Regulations for general committee

1. Composition

1.1. The general committee shall consist of at least the following positions:

(a) Undergraduate Representative

(b) Postgraduate and Other Member Representative

(c) Indigenous Representative

(d) Social Coordinator

(f) Dig It Editor; and

(e) Field Work Coordinator

(f) Membership Officer

(g) Communications Officer

(h) History Representative

1.2. All representative positions must be filled by students who are currently at Flinders University at that year level, or part-time equivalent. Likewise, the External Student Representative must be an external student currently enrolled at Flinders University.

1.3. Any fee-paying member of ArcHSoc who feels they have the relevant experience necessary to undertake the position of Dig It Editor or Field Work Coordinator may nominate for those positions. Those members should be current students.

1.4. The executive may establish additional positions as it thinks necessary. Additional positions should not be established if a temporary working group, made up of Society members, can perform the required task.

2. Term of office

2.1. The term of office shall be from the time of appointment until the next AGM.

2.2. Duties of the outgoing general committee will continue until the end of a handover period, which will be decided collectively by the incoming and outgoing general committee.

3. Roles and duties of the general committee

3.1. The duties of the Undergraduate Representative(s) include:

(a) Act as a representative for first year archaeology students to the Society; and

(b) Ensure details about all Society events and initiatives are communicated to all first year archaeology students; and

(c) To be responsible for at least one Society portfolio (each).

3.2. The duties of the Postgraduate and Other Member Representative include:

(a) Act as a representative for Honours and postgraduate archaeology students to the Society; and

(b) Act as a representative for all other members to the Society, including those from other universities, members working in the profession, members who are not currently studying, alumni members, Associate Members, and Honorary Life Members; and

(c) Ensure details about all Society events and initiatives are communicated to all Honours and postgraduate archaeology students and other members; and

(d) To be responsible for at least one Society portfolio.

3.5. The duties of the Indigenous Student Representative include:

(a) Act as a representative for Indigenous students to the Society; and

(b) Ensure Indigenous archaeology students are engaged, and represented within the society; and

(c) To be responsible for at least one Society portfolio.

3.6. The duties of the Dig It Editor include:

(a) Coordinating, managing and editing the Society’s journal, Dig It; and

(b) Overseeing an editorial subcommittee that will assist in producing the journal.

3.7. The duties of the Field Work Coordinator include:

(a) Coordinating all of the Society’s field work and professional development workshops; and

(b) Overseeing a subcommittee that will assist in organising and running the field work and workshops.

3.8. The duties of Social Coordinator include:

(a) Organise and run events that are inclusive and representative of all members interests; and

(b) Ensure all events are financially viable.

3.8. It is the duty of all general committee members to:

(a) Mentor junior committee members; and

(b) Actively and positively promote the Society, its events and initiatives to all interested parties. Committee members should recognise that O’ Week and the first weeks of semester (of both Semester One and Semester Two) are of utmost importance to engage with the Society’s members.

4. Portfolios

4.1. Purpose

(a) Members of the Society’s executive and general committee are expected to oversee, and be responsible for, various portfolios during their time in office.

(b) Each committee member who is responsible for a portfolio should define the objectives of that portfolio at the commencement of their time in office.

(c) Executive and general committee members may create working groups of Society members to achieve the objectives of the portfolio with approval of the executive committee.

(d) A member of the Society may be given responsibility for a portfolio, at the discretion of the executive.

4.2. Permanent portfolios and associated responsibilities include:

(a) Communication

(i) Manage the Society’s email listserv; and

(ii) Curate the Society’s social media accounts.

(b) Website management

(i) Curate the Society’s website, including solicitation of content; and

(ii) Fix on any design or technical issues.

(c) Merchandise

(i) Oversee the design, procurement and sale of merchandise.

(d) Governance

(i) Review the Society’s constitution, regulations, policies and procedures; and

(ii) Suggest amendments at general meetings or AGMs.

(e) Awards and Honours

(i) Oversee the nomination process for the Society’s awards; and

(ii) Oversee the nomination process for Honorary Life Membership.

(f) Membership

(i) Assist the Secretary with managing the Society’s membership register in line with section 6.4 (c) (i) of the constitution.

(g) Fundraising/grants/sponsorship

(i) Oversee the Society’s fundraising initiatives; and

(ii) Seek out grants and sponsorship opportunities.

5. General committee meetings

5.1. The general committee must meet with the executive at least four (4) times during each semester.

5.2. All general committee members are required to submit a report prior to each meeting detailing the activities they have undertaken in relation to their role since the last meeting, and what they plan to do next. Reports should be circulated among the committee with the meeting agenda.

5.3. Quorum at a general committee meeting is the presence of a majority of members of the general committee at the time, as well as at least two (2) members of the executive.

5.4. If, within twenty (20) minutes after the scheduled start of a general committee meeting, quorum is not achieved the meeting shall lapse and must be reconvened at a later date.

5.5. General committee meetings may be called by the Secretary, President or any three (3) general committee members.

5.6. At least five (5) academic days’ notice in writing of the date, time and place of general committee meetings shall be given to each general committee member unless all committee members agree to waive this requirement.

5.7. A matter decided by the general committee may be overruled by a general meeting or AGM.

6. Meeting procedures

6.1. Section 5 of the constitution applies to general committee meetings.

7. Annual elections

7.1. Section 7 of the constitution applies to the general committee.

7.2. Elections for general committee meetings should take place during the same meeting as elections for the executive.

7.3. If, in the event that no member nominates for a position/s, then another election will take place at the beginning of the following year. Elections for the First Year Representative should be held at the beginning of the academic year.

7.4. The general committee may fill up to two (2) vacancies in its membership. If there are more than two (2) vacancies, the executive must convene a general meeting to fill the vacancies in line with sections 7 and 8 in the constitution.

8. Casual vacancies

8.1. Section 8 of the constitution applies to the general committee.

9. Miscellaneous

9.1. Section 11 of the constitution applies to the general committee.

Adopted at the Annual General Meeting on the 17/11/2016