Guidelines for student societies that are active at JC
For the purpose of this Code of Practice, the following terms shall have the following meaning:
a. Student Societies shall have the same meaning attributed to it by the University Student Societies Regulations, 2018 but shall, for the purposes of this Code of Practice, be limited to those Student Societies that are active within the Junior College i.e. College-Wide Student Societies and Specialised Student Societies formed for the promotion of specific interests.
b. The College Campus or Campus refers to all areas of Junior College both inside the building and the outdoor areas.
c. The term Junior College Students or Students refers to currently registered students of the Junior College.
d. Any other capitalised terms used thus far and throughout this Code of Practice shall, unless the context otherwise requires, have the same meaning attributed to them by the University Student Societies Regulations, 2018.
This Code of Practice is aimed at ensuring that Student Societies comply, in the exercise of their activities, with certain practices for the benefit of all students and staff and the good functioning of the Junior College in the attainment of its educational objectives. More specifically:
a. Through this Code of Practice, the Junior College reaffirms its beliefs in the value of Student Societies, supports, and encourages Junior College student activism through them.
b. The Code of Practice is the first step towards encouraging a self-regulatory code of practice compiled by the Student Societies themselves to manage and coordinate their own activities and the action of their members.
c. The Code of Practice is aimed at supporting the role of Student Societies at the Junior College while ensuring that their activities do not disrupt the day-to-day educational functions of the Junior College.
d. The Code of Practice is without prejudice to the University Student Societies Regulations, 2018.
Student Societies active at Junior College must respect the ethos of Junior College as an educational institution and follow all its rules, regulations, policies and code of behaviour.
Only Junior College students can enter the College Campus without the need to request permission.
Students Societies may only be on the College Campus during normal working hours, which is from Monday to Friday, from 08:00 till 17:00 during term time.
The Junior College is an inclusive academic institution where no one should feel intimidated or offended, irrespective of his/her political, religious or other leanings and beliefs. Hence any act or omission by members of a Student Society that is aimed at or has the effect of intimidating or being offensive or disrespectful to others or which results or is likely to result in conflict, tension or violence or any other unwelcome disturbance is prohibited.
Student Societies have to choose between holding an activity only inside or outside the College campus but not both at the same time.
When a Student Society donates something to the Junior College, the item becomes the property of the Junior College and would be used at the discretion of the Junior College in accordance with the agreement as to the objective of the donation.
In order to ensure coordination of Student Society activities at the Junior College so as not to disrupt the day-to-day educational functions of the Junior College, each Student Society is allowed to organise up to two activities per month on Campus.
Student Societies should present a programme of their planned activities on Campus at the beginning of each month, making a separate request on the application form provided for each activity through the Youth Worker fifteen days before the activity is to take place.
It is recommended that activities should have an educational nature and are not only aimed for fundraising purposes.
The approval letter for the request may include a list of conditions that must be adhered to by the Student Society in the run up, during and/or after the activity and which may include a sum by way of deposit to ensure adherence to such conditions. The conditions shall be such as to ensure that the concerned activity does not disrupt the day-to-day educational functions of the Junior College, that it is safe for the participants, that it is in line with applicable laws and regulations, including but not limited to health and safety laws, and that it does not cause damage to the property or reputation of the Junior College. The sum by way of a deposit shall be determined by taking into account the size and nature of the activity as well as the relevant Student Society’s track record in adhering to conditions imposed in the context of its past activities.
Notwithstanding the preceding clause, it is the responsibility of the Student Societies to ensure that planned activities are in line with the conditions referred to in the preceding clause including that they are safe for those involved and for the participants. Apart from forfeiture of the deposit referred to in the preceding clause, the activity may be suspended or cancelled if there is reasonable suspicion that the conditions referred to in the preceding clause are not being adhered to.
When an activity is to be organised in the College canteen, the canteen operator should endorse the above-mentioned application form before it is submitted through the Youth Worker. Without such an endorsement, the request cannot be processed.
Normally, for hygiene and health and safety reasons, only ready-made food may be served during student led activities.
Only Senate approved Student Societies can request to annually be allocated any available office space.
Each Student Society that requires office space during the next academic year needs to make a formal request through the Youth Worker by the end of July before the start of that academic year.
Available office space shall be allocated by lot or by rotation. The allocation shall last for one year after which the Student Society in question shall relinquish and vacate the office space in order for it to be re-allocated as aforesaid. Allocation of the office space and any items of furniture or objects kept therein shall not amount to any transfer of ownership or any other legal title from the Junior College to the Student Society in question.
Apart from the conditions imposed by Clause 4.6 and 4.7, a number of other conditions for using the allocated office space may be imposed on the Student Society in question in the interests of health and safety and of ensuring the proper and legal use of such space.
Furniture belonging to the College cannot be taken outside the College Campus.
Due to health and safety reasons, emergency and/or routine maintenance a spare copy of the keys has to be deposited at the Office of the Principal. Unless it is an emergency maintenance, the Student Society will be informed in due time should Junior College require access to the office space.
Each Student Society assigned office space will be held responsible for its upkeep.
The office space provided may only be used during normal working hours (refer to Clause 2.2).
Requests to hold Wednesday meetings on Campus should follow the same procedure indicated above in Section 3.0, i.e. each Student Society has to make a request on the application form provided. Wednesday meetings do not count as one of the monthly activities.
