Society Constitution

Date Recognised: 26/03/2021.
Accurate as of: 16/09/25

1. Name

1.1 The name of the society shall be Warwick Maths Society (WMS)

2. Aims and Objectives

2.1 The Society shall have written statement of aims and objectives providing a clear understanding of the society. This shall be subject to review annually by the Warwick Maths Society Executive Committee

2.2 The society aims and objectives shall be:
2.2.1 To provide academic support to students studying Maths-based courses at the University.
2.2.2 To allow students to discover different areas of mathematics and current research to complement their study of mathematics.
2.2.3 To create a community of students studying and/or interested in mathematics who can support one another and socialise together through society events.
2.2.4 To promote equality within mathematics, particularly through the promotion and celebration of women in maths.
2.2.5 To provide weekly academic support events (“Maths Café”) offering help to all mathematics undergraduate students, alongside a free buffet of food and drink.
2.2.6 To provide weekly events celebrating women in maths (“Women in Maths Coffee Mornings”)
2.2.7 To hold revision lectures for popular modules around exam season.
2.2.8 To hold events to encourage integration between year groups, most importantly to encourage first years to join in with society events (“Integrating Factor”).
2.2.9 To hold regular social events to allow students to relax and converse with other students with similar interests. This is to include an annual ball and post-exams barbecue.
2.2.10 To organise a mentoring system where first year students are partnered with a second or third year student who can give them academic help where needed.
2.2.11 To provide resources, such as revision guides, to complement and support the study of mathematics.
2.2.12 To organise talks and conference visits to allow students to learn about interesting areas of mathematics

2.3 The Society, its Executives, its funds and all its activities shall be subject to the provisions of the By-Laws, Regulations and Policy of the University of Warwick Students’ Union.

2.4 The Society shall be subject to a disciplinary code as laid down and administered by the Students’ Union.

2.5 Any alterations to the Society Constitution must be ratified by the Societies Forum. A provisional copy must be sent to the Vice President for Societies for approval before the new constitution may take effect.

2.6 If the Society has issues arising not mentioned in a personalised Constitution, then this document will become the default. Any issues may be dealt with by contacting your Societies Coordinator.

3. Memberships

3.1 Memberships of the Society shall be open to all full, associate and honorary members of the Students’ Union upon payment of the required Societies Federation subscription.

3.2 Memberships of the Society are to be renewed in the September of every academic year.

3.3 Only standard members of the society shall be entitled to vote in elections, provided they have joined the society and paid the appropriate subscription fee no less than three days before the election takes place.

3.4 The following shall not be entitled to hold the office of an Executive position in the society:
3.4.a An Associate or Honorary member of the Students’ Union or Societies Federation
3.4.b Any person who has received payment for the provision of services to the society (not including reimbursement of personal expenditure on behalf of the society)

3.5 The Society must have a minimum of 30 members by the sixth week of term one. If the minimum membership is not met, a meeting with the Society and their Societies Coordinator will be scheduled to discuss the future of the Society.

4. Executive Committee

4.1 The Society’s Executive Committee shall be made up of at least three Core Roles who shall be the President/Chair, the Welfare Officer and the Treasurer.

4.2 The Executive Committee must also ensure that they include an officer responsible for each of Core Responsibilities. These responsibilities may be put under the remit of other committee members’ roles, unlike the Core Officers, and do not need to be separate officers. However, they must be specified in the Constitution. The Core Responsibilities are as follows:
4.2.a Equality and Diversity
4.2.b Safety
4.2.c Secretary

4.3 The Executive Committee shall be responsible for the day to day running of the society and may decide upon any matter that has not yet been decided upon by the General Meeting. The Executive Committee shall further be responsible for:
4.3.a Organising the activities of the Society in such a way as to include the greatest possible number of Society members
4.3.b Managing the expenditure of the Society’s funds in a responsible fashion and in line with the aims, objectives and planned activities of the Society whilst adhering to the SU’s financial regulations
4.3.c Formulating and submitting an annual bid for funds from Student Activities prior to any specified deadline which shall include a statement of activities and objectives for the coming year and detailed justification of the figures contained in the bid
4.3.d Formulating and submitting any additional bids for funds from the SU Societies Forum or groups within the Students’ Union
4.3.e Assisting any review of the Society’s activities and use of funds carried out by a standing committee or group of the Students’ Union that has granted funds to the Society
4.3.f Upholding the Constitution of the Society and ensuring that its aims and objectives reflect the Society activities
4.3.g Ensuring that all society activity abides by the By-laws, regulations and policy of Warwick SU.
4.3.h Executive Committee members must attend assigned training to ensure they are equipped to organise the Society.

