Sam Sharpe Teachers’ College

Guild of Students
Constitution

Revised Edition

2021
 Table of Content

PROLOGUE

NAME , INTERPRETATION & TERRITORIAL LIMITS - ARTICLE I .............................................. - 5 -

MISSION, AIMS & OBJECTIVES - ARTICLE II .................................................................................. - 6 -

EMBLEM AND MOTTO - ARTICLE III ............................................................................................... - 8 -

MEMBERSHIP - ARTICLE V .............................................................................................................. - 10 -

PROPERTY OF THE GUILD - ARTICLE VIII .................................................................................... - 13 -

ESTABLISHMENT OF THE GUILD OF STUDENTS - ARTICLE IX............................................... - 14 -

ROLES AND RESPONSIBILITIES - ARTICLE XII ........................................................................... - 18 -

STANDING COMMITTEES - ARTICLE XIII ..................................................................................... - 29 -

MEETINGS - ARTICLE XIV ................................................................................................................ - 45 -

CLUBS, SOCIETIES AND ASSOCIATIONS - ARTICLE XV ........................................................... - 54 -

ELECTIONS - ARTICLE XVI .............................................................................................................. - 59 -

VOTING – ARTICLE XVII ................................................................................................................... - 62 -

BY-ELECTION - ARTICLE XVIII ....................................................................................................... - 63 -

ACCOUNTS AND AUDITS – ARTICLE XIX ..................................................................................... - 64 -

CONSTITUTIONAL AUTHORITY - ARTICLE XX .......................................................................... - 64 -

USE OF NAME AND EMBLEM ARTICLE XXI ................................................................................ - 65 -

OFFICIAL PUBLICATIONS ARTICLE XXII ..................................................................................... - 65 -

AMENDMENTS TO CONSTITUTION AND BY-LAWS ARTICLE XXIII ...................................... - 66 -

PLEDGE ARTICLE XXIV .................................................................................................................... - 67 -

STUDENT SERVICE COMMISSION – ARTICLE XXV .................................................................... - 68 -

FINANCE – ARTICLE XXVI ............................................................................................................... - 69 -

THE GUILD CALENDAR – ARTICLE XXVII ................................................................................... - 70 -

-2-
THE GUILD OFFICIAL HANDING OVER CEREMONY – ARTICLE XXVIII ............................... - 70 -

THE GUILD TRANSITION PERIOD – ARTICLE XXIX ................................................................... - 70 -

YEAR OF OFFICE – ARTICLE XXX .................................................................................................. - 71 -

GUILD RETREAT – ARTICLE XXXI ................................................................................................. - 71 -

PETITIONS – ARTICLE XXXII ........................................................................................................... - 72 -

GUILD OF STUDENTS HIERARCHY CHART - ARTICLE XXXIII .................................................. - 1 -

-3-
 Prologue

This printed document consists of the Policies and directions of the Sam Sharpe Teachers’
College Guild of Students. This revised constitution was constituted by the Constitutional
Matters Committee during the Guild Council Year 2020 – 2021. The Guild Council of 2020 –
2021 had deemed it necessary to amend and revise the Constitution to facilitate the continued
development of the policies and guidelines of the Guild Constitution, and also to facilitate further
clarity for the members of the Guild of Students.
Our Constitution/Policy Document is a mandate from which we can measure the success,
stagnancy or failure of the Guild Council and the Guild of Students, over time.
This Constitutional Matters Committee of the Guild Council consist of:
Judine Palmer (Constitutional Matters Committee Chairman, Fourth Year Vice President),
Mykale Brown (Guild President), Tyane Robinson (Guild Advisor),Vinton Haughton (Guild
Advisor), Nafheeti Whittingham (Third Year Vice President), Layana Akoto (Second Year Vice
President), Dayna-Lee Wiggan (First Year Vice President), Tamika Thomas (Part Time
Representative), Barrington Thompson (Part Time Representative), Orane Hibbert (Guild
Secretary, Actg.), Sarina James (Guild Treasurer), Sherika Davis-Hall (Guild Assistant
Treasurer) and Anique Morris (Guild Public Relations Officer). These persons had indeed
laboured long and hard to produce this document.
This Committee therefore hopes that future Guild Councils to come will use it wisely, abide by
the Constitutional rules and Guidelines laid down therein or even make amendments to this
present document, constructed by this Committee.
We wish you all every success and hope that you will use it to your advantage and benefit and
most importantly, to the greater good of the body of the Guild of Students and the Sam Sharpe
Teachers’ College.

The Constitutional Matters Committee.

Copyright 2020-2021
by the Guild of Students (Sam Sharpe Teachers’ College)

All Rights Reserved.

-4-
We the students of the Sam Sharpe Teachers’ College (SSTC) or the College, formed a Union

that shall act in all our interests abiding by the principles of fairness, democracy and justice. This

Union shall be officially referred to as the “Sam Sharpe Teachers’ College Guild of Students”.

Name, Interpretation & Territorial Limits - Article I

Section 1. The name of this organization shall be

“Sam Sharpe Teachers’ College Guild of Students”.

Section 2. The Sam Sharpe Teachers’ College Guild of Students is a member of a national

student led union that represents and further the common interest of its members.

This union is referred to as the Jamaica Union of Tertiary Students.

Section 3. The address of the Sam Sharpe Teachers’ College Guild of Students shall be the

same as the College’s campus, Box 40, Granville P.O. St. James, Jamaica, W.I.

{N.B. The Sam Sharpe Teachers’ College Guild of Students may be hereinafter

referred to in this document as ‘the Guild’ and the Sam Sharpe Teachers’ College

as ‘the college’.}

Section 4. In this Constitution and all rules made under it, the following words and

expressions shall have the following meanings assigned to them:

“Council” means the Guild Council of the Sam Sharpe Teachers’ College.

“Guild” means the Guild of Students of the Sam Sharpe Teachers’ College.

-5-
 “Guild Council” means the committee of the Guild of Students established herein.

“Guild Executive” means the branch of the Guild Council that is responsible for

the execution of the leadership, rules and codes of conduct outlined in this

Constitution.

“President” means the President of the Guild of Students.

“Simple majority” means majority for, over votes against, and not withstanding

abstentions.

In writing" and "written" include printing, typewritten lithography, email and

other matters representing or reproducing words in a visual form.

Words importing the "singular number" also include the plural number and vice

versa and words importing a particular gender or neuter include both genders and

neuter.

Mission, Aims & Objectives - Article II

Section 1. The Mission of the Guild is:

To effectively serve and protect the rights of all students of the Sam Sharpe

Teachers’ College, while stimulating their academic, social, cultural, spiritual and

physical development and fostering relations with the wider community.

-6-
Section 2. The aims and objectives of the Guild shall be as stipulated below:

1. Act in the interests of the students and represent them in all matters affecting

their interest.

2. Develop a recognized local representation of the student body and effective

medium of communication between the students and the authorities of the

College, as well as the national body with legal representative responsibility

for the Guild.

3. Provide a variety of services to enhance students’ campus life.

4. Promote positive social interaction and feeling of comradery among students.

5. Facilitate and promote a positive relationship with the students at other

Colleges and Institutions.

6. Advocate for improving student facilities and the conditions under which

students are taught and accommodated on campus, while assisting in the

advancement of the educational, social, cultural and moral standards of the

Sam Sharpe Teachers’ College.

Section 3. The Guild shall ensure that preferences shall not be given to or privileges

withheld from members on grounds of religious belief, political opinion, age,

disability, sexual orientation, race, colour, culture, marital status, gender or

nationality.

-7-
Emblem and Motto - Article III
Section 1. The emblem of the Guild of Student shall be:

Section 2. The motto of the Guild shall be “The Voice of the Students”.

Section 3. Scales of Justice

The Scales of Justice represents the balance of the individual student’s interest

against the interests and policies of the school and a fair balance between interests

of one student and those of another.

Section 4. Gavel

The gavel symbolizes authority and leadership.

Section 5. Graduation Cap

-8-
 The graduation cap symbolizes intelligence and perseverance.

Section 6. Shield

The shield is a symbol of defence and protection..

Section 7. Ribbon

The ribbon is a symbol of awareness and support.

Section 8. Colour

The emblem holds the voice of the Guild of Students in high regard.

1. Blue represents the trustworthiness, intelligence and tranquillity of our

teachers in training at the Sam Sharpe Teachers’ College.

2. Red symbolizes the strength and power of the Guild of Students.

3. Gold represents the advocacy of student’s rights – which can only be achieved

by courage and wisdom.

4. White represents the purity of the heart and spirit, emphasizing equity and

equality within our school environment.

Powers of the Guild of Students - Article IV

Section 1. The governing body of the Students’ Body shall be the Guild, which shall

authorize all operations under the name of the

“Sam Sharpe Teachers’ College Guild of Students”.

Section 2. The Guild shall have the power to manage its own affairs, subject to the

provisions of the College’s ordinances.

Section 3. The Guild shall participate in democratic decision-making at all levels.

-9-
Section 4. All organized student activities must be registered with the Guild if they are to

receive the College’s approval.

Section 5. The Guild shall supervise and control all Clubs, Societies and Associations

(C.S.A.) affiliated to the students’ association.

Section 6. Without prejudice to the generality of the foregoing, the Guild Executives shall be

responsible for the fulfilment of directives and decisions made by the Guild.

