MacKillop Law Students Society Election & Cabinet Position Guide Approved by Cabinet 20 September 2016 Secretary: Jasmine Avetisian Part 1
What is required of me? Overview All Cabinet positions require a high level of commitment and dedication. Members should think very carefully as to whether they can fulfill the requirements of the position. The descriptions of each position are a good guide as to what you can expect from the role; however, all Cabinet members are also required to attend and assist with the portfolios of other Cabinet members. While becoming a member of the MAKLSS Cabinet can provide you with many benefits; you must make the time to attend meetings, social functions, social justice forums, careers events, and other MAKLSS-related activities. You should not nominate for a position on MAKLSS if you are not prepared to dedicate time and energy to the role. What is MAKLSS? MAKLSS is a student organisation that represents the interests of each law student at Australian Catholic University (MacKillop Campus). It aims to provide services such as social functions, academic competitions, publications and representation to students. More specifically, MAKLSS aims to achieve the following objectives as set out in the Constitution: I. Creating a supportive and nurturing environment that focuses on assisting and aiding the development of students enrolled in the Thomas More Law School. II. Becoming affiliated with the University as well as sustaining a relationship with ACUNSA and MAKSA. III. IV. Operate for the Benefit of the students in a financially sustainable manner. To protect and engage the students of the Law School. V. Assist in the communication between Law School students and the University itself. VI. VII. VIII. IX. Liaise with Law School students and create a positively dominant culture within the Law School itself. Provide affiliation and recognition with other Law Societies, including but not limited to ALSA. Ensure and promote the University s code of conduct. In combination with the University, aim to provide the highest quality of education for our students. MAKLSS provides these services through its Cabinet, which is elected by MAKLSS members pursuant to the MAKLSS Constitution. The Cabinet is made up of four executive positions, and a further fifteen Cabinet positions.
What Next? Nominate for a Cabinet position! The election for the 2017/2018 Cabinet will be conducted in the week prior to and announced at the Annual General Meeting. The following Executive positions will be elected at the AGM: 1. President 2. Vice-President 3. Secretary 4. Treasurer The election of the following Directors will also be conducted in the week prior to and announced at the Annual General Meeting: 1. Director (Education) 2. Director (Social Justice) 3. Director (Sponsorship) 4. Director (Competitions) x 2 5. Director (Publications) 6. Director (Events) 7. Director (Marketing) 8. Law Ball Convener (to relinquish office at completion of next law ball) 9. Director (Information Technology) 10. Second Year Cohort Student Representative 11. Third Year Cohort Representative 12. Fourth Year Cohort Representative 13. Final Year Cohort Representative 14. Post Graduate/Graduate Entry Cohort Representative The fifteenth Cabinet position is that of First Year Cohort Representative. An election will be held in Orientation Week 2018 to elect a member from the first year cohort. In order to nominate for election as a Cabinet Member, you must: 1. be a financial MAKLSS member evidenced by supplying your membership number; 2. expect to be enrolled as a law student at Australian Catholic University (MacKillop Campus) during the term 1 November 2017 to 31 October 2018; and 3. provide a written nomination in accordance with the MAKLSS s Election Regulations (including profile). 4. Associate and Honorary Life Members are prohibited for running for office. How to nominate for a position on MAKLSS? 1. Read the position description of all the positions. 2. Decide what position you would like to nominate for. Please note that you may only nominate for one position. If you nominate for an executive position you may also nominate for a Director position. If you are elected into an executive
