The Society shall be called "St. John's College Medical Society".
Membership of the society shall be free and automatic to the following groups:
- Junior members – all students engaged in the study of Medicine or Veterinary Medicine at St. John’s College
- Senior members – all fellows of St. John’s College who research or teach medicine and all tutors of St. John’s College Medical and Veterinary students
3 Objects and Vision of the Society
The vision of the Society is:
- To support and uphold the academic, welfare and social needs of Medical and Veterinary students in the college
- To represent the needs and views of Medical and Veterinary students in the college in communication with the college fellows
In pursuit of this vision the Society shall:
- Host several talks or other events of medical and/or veterinary interest each term
- Host advice evenings for members of the society as meets desire, with a view to offering guidance to members in choices related to the Medical and Veterinary Sciences Tripos and wider academic and extra-curricular endeavours
- Organise social events for the members of the society each year as meets desire and funding available, to include a Society Annual Dinner in Lent term and Annual Garden Party in Easter term
- Hold an Alumni dinner every few years (suggested every three years but always according to funding and feasibility) in Michaelmas term, hosted by the College Master and open to all contactable medical and veterinary alumni
- Facilitate communication between its members and the college though open meetings and meetings of members of its Committee with fellows of the college
- Maintain archives of resources useful to medical and veterinary students, to be made freely available to its members at appropriate intervals during the academic year
- Run an annual essay competition open to all undergraduate members, giving students the opportunity to develop their intellectual interests beyond the Tripos and enhance their academic record
4 The Committee
The Committee of the Society shall consist of the following positions:
- The President, who shall chair meetings of the Society, invite and formally host guest speakers and oversee organisation of the Society’s annual events. He/she shall be responsible for maintained communication with senior members of the College to represent undergraduate members and shall liaise with senior members at least once per term. He/she shall oversee and be responsible for the activities of the Society and shall keep all Society members informed of the continuing work and success of the committee.
- The Vice-President, who shall assist in the duties of the president, including attending meetings with senior members of the College, and who shall be responsible for the Society’s operations in the absence of the President. He/she shall be responsible for liaising with and organising accommodation and travel arrangements (where necessary) for guests of the Society ahead of their visits to college.
- The Secretary, who shall be responsible for keeping minutes at Society meetings, keeping a record of the Society's members and maintaining the Society's archives. He/she shall facilitate Society talks and the Annual Garden Party by securing venues, equipment and refreshments, and shall help in organisation of the Annual Dinner by managing invitations, ticketing and payment, seating plans and dietary requirements. He/she shall also be responsible for organising Society stash and for advertising Society talks and events to the wider University. He/she shall attend meetings with senior members of the college alongside the President and Vice-President.
- The Junior Treasurer, who shall be responsible for keeping account of the Society's finances, ensuring that all transactions abide by the society’s financial guidelines and applying for annual college funding. He/she shall answer to the senior treasurer in any financial affairs.
- The Senior Treasurer, who shall be a fellow of the college, and who shall oversee the finances of the society.
- The Communications Officer, who shall maintain and update the Society website and mailing lists. He/she shall help to maintain the Society’s Facebook and Twitter accounts.
- Two Social Secretaries, who shall arrange, advertise and coordinate social events for members of the Society. They shall also work with other college and university societies to organise joint social events such as Hall Swaps.
In addition, if no position on the committee is held by a veterinary student, an additional position of Veterinary Representative shall be filled by a veterinary student, with the purpose of maintaining representation of veterinary members at committee meetings. Committee members should be willing to commit to the duties of their position and a share of the tasks not specific to any committee member, as agreed at committee meetings.
5 Election of the Committee
All positions on the Committee shall be held by current members of the Society for the period of one year, with the exception of the Senior Treasurer, who shall hold office until choosing to resign. At this point, another fellow shall be asked to take the role at the discretion of the Committee. The Committee will change at the end of each academic year. At this point, the Secretary and Treasurer shall become the President and Vice-President, respectively, for the following year. All other positions – Secretary, Treasurer, Communications Officer and Social Secretaries – shall be newly elected from first year members of the society during Easter full term. All first year students shall be free to nominate themselves and/or their peers for specific committee positions, by email, during a seven-day period of nomination. The outgoing committee shall make appointments on the basis of these nominations and the results of the election shall be announced at the Annual General Meeting.
6 Admission to Society Events
Entry to talks and events shall be made open and free to all interested members of the University and their guests. Entry to advice evenings, social events and annual Society events shall be open to Society members only. Other parties may attend these events at the discretion of the committee, for instance former members of the Society.
7 Essay Prize
The essay prize shall be an annual prize open to all current undergraduate Medical and Veterinary students run over the Christmas holiday. Entries shall be judged by a panel of Medical and Veterinary College Fellows and shall be subject to criteria and rules of submission set by the panel. There shall be a choice of two essay questions, set by the judging panel. The topics encompassed shall be broad and accessible to all undergraduate students, irrespective of subject or year of study. The winner of the prize shall be awarded £100, funded by the Society, and shall be announced at the Society Annual Dinner.
8 Open Meetings
The committee shall aim to hold an Open Meeting at the beginning of each term, which all members may attend, with the purpose of discussing the needs and expectations of the current members with respect to the Society and its endeavours.
9 General Meetings
The Society will hold an Annual General Meeting each year during Easter full term. General meetings may be attended by all members of the society, and by others only at the discretion of the committee. The AGM should include reports from the departing President and Treasurer on important business of the Society since that last AGM and should also identify goals and changes for the Society for the following year. The AGM will include the announcement of the newly elected committee, as stated earlier. Matters debated at General Meetings will be decided by vote. All members present shall be entitled to a vote and the highest voted option will be agreed.
10 Amendments and Interpretation
Any amendment to this constitution should be proposed at a General Meeting of the Society and should pass only if it is supported by two thirds of the members present at the meeting. Notice of any proposed amendment should be made to the committee in advance of the meeting. If any dispute arises about the interpretation of this constitution, an appeal should be made to the Senior Treasurer for a ruling on the meaning of the section in question, and his/her decision shall be final.