Student Association – Class Representative Role
Catholic Institute of Sydney Students’ Association (CISSA)
CISSA looks to the interests of all enrolled students. Under its current constitution, CISSA seeks: to enhance – academically, spiritually and socially – the lives of all students enrolled in a programme of studies at CIS; to fulfil those functions set out under the Statutes and Regulations of the CIS; to promote ecumenical cooperation with other theological institutions. An executive, consisting of a President and six others, is elected annually. All students are encouraged to participate in CISSA activities.
CISSA Representatives 2022
- President: TBA
- Secretary: TBA
- Treasurer: TBA
- Councillors: TBA
Constitution of CISSA
[Consolidated version incorporating amendments adopted by CISSA Council on 31st May, 2005]
Article 1. Name
The name of the Association shall be the “Catholic Institute of Sydney Students’ Association”, (hereafter ‘CISSA)’.
Article 2. Purposes
1. CISSA’s objectives are as follows:
(a) to provide opportunities for affiliation (academically, spiritually and socially) for all students enrolled in a program of studies at the Catholic Institute of Sydney (hereafter “CIS“);
(b) to represent CISSA members at all levels of CIS government;
(c) to promote ecumenical endeavour and dialogue with other theologates and institutions, particularly through the Sydney College of Divinity; and
(d) to host, co-host and organise activities and functions which may facilitate the achievement of these objectives, including catering and pre- and post-activity administration.
2. In carrying out these objectives, CISSA is not responsible for the pastoral care of students.
3. The assets and income of CISSA shall be applied solely in furtherance of its above-listed objects and no portion shall be distributed directly or indirectly to its members except as bona fide compensation for services rendered or expenses incurred on its behalf.
Article 3. Membership
1. Membership of CISSA is open to all students enrolled in a program of studies at CIS and upon payment of the prescribed fee.
Article 4. CISSA Council
1. CISSA shall be governed by a Council consisting of six (6) members elected in accordance with the provisions of Article 6 hereof together with such ex-officio members as the Council may deem appropriate, but only elected members may vote on matters before the Council. The Council shall endeavour to ensure that it and its successor is as highly representative of the student body as possible and accordingly, and in so far as it is possible to do so, that it comprises both males and females, graduate students as well as undergraduates, freshmen as well more senior students, clergy, religious and lay people.
2. The Council shall elect from amongst its number an Executive consisting of President, Secretary and Treasurer, but only elected members of the Council may serve on the Executive. In electing the President, the Council shall seek to ensure that he or she is elected according to seniority and without preference to sex except in the event that to do otherwise would deprive the Council of the best choice of person otherwise available.
3. The Council shall meet together at such times and at such places as it may deem necessary for the carrying out of its functions. The Executive shall likewise meet as they may deem necessary. Proceedings of all such meetings may be as informal as the Council and the Executive (respectively) may deem desirable but so as nevertheless to conform to the spirit of the Australian Standard for meetings of committees and boards.
4. The proceedings of Council meetings shall be recorded in Minutes which shall be published to all its members (the responsibility of both of which is that of the Secretary) not less than one week prior to a scheduled meeting and may only be adopted as a true and accurate record by a majority of those who were present at the relevant meeting. The Minutes of all Council meetings shall be retained forever.
5. CISSA shall conduct its affairs in accordance with the Australian Standard for small organisations. Its financial year will commence on 1st July and end on 30th June and its financial records shall be retained for as long as that required by law of taxpayers.
6. In the event of the resignation from office of any member of the Executive, a new office bearer(s) shall be elected by the Council save that, if the President ceases to hold office within one calendar month of the due date for the annual election of a Council, that office shall remain open and the Secretary, or if he or she is unwilling or unable to do so, the next most senior member of the Council (seriatim), shall perform all the duties pertaining to the office of President.
7. The duties and functions of the CISSA Council are as follows:
(a) to establish such committees, whether standing committees or on an ad hoc basis, as it may deem necessary or desirable in order to achieve its aims;
(b) to open and operate such bank account or accounts as may be deemed necessary to achieve its duties and functions, to get in and manage all members’ subscriptions for those purposes and to fully account annually to the members in general meeting regarding the use and disposition of such funds;
(c) to take responsibility, including financial responsibility, for the provision of such student amenities as it and CIS may deem appropriate.
(d) to nominate and appoint representatives, drawn from either the Council or the CISSA membership generally, to the various committees and governing bodies of CIS [for their part, such representatives shall report regularly to the Council on the proceedings of such committees and bodies and they shall not bind the Council in respect thereto without the Council’s approval]; and
(e) to make representations at appropriate levels on issues affecting the CISSA membership either generally or specifically and whether affecting members’ amenities or safety or otherwise.
8. The term of office for all members of the Council shall be one (1) year and no member of the Council may serve more than three (3) consecutive terms.
Article 5. Annual General Meeting
1. There shall be an Annual General Meeting of all members of CISSA, which shall take place during the second week of the second semester or, for demonstrated good reason only, on such other date as may be determined by the Council.
2. At least two (2) weeks prior notice of the Annual General Meeting shall be given and such notice shall be prominently displayed on the Notice Board in the student’s common room at CIS and in the CIS newsletter or an equivalent circular notice.
