Merge pull request #42 from compsoc-edinburgh/constitution-rewrite-2024

compsoc-constitution.tex

@@ -8,7 +8,7 @@
 
 \title{CompSoc Constitution}
 \author{The University of Edinburgh Technology Society}
-\date{\today}
+\date{20th March 2024}
 
 \begin{document}
 
@@ -26,7 +26,9 @@
 \newpage
 \input{sections/egm.tex}
 \newpage
-\input{sections/committee-meetings.tex}
+\input{sections/discord}
+\newpage
+\input{sections/misc}
 \newpage
 \section{Signatures}
 

sections/agm.tex

@@ -1,10 +1,8 @@
-\section{AGM}
+\section{Annual General Meeting (AGM)}
 
 \begin{enumerate}
 
-\item Before the AGM the committee shall provide a document which outlines the activities and events which took place since the last AGM\@. This document should give members attending the AGM an insight into the activities of the society and give the new committee a guide to what they should go on to do in their term.
-
-\item All members shall be entitled to stand and to vote in elections.
+\item All EUSA CompSoc members shall be entitled to stand and to vote in elections.
 
 \item All members must receive at least 14 days written notification of the annual general meeting and of elections not held at the AGM\@.
 
@@ -14,13 +12,17 @@ \section{AGM}
 
 \item The AGM of the society must take place between week 7 and week 11 of semester 2.
 
-\item The quorum of a general meeting shall be 10\% of the current membership unless:
+\item The quorum of a general meeting shall be 10\% of the current EUSA membership unless:
   \begin{enumerate}
   \item The number of members is less than 50, in which case the quorum shall be 5 members.
   \item The number of members exceeds 200 in which case the quorum shall be 20 members.
   \end{enumerate}
 
-\item Votes shall be cast by the raising of hands, unless any member requests otherwise, in which case votes shall be cast by secret ballot.
+\item Committee role votes shall be cast using an online ranked-voting system, using the ranked-pairs algorithm.
+
+\item Referendum votes (such as impeachment and constitution changes) shall be a majority vote (simple or two-thirds) with each voter ticking one box.
+
+\item If the committee has reason to suspect vote tampering, the vote may be redone.
 
 \item New Office Bearers must be assigned to the Society Profile immediately upon election.
 
@@ -36,4 +38,6 @@ \section{AGM}
 
 \item If no nominations are received for any of President, Secretary or Treasurer, the incumbent committee shall call an EGM within 4 weeks. If all 3 positions are not filled following an EGM, the incumbent committee shall inform EUSA that the society has become defunct. Anybody can reform the society by contacting EUSA, however this must be done within 3 years or all society assets will be lost.
 
+\item All members of CompSoc are entitled to raise constitutional amendments at an AGM. These must be considered by the committee.
+
 \end{enumerate}

sections/discord.tex

@@ -0,0 +1,47 @@
+
+
+\section{CompSoc Discord Server}
+\subsection{Purpose and Membership}
+\begin{enumerate}
+    \item The CompSoc Discord server shall serve as an online platform for CompSoc members to communicate, collaborate, and socialize.
+    \item All CompSoc members shall be eligible to join the Discord server, subject to agreeing to the server's code of conduct and rules.
+\end{enumerate}
+
+\subsection{Discord Moderation Team}
+\begin{enumerate}
+    \item The CompSoc Discord server shall have a dedicated moderation team consisting of both current CompSoc committee members and non-committee members (hereinafter referred to as "community moderators").
+    \item Community moderators are added as provision intended to provide a system of checks and balances, ensuring that the Discord server remains a safe and welcoming space for all members, even in the event of a malicious committee.
+    \item The moderation team shall be responsible for enforcing the server's code of conduct, maintaining a safe and inclusive environment, and ensuring the smooth operation of the server.
+    \item The moderation team shall have two levels of access:
+    \begin{itemize}
+        \item Level 1 moderators shall have basic moderation powers, such as removing spam and issuing warnings.
+        \item Level 2 moderators shall have additional powers, including server administration and the ability to ban or timeout users.
+    \end{itemize}
+    \item The CompSoc committee shall appoint a minimum of 3 committee members to the moderation team.
+    \item The moderation team shall also include a minimum of 3 community moderators. 
+\end{enumerate}
+
+\subsection{Moderator Appointment and Removal}
+\begin{enumerate}
+    \item The appointment of new moderators shall require the approval of both the CompSoc committee and the current moderation team, with a majority vote in favor from each group.
+    \item The quantity of moderators from both the CompSoc committee and the community should not differ by more than one.
+    \item Moderators may be removed from the team if they are inactive for an extended period (e.g., no posts or moderation actions within a month) or if they misuse their moderation powers.
+    \item The removal of moderators shall require the approval of both the CompSoc committee and the current moderation team (excluding the moderator being removed), with a two-thirds majority vote in favor from each group.
+    \item Moderators who are removed may be reinstated at a later time if they wish to return and are approved by both the committee and moderation team.
+\end{enumerate}
+
+\subsection{Moderation Guidelines and Consequences}
+\begin{enumerate}
+    \item The moderation team shall establish and maintain clear guidelines for server conduct and moderation practices, which shall be publicly available to all server members.
+    \item Moderators who misuse their powers or violate the moderation guidelines shall be subject to consequences, such as temporary suspension or permanent removal from the moderation team.
+    \item The moderation team shall implement a strike system for moderator misconduct, with three strikes resulting in permanent removal from the team.
+    \item Community moderators should refrain from interfering with committee matters unless deemed necessary.
+\end{enumerate}
+
+\subsection{Protected Channels}
+\begin{enumerate}
+    \item The CompSoc Discord server shall have designated protected channels for discussions related to sensitive topics or marginalized communities.
+    \item Access to protected channels shall be granted through a separate vetting process determined by the moderation team and the relevant community members.
+    \item Protected channels shall have their own dedicated moderators, who may or may not be part of the main CompSoc Discord moderation team.
+    \item The CompSoc committee shall not have automatic access to protected channels, unless they are vetted and approved by the relevant community.
+\end{enumerate}

