THE OXFORD UNION 'HOW TO GET INVOLVED' HANDBOOK TRINITY 2021
Shape the conversation WELCOME FROM THE PRESIDENT-ELECT
CHENGKAI XIE PRESI DENT-ELECT
Dear Members,
As the country opens up, we are also opening our historic building to welcome your visits. Whether you are a fresher who recently joined the Union or a longstanding member who is longing to get back to the debating chamber, please make good use of your membership in the coming weeks as we are entering a future full of hope and opportunities.
The Oxford Union can sometimes seem daunting; you often hear stories about it being filled with ambitious future politicians and competitive elections. Having been on both the outside and the inside, this cannot be further from the truth. We simply give our members a chance to debate and question world leaders, meet their favourite celebrities, and make friends across colleges at our social events. I strongly believe the Union is at its best when it offers something for everyone.
With this ethos in mind, I am inviting you to join my Michaelmas Term 2021 committee. This is your chance to make your mark in this extraordinary institution, and contribute to a term card that aims to excite everyone. Together, we can break down barriers between students and the people who shape our world.
I look forward to seeing your application and/or nomination!
Yours sincerely, Chengkai
CONTENT
1. How to Get Involved 2. Committee Roles 3. Committee Structure 4. Vacation Days 5. Key Rules 6. Glossary
HOW TO GET INVOVLED Join Appointed Committee Appointed positions are advertised in Week 4 by the President-Elect. Applicants submit an application form, with the best candidates selected for interview and appointed.
Run for Elected Committee Running in a Union election is a fun and rewarding, albeit sometimes confusing, process. If you’re interested in running, you have two main choices: you can either run independently or in a team known as a ‘slate’.
There are different requirements to run for different positions: Standing Committee: You must have been a member for at least one term. President: You must have been on Standing Committee.
Once you have nominated for election, and are on the ballot paper, your manifesto will undergo a ‘scrutiny’ process. You may only campaign using claims which have been scrutinised and approved by the Returning Officer.
Most people choose to canvas for votes by messaging their friends and posting on social media.
The most important thing is that you read the rules and advice given to you in your nomination pack. Nominations for election in Trinity Term 2021 will open in the next few weeks, and nomination packs can be collected from the General Office or obtained by emailing RO@oxford-union.org
How to Get Involved Workshop Every term, the President, President-Elect, RO, and an Access Officer will host a ‘How to Get Involved’ workshop. Whether you’re interested in running for election or applying for an appointed role, it’s a really great opportunity to get advice and information to help you decide what steps to take.
President
Librarian
Treasurer Secretary
President
Librarian
Treasurer
Elect
Elect
Elect
Director
Chief
Development
of Press
of Staff
Officer
CCC
Director of
Senior
Junior
Communications
Access
Access
PRESS AND SPONSORSHIP OFFICERS (6 Positions)
STANDING COMMITTEE (5 Members)
GUEST LIASION OFFICERS (4 Positions) LIBERATION OFFICERS
SECRETARY'S COMMITTEE (11 Members)
TEMPORARY APPOINTED OFFICERS
Appointed Committee Elected Committee
*APPOINTED BY THE PRESIDENT BY FRIDAY OF 7TH WEEK
COMMITTEE ROLES 1.1 Elected Roles - Officers President Responsible for the overall running of the Society and, specifically, for Society debates. They bear ultimate responsibility for the term card, including the choice of motions for debates, selection of events and allocation of ‘paper speeches’ to members of committee.
Librarian Responsible for speaker events and the upkeep of the Library, alongside the Librarian-in-Charge (a permanent member of staff). They function as the Vice-President of the Society, help conduct speaker interviews, and chair Library Committee.
Treasurer Responsible for the Union’s finances. They work with the sponsorship team on ‘Treasurer’s Treats’ (discounts around Oxford for Union members) and on raising sponsorship for the Union’s events. They also chair the Finance Committee.
Secretary Responsible for the Union’s social events and for taking minutes in Standing Committee, Public Business Meetings, and Debates. They are also in charge of the ball or garden party.
OFFICERS PRESIDING OVER THURSDAY NIGHT DEBATES
COMMITTEE MEMBERS HAVE OPPORTUNITIES TO ATTEND DEBATE DINNERS
1.2 Elected Roles - Committees Secretary’s Committee (‘Seccies’) There are 11 elected members of Secretary’s Committee. Seccies are the ‘event facilitators’ meaning duties typically involve setting up and helping run events, preparing questions for speakers and meeting many of the speakers who come to the Union!
