constitution.typ

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= HackSoc Constitution 

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Date Renewed: 11/25

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= 1. Society Name
1.1 The name of the society shall hereby be referred to as HackSoc, and shall be stated as such in all correspondence.

1.2 The society may also be referred to as:

#indent[1.2.1 HackSoc Notts]
  
#indent[1.2.2 HackSoc Nottingham]
  
#indent[1.2.3 University of Nottingham Programming Society]
  
#indent[1.2.4 University of Nottingham Hackathon Society]
  
#indent[1.2.5 University of Nottingham Tech Society]
  
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= 2. Aims and Objectives
2.1 The aims of the society are:

#indent[2.1.1 To provide opportunities for hackers #footnote[A person who delights in exploring the details of programmable systems and stretching their capabilities; "hacking" things together to solve problems in a playful and creative way.] and technologists from all backgrounds and interests within technology to interact with each other.]

#indent[2.1.2 To aid in expanding the skills of members through pursuit of common interests (programming, electronics, technology).]

#indent[2.1.3 To provide an environment where members can express their ideas and build great things together]

#indent[2.1.4 To promote and uphold the values of open source (free and accessible) knowledge exchange and development, both in tech and otherwise.]

2.2 The objectives of the society are:

#indent[2.2.1 To hold events in which members can meet to share and develop ideas]

#indent[2.2.2 To hold events in which experienced members can share their knowledge with other members, i.e. workshops on programming languages or project showcases.]

#indent[2.2.3 To hold events that allow members to expand their knowledge and understanding of technologies through workshops, speaker engagements, and meetups.]

#indent[2.2.4 To organise trips and events that allow members to engage with wider technology community, i.e. student hackathons.]

#indent[2.2.5 To represent the interests of members at external events, such as hackathons, meetups, and conferences.]

#indent[2.2.6 To attract student from a diverse range of courses, to encourage people to express their interests in technology no matter their skill level or background.]

#indent[2.2.7 To maintain a strong relationship with the wider UK student hacker community.]
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= 4. Membership

4.1 Full Membership of the Society shall be open to all Full Members of the University of Nottingham Students’ Union on payment of the Membership fee.

#indent[4.1.1 The membership fee shall be decided at the Annual General Meeting, but shall not be below £1 unless approved by the societies members.]

#indent[4.1.2 The membership fee of the society shall be £0.]
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= 5. Committee 
5.1 There shall be a Society Committee.

5.2 The Committee shall be responsible for the day to day running of the Society and may decide upon any matter which has not been decided upon at a General Meeting. The Committee shall be responsible for:

#indent[5.2.1 Ensuring grant money shall be used exclusively to further the Aims and Objectives of the Society.]

#indent[5.2.2 Ensuring Membership of the Society is open to all Members of the Students’ Union.]

#indent[5.2.3 Assisting any review of the Society’s activities and use of funds carried out by a Standing Committee of the Students’ Union.]

#indent[5.2.4  Upholding the Constitution of the Society and ensuring that the activities of the Society reflect the Aims and Objectives.]

#indent[5.2.5 Submitting an annual equipment inventory form and adding additional equipment purchased throughout the year.]

5.3 The Committee Members shall consist of a President, a General Secretary, a Treasurer, a Welfare Secretary, and other secretaries as deemed necessary:

#indent[5.3.1 *The President* will do the following:]

#list-indent[- Be the chair of the society]
#list-indent[- Have the overall responsibility for the Society]
#list-indent[- Act as the sole Lead Organiser for HackNotts]
#list-indent[- Support the Treasurer in keeping the Society financially viable]
#list-indent[- Maintain healthy relationships with potential and actual sponsors]
#list-indent[- Create and maintain important relationships for the society, e.g. relationships with other student groups such as CompSoc and Women in Computer Science]
#list-indent[- Pursue new corporate sponsors and sponsorship opportunities]
#list-indent[- Ensure all events that require corporate backing to be successful, have as much support as possible]
#list-indent[- Pursue new corporate sponsors and sponsorship opportunities]
#list-indent[- Prepare a written handover for their successor]

#indent[5.3.2 *The General Secretary* will do the following:]