4.4 Core officers
4.4.1 The Core Officer Duties shall include:
4.4.1.a To attend the Society’s Annual General Meeting
4.4.1.b To attend Societies Council and complete mandatory training sessions/courses

The core officers shall be:

4.4.2 President/Chair/Club Captain

4.4.2.a The President/Chair/Captain should organise and oversee the running of The Society
4.4.2.b The President/Chair/Captain should chair committee meetings

4.4.3 Treasurer

4.4.3.a The Treasurer should be responsible for the finances of the Society
4.4.3.b The Treasurer should maintain an up-to-date record of their group account in addition to the record kept by the SU finance office
4.4.3.c All funds should be held and processed through the groups Students’ Union bank account. No money should be held in personal bank accounts
4.4.3.d The Treasurer should submit grant funding applications

4.4.4 Welfare Officer

4.4.4.a The Welfare Officer should be responsible for signposting Society members to the University’s and SU’s support services when a welfare issue arises
4.4.4.b The Welfare Officer should make it known among Society members that they can come to them for initial support, however, should expect that support will take the form of signposting and not advice

4.4 Additional Officers

4.4.1 Marketing Officer

4.4.1.a The Marketing Officer should be responsible for the image of the society and the communication of information such as the me and location of events to the membership of the society
4.4.1.b The Marketing Officer should organise posting on the society Facebook page and other such public platforms
4.4.1.c The Marketing Officer should assist with the creation of promotional materials for the Society

4.4.2 Equal Opportunities and Welfare Officers (x2)

4.4.2.a The Equal Opportunities and Welfare Officer should assist in organising the Ada Lovelace Day conference in Term 1
1 4.4.2.b The Equal Opportunities and Welfare Officers should/may be able to appeal to underrepresented groups within the society
4.4.2.c The Equal Opportunities and Welfare Officers should hold events specifically tailored to help students look after their welfare and health at a suitable frequency as they see fit

4.4.3 Academic Events Officer

4.4.3.a The Academic Events Officer should organise revision lectures for core first and second year modules, alongside any other modules where there is demand for lectures
4.4.3.b The Academic Events Officer should organise and adverse academic trips to conferences
4.4.3.c The Academic Events Officer should assist with any academic-related events that are provided by the society

4.4.4 Talks Coordinators (x2)

4.4.4.a The Talks Coordinators should organise weekly academic talks throughout terms 1 and 2
4.4.4.b The Talks Coordinators should be responsible for finding appropriate speakers for the talks
4.4.4c The Talks Coordinators are responsible for organising the WIMP (Warwick Imperial) Conferences, with support of other exec members where necessary

4.4.5 Academic Support Officers (x2)

4.4.5.a The Academic Support Officers should organise the weekly Maths Café event
4.4.5.b The Academic Support Officers should be responsible for finding a group of students who can assist with questions at the Maths Café event
4.4.5.c The Academic Support Officers should be at least second year mathematics students at the me of election due to the nature of the role

4.4.6 Publications Officer

4.4.6.a The Publications Officer should be responsible for the wring, proofreading, printing and distribution of revision guides 4.4.6.b The Communications Officer should be responsible for the upkeep of the WMS website
4.4.6.c The Publications Officer should be responsible for organising the printing of the Freshers’ Guide and resources for the Societies Fair

4.4.7.a There shall be at least 2 and at most 3 Social Secretaries
4.4.7.b The Social Secretaries should organise a variety of social events throughout the year to appeal to the majority of members of the society
4.4.7.c The Social Secretaries should organise the Integrating Factor and post-exam barbecue events once an academic year
4.4.7.d The Social Secretaries should organise two board games nights per term

4.4.8 Careers Officer

4.4.8.a The Careers Officer should promote awareness of career options amongst members
4.4.8.b The Careers Officer should Establish relationships with companies and invite employers onto campus to do events in collaboration with WMS
4.4.8.c The Careers Officer should explore further methods to help members improve their employability

4.4.9 Sports Officer

4.4.9.a The Sports Officer should co-ordinate and oversee the WMS Sports teams and work to foster the link between the teams and the societies
4.4.9.b The Sports Officer should work with the Marketing Officer to publicise WMS Sport

4.4.10 Ball Secretary

4.4.10.a The Ball Secretary should organise the annual WMS Ball

4.4.11 Freshers’ Representatives

4.4.11.a There will be between 4 and 6 Freshers’ Representatives, who will work to provide insight into the freshers’ perspectives, support exec in existing projects, and work to ensure the society meets its goal to engage with first years and put on events they are interested in.

5. Meetings

5.1 The Executive must meet at least once per term to ensure the Society is operated to a high standard.

5.2 The Society Executive shall call at least one General Meeting per year for the purposes of discussing plans and activities for the coming year. This must be held by Week 10, Term 2. This GM may also be used to hold Society Officer elections.

5.3 The Society Executive shall give at least seven days’ notice of any General Meeting to all members via Society email and such notice shall include details of any elections to be held

5.4 The Executive shall call further meetings either at its own initiative or at the request of 10% of the membership or the request of the Vice President for Societies.

6. Elections

6.1 Elections shall be held online or at a quorate general meeting in line with By-Law 10 Appendix D

6.2 Votes will be counted a Single Transferrable Vote electoral system.

6.3 Any amendments to the constitution must be made by the end of term 3.

6.4 The renewed Constitution, with up to date signatures, must be sent to the Societies Coordinator before the end of term 3