Must Attend: Consultative Committee (Monday 13:15), Secretary’s Committee (straight afterwards)
Standing Committee (TSC) There are 5 elected members of Standing Committee. This is the governing body of the Society. Standing Committee members are consulted on any changes to the governance of the Union. They also each act as the ‘delegate’ to another committee (such as Bar Strategy Committee, Finance Committee and Access Committee), minuting the meetings and giving advice. Typically, they also get to organise a ‘special event’ like a panel or social during term time.
Must Attend: Consultative Committee (Monday 13:15), Standing Committee (Monday 16:00), delegate Committee (day and time varies).
1.3 Elected Roles -CCC Chair of Consultative Committee (CCC) The CCC is not elected in the main 7th Week elections, but in a meeting of Consultative Committee (CC) in 8th Week. You are eligible to vote or run in this election if you have attended at least 4 of the previous 8 meetings of CC. Although all members of the Union are welcome to attend CC, this usually means the CCC is largely elected by the outgoing committee. The CCC chairs CC and is the Union’s head of logistics. They help manage appointed committee and organise the details of each event. It is a big, timeconsuming role, which is treated like the most senior appointed position.
Meetings of Consultative Committee Take Place in Gladstone Room
COMMITTEE WORKING AT THE OXFORD UNION BALL
2.1 Appointed Roles - Senior Senior Appointed Officials have more responsibility than Junior Appointed Officials, and typically lead teams.
Chief of Staff Responsible for organising the logistics for debates and overseeing the work of all Appointed Officials.
Director of Press Responsible for maintaining relations with student, national and international news organisations. They release weekly press releases, detailing upcoming events, and manage the team of Press Officers.
Director of Communications Responsible for running the Union’s social media. Must Attend: CC (Monday 13:15)
Access Officers (Junior and Senior) Responsible for coordinating the work of the Liberation Officers. They chair Access Committee, and sit on Standing Committee, as non-voting members. There are two Access Officers, one Senior and one Junior, one of which must not be male.
RESERVED SPEAKER MEETING AND PHOTO OPPORTUNITIES FOR COMMITTEE
COMMITTEE MEMBERS HAVE OPPORTUNITIES TO DELIVER A PAPER SPEECH
2.2 Appointed Roles - Junior Sponsorship and Press Officers There are 6 Sponsorship and Press Officers for Michaelmas term. During the vacation, they assist the Treasurer in organising discounts and sponsorship. During term, they assist the Director of Press and Communications in promoting the Union’s events and liaising the press. Each typically live-tweets one to two events per week, with other responsibilities varying each term.
Guest Liaison Officers (GLOs) There are 4 GLOs for Michaelmas Term. During term, GLOs are responsible for looking after debate speakers while they are in Oxford. This can include collecting them from the train station, introducing them to other speakers at the pre-debate drinks reception, and generally assisting them with their visit to the Union.
Liberation Officers The Liberation Officers include the Disabilities Officer, the Ethnic Minorities Officer, the Graduate Officer, the International Officer, the LGBTQIA+ Officer, the Socioeconomic Officer, the Permanent and Temporary Members Officer, and the Women’s Officer. They are responsible for representing the needs of members identifying within their title’s remit. Some Liberation Officers also arrange events or socials coinciding with important points in the calendar. Must Attend: Access Committee (Friday 13:00).
3.1 Other Committees Becoming an elected member of Access Committee, Library Committee, Finance Committee or Bar Strategy Committee can be a good introduction to how the Union works. As an elected member you will make and scrutinise proposals in the respective committee before they go to Standing Committee. You will not have to work vac days or attend other committees.
Keep your eye on the Union’s noticeboard and Facebook page to find out when the vacancies on these committees arise.
3.2 Returning Officers The Returning Officer (RO) is in charge of running the elections of the Society and advising the members on the Society’s Rules and Standing Orders. The RO is accompanied by Deputy Returning Officers (DROs) and Assistants (ROAs), who help run the elections and learn about the processes of the Society so that they can become RO themselves. ROAs can be appointed by the RO, and DROs have to have their selection agreed by the Standing Committee.
For the elections, the RO-team organises nominations, scrutinises manifestos, sets up the poll, helps the members vote, and counts the votes. The RO also maintains the Rules and Standing Orders and makes sure they’re being followed around the society, by helping members fulfil their duties and arranging disciplinary procedures when the Rules are broken. If you’re interested in becoming a DRO or an ROA, email ro@oxford-union.org for more information.
COMMITTEE MEMBERS ARE RESPONSIBLE FOR WELCOMING AND LOOKING AFTER PRESTIGIOUS SPEAKERS DURING THEIR VISIT
Committee Structure 4.1 Consultative Committee Composition: CCC (Chair), elected committee (compulsory), senior appointed (compulsory). All members of the Society may attend and vote.