position, the nomination for the Director position will be automatically withdrawn. 3. Complete the nomination form, and have your nomination seconded by two MAKLSS members. 4. Prepare a short profile of yourself in accordance with the details on the nomination form. 5. Submit your nomination form (with profile attached) by emailing maklss.president@myacu.edu.au 6. You must submit your nomination form by no later than 5:00pm Wednesday 15 November 2017. 7. Please note: oral or written campaigning, by or on behalf of any nominee is not permitted, with two exceptions: 1. the booklet containing nominees profiles, which will be distributed prior to the AGM; and 2. nominees for the position of President may give a short address to law lectures, for the purpose of introducing their nomination, but ONLY with the permission of individual lecturers. Any such addresses may not refer to any other nominees for any other positions on MAKLSS Cabinet. IMPORTANT: Please DO NOT use university resources such as LEO or email for campaigning at ANYTIME. Such use may result in cancellation of your nomination. Please see the Election Regulations (on the MAKLSS website: www.maklss.com) for more information on this. What will happen then? Your nomination will be confirmed by email if all submission requirements have been followed. It is your responsibility to ensure this. After the nomination period has ended all members will be sent your supplied profile. One week prior to the AGM voting will commence via an online voting platform chosen by the Returning Officer. The online vote will cease at the commencement of the AGM and elected members announced prior to the AGM closing. If you have any questions about the nomination process, or Election Regulations, please contact the Returning Officer (maklss.president@myacu.edu.au). Part 2 Positions
PRESIDENT
President: (i) The President shall chair Executive, Cabinet and such other Society meetings. (ii) The President shall represent the Society at official functions. (iii) The President shall see that the duties of the Cabinet members are done in accordance with this Constitution. (iv) The President shall determine the validity of any complaint by a member and if necessary call a Cabinet meeting to discuss the complaint. (v) The President shall write the annual report before the end of the elected term. (vi) The President shall report the activities of the society to the Student Association, Law School or University as requested. The President is responsible for leading MAKLSS, working with all Cabinet Members, coordinating MAKLSS activities and ensuring that everyone fulfils their obligations. The President is also responsible for chairing MAKLSS meetings, and the annual and special general meetings of the LSS. The President is expected to be invited to sit on the Faculty of Law and Business Board to attend all meetings of this committee. The President is expected to regularly liaise with the Dean of Law, Deputy Dean and other staff members. The President is a representative at ALSA, and attends two 3-day ALSA Councils (April and September) and the annual ALSA July Conference, which lasts 6-7 days. The President is also a representative on the NSW Young Lawyers Special Committee of Law Student Societies (NSWYL SCLSS), a state based body with monthly meetings. While this position is very rewarding, it is also very demanding. A very high level of organization is required. On average, the President can expect to dedicate a minimum of 20 hours each week to MAKLSS. This position is only open to students who are in their third year of study in a law degree program or above.
VICE-PRESIDENT Vice-President: (i) The Vice-President shall assist the President in any duties requested, and to act on behalf of the President in the event of the President s absence. (ii) The Vice-President shall be responsible for the equipment and inventory list of the Society. (iii) The Vice-President shall be responsible for all Directors and liaise regularly with each Director. The Vice-President (VP) role varies from time to time from periods of doing nothing to periods of extreme pressure. The Vice-President is required to fill in for the President at any meeting or event the President can not attend and shall assist the President prepare the annual report for presentation at the AGM. The VP is responsible for all of the assets of the LSS including maintain an inventory of all assets held by the Society. The VP will responsible for the final approval of all event briefs and documentation required to be submitted to the Office of Student Success and will liaise with the MacKillop Student Association on behalf of MAKLSS when required. The Vice-President will assume the position of President for a maximum of 45 days in the event the president is unable to complete their term until a by-election can be held to fill the president position. On average, the Vice-President can expect to dedicate a minimum of 15 hours each week to MAKLSS. This position is only open to students who are in their second year of study in a law degree program or above and who have served on the MAKLSS Cabinet for at least one year.
