WCSA Constitution and Standing Orders 2026-27
Approve updates to WCSA Constitution and Standing Orders for 2026-27
Please approve the WCSA Constituton and Standing Orders for 2026-27.
Previous versions can be located at :
Constitution : WOLFSON COLLEGE STUDENTS’ ASSOCIATION (WCSA) CONSTITUTION .pdf
Standing Orders: WOLFSON COLLEGE STUDENTS’ ASSOCIATION (WCSA) STANDING ORDERS .pdf
Proposed Constitution and Standing Orders amendments
• Clarify that the Vice-President has responsibility for organising and overseeing WCSA elections and by-elections.
• Provide for the Vice-President to oversee entertainments when the Entertainment Officers are unavailable.
• Require candidates for Vice-President to be continuing students able to serve a full calendar year.
• Remove the International Representative role.
• Introduce an Entertainment Assistant, reporting to the Entertainment Officers, to assist with organising BOPs and other events.
• Introduce a standalone Punt Admiral role to oversee all matters relating to the College punt, including bookings and maintenance.
• Remove responsibility for the College gym from the Sports and Societies Officer’s duties.
• Defer the next review of WCSA membership fees until Michaelmas Term 2027.
WOLFSON COLLEGE STUDENTS’ ASSOCIATION
CONSTITUTION
1. OBJECTIVES
The Wolfson College Students’ Association (WCSA) shall be responsible for the provision of social, sporting and recreational activities for students of the College. WCSA shall also provide representation on bodies and Committees within the College (specifically Governing Body, College Council and subsidiary Committees of College Council) and in the wider University.
Membership shall be open to all students of the College. Student Members may stand for Committee posts and may vote in WCSA elections.
All Governing Body fellows are Associate Members of WCSA which confers all the rights of membership but for the rights to vote or stand in elections to WCSA Committee. Associate membership is also open to: other members of College, co-habiting partners of members of College, and other individuals at the discretion of the Senior Treasurer.
Student Members of WCSA shall pay an annual fee in advance, collected by the College on behalf of WCSA. The level of this fee shall be set by WCSA with the agreement of College Council and reviewed no less than once every three (3) years.
Associate Members may join WCSA for the same annual fee charged to Student Members; notwithstanding, Governing Body fellows are exempt from the Associate Membership fee.
4. RESIGNATION
Any Member may resign their membership to WCSA during the Resignation Period.
The Resignation Period shall normally commence at the start of Michaelmas Term and end by the respective Division of Term, inclusive. Resignations submitted during this term shall be refunded in full. Resignations must be renewed annually. Resignations shall not be permitted outside of the Resignation Period.
Notwithstanding, for students who join College after the start of Michaelmas Term, their respective Resignation Period shall extend for twenty-eight (28) days from the date they join the College, inclusive.
Members who have resigned may not vote in WCSA elections nor may they stand for election to WCSA Committee. Moreover, members who have resigned may not serve as executive officers of WCSA-affiliated sports clubs and societies. Members who have resigned who wish to attend WCSA events must pay any associated fees at the non-member rate.
5. OFFICERS OF WCSA
The WCSA Committee shall consist of an Executive, whose members are also members of College Council ex officio, and several Other Officers.
The Executive Officers of WCSA shall include:
1.the President;
2.the Vice-President; and
3.the Junior Treasurer.
Other Officers of WCSA shall include:
1.the Secretary;
2.the two (2) Entertainments Officers;
3.the two (2) External Officers;
4.the Sports & Societies Officer;
5.the Campaigns & Greens Officer; and
6.the two (2) Welfare Officers.
6. ELECTION OF OFFICERS
Elections for all Officers of WCSA Committee shall be held annual in Week 5 of Michaelmas Term. The Vice-President shall oversee all elections and act as Returning Officer.
Only one person may be elected to each Office.
7. REPRESENTATIVES OF WCSA
In order to distribute the functions of an Office and represent various interests in the College, any Officer of WCSA may, with the approval of the Committee, appoint Representatives. Recruitment for Representatives should be circulated widely within the College and open to any interested members.