Membership - Article V
Section 1. Full Members

All students of the Sam Sharpe Teachers’ College shall be members of the Guild

(whether full time or part time) who are registered by the College as candidates

for degrees, diplomas, certificates or other academic distinctions or awards and

such other persons as the academic board of the College may, from time to time,

determine.

Section 2. Membership in the Guild shall begin at the time of students’ admission to the

college and shall terminate at the conclusion of their course of study, transfer

from the college or lawful expulsion from the college.

Full and paid-up members of the Guild (being all fees or dues so due are fully

paid up) shall have the following privileges:

The Right to use all student recreational facilities and amenities.

The right to vote at all Guild Elections and to stand for election or appointment

for any office in the Guild except when debarred by lack of any special

qualifications.

- 10 -
 The right to use or access any College facility provided the rules and regulations

are adhered to, and,

Such other privilege as this Constitution or by future amendment of it maybe

conferred.

Section 3. Honorary Members

Honorary Members may be conferred by the Guild of Students on

recommendation of the Guild Council, by a two-thirds majority vote of those in

attendance of a validly constituted Guild of Students meeting, upon individuals

who have rendered exemplary service to the Guild but such persons may not be

entitled to vote but may take part in Guild meetings like regular members. Such

membership may be discontinued and withdrawn where the actions of a member

may bring the Guild into disrepute. The Privilege of honorary members is that

they may enjoy the amenities and facilities provided by the Guild Council.

Section 4. Associate Members

Associate Members shall be the Guild Advisors, the College Chief Internal

Auditor and any other person not eligible to be a full member. Individuals may

apply to be an associate member if they are a person, an organization or member

of an organization deemed by the Guild Council as having fraternal ties with the

Guild, or Guild employees working with the Guild. The Privilege of associate

members is that they may enjoy the amenities and facilities provided by the Guild

Council.

Section 5. Prospective Members

- 11 -
 Prospective Members are new or returning students who have applied to the

College to pursue studies that lead to a recognized academic award and have been

offered a place by the College to pursue such but are yet to be registered.

Subscription - Article VI
Section 1. All students shall pay a subscription as part of their tuition fees.

Section 2. The subscription that is paid is the College’s allocation to the Guild.

Section 3. The subscription is paid by students annually at the beginning of each Academic

Year.

Section 4. The first Monday in the month of September, the Registrar shall indicate to the

Guild the number of students registered for that academic year.

Section 5. This subscription shall be determined by the Guild in consultation with the

College’s Accounts Department.

Section 6. The subscription mentioned in article VI, section 2, shall be collected by the

College’s Accounts Department and then paid over to the Guild.

Section 7. The bursar shall turn over this collected subscription fee to the Guild no later than

the first Friday in the month of September and any late subscription fee collected

thereafter for the relevant academic year, no later than the first Friday of the

month after it was collected.

Section 8. The amount of the subscription mentioned in article VI, section 2, shall be

determined by the Guild, with the approval of the Sam Sharpe Teachers’

College’s Board of Governors and advised through the College’s Accounts

Department.

- 12 -
Section 9. The subscription fee shall remain the same for at least two (2) years after it was

last increased.

Property of the Guild - Article VIII

Section 1. Such person as is a member of the Guild and designated by a majority of the

Guild Executives shall submit to the Guild an inventory of the property of the

Guild at the beginning of the first semester and prior to the end of the second

semester; at the last General Meeting of the Guild. Such person must be furnished

with key access to all areas seen as property of the Guild.

Section 2. All the property of the Guild (other than cash in hand) shall be vested in the Sam

Sharpe Teachers’ College, upon trust for the Guild and shall be used for the

furtherance of the objects of the Guild as defined in section 2, article II.

a. Property of the Guild shall include but not limited to all items within the

Guild Office, Students’ lounge and Guild Tuckshop.

Section 3. The property of the Guild shall be controlled and managed by the Guild’s Guild

Executives and shall be used for the furtherance of the objects of the Guild as

defined in section 2, article II.

Section 4. In no circumstance shall the property of the Guild or any part thereof be

distributed among members of the Guild or appropriated by any of them.

Section 5. All C.S.A. executives and heads of committees shall in the first three weeks of

Semester 1 and before the end of their year of office submit to the Guild General

- 13 -
 Secretary of the Guild, copies of a complete inventory of each recognized C.S.A.

and committee.

Establishment of the Guild of Students - Article IX

Section 1. Pursuant to the powers under Article IV herein, the governing, control and

administration of the Guild shall be entrusted to the Guild of Students.

Guild of Students Code of Conduct - Article X

Section 1. All members of the Guild shall be responsible for their actions to the Guild and all

members of the Guild once registered as students at the College, are subject to the

adherence of the Guild of Students Code of Conduct.

Section 2. All portfolio holders, being Guild Executives and Guild Council officers, are

expected to be able to manage their time efficiently and effectively.

Section 3. All members of the Guild Executives and Council will be subjected to the

adherence to the Guild Code of Conduct which shall be signed upon taking office

and lodged in the Guild’s Office.

Section 4. Misconduct consists of dishonesty or fraud, including acts which enhance

personal gain, also those which have the effects of jeopardizing students’ welfare.

i. These acts threaten the integrity and credibility of the Guild.

ii. The Guild will therefore initiate disciplinary action(s) to Guild members

who commit such acts.

Section 5. The Guild of Students Code of Conduct

- 14 -
a. Avoid personal actions that may cause conflict with members of the Guild and

students I seek to represent. (Bringing grievances about Guild member in front

of the Guild in a disrespectful way)

b. Keep relevant documents or information of the Guild Executives / Council

confidential.

c. Report and discuss problems and irregularities.

d. If elected or appointed in a post/position in the Guild, consult and inform the

Guild Executive, then seek approval of the General Guild Council for special

leave of absence.

e. Be supportive of the final decisions made within the Guild (pending major

decision).

f. Refrain from conducting unauthorized business in the name of the Guild of

Students.

g. Refrain from unauthorized usage of the Guild of Students and the College logo.

h. Avoid theft, misappropriation of funds, or removal of any Guild of Students

Property (fixed or current assets).

i. Avoid malicious destruction of the Guild of Students fixed or current assets.

j. Conduct his or herself in a professional manner, which will not bring disrepute

or embarrassment to their portfolio and Guild of Students.

k. Avoid neglecting all duties and responsibilities. (Which includes casting duties

and responsibilities on another Guild member).

l. As required by your post or position is present at all Guild events. (Which

includes: Freshaz Week, Final Fete, Freshaz Fete, Christmas Dinner and

Pageantry).

- 15 -
 m. Any other action or activity not listed above but deemed inappropriate by two –

thirds of the Guild Council.

n. If there is an allegation of violating any of the aforementioned guidelines, he or she

will be brought before the Disciplinary Committee and if found guilty maybe be

liable but not be limited to any, some or all the following penalties:

1. Suspension from the Guild for a maximum of three months.

2. Suspension or termination of Guild benefit(s).

3. Suspension or termination of tenure as head of the respective portfolio on

the Guild, club, society or association.

4. Suspension or termination of the right to be a playing member representing

any club, society or association under the control of the Guild or its associate

members

Members of the Guild of Students - Article XI

Section 1. Guild Executives

1. Guild President

2. Guild Vice President for Academics

3. Guild Vice President for Student Welfare Service

4. Guild General Secretary

5. Guild Treasurer

6. Guild Public Relations Officer

- 16 -
Section 2. Guild Council

1. Guild President

2. Guild Vice President for Academics

3. Guild Vice President for Student Welfare

4. Guild General Secretary

5. Guild Treasurer

6. Guild Public Relations Officer

7. Guild Assistant Treasurer

8. Guild Assistant Secretary

9. Part-Time Representative

10. Residential Representative

11. Programme Representative (Primary Education)

12. Programme Representative (Early Childhood Education)

13. Programme Representative (Biology and Mathematics)

14. Programme Representative (Special Education)

15. Programme Representative (School Counselling)

16. Programme Representative (Modern Languages)

17. Programme Representative (English Language and Literatures)

Section 3. The Advisors to the Guild

1. Advisors to the Guild of Students

Section 4. All members of the Guild of Students must be currently enrolled, registered

students of the College.

- 17 -
Section 5. All members of the Guild of Students shall perform such duties and

responsibilities as prescribed in this Constitution and the Code of Conduct.

Section 6. Class Representatives

Any member who wishes to serve in this capacity may offer his/herself at the

class level where an election shall be done to make official that person as leader

of the class.

Section 6.1. This election is done at the class level.

Section 6.2. All roles and responsibilities of such a person shall be agreed upon also at the

class level with any additional duties to be proclaimed by the Guild Executive.

Section 6.3. The ultimate duty of such a person is to present the class issues of his/her class to

the Programme Representative.

Roles and Responsibilities - Article XII

Section 1. Duties of all Guild Council Members shall be:

a. Responsible for attending all Guild Council meetings.

b. Responsible for writing and presenting, for the committee he/she chairs, reports

to the Guild.

c. Responsible for chairing and attending committees as laid down in the Guild’s

Constitution or as determined from time to time by the Guild Executives.

d. Responsible for performing such other duties as may be necessary within the

scope of the job to meet the needs of the Guild of Students, as agreed from

time-to-time by the Guild Executives.

e. Responsible for providing a written handover document to his/her successor/s.