SECRETARY Secretary: (i) The Secretary shall keep records of all Society proceedings, manage all Society correspondence, give notice of all Society meetings and perform other such duties as Cabinet shall determine. (ii) The Secretary shall supply a copy of this Constitution to any member upon a request. (iii) The Secretary shall notify all members to proposed changes to this Constitution, meeting times and events. (iv) The Secretary shall produce an agenda for all society meetings. The Secretary is the Public Officer of MAKLSS, and is responsible for the administration of the Society. This role requires a high level of time, commitment to MAKLSS and excellent administration skills. Administration includes recording and distributing minutes of meetings, organizing and promoting the AGM and any MGM or EGM, filing and responding to MAKLSS correspondence and maintaining the MAKLSS office space. The Secretary is also responsible for coordinating ACUNSA affiliation and Incorporation of the Society. A key aspect of the role is working with other positions to facilitate communication between Committee members and the student population. This position provides opportunity to be involved in various aspects of the Committee, rather than committing to one portfolio. It is essential to this position that the holder be vigilant in checking and responding to emails. On average, the Secretary can expect to dedicate a minimum of 20 hours each week to MAKLSS. This position is only open to students who are in their third year of study in a law degree program or above.
TREASURER Treasurer: (i) The Treasurer shall be responsible for the Society s finances and shall keep a record of such finances. (ii) The Treasurer shall present a financial report at all cabinet meetings and will provide a report including but not limited to a profit and loss statement at the AGM. (iii) The Treasurer shall prepare a budget and present this to the Cabinet within three (3) weeks of the commencement of the academic year. (iv) The Treasurer shall ensure invoices are sent to the Student Association in a timely manner. (v) The Treasurer shall complete all banking. While very rewarding, the Treasurer position requires a significant amount of time and responsibility. This role requires someone who has accounting or bookkeeping experience. The Treasurer must provide the Committee with a budget at the beginning of the year, and keep accurate and up to date records of all the MAKLSS financial matters and membership database. The Treasurer must be able to advise the Committee on how much can be spent on particular projects at any time, including at social functions. Despite the time and responsibility involved in this role, the Treasurer has the opportunity to get involved in general matters discussed by the Cabinet and the day to day business of MAKLSS by being a member of the Executive. On average, the Treasurer can expect to dedicate a minimum of 15 hours each week to MAKLSS. This position is only open to students who are in their second year of study in a law degree program or above.
DIRECTOR (EDUCATION) Director (Education)/ALSA Representative: (i) The Education Director shall provide members with information regarding matters that directly concern law students or law professionals on a state, national and international level. (ii) The education director shall produce four (4) educational publications in their respective term, two of which must be: (a) A guide for first year students commencing the study of law at Australian Catholic University; and (b) A careers guide. This position is one of the most demanding on MAKLSS, and while the time involved varies, it requires approximately two hours each day. A strong interest in ALSA and education, both on the local and national levels is required. Previous experience on MAKLSS is recommended, but not essential. The D(Ed) is responsible for coordinating any MAKLSS response to educational issues both within the university and on a national level. They will need to work closely with the President and may form an education subcommittee. The tasks undertaken by the D(Ed) range from advocating for students about assessment in particular subjects through to coordinating the MAKLSS s response to national Higher Education policies. The D(Ed) is responsible for all communication with ALSA, including organizing registration and transport for all MAKLSS delegates to ALSA meetings. The D(Ed) attends the 3 ALSA meetings with the President, and should be prepared to have a strong voice at ALSA in order to represent the best interests of ACU Students. The D(Ed) is responsible for discussing ALSA matters with the MAKLSS Cabinet and for providing regular updates to the student body. The D(Ed) is also a representative on the NSW Young Lawyers Special Committee of Law Student Societies (NSWYL SCLSS), a state based body with monthly meetings.
DIRECTOR (SOCIAL JUSTICE) Director (Social Justice): (i) The Social Justice Director shall provide opportunities for volunteering within a social justice framework for Society members. (ii) The Social Justice Director shall create and maintain relationships with charities and not for profit organisations that align with the mission of the Society and do not contradict the mission of the University. (iii) The Social Justice Director shall propose all events to Cabinet that further the Society s social justice aims. The Director (Social Justice) is responsible for liaising with students, staff and other Committee members on general and specific equity, diversity and social justice issues, and to ensure that at all times the Cabinet acknowledges and considers these interests in its planning and decision-making. An interest and enthusiasm for social justice issues is a prerequisite for this position!