sections/egm.tex

@@ -1,4 +1,4 @@
-\section{EGM}
+\section{Emergency General Meeting (EGM)}
 
 \begin{enumerate}
 \item An EGM can be called in the following ways:

sections/general.tex

@@ -2,23 +2,27 @@ \section{General}
 
 The name of the Society shall be \enquote{CompSoc} or \enquote{The University of Edinburgh Technology Society}.
 
-\begin{enumerate}
+\subsection{Aims}
 
-\item The aims of the Society shall be as follows:
-  \begin{itemize}
+The aims of the Society shall be as follows:
+
+\begin{enumerate}
   \item To provide a forum for members to discuss issues relating to computer science and computing in general;
   \item To facilitate social interaction amongst people with a common interest in computer-related issues;
   \item To provide members with assistance with computer-related problems, including support for study;
   \item To promote liaison between the local academic and business communities, with regard to fostering future employment opportunities;
   \item Share experience and knowledge of work in Informatics by:
     \begin{itemize}
-    \item Holding special interest group meetings to provide members with a platform for discussion and an opportunity to learn new skills.
-    \item Holding informal seminars with workers and researchers in Informatics from industry or other academic institutions.
-    \item Allowing members to have access to various Informatics-related programming tools in order to gain experience in using them to solve related problems.
+        \item Holding special interest group meetings to provide members with a platform for discussion and an opportunity to learn new skills.
+        \item Holding informal seminars with workers and researchers in Informatics from industry or other academic institutions.
+        \item Allowing members to have access to various Informatics-related programming tools in order to gain experience in using them to solve related problems.
     \end{itemize}
-  \end{itemize}
+\end{enumerate}
+
+
+\subsection{Benefits}
 
-\item The benefits of the Society can be:
+The benefits of the Society can be:
   \begin{itemize}
   \item Free Pizza
   \item Free freebies
@@ -27,51 +31,69 @@ \section{General}
   \item Organised events to benefit those interested in technology
   \end{itemize}
 
-\item The society shall abide by any applicable laws, bylaws and guidelines of the Edinburgh University Students' Association in relation to recognised societies.
-
-\item Membership shall be open to all matriculated students of Edinburgh University.
-
-\item Non-students may be members of CompSoc, vote in general meetings and stand for committee-positions other than President, Secretary and Treasurer.
+\subsection{EUSA Compliance}
 
-\item Membership shall be at least 75\% matriculated students of Edinburgh University.
-
-\item Full membership lists should be filed with the Activities Office at least once per semester to ensure membership databases are up to date.
+\begin{enumerate}
+    \item The society shall abide by any applicable laws, bylaws and guidelines of the Edinburgh University Students' Association in relation to recognised societies.
 
-\item If any dispute of membership should arise, the list registered through EUSA's database will be used as the official list.
+    \item Re-registration of the society must be submitted prior to re-registration deadline set by EUSA\@.
 
-\item All members who are not matriculated students of a University shall pay at least twice the annual subscription.
+    \item EUSA considers the ruling society constitution to be that which is displayed on the Society Profile.
+\end{enumerate}
 
-\item The society's bank account must have the President, Secretary, and Treasurer added as signatories.
+\subsection{Membership}
 
-\item The society has taken and will continue to take all necessary steps to ensure that our meetings, events and socials are accessible to all, irrespective of any disability.
+\begin{enumerate}
+    \item Membership shall be open to all matriculated students of the University of Edinburgh.
+
+    \item Non-students may be members of CompSoc, vote in general meetings and stand for committee-positions other than President, Secretary and Treasurer.
+
+    \item Membership shall be at least 75\% matriculated students of Edinburgh University.
+
+    \item Full membership lists should be filed with the Activities Office at least once per semester to ensure membership databases are up to date.
+
+    \item If any dispute of membership should arise, the list registered through EUSA's database will be used as the official list.
+
+    \item All matriculated students of the School of Informatics are automatically members of CompSoc.
+
+    \item All participants of CompSoc events are considered to be CompSoc members, to which full membership rules apply.
+\end{enumerate}
 
-\item The society has ensured and will continue to ensure that it complies with any relevant data protection legislation.
+\subsection{Finances}
 
-\item EUSA considers the ruling society constitution to be that which is displayed on the Society Profile.
+\begin{enumerate}
+    \item All society bank accounts must have the President, Secretary, and Treasurer added as signatories.
 