- 18 -
Guild President

Section 1. Preside over all the Guild General Meetings.

Section 2. Convene and preside over the Executive Meetings.

Section 3. Be an ex-officio member of all Guilds sub-committee.

Section 4. Should the President become temporarily incapacitated, the Vice President for

Academics shall assume all responsibilities until such time as the President is

capable of returning to office.

Section 5. Lead all matters concerning revision, interpretation and enforcement of the

Constitution.

Section 6. Prepare summaries of all reports from the SSTC Guild of Students and present

these at general meetings, as well as have these posted, with the assistance of the

Public Relations Officer.

Section 7. See that the Constitution of any organizations sponsored by the Guild shall agree

with the Constitution of the Guild of Students.

Section 8. See that all business of the Guild be conducted according to the Guild of Students

Constitution.

Section 9. Initiate new activities deemed beneficial to the Student Body.

Section 10. Represent the Student Body to the administration.

- 19 -
Section 11. The President shall make rulings on matters of order or constitution. These

rulings shall be the final subject to appeal to the Guild of Students which must

convene a meeting within seven (7) working days.

Section 12. Take the initiative in aiding in the tasks of all other executive members, represent

students’ interests on SSTC committees and is available to assist students with

matters of interest and concern.

Guild Vice President for Academics

Section 13. Be the Deputy Chairperson of the Guild.

Section 14. In the absence of the President, chair meetings of the Guild.

Section 15. Be responsible for addressing academic grievances including but not limited to

issues relating to clashes of timetable, quality of lectures, course content, etc.

Section 16. Prepare and present monthly reports to the Guild Executive Body.

Section 17. Maintain, manage and improve existing student services and seek where most

needed to create effective and efficient services as ratified by the Guild.

Section 18. Be the chief liaison officer with the Vice Principal for Academics.

Section 19. Plan, organize, implement and work with relevant committees on academic

projects.

- 20 -
Section 20. One shall be declared as Acting Guild President should the Guild President be

unavailable (Being off campus, teaching practice etc.).

Section 21. Perform all other functions as may from time to time be conferred on him/her by

this Constitution.

Guild Vice President for Student Welfare

Section 1. In the absence of the President or Vice President for Academics, chair meetings

of the Guild of Students.

Section 2. Addresses general welfare issues of all students.

Section 3. Be responsible for planning, coordinating, organizing and overseeing all

Campuses and off campus and outreach events and activities of the Guild of

Students.

Section 4. Prepare and present monthly reports to the Guild’s Executive Body.

Section 5. Be responsible for the seeking and disseminating of the Guild of Students

bursaries and assistance.

Section 6. Plan, organize, implement and work with relevant committees on projects.

Section 7. Plan, organize, and implement fundraising activities with relevant committees on

projects to raise funds for general welfare issues of all students.

Section 8. Chair the Sports, Entertainment and Culture Committee.

- 21 -
Section 9. Be responsible for all Clubs Societies and Associations.

Section 10. Perform all other functions as may from time to time be conferred on him/her by

this Constitution.

Guild General Secretary

Section 1. Assist the President in issuing notices of meetings for both Guild Executives

Meetings and General Guild Meetings.

Section 2. Be responsible for the administration of the Guilds’ office.

Section 3. Record the minutes of all Guild Executives, Guild Counsel or any other meetings.

Section 4. Responsible for organizing, managing and maintaining proper records of the

Guild and its Business (for example Reports and Minutes), and shall guarantee

the effectiveness, efficiency and authenticity of such records.

Section 5. Confirm arrangements and supervise preparations for meetings, ceremonies.

Section 6. Be responsible for organizing correspondents and preparing the written material

for notices and updates.

Section 7. Be responsible for keeping the Guild Members abreast of all important dates,

events, notices, deadlines and usual occurrences associated with the Guild.

Section 8. Be responsible for recording and taking notes of such minutes, resolutions and

motions as are passed by the Guild.

- 22 -
Section 9. Minutes should be circulated to Guild Members within seven (7) to fourteen (14)

days after each meeting and to the student body as agreed by the Guild Members.

Section 10. Be the custodian of all documents governing the affairs of the Guild and the

Guild Executive.

Section 11. Perform all other functions as may from time to time be conferred on him/her by

this Constitution.

Guild Assistant Secretary

Section 1. Assistant Secretary assists the Secretary in performing all his/her duties.

Section 2. Be responsible for the collection and storage of information as it relates to the

queries and grievances of members.

Section 3. Keep a log of all fixed assets and inventory of the Guild.

Section 4. Maintain an effective information storage retrieval system.

Section 5. Perform the duties needed to be performed in the absence of the Guild General

Secretary.

Section 6. Perform all other functions as may from time to time be conferred on them by this

Constitution.

- 23 -
Guild Treasurer

Section 1. Manage the finance and accounts of the Guild in accordance with the Guild’s

Financial Operations - Policies and Procedures.

Section 2. Be held responsible if there are any misappropriation of funds and/or if there is

evidence of any financial negligence by him/her.

Section 3. Be responsible for managing all the Finances and Accounts of the Guild.

Section 4. Be responsible for opening and maintaining all types of financial accounts or any

other type of savings or investment instruments, with a recognized Commercial

bank or any other Financial Institutions as approved by the College.

Section 5. Prepare and publish a statement of financial affairs at least three (3) working days

before a scheduled General Meeting.

Section 6. Be the Guild’s representative on the College’s Finance Committee.

Section 7. Oversee all revenue centres and income ventures of the Guild.

Section 8. Be responsible for all Financial Documents of the Financial Institution/s that the

Guild has business dealings.

Section 9. Be responsible for securing all source documents from any business transactions

conducted on behalf of the Guild.

Section 10. Perform all other functions as may from time to time be conferred on him/her by

this Constitution.

- 24 -
Guild Assistant Treasurer

Section 1. Assistant Treasurer assists the Treasurer in performing all his/her duties.

Section 2. Be the Guild’s second representative on the College’s Finance Committee.

Section 3. Be responsible for the financial activities of all fundraising events and/or ventures

of the Guild.

Section 4. Perform the duties needed to be performed in the absence of the Guild Treasurer.

Section 5. Perform all other functions as may from time to time be conferred on them by this

Constitution.

Guild Public Relations Officer

Section 1. Communicate with the student body and the wider society.

Section 2. This person will at times, as designated by the Guild President, speak on behalf

of the Guild of Students, advertising all Guild events which shall include but shall

not be restricted to Programmes and Guild Events.

Section 3. To conduct or organize press releases, conferences, special publications, organize

mass meetings, invitations for events.

Section 4. Invitations for events must be communicated at least 5-7 working days in

advance.

Section 5. To assist with all notices and sponsorship letters coming from the Guild.

- 25 -
Section 6. Chair the Public Relations Committee.

Section 7. Be responsible for all the Publication of the Guild.

Section 8. Be responsible for the construction and putting up of posters, flyers, notices and

all information that is geared at transmitting information from the Guild to the

student population.

Section 9. Be responsible for maintaining effective communication between the Guild

members and the student population.

Section 10. Be responsible for the maintenance of the Guild’s Social Media pages.

Section 11. The Public Relations Officer has the power to authorize subcommittees for the

effective functioning of the committee.

Section 12. Be responsible for the production of such other newspapers, books, magazines,

articles, etc.

Section 13. Foster relationships between neighbouring tertiary institutions and wider college

community.

Section 14. Develop risk assessments and implement crisis management plans to ensure the

Guild’s reputation is maintained.

Section 15. Perform all other functions as may from time to time be conferred on him/her by

this Constitution.

- 26 -
Part-Time Representative

Section 1. Represents the views and concerns for students who are studying part time at the

Guild Members meetings.

Section 2. In conjunction with Public Relations Officer be responsible for improving the

access to campus information, news, events and activities for part time students.

Section 3. Coordinate student activities for part-time students.

Section 4. Act as a liaison between the Heads of Departments/School Administration and

part- time Students.

Section 5. Prepare and present monthly reports to the Guild Executives.

Section 6. Perform all other functions as may from time to time be conferred on him/her by

this Constitution.

Programme Representative

Section 1. Represent the views and concerns of their programmes to the Guild of Students.

Section 2. Coordinate all student activities within their respective programme and report to

the Guild which shall then report to the Student Body.

Section 3. Act as a liaison between the Heads of Departments/School Administration and

Students.

Section 4. Conduct an educational forum that is related to current happenings and relevant to

the students of the programme and the college at large.

Section 5. Perform all other functions as may from time to time be conferred on him and her

by this Constitution.

- 27 -
Residential Representative

Section 1. Represent the views of residents to the Guild of Students Council.

Section 2. Relay all directives and relevant information from the Guild of Students Council.

Section 3. Be responsible for overseeing and coordinating all hall activities.

Section 4. Act as a liaison between resident students and Wardens and Dean of Residence

and report to the Guild of Students Council.

Section 5. Ensure that the rights of all students staying in college residence are upheld by

representing them at any level necessary.

Section 6. Conduct Halls of Residence executive meetings.

Section 7. Assist the Public Relation Officer in coordinating mass meetings for the Halls of

Residences.

Section 8. Present monthly written reports to the Guild of Students Council on residential

activities.

Section 9. Perform all other functions as may from time to time be conferred on him and her

by this Constitution.

Faculty Advisors

Section 1. These individuals shall be selected annually by the Guild Executives during the

Guild transitional period.

