Constitution
1. SOCIETY NAME AND OBJECTIVES
1.1 The Society is called the Oxford Women in Business Society.
1.1.1 The Society shall also be referred to as OxWIB.
1.2 The Society's primary objective is to support and promote young women and non-binary people in the University of Oxford, with the aim of expanding their understanding of a broad range of career pathways, skills and opportunities; giving them the confidence to become ethical and empowering future leaders.
1.3 The secondary objectives of the society are:
1.3.1 To raise awareness of gender inequality in business and educate about how to tackle issues of gender inequality.
1.3.2 To connect young women and non-binary people at the University of Oxford to global and local communities.
1.3.3 To increase allyship for gender equality in business.
1.4 The Society will: provide information on matters which may be of interest to members; organise speaker events, panel events, workshops and other events of benefit to members; run initiatives which will benefit members’ career progression, such as mentorship schemes; run local and international social events; collaborate with local schools and charities; collaborate with global charities and organisations; secure discounts for members from companies which align with our vision.
1.5 The income and property of the Society shall be applied solely to those objects.
1.6 OxWIB is to be registered as an official Oxford University Society. The President must ensure the Society is registered on the Online Directory provided by the Oxford SU.
2. MEMBERSHIP
2.1 The members of the Society shall be those who apply for membership of the Society, who are admitted to and maintained in membership by the Committee.
2.2 The Committee may remove a person from membership for good cause. The person concerned may appeal against such removal to the Executive Committee.
2.3 Events organised by the Society are open to all members or non-members. The exception to this being committee meetings, which are open to committee members only.
3. THE COMMITTEE
3.1 The Society shall be represented by, and the management of its affairs vested in, the Committee of the Society. No person shall be a member of the committee unless they are a member of the Society in good standing.
3.2 The affairs of the Society shall be administered by a Committee consisting of no more than forty-five persons, which shall take ultimate responsibility for the activities of the Society. The Committee shall have control of the funds and property of the Society, and of its administration.
3.3 The Executive Team shall be made of no more than the President, President-Elect, Treasurer, Secretary, Vice-President and Head of External Relations, all of which are termly positions, apart from the Treasurer, which is a year-long position.
3.4 The members of the Committee shall be selected by application each term by the incoming President [excluding the Treasurer, as stated in 3.3]. The members of the Society shall not allow any individual to hold more than one Office at a time.
3.4.1 Eligibility: Candidates must be a member of the Society. Candidates must be studying at the University of Oxford [this includes rusticated, international and part-time students].
3.4.2 Application process: Once the application period opens, applicants will be asked to complete a set of questions written by the incoming President before a deadline of the incoming President’s choosing.
3.4.3 Interview Stage: Candidates chosen by the incoming President for the next stage will be interviewed by the incoming President and any other Committee member the incoming President invites to help. Detailed notes are to be taken during the interviews.
3.4.4 Selection Process: A candidate’s interview is to be prioritised over their written application. Some of the qualities looked for include, but are not limited to: merit, experience, commitment to OxWIB and previous contribution to the Society's activities.
3.4.5. Feedback: If requested, all successful and unsuccessful candidates for the Committee are to receive written and/or verbal feedback about their application.
3.5 The President-Elect shall be selected by nomination and application each term by the incoming President, in consultation with the acting President.
3.5.1 Eligibility: Candidates for President-Elect must be serving in Office as a member of the committee at the time of application. Candidates must have been nominated by at least one current Committee member to be considered for the position.
3.5.2 Application Process: Once the nomination period closes, nominees will be asked to submit a 150-200 word statement to the incoming President by a deadline of the incoming President’s choosing. This statement should address their vision for OxWIB, what the society means to them and what makes them a strong candidate for the President role.
3.5.3 Interview Stage: All candidates who submit their statement of intent by the given deadline will be interviewed by the incoming President and acting President. Detailed notes are to be taken during the interviews.
3.5.4 Selection Process: Equal weighting is to be given to a candidate’s statement and their interview. Some of the qualities looked for include, but are not limited to: commitment to OxWIB, a clear vision for the term, proven ability to go above and beyond their responsibilities and a deep understanding of OxWIB’s vision and legacy.
3.5.5. Feedback: If requested, all successful and unsuccessful President-elect candidates are to receive written and/or verbal feedback about their application.
3.5 Each Office Holder must, on relinquishing their appointment, promptly hand to their successor in Office all official documents and records belonging to the Society, together with (on request from the President) any other property of the Society which may be in their possession; and must complete any requirements to transfer authority relating to control of the Society's bank accounts, building society accounts, or other financial affairs.
3.5.1 Office Holder’s must ensure that all official documents and records belonging to the Society are available on the shared Google Drive or email accounts and create a comprehensive handover document for the next office holder to consult.
