Standing Orders of the General Council
Amended and Approved by GC in August 2008
A. Introduction
The Constitution of the Sydney University Evangelical Union (SUEU) provides for “Standing Orders of the General Council” (Clause V, subclause 9). The Constitution states that the Standing Orders is to be a body of rules, determined by the General Council, which defines “the details of the structure and functioning of the SUEU on matters arising from the Constitution”. The Standing Orders should therefore be read in conjunction with the Constitution, together with other leadership resource material as may be provided by the SUEU. The General Council should be familiar with the Standing Orders.
The Standing Orders are not intended to be an inflexible framework for the SUEU. Rather, they describe a structure and operation which has been found useful in advancing the Objects of the SUEU, and which will guide those in positions of leadership in future organisation and planning. Each General Council should review the Standing Orders and make appropriate alterations as the need arises, according to the amendment provisions of the Constitution.
Every member of the SUEU has general responsibilities towards fellow members. However, those in positions of leadership have greater and more particular pastoral responsibilities towards those they lead. It is therefore appropriate that Small Group leaders, committee and team members within the SUEU live lives which are a good Christian witness and an example for others to follow. Those in leadership positions who are guilty of gross public sin should resign their office and it is recommended that those who consistently fail in their academic studies should also resign.
B. All-Union Level
1. General Council
The General Council is the governing body of the SUEU as is provided for in Clause V of the Constitution. The Council consists of the Executive and Faculty Representatives.
The General Council is responsible for overseeing the function of the SUEU. As part of the fulfilment of this responsibility, in light of the size and relative infrequency of General Council meetings, it delegates to the SMEAS such authority as it deems necessary for the efficient administration and day-to-day evaluation and improvement of the Union. The Council establishes Faculty Groups and coordinates their work. It may also establish Specialist Committees to carry out specific tasks within the Union. As the Union’s governing body, the Council must provide suitable supervision and review for those to whom it is has delegated responsibility, namely the SMEAS, Faculty Groups and Specialist Committees. Members of the General Council, as leaders within the SUEU, are expected to live lives consistent with the Gospel of Christ, providing models of godliness for the rest of the Union to follow.
Provision for regular meetings of the General Council is made in the Constitution (Clause V, subclause 8). Reports should be received from the SMEAS, members of the Executive, Faculty Representatives and Specialist Committees, accounting for their respective activities and outlining future plans. Any member of the SUEU may attend meetings of the General Council. The General Council may invite observers to its meetings who share all the rights of Council members except the right to vote. Agendas for meetings should be distributed one week in advance.
The election of members to the General Council proceeds according to the provisions of the Constitution (Clause V, subclause 6). It is the right of every member of the SUEU to nominate another member for a position on the General Council. It is the responsibility of Council members to seek suitable nominees for the positions they vacate, encouraging wise selection of nominees and an accountable election process. Retiring Council Members are to meet with all nominees for their positions both before and after the Annual General Meeting to facilitate the transfer of leadership.
2. Special Meeting of Executive and Staff (SMEAS)
The SMEAS is a partnership of the Executive and representatives from the Staff Team, including the Staff Team Leader(s). It is the corporate responsibility of the SMEAS to assess the state of the SUEU and to create and implement strategies to achieve the Objects with the approval of the General Council and with the assistance of Faculty Groups and Specialist Committees.
The SMEAS should meet together regularly to discuss, oversee and pray for the needs and activities of the Union, and to coordinate their individual work. It is the responsibility of SMEAS members to pray for and support each other as they seek to live lives of good Christian witness and encourage other members of the SUEU in the aims and ideals of the Union.
3. The Executive
Membership of the Executive entails a two-fold responsibility. As members of the General Council, and in particular of the SMEAS, Executive members are entrusted with the efficient functioning and continuing oversight of the SUEU. Executive members also have individual responsibilities for various aspects of the work of the Union. To assist them in discharging their individual responsibilities, Executive members should recruit other members of the Union whenever it is appropriate. In the absence of Specialist Committees for any task, responsibility falls back upon the Executive.
