Constitution of the Hong Kong Student Law Gazette
FOREWORD
These articles were drafted and approved in September 2012 by the Editorial Board of the Hong Kong Student Law Gazette. These articles were last revised in October 2021.
ARTICLE 1: ORGANIZATION
(1) The name of this organization shall be the Hong Kong Student Law Gazette (the “Gazette”).
(2) The key purposes of the Gazette are:
(a) To showcase the research, writing abilities and interests of CUHK law students.
(b) To encourage law students to engage in key legal issues and keep abreast of legal developments.
(c) To foster dialogue between CUHK law students and the wider legal community (including but not limited to legal scholars, practitioners, community leaders and judges).
(d) To contribute to legal scholarship by addressing important legal and social issues.
(3) The key purposes shall be achieved by publishing a journal at least twice (2) each academic year.
(4) The Gazette and all articles published by the Gazette will pursue the principles of truthfulness, fairness, integrity, independence and accountability.
(5) The Gazette Constitution may be amended by the Editorial Board when necessary, subject to a two-third (2/3) majority vote.
(6) Any Member of the Editorial Board may propose an amendment to the Gazette Constitution. The proposal shall be submitted to all Board Members prior to a meeting for discussion purposes. Amendments may be voted on at regular or special meetings.
ARTICLE 2: MANAGEMENT
(1) The Editorial Board shall be responsible for directing, managing, supervising and controlling matters relating to Gazette publication, business, property and funds and to do all other things necessary and proper to carry out the purposes of the Gazette.
(2) The Editorial Board shall consist of no more than two Editor(s)-in-chiefs and at least two (2) Editors.
(3) The Editor(s)-in-chiefs may appoint a Managing Editor at their sole discretion.
(4) Each Member of the Editorial Board shall have one (1) vote.
(5) A Board Member shall not proxy their vote to another Member or non-Member. A Board Member cannot receive a proxy from another Member
(6) A decision among the Editorial Board Members shall pass with a majority of votes in support, unless otherwise specified in this Constitution.
(7) Voting can take place either at a meeting, through e-mail or any other method approved by the Editorial Board.
(8) The Editor(s)-in-chief shall retain veto power in any decision (except a decision to remove the Editor(s)-in-chief). The Editor(s)-in-chief’s veto decision may be overturned by a two-third (2/3) majority vote of the Editorial Board.
(9) The Editor(s)-in-chief shall be responsible for:
(a) Presiding over Gazette Editorial Board meetings and votes.
(b) Overseeing the implementation of all Gazette policies and initiatives.
(c) Overseeing the Gazette Editorial Board Members’ performance of their responsibilities.
(d) Keeping a copy of the latest Gazette Constitution and ensuring the latest version is publicly available.
(e) Selecting and training Members of the Editorial Board (see Article 3, Section 5)
(f) Checking the quality of published and unpublished articles
(10) The Managing Editor shall be responsible for:
(a) Assisting the Editor in Chief(s) in the day-to-day running of the Gazette’s activities
(b) Making a record of the Gazette expenditures
(c) Organizing team social outings and liaising these details with the Editorial Board
(d) Assist in selecting members for the Editorial Board
(e) Communicating with external relations when the Editor in Chief(s) may not be available
(f) Assist in the quality checking of unpublished articles
(11) The Editors will be responsible for:
(a) Being actively involved in the feature interview for the two (2) magazine issues. This includes creating questions, conducting and transcribing interviews and editing the feature articles
(b) Playing an active role in editing one (1) article per magazine issue during the term of their period
(c) Writing and submitting one (1) Editors Columns for one out of two of the magazine issues which will bear their own original work and bear the mark of their authenticity
(d) Attending at least two-third of the Editorial Meetings and some of the social activities. A valid reason given in the event of absence
(12) The Layout Editor will be responsible for:
(a) Designing the format of the publications of the magazine issue both hardcopy and softcopy
(b) Arranging text, photographs and other media elements in an aesthetic and easy-to-read fashion
(c) Formatting articles in the magazine issue
(13) The Editorial Board shall be responsible for:
(a) Setting the editorial direction of the Gazette.
(b) Calling for article submissions from registered CUHK law students at the beginning of each Fall and Spring semester.
(c) Selecting the magazine issue theme and writing related feature articles
(d) Selecting articles for publication.
(e) Implementing a rigorous editorial process to sharpen and strengthen the substance and tone of all articles for publication.
(f) Procuring sponsorship of the Gazette.
(g) Acting as the official liaison of the Gazette to organizations and parties external to the university and Law faculty.
(h) Securing a Faculty advisor if necessary or desired.
(i) Selecting the Editor(s)-in-chief for the following academic year (Article 3, Section 3).
(14)
A failure to
observe the above standards will constitute a breach under Article 5(1)(d)
which shall potentially result in removal from the Editorial Board.
ARTICLE 3: SELECTION OF EDITORIAL BOARD MEMBERS
(1) All Members of the Editorial Board must be pursuing an undergraduate or postgraduate degree in Law at the Chinese University of Hong Kong.