A list of all Representatives and their respective responsibilities is to be recorded and maintained within the Standing Orders.
8. SENIOR TREASURER
The College Council shall appoint a member of the College Governing Body as Senior Treasurer of WCSA.
The Senior Treasurer shall assist WCSA Committee by ensuring good governance and due observance to the Constitution and Standing Orders. Moreover, the Senior Treasurer shall oversee the disbursement of the funds of WCSA in accordance with the decisions of WCSA Committee and assist the Junior Treasurer in the preparation of accurate intermediate and end-of-year accounts.
At the Senior Treasurer’s discretion, any matter of finance or governance may be referred to College Council.
9. COMMITTEE VACANCIES
Vacancies on WCSA Committee may arise from time to time. Such vacancies may arise following elections in which no candidate stands for election to any given position on WCSA Committee, when individual officers resign voluntarily, or when officers are recalled.
10.CO-OPTION OF OFFICERS
If, following a poll in which candidates for President and Junior Treasurer and at least one other position have been elected, they shall be empowered to co-opt additional Officers for vacant positions according to rules of eligibility.
Any such co-option shall be minuted and publicised to the Membership.
The positions of co-opted Officers shall be confirmed by by-election, the timing of which shall be determined in consultation with the Senior Treasurer.
11.RESIGNATION OF OFFICERS
Individual Officers may resign at any point during their term of office. In the case that the President resigns, the WCSA Vice-President shall serve as acting President until a by-election can be held to fill the position of President.
Following any resignation of an Officer, a by-election shall be conducted within a period determined in consultation with the Senior Treasurer.
12.RECALL OF OFFICERS
Individual Officers or the entirety of WCSA Committee may be recalled.
Recall of an officer or officers may occur at the Annual General Meeting or an Extraordinary General Meeting. A recall motion must present an eligible alternative member of WCSA to any position or positions to which the recall motion applies. The resolution of a recall motion is effective immediately following the meeting at which such a resolution passes.
13.ZERO TOLERANCE OF UNLAWFUL SPEECH
The WCSA Committee shall distribute no funds, nor procure any platforms, towards attendance or hosting of individuals, groups, or events which can be reasonably anticipated to engage in unlawful speech.
(explanatory notes)
14.AMENDMENTS
All amendments to the Constitution shall be subject to approval from the Senior Treasurer and must be approved by a majority vote of WCSA Committee. Once approved by WCSA Committee, proposed amendments shall be presented to the Membership of WCSA by online referendum, running for a period of not less than 48 hours. Proposed amendments must be approved by a majority of those voting. Finally, proposed amendments shall be presented to College Council for final approval.
Notwithstanding, amendments to the Constitution remedying clerical errors or which seek to enhance the clarity of the Constitution without altering its intent may be discussed with the Senior Treasurer directly and proposed directly to College Council for approval without requiring a referendum.
WOLFSON COLLEGE STUDENTS’ ASSOCIATION
STANDING ORDERS
1. SPECIFIC DUTIES OF THE OFFICERS AND REPRESENTATIVES
The President shall:
• co-ordinate the affairs of WCSA and WCSA Committee;
• chair all meetings of WCSA;
• attend all meetings of College Council, Governing Body, and Finance Committee;
• ensure due observance of the Constitution and Standing Orders of WCSA; and
• remain as Transition Officer for the full length of the Michaelmas after the end of the tenure as President, in order to attend meetings of the new WCSA committee and provide advice.
The Vice-President shall:
• deputise for the President as required;
• attend all meetings of College Council and Governing Body;
• assume the role of President in the case that the President resigns;
• be responsible for organising, overseeing and conducting all WCSA elections and by-elections, acting as Returning Officer and ensuring due observance of the Constitution and Standing Orders of WCSA;
• assume responsibility for organising and overseeing WCSA entertainment activities whenever the Entertainment Officers are unavailable;
• action any necessary changes or updates to the Constitution and Standing Orders of WCSA, subject to the approval of the Committee, Senior Treasurer and College Council;
• process any applicable allowance(s) for Officers and Representatives of WCSA;
• maintain a current list of WCSA membership; and
• remain as Transition Officer for the full length of the Michaelmas after the end of the tenure as Vice-President, in order to attend meetings of the new WCSA committee and provide advice.
