Conference

The Open University Students Association (OUSA)
in the West Midlands

OUSA Conference

Conference 2003 at Eastbourne

OUSA Structures		Photo's from Conference 2003
		Photo's from Conference 2004

What is Conference?

Conference is OUSA's supreme decision making body. It elects the President, Deputy President, Vice Presidents and the Student Member of Council. It also determines the Constitution (OUSA's rules) and decides on what OUSA's policy will be on any proposal (motion) put to it by any of its constituent units. Every student has the chance to be represented at OUSA Conference with Branches, Regions, Executive Committee and affiliated Society's all sending delegates. Even students in catchment areas not currently organised into a Branch can elect delegate(s) to represent them. Normally, Conference is held in April of each year.

How does it operate?

In brief, motions are prepared and submitted by the different OUSA units (Branches, Regional Forums, Societies, etc.) according to what the students in those areas consider to be important issues. Those motions are then debated at Conference. In charge is, usually, the President and the General Manager. The proposing unit has 3 minutes at the microphone to convince the delegates that their idea is sound, valid and good for students. An opposing view is then called on for the argument against. There are then further views sought and the debate is finally drawn to a close by the proposer being asked to respond to the points raised. A vote is then taken with delegates holding up their voting cards (see the picture above) at the appropriate time.

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More detailed information is below and will be particularly useful if you intend to attend Conference

The Steering Committee

The Steering Committee have the responsibility to organise all the business side of Conference. It is responsible for the preparation of Conference Document 1 (CD1) which lists all the motions which have been proposed by different units of the Association. However, there is much more than just the text of the motions in that document

The Order Paper - CD1

The Order Paper lists all the motions and amendments to be put before Conference. It also contains details of the order in which Steering Committee recommends that they be dealt with, the time limits for speeches and the proposed timetable for other business items.
Unless otherwise stated, the effective date of implementation of motions to change the Constitution, if carried, will be immediately following the OUSA Conference.
Some motions have an aim written before the text of the motion. This is only for information and does not form part of the motion.
The first item of business at the start of Conference is for the Order Paper to be formally moved. Once it has been adopted, a two-thirds majority vote is required to make any changes to it.
Occasionally errors get through to the final documents. If Conference approves a motion containing errors, they form part of OUSA policy. Errors may be removed by the mover of the motion moving a drafting amendment, but Steering Committee should be advised of such amendments beforehand.
The proposed order of debate of motions and amendments is given in the outline timetable, but please be aware that this not a rigid schedule but only a guideline, and may be subject to change.

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Steering Committee Notes
Some of the motions have a Steering Committee Note after them. Some notes may state that a motion is automatically carried, or will automatically fall, as a consequence of a previous motion being carried or not carried. Other notes may state that a motion incorporates an amendment by a sponsoring unit. Since it is an automatic part of Conference procedure to invite any sponsoring unit to accept or reject amendments at the start of the debate we have made the assumption that no sponsoring unit will reject its own amendment. Therefore, to simplify matters for all delegates, the motion has been shown on the order paper with the amendment incorporated.

Grouped Motions
Some motions may be deemed by Steering Committee to be non-controversial and worthy of support without the need for debate. These are called GROUPED motions and one vote will be taken for each of the two groups (policy and constitutional). This is done purely to allow more time for the debate of motions where there may be a range of different opinions. Delegates may disagree with the Steering Committee, and want one (or more) of these motions debated. In that case they must get the support of 10 delegates, indicated by their signatures, clearly printed names and Personal Identification numbers; and hand this to Steering Committee before 9 o'clock on Saturday morning.

Linked Motions
Sometimes several motions deal with the same subject or one closely related. In these circumstances motions have been organised into LINKED debates. This gives all units with related motions the opportunity for their motion to be discussed, rather than it falling without being debated, as an automatic consequence of a decision on a previous motion.

The proposer of each motion and amendment will speak at the start of the debate which will then be opened to all others wishing to speak on any of the subject matter encompassed within the motions and amendments that form the link.

At the end of the debate the relevant proposers will be given the opportunity to sum up and then a vote will be taken on each motion and amendment in turn.

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Emergency Motions
Units may wish to propose an emergency motion. The requirements for an emergency motion to be considered can be found in section 11 of Addendum 1 to Standing Orders. To submit an emergency motion you must hand it in to Steering Committee before 9.30 on Saturday morning, signed by any two of:- the unit's officers, the unit's delegate(s), the Executive Committee Member for the Region/Sub-region concerned.