Meeting Time: Monday, 13:15 Description: Used to communicate information between elected committee during term. For example, the President may use it as an opportunity to publicise events, assign tasks or thank committee members for their good work. Members of the Union are also able to question any member of committee at CC, and this is where the Emergency Debate motion for each week is decided.
4.2 Secretary's Committee Composition: Secretary (Chair), 11 elected members. Meeting Time: Monday, around 13:45 (immediately after CC) Description: Used to coordinate rotas and to ensure seccies are aware of their tasks for the upcoming week.
4.3 Standing Committee Composition: Voting: President (Chair), Librarian, Treasurer, Secretary, 7 elected members, some Ex-officers. Non-Voting: Bursar, Trustees, Senior Officers, Returning Officer, CCC, Access Officers, Development Officer, CDSC.
Meeting Time: Monday, 16:00 Description: The governing body of the Union. Changes to the rules or standing orders, as well as budgets, are passed by the Standing Committee. All other committees report to the Standing Committee with suggestions, investigations, and concerns.
4.4 Finance Committee Composition: Treasurer (Chair), other Senior and Junior Officers, 1 Standing Committee delegate, three voting members, Bursar (non-voting).
Meeting Time: Monday, 15:00 Description: Oversees the Society’s finances and its termly and annual budgets. It can recommend expenditure to the Standing Committee.
4.5 Access Committee Composition: Senior Access Officer (Chair), Junior Access Officer, President, Liberation Officers, One Standing Committee delegate, Bursar, Junior Officers.
Meeting Time: Friday, around 13:00 Description: Supervises and advises on all access-related matters. Each term, it aids the Access Officers in running access-related events, such as visits by secondary school students, or Liberation Officers’ projects. It also works to develop long-term change within the Society.
4.6 Library Committee Composition: Librarian (Chair), Librarian-Elect, Librarian-in-Charge, Standing Committee delegate, up to twelve senior members, up to twelve junior members.
Meeting Time: Monday, 14:15 Description: In charge of overseeing the operation of the Union’s library. Members of the committee compile suggested book lists, which are discussed and approved at the meeting. It also discusses and approves members’ suggestions of new books, and the removal of unused books.
4.7 Bar Strategy Committee Composition: Secretary (Chair), the licensee(s) of the bar, five voting members, one Standing Committee delegate, the Bursar, the House Manager.
Meeting Time: Twice per term. Description: Responsible for the purchasing and supplying of alcohol for the society and monitoring the upkeep of the Bar. Alongside the House Manager, it also determines the pricing strategy of the bar.
4.8 Debate Selection Committee (DSC) Composition: CDSC (Chair), President, up to eight voting members, one Standing Committee delegate.
Meeting Time: Once per week, subject to change. Description: Responsible for the competitive debating side of the Union, including the selection of students to represent the society in external debating competitions, the organisation of workshops, and debate coaching.
LIBRARY COMMITTEE MEMBERS ARE RESPONSIBLE FOR WRITING BOOK LISTS FOR OUR LIBRARY
“Being a sponsorship officer gave me a unique insight into the corporate world, about which I really didn’t know much. Sponsorship Officers still get involved with created debates; I worked on choosing a motion and inviting speakers. I then worked alongside the other Sponsorship Officers on finding debate-specific sponsors before moving on to larger classic corporations who use Oxford as a massive recruiting base. Making phone calls and sending emails to potential sponsors taught me a lot about sales, making a pitch and networking, all with the aim of raising money for the Union. A bit later into the vac, our focus turned to local Oxford businesses, going out and securing Treasurer’s Treats and Floor Prizes by speaking to people in person. In term, the sponsorship element of the role is quite minimal. You might get called upon to work the ball or sub in for a seccie as a teller at a debate dinner too!”
OLGA KOTOVA SPONSORSHIP OFFICER HT21
VIREN SHETTY SPONSORSHIP OFFICER HT20 “While being a sponsorship officer, I worked on securing support from various companies that could support debates or the Union in general. It was time consuming and hard work at times, but undoubtedly fulfilling. I met a lot of amazing people and we were able to work creatively together to build new methods to attract funds.”