3.6 The Committee shall have power to make regulations and bylaws in order to implement the paragraphs of this Constitution and to settle any disputed points not otherwise provided for in this Constitution.
3.7 A Committee member may be asked to step down from the Committee at any time through a unanimous vote of the Executive Team. They shall remain a member of the Society in good standing.
3.8 Committee member positions
Role (quantity) | Key information | Further information |
|---|---|---|
President (1) | Oversees all members of the Committee and all OxWIB events, initiatives and activities; oversees a sub-team | Standing Order A1 |
President-Elect (1) | Plans for the next term; oversees the Ambassadors; oversees a sub-team | Standing Order A2 |
Vice Presidents (2) | Assists the President in delivering their vision for the Society; take care of internal and external matters; oversees a sub-team | Standing Order A3 |
Treasurer (1) | Manages the finances of the society; oversees the Sponsorship Team | Standing Order A5 |
Head of External Relations (1) | Oversees collaborations with other societies; maintains alumni relationships; oversees a sub-team | Standing Order A6 |
Events Co-Director (2) | Organises the term’s events and runs logistics for them; coordinates with other event-based teams | Standing Order A7 |
Sponsorship Director (1) | Oversees sponsorship relations and local business initiative | Standing Order A8 |
Head of Public Relations & Marketing (1) | Oversees the OxWIB social PR strategy to promote the society and events; oversees term-card and graphics
design.
| Standing Order A9 |
Membership Director (1-2) | Oversees the Society’s membership and outreach; organises the Society’s social events | Standing Order A10 |
Mentorship Director (1-2) | Oversees the Society’s mentorship programme; organises mentorship related events | Standing Order A11 |
Investment Operations Co-Director (2) | Run events relating to investing, financial literacy, cryptocurrencies and blockchain; planning launch of seed fund | Standing Order A12 |
Head of Insight (1) | Oversees editing process of the termly magazine, delivering their vision | Standing Order A13 |
Head of Outreach (local and global) (1) |
Runs new initiatives to engage with charities and primary schools to create a lasting impact in the Oxford community; expands global reach of the Society | Standing Order A14 |
Head of DNI (1) | Takes care of Diversity & Inclusion matters within the society | Standing Order A15 |
IT Officer (1) | In charge of maintenance and redesign of the Society’s website, app and any other Committee platforms | Standing Order A16 |
Blog Officer (1) | In charge of blog content | Standing Order A17 |
Sponsorship Representative (2-3) | Acts as a point of contact for sponsors | Standing Order A18 |
Public Relations & Marketing Representative (2-3) | Assists the Marketing Director in creating branding and advertising material | Standing Order A19 |
Membership Representative (2-3) | Assists the Membership Director in working on access and engagement with members through social events | Standing Order A20 |
Mentorship Representative (2-3) | Assists the Mentorship Director in the running of the mentorship programme and related events | Standing Order A21 |
Investment Operations Representative (2-3) | Assists the Investment Operations Co-Directors in the running of investing, financial literacy, cryptocurrencies and blockchain themed events | Standing Order A22 |
General Committee (3-6) | Helps to run events and works with the External Events team | Standing Order A23 |
DNI Representative (2) | Helps the Head of DNI manage diversity & inclusion matters | Standing Order A24 |
3.8.1 The incoming President is entitled to create new committee positions where existing positions do not cover new or more specialised responsibilities, providing this does not exceed the Committee limit stated in 3.2.
4. MEETINGS OF COMMITTEE
4.1 There shall be a meeting at the beginning of every term for all members of the Committee, convened by the President on no less than four days' notice. This meeting will receive the report of the President for the previous term and consider any other relevant business.
4.2 A full Committee meeting may be called in any term; by any member of the Executive Team on no less than four days' notice.
4.3 When any financial business is to be transacted there must be present the Treasurer, or a member of the Committee deputed by the Treasurer to represent their views to the Meeting.
5. AMBASSADORS
5.1 Ambassadors oversee the distribution of material regarding the Societies’ events and resources to students in their college and any other groups they form a part of. They are responsible for being each respective college’s point of contact regarding enquiries of the Society and the promotion of the Society.
5.2 There may be more than one ambassador for each respective college at any one time. Thus, distribution of shared material and other required tasks must be divided equally between each ambassador of the same college.
5.3 Ambassadors represent the Society, and therefore must uphold the constitution. However they do not fall under the Societies’ Committee.
6. REVISIONS TO THE CONSTITUTION
6.1 Amendments to the constitution of the Society shall be made only if accepted by a majority vote of the Committee.
6.2 Any Committee Member can suggest an amendment to the Constitution and put it up to a vote. There must be a quorum of thirty-five Committee Members at a vote.
7. SPONSORS
7.1 The Society shall be free to enter into sponsorship agreements with companies that embody the principles on which the Society has been founded and will further its objectives. These agreements may include, but are not limited to, financial payments to the Society, which in return will act as a focal point within the University to publicise the company and help organise events they may wish to hold.