(2) To be considered for a position on the Editorial Board, the candidate
(a) Must be a registered undergraduate or postgraduate student of the Chinese University of Hong Kong Faculty of Law; or
(b) Will be a registered undergraduate or postgraduate student of the Chinese University of Hong Kong Faculty of Law for the entire upcoming academic year
(3) Editorial Board Members expecting to graduate within their Membership term will retain their Editorial Membership.
(4) The Editor(s)-in-chief will open election applications after each spring semester and hold a meeting amongst themselves to jointly select the next Editor(s)-in-chief.
(5) The Editor(s)-in-chief must share a consensus to select the next Editor(s)-in-chief. In the course of selection, the Editor(s)-in-chief must consider the following factors about the candidates:
(a) The quality and quantity of contributions to the Student Gazette over the past year;
(b) The ability to lead and work with the Editorial Board;
(c) Both the past and future level of commitment to the Gazette;
(d) The Election Interview; and
(e) Any other relevant information affecting the administration of the Gazette.
(6) The new Editor(s)-in-Chief shall be appointed during the summer semester and no later than the start of the fall semester.
(7) Upon the appointment of the next Editor(s)-in-chief, there shall be a one (1) month transition period in which
(a) The new Editorial Board is selected
(b)
Bank accounts,
society registrations and any other instrument of the Gazette are transferred
to the new Board.
(8) At the end of the transition period laid out in Section 6, the outgoing Editorial Board shall resign and the incoming Editorial Board appointed.
(9) The newly appointed Editor(s)-in-chief is/are responsible for calling for applications for the Editorial Board. He/She is responsible for assessing applications of candidates (which may include writing samples and interviews).
(10) New Board Members will be selected by the new Editor in Chief, with the outgoing Editorial Board retaining veto power.
(11) If the Editor(s)-in-chief resigns or otherwise vacates the position during his/her term, the remaining Editorial Board Members shall select a new Editor-in-chief with a two-third (2/3) majority vote. Where a Managing Director is appointed, the Managing Editor will be the new Editor in Chief at the discretion of the Editor in Chief
(12) An Editorial Member’s Membership will continue on the Editorial Board until the new Editorial Board has been selected, unless the Editorial Member:
(a) Severs relation with the University, or
(b) Resigns from his formal position in accordance with the procedure provided in Section 12.
(13) A Member of the Editorial Board may resign at the end of each semester by submitting a written notice of resignation to all Members of the Editorial Board.
(14) All Outgoing Editors and Layout Editors have to satisfy their respective standard requirement set out in Article 2 to renew their membership for the next Editorial Board.
ARTICLE 4: FINANCES
(1) The Editor(s)-in-chief, or any Member of the Editorial Board approved by a two-third (2/3) majority of the Editorial Board, shall be responsible for:
(a) Preparing and submitting a budget for the Editorial Board’s approval.
(b) Presenting a detailed financial report of the Gazette’s revenues and expenditures to the Editorial Board at the end of their term in their respective position.
(c) Overseeing the financial operations of the Gazette including maintaining an accurate and complete record of all financial transactions.
(d) Receiving and keeping financial records from all Members of the Editorial Board whose responsibilities include the handling of monies.
(e) Paying all accounts, under the direction of the Gazette Editorial Board.
(f) Making timely deposits of all revenue into the specified Gazette bank account within 72 hours of receipt, unless the Editorial Board approves an exemption.
(g) Providing a signature on all withdrawals from the Gazette bank account for expenses and reimbursements.
(h) Presenting the financial books of the Gazette for audit by a recognized auditor at the end of the term of office if requested to do so.
(2) Editorial Board Members making purchases on behalf of the Gazette shall be reimbursed provided that:
(a) The purchase received prior written approval from the Editorial Board; and
(b) A receipt of the purchase is provided to the Editor(s)-in-chief or approved Member of the Editorial Board as laid out in Section 1.
(3) Funds received by the Gazette are to be used primarily for the purposes stated in Article 1, Sections 2 and 3. Excess funds may be used to organize educational, enrichment, and social events for the benefit of the Editorial Board Members.
(4) Funds and properties received by the Gazette shall not be distributed amongst Members of the Editorial Board, except under s(2).
(5)
If the Gazette is dissolved, remaining assets shall be donated to
charities.
ARTICLE 5: DISCIPLINARY PROCEEDINGS
(1) A Member of the Editorial Board may be removed if found to be:
(a) In violation of the principles and standards of the organization
(b) Negligent in their performance of prescribed responsibilities
(c) Willfully impeding the progress of the organization
(d) Failing to observe the basic requirement set out in Article 2
(2) Any Member of the Editorial Board may propose a disciplinary proceeding. The proposal shall be supplied to all Members of the Editorial Board prior to a meeting. The disciplinary decision shall be voted on at regular or special meetings.
(3) A decision to remove the Editor(s)-in-chief requires a unanimous vote of the Editorial Board (excluding the Editor(s)-in-chief concerned).
(4) A decision to remove any other Member of the Editorial Board requires a two-third (2/3) majority vote of the Editorial Board.
(5) A meeting must be called to vote to remove any Member of the Editorial Board. This meeting requires full attendance of the Editorial Board.
(6) If a Member of the Editorial Board is removed, his or her term duties and responsibilities are terminated immediately.
Hong Kong Student Law Gazette 