Section 2. The Guild shall have two Faculty Advisors who must be employed by the College

at the time of serving.

- 28 -
Section 3. Shall be present at the Guild Executives meetings when called upon unless

providentially hindered.

Section 4. Shall advise the Guild Executives in their mode of operations concerning the

policy of the institution and that of the Ministry of Education along with other

guidelines which they are subjected to.

Section 5. Supervise events planned by the Guild. If unable to do so, he/she should find and

designate another suitable staff to supervise that particular event.

Section 6. Aid in preparation of documents for the Guild by providing guidance and review.

Section 7. Assist the Guild where possible to attain the established goals.

Standing Committees - Article XIII

Section 1: The following shall be the official standing committees of the Guild of Students:

a. Finance Committee

b. Sports, Entertainment and Cultural Committee

c. Residential Committee

d. Disciplinary Committee

e. Constitutional Committee

f. Public Relations Committee

Section 2. Members for some standing committees shall be elected at a plenary meeting of

the Guild Executives by a simple majority.

- 29 -
Section 3. Finance Committee

The Guild of Students Finance Committee shall be a standing committee of the

Guild and shall be subject to the directives and control of the Guild. By the

direction of the President and the Treasurer, the Finance committee members

should be selected bearing in mind their main duty is to ensure that the Guild

meets its financial goal(s). This/these goal(s) shall be decided upon at the start of

the executive term in office.

Section 3.1. Composition

The Guild of Students Fundraising Committee shall be composed of the:

1. Guild Treasurer (Chairperson)

2. Seven other members one of whom is the Guild General Secretary and

Assistant Guild, who shall act as chairperson in the absence of the Guild

Treasurer.

Section 3.2. Functions

a. The Chairperson shall:

i. Chair the meetings of the Fundraising Committee.

ii. Officially appoint all the constituted and other members to the

Fundraising Committee during the Guild Transition Period.

iii. Shall receive all funds received from projects and activities embarked

upon by committee.

- 30 -
 iv. Present reports at specified general Guild meetings, preferably

meetings immediately following a fundraising event.

b. The Guild of Students Fundraising Committee shall:

i. Have their first meetings during the Guild Transition Period.

ii. Meet within the first two weeks of the first semester. The Committee

may be convened at any time by the chairperson if he/she deems it

necessary.

iii. Be responsible for the planning, coordinating, organizing, screening

and overseeing of all Fundraising activities of the Guild, as approved

by the Guild Executive .

iv. Be responsible for organizing activities that the Committee may deem

necessary as approved by the Guild Executive.

v. Work in association with the Guild to achieve the objects of the Guild

as stated in Article II: Section 2.

Section 3.3. Election of Members

a. The Chairperson and assistant Chair shall be elected as under Article IV:

Section 6.

b. Other members must fill out the required form followed by an interview by

the Chairperson within three weeks of his/her appointment for approval by the

Guild Executives.

- 31 -
 c. The Guild General Secretary, and in his/her absence the Assistant Secretary,

shall attend committee meetings where he/she shall record and prepare

minutes. This person shall only attend meetings to record minutes.

Section 4. Sports, Entertainment and Cultural Committee (S.E.C.)

The Guild of Students Sports, Entertainment and Cultural Committee shall be a

standing committee of the Guild and shall be subject to the directives and control

of the Guild. Be responsible for the planning, coordinating, organizing, screening

and overseeing of all sports, cultural, entertainment and co-curricular activities of

the Guild, as approved by the Guild Executives.

Section 4.1. Composition

The Guild of Students Sports, Entertainment and Cultural (S.E.C.) Committee

shall be composed of the:

1. Vice President for Student Welfare (Chairperson)

2. Any other members that the committee deems fit for the adequate

performance of its duties.

Section 4.2. Functions

a. The Chairperson shall:

i. Chair the meetings of the S.E.C. Committee.

ii. In conjunction with the Sports Department of the college, be

responsible for planning, coordinating, organizing and overseeing the

annual Sam Sharpe Teachers’ College Sports Day.

- 32 -
 iii. Perform all other functions as may from time to time be conferred on

him/her by this constitution.

c. The Guild of Students S.E.C Committee shall:

i. Have their first meetings during the Guild Transition Period.

ii. Also meet within the first two weeks of the first semester. The

Committee may be convened at any time by the chairperson if he/she

deems it necessary.

iii. Be responsible for the planning, coordinating, organizing, screening

and overseeing of all sports, cultural, entertainment and co-curricular

activities of the Guild, as approved by the Guild Executives.

iv. Be responsible for organizing activities that the Committee may deem

necessary as approved by the Guild Executives.

v. Coordinate activities of all the recognized social, cultural, religious

and political clubs, societies and association of the Guild of Students,

with a view to allocating and supervising; the use of adequate funds

along with the Treasurer and Assistant Treasurer, equipment and

related materials by these Clubs, Societies and Associations.

vi. Work in association with the Guild to achieve the objects of the Guild

as stated in Article II: Section 2

Section 4.3. Election of Members

a. The Chairperson shall be appointed as under Article IV: Section 6 of

the Guild’s Constitution.

- 33 -
 b. The assistant treasurer and assistant secretary of the Guild are

responsible for preparing reports of all these events being planned by

the committee, financial and other wise, at a general Guild meeting.

c. Other members must fill out the required form followed by an

interview by the Chairperson within three weeks of his/her

appointment for approval by the Guild Executives.

Section 5. Residential Committee

The Guild of Students Residential Committee shall be a standing committee of the

Guild and shall be subject to the directives and control of the Guild. The Guild of

Students Residential Committee shall be responsible for facilitating, planning,

coordinating, organizing and overseeing the students on the hall of residences

educational, cultural and social development.

Section 5.1. Composition

The Guild of Students Residential Committee shall be composed of the:

1. The Wesley Hewling Hall Sub-Warden

2. The Carol Grant Gordon Hall Sub-Warden

3. The Gladys Grey Davis Hall Sub-Warden

4. Residential Representative (Chairperson)

5. The Wesley Hewling Hall Floor Representative

6. The Carol Grant Gordon Hall 1st Floor Representative

- 34 -
 7. The Carol Grant Gordon Hall 2nd Floor Representative

8. The Carol Grant Gordon Hall 3rd Floor Representative

9. The Gladys Grey Davis Hall 1st Floor Representative

10. The Gladys Grey Davis Hall 2nd Floor Representative

11. The Gladys Grey Davis Hall 3rd Floor Representative

12. Member of The Gladys Grey Davis Hall

13. Member of The Carol Grant Gordon Hall

14. Member of The Wesley Hewling Hall

Section 5.3. Functions

a. The Chairperson shall:

i. Chair the meetings of the Residential Committee which shall be held

at least monthly.

ii. Represent the views of the Residential Committee to the Guild.

iii. Relay all directives and relevant information from the Guild to

residence on Hall.

iv. Perform all other functions as may from time to time be conferred on

him/her by the Residential Committee and this Constitution.

v. Present monthly written reports to the Guild Executive on activities on

the Halls of Residence.

vi. In the absence of the Chairperson, a sub-warden who receives a simple

majority of the vote of those committee members in attendance, may

convene and chair a meeting of the Committee.

- 35 -
 b. The Guild of Students Residential Committee shall:

i. Have their first meetings during the Guild Transition Period.

ii. Also meet within the first two weeks of the first semester and monthly

thereafter. The Committee may be additionally convened at any time

by the Chairperson if he/she deems it necessary.

iii. Work in association with the Guild to achieve the objectives of the

Guild as stated in Article II: Section 2.

iv. Represent the interests of the students on the Hall to the Guild.

v. Communicate all directives and relevant information from the Guild to

students on the Hall.

c. The Guild of Students Residential Committee shall be responsible for:

i. Promoting, fostering and developing internal activities for the

educational, cultural and social interest of members of the hall.

Activities - (which may include but is not limited to Vesper, Fitness,

Evening Worship on specific weekdays and one Sunday per month,

etc.).

ii. Promoting participation of members of the halls in Hall, Guild and

College activities.

iii. Promoting unity and fraternity among members of the halls.

iv. Representing the interest of hall residents at the Residential and Guild

meetings.

Section 5.4. Election of Members

- 36 -
 a. The Chairperson shall be appointed as under Article IV: Section 6 of the

Guild’s Constitution.

b. Sub-Warden shall be selected by the Warden of each hall of residence, this is

currently under the jurisdiction of the Warden.

I. These Sub-Wardens will work in accordance with Wardens and in

extension Residential Lecturers to maintain order on the Hall of

Residence.

c. A floor representative shall be elected only by students living on their floor.

i. Floor representatives are selected to represent their floormates and

ensure their concerns about residential life are voiced at Residential

Committee meetings.

d. The assistant secretary of the Guild shall attend committee meetings and take

minutes, if absent a committee member shall fulfil that task.

i. The assistant secretary of the Guild shall prepare reports of events and

businesses being planned by the committee.

ii. This person shall only attend meetings to record minutes.

Section 6. Disciplinary Committee

The Guild of Students Disciplinary Committee shall be a standing committee of

the Guild and shall be subject to the directives and control of the Guild. The Guild

Executives and the Guild of Students are required to familiarize themselves with

- 37 -
 and adhere to the Guild of Students Code of Conduct (Article X) of this

Constitution.