The personal responsibilities of Executive members are as follows:
The President shall
• Chair meetings of the SMEAS and lead the SMEAS in the fulfilment of its corporate responsibilities
• Chair and be responsible for the efficient functioning of the General Council and General Meetings of the SUEU (including the Annual General Meeting)
• Chair the Public Meetings, Equip, and all-Union Conferences
• Be the official spokesperson of the Union, including liaising with other Christian groups on campus when appropriate, and maintaining regular contact with the Australian Fellowship of Evangelical Students (AFES)
• Be the focal point of the official staff-student relationship, meeting regularly with the Staff Team Leader(s), enabling management of any tensions
• Ensure that the GC are aware of the Standing Orders and that the Standing Orders are regularly revised
• Encourage, support and pray for the Executive and members of the SUEU
• Oversee the organisation of regular all-Union prayer meetings and generally promote a prayerful reliance on God in the SUEU and among individual members
The Vice-Presidents shall
• Encourage, support and pray for members, with particular pastoral responsibility for GC members of the same gender
• Be responsible for running the Changeover Conference immediately after the start of their term and organising the one at the conclusion of it (in consultation with the Staff Team)
• Discharge the duties of the President in the President’s absence
• In the event of the position of the President being vacant, discharge the President’s duties until a General Meeting can be called to elect a new President
• Have a public profile, be well networked in the SUEU and thus be another point of contact and assistance alongside Small Group leaders, Faculty Leaders and Staff
• Ensure that Bible study material is available for Small Group leaders
The Secretary shall
• Be responsible for coordinating the functioning of the SUEU, particularly with regard to correspondence, records and files
• With the President be responsible for the preparation and distribution of agendas for meetings of the General Council
• Keep a record of the appointment of members of the Advisory Committee, and supply the Advisory Committee with a copy of motions passed by the General Council
• Keep minutes of meetings of the General Council and the SMEAS
• Maintain a register of members, taking responsibility for the administration of membership renewal
• Be responsible for maintaining the archives of the SUEU
• Ensure that those in positions of leadership within the SUEU (namely, members of the General Council, Faculty Committees, Specialist Committees and Small Group leaders) have declared in writing their unreserved agreement with the Objects and Doctrinal Basis of the SUEU
• With the President be responsible for the booking of rooms for all-Union, small group and faculty meetings
The Treasurer shall
• Oversee the finances of the SUEU, as divided between the entities of the ‘Sydney University Evangelical Union’ and the ‘EU Christian Conferences’
• Be responsible for the preparation of resources, training and providing regular support for all faculties, specialist teams and their treasurers to ensure diligent financial practices within the SUEU
• Encourage members of the SUEU to financially support the SUEU, as well as related organisations such as the EU Graduates Fund, the AFES and the IFES
• Ensure that the financial practices of the SUEU are consistent with the requirements of the University of Sydney Union and be a liaison with relevant Union officials
• Be aware of taxation issues relating to the SUEU and follow the requirements and directives of the Australian Taxation Office
• Be responsible for the preparation and presentation of the financial records of the SUEU to be audited by the Sydney University Union for the relevant financial year and the July to September quarter of the following financial year
• Periodically report to the GC, SMEAS and the EUCC Board to ensure transparency and accountability in relation to the financial activities of the SUEU
• Present major non-trading financial decisions to the appropriate SUEU body (GC, SMEAS or the EUCC Board) for consideration and approval
4. Specialist Committees
A Specialist Committee may be created by the General Council for any specific purpose. The Council would usually establish a Specialist Committee to assist the SMEAS in a particular area of the Union’s work, or to aid an individual in the execution of his or her responsibilities. It should also be noted that Specialist Committees provide opportunities for service for many members of the SUEU. Whenever possible, Specialist Committees should be structured as ‘Student-Staff Teams’ with the students and staff working in partnership. The General Council may choose to appoint the entire committee, or appoint a chairperson (or chairpersons) to form the Committee for approval by the Council. If the task for which the Specialist Committee is being formed requires it to work closely with the SMEAS, it may be helpful to appoint a member of the SMEAS to the Committee. In such cases it is important that the SMEAS representative works as closely as possible with those chairing the Committee to ensure clear and constant communication between the two bodies. The creation of a Specialist Committee should be accompanied by a written brief which defines the Committee’s purpose, describes its relationship with the SMEAS, and specifies the duration of its appointment. These briefs should be considered appendixes of the Standing Orders and are thus covered by the same amendment procedures as the rest of the Standing Orders, as stated in the Constitution (Clause V, subclause 9). Specialist Committees should report regularly on their activities and plans at the SMEAS and at each meeting of the General Council, unless otherwise directed by the Council. The General Council may direct a Committee to modify its work in the interests of the Union.
