of the proposed competition an Event Plan and Risk Assessment, together with documentary evidence of appropriate insurance cover, 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 Sports Safety Officer).