THE CONSTITUTION OF THE STUDENTS ASSOCIATION

1. The Students Association of St. Stephens Girls College, Hong Kong

(the Students Association S.A.)

1.1 Aims
a. To promote the SSGC spirit by:
- Sharing in the worship, work and recreation
- Following the tradition of: - service to others
- service to the community
- service to GOD
b. To facilitate mutual understanding and co-operation in order to enrich the life of
school;
c. To promote good fellowship among students;
d. To promote the interest of students in various extra-curricular activities.

1.2 Membership
All students of the school shall be eligible for the membership of the Students
Association. Only those who have paid the annual subscription voluntarily will be issued
with the Students Association membership card.

1.3 Organization




2. The Prefects Council
2.1 Functions
a. To fulfill the aims of the Students Association
b. To oversee the organization of the S.A.;
c. To arrange for election by secret ballot members of the Standing Committee;
d. To act as the policy-making body, to advise the Standing Committee and to
consider the reports of the Standing Committee;
e. To consider and approve any expenditure of S.A. Funds amounting to over
HK$3,000;
f. To consider and approve the statement of accounts for the financial year ended on
31
st
July.

2.2 Delegation on authority
The supreme authority of the Prefects Council shall be rested in the General Meeting but
subject to this authority, the Prefects Council shall be governed by the Standing
Committee.

2.3 Membership
a. Advisory staff members
i. The Principal
ii. The 2 Vice Principals
b. Student members: Prefects
c. The Chairman shall be the Head Girl and the Vice-chairman shall be the
Deputy Head Girl.

2.4 Election of student members
a. Eligibility: Any Form 3 (2
nd
term only), 4, 5, 6 students
b. Nomination and election
i. Nomination can be made by:
1. Students from Form 3 upwards, seconded by other students from Form 3
upwards;
2. Teachers
The Teaching Staff have the power to veto any nominee whom they
consider to be unsuitable.

ii. Election of prefects will take place twice a year.
The weighing of votes is as follows:
Vote from:
1. F.3 will comprise 10% of total votes
2. F.4 15%
3. F.5 & 6 35%
4. Prefects & Teachers 40%
iii. With the Principals approval, a quota can be set for the number of prefects
elected from each form.


2.5 Election of student members of the Standing Committee
Election of student members will take place at the end of 2
nd
term
a. Form 4 prefects (who will be promoted to F.5 in the following year) will be
eligible to fill the following posts:
1 Head Girl Chairman
1 Deputy Head Girl Vice-chairman
2 Internal secretaries
1 External secretary
1 Treasurer
5 Chairmen of the Boards who are not Chairmen of clubs or associations of
the school

b. Nomination and Election
i. Nomination for the Head Girl & the Deputy Head Girl can be made by:
1. Form 4 or 5 students or prefects, seconded by other student(s)
from Form 4 & 5, or prefects
2. Teachers
The teaching staff have the power to veto any nominee whom
they consider to be unsuitable.
ii. Election of student members will take place at the end of 2
nd
term.
1. For the Head Girl and Deputy Head Girl, by prefects, F.4 and 5
students.
2. For the 9 other student members, by prefects only [posts listed in
2.5 (a) ABOVE].

2.6 Meeting of the Prefects Council
a. A General meeting (GM) shall be held at the end of the 2
nd
term of each year to
elect the Head Girl and the Deputy Head Girl. The Annual General Meeting
(AGM) shall be held not later than 1
st
Oct. each year to hear the reports and
approve the accounts.
b. Meetings shall be held at least twice a year.

2.7 Voting
All student members of the Prefects Council shall have a vote. In the event of
equal votes, the Chairman of the meeting shall have a casting vote.
Advisory staff members may have the power of veto.


3. The Standing Committee
3.1 Functions
a. To act as the executive arm of the Prefects Council and report back to the
Prefects Council at least twice a year in accordance to 2.2;
b. To act as the policy-making body for the five boards;
c. To delegate the work of S.A. activities to the five boards and review their reports
at suitable intervals;
d. To consider suggestions made by the five boards;
e. To exercise the power to authorize the expenditure of S.A. Funds up to HK$3000.

3.2 Membership
a. Advisory staff member(s)
b. 11 student members ( The post must be filled by students in F.5)
1 Head Girl Chairman
1 Deputy Head Girl Vice-chairman
2 Internal secretaries
1 External secretary
1 Treasurer
5 Chairmen of the five boards
c. Advisory student members:
Students from the previous years Standing Committee may be invited to serve in
September and October.