3. All students may attend the Annual General Meeting and the Council shall actively encourage their attendance.
4. At the Annual General Meeting of CISSA the President shall fully report to the members on the activities of CISSA and the Council during the year and on such plans and proposals for the future which the Council may have determined. For his/her part, the Treasurer shall prepare a financial report in writing to the members representing a fair and accurate statement regarding CISSA’s financial state and he/she shall have available and produce if requested CISSA’s complete financial records of the preceding year. The Secretary may report on such matters as he or she and/or the Council may deem appropriate.
Article 6. Extraordinary Meetings
1. The Council may convene an Extraordinary General Meeting of CISSA whenever it deems it necessary or desirable so to do. Additionally, an Extraordinary General Meeting may be requisitioned on the signed petition of not less than ten per centum (10%) of members of CISSA setting out fully the reasons for petitioning the meeting, the text of any motion or motions intended to be moved at the meeting and the arguments in favour of and against any such motion(s).
2. In respect of any Extraordinary General Meeting, whether convened by the Council of its own motion or whether requisitioned on the petition of members as aforesaid, the Council shall ensure that not less than fourteen(14) days clear notice of the meeting shall be displayed on the notice board in the student common room and in The Institute News (or a similar circular publication); any such notice shall set out the information required of a members’ requisitioned meeting.
3. Any Extraordinary General Meeting shall be chaired by the President and it shall be conducted strictly in accordance with the Australian Standard for meetings of committees and boards.
Article 7. Elections
1. The election of the Council shall be conducted at the Annual General Meeting and the following general procedures shall strictly apply:
(a) the Council shall appoint a Returning Officer (not being a member of the Council and being a financial member who does not intend to accept nomination therefore) to conduct the election and he or she shall, by notice prominently displayed on the Notice Board in the student’s common room at CIS and in the CIS newsletter or an equivalent circular notice, call for nominations in writing for CISSA Council not less than two (2) clear weeks prior to the Annual General Meeting – the notice shall notify members of the qualifications for nomination and election and of the closing date therof, and he or she shall ensure an adequate supply of typewritten nomination forms;
(b) nominations shall be in writing only and shall also be seconded and accepted by the nominee in his or her own hand;
(c) only financial members may be nominated and only financial members may nominate or second the nomination of a candidate;
(d) no nomination forms shall be received by the Returning Officer later than four (4) clear weekdays prior to the Annual General Meeting;
(e) not later than two (2) clear weekdays before the Annual General Meeting the Returning Officer shall prominently display on the Notice Board in the students’ common room a list of nominees along with their proposers and seconders;
(f) immediately following the presentation of reports by the Council at the Annual General Meeting, and following such discussion thereon as may be appropriate, the Returning Officer shall then distribute typewritten ballot papers to the members present and listing the names of all eligible candidates in alphabetical order;
(g) voting shall be by preferential voting with members numbering all squares in numerical sequence beginning with the numeral ‘1’; and
(h) voting is not compulsory but only financial members may vote and only valid ballot papers may be counted – in the event of a dispute as to the validity of a ballot(s), the Returning Officer shall decide the issue but, if unfamiliar with voting rules, he or she shall seek the counsel of the President of CIS;
2. In the event that fewer than seven (7) financial members accept nomination for the Council, the Returning Officer shall at the Annual General Meeting declare those members duly elected without the necessity of conducting a ballot but under no circumstances shall the other provisions hereof relating to candidacy and elections and the holding of the Annual General Meeting fail to be adhered to.
3. Following its election, the new Council shall meet at its earliest convenience and elect from its number the Executive, comprising President, Secretary and Treasurer and, in the event that fewer than six (6) members were declared elected at the Annual General Meeting, it shall appoint such ex-officio members as may be necessary to make up any such shortfall, together with (in accordance with Art. 4.1 hereof) such other ex-officio members as it may deem appropriate, but only elected members of the Council may vote on matters before it. Thereafter and as soon as conveniently possible, the President shall formally notify the CISSA membership and the President of CIS of the result(s) of the Council’s elections and appointment(s).
Article 8. Amendment
1. The provisions of this Constitution may only be amended by a two-third’s majority of financial members voting at a general meeting of which not less than twenty-one (21) clear days notice has been given by the Council in writing and being a notice setting out fully the amendment(s) sought to be made and the reasons for and against it or them.
Article 9. Dissolution
1. CISSA may be dissolved by the affirmative vote of a two-third’s majority of financial members voting at a general meeting of which not less than twenty-one (21) clear days notice has been given by the President in writing, or in his or her absence, the next most senior member of the Council (seriatim), being a notice setting out fully the reasons for and against the proposed dissolution.
In the event that CISSA is dissolved, the President, or in his absence the next most senior member of the Council, shall ensure that all its records and funds remaining after such dissolution and the satisfaction of all debts and liabilities are delivered up and otherwise accounted for to CIS who, for its part, shall apply all such funds to charitable purposes or alternatively, shall transfer such funds to another organization with similar purposes which is not carried on for the profit or gain of its individual members