Introduction
I. The Nature and Structure of the Constitution
II. Definitions
III. Responsibilities and Rights of the Officers of the HCR
IV. Elections
V. Referendums
VI. HCR General Meetings
VII. Extraordinary General Meetings
VIII. Finances
IX. Affiliations to External Organizations
X. HCR Services for Graduate Freshers
XI. Complaints Procedures
XII. Provision of Services for "Opted-Out" Students
Appendix 1: Procedures for Graduates to "Opt Out" of the HCR
Appendix 2: Standing Orders governing the HCR St Cross Room Ballot
Appendix 3: A Protocol governing the Use of the HCR
Appendix 4: Codicil on Film-Related Use of the HCR

Introduction

Brasenose College, Oxford, has a Graduate Common Room which is open to all graduates and some fourth-year undergraduates in statu pupillari at the college. In memory of a past benefactor, it is known as the Hulme Common Room (H.C.R.).

The objects of the HCR are to provide a meeting place for all members, to promote their welfare, interests and social activities and to represent them in the official business of Brasenose College (B.N.C.).

Members of the HCR have the right to withdraw from membership, thus losing the rights to stand for office on the HCR committee or vote at, propose or second motions at, or attend meetings of the HCR. All other services provided by the HCR shall remain available regardless of membership.

(i) This is a constitution for the HCR of Brasenose College, in accordance with Part II of the 1994 Education Act. It is subject to immediate approval, and review at intervals of not more than five years by the Governing Body of Brasenose College, and it is to be interpreted in accordance with the College's Code of Practice for the Junior and Hulme Common Rooms.

(ii) Amendments to this constitution must be duly proposed as motions at a general meeting of the HCR, passed by a majority of at least two-thirds of the members present and also proposed by the Tutor for Graduates as a motion at a meeting of the Governing Body and passed by the Governing Body before they can come into effect. Should a decision of the Governing Body render any of the provisions of this constitution obsolete the President must present the requisite amendment to the constitution for ratification at the next scheduled general meeting of the HCR. If such an amendment is ratified it shall only need the agreement of the Tutor for Graduates, acting on behalf of the Governing Body before it comes into effect.

(iii) There are four appendices in addition to and expanding upon the provisions of this constitution. These appendices may be altered through the procedures they specify, without the procedures defined above for altering the constitution.

(iv) Each graduate student or fourth-year undergraduate who has completed Part I of the Final Honours Schools shall receive a copy of the current version of the constitution when they come into residence. All members of the HCR shall receive a copy of any new version of the constitution that results from a review of the constitution by the Governing Body.

(v) The HCR shall be affiliated to the Oxford University Student Union (OUSU) and the National Union of Students (NUS).

(i) Members of the HCR are all graduate and fourth-year undergraduates who have taken Part I of the Final Honours Schools, in statu pupillari at Brasenose College and resident in Oxford, except those who have chosen to opt out in accordance with Appendix 1 of this constitution.

Associate members of the HCR are graduate students who have been invited to become members by the HCR President at the request of a Senior Member of the college.

(ii) There shall be one Senior Member of the HCR, who shall be the Tutor for Graduates, who shall oversee the implementation of this constitution on behalf of the Governing Body.

(iii) Membership of the HCR shall be free of charge.

(iv) (a) The following officers of the HCR are to be elected annually by secret ballot, in which all members are entitled to vote:-

- President

- Vice-President/Treasurer

- Vice-President (Social Affairs)

- Secretary

- Steward

(b) A Women's Affairs Officer is to be elected annually by secret ballot, in which only female members of the HCR are entitled to vote.

(v) Elections to all offices are subject to the satisfaction of the Tutor for Graduates that they were freely and properly conducted.

(vi) No member may hold a paid, elected HCR post for more than two years.

(vii) The President and Vice-President/Treasurer of the HCR reserve the right to invite up to two members of the HCR to be temporary members of the HCR committee for a period of up to eight weeks at a time, subject to the approval of a majority of members present at a general meeting of the HCR.