Section 6.1. Composition

The Guild of Students Disciplinary Committee shall be a maximum of 5 persons

composed of the:

1. Disciplinary Chairperson shall be the President of the Guild and if in

conflict or connected in any way with the matter raised or to be

investigated before the committee, the Vice President for Academics or

another officer of the Guild Council so selected by a simple majority of

the Council.

2. Four Members who may be from each year group.

Section 6.2. Functions

a. The Chairperson of the Committee shall:

i. Chair the Guild of Students Disciplinary Committee.

ii. Officially appoint all the constituted and other members of the Guild

of Students Disciplinary Committee during the Guild Transition

Period.

iii. Ensure that disciplinary measures are taken against each Guild

Executive, Council and other Guild members, who are in breach of

any disciplinary code of conduct under the laws of this Constitution or

any other breaches of the bylaws of the organization.

- 38 -
 iv. Have the authority to devise various forms of penalties not necessarily

documented in the Constitution, as it is not exhaustive, to impose

against members of the Guild Executive, Guild of Council or Guild of

Students.

d. The Guild of Students Disciplinary Committee shall:

vii. Have their first meetings during the Guild Transition Period.

viii. Also meet within the first two weeks of the first semester. The

Committee may be convened at any time by the Guild President if

he/she deems it necessary.

ix. The Committee shall determine its own procedures but shall in any

event provide an opportunity for the member who is alleged to have

breached the code or constitution to present his or her case before

them, with the assistance or representation of another Guild member, if

requested. Such presentation may be written or oral. have the authority

to devise various forms of penalties not necessarily documented in this

Constitution, to use against members of the Guild Executives, Council

and the Guild of Students who have breached any terms herein.

x. Observe all the breaches of the members of the Guild.

e. The Guild of Students Disciplinary Committee shall be responsible for:

xi. Matters relating to internal strife or delinquency of Guild members

shall be dealt with by such a committee as well as matters outlined

according to Article X section 5.

xii. Matters being brought before the committee shall be made known to

the offending party(ies) at least 14 days before the hearing, in the form

- 39 -
 of a written notice advising of the charge or allegation made against

them, of the time and place of the hearing and giving the person an

opportunity to be represented at the hearing.

xiii. Issues dealing with Guild council members and Guild members that

breach the code of conduct, which is understood not to be exhaustive,

the Constitution or the Bylaws.

xiv. Written reports of all meetings held by this committee shall be

prepared and where necessary, handed to the principal of the college.

Section 6.5. After the hearing recommendations can be made by this committee in writing to

the Guild Council, and the decision to be taken shall be solely the Guild Council’s

prerogative but shall not be more punitive than the recommendation of the

committee. The decision of the committee shall be determined by a simple

majority vote. A dissenting member shall be entitled to submit the reasons for

dissent in writing to the Guild Council.

Section 6.6. The member who is found guilty of a charge or breach may appeal the decision

within 2 weeks of the decision in writing being handed to him or her. The Guild

Council would need to convene a Special Meeting of the Guild to hear and

determine the results of the appeal.

Section 6.7. Election of Members

i. The disciplinary chair shall be appointed by the Guild Executive

during the transitional period.

- 40 -
 ii. Members from the various year groups must fill out the required form

followed by an interview by the Chairperson who shall present their

recommendation for appointment within three weeks. The

appointment shall be conditioned on approval by the Guild Executives

by simply majority.

Section 7. Constitutional Matters Committee

The Guild of Students Constitutional Matters Committee shall be a standing

committee of the Guild and shall be subject to the directives and control of the

Guild. The purpose of this committee is to view the recommended changes to the

constitution and if passed ensure that the wording or phrasing of the pending

changes are written properly.

Section 7.1 Composition

The Guild Constitutional Matters Committee shall be composed of the:

1. All members of the Guild Executives and the Guild President as

Chairperson.

Section 7.2. Functions

a. The chairperson shall:

i. Chair the Guild of Students Constitutional Matters Committee.

- 41 -
 ii. The chairperson or his/her designate shall then put forward the

suggested changes for the constitution to the committee.

i. In this address reasons for such proposed changes should be

explicitly outlined.

iii. In the absence of the chairperson, the Guild General Secretary may

convene a meeting of the Committee.

iv. Ensure that members of the Guild have full access to the Guild’s

Constitution and that they are fully aware of the Constitution, and also

that they (Guild of Students) will be able to hold their leaders fully

accountable and responsible.

b. The Guild of Students Constitutional Matters Committee shall:

i. Have their first meetings during the Guild Transition Period.

ii. Also meet within the first two weeks of the first semester. The

Committee may be convened at any time by the chairperson if he/she

deems it necessary.

iii. Assure relevance of the Constitutions within the Guild of Students and

monitor adherence to Guild regulations.

iv. To supervise the piloting of all amendments to the Guild’s

Constitution both at the student and administrative levels.

v. To supervise the piloting of all suggested revisions to the Guild’s

Council both at the student and administrative levels.

- 42 -
Section 7.3. For changes to be made to the constitution, the Guild Executive must have at least

2/3 of its members in favour of the motion.

Section 8. Public Relations Committee

The Guild of Students Public Relations Committee shall be a standing committee

of the Guild and shall be subject to the directives and controls of the Guild. The

Public Relations Committee shall be subject to the directions and control of the

Guild Executive.

Section 8.1. Composition

The Guild Public Relations Committee shall be composed of the:

a. Guild Public Relations Officer (Chairperson)

b. Guild Assistant Treasurer

c. Guild Assistant Secretary

d. Photographer.

e. Two Editors – someone who is a critical reader and a lover of words,

whose job is to polish and refine a story or an article.

f. Two Content Creators - someone who is responsible for the contribution

of information to any media and most especially to digital media.

g. Two Creative Thinkers – someone with the ability to consider something

in a new way.

h. Two Writers

- 43 -
 i. Two Graphic Designers

Section 8.2. The chairperson has the power to authorize any subcommittees deemed necessary.

Section 8.3. Functions

a. The Guild of Students Public Relations Committee Chairperson shall:

i. Chair the meetings of the Guild of Students Public Relations

Committee.

ii. Officially appoint all the constituted and other members of the Public

Relations Committee during the Guild Transition Period.

b. The Guild of Students Public Relations Committee shall:

i. Have their first meetings during the Guild Transition Period.

ii. Also meet within the first two weeks of the first Semester.

iii. The Committee may be convened at any time by the Public Relations

Committee Chairperson if he/she deems it necessary.

c. The Guild of Students Public Relations Committee shall be responsible for:

i. The production of articles, visuals, audios and electronic materials,

including managing social media accounts and maintaining the Guild

website.

ii. Respond or prepare response to enquiries from the student body,

administration and or any other key stakeholders including media.

iii. Organizing and hosting special events.

- 44 -
Section 8.4. Election of Members

a. The Chairperson shall be appointed as under Article IV (6) of the Guild’s

Constitution.

b. Other members must fill out the required form followed by an interview by

the Chairperson who shall present their recommendation for appointment

within three weeks. The appointment shall be conditioned on approval by the

Guild Executives by simple majority.

Meetings - Article XIV

Titles (i.e., Mr /Madam President, VP, Secretary, PRO, Treasurer etc.) should be reserved for

Guild Executive members and are to be used at all Guild meetings.

If majority of the Guild Executives consent, any member may attend a meeting of

the Guild of Students or any other meetings of Guild Executives, Council or

committee by means of such telephone, video, electronic or other communicating

facilities as allows all persons participating in the meeting to hear each other. A

member who participates in a meeting in that manner, shall (notwithstanding

being absent from the Island or otherwise remote from the venue of the meeting)

be deemed to be present in person at the meeting and shall be counted in the

quorum for and be entitled to vote at the meeting.

Section 1. Guild of Students Frequency of Meetings

The Guild of Students meetings shall be held not less than seven (7) times per

year during the tenure of the Guild. If majority of the Guild Executives consent,

- 45 -
 any member may attend a meeting of the Guild of Students or any other meetings

of Guild Executives, Council or committee by means of such telephone, video,

electronic or other communicating facilities as allows all persons participating in

the meeting to hear each other. A member who participates in a meeting in that

manner, shall (notwithstanding being absent from the Island or otherwise remote

from the venue of the meeting) be deemed to be present in person at the meeting

and shall be counted in the quorum for and be entitled to vote at the meeting.

Section 2. Quorum

20 full members of the Guild shall form a quorum inclusive of the Guild President

or his/her assigned (Vice President), and four other members from the Guild

Executives including the Guild General Secretary or Assistant Secretary. If a

quorum has not been achieved within twenty minutes of the stated time of the

meeting, the meeting maybe held but nothing shall be voted upon and no

decisions taken or voting shall be done or the meeting maybe adjourned and shall

be held on the same day and time the following week, or another date and time as

the Guild President or Vice President for Academics or other Guild Executive

may determine and give notice for. In that case, and at this new meeting,

howsoever many full members that are in attendance shall constitute a quorum

and a validly constituted meeting.

Section 3. Voting

All paid up full members of the Guild, as described by Article XI of the

constitution, shall have the right to vote once for each decision addressed by the

- 46 -
 Guild with the exception of the chairperson who has a casting vote in the event

there is a tie.

Section 3.1. Voting shall be by the show of hands unless otherwise determined by the

chairperson.