“I joined the Union because of its recognisable debates, and also because when I came to Oxford I heard many not feel a part of the Society – I wanted to fix this as best I could. In my time on committee, I have written event invitations, helped to produce a long-term Access Reform handbook, and attended weekly Access Committee meetings; through these I have put in place an Accessibility Consultation for the president, worked to implement automatic captions for online events, delivered an accessibility checklist, and promoted the Accessible Pass Policy. I’ve found the committee to be very understanding of my disability, and supportive of the new ideas I have brought to the table. My role is to represent all disabled members, and I think this is so important, particularly to tackle the exclusionary image which some people may hold of the Union. I hope some of the reforms I have helped to implement will make the Union all the more accessible, and there is so much more that can be done – by being on Access Committee, I have been able to affect change and have a positive impact on the experience of under-represented groups. The work is so crucial, and I think that is why it is so rewarding.”
MOLLY MANTLE LGBTQIA+ OFFICER HT20
DANIEL DIPPER DISABILITIES OFFICER TT21 “I first joined committee as a Liberation Officer, because I had a specific interest in improving access at the Union and because the Liberation Officers had been so welcoming when I arrived as a fresher. I found the term really fulfilling and have really enjoyed investing time in bettering the Union. From inviting interesting speakers and organising panels, to drawing up rules changes and reforms, being on committee offers you the opportunity to make really meaningful change and I really enjoyed the chance to represent a specific group of members directly. I have learnt so much from the Union and met so many fascinating people, particularly from outside of college, which can be hard during COVID. I can’t recommend getting involved enough!"
“As Director of Press you are one of the main points of contact to the public, and help set the tone for how the members and non-members view the Union. Though this may seem like a Herculean task, you are also in charge of a team of Press Officers who are on hand to assist you whenever needed. Taking on the role definitely involves a massive learning curve in terms of time management, organisation, and a really clear idea of who your audience is, but it is also one of the most fun roles within the Union.”
ARJUN BHARDWAJ CHIEF OF STAFF HT21
AURORA GUERRINNI DIRECTOR OF PRESS HT21 “Being Chief of Staff has been one of the most rewarding extra-curricular experiences I have had at Oxford. The Chief of Staff’s main responsibility is to organise the historic Thursday night debates; this involves liaising with debate speakers to answer any questions they might have and briefing them about the format and logistics. In addition to this, the Chief of Staff plays a very active role in the selection of the Appointed Committee and has general oversight of the committee’s work over the vacation and during term. The Chief of Staff plays a key role in the development and publication of the Termcard, which gives you the opportunity to have your say in shaping the term’s events. I would strongly encourage you to apply if you have some prior committee experience!”
“Being in the Union and chairing the Access Committee is like being the conductor of a train where all the passengers are ready to travel. Everyone here is looking at change. There are so many people with their heads down working hard, who want to create a community where everyone is welcome. For me, life in the Union, and particularly as Access Officer, is one where we attempt to listen to the largest array of voices to create progress.”
AYESHA KHAN STANDING COMMITTEE TT21
THEO SERGIOU ACCESS OFFICER HT-TT21 Being a member of Standing Committee has been an incredibly rewarding experience. The TSC takes an active role in shaping society. I have enjoyed learning about the intricacies of how the Union is run and members have demonstrated how they can change the workings, rules and provisions for members and in turn change the direction and future of the organisation. As a member of the TSC, one is made privy to the organizational aims and future visions of the Union. We meet once a week where we present, discuss and vote on changes to the rules. We can also become a delegate to another committee if we so wish, such as: Access Committee, Finance Committee, Bar Strategy Committee etc. It is a highly fulfilling role and one that I am enjoying very much.
“Being on Secretary’s Committee was incredible for me! I had the opportunity to make new friends as well as learn a wide range of different skills. I particularly like the fact that committee is full of collaboration and everyone feels like a valuable part of the team. Working on the debates and getting the chance to choose which people to invite was great as it meant that I was able to invite my personal heroes. Everyone on committee is so encouraging and I always felt like there was someone to approach whenever I had any questions! My favourite part was giving a paper speech at the start of one of the debates. This was an incredible experience, and it was an honour to speak alongside so many commendable people. Overall, I had an insightful and thoroughly enjoyable experience that I would definitely recommend!"
PATRICK COLE SECRETARY'S COMMITTEE HT18
RACHEL OJO SECRETARY'S COMMITTEE HT21 “When I ran for Secretary’s Committee, I had no idea how Union elections worked and even less what the job would actually entail. Within a couple of weeks I was churning out invites to everyone from Heads of State to Broadway Icons and moving more chairs than I thought possible. While I firmly believe future candidates should have a better idea what they’re signing up for, I have no regrets in taking the plunge, as it opened the doors to one of the most rewarding experiences Oxford has to offer. From having dinner with the Lord Speaker, to the wallet Paul Smith gave me as a gift for running his event (which is now rather battered), I have made friends and memories through the Union which will last forever.”