#list-indent[- Share responsibility of the society with the President]
#list-indent[- Be responsible for organising regular meetings and notifying committee of all other meetings that require committee attendance]
#list-indent[- Be responsible for taking minutes at meetings]
#list-indent[- Be responsible for communicating to the committee any messages that require action]
#list-indent[- Be responsible for the smooth running of the committee]
#list-indent[- Be responsible for the general administration of the Society]
#list-indent[- Prepare a written handover for their successor]

#indent[5.3.3 *The Treasurer* will do the following:]

#list-indent[- Keep records of all transactions]
#list-indent[- Be responsible for keeping the accounts of the Society]
#list-indent[- Be responsible for the observance of finance provisions]
#list-indent[- Be responsible for dealing with the SU paperwork regarding sponsors and invoices]
#list-indent[- Be responsible for keeping the Society financially viable]
#list-indent[- Prepare a written handover for their successor]

#indent[5.3.4 *The Welfare Secretary* will do the following:]

#list-indent[-  Develop a culture oriented around inclusivity for the community]
#list-indent[- Shall be the primary point of contact for all welfare related issues for members]
#list-indent[- Support activities that encourage diversity in the technology community, such as maintaining relationships with the Women in Computer Science Society]
#list-indent[- Prepare a written handover for their successor]

#indent[5.3.5 *The Development Secretary* will do the following:]

#list-indent[- Maintain the HackSoc GitHub organisation and repositories]
#list-indent[- Responsible for ensuring that the technical infrastructure maintained by the society is in fully functioning order and able to cope with any new requirements throughout the year]
#list-indent[- Responsible for maintaining back-end infrastructure of the
HackSoc websites]
#list-indent[- Responsible for the renewal and registration domain names]
#list-indent[- Prepare a written handover for their successor]

#indent[5.3.6 *The Workshop Secretary* will do the following:]

#list-indent[- Be responsible for the organising, scheduling, and running of the society’s workshop events]
#list-indent[- Be responsible for the creation of all first-party workshop content]
#list-indent[- Be responsible for approving any third-party workshop content]
#list-indent[- Prepare a written handover for their successor]

#indent[5.3.7 *The Marketing Secretary* will do the following:]

#list-indent[- Maintaining the society’s social media accounts]
#list-indent[- Ensure the society has an active social media presence on many platforms]
#list-indent[- Ensure all events are supported with effective advertising through social media]
#list-indent[- Ensure all events and news items are up to date on the HackSoc website]
#list-indent[- Actively update and maintain the HackSoc branding]
#list-indent[- Develop branding guidelines as needed]
#list-indent[- Prepare a written handover for their successor]

#indent[5.3.8 *The Speaker Acquisition Secretary* will do the following:]

#list-indent[- Be responsible for acquiring speakers for HackSoc speaker events]
#list-indent[- Ensure the SU have sufficient notice for external speaker events]
#list-indent[- Prepare a written handover for their successor]

#indent[5.3.8 *The Trips & Hackathons Secretary* will do the following:]

#list-indent[- Attended at least one external student hackathon at the point of election]
#list-indent[- Promote external student hackathons to HackSoc members]
#list-indent[- Maintain relationships with Hackathons UK, MLH, and other hackathon organisers nationally]
#list-indent[- Act as a point of contact for students with questions about hackathons]
#list-indent[- Aid other hackathon organisers externally if necessary e.g. with specific travel arrangements]
#list-indent[- Organise trips for HackSoc members, e.g. to the Nottingham Hackspace]
#list-indent[- Prepare a written handover for their successor]

5.4 Committee members must be full members of the University of Nottingham Students' Union.

5.6 Committee members may be removed from their position by a motion of "No-Confidence" by two-thirds majority vote of HackSoc members at a General Meeting.

5.7 Presidential candidates may only be drawn from those who have held or currently hold an elected committee position in HackSoc, unless no candidate puts themself forwards, at which point any member of the society may run, provided they have attended at least 2 hackathons, and 5 regular HackSoc events.

5.8 Presidents gain a "Benevolent Dictator for Life" (a common title in the programming subculture often referring to the creator of a programming language) status upon the end of their term. This holds no formal power but in this capacity, they may act as an advisor to their successors to ensure a smooth conclusion to activities not completed at the end of their term.