-\item Re-registration of the society must be submitted prior to re-registration deadline set by EUSA\@.
+    \item The financial year shall run from 1st April to 31st March.
+
+    \item The society shall be non-profit making. The Office Bearers and members may only receive payment, direct or indirect, as reimbursement for legitimate expenses.
+
+\end{enumerate}
 
-\item The financial year shall run from 1st April to 31st March.
 
-\item The society shall be non-profit making. The Office Bearers and members may only receive payment, direct or indirect, as reimbursement for legitimate expenses.
+\subsection{Privacy, Equality, and Accessibility}
 
-\item The society believes that discrimination or harassment, direct or indirect, based on a person's gender, age (except where it relates to licensing laws), race, skin colour, nationality, religious belief, socioeconomic background, disability, HIV status, sexual orientation, gender reassignment, family situation, domestic responsibilities or any other irrelevant distinction, is detrimental to the society, the University and wider society, and will not be tolerated. As such the society operates a safe space policy.
+\begin{enumerate}
+    \item The society has taken and will continue to take all necessary steps to ensure that our meetings, events and socials are accessible to all, irrespective of any disability.
 
-\item The society may not register to obtain any legal status, including a limited company or a charitable status.
+    \item The society has ensured and will continue to ensure that it complies with any relevant data protection legislation.
 
-\item The Students' Association has a Zero Tolerance policy for sexual harassment and violence. This means that any case of sexual harassment or violence will be escalated to the final disciplinary stage (removal). Appeals will go through the formal complaints process of the Students' Association.
+    \item The society believes that discrimination or harassment, direct or indirect, based on a person's gender, age (except where it relates to licensing laws), race, skin colour, nationality, religious belief, socioeconomic background, disability, HIV status, sexual orientation, gender reassignment, family situation, domestic responsibilities or any other irrelevant distinction, is detrimental to the society, the University and wider society, and will not be tolerated. As such the society operates a safe space policy.
 
-\item The Students' Association understands harassment to include all forms, whether expressed orally, in writing, or on any cyber or digital platform.
+    \item The Students' Association has a Zero Tolerance policy for sexual harassment and violence. This means that any case of sexual harassment or violence will be escalated to the final disciplinary stage (removal). Appeals will go through the formal complaints process of the Students' Association.
 
-\item The Committee may impose sanctions for misconduct on members, based on verifiable evidence collected, taking into account the seriousness of the misconduct with reference to the membership responsibilities and standard code of conduct, any previous warnings, and any mitigating circumstances. When appropriate the following sanctions may be applied:
-  \begin{enumerate}
-  \item Informal Warning;
-  \item First Written Warnings will be issued for a minor offence or complaint;
-  \item Final Written Warnings will be issued for: a further offence or complaint or if the conduct of the member failed to improve following a previous warning, or if the actions are serious enough to warrant a Final Written Warning.
-  \item Removal from membership will occur if there is a further serious event of misconduct, or if the conduct of the member failed to improve following a previous written warning, or if the member committed an act of gross misconduct. Examples of gross misconduct include but are not limited to discrimination, sexual harrassment, and any form of violence. The committee may proceed to removal of membership in cases of gross misconduct without having to go through warnings.
-  \item EUSA's Societies department will be notified upon removal of a member and provided with a copy of the evidence pertaining to the sanctions process and removal. All persons removed from membership may appeal to the Societies' department against such removal.
-  \end{enumerate}
+    \item The Students' Association understands harassment to include all forms, whether expressed orally, in writing, or on any cyber or digital platform.
+
+    \item The Committee may impose sanctions for misconduct on members, based on verifiable evidence collected, taking into account the seriousness of the misconduct with reference to the membership responsibilities and standard code of conduct, any previous warnings, and any mitigating circumstances. When appropriate the following sanctions may be applied:
+      \begin{enumerate}
+      \item Informal Warning;
+      \item First Written Warnings will be issued for a minor offence or complaint;
+      \item Final Written Warnings will be issued for: a further offence or complaint or if the conduct of the member failed to improve following a previous warning, or if the actions are serious enough to warrant a Final Written Warning.
+      \item Removal from membership will occur if there is a further serious event of misconduct, or if the conduct of the member failed to improve following a previous written warning, or if the member committed an act of gross misconduct. Examples of gross misconduct include but are not limited to discrimination, sexual harrassment, and any form of violence. The committee may proceed to removal of membership in cases of gross misconduct without having to go through warnings.
+      \item EUSA's Societies department will be notified upon removal of a member and provided with a copy of the evidence pertaining to the sanctions process and removal. All persons removed from membership may appeal to the Societies' department against such removal.
+      \end{enumerate}
+\end{enumerate}
 
-\item The society shall remain \enquote{Most Excellent}.
+\subsection{Excellence}
+The society shall remain \enquote{Most Excellent}.
 
-\end{enumerate}