5. Object Strategies
There should be strategies formulated and regularly updated by the SMEAS and ratified by the GC that outline the primary ways the SUEU is seeking to fulfil each of the Objects. These strategies should be considered as further appendixes of the Standing Orders and are thus also covered by the same amendment procedures as the rest of the Standing Orders, as stated in the Constitution (Clause V, subclause 9).
6. Public Meetings
Regular Public Meetings should be held each week during the University lecture periods. They provide an important opportunity for the teaching of the Scriptures to members of the SUEU as well as to the wider University community. The General Council should appoint a Specialist Committee to take responsibility for organising a Public Meeting programme for approval by the General Council, arranging speakers and overseeing the running of the meetings.
7. Annual Conference
The Annual Conference of the SUEU should be held in the University mid-year break. The Conference programme should be planned and run by a Specialist Committee, in consultation with the Staff Team. Teaching from the Bible shall be a central feature of the Conference, to encourage personal Christian growth and to strengthen the Union. The General Council shall approve the topic for the conference, as well as the main speaker. The Conference site should be reserved well in advance.
8. Equip
Regular Equip meetings should be held each semester. They are to instruct and inspire members of the SUEU about the nature of Christian service and to equip them with practical skills for Christian ministry with specific reference to Sydney University.
The General Council should appoint a Specialist Committee to take responsibility for running the meeting and organising an Equip training and ministry paper programme in consultation with the staff team, to be approved by the General Council. It is the responsibility of Faculty Committees to organise a time of faculty encouragement and fellowship.
A one–day conference called ‘Equip Conference’ shall be held on a day during second semester to encourage students to consider future vocational service.
9. Changeover Conference
A Changeover Conference should be held to facilitate the transition of leadership of the SUEU. The Conference should be held in the mid-semester break following the Annual General Meeting, and be attended by the General Council, Staff, and other SUEU members holding leadership positions, at the discretion of the Council.
Changeover Conference should be planned by the retiring Vice-Presidents in consultation with the SMEAS and the Staff Team and be executed by the incoming Vice-Presidents. The programme should include a study of the particular leadership responsibilities within the SUEU, teaching on the nature of Christian leadership and provide opportunity for fostering relationships between those leading the SUEU for the following year.
10. Runway Conference and Orientation Week
Runway conference should be held immediately prior to the University’s Orientation Week. It should be a training and preparation conference designed to launch the EU into a year of ministry, particularly the Orientation Week.
During the University’s Orientation Week, activities should be held to publicise the SUEU. In particular, a stall should be run as part of the University Union’s Orientation Week programme, and publicity material provided for distribution at the stall and by Faculty Committees at student welcomes. A Specialist Committee should be established by the General Council to plan these activities.
11. Summer Conferences
At the end of the University exam period of second semester, a relaxing conference with teaching on Christian living should be held. Students should also be strongly encouraged to attend the AFES National Training Event. A Specialist Committee should be established by the General Council to plan these activities.
12. Finances
The GC is responsible for the overall financial activities of the SUEU. While elected and appointed officers, such as the Treasurer, may be delegated financial duties the GC is ultimately responsible for ensuring that the finances within the SUEU are used wisely and appropriately to further the objects of the SUEU.
The SUEU should maintain a cheque account(s) with a bank. Such account(s) should be operated by the Treasurer and at least one of the President, the Vice-Presidents or the Secretary. The union executive may appoint an officer to operate an SUEU account with the Treasurer, such as in the case of a dedicated specialist team account. Conferences of the SUEU should be provided by an organisation called the EU Christian Conferences (EUCC). This entity should be governed by an annually elected board as outlined in the EUCC Constitution and should comply with all relevant taxation requirements.
Financial activities of faculties and specialist teams should have the prior approval of the Treasurer. The Treasurer may veto any expenditure for which funds are inadequate or which may cause financial difficulty for the SUEU.
All income and expenditure of the SUEU should be receipted and recorded as consistent with the guidelines of the Sydney University Union.