(i) The President shall have a duty to:-

(a) Represent the interests of the members of the HCR, both collectively and on behalf of any individual member when requested to do so by that member, to the college authorities.

(b) Attend on behalf of the HCR the General Purposes Committee; Food Committee; meetings with the Principal to discuss the agenda for a forthcoming Governing Body meeting and the minutes of the previous meeting; and other meetings with college officers which he/she might be invited to attend from time to time.

(c) Attend on behalf of the HCR any meetings for MCR or GCR presidents called by the University authorities or the Oxford University Student Union (OUSU).

(d) Attend Governing Body meetings on behalf of the HCR when invited to do so by the Governing Body.

(e) Chair general meetings and extraordinary general meetings of the HCR or to authorise the Vice-President/Treasurer to chair such meetings in his/her unavoidable absence.

(f) Call regular meetings of the HCR committee to coordinate the work of its members.

(g) Be available to give confidential advise to members who seek it.

(h) Organize the maintenance and upkeep of the facilities offered to HCR members in the common room.

(ii) The Vice-President/Treasurer shall have a duty to:-

(a) Assist the President in representing the interests of the members of the HCR, both collectively and on behalf of any individual member when requested to do so by that member, to the college authorities.

(b) Attend on behalf of the HCR the General Purposes Committee; Food Committee; meetings with the Principal to discuss the agenda for a forthcoming Governing Body meeting and the minutes of the previous meeting; and other meetings with college officers which he/she might be invited to attend from time to time.

(c) Attend Governing Body meetings on behalf of the HCR when invited to do so by the Governing Body.

(d) Fulfil the responsibilities laid out in 'Section VIII: Finances' of this constitution.

(e) Organize the maintenance and upkeep of the facilities offered to HCR members in the common room.

(f) Be available to give confidential advise to members who seek it.

(iii) The Vice-President(Social Affairs) shall have a duty to:-

(a) Organize social events for HCR members during term time.

(b) Arrange and distribute to all members at the beginning of each term a calendar of social events for the term.

(c) Recruit a Social Committee, as and when necessary, to help him/her in the organization of HCR social events.

(d) Seek decanal permission for all social events held on college premises which require such permission.

(e) Report to each HCR general meeting on past and forthcoming social events.

(f) Organize at least one fundraising bop each term (subject to the relevant permissions being granted).

(iv) The Secretary shall have a duty to:-

(a) Write letters on behalf of the HCR when mandated to do so by a general meeting or EGM of the HCR.

(b) Write a short report for the Brazen Nose on the past academic year in the HCR.

(c) Maintain an up-to-date copy of this constitution which shall be available for inspection by members.

(d) Fulfil the responsibilities laid down in paragraphs VI (ii), (vi)(a), (viii) and VII(i).

(v) The Women's Affairs Officer shall have a duty to:-

(a) Represent the needs of women graduates to the college authorities.

(b) Give confidential advice to women graduates who approach her for it.

(c) Organize at least one social event for women graduates each term (although not all of the events that she organizes need be only open to women).

(d) Liaise with the College Advisor to Women Students, the JCR Women's Officer and the Brasenose College Women's Group in the exercise of her duties.

(e) Report to each HCR general meeting on forthcoming events for women and on other issues of interest to women graduate students.

(vi) The Steward shall have a duty to:-

(a) Purchase provisions for HCR social events and ensure that there are adequate supplies of tea, coffee, sugar, milk and drinking chocolate available to members in the HCR kitchen.

(b) Keep an accurate and up-to-date record and valuation of the HCR's stocks of food and drink.

(c) Take action to ensure that the HCR kitchen meets whatever hygiene regulations are in force at the time.

(e) Take action to ensure that weekly magazines remain in the HCR.

(f) Keep the lounge area and TV room of the HCR reasonably tidy.

(vii) The officers shall have the right to exercise such dining rights as the Governing Body bestows on them from time to time in recognition of their services.

(viii) Officers shall attend meetings called by the President and carry out other duties that the President asks them to do from time to time.