The Junior Treasurer shall:
• account for and bank all WCSA’s income with the College Financial Office;
• arrange for the payment for all relevant bills and prompt reimbursement of approved expenditure by WCSA sports clubs and societies;
• attend all meetings of College Council, Governing Body, and Finance Committee;
• maintain a full record of all WCSA income and expenditure;
• present annual accounts to College Council with a summary provided for all members; and
• present termly accounts at meetings of Finance Committee.
• Stipulation: If the Junior Treasurer fails to present, with a week’s notice, detailed accounts of WCSA spending at the last meeting of the Full Term, they are considered to have tendered their resignation to the WCSA committee, pending the committee’s discretion.
The Secretary shall:
• maintain accurate minutes of all meetings of WCSA;
• circulate timely notice of upcoming meetings;
• produce the WCSA termcard and other WCSA publications;
• maintain the WCSA noticeboards;
• maintain the online presence of WCSA, including the website and social media channels; and
• administer the WCSA email list.
The Entertainment Officers shall:
• organise social activities on behalf of WCSA;
• recruit, supervise, and manage reimbursement(s) of Entertainment Representative(s) and Stewards, where applicable;
• present the WCSA term card for approval at House Committee.
The Sports and Societies Officer shall:
• co-ordinate WCSA-affiliated sports clubs and societies, including maintaining a current list of persons with approved access to the WCSA cupboard (except for the Wolfson College Boat Club);
• oversee the maintenance of the College pool and snooker table(s); and
• organise an annual Sports Dinner to celebrate the sporting achievements of Wolfson students and WCSA-affiliated sports clubs.
The External Officers shall:
• represent WCSA at any external bodies to which WCSA is affiliated; and
• organise and co-ordinate inter-collegiate swaps, including but not limited to Formal Halls.
The Campaigns & Green Officer shall:
• promote campaigns as approved and directed by WCSA Committee;
• undertake initiatives to promote sustainability at the College among members; and
• represent WCSA on all College bodies relating to sustainability.
The Welfare Officers shall:
• represent the well-being of all students within the College;
• represent WCSA at Health & Safety Committee;
• recruit, supervise, and manage any applicable reimbursement of Welfare Representatives;
• organise well-being activities on behalf of WCSA;
• co-ordinate activities which promote the interests and welfare of all minority groups within the College.
In accordance with s.7 of the Constitution, Representatives and Internal Officers may be appointed in order to assist the Officers of the Committee in the fulfilment of their duties.
WCSA Officers retain ultimate responsibility for their duties nonetheless.
As of Michaelmas 2024, the current list of additional Representatives is as follows:
The Merchandise Representative (reporting to the President, Vice-President and Junior
Treasurer) shall:
• liaise with our long-standing suppliers of Wolfson College branded merchandise, ensuring there is at least one window per term for all WCSA members to order merchandise as part of a bulk order and save on the delivery fee
• advertise any order window in advance, keeping all WCSA members updated with order status
• propose new designs or items to the suppliers, as and when required by the WCSA membership
• manage the collection of any delivery by WCSA members upon arrival
The Punt Admiral (reporting to the Sports and Societies Officer) shall:
• manage all matters relating to the punt, including bookings, maintenance and use.
Entertainment Representatives (reporting to the Entertainment Officers)
The Entertainment Assistant shall:
• assist the Entertainment Officers in planning, organising and running BOPs;
• help with BOP preparation, promotion, set-up and clean-up, and undertake related tasks as directed by the Entertainment Officers.
