CONSTITUTION by d7hjh4

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									                CONSTITUTION
WE THE STUDENTS of the University of Nottingham form a Union that shall act in all
our Interests embodying the principles of equality, democracy and justice.

    MISSION

The mission of the University of Nottingham Students' Union (The Students' Union) is:

         To improve the experience of student life by providing representation,
         development opportunities and quality services for all of our students.

    AIMS

Within this, the Students‟ Union aims to:

    1.    Represent the Interests of the membership at all levels within and beyond the
          University.
    2.    Act democratically, equitably and fairly; recognise the diversity of
          membership and ensure equality of opportunity.
    3.    Empower members to participate in and benefit from its extensive range of
          activities.
    4.    Provide a variety of services to enhance student life.
    5.    Develop students' personal skills through training and participation.
    6.    Evolve and respond continuously to changing student needs.

    MEMBERSHIP

Whilst all those registered for a course at the University are automatically members of
the University of Nottingham Students‟ Union, the Students‟ Union recognises the
contribution made by a wider community and thus chooses where appropriate to
extend its membership.

•   Full Membership:
    All those registered for a course at the University and Sabbatical Officers. Any
    student who chooses not to be a member of the Students‟ Union may do so under
    the terms of Section 22 of the Education Act 1994.

•   Employee Membership:
    All permanent members of University of Nottingham Students‟ Union staff, subject
    to their Contract of Employment.

•   Honorary Membership:
    All members of the Ordo Caligulae, Honorary Life Members, Honorary Officers and
    such persons as Union Council may from time to time appoint.

•   Associate Membership:
    Shall be made available to individuals upon request, unless deemed inappropriate
    by Union Council.


    RIGHTS

Full members of University of Nottingham Students‟ Union shall be entitled to the
following rights:

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    1.   Participate in democratic decision-making at all levels.
    2.   Hold any office in the Students‟ Union as defined within the Students‟ Union
         Regulations.
    3.   Become members of all Clubs and Societies affiliated to the Students‟ Union.
    4.   Propose motions or business to Union Council.
    5.   Be playing members of the Athletic Union.
    6.   Take part in functions organised by the Students‟ Union.
    7.   Attend Union Council, Executive Committee and Standing Committees.
    8.   Wear official University colours.

All members of the University of Nottingham Students‟ Union shall be entitled to the
following rights:

    1.   Take part in functions organised by the Students‟ Union.
    2.   Become members of all Clubs and Societies affiliated to the Students‟ Union.
    3.   Attend Union Council, Executive Committee and Standing Committees
    4.   Wear official University colours.

    STUDENTS‟ UNION DAY

A Students‟ Union Day shall be any day, from Monday to Friday inclusive, which falls
within a Semester of the University, excluding Public Holidays.

    AUTHORITY

The precedence of authority shall be in the following order:

    1.   Referenda
    2.   Union Council
    3.   Executive Committee
    4.   Standing Committees
    5.   Executive Officers

    POLICY

The University of Nottingham Students‟ Union shall have policy.

•   Policy shall:
    1. Determine the priorities and actions of the Students‟ Union.
    2. Be decided by Referenda and Union Council.
    3. Be held in the Students‟ Union Policy File.

University of Nottingham Students‟ Union policy shall not contradict the Students‟
Union Constitution.

    REFERENDA

•   Powers:
    Referenda by a secret ballot of the full members of the University of Nottingham
    Students‟ Union shall have the power to decide Students‟ Union policy.

•   Occurrence:
    1. A Referendum must be called within 2 Students‟ Union Days of receiving a
       written petition signed by 5% of Full Members of the University of Nottingham
       Students‟ Union.
    2. A Referendum must be called within 2 Students' Union Days of instruction by
       Students' Union Council by a 2/3rds majority.



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    3.   Quorum shall be 20% of the Full Members of the University of Nottingham
         Students‟ Union.

    UNION COUNCIL

There shall be a Council which shall be representative of the diversity of the Interests
of the Full Members of the University of Nottingham Students' Union.


•   It shall:
    1. Be the governing body of the Students‟ Union.
    2. Represent and serve the Interests of Full Members of the Students‟ Union.
    3. Deliberate on and consider business affecting members of the Students‟
         Union.
    4. Initiate and frame Students‟ Union policy.
    5. Hold Executive Committee, Standing Committees, Executive Officers and all
         other branches of the Students‟ Union accountable.

•   Occurrences:
    1. Ordinary meetings of Union Council shall meet a minimum of 7 times during
       the academic year, with at least 2 per term.
    2. Extraordinary Meetings of Union Council must be convened within 5 Students'
       Union Days of instruction by simple majority of Executive Committee or 1/5th
       of voting members of Union Council.
    3. Quorum shall be a simple majority of the voting members of Union Council.

    EXECUTIVE COMMITTEE

There shall be an Executive Committee composed of the Executive Officers.

•   It shall:
    1. Represent and serve the Interests of full members of the Students‟ Union.
    2. Co-ordinate and manage the activities of the Students‟ Union.
    3. Implement Students‟ Union policy.
    4. Be held accountable by Union Council.

    STANDING COMMITTEES

There shall be Standing Committees to deal with specific areas of responsibility
defined by Union Council.