(ix) The President and Vice-President/Treasurer shall have the power to act as signatories for the HCR's bank or building society account(s).

(x) All officers shall have a responsibility at the end of their term of office to give clear guidance to their successors on how to carry out their office.

(xi) An officer may resign by writing to the President to this effect (or the President may resign by writing to the Vice-President/Treasurer). A by-election shall then ensue governed by the terms of paragraph IV (xii).

(xii) An officer may be impeached in accordance with following procedure:-

(a) Five percent of the members of the HCR must present to the President (or the Vice-President/Treasurer if the President is the subject of the request for impeachment) a motion requesting that the impeachment of the officer concerned be put to a referendum of the membership. The members proposing this motion may request that the motion be discussed at an EGM if a scheduled general meeting of the HCR is not imminent. Such a request must be acceded to.

(b) If the motion is to be discussed at a general meeting then the discussion shall be governed by the terms of Section VI and if it is to be discussed at an EGM the discussion shall be governed by the terms of Section VII, save that a motion calling for a referendum on impeachment must secure a two-thirds majority of those present if it is to be passed.

(c) If the motion to call a referendum is passed the meeting must elect a Returning Officer to be responsible for organizing the referendum. The Returning Officer must be a full member of the HCR and must not be an officer of the HCR or one of the proposers of the motion calling for the referendum.

(d) The Returning Officer must notify in writing all members that the referendum is to take place and post such notice on the HCR notice board. The officer facing impeachment and those proposing his/her impeachment have the right to circulate to all members a brief statement of their case.

(e) The referendum must be held not less than one and not more than two weeks after the meeting at which the motion calling for the referendum was passed and must be by means of a secret ballot held in the HCR in which the poll is open for at least eight hours. For the officer to be impeached a simple majority of the members eligible must vote in favour of impeachment.

(f) If the motion of impeachment is passed by the referendum then the officer must resign immediately.

(i) Elections for all of the offices outlined in paragraph II(iv) shall be held in 7th Week of Hilary Term and the terms of office shall run from 1st April to 31st March inclusive.

(ii) All full members of the HCR are eligible to stand for election to the posts of President, Vice-President/Treasurer, Vice-President(Social Affairs), Secretary and Steward, and all female members are eligible to stand for the post of Women's Affairs Officer, provided that their course of study and funding will last for the full term of their office. Candidates must complete and sign a nomination form and submit it to the Returning Officer before the close of nominations. The nomination must be proposed and seconded by two members of the HCR.

(iii) It shall be the responsibility of the Returning Officer to ensure that the elections and hustings are conducted fairly. A Returning Officer shall be elected by a majority of members at an HCR general meeting in Hilary Term prior to the elections. Any full member of the HCR may stand as Returning Officer, provided that they are not a candidate, a proposer or seconder of one of the candidates, or a member of the outgoing committee.

(iv) The Returning Officer shall post on the HCR notice board notice of the forthcoming election and distribute to all members notice of the election at least three weeks before the close of nominations. Nominations shall close at midnight on Saturday of 6th Week of Hilary Term, and the Returning Officer must post the names of all properly nominated candidates and their proposers and seconders on the HCR notice board by midday on Sunday of 7th Week. The Returning Officer must post to all members notification of the names of the nominated candidates for election to any contested office.

(v) Hustings shall be conducted by the Returning Officer at a general meeting on Sunday of 7th Week. All candidates (even if unopposed) will be asked to speak for a maximum of five minutes to the members present. After all the candidates for a given office have spoken there shall be an opportunity for members to ask them questions. Questions must not be directed to a particular candidate. The hustings for the Women's Affairs Officer shall only be open to women members, save that if all of the candidates agree and there are no objections from any of the women members present men may attend and ask questions. After hustings candidates may post a manifesto on the HCR notice board.