Students cannot gather en masse before these meetings, creating unnecessary noise and disturbance in any part of the College.
For security as well as health and safety reasons, the venue assigned for the Wednesday meetings will be in accordance with the size of the expected number of students attending. The venue can be a lecture room or even an open area on the College campus.
Students cannot use a PA system, speakers, horns or any other type of equipment that creates noise that may interrupt other normal day-to-day educational functions of the Junior College.
Students cannot use anything, which is not conducive to an educational environment.
Any such meeting may be suspended or cancelled if there is a reasonable suspicion that the holding of such a meeting presents a danger to the health and safety of staff and students or if applicable health and safety laws and regulations so require.
The present section shall apply to Student Societies that wish to hold their annual general meeting and/or the annual elections of their respective executive committee on Campus. The aim of this section is to minimise, as much as possible, the disruption of the normal day-to-day educational functions of the Junior College caused by such annual general meetings and/or annual elections.
Provided that a Student Society, that wishes to hold its annual general meeting and/or annual elections of its executive committee on Campus, may be exempt from all or part of the present section as a result of the fact that, given the size and nature of the Student Society in question, such annual general meeting and/or annual elections do not, in themselves, have the potential to disrupt the day-to-day educational functions of the Junior College.
Provided further that, notwithstanding the following clauses of this section, a Student Society may be precluded from holding its annual general meeting and/or elections at Junior College if the annual general meeting and/or annual elections pose an unjustifiable hardship on the competent authorities in ensuring the security as well as the health and safety of students, staff and third parties in general.
A Student Society that wishes to hold the elections of its respective executive committee during its annual general meeting on Campus shall make a formal request to this effect by end of March. The first three Fridays of November will be set-aside as possible dates for the election. Where the AGM is held outside Junior College Campus, the Student Society in question needs to provide evidence of provisional booking of a venue by the end of March.
he Student Society in question shall inform the Office of the Principal of the chosen date through a formal letter written and signed by the legal representatives of the Student Society in question to be handed to the aforementioned Office by the first Friday of October.
If for some justifiable reason to be communicated in the formal request as per Clause 6.2, the elections of the respective executive committee cannot take place during the annual general meeting of the same Student Society as above described, the annual general meeting will be held on the Wednesday of the week preceding that of the election as above described. Election Day shall be held on a Friday as per Clause 6.2 during normal working hours (refer to Clause 2.2).
In the event, that the Student Society in question appoints an Electoral Commissioner who is not a Junior College student, but is a currently registered University of Malta student, then only in this case the Office of the Principal may concede a temporary permission of entry to the same Commissioner, limited to the day of the AGM and the election (if such are held at one and the same time) or the period between the AGM and Election Day (if such are held on different days).
Members of the Electoral commission will be issued with special ID cards which are to be worn throughout the election period.
AGMs and/or annual Elections should be held in strict adherence to this code as well as other rules, regulations, policies and code of behaviour of the Junior College and any other applicable laws and regulations as well as in a manner that is safe and non-violent. Failure to do so constitutes a good and sufficient cause for the Student Society in question to be precluded, whether indefinitely or otherwise, from holding its annual general meeting and/or annual elections on Campus in future.
If the Student Societies wish to officially launch the names of the candidates running for elections on Campus, this shall take place on a day and at a time and in a manner to be determined by the Junior College so as to ensure that such launch causes the least disturbance possible to normal day-to-day educational functions and is conducted safely. Candidates shall not be allowed to start promotional activities on Campus before the aforesaid official launch. The said launch should take place between the AGM and Election Day and should not take longer than fifteen minutes.
During the election week, candidates will be allowed to wear promotional clothing, as long as this is done in accordance with Clause 2.3., and never during time-tabled sessions.
Students involved in the election campaigns should not annoy or bully other students in any way.
Candidates may request to set up one promotional stand at the Junior College during election week, which shall be of a size and in a location as approved by the Junior College. In the request the candidates have to declare that they do not have or intend to set up another promotional stand and/or other means of promotion outside College grounds. The promotional stand should be dismantled on Wednesday before Election Day by 16:30. A monetary deposit will be required which will be forfeited if any of the conditions accompanying the set-up of the stand are not adhered to.
No sound system of any type may be used on the aforementioned stand.
Distribution of printed publicity material should be kept at a minimum and should only take place from the stand.
During the campaign and Election Day no lectures will be cancelled or postponed, nor are students exempted from attending.
The Junior College would be ready to offer the possibility of an online voting system.
All expenses incurred by the College in relation to the organisation of the annual general meeting and/or election process will have to be paid by the Student Society upfront.
No celebrations may be held on the College Campus.
No form of campaigning is allowed during lectures, in the study area, in the quiet working area and in the library.
The day before Election Day will be considered a day of reflection and no campaigning of any kind will be allowed on the College Campus.
In order to encourage an ongoing dialogue between Student Societies and Junior College, every academic year a forum of Student Societies will hold three meetings. The forum will be composed of the Vice-Principal, the Youth Worker, one student representative on the Junior College Board and one student from each Student Society operating at Junior College. The first meeting should take place in mid-October, second meeting in January and the third meeting after Easter.
Courses may be organised for students who would like to involve themselves in Student Societies.