5.9 HackNotts organisers do not hold committee positions. They should be allowed to cast votes on issues pertaining to HackNotts. 
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= 6. HackNotts

6.1 The Lead Organiser (the current HackSoc president) shall elect HackNotts organisers via application.
#indent[6.1.1 HackNotts organisers must be full members of the society, are not required to be members of the committee]
#indent[6.1.2 There shall be one Lead Organiser of the event]
#indent[6.1.3 HackNotts organiser applications should be favoured if they have attended at least one hackathon, those with external hackathon experience should take priority (no experience < online hackathons/volunteering < hacknotts attendance < external hackathon attendance)]
#indent[6.1.3 *The lead organiser* will do the following:]
#list-indent[- Select at most two people per organiser role]
#list-indent[- Be responsible for all aspects of the event, delegating specific jobs to the relevant organisers]
#list-indent[- Be in charge of liasing with the SU, submitting all paperwork to the SU, and ensuring contracts are signed]
#list-indent[- Maintain contact with Hackathons UK, and submitting an application to have their representation at the event]
#list-indent[- Lead all aspects of the event on the day, including the opening and closing ceremonies, and judging]
#list-indent[- Provide a written handover specifically for HackNotts, for the next lead organiser]


6.2 HackNotts shall have three core positions:
#indent[6.2.1 *The finance organiser(s)* will do the following:]
#list-indent[- Aquire sponsors for HackNotts]
#list-indent[- Manage the contracts for sponsorships]
#list-indent[- Manage the budget for HackNotts]
#list-indent[- Work with the HackSoc Treasurer to manage finances]

#indent[6.2.2 *The logistics organiser(s)* will do the following:]
#list-indent[- Assist the lead organiser filing SU paperwork]
#list-indent[- Be responsible for sourcing suppliers (based on the budget provided by the finance organiser(s)]
#list-indent[- Be responsible for sourcing suppliers (based on the budget provided by the finance organiser(s)]
#list-indent[- Recruit volunteers]
#list-indent[- Schedule volunteer shifts]
#list-indent[- Run volunteer training]
#list-indent[- Create event run of show]

#indent[6.2.2 *The experience organiser(s)* will do the following:]
#list-indent[- Organise and run events for hackers on the day]
#list-indent[- Be responsible for the HackNotts discord server]
#list-indent[- Be responsible for decorations and theming of the event]
#list-indent[- Organise and run the 24 hour HackNotts TV (HNTV) livestream]
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= 7. Finance
7.1 All monies shall be held in accounts at the Students' Union Treasury.

7.2 All monies shall be used to support HackSoc activities.
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= 8. Elections

8.1 All committee members must be elected at the annual general meeting.

8.2 Vacant committee positions may be elected at an extraordinary general meeting.

8.3 Elections shall be carried out in accordance with the General Regulations for Elections section of the Students’ Union Elections byelaw.

8.4 The voting method for all elections shall be the Single Transferable Vote.

8.5 All votes must cast using anonymous closed ballets.

8.6 All nominees for elected committee positions must have obtained society membership prior to the calling of the general meeting.
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= 9. General Meetings

9.1 The annual general meeting of the Society must be held before the Easter break of the spring term, unless the Students Union agrees otherwise.

9.2 An extraordinary general meeting can be called by 20 full members of the society, or 3 elected committee members. The General Secretary is in charge of informing the Students Union, accounting for the minimum notice period of 5 working days.

9.3 The quorum for general meetings shall be 20 full members, or 20% of full members of the society, whichever is smaller.

#indent[9.3.1 Should quorum not be established within 30 minutes of the published start time, those present, provided it's more than half of the committee and five non-committee members, may vote to establish quorum.]

9.4 Only members who obtained their society membership prior to calling the general meeting can contribute to the formation of quorum.

9.5 Only Members who obtained their society membership prior to the calling of the general meeting may vote at the meeting.
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= 10. Constitution

10.1 The constitution may be changed by a two-thirds majority of all society members present at a general meeting.

10.2 The Society Constitution shall be subordinate to the Students’ Union Constitution and Regulations.
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= 11. Authority

11.1 The following order of authority shall be observed in the society:
#indent[
  1) A general meeting \
  2) Society Committee \
  3) Society President \
  4) Other committee members \
  #list-indent[
    a) General Secretary \ 
    b) Treasurer \
    c) Remaining committee \ 
    ]
  ]

11.2 In the event of a deadlock, the society president may issue a casting vote.
#indent[11.2.1 Should the society president be unable to vote, the general secretary may issue a casting vote.]