Section 3.2. No member of the Guild shall be allowed to vote on behalf of another whether by

proxy or otherwise.

Section 4. Notice of Meeting

Meetings of the members of the Guild of Students shall be summoned by the

Secretary or Assistant Secretary at the direction of the President of the Guild. All

Guild members must be informed of upcoming Guild meetings by a notice in

writing at least five days in advance and shall be sent by electronic mail to the

email address provided to the Guild by each member in writing, by advertisement

on the Guild website, social media page/s, college notice boards and any other

form of communication deemed necessary by the Guild. However, as the need

arises, emergency meetings may be held at the discretion of the President and/or

by written request to the President by at least five members of the Guild as long as

a quorum can be achieved. The meeting may proceed and notice period may be

waived by a simple majority of the members in attendance at the meeting.

Section 5. Reports

The following shall submit reports to every ordinary meeting of the Guild of

Students:

- 47 -
 a. Guild President

b. Guild Vice President for Academics

c. Guild Vice President for Student Welfare

d. Guild Treasurer

e. Guild Public Relations Officer

f. Part-Time Representative

g. Residential Representative

h. Programme Representative (Primary Education)

i. Programme Representative (Early Childhood Education)

j. Programme Representative (Biology and Science)

k. Programme Representative (Special Education)

l. Programme Representative (School Counselling)

m. Programme Representative (Modern Languages)

n. Programme Representative (English Language and Literatures)

Section 5.1. All reports shall:

a. Be titled with the author’s name and position.

b. Be in sentence form, where appropriate.

c. Provide accurate record of work carried out since the date of the previous

report.

d. Outline the proposed work and aims for the period up to the next report.

e. Be accepted by a simple majority of the Guild in attendance; and

f. Only be amended at the meeting.

- 48 -
Section 6. Agenda

An agenda of the upcoming Guild meeting shall be placed on the Notice Board in

the section or faculty belonging to each Guild member at least two days before the

meeting is to be convened. Members can approach the Chair during this time

period to add items to be addressed at the meeting to the agenda.

Section 6.1. The order of the Guild meeting shall be as follows:

a. Call to order and establishment of a Quorum

b. Prayer

c. Opening remarks and Apologies for absences

d. Adoption of Agenda

e. Minutes of the previous meeting and Confirmation

f. Matters arising from the minutes

g. President's report

h. Vice Presidents Reports

i. Financial report

j. General reports

k. New Business

l. Any other business

m. Date of next meeting

n. End of Meeting

Section 7. The Chairperson

The Guild President shall be the Chairperson for the Guild meetings.

- 49 -
Section 7.1 In the absence of the Guild President, the Vice President for Academics must act

in this capacity.

Section 7.2 In the absence of the Vice President for Academics, the Vice President for

Students Welfare shall act in in this capacity.

Section 7.3 In the absence of the Vice President for Students Welfare, any other Guild

member assigned by the President shall chair the meeting.

Section 8. Any question of interpretation of this section shall be determined by the

chairperson at the meeting at which it is raised.

Section 8.1. A ruling of the chairperson shall only be challenged if a simple majority of the

members of the Guild who are present support the challenge.

Section 8.2. The Guild member offering the challenge shall speak in favour and the

Chairperson against. No one else may speak.

Section 8.3. A challenge to the Chairperson's ruling shall be deemed to have been carried if a

simple majority of those members present and voting vote in favour.

Section 9. Attendance

Guild members are expected to attend all General Guild meetings.

Section 9.1 Written apologies, inclusive of email for absence must be submitted to the Guild

General Secretary prior to the date of the meeting.

Section 9.2 Electronic apologies must be followed by a signed hard copy prior to the next

meeting of the Guild.

Section 10 Cessation of appointment or elected position of member on the Guild

Appointed and elected members of the Guild shall automatically cease to be in their

appointed or elected post in the Guild if they fail to attend three successive

- 50 -
 meetings of the Guild without providing a satisfactory explanation to the Guild

for their non-attendance but would still be a member of the Guild.

Section 11. Meetings of the Guild Executives

Frequency of Guild Executive meetings shall be held not less than 10 times per

year during the tenure of the Guild.

Section 12. Quorum of Guild Executive Meetings

Two-thirds (2/3) members of the Guild Executives shall form a quorum inclusive

of the President or the Guild Vice President for Academics or another member of

the Guild Executive.

Section 12.1 Advisors may also be asked by their respective appointees and the President to sit

in on meetings of the Guild Executives but will not form part of the quorum.

Section 12.2 If a quorum has not been achieved within twenty minutes of the stated time of the

meeting, the meeting shall be held, and no decisions or voting shall be done or the

meeting maybe adjourned and shall be held on the same day and time the

following week, or another date and time as the Guild President or Vice President

for Academics or Guild Executive may determine and give notice for. In that case

and at this new meeting the Guild Executive members that are in attendance shall

constitute a quorum and a validly constituted meeting.

Section 13. Voting

All members of the Guild Executives shall have the right to vote once for each

decision addressed by the Guild Executives except for the chairperson who, in the

event of a tie, has a casting vote.

- 51 -
Section 13.1. Voting shall be by the show of hands unless otherwise determined by the

Chairperson.

Section 13.2. No member of the Guild Executives shall be allowed to vote on behalf of another

whether by proxy or otherwise.

Section 14. Notice of Meeting

All Guild Executive members must be informed of upcoming meetings at least

five days in advance, however, as the need arises, emergency meetings may be

held at the discretion of the President and/or by written request to the President by

another Guild Executive.

Section 15. The Chairperson

The President of the Guild shall be the Chairperson for Guild Executive and Guild

Council meetings. However, in the absence of the President, the Vice President

for Academics or Vice President for Student Welfare shall act in this capacity and

in the absence of all three, a chairman shall be selected for that meeting by those

in attendance by a simple majority vote.

Section 16 Planning the Guild of Students Retreat and Leadership Training

Section 16.1 Except where otherwise provided the provisions of this schedule shall apply as far

as possible to the Guild of Students’ annual retreat.

Section 16.2. It is mandatory for all Guild Executives to attend the retreat and leadership

training.

Section 16.3. There will be a retreat annually as decided by the President.

Section 16.4. The duration of the retreat will be determined by the Guild Executives.

Section 16.5. The responsibility for planning the retreat rests on the individual who will serve

as President in the year of the retreat.

- 52 -
Section 16.6. The Guild President shall chair the retreat.

Section 17. Guild Council Meetings

Two-Thirds of the members of the Guild Council shall form a quorum.

Section 17.1. If a quorum has not been achieved within thirty minutes of the stated time of the

meeting, the meeting may be held but no decisions made or voting shall be done

or the meeting maybe adjourned and shall be held on the same day and time the

following week, or another date and time as the Guild Executive may determine

and give notice for.

Section 17.2. In that case and at this new meeting howsoever many Council members that are in

attendance shall constitute a quorum and a validly constituted meeting.

Section 18. Notice of Meeting

A General Meeting of the Guild Council shall convene only after seven (7)

working days’ notice to that effect has been given.

Section 18.1. The notices and agenda for each meeting shall be displayed on the authorized

notice boards or emailed with the final agenda being presented at least two clear

working days before the meeting.

Section 19. Special Meeting of the Guild of Students

A special meeting may be called by the Guild President, in any of the following

circumstances:

a) In the opinion of the President such a meeting is warranted.

b) In response to a petition for a meeting signed by at least twenty

members of the Guild.

c) Requests made by or on behalf of the Principal of the College; or

d) In the opinion of the Guild Executives the situation demands it.

- 53 -
 e) to hear the appeal of a member who has been found guilty of a charge

or breach by the Disciplinary Committee.

Section 19.1. A Special meeting shall be held within seven working days of the request.

Section 20. Emergency Meeting of the Guild Executive, Council or Guild of Students

An Emergency Meeting may be called by an Executive of the Guild, if in the

opinion of a simple majority of the Guild Executives a situation is of a nature that

requires immediate action without complying with the notice requirement.

Section 21. Quorum and Voting at Special and Emergency Meetings

All paid up members of the Guild, as described by Article XI of the constitution,

shall have the right to vote once for each decision addressed by the Guild with the

exception of the chairperson who also has a casting vote.

The quorum of the meeting shall depend on the type of meeting whether Guild

Executive, Guild Council or Guild of Students and shall be the same as is outlined

in the Constitution for a meeting of that Type. The same shall also apply in the

event a quorum is not achieved.

Section 21.1. Voting shall be by show of hands except a decision is taken at the said meeting

that it should be otherwise.

Section 21.2. No member of the Guild shall be allowed to vote on behalf of another whether by

proxy or otherwise.

Clubs, Societies and Associations - Article XV

This Article outlines the regulations/guidelines by which clubs, societies and associations shall

be established and operated.

- 54 -
Section 1. All recognized student clubs, societies and associations of Sam Sharpe Teachers’

College, which requires funding and support from the Guild must fall under the

auspices of the Guild however, they may charge their own fees/dues for

membership which shall be approved by the Guild Executives by a simple

majority of those in attendance.

Section 2. No clubs, societies or associations, whose aim is in conflict with the aims, and

missions outlined in Article 11 of this constitution or prejudicial or discriminatory

to any group detailed in section 3 of said Article 11 shall be recognized or

approved.

Section 3. Any fifteen or more association members may form a club, society or association

for specific purposes, subject to the Mission, Aims and Objectives of the Guild

(Article II Sect 2).