(vi) The poll shall be held in the HCR and shall be open for at least four hours a day on the Wednesday and Thursday of 7th Week of Hilary Term at times agreed by a majority of the members present at the HCR general meeting in 6th Week of Hilary Term. The Returning Officer, or a Deputy Returning Officer appointed by him/her, shall supervise the ballot box at all times when the poll is open. A Deputy Returning Officer must be a full member of the HCR and must not be a candidate or a proposer or seconder of a candidate. All members of the HCR may vote, save that only women members may vote in the election for Women's Affairs Officer.

(vii) The votes shall be counted at the close of poll on the Thursday by the Returning Officer, assisted by the Deputy Returning Officers if this is necessary, and the result shall be announced immediately by the Returning Officer in the HCR. The results shall then be posted on the HCR notice board. Candidates may attend the count in person or send a scrutineer on their behalf. Voting shall be by preferential or single transferable vote, whereby multiple candidates (if there are more than two) are ranked according to preference. After the first counting of ballots, if no candidate has a majority of votes, that candidate who has the lowest number of votes shall be eliminated, and his/her second preferences distributed among the remaining candidates. The process shall be repeated until a candidate has a majority of votes. If, when this process is completed, two or more candidates are tied then the candidate with the most first preferences shall win. If this fails to give a result then the candidate with the most second preferences shall win. If the result is still tied the candidate with most third preferences shall win. If the result is still tied the process shall be continued until all the preferences have been examined in order. If when all the preferences are taken into account there is no result then the Returning Officer shall settle the result by the toss of a coin. If a candidate stands for more than one post and wins the most senior of these then their name shall be withdrawn from the ballot for the other post(s) and their votes redistributed in the same way as if they had come last. A candidate or his/her scrutineer may request a recount. The Returning Officer is obliged to satisfy only one request of this sort from each candidate or his/her scrutineer.

(viii) If only one candidate is nominated then they shall be elected unopposed by acclamation at the hustings meeting, after they have spoken and answered questions.

(ix) If no candidate comes forward for a post then the Returning Officer may seek nominations from candidates who do not meet the requirements laid out in paragraph IV (ii) regarding the length of their course and funding to serve as an acting officer in a particular post, until such time as a candidate comes forward who does meet these requirements or they go out of residence. A candidate elected in this manner shall cease to be an acting officer and be deemed to have been elected to the full office if circumstances change so that their course of study and funding are guaranteed for the full period of their term of office.

(x) Members who cannot attend the HCR during the polling hours can apply to the Returning Officer for a postal vote. All postal votes must be returned to the Returning Officer by the close of poll.

(xi) If there are pressing reasons why the elections cannot be held in 7th Week of Hilary Term on the days prescribed in paragraph IV(vi), a general meeting of the HCR in Hilary Term may pass a duly proposed motion determining a different date for the election, provided that nominations close on a Saturday, hustings take place on a Sunday and the election is held over two days during the following week and the election process takes place within full term time.

(xii) If an officer resigns before the end of their term of office the President shall ensure that a by-election is held within three weeks of notice of resignation being received. The President must appoint a Returning Officer who meets the conditions in IV (iii). This appointment must be ratified by a majority vote in a general meeting of the HCR, if one occurs between the resignation and the close of nominations. The Returning Officer must immediately post a notice of the by-election, its date and the date of the close of nominations on the HCR notice board and distribute a notice of the election to all HCR members. The by-election shall be conducted in accordance with paragraph IV (iv) - (xi). A by-election must be held in full term time.

(xiii) Any complaints regarding the running of an election should be addressed in the first instance to the Returning Officer. If this does not bring satisfaction then complaints should be addressed to the Tutor for Graduates.

(i) A question may be put to a referendum if a motion proposing a referendum is duly proposed and passed by a simple majority of votes cast at a general meeting of the HCR.

(ii) If the motion is passed the meeting shall elect a Returning Officer to be responsible for organizing the referendum. The Returning Officer must be a full member of the HCR who is not an officer or a proposer or seconder of the motion to hold a referendum. He/she may then appoint one or more Deputy Returning Officers who must be full members of the HCR who are neither the proposer nor seconder of the motion to hold the referendum.

(iii) The Returning Officer must post notice on the HCR notice board of the referendum date and the question to be voted on and post such information to all members.