DIRECTOR (SPONSORSHIP) Director (Sponsorship): (i) The Sponsorships Director shall engage law firms and potential sponsors with the aim of gaining sponsorship packages for the society. (ii) The Sponsorships Director shall ratify or propose changes to the MAKLSS Sponsorship Prospectus if needed. (iii) The Sponsorships Director shall require the President to approve and sign off on any sponsorship arrangement. This position involves publishing a sponsorship prospectus specifically designed for sponsors, distributing it to potential sponsors and closely liaising with potential and existing sponsors in the legal and graduate community. This position will liaise closely with the Treasurer ensuring that all information provided to sponsors is uniform with sponsorship agreements and any university guidelines that may be introduced. The prospectus is prepared over the summer, so requires an investment of time throughout that period. It is perceived that this position will be able to grow substantially over the next few years.
DIRECTOR (COMPETITIONS) x 2 Positions Director (Competitions): (i) The Directors (Competitions) shall organise and convene all competitions within the Society. (ii) The Directors (Competitions) shall communicate any other intervarsity moot competitions that members of the Society are invited to or are permitted to participate in and provide proposals of which to Cabinet. (iii) The Directors (Competitions) shall provide Judges Guides and Judging Criteria to all judges affiliated with Society conducted moots. This role involves the organization of any internal competitions that MAKLSS decides to run, as well as liaising with the staff from the School of Law. This can be relatively time consuming position, but can be assisted by a Competitions subcommittee. It is not necessary to have been a previous MAKLSS Cabinet Member, however, it is recommended that two people undertake this position together.
DIRECTOR (PUBLICATIONS) Publications Director: (i) The publications director shall produce any stipulated documents that the Cabinet so instructs from time to time. (ii) The Publications Director shall keep a record of previous publications produced by the Society to the best of their ability. (iii) The Publications Director shall produce bi-annual (2) publications of The Verdict and satisfy any sponsors needs within the publications in accordance with the Society s Sponsorship Prospectus. One of the most interesting aspects of this role is the opportunity to play Editor. The job entails putting together the first year guide, two issues of The Verdict publication and the fortnightly newsletter Impecunious and requires a strong interest in writing and visual presentation. Experience with creative writing or English will come in handy, as will experience with publishing software. A great opportunity to get creative!
DIRECTOR (EVENTS) Director (Events): (i) The Events Director shall convene all events during the year that are not the annual gala/ball that are to the benefit of and provide purpose to the Society s members. (ii) The Events Director shall prepare quotes and financial proposals for events prior to any event. (iii) The Events Director must convene at least four (4) events during their respective term. This position is an enjoyable and rewarding position; however it requires a significant amount of time, commitment and great organization. If social events are to be successful there has to be a genuine interest in that success. The D(Events) is responsible for organising a range of events including the Barry O Keefe Memorial Lecture, BBQs, trivia and assisting the other directors under their portfolio where required. The D(Events) will coordinate MAKLSS participation in NSWYL SCLSS Sports Day. It is also expected that the D(Events) endeavor to continue the Women in Law Breakfast as an annual event.
DIRECTOR (MARKETING) Marketing Director: (i) The Marketing Director shall direct and drive all marketing campaigns for events, publications, competitions and any other area stipulated by the Cabinet. (ii) The Marketing Director shall have access to all social media platforms of the Society and have authority to edit the Society website as they see fit. (iii) The Marketing Director shall put forward proposals for any publishing costs or printing costs for marketing materials in accordance with the Society s agreed budget and section 9(II) of the MAKLSS Constitution. The Director (Marketing) is responsible for creating promotional materials for MAKLSS activities as requested by Cabinet members, including posters, fliers and tickets, producing a MAKLSS Style Guide ensuring a uniform style is maintained for all promotional and publication material in accordance with the MAKLSS Style Guide, assisting the Director (Publications). They must also ensure the correct usage of any image representing the Society, including the MAKLSS logo/s.