13. Membership Renewal
Membership of the SUEU is primarily a personal declaration of faith, but it is also an identification with the SUEU community and a commitment to its Objects. It is important that the Register of Members be maintained so that it serves as an accurate reflection of the spiritual strength of the Union.
Faculty Committees should administer the process of membership renewal in cooperation with the Secretary. Membership renewal forms should be supplied to all current members at the beginning of the year. Failure to renew should be followed up personally by a member of the Faculty Committee.
14. College Ministry
Each year the General Council should assess the level of Christian ministry in the residential colleges associated with the University. Where effective ministry is lacking, the General Council may itself, or by the appointment of a Specialist Committee, initiate such activity.
15. Object 3 Trip
A short term awareness-raising trip (or trips) should be held each year (or possibly each second year) on which a group of EUers can go and experience (and contribute to) cross-cultural ministry either within Australia or overseas. This trip should also result in raising the awareness of the broader EU through the experience of supporting the team financially and in prayer as well as receiving reports from the team upon their return. A Specialist Committee should be appointed to co-ordinate this.
16. School to University Ministry
A Specialist Committee should be set up to help facilitate the movement of Christians from Year Twelve into the EU (and other AFES affiliates). The committee should also plan and implement an O'Day conference designed to prepare Christians first year students to Sydney University, introducing them to EU and beginning to integrate them into our ministry on campus.
17. Information Technology
The General Council is responsible for the oversight of the SUEU website, database, email lists and whatever other electronic resources may assist the functioning and communication of the SUEU. The GC may appoint a Specialist Committee to administer these tasks, but it is the responsibility of Faculty Committees to keep the database and email lists up to date.
18. Large Scale Campus Evangelistic Mission
A large scale campus evangelistic mission should be held every two or three years, involving the whole Union in a period of heightened evangelistic activity and prayer. Presenting students with the Christian gospel and leading as many as God calls to faith in Christ shall form the central feature of the mission. The mission should include a series of engaging gospel talks by gifted evangelist(s) and may include a large scale debate between gifted Christian speaker and a noteworthy opponent.
The General Council should appoint a Specialist Committee to take responsibility for organising the mission and a speaker programme to be approved by the General Council.
19. All-Union Evangelism Team
A Specialist Committee should be set up to help the SUEU to follow-up evangelistic contacts, and administer evangelistic resources such as Dialogue Dinners and the God’s World course. The team exists to encourage EUers in evangelism, particularly those gifted in this area.
20. International Student Ministry
A Specialist Committee should be set up to help the SUEU to make contact with and minister to international students at the University. This ministry would provide an English speaking, relationally-focussed, evangelistic ministry to international students with a particular focus towards mainland Chinese students. They will run weekly meetings and social events where appropriate.
C. Faculty Level
1. Faculty Groups
Since the University is geographically scattered and subdivided into faculties, the SUEU is organised into Faculty Groups, as provided for by the Constitution (Clause VI, subclause 1). The General Council usually establishes Faculty Groups in one of three ways:
• Division: where members of the SUEU from one faculty have been included in an existing Faculty Group, and have reached a sufficient number to sustain a separate Faculty Group (usually about 20), the General Council may create two new Faculty Groups by dividing the original Faculty Group.
• Combination: where a Faculty Group becomes ineffective, and is failing in its goals, the General Council may join it to another Faculty Group.
• Incorporation: where another Christian group operating at Sydney University wishes to formally become a part of the SUEU, the General Council may establish a new Faculty Group.
Where there are Union members in a faculty with no Faculty Group, they should become part of an existing Faculty Group. However the General Council should make every effort to promote Christian ministry in such faculties, with a view to establishing a Faculty Group. Affiliates of the AFES operating on University of Sydney campuses other than Main campus should be recognised as partner groups.
2. Faculty Committees
The Faculty Committee is responsible for furthering the Objects of the SUEU within their Faculty Group. This responsibility includes encouraging members of the Faculty Group to be involved in all-Union activities, particularly the weekly Public Meetings, Equip, prayer meetings, missions and conferences. It also includes managing the affairs of the Faculty Group. Most important is the organisation and supervision of Small Groups, including regular meetings of Small Group Leader. Other activities which the Faculty Committee should consider include:
• The implementation of a strategy for Faculty Based Evangelism, with especial reference to the Object One Strategy Paper
• An annual faculty weekend away
• Continuing ministry training, particularly through Equip
• Events to further awareness of the needs and challenges of ministry in Australia and overseas
• Lectures or seminars of particular relevance to the Faculty Group
• Prayer meetings
• Social activities
At the beginning of their term, the Faculty Committee should allocate among themselves the responsibilities for keeping accurate Small Group membership lists and financial records. In some Faculty Groups, it may be deemed appropriate for the Faculty Leaders to be the sole members of the Faculty Committee. It is important that Faculty Committees work closely in partnership with the Staff assigned to their Faculty Group.