7.2 The Society must disclose which companies they are in sponsorship agreements with on their website, ensuring this is the most up to date information.
8. INDEMNITY
8.1 So far as may be permitted by law, every member of the Committee and every officer of the Society shall be entitled to be indemnified by the Society against all costs, charges, losses, expenses and liabilities incurred by them in the execution or discharge of their duties or the exercise of their powers, or otherwise properly in relation to or in connection with their duties.
8.2 This indemnity extends to any liability incurred by them in defending any proceedings, civil or criminal, which relate to anything done or omitted or alleged to have been done or omitted by them as a member of the Committee or officer of the Society and in which judgement is given in their favour (or the proceedings are otherwise disposed of without any finding or admission of any material breach of duty on their part), or in which they are acquitted, or in connection with any application under any statute for relief from liability in respect of any such act or omission in which relief is granted to them by the Court.
8.3 So far as may be permitted by law, the Society may purchase and maintain for any member of the Committee or officer of the Society insurance cover against any liability which by virtue of any rule of law may attach to them in respect of any negligence, default, breach of duty or breach of trust of which they may be guilty in relation to the Society and against all costs, charges, losses and expenses and liabilities incurred by them and for which they are entitled to be indemnified by the Society.
9. TRANSPARENCY
9.1 This constitution will be freely available on the Oxford Women in Business website.
9.2 Committee members are to be made aware of the constitution and its standing orders by the Executive Team.
10. COMPLAINTS PROCEDURE
10.1 As stated in section (1.6), OxWIB is a registered society under the Oxford SU, and as such, it will use its complaints procedure.
10.2 Any member of the Society can make use of it and it is available upon request.
11. CODE OF CONDUCT
11.1 As stated in section (1.6), OxWIB is a registered society under the Oxford SU, and as such, it will abide by its Code of Conduct.
11.2 All members of the Society must respect and abide by this Code of Conduct. It is available upon request.
12. STANDING ORDERS
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The Committee Role Descriptions
A.1 President
● Oversees all members of the Committee and all OxWIB events, initiatives and activities; oversees a sub-team
● Key responsibilities:
○ Oversees running of the Society by attending meetings, ensuring cross-team communication and speaking to Committee members regularly
○ Innovates new ways for the Society to thrive, including but not limited to: creating new initiatives, initiating collaborations and planning for the future
A.2 President-Elect
● Plans for the next term; oversees the Ambassadors; oversees a sub-team
● Key responsibilities:
○ Oversees the Aambassador Pprogramme: including recruitment and maintenance
○ Coordinates communication between their sub-team and the rest of the committee
○ Innovates new ways for the society to thrive, including but not limited to: creating new initiatives, initiating collaborations and planning for the future
A.3 Internal Vice-President
● Assists the President in delivering their vision for the Society; oversees a sub-team, takes care of internal matters and is in charge of the newsletter. Oversees membership development.
● Key responsibilities:
○ Oversees logistics of running the Committee
○ Coordinates communication between their sub-team and the rest of the committee
○ Issues weekly newsletter
○ Innovates new ways for the society to thrive, including but not limited to: creating new initiatives, initiating collaborations and planning for the future
○ Innovates regarding how to best engage with Society members
A.4 External Vice-President
● Assists the President in delivering their vision for the Society; oversees a sub-team, takes care of external matters and is in charge of the Sponsorship mailshots.
● Key responsibilities:
○ Oversees logistics of running the Committee
○ Coordinates communication between their sub-team and the rest of the committee
○ Issues Sponsorship mailshots
○ Innovates new ways for the society to thrive, including but not limited to: creating new initiatives, initiating collaborations and planning for the future
○ First point of contact for those wishing to contact the Society
A.5 Treasurer
● Manages the finances of the society; oversees the Sponsorship Team
● Key responsibilities:
○ Creates the termly budget and communicates this to the Executive Team
○ Responsible for making payments and reimbursements
○ Coordinates communication between the Sponsorship Team and the rest of the committee
A.6 Head of External Relations
● Oversees collaborations with other societies; maintains alumni relationships; oversees a sub-team
● Key responsibilities:
○ Liaises with other societies and organisations to put on joint events or other collaborative initiatives
○ Coordinates communication between their sub-team and the rest of the committee
○ Oversees Global and Local Outreach Officers
A.7 External Events Co-Directors
● Organises the term’s external events and runs logistics for them.
● Coordinates with other event-based teams.
● Key responsibilities:
○ Directs the General Committee
○ Discusses and produces ideas for events
○ Invites a broad range of speakers, panelists and workshop leaders
○ Runs event logistics
A.8 Sponsorship Director
● Oversees sponsorship relations and local business initiative
● Key responsibilities:
○ Directs the Sponsorship Team
○ Explores any potential for new sponsorship agreements
○ Communicates effectively with sponsors
○ Oversees local business initiative which collaborates with local companies in Oxford to secure discounts for our members and host joint events
A.9 Head of Public Relations & Marketing
● Oversees the OxWIB social PR strategy to promote the society and events; oversees term-card and graphics design.