(iv) The referendum must be held not less than one week and not more than three weeks after notice of the referendum being given and must be held within full term time.

(v) A referendum shall be conducted by a secret ballot of all full members of the HCR. The poll shall be open for at least eight hours on the appointed day and the ballot box must be supervised at all times by the Returning Officer or Deputy Returning Officers. The count shall be conducted by the Returning Officer, assisted if necessary by the Deputy Returning Officers, immediately after the close of poll and the result announced by the Returning Officer in the HCR. The result shall be posted on the HCR notice board. The motion shall be carried if there is a simple majority of the valid votes cast in its favour. A tied vote shall constitute the defeat of the motion.

(vi) Members who cannot attend the HCR during the polling hours should apply to the Returning Officer for a postal vote. All postal votes must be returned to the Returning Officer by the close of poll.

(vii) Any complaints regarding the running of a referendum should be addressed in the first instance to the Returning Officer. If this does not bring satisfaction then complaints should be addressed to the Tutor for Graduates.

(i) At least two general meeting of the HCR must be held each term (on Sunday of 2nd Week and Sunday 6th Week) and such meetings shall be open to all members of the HCR. General meetings may only be held within full term time.

(ii) The Secretary must post notice of a meeting on the HCR notice board at least one week before the meeting; must send notices outlining the provisional agenda to all members at least five days before the meeting; and must ensure that there are adequate quantities of copies of the agenda and any supporting papers available at the meeting.

(iii) Business for a general meeting shall include, as a minimum, confirmation of the minutes of the previous meeting, discussion of any matters arising, a financial report from the Vice-President/Treasurer, a report on the social programme from the Vice President(Social Affairs) and a report from the Women's Affairs Officer.

(iv) The quorum shall be ten percent of the membership of the HCR and the quorum count shall take place after the confirmation of, and discussion of matters arising from, the minutes of the previous meeting. If an emergency motion is proposed in the course of discussion of matters arising from the minutes a quorum count must be held before the motion is put to the vote.

(v) The President shall chair all general meetings, save that in his/her unavoidable absence the Vice-President/Treasurer shall chair the meeting or if the matter under discussion is felt to involve the President or his/her actions directly then the meeting shall elected another member to chair the discussion of that particular matter.

(vi) Motions for discussion must be dealt with according to the following procedure:-

(a)Motions for discussion at a meeting must be proposed and seconded by two full members of the HCR and be received in writing by the President or Secretary by noon five days before the meeting. The Secretary must ensure that a copy of any motion for the meeting is posted on the HCR notice board by noon four days before the meeting.

(b) The chair shall ask for a speech in favour of the motion and then one against and shall continue alternately asking for speeches for and against (if such are available) until a proposal is made to put the motion to the vote is or until no one else wants to speak. No speech, whether in favour or against a motion, may last longer than five minutes.

(c) A member may propose that a motion be put to the vote and if this is seconded the chair must ask for one speech in favour of the motion being put to the vote and then one speech against the motion being put to the vote and then take a vote. If the motion to take a vote receives a simple majority of the votes cast, then the chair must immediately ask for a vote on the substantive motion, save that the provisions of paragraph VI(vi)(d) shall apply. If the motion to go to a vote is defeated then the discussion of the substantive motion shall proceed until it is again proposed that the motion be put to the vote or until no one else wishes to speak.

(d) If a motion is presented in parts a member may propose at any time prior to the vote on the substantive motion being taken that when the motion is voted on it be voted on in parts. If this proposal is seconded the chair must ask for one speech in favour of the motion being put to the vote in parts and then one speech against the motion being put to the vote in parts, and then take a vote on whether the substantive motion be voted on in parts. During the discussion of a motion there can be only one vote on whether the substantive motion be voted on in parts.

(e) The proposer of a motion may amend their motion during its discussion, provided that the amendment is seconded by one of the members present. If the motion is amended in this way by its proposer then the motion must be voted on as amended. A member present other than the proposer may propose an amendment to a motion during its discussion. If the amendment is seconded the meeting must, when it comes to vote, vote on the amendment before going on to vote on the motion. If the amendment is passed then a vote shall be taken on the motion as amended.