3. Faculty Leaders
Faculty Leaders work in partnership with each other and with any Staff assigned to their Faculty Group. Therefore it is extremely important that they communicate well and take into account each others gifts and abilities. The personal responsibilities of Faculty Leaders are to
• Be godly members of the General Council and diligently fulfil their responsibilities as members of the governing body of the SUEU
• Assess the state of the Faculty Group and initiate measures for its improvement according to the Objects
• Oversee the Small Groups in their Faculty
• Convene regular meetings of the Faculty Committee and draw up agendas for such meetings
• Encourage, support and pray for the Faculty Committee, Small Group leaders and Faculty members, with particular pastoral responsibility for members of the same gender
• Present the views of the Faculty Group at meetings of the General Council
• Be the focal point of the official staff-student relationship at the Faculty level
• Encourage Faculty members to attend not only Faculty activities but also relevant all-Union activities through word and example
• Maintain the content of the database and email lists that relate to their Faculty Group
4. Election and Nomination
The retiring Faculty Committee is responsible for calling and holding a Faculty Annual General Meeting prior to the all-Union AGM. The Faculty AGM should be run according to the same provisions as the all-Union AGM as outlined in the Constitution (Clause IX). The outgoing Committee should determine the size of the new Committee to be elected before notice is given of the Faculty Annual General Meeting. As leaders within the SUEU, Faculty Committee members are expected to live lives consistent with the Gospel of Christ, providing models of godliness for the rest of their Faculty Group to follow.
D. Small Groups
The Small Group is the basic unit in the structure of the SUEU, as provided for in the Constitution where it is referred to as the “Bible Study Group” (Clause VII). The Small Group is a group of students who meet regularly for Bible study, fellowship, prayer and encouragement in evangelism with the aim of building faith and maturity in Christ. All members of the General Council should be regular members of a Small Group (or be a Small Group leader).
Small Group leaders have special pastoral responsibilities for the members of their group. Leaders also provide the link between the decision-making bodies of the SUEU and the individual members, and should therefore liaise with their Faculty Committee. It is desirable that an email list of all Small Group leaders be kept for communications from the SMEAS or GC relevant to all Small Groups. Small Group leaders should promote membership of the SUEU in their Small Group, and provide Faculty Leaders with a list of Small Group members.
The selection of prospective Small Group leaders is the responsibility of Faculty Committees in partnership with the Staff.
E. Staff Workers
There will be a partnership between the SUEU and a Staffworker team provided by the EU Graduates Fund, who will work with and for the SUEU in a relationship of mutual trust. That is, staff will work alongside students, supporting and encouraging student leadership. The SUEU Staffworker is a pastor-teacher whose task is to assist the Union in fulfilling its Objects. A Staffworker ministers in partnership with students in what is fundamentally a student ministry by:
• Teaching the Word of God through word and example
• Ministry training
• Offering advice and wise counsel on the good running and development of the Union by working in partnership with students in Faculty Groups, Specialist Committees and the SMEAS.
• Giving personal support to students as they seek to be faithful to Christ and minister within the aims and philosophy of the SUEU.
A person is recognised as an SUEU Staffworker by resolution of the General Council, subject to his/her unreserved agreement with the Objects and Doctrinal Basis of the SUEU. The General Council is also responsible for the deployment of Staffworkers to faculties and Specialist Committees (in consultation with the Staff Team Leader(s)). However, responsibility for the recruiting, employment, financial support and training of Staffworkers rests not with the SUEU but with the Graduates Fund.
The central point of communication between students and staff is the SMEAS and the partnership at the official level is to be conducted head-to-head between the President and the Staff Team Leader(s). This enables unresolved relational difficulties between staff and students to be managed through the President and Staff Team Leader(s).
Staffworkers can and must be associate members of the SUEU, but may not be members.