The Head of Howler shall:
• organise and co-ordinate the regular comedy event, the Wolfson Howler, held eight times a year in the Club Room;
• this includes scouting any student, semi-professional and professional comics both within and outside of the Cambridge amateur-dramatic scene;
• liaise with the Entertainment Officers, compares and acts, and sound technicians to ensure set-list for event is arranged in advance of each event, and that the Club Room is both set-up and closed down before and after each event;
• recruit, supervise and manage reimbursement for any Stewards assisting with the smooth running of each event;
• promote each event both to WCSA members and to the wider Cambridge community.
Welfare Representatives (reporting to the Welfare Officers)
• ALL Welfare Representatives are expected to assist the Welfare Officers with the running of at least TWO regular Welfare events over the course of the year, such as the weekly Tea & Cake held in the Karen Sparck Jones Room on Sundays in term time, or the non-alcoholic alt-BOP held eight times a year in the Lee Room as an alternative to the BOP elsewhere in College;
• ALL Welfare Representatives are expected to monitor their respective inbox, and respond to queries from WCSA members, consulting the Welfare Officers, wider WCSA committee, or Tutorial Office for assistance, where appropriate.
• The specific responsibilities for each of the Welfare Representatives are as follows:
The BAME Representative shall:
• contribute toward the inclusion and well-being of all Black and Minority-Ethnic members of WCSA;
• organise and co-ordinate a Formal Hall/Dinner to commemorate Black History Month (usually held at the end of October, in the Michaelmas term); and
• work with the Welfare Officers and other relevant Representatives, where appropriate, to help commemorate holidays and events observed by WCSA members (e.g. Chinese New Year, Diwali, Eid, etc.).
The LGBTQ+ Representative shall:
• contribute toward the inclusion and well-being of all LGBTQ+ members of WCSA;
• manage any reimbursements from the WCSA Gender Expression Fund on behalf of students who wish to access these funds anonymously;
• liaise with the College Porters to ensure the Pride Progress Flag is flown on the flagpole on the appropriate dates;
• organise and co-ordinate an LGBTQ+ Formal Hall/Dinner to commemorate LGBTQ+ history month (usually held at the start of February, in the Lent term);
• promote the issue of mental health on behalf of all LGBTQ+ WCSA members; and
• work alongside the Men’s and Non-binary and Women’s and Non-binary Reps, where appropriate, to assist with any issues relating to gender encountered by WCSA members.
The Men’s and Non-binary Representative shall:
• contribute toward the inclusion and well-being of all male and masculine- identifying members of WCSA;
• promote the issue of men’s mental health on behalf of WCSA members;
• work alongside the LGBTQ+ and Women’s and Non-binary Reps, where appropriate, to assist with any issues relating to gender encountered by WCSA members.
The Women’s and Non-binary Representative shall:
• contribute toward the inclusion and well-being of all female and feminine- identifying members of WCSA;
• promote the issue of women’s mental health on behalf of WCSA members;
• promote the issue of women’s personal safety on behalf of WCSA members;
• oversee and prompt the replacement of sanitary/dignity products in the various communal restrooms around college;
• work alongside the LGBTQ+ and Men’s and Non-binary Reps, where appropriate, to assist with any issues relating to gender encountered by WCSA members.
The Part-time and Offsite Representative shall:
• contribute toward the inclusion and well-being of all members of WCSA studying full-time courses but living offsite, and also of those studying part-time courses;
• liaise with the Entertainment and Welfare Officers to promote all social events to Offsite students; and
• liaise with the Tutorial Office to organise and co-ordinate social events for Part-time students for when they are in college (usually in the periods between weeks 1-8 of the Michaelmas, Lent and Easter terms)
The Undergraduate Representative shall:
• contribute toward the inclusion and well-being of all undergraduate members of WCSA;
• work alongside the External Officers to help organise and co-ordinate social activities targeted at mature undergraduate students, liaising with the committees at St Edmund’s College and Hughes Hall, as appropriate; and
• liaise with the Tutorial Office to organise and co-ordinate a Halfway Dinner for all undergraduate students to be held at the midway point of their course.