(f) When a vote on a motion takes place the vote shall be decided by a simple majority of the votes cast. If the vote is tied then the chair has a casting vote.

(vii) An emergency motion may only be presented at a meeting if it is proposed and seconded by two members present at the meeting and if, either it concerns a matter which is being discussed at the meeting and a majority of members present agree to the emergency motion being discussed and voted, upon or if the motion concerns an issue which must be resolved before the next scheduled HCR general meeting. Paragraph VI(vi)(b)-(f) shall apply to the discussion of an emergency motion and voting on it.

(viii) The Secretary shall take minutes of all general meetings and EGM, except for hustings meetings, and must post a copy of the minutes on the HCR notice board within a week of the meeting.

(i) An extraordinary general meeting (EGM) may be called by three members of the HCR committee or five percent of the members of the HCR to discuss a matter of urgency which cannot wait until the next scheduled general meeting to be resolved. A copy of the motion to be discussed at the EGM must be presented to the President with the signatures of the proposing members and copies of the motion must be sent by the Secretary to all members and posted on the HCR notice board.

(ii) An EGM must be held not less than five days after notice of the meeting is given. An EGM shall be governed by paragraphs VI(ii), (iv)-(vi) and (viii) above. No emergency motions may be proposed at an EGM.

(iii) An EGM may only be held in full term time.

(i) The Vice-President/Treasurer shall have a duty to:-

(a) Produce an annual report and budget, outlining income and expenditure for the past and forthcoming year, at the beginning of the Michaelmas Term.

(b) To keep accurate and up-to-date accounts of the HCR's financial position and to arrange to have these audited each year.

(c) To make a detailed interim financial statement at the beginning of each term (and at the end of Trinity Term for the Long Vacation) on the budget for that term and on the financial situation of the HCR during the previous term.

(d) Ensure that the HCR promptly receives the income that it is entitled to and promptly settles all bills that it accrues.

(e) Make available the HCR account books within one week to any member who asks to inspect them.

(ii) Both the budget and the results of the audit shall require the approval of the Tutor for Graduates, representing the Governing Body.

(iii) The accounts and budget must make reference to any external organizations to which the HCR has made a donation and details of such organizations.

(iv) The budget must be available for inspection by any member of the HCR or Governing Body.

(v) Decisions to give HCR funds to clubs, societies, etc. within college must comply with the following procedure:-

(a) Where all the members of the club are graduates or fourth-year undergraduates as specified in paragraph II(i) above, the Vice-President/Treasurer can, at his/her discretion, make a payment of up to £50.00, but must seek ratification for this decision at the next general meeting of the HCR.

(b) Any payment of more than £50.00 can only be authorised if it appears in the budget that the Vice-President/Treasurer has presented to the HCR or is requested in a motion duly passed at a general meeting of the HCR.

(c) Any payment to a club, society, etc. within college which is not solely composed of graduates or specified fourth-year undergraduates must be specifically sanctioned by a motion passed by a general meeting of the HCR.

(i) The HCR may only affiliate to an external organization if a motion to this effect is passed by a simple majority of votes cast at a general meeting of the HCR.

(ii) The motion proposing affiliation must give clear details of the name of the organization and any fee, subscription or donation that will be paid.

(iii) When the HCR decides to affiliate to an external organization the Vice-President/Treasurer must notify in writing all members and the Tutor for Graduates, on behalf of the Governing Body, of the decision, giving the name of the organization and any fee, subscription or donation involved.

(iv) The Vice-President/Treasurer must maintain a list of all external organizations to which the HCR is affiliated along with details of any fees, subscriptions or donations involved, and publish this list annually in Michaelmas Term.

(v) The list of current affiliations must be annually submitted to a general meeting of the HCR in Michaelmas Term for ratification.