LAW BALL CONVENER Law Ball Convener: (i) The Gala convenor shall have responsibility for the planning and execution of an annual gala/ball (ii) The Gala Convenor shall prepare and submit five (5) quotes and all financial statements for a gala/ball four (4) months out from the proposed date for approval by the Cabinet at a Cabinet meeting. (iii) The Gala Convenor shall create a sub-committee to assist in the planning and execution of the gala/ball. (iv) The Gala Convenor must liaise with the Treasurer on a regular basis to ensure the gala/ball is conducted within the set budget. The position of Law Ball Convener (formerly Gala Convenor) is a highly rewarding one while at the same time requires someone who can deal with change and make independent decisions within set frameworks while meeting benchmarks set by the Cabinet. You will work closely with the Treasurer to ensure budgetary compliance and maximize revenue. Your term will end 4 weeks after the conclusion of Law Ball and an election held for the 2018 convener.
DIRECTOR (INFORMATION TECHNOLOGY) Director (Information Technology): (i) The Information Technology Director shall maintain and update the website in accordance with the direction of the Cabinet. (ii) The Information Technology Director shall provide proposals into knowledge sharing platforms that the Society can adopt for the continuity of the society. (iii) The Information Technology Director shall be responsible for the security of the Society website and ensure that all information is protected.
COHORT REPRESENTTIVES x 5 Positions Cohort Representatives (a) Cohort representatives; comprised of financial Ordinary members of the society elected at the Annual General Meeting of the society and shall hold office for a period of one year commencing no later than 1 December of each year other than those exceptions contained in section 5 IV(a)(vi). Cohort Representatives shall be elected from each year group of degree study and may include: (i) One (1) student who will commence their second year of study at the commencement of the next full academic semester at the completion of the Annual General Meeting. (ii) One (1) student who will commence their third year of study at the commencement of the next full academic semester at the completion of the Annual General Meeting. (iii) One (1) student who will commence their fourth year of study at the commencement of the next full academic semester at the completion of the Annual General Meeting. (iv) One (1) student who will commence their fifth year of study at the commencement of the next full academic semester at the completion of the Annual General Meeting. (v) One (1) student who is enrolled in a graduate or post graduate course of study at the commencement of the next full academic semester at the completion of the Annual General Meeting. (b) Cohort representatives shall be responsible for the representation of those students enrolled in a course of study for the year group cohort they have been elected to represent and any other functions determined by the majority of the Cabinet from time to time.
Candidate Nomination Form for the 2018 General Election Nominations Close Wednesday 15 November, 2017 at 5pm. This form must be emailed to maklss.president@myacu.edu.au for the nomination to be valid. NOMINEE DETAILS Name Member Number Position Contesting Student Number Email address: Mobile phone number: Signature: Date: CANDIDATE STATEMENT (NO MORE THAN 300 WORDS)
FIRST NOMINATOR S DETAILS Name Signature Member Number SECOND NOMINATOR S DETAILS Name Signature Member Number CONDITIONS OF NOMINATION By submitting this nomination, the candidate agrees to abide by the MAKLSS by-laws, policies and Constitution. By submitting this nomination, the candidate is taken to have read the Candidates Guide and all other information distributed by MAKLSS in regard to the election.
Nominators must be eligible to vote in the MAKLSS 2017 General Elections The entirety of this nomination must be completed and submitted correctly in order for it to be valid. The candidate acknowledges and agrees for the candidate s statement to appear in the Candidate s Guide which will be published on the MAKLSS website and social media platforms to assist voters in casting their votes.