Section 4. Clubs, societies and associations may apply to the Guild through the Guild

Executives for affiliation to the Guild along with details such as, membership,

objectives to be achieved, financial accounting information, and hierarchical

structure.

Section 5. Each recognized club, society and association will be notified after which they

become members of the Guild.

Section 6. The college will recognize only clubs, societies and associations affiliated to the

Guild.

- 55 -
Section 7. Only clubs, societies and associations affiliated to the Guild may include the use

of any of the words Sam Sharpe Teachers’ College in its name or title.

Section 8. The past records of each club, society and association shall be stored in the Guild

archives, which shall in turn create proper storage of such.

Section 9. The files and records of the club, society and association shall be the property of

the Guild.

Section 10. The Vice President for Student Welfare and the Guild Treasurer shall be ex-

officio member of all clubs, societies and association and shall be included as

signing officers on all financial documents and transactions.

Section 11. If by a simple majority vote, there is a resolution within the Guild, a club, society

or association alleging irregularities in a club, society or association affiliated to

the Guild, an investigation shall be made into the activities of the club, society or

association as the case may be.

Section 11.1. The investigation shall be conducted by the Vice President for Students Welfare

or other Guild Executive or Council member the President or the Guild

Executives may designate by simple majority.

Section 12. The Guild may, upon recommendation of the Guild Executives cease to recognize

any club, society or association for a reason that must be specified in writing.

Section 12.1 A copy of such recommendation must be delivered to the Principal of the College.

- 56 -
Section 13 Only affiliated clubs, societies and associations are eligible for financial

assistance from the Guild.

Section 13.1 The amount is at the discretion of the Guild Executives.

Section 14. Affiliated clubs, societies and associations shall submit quarterly financial

statements to the Guild Treasurer, copy the Vice President for Student Services.

Section 15. The Guild shall not necessarily be responsible for the opinions and/or editorial

comments of any club, association and society.

Section 16. No recognized club, society, association may alter its constitution without the

approval of the Guild Executives.

Section 17. Each recognized club, society or association should make an annual report to the

Guild no later than March 1. The report should include:

a. The name of the club, society or association.

b. The total numbers of members of the club, society, association.

c. The executives of the club, society, association.

d. The contact number and address of the club, society or association.

e. The proposed activities of the club, society or association.

f. The activities of the club, society or association since the last report.

g. A financial statement/report.

Section 17. All recognized clubs, societies or associations must adhere to the financial

regulations as stated by the Guild.

- 57 -
Section 18. Clubs, societies and associations are not authorized to use the Guild’s name and

emblem in any form of communication unless written permission is granted by

the Guild Executives by a simple majority of those in attendance at a validly

constituted meeting.

Section 19. Any individual, organization, clubs, societies or association that require the use of

the Emblem must log such request in writing with the Guild Public Relations

Officer.

Section 20. All clubs, societies and associations must issue certificates of membership to all

consistent members of the club, society or association at the end of each academic

year.

Section 21. The Guild Executives reserves the right to revoke any club, society or association

registration if the club, society or association breaches any of the provisions

herein.

Section 22. Each club, society and association being a part of the Guild will be required to

pay a monthly fee of 10% of dues and other monies collected. This in time may

directly benefit these clubs, societies and associations should they need assistance

from the Guild.

Section 23. Each president from the clubs, societies and associations of the student body, or

their designate, shall represent their clubs at stipulated Guild meetings.

- 58 -
Elections - Article XVI

Section 1. The Sam Sharpe Teachers’ College Guild of Students shall conduct an annual

General Election in which any eligible Association Member who so wishes may

run for one of the following positions:

1. Guild President

2. Guild Vice President for Academics

3. Guild Vice President for Student Welfare

4. Guild General Secretary

5. Guild Treasurer

6. Guild Public Relations Officer

7. Guild Assistant Treasurer

8. Guild Assistant Secretary

9. Part-Time Representative

10. Residential Representative

11. Programme Representative (Primary Education)

12. Programme Representative (Early Childhood Education)

13. Programme Representative (Biology and Mathematics)

14. Programme Representative (Special Education)

15. Programme Representative (School Counselling)

16. Programme Representative (Modern Languages)

17. Programme Representative (English Language and Literatures)

- 59 -
Section 2. The Guild General Election shall be conducted in accordance with the Guild

Constitution and the Guild Election Code as maybe determined by the Guild

Council and voted as approved by the Guild of Students at a validly constituted

meeting by two-thirds of those in attendance or any subsequent amendments

properly made thereto.

Section 3. The Director of Elections and Regulatory Affairs should collect the list of

persons, eligible to vote in that election from the Sam Sharpe Teachers’ College

Registry Department on written authorization of any two members of the Guild

Executive.

Section 4. Circulate using Notice Boards and various media the rules and regulations

governing Guild Elections.

Section 5 At least ten (10) days before the date of any election the Director of Elections and

Regulatory Affairs shall post through different mediums, notices stating:

a. The date, time and place of the Election.

b. The latest time for the receipt of nomination papers by the Director of

Elections and Regulatory Affairs or his/her deputy, which shall be not less

than twenty-four (24) hours before the time fixed for the beginning of the

election.

c. The number of vacancies to be filled.

d. The time up to which nominated candidates may withdraw by notice in

writing and how and to whom this notice shall be sent. The time shall not

be less than twenty-four (24) hours before the day of the election.

- 60 -
Section 6. Elections shall be held no LATER than ONE week before the beginning of final

examinations in May and no EARLIER than FOUR weeks before that period.

Section 7. The setting and naming of nomination day shall be done and made public by the

Student Services Commission at a general assemble AT LEAST TWO weeks

before election day and hence be subsequently posted.

Section 8. All nominations shall be submitted to the Student Service Commission.

Section 9. The newly elected Guild Executives shall, at their first meeting which may be

held before the date when they assume office (the Guild Transition Period),

appoint:

a. Two Guild Staff Advisors.

b. Director of Elections.

Section 10. Rights and Responsibilities of the Incoming Guild Executives

The incoming Guild shall consist of elected and appointed members.

Section 10.1. An elected member shall not assume duties if any electoral irregularities are filed

by students or candidates.

Section 10.3 In the case of such irregularities, investigations shall be carried out as per the

Election Code and Student Code of Conduct.

Section 11. The Guild Executive Elect shall be given two weeks after the conclusion of

elections to interview and select Appointed Members of Guild.

- 61 -
Section 12. The incoming Guild members shall assume duties specifically the Guild Public

Relations Officer.

Section 12.1. After the official swearing in of Guild Members and signing of Codes of Conduct

which shall take place at the Sam Sharpe Teachers’ College, Guild Executives,

Official Handing Over Ceremony.

Section 12.2. The Incoming Guild shall have a transitional period with the Outgoing Guild for

one (1) month after the Incoming Guild constitutionally takes office.

Section 12. The Director of Election shall have the right to determine which platform the

General Guild of Students Election should be held whether online platform or

physical platform or a combination of both.

Section 13. The SSTC College Chief Internal Auditor, (Chief Auditor appointed by the

college Board of Governors) shall report the official results of the elections to

i. The Principal and Vice Principal

ii. The Faculty Advisors of the Guild of Students

iii. The Director of Election Commission

Section 14. An official declaration of these results will be made to the wider college

community by the director of Election Commission indicating that results have

been audited by the college’s Chief Internal Auditor

Voting – Article XVII

Section 1. Voting shall be done by secret ballot either in person or electronically.

- 62 -
Section 2. Only students in good standing shall be entitled to vote for Presidents and other

executive or council members of their choice.

Section 3. Voters’ list containing students’ ID numbers shall be published on notice boards

throughout the College campus one week before the day of the election.

By-Election - Article XVIII

Section 1. If any vacancy occurs upon the resignation of an officer, such vacancy shall be

filled at a by-election called within one week of the occurrence of the vacancy,

excepting in the case of the President, when it shall be three weeks.

Section 2. If a member of the Guild Executive wishes to fill the vacant position, he/she must

tender his resignation one week prior to the by-election.

Section 3. A by-election shall also be held 3rd week of October annually. At this time,

positions that are also vacant due to the lack of a candidate in the previous

election shall also be contested.

Section 4. If a vacancy occurs, as a result of ill health or any inability to act including the

breach of any terms of the constitution, after the October by-election the Guild

President shall appoint someone that he/she deems fit along with 2/3 of a vote

from the Guild Council.

- 63 -
Accounts and Audits – Article XIX

Section 1. The Guild Executives in accordance with the policies and practices of the

College, through the Guild of Students Finance Committee shall administer all the

accounting and auditing matters of the Guild.

Constitutional Authority - Article XX

Section 1. Every member of the Guild should be familiar with the rules laid out in this

Constitution and the code of conduct.

Section 2. All members of the Guild of Students have equal rights, privileges and

obligations; rules must be administered impartially.

Section 3. The full and free discussion of all motions reports and other items of business is a

right of all members.

Section 4. Only one question can be considered at a time.

Section 5. Members may not make a motion or speak in debate until they have risen and

been recognized by the chairperson and thus have obtained the floor.

Section 6. In voting, members have the right to always know what motion is and what

affirmative and negative votes mean.

Section 7. Logical precedence governs introduction and disposition of motions.