(vi) Once every academic year five percent of the members of the HCR may make a request in writing to the President that the question of continued affiliation to a particular organization be put to a referendum. Such a request must be granted and a referendum must be organized by the President in accordance with paragraphs V(ii)-(vii) above.

(i) The President and Vice-President/Treasurer shall send a welcoming letter and any other information that shall from time to time be necessary to all fresher graduates during the summer before they come into residence.

(ii) The Vice-President/Treasurer shall revise each year the Know Your Nose freshers' guide and send it to fresher graduates during the summer before they come into residence.

(iii) The President and Vice-President/Treasurer shall organize a programme of welcoming events for graduate freshers which shall include, as a minimum, a welcoming drinks party, an introductory information meeting and a meal at a restaurant in town. The Secretary shall send to each graduate fresher on arrival a welcoming letter and a programme of the Freshers' Week events.

(i) If any member of the HCR should have any grounds for complaint in their dealings with the HCR or should claim to have been disadvantaged by opting out of the HCR, then the complaints procedure shall be the following:-

(a) The complaint must be raised with the President, who shall then take any necessary action to resolve the matter.

(b) If the complaint is considered to be too closely related to the President or with his/her conduct for him/her to deal with it, or if the actions taken by the President in respect of any complaints raised are deemed unsatisfactory, then it may be raised with the Tutor for Graduates.

(c) If the matter still remains unresolved, it may be referred to an independent person, as specified in the Code of Practice, whose decision shall be binding on all parties.

(ii)The complaints procedure shall be carried out promptly and fairly.

(i) Every graduate or fourth-year undergraduate has the right to opt out of membership of the HCR, by invoking the procedure outlined in Appendix 1, without suffering any disadvantage with regard to the provision of services.

(ii) Any member who opts out of membership of the HCR shall still be afforded all the benefits of membership save

(a) the right to stand for HCR office

(b) the right to propose or second motions at HCR meetings

(c) the right to attend HCR meetings.

(iii) Any individual who has opted out of membership of the HCR who believes they have been unfairly disadvantaged as a result must use the complaints procedures prescribed in Section XI of this constitution to resolve the issue.

(i) This appendix is in addition to and to expands upon the constitution above.

(ii) This appendix may be altered independently of the Constitution by a majority vote at an HCR general meeting.

(iii) The Tutor for Graduates shall be informed immediately of any amendments carried.

(i) The right to opt out of membership of the HCR shall be advertised to all eligible students by the Tutor for Graduates during the first two weeks of Michaelmas term, as outlined in the Code of Practice.

(ii) Any individual who wishes to exercise their right to opt out for the whole of that academic year must notify the Tutor for Graduates by Sunday of 3rd Week of Michaelmas Term.

(i) Rooms at the St Cross Graduate Annexe not allocated to new graduates are allocated to second- and third-year fee-paying graduates on the basis of a ballot conducted by the HCR committee. Eligible members shall have to opt in to the ballot. The ballot will be run on a priority system.

(ii) Eligibility for the ballot shall be on grounds determined from time to time by the college. The priority ranking system for the ballot will be determined by the Tutor for Graduates in consultation with the HCR.

(iii) At the start of Hilary Term the President and Vice-President/Treasurer shall notify all members that a ballot is to take place and the time at which it is to take place, send opt-in forms to all eligible members and post on the HCR notice board a draft priority list supplied by the Tutor for Graduates.

(iv) The ballot shall be conducted towards the end of Hilary Term by the President and Vice-President/Treasurer in public in the HCR in strict accordance with the priority scheme in force at the time. Prior to the ballot a final list of opted in members in order of priority shall be posted by the President on the HCR notice board. The results of the ballot, including the composition of any waiting list, shall be posted by the Secretary on the HCR notice board within 24 hours of the ballot being held.

(v) Complaints about eligibility should be addressed to the Tutor for Graduates. Complaints about the conduct of the ballot should be addressed to the President. If this does not bring satisfaction the complaint should be presented to the Tutor for Graduates.

(vi) Amendments to the procedure for the ballot laid down in paragraphs (iii) and (iv) must be made by a motion carried at a general meeting of the HCR. The Tutor for Graduates must be immediately notified of any amendment carried.