Officer and other Reports - CD3
Accompanying the CD1 document will be CD3 Officers and Other Reports. Time will be allocated within the Conference programme for these reports to be formally presented to Conference. All attenders will receive a form inviting them to submit written questions on these reports, and any which have been received will be responded to at this time.

Grouped Motions
As provided in Section 6 of Addendum 1 to Standing Orders, Steering Committee may consider various motions to be non-controversial and therefore propose that they be put to Conference in groups, to be voted on without debate. Objections to the inclusion of a motion within a group may be made as detailed on page (iii).

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Conference Procedures
1) Motion without amendments
(a) The Chair invites the unit which submitted the motion to move it (i.e. to propose it).
(b) The Chair invites others to speak, trying to ensure a balanced debate.
(c) At the end of the debate the mover has the right of reply, to sum up the arguments for the debate. No new material may be introduced during a summing-up.
(d) Vote.

2) Motion with amendment
(a) The mover of the motion is asked if they accept the amendment.
(b) If the mover accepts the amendment(s), the amended motion becomes the substantive motion which is debated as in 1(a) - 1(c) above.
(c) If the mover does not accept the amendment, the mover of the amendment is called to speak.
(d) The Chair invites others to speak, trying to ensure a balanced debate.
(e) After the amendment has been debated, the mover of the amendment has the right of reply.
(f) There is a vote on the amendment.
(g) If the amendment is carried, the amended motion becomes the substantive motion (i.e. the motion which has been amended) which is proposed by the unit which submitted the amendment and debated and voted on as in 1(b) - 1(d) above.
(h) This explains the general principles: if there is more than one amendment the Chair will explain the exact procedures.

3) Linked debates
(a) All motions and amendments are moved in turn.
(b) There is a general debate, with speakers for and against anything in any motion or amendment.
(c) All movers of motions have a right of reply, taken in the same order in which motions were moved.
(d) Vote in the order in which motions were moved, with amendments taken before the motions they seek to amend.

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4) Voting
(a) In order to vote, you should raise your delegate card. If the delegate is absent from the hall, they may leave their delegate card with an observer from the same unit who may cast a vote on their behalf.
(b) While a vote is taking place, no-one other than a member of OUSA staff or a member of Steering Committee is permitted to enter the hall.
(c) For most motions to be carried, a simple majority is sufficient. However, amendments to the Constitution, procedural motions and recommendations of Steering Committee require a two-thirds majority. Constitutional amendments also require that the number of votes in favour of the motion is not less than 50% of the total delegates registered at Conference.
(d) The result of a vote will normally be declared on a visual inspection, unless a count is called for by the Chair, or other delegates. In this case you will be asked to keep your cards raised while tellers pass along the aisles to conduct the count.
(e) If the result of the count is close, a recount may be called for. May we remind delegates that the Association policy is this is a recount and not a re-run of the original vote.

5) Procedural motions
(a) These are designed to help Conference proceed efficiently with its business. A procedural motion may be proposed by standing, calling "Procedural Motion", and when acknowledged by the Chair, proposing the particular motion.
(b) Procedural motions may not be proposed during a point of order or point of information, or during the taking of a vote. At any other time they will take precedence over all other business.
(c) All procedural motions must be formally seconded.
(d) If the following procedural motions are put only one speech for and one speech against shall be allowed:
(i) a vote of no confidence in the Chair;
(ii) a challenge to the Chair's ruling;
(iii) a motion for a temporary Chair;
(iv) a motion for a temporary adjournment of the meeting;
(v) that the matter lie on the table;
(vi) that the matter be referred to the appropriate Standing Committee, Sub-Committee or Working Party for investigation or re-examination;
(vii) that Standing Orders be suspended in whole or in part.
Should one of the above motions be proposed, Steering Committee will ensure that delegates are given an explanation as to the consequences before they are required to vote.
(e) If the following procedural motions are put, only the mover of that procedural motion shall be entitled to speak to it, and the mover of the motion being debated at the time may exercise the right of reply before a vote is taken:
(i) that the motion be voted on in parts [i.e. that it be divided into more than one motion so that parts may be voted on separately];
(ii) that the motion be not put [i.e. that Conference is being asked to make a conscious decision not to decide for or against the motion];
(iii) that the motion be now put [i.e. that a vote is taken immediately with no further debate];
(iv) that the meeting move to the next business [i.e. that Conference is being asked to spend no further time at all on this motion, not even for a vote].
No delegate who has already spoken on the motion or amendment in question may propose the procedural motions in (e)(iii) or (e)(iv) above.
(f) The procedural motion that the meeting be closed shall be put to the meeting without discussion [and if carried brings a complete end to this meeting of Conference].