● Key responsibilities:
○ Directs Marketing and Podcast Teams
○ Designs graphics and advertising material, including the term card and , social media channels and Insight magazine
○ Regularly posts on social media accounts
A.10 Membership Director
● Oversees the Society’s membership and outreach; organises the Society’s social events
● Key responsibilities:
○ Directs the Membership Team
○ Organises and runs the membership drive for new students
○ Develops the society’s access and outreach
○ Plans committee and member social events, including the termly President’s Drinks
○ Organises and runs biweekly members’ drop-in events
A.11 Mentorship Director
● Oversees the Society’s mentorship programme; organises mentorship related events
● Key responsibilities:
○ Directs the Mentorship Team
○ Organises and runs the Mentorship Programme which launches in Michaelmas and Trinity of every year
○ Responsible for mentor and mentee recruitment
○ Provides key resources to ensure both mentors and mentees get the most out of the mentorship programme
A.12 Investment Operations Co-Director
● Organise and run events relating to investing, financial literacy, cryptocurrencies and blockchain; planning launch of seed fund
● Key responsibilities:
○ Directs the Investment Operations Team
○ Discusses and produces ideas for events
○ Invites a broad range of speakers, panellists and workshop leaders
○ Runs event logistics
A.13 Head of Insight
● Oversees editing process of the termly magazine, delivering their vision
● Key responsibilities:
○ Encourages and commissions submissions for the termly magazine
○ Designs and edits the termly magazine
○ Organises a launch event for the magazine
A.14 Head of Outreach (local and global)
● Run new initiatives to engage with charities and primary schools to create a lasting impact in the Oxford community
● Expands global reach of the Society
● Key responsibilities:
○ Maintains and creates relations with primary schools and charities
○ Maintains and creates relations to global societies and organisations
○ Communicates any developments with the Executive Team
A.15 Head of DNI
● Takes care of Diversity & Inclusion matters within the society
● Works with every team to provide guidance and help as to how to make OxWIB more inclusive and diverse
● Key responsibilities:
○ Sets an achievable goal for each team with regards to DNI
○ Elects 2-3 DNI representatives to help with the task
○ Supports the OxWIB members in matters related to DNI
A.16 IT Officer
● In charge of maintenance and redesign of the Society’s website, app and any other Committee platforms
● Key responsibilities:
○ Updates the website and app with any new material
○ Regularly updates the membership database
○ Comes up with new ways to engage members through our online presence
A.17 Blog Officer
● In charge of blog content.
● Key responsibilities:
○ Innovates new ways to use the blog
○ Works with the Public Relations & Marketing team to cultivate and upload blog content
A.18 Sponsorship Representative
● Acts as a point of contact for sponsors
● Key responsibilities:
○ Sends out sponsorship proposals
○ Liaises with sponsors professionally
○ Assists in the delivery of sponsorship rights
○ Assists with the local business initiative
○ Screens all sponsors through our agreed vetting process
A.19 Public Relations & Marketing Representative
● Assists the Public Relations & Marketing Director in creating branding and advertising material
● Key responsibilities:
○ Designs graphics and advertising material
○ Maintains social media presence
A.20 Membership Representative
● Assists the Membership Director in working on access and engagement with members through social events
● Key responsibilities:
○ Plans committee and member social events
○ Helps to organise and run any membership-themed events
A.21 Mentorship Representative
● Assists the Mentorship Director in running the mentorship programme and related events
● Key responsibilities:
○ Reaches out to professionals and students to get them on board
○ Maintains communications within the network
○ Collates and crafts useful resources
A.22 Investment Operations Representative
● Assists in the running of investing, financial literacy, cryptocurrencies and blockchain themed events
● Supports the research and creation of the Seed Fund
● Key responsibilities:
○ Discusses and produces ideas for events
○ Invites a broad range of speakers, panellists and workshop leaders
○ Runs event logistics
A.23 General Committee
● Helps to run events and works with the External Events team
● Key responsibilities:
○ Delivers the External Event Co-Director’s vision for the Society’s events
○ Helps with the general running of the society and has opportunity to get involved with other teams beyond events
○ Sends event invitations to potential speakers
○ Assists with the logistics of events throughout term
A.24 DNI Representative
● Helps the Head of DNI take care of Diversity & Inclusion matters within the society
● Works with assigned teams to provide guidance on how to make OxWIB more inclusive and diverse
● Key responsibilities:
○ Set key DNI goals for their assigned teams and work closely with them
○ Supports the OxWIB members in matters related to DNI