For the purpose of this appendix "HCR member" means any graduate and fourth-year undergraduate who has taken Part I of the Final Honours Schools, in statu pupillari at Brasenose College and resident in Oxford, including those who have opted out of the HCR.

(i) HCR members shall have sole use of all areas of the HCR (lounge area, TV room, graduate computer room, lobby, toilets and kitchen) from the Sunday two weeks before the start of Michaelmas Full Term until Saturday of 10th Week of Trinity Term (inclusive) except for those periods when the college as a whole is closed (subject to the terms of paragraph (iii)).

(ii) HCR members shall have sole use of the HCR TV room, lobby and graduate computer room throughout the entire year, except when the college as a whole is closed (subject to the terms of paragraph (iii)).

(iii) Non-HCR members can only make use of the facilities of the HCR in the following situations:-

(iv) The HCR shall not be used during College Balls without the express permission of the HCR members at a general meeting. If such use is granted then the room must be returned to HCR members in the condition in which it was handed over for use, for which the Ball Committee shall be responsible.

(v) From Sunday of 11th Week of Trinity Term to the Saturday two weeks before the start of Michaelmas Full Term (inclusive) the college will have the right to sole use of the kitchen, lounge and toilet area of the HCR for use by the conferences that the college hosts, save that during the period 1st September to the Saturday two weeks before the start of Michaelmas Full Term (inclusive) the college will return the HCR facilities which it is using to HCR members at the first available opportunity.

(vi) During all periods of conference use under paragraph (v) HCR members shall be provided with their own lounge, toilet and coffee and tea-making facilities elsewhere in college.

(vii) After the periods when the HCR kitchen, toilets and lounge area are used by the college these shall be returned to HCR members in the condition in which they were taken over.

(viii) This agreement on the use of the HCR is between the Governing Body and the HCR. Although the Governing Body holds the ultimate responsibility for decisions about the use of college facilities, any amendments to these arrangements should be discussed by the Governing Body with the HCR with a view to reaching the agreement of both parties.

(ix) In the first instance, disputes (in particular disputes concerning the need for conference use in September (paragraph (v)), the adequacy of the replacement facilities provided during conference use (paragraph (vi)) or the condition of the HCR when returned to its members after conference use (paragraph (vii)) will be settled by negotiation between the officers of the HCR Committee and the Domestic Bursar. Governing Body remains the final arbiter on disputes which remain unresolved by(xi).

1.) In addition to the conference use governed by the above protocol, the College will have the right to the occasional use of the HCR for filming or filming-related activities. Such use will be restricted to periods outside of term time (i.e. during the periods between Sunday of 9th Week of Michaelmas Term and the last Saturday before 0th Week of Hilary Term, between Sunday of 9th Week of Hilary Term and the Saturday before 0th Week of Trinity Term, and between Sunday of 9th week of Trinity Term and the last Saturday before 0th Week of Michaelmas Term). By agreement between the HCR Committee and the Bursar, filming-related use during term time may be possible at weekends only.

2.) As much advance notice as practicable that filming-related activities are to take place must be given to the HCR President in writing.

3.) During periods of filming-related use the film companies shall have sole use of the lounge, toilet and kitchen areas of the HCR. Access by HCR members to the TV room, lobby and computer room may only be restricted if the HCR is being used for actual filming itself, rather than any ancillary functions.

4.) If the HCR is required by College for filming purposes for more than one day in any week then adequate alternative lounge, toilet and tea and coffee-making facilities must be provided for HCR members elsewhere in College for this period.

5.) If the HCR is used for filming or filming-related activities it shall be the responsibility of the College to return the HCR to its members in a pristine condition.

6.) Any disputes regarding the operation of this codicil will be settled in the first instance by negotiation between the HCR Committee, the Tutor for Graduates and the Bursar. The Governing Body remains the final arbiter of any disputes which remain unresolved by this method. The Governing Body has the power to determine whether the level of filming-related use of the HCR is excessive.