The Disabilities Representative shall:
• contribute toward the inclusion and well-being of all members of WCSA living with disabilities, including physical, mental and long-term health conditions;
• ensure that college activities remain accessible to students living with disabilities;
• lead on initiatives for bridging accessibility needs, liaising with the Welfare Officers and the Domestic Bursar, as appropriate; and
• deputise for the Welfare Officers to attend Health & Safety committee on behalf of WCSA, as required.
The Extra Mature Representative shall:
• contribute toward the inclusion and well-being of all members of WCSA with further life-experience, including those living both on and offsite with children; and
• work alongside the External Officers to help organise and co-ordinate social activities targeted at any students with additional life-experience, liaising with the committees at Darwin College, Clare Hall, St Edmund’s College and Hughes Hall, and the wider university community, as appropriate.
2. GENERAL DUTIES OF OFFICERS AND REPRESENTATIVES
In addition to the specific duties of Officers, all Officers shall also:
• attend all WCSA meetings;
• attend all meetings of College bodies to which they have been appointed;
• assist with the setup and cleanup of WCSA events, such as BOPs; and
• perform such duties as necessary from time to time.
• Stipulations: Officers who miss without Notice two meetings of the committee in Full Term, are assumed to have tendered their resignation to the WCSA President, pending the President’s acceptance. Officers who miss with Notice three consecutive meetings of the committee up until the end of the Full Easter term, are assumed to have left to the discretion of the WCSA committee, the justifiability of their Notices and whether they are imputed thereby to have resigned their positions.
As per the Constitution, the delegation of responsibilities to any Representative(s) is subject to a veto by the Committee.
All Representative(s) are expected to actively commit to their roles throughout the full period of their appointment. Any Representative(s) who is no longer fulfilling their duties, for whatever reason, may be required to vacate their position, subject to the majority vote of the Committee, so that a replacement may be sought.
3. MEETINGS OF WCSACOMMITTEE
Meetings of WCSA Committee shall be held not less than once every two (2) weeks during Full Term and once every four (4) weeks outside of Full Term.
The President shall not ordinarily vote except in the case of a tie, in which case they shall have the casting vote.
Quorum for any resolutions shall be five (5) Officers of WCSA Committee, excluding the President, or should any Offices be vacant, quorum shall be half the number of occupied Offices.
Meetings of WCSA Committee must normally be open to all members of WCSA though reserved business may be discussed among only Officers and Representatives of WCSA Committee as necessary.
Agendas and minutes of Meetings of WCSA Committee must be made available to all members of WCSA. Agendas shall be posted not less than seven (7) days prior to Meetings of WCSA Committee. Minutes shall be posted not less than seven (7) days after being approved.
4. ANNUAL GENERAL MEETING
Once per year, during Full Lent Term, WCSA Committee shall hold an Annual General Meeting which is open to all Members. All Members of WCSA present at the Annual General Meeting shall have one single non-transferable vote.
The Annual General Meeting shall have a quorum of not less than ten percent (10%) of WCSA members. At the Annual General Meeting, any Member of WCSA may present any motion for discussion and resolution. Resolution of any motion must pass a simple majority vote (50% +1) of all WCSA members present.
Notice of the Annual General Meeting shall be given not less than fourteen (14) days in advance and the agenda must be posted not less than seven (7) days in advance.
5. EXTRAORDINARY GENERAL MEETINGS
Extraordinary general meetings may be held by WCSA Committee from time to time.
Extraordinary general meetings shall be open to all Members. Extraordinary general meetings must be held during Full Term.
All Members of WCSA present at Extraordinary General Meetings shall have one single non-transferable vote.
Extraordinary General Meetings shall have a quorum of not less than ten percent (10%) of WCSA members.
At Extraordinary General Meetings, any Member of WCSA may present any motion for discussion and resolution. Resolution of any motion must pass a simple majority vote (50% +1) of all WCSA members present.
Notice of Extraordinary General Meetings shall be given not less than fourteen (14) days in advance and the agenda must be posted not less than seven (7) days in advance.
6. CONDUCT OF ELECTIONS
The Returning Officer shall advertise elections at least fourteen (14) days in advance.
Any member of WCSA may stand for any one and only one post in any given election.