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6) Point of Order
This is a question addressed to the Chair concerning the conduct of business and is raised by standing, calling "Point of Order" and, when acknowledged by the Chair, asking "Is it in order that...?" Such an enquiry takes precedence over all other business except voting (unless the question concerns the actual procedure of the voting taking place). It must not refer to the subject matter under debate, and must contain no argument.

7) Point of Information
Any delegate may offer to give, or may ask for, information concerning the business item currently being discussed. This is done by standing, 'catching the Chair's eye', and saying "Point of Information". The person holding the floor (at the microphone) at that moment need not give way - they may wish to continue to speak; but if they do allow the point of information to be taken then the time taken to hear it is not counted as part of the time allowed for the speech.

8) Suspension of Standing Orders
Any suspension of Standing Orders shall apply for the duration of the matter under discussion only.

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Guide to the Numbering of the Motions
The number of each motion is followed by a letter code, indicating the type of motion, using the following key:

M(CA) - Motion to Change the Constitution
M(PO) - Policy Motion
C(PO) - Composite Policy Motion
E(EM) - Emergency Motion
C(EM) - Composite Emergency Motion

Amendments are denoted by the letter A and composited amendments (of which there are none this year) by the letters CA, without brackets, and a number following the code.

These are examples of how the key is used:-

1M(CA) = Motion 1 is a Motion to Change the Constitution
2C(CA) = Motion 2 is a Composited Motion to change the Constitution
42M(PO) = Motion 42 is a Policy Motion
10M(CA)A1 = Motion 10 is a Motion to Change the Constitution with Amendment 1
50M(PO)A1 = Motion 50 is a Policy Motion with Amendment1

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IMPORTANT POINTS TO REMEMBER
Be Aware of Changes to the Time Table
Please note that times other than those for the commencement of Conference sessions are approximate. The timetable may have to be adjusted to take account of various eventualities during Conference. Those intending to participate in debates must not rely on this as an absolute guide as to when that business will be called.

Those Wishing to Speak

All delegates and observers who are full members of OUSA have the right to speak to any motion. Visitors may only speak with the permission of Conference.
All speakers must address Conference through a microphone. If they are moving a motion or amendment, or they know that they want to speak in a certain debate, then they should go to the front of the hall in good time so they are ready. The front row of seats is reserved for those who wish to catch the Chair's eye and have an opportunity to speak.
If the delegate has difficulty in getting to the rostrum and wishes to speak from their seat, they should raise their hand with the card provided to indicate that they would like a roving microphone to be brought to them.
No person shall speak more than once in any debate except where they have a right of reply. This does not preclude anyone from raising Points of Information or Points of Order.
When the speaker starts to speak, the first thing they should do is state their name and the unit for which they are a delegate or observer, and the unit they are speaking on behalf of if this is different.
After speaking, if the speaker does not intend to speak again for some time, they should return to their normal seat in order to keep the front row clear for others.

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Time Allowed for Speakers

A speaker moving a motion or amendment shall be allowed to speak for a maximum of three minutes. All other speakers in a debate shall have a maximum of two minutes.
The clock starts from the moment the Chair calls on you to speak. If the delegate is at the back of the hall at that time they may lose a good part of their allotted speaking time.
Keep an eye on the lights. When the yellow light comes on this is a warning that ythe speaker has only thirty seconds left to speak. When the red light comes on they must stop.

If Your Unit Wants to Withdraw a Motion
If for some reason a unit no longer wishes to present a motion which it has on the Order Paper, Conference may be asked for permission for it to be withdrawn. To do this, after coming to the rostrum and the delegate giving their name and unit, they should simply say that they are asking on behalf of the unit concerned for permission to withdraw the motion.

Most of the details above have been taken from the 2003 CD1.

OUSA Structures	Top	Photo's from Conference 2003
		Photo's from Conference 2004