VACATION DAYS A key part of being on committee is putting together the term card over the vacation. All elected and appointed committee members are required to complete a certain number of ‘vac days’, usually in 9th and 10th week.
The vac day requirements are as follows:
What are vac days? The aim of vac days is to arrange all the events for the following term. This primarily inviting speakers for debates and individual events. This requires a combination of making phone calls, writing emails and finding good contacts to send invites to!
The President sets the requirement for the quantity and quality of work which must be completed to earn a vac day. This is usually sending around 10-15 good invites. Most presidents also encourage vac days to be completed towards the start of the vacation, so that the term can be organised well in advance.
The first day of the vac is ‘Debate Day’, on which all members of Committee discuss and decide the motions of the term’s debates.
The content of vac days also depends on your specific role; Sponsorship and Press Officers will also work on contacting prospective sponsors. However, the bulk of vac day work revolves around invitations.
For many, vac days are the highlight of their time on committee. From contacting huge names, to meeting students across subjects and colleges, they are a great part of being involved.
Where do vac days take place? For the upcoming long vacation, we are excited to return to in-person vac work. Therefore, you have to work at the Union to qualify for vac days. We will work from 09:30 to 17:30, Mondays - Saturdays.
International committee members and those who are not able to work in Oxford, should contact the President prior to the vac to discuss their vac day arrangement.
You will not be able to enjoy committee benefits, or may even get removed from the committee if you do not meet your vac day requirement.
Vacation Day Finances To make committee work more accessible, the Union is able to reimburse certain costs incurred for staying at Oxford to work vacation days. The President will lay out a detailed vacation day expenses policy at the start of the vacation. Feel free to get in touch with the President if you have any queries.
Key Rules
The Rules, Standing Orders and Special Schedules lay down how the Society should be run, and are available on the Union’s website. Changes to the Rules and Standing Orders are decided by the House (Members in the Chamber during debates) and by the Standing Committee.
As an Officer, Committee Member or Appointed Official,
Chapters Three
and Four define your role. We recommend that you read the relevant part of these Rules.
Rule 71 covers the standard of personal conduct Members are expected to uphold, listing actions that are forbidden. Many of these relate to your obligation to fulfil your responsibilities, particularly abuse of office (using your position in an unfair or improper way) and dereliction of duty (failing to carry out any responsibilities of your post). You can raise any questions about your role or concerns about the conduct of other Members with the Returning Officer (ro@oxford-union.org).
Rule 33 concerns electoral malpractice. If you are running for a position, this will cover any campaigning you do. You can commit electoral malpractice even if you’re not a candidate and even if you’re not aware that you’re doing it, so it is important that you read this rule if you intend to get involved in any campaigns! Any questions about Elections can be raised with the Returning Officer.
The Rules can be changed! If you want to change any Rule, Chapter Six outlines the process for doing this, and the Returning Officer will be able to provide you with guidance and a template on request.
Glossary CC: Consultative Committee Committee: Everyone who has a role in the Union in a particular term (whether appointed or elected).
Emergency, Main, and After Debates: There are three debates every Thursday evening. The Main Debate features external guest speakers and is advertised on the term card. This is preceded by a topical Emergency Debate - this is an opportunity for any member to speak in the Chamber. Finally, there is an After Debate, the motion of which is the same as the main debate, for members to continue their discussion once the guest speakers leave.
Debate dinner: The dinner that the Union hosts before each debate for the guest speakers. Also attended by some members of the committee as a reward for hard work.
DRO/RO: (Deputy) Returning Officer GO: The General Office. Where members go to buy their membership or with queries.
Gladstone/ Goodman/ Macmillan/ Morris/ TV Room: Rooms in the Union buildings. Look at the signs on the doors or just ask for directions!
Junior Officers: Usually known just as Officers: The President, Librarian, Treasurer, Secretary and Officers-Elect.
OOs: Officers’ offices. PO: The President’s office. Pressies: The President’s drinks held in the Gladstone Room after debates, for speakers, members of the committee, and floor speakers.
Public Business Meetings: Thursday night debates at the Union are officially called Public Business Meetings, meaning sometimes important rules changes will arise.
Scrutiny: Where the Returning Officer checks that election candidates’ manifesto claims are accurate. Takes place the weekend before an election.
Seccies: Members of the Secretary’s Committee. Senior Officers: The Senior Treasurer and Senior Librarian, long-term posts held by non-student professionals.
Slate: A team of people who run together in an election campaign. Typically consists of candidates for Officers, Standing and Seccies. Each slate usually has a name, logo, and set of goals. Slates change every term.