- 64 -
Use of Name and Emblem Article XXI

Section 1. The Sam Sharpe Teachers’ College Guild of Students and the Standing

Committees name and logo are the sole properties of the Guild; thus the Guild

reserves the right to use the said properties as stipulated by the constitution.

Section 2. Only the Guild Executives of the Sam Sharpe Teachers’ College shall be

authorized to use the name and emblem of the Guild in the execution of their

duties.

Section 3. Clubs, societies or associations and any other committee affiliated with the Guild

Executives are not authorized to use the Guild’s name and logo in any form of

communication, unless written permission is granted by the Guild Public

Relations Officer in consultation with the President or Vice President for Students

Welfare in accordance with Article XXII Guild of Students Constitution.

Official Publications Article XXII

Section 1. The Guild’s name and emblem must be on all official communiqués of the Guild

Executives at the top centre or top left-hand corner of the publication.

Section 2. All official communiqués must be presented in the prescribed manner.

Section 3. Where necessary, official communiqué must be signed by the relevant

individual(s) with authority under this constitution and dated accordingly.

- 65 -
Section 4. The Guild Public Relations Officer, in consultation with the President, must

approve all official publication coming from the Guild Executives that bears the

emblem of the Guild.

Amendments to Constitution and By-Laws Article XXIII

Section 1. The Sam Sharpe Teachers’ College Guild of Students Constitution is a body of

fundamental procedures and principles according to which the Guild is governed.

Section 1.1. This constitution determines the organization of the Guild, the functions and

powers of the Guild in general and of its affiliates, members and officers and how

these functions and powers are exercised.

Section 2. During the reign of the 2015-2016 Student Council executive, the Student

Association through their class leaders gave the Student Council executive the

authority to make amendments to the constitution and the executives of the Guild

of Students, having taken over the role of the Student Council Executive, shall

have said authority and rights to amend the constitution without the need for votes

of the general student population unless this is amended hereafter in line with the

Constitution.

Section 3. In accordance with the views of the general population, the Guild Executive by

majority vote will determine if selected suggested amendments are to be made.

Section 4. If at any meeting the issues of the amendment(s) to the constitution are raised at a

general Guild meeting, a motion should be moved for a special meeting to be

called for that purpose.

- 66 -
Section 5. At this meeting, amendments are to be offered up for debate after which, in order

for these amendments to be considered by the Guild Executives to be voted on as

an amendment to the Constitution.

Section 6. After the special meeting of the Guild to view and debate the suggested

amendments, the class representatives shall report to the class the amendments

being sort after.

Section 7. Amendments to the Constitution shall be in effect and be binding immediately

upon receiving the approval of the College in writing.

Section 8. Subject to Article X, the Guild Council may from time to time make By-laws

which shall carry into effect this Constitution and shall promote the objects of the

Guild.

(ii) The By-laws may be made, repealed or amended by a resolution passed by a

two-thirds majority of the Guild Council.

(iii) The power to make By-laws shall not be limited to, or with reference to , any

By-law.

Pledge Article XXIV

OATH/AFFIRMATION

Section 1. Oath/Affirmation for the due execution of the office of President.

I do solemnly swear / affirm that I will to the best of my judgment, at all times

faithfully execute the Guild of Students in the office of the President. So, help me

God.

- 67 -
Section 2. Oath/Affirmation for the due execution of the office of Guild Executive

Members or other elected or appointed members.

I, being an elected/appointed (executive positions/elected/appointed positions) do

swear/ affirm that I will to the best of my judgment, at all times when so required,

freely give my counsel and advice to the Guild of Students or any other person for

the time being faithfully performing the functions of that office, for the good

management of the affairs of the Guild of Students. So, help me God.

Student Service Commission – Article XXV

For the purposes of this Chapter of this Constitution, "public office" does not include office as a

member of the Guild, or member of the executive body of any club within the Student

Association. The Student Service Commission shall consist of students, responsible for election

matters in the Student Association consisting of a Director and such number of other members,

being not less than three nor more than ten, chosen by the Guild Executives at the beginning of

each school year. No student shall be qualified to be appointed as a member of the Student

Services Commission if he/she is planning on running for any office within the Guild body

including club, association or society.

- 68 -
Finance – Article XXVI
Section 1. The treasurer is charged with the responsibility of logging all monies collected

from Guild activities, financial projects, dues from Guild members, and revenues

collected from clubs within the students’ body.

Section 2. The financial books of the Guild primarily that of the tuck shop, are to be kept by

the executive member of the Guild in charge of finance.

Section 3. The persons charged with the responsibility of operating the tuck shop, who must

possess a food handler’s permit, are to be determined by the treasurer upon the

advice of the President.

Section 4. The executive member responsible for finance shall, at the beginning of each first

Guild meeting of each month, cause to be prepared financial update on the

Guild’s financial status-monies collected in previous month, which shall be laid

before the Guild.

Section 5. The estimates of sums expected to cover Guild projects upon being sanctioned

and approved by the President and the rest of the executive, shall be prepared and

presented in a formal report to members of the Guild at a general Guild meeting

by the Treasurer.

Section 6. There shall be provided within the financial requirements of each student laid out

by the administration of Sam Sharpe Teachers’ College, a fee equal to 0.5 % of

each student’s academic fee for each academic year.

Section 7. Each treasurer of the clubs formed within the Student Body is expected to provide

financial reports at monthly meetings with the executive member of the Guild in

charge of the finance portfolio and the president, at which point ten percent of

- 69 -
 their earnings for that month will be dedicated to the Guild for projects to be

undertaken for that school year.

Section 8. All financial pursuits of clubs involving the students’ association shall be made

known to the Guild by way of a formal letter which will then be reviewed by the

Guild executive, after which, if permitted shall be allowed.

The Guild Calendar – Article XXVII

Section 1. The Guild Calendar is the official Calendar of the Guild Executive and the Guild of

Students.

Section 2. The Guild Calendar displays all the events of the Guild of Students for the Guild

Executive Year and Academic Year.

Section 3. The Public Relations Officer shall have responsibilities for the Guild Calendar.

The Guild Official Handing Over Ceremony – Article XXVIII

Section 1. The Guild Official Handing Over Ceremony shall take place on the first (1st)

Wednesday after the first (1st) Monday of the Month of April.

Section 2. If April 1st falls on a Wednesday, then the ceremony should be held on the

following Wednesday.

The Guild Transition Period – Article XXIX

Section 1. The Guild Executives transition period shall be between the day immediately after

the Guild Elections and June 30th.

Section 2. This period should be a period when the incoming Guild shall prepare for

officially taking over of office on July 1.

- 70 -
Section 3. The outgoing Guild Executive is required to guide the incoming Guild Executive

as it relates to all the business and operation of the Guild for the last year, through

the Transition Period.

Year of Office – Article XXX

Section 1. All elected members of the Guild Executives shall hold office for one year.

Section 2. The year begins the first of July and ends the thirty of June.

Section 3. The executive members elected shall assume their respective offices within the

Guild at the time of the beginning of the next academic year.

Section 4. Although the Guild executive officially takes up office at the beginning of the

new academic year, they shall start unofficially acting in the prospective

capacities as of July 1 to facilitate Guild activities. (Orientation (freshaz week),

calendar of activities etc.)

Section 5. The executive members selected by the electorate shall be formally introduced to

the student body in the form of a swearing in ceremony.

Guild Retreat – Article XXXI

Section 1. The incoming Guild Executive shall prepare for their Annual Guild Retreat during

the Guild Executives Transition Period.

Section 2. Both the incoming and the outgoing Guild Presidents are responsible for the

planning and execution of the annual Guild Retreat.

Section 3. The Guild Retreat shall be held during the Month of April.

- 71 -
Section 4. The budgetary allocations towards the Guild for the upcoming Academic Year, is

decided at the Guild Retreat.

Section 5. All members of the Guild Council must be present at the Guild Retreat unless

permission for non-attendance is requested and granted by the President in

writing, due to an emergency situation not under their control or due to illness and

thereby excused from attending the retreat by the President. In any event, at least

two –thirds of the Guild Council must be in attendance for the Guild Retreat to be

held.

Petitions – Article XXXII

Section 1. Members of the Guild may at any time in its discretion present petitions, reports,

recommendations and other communications relating to the affairs of the Guild to

the Guild.

Section 2. If any one hundred (100) or more paid-up members of the Guild desire that the

Guild shall petition the Guild Council or College Administration on that matter,

they shall first forward to the President a written draft of the petition duly signed by

all of them and the President shall bring such draft signed by all petitioners to the

notice of the Guild of Students through notice Boards and to the Guild Council at its

next meeting.

Section 3. The Guild Council shall at its discretion and after consultation with the Guild

Advisors either:

(i) Accept the petition by a two-thirds majority vote and present it to the Guild of

Students or any other College body or authority as relevant, on behalf of the Guild

of Students,

- 72 -
(ii) With the approval of the members signing it, amend the draft petition and

forward or present it to the appropriate body on behalf of the Guild of Students; or

(iii) Direct the President of the Guild to summon a Special Meeting of the Guild of

Students to consider the petition.

Where a Special General Meeting is summoned, it may resolve either that such

petition shall be presented with or without amendments, or that it shall be presented

as is to the relevant body or authority on behalf of the Guild of Students.

- 73 -
 Guild of Students Hierarchy Chart - Article XXXIII

Guild Advisors