There shall be no joint tickets for a single position.
Candidates shall submit a signed nomination to the returning officer seven (7) days prior to the election. This must include a manifesto and a photograph, which will be circulated to all members.
Notwithstanding, certain restrictions apply to the election of specific Officers of WCSA Committee:
• Candidates for President must be able to serve one full, contiguous calendar year;
• Candidates for Vice-President must be continuing students and able to serve one full, contiguous calendar year;
• Candidates for Entertainment Officer must be able to serve one full, contiguous calendar year;
• Candidates for Junior Treasurer must be able to serve one full, contiguous fiscal year.
Within five (5) days of the election, the Returning Officer must conduct a public hustings at which candidates shall present their manifestos. For positions for which no candidate has stood for election, any WCSA member may be nominated at the public hustings. In this case, the candidate shall be added to the ballot following the hustings.
Elections shall be conducted online by secret ballot using the single transferable vote (STV) system in accordance with the University’s regulations on STV.
In the event of a tie, a second ballot shall be conducted online fourteen (14) days after the initial election.
For all positions, the option of “re-open nominations” (RON) shall be added to the ballot.
In cases where RON receives a majority of votes in the initial election, the post shall reopen for nomination for a further seven (7) days. After this additional nomination period, a second ballot shall be conducted seven (7) days following the end of the additional nomination period.
The Returning Officer shall announce the results within forty-eight (48) hours of the end of any election.
Officers-elect (except for the Junior Treasurer-Elect) shall take office not more than ten (10) days following the election. The Junior Treasurer-Elect shall take office at the commencement of the subsequent WCSA fiscal year.
Officers-elect shall meet with their predecessors or designated representatives for a handover meeting prior to taking office.
The President and Vice-President shall retain an advisory position in the new committee until the end of the calendar year.
The tenure of Office of those Officers who graduate in the summer, ends on the 30th of June.
Elections to fill their positions for the rest of the WCSA term are to be held no later than the end of April of the same year.
7. AFFILIATED SPORTS CLUBS AND SOCIETIES
Any sports club or society may apply for affiliation to WCSA through the Sports and Societies Officer. Applications for WCSA affiliation are subject to a majority vote of WCSA Committee.
Applications received during term time shall receive a response within one (1) month of submission.
Newly affiliated sports clubs and societies shall receive not less than £100 from the WCSA annual budget.
All affiliated sports clubs and societies must:
• have clearly stated aims and objectives which do not contravene the Statutes or
Ordinances of the College;
• provided for the democratic election of its officers;
• provide membership to all members of WCSA free of charge;
• retain the active support of a reasonable number of members of WCSA.
To maintain affiliation, sports clubs and societies must observe all required reporting requirements as determined by WCSA.
Non-affiliated sports and societies shall not receive funding from WCSA. The affiliation of any club or society can be revoked if, at any time, WCSA Committee decides that any of the above conditions is no longer met.
8. FINANCIAL MATTERS
The WCSA membership fee, which is collected annually and in advance, was last increased in Michaelmas 2023 to £22.
The WCSA membership fee should not be reviewed again until Michaelmas 2027.
The WCSA Committee administers the funds of WCSA to fulfil WCSA’s aims. No money belonging to WCSA may be allocated without the prior authorisation of a majority of WCSA Committee. If deemed necessary, WCSA Committee can refer a decision on any financial matter to a General Meeting and/or College Council. The Senior Treasurer has the authority to impose constraints on how money is spent and how expenditure is authorised.
A summary of the interim accounts must be presented by the President and Junior Treasurer at College Finance Committee meetings and a full set of accounts must be submitted at the end of the year. WCSA’s financial year will run 1 December to 30 November and this is de facto the term of office for the Junior Treasurer.
9. AMENDMENTS
All amendments to the Standing Orders shall be subject to approval from the Senior Treasurer and must be approved by a majority vote of WCSA Committee. All proposed amendments shall be presented to College Council for final approval.
10.REPUGNANCY
In cases of conflict, the WCSA Standing Orders shall be superseded by the WCSA Constitution.