3.3 Meetings
a. Meetings shall be held once a month.
b. No final decision may be made, and no action may be taken as a result of a meeting
at which no Advisory staff member is present.
c. The quorum shall be 2/3 of the number of committee members.

3.4 Voting
a. All student members of the Standing Committee shall have a vote. In the event of
equal votes the Chairman of the meeting shall have a casting vote.
b. Advisory staff members have the power of veto.

4. Tidiness Board

4.1 Function
To act as the executive arm of the Standing Committee concerning the promotion of
the appearance of the school campus and tidiness around the school.

4.2 Membership
a. Advisory staff member(s)
b. Student members
i. the Chairman (appointed by the Standing Committee)
ii. other prefects

4.3 Meetings
a. No final decision may be made, and no action may be taken as a result of a meeting
at which no Advisory staff member is present.
b. The quorum should be 2/3 of the number of board members.

4.4 Voting
a. All student members of the board have a vote. In the event of equal votes, the
Chairman of the meeting should have a casting vote.
b. Advisory staff members may have the power of veto.

5. Students Co-operation Board

5.1 Functions
a. To act as the executive arm of the Standing Committee concerning the promotion
of students courtesy, self-discipline and co-operation.
b. To work in liaison with the Year Committee, i.e. the prefect committees organized
by the Students Guidance Team and the Vice Principals.

5.2 Membership
a. Advisory staff member(s)
b. Student members
i. the Chairman (appointed by the Standing Committee)
ii. at least 1 representative from the form prefects of each form as their convenor.

5.3 Meetings
a. No final decision may be made, and no action may be taken as a result of a meeting
at which no Advisory staff member is present.
b. The quorum should be 2/3 of the number of board members.

5.4 Voting
a. All student members of the board have a vote. In the event of equal votes, the
Chairman of the meeting should have a casting vote.
b. Advisory staff members may have the power of veto.

6. Student Welfare Board

6.1 Function
To act as the executive arm of the Standing Committee concerning the promotion of
students welfare.

6.2 Membership
a. Advisory staff member(s)
b. Student members
i. The chairman (appointed by the Standing Committee)
ii. 7 prefects
iii. Students who are not prefects nor chairmen of clubs, who may be
co-opted by the board as members (not exceeding six)

6.3 Meeting
a. No final decision may be made, and no action may be taken as a result of a
meeting at which no Advisory staff member is present.
b. The quorum should be 2/3 of the number of board members.

6.4 Voting
a. All student members of the board have a vote. In the event of equal votes,
the Chairman of the meeting should have a casting vote.
b. Advisory staff members may have the power of veto.

7. Communication Board

7.1 Function
To act as the executive arm of the Standing Committee concerning the promotion of
effective communications.

7.2 Membership
a. Advisory staff member(s)
b. Student members
i. The Chairman (appointed by the Standing Committee)
ii. 2 Prefects
iii. 2 Form IV Art students (elected by the board)

7.3 Meetings
a. No final decision may be made, and no action may be taken as a result of a
meeting at which no Advisory staff member is present.
b. The quorum should be 2/3 of the number of board members.
7.4 Voting
a. All student members of the board have a vote. In the event of equal votes, the
Chairman of the meeting should have a casting vote.
b. Advisory staff members may have the power of veto.


8. Extra-curricular Activities Board

8.1 Function
To act as the executive arm of the Standing Committee concerning:
a. The promotion of active and vigorous student participation in ECA
b. The promotion of a close working relationship with all the club chairmen.

8.2 Membership
a. Advisory staff member(s)
b. Student members
i. The Chairman (appointed by the Standing Committee)
ii. 6 prefects
iii. Club chairmen who are not prefects, who may be co-opted by the
board as members (not exceeding six)

8.3 Meeting
a. no final decision may be made, and no action may be taken as a result of a
meeting at which no Advisory staff member is present.
b. The quorum should be 2/3 of the number of board members.

8.4 Voting
a. All student members of the board have a vote. In the event of equal votes,
the Chairman of the meeting should have a casting vote.
b. Advisory staff members may have the power of veto.

9. Interpretation
In the event of any question or matter arising out of any point which is not expressly
provided for in this constitution, the Standing Committee shall have the power to use
their own discretion.

10. Amendments to Constitution
Changes in the S.A. Constitution can only be made when proposed by the Standing
Committee or by 2/3 of the prefects. At least 14 days written notice of the proposed
amendment must be given to all committee members of the Prefects Council. The S.A.
Constitution or any of its boards may be amended at a meeting of the Prefects
Council by a majority of those who cast votes. The quorum of each of those meetings
shall be 2/3 of the currently-serving prefects. The amended Constitution must then be
presented to the Principal for submission to the School Council for approval.