•   These shall:
    1. Have a remit defined by Union Council.
    2. Conduct business on areas related to their remit.
    3. Deliberate on areas directly related to their remit.
    4. Implement Students‟ Union policy on areas directly related to their remit.
    5. Be held accountable by Union Council.


    EXECUTIVE OFFICERS

There shall be Executive Officers with specific remits, elected annually to be the
Trustees of the University of Nottingham Students‟ Union by a secret ballot.

•   These shall:
    1. Have a remit defined by Union Council.
    2. Conduct business on areas related to their remit.
    3. Be elected annually.
    4. Implement Students‟ Union policy.


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    5.   Be held accountable by Union Council.

The roles and responsibilities of individual Executive Officers will be outlined in the
Students‟ Union Regulations.

    ASSOCIATED BODIES

There shall be Associated Bodies to represent the Interests and co-ordinate the
activities of specific groups of students within the University.

•   These shall:
    1. Remain accountable to all members.
    2. Act as a channel of communication between their members and Council.
    3. Comply with Students‟ Union policy.
    4. Be held accountable by Union Council.

    STUDENT-RUN SERVICES

There shall be Student-Run Services to provide services to members of the University
of Nottingham Students' Union.

•   These shall:
    1. Endeavour to offer the benefits of their services to the full membership of the
        Students‟ Union.
    2. Comply with Students‟ Union policy.
    3. Be held accountable by Union Council.

    CLUBS AND SOCIETIES

There shall be Clubs and Societies to serve the social, cultural and athletic Interests of
the members.

•   These shall:
    1. Be open and accessible to all members of the University of Nottingham
        Students‟ Union.
    2. Be held accountable by Union Council.
    3. Comply with Clubs and Societies Code of Practice.

There shall be the opportunity for full members of the Students‟ Union to initiate Clubs
and Societies.

    FINANCE

Funds of the University of Nottingham Students' Union may be expended solely in
furtherance of the aims of the Students‟ Union, in accordance with the Education Act
of 1994.

    IMPLEMENTATION

The University of Nottingham Students‟ Union Constitution shall be implemented
according to the Students‟ Union Regulations.

The University of Nottingham Students‟ Union Regulations shall not be Interpreted in
such a manner as to conflict with the Students‟ Union Constitution.

•   The Students‟ Union Regulations may only be amended by either:

    1.   A simple majority in a Referendum voting on amendments to the Students‟
         Union Regulations,


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    or
    2.   2 Consecutive 2/3rds majorities of Union Council voting on amendments to
         Section 1 of the Students‟ Union Regulations in the same term of office of a
         Union Council,
    or
    3.   A 2/3rds majority of Union Council voting on amendments to Section 2 of the
         Students‟ Union Regulations,
    or
    4.   A simple majority of Union Council voting on amendments to Section 3 of the
         Students‟ Union Regulations.

Section 1 of the Students‟ Union Regulations shall take precedence over Section 2 and
Section 2 shall take precedence over Section 3.

The University of Nottingham Students‟ Union Constitution, Regulations and Policy File
must comply with the Education Act of 1994 and take due consideration of the
Charters, Statutes and Ordinances of the University.

    AMENDMENTS

•   The University of Nottingham Students‟ Union Constitution may only be amended
    by either:

    1.   A simple majority in a Referendum
    or
    2.   A 4/5ths majority of Union Council.

Amendments to the Constitution shall be of effect and binding on all members of the
Students‟ Union immediately upon receiving the approval of the University, in
accordance with its Charters, Statues and Ordinances.

The University of Nottingham Students‟ Union Constitution, Regulations and Policy File
shall be available on request to all members of the Students‟ Union.




                                          17                             February 2009
                   REGULATIONS
                The following Chapters are within Section 2 of the Regulations.
                          There are no chapters within Sections 1 or 3.

                                     Chapter 1: GENERAL

      1.1 ASSOCI ATE MEMBERSHIP

(a) Life or Year Associate Membership shall normally be granted automatically to any
    former Full Members of the University of Nottingham Students' Union on submission of
    an application and payment of the relevant fee.

(b) Year Associate Membership shall normally be granted automatically to any member
    of staff of the University of Nottingham on submission of an application and payment
    of the relevant fee.

(c) Associate Membership shall be granted to selected individuals who, in the view of
    Students' Union Council, under recommendation from an Executive officer or an
    affiliated or constituent body of the Students' Union will considerably benefit the
    membership of the Students' Union by their participation in activities, on submission of
    an application and payment of the relevant fee.

(d) Associate Membership may be revoked by Council at any time.

(e) Associate Membership lists shall be available for viewing through the Democracy &
    Communications officer.

(f) Associate Membership cards shall be issued to those whose Associate Membership
    application is accepted.

(g) Associate Membership shall consist of two categories: Life and Year.

(h) Associate Membership for life shall require a subscription of £30.

(i)   Associate Membership for a year shall require a subscription of £5.

      1.2 CONTRACTS, CORRESPONDENCE AND INDEMNITY

(a) The name of the University of Nottingham Students‟ Union may be used in contracts
    and dealings with outside bodies only by Executive Officers and persons to whom this
    power is specifically delegated by the Executive Committee. These persons shall not
    be held liable with respect to any financial commitment entered into on behalf of
    and with the authority of the Students‟ Union.

      1. 3 TERMS OF OFFICE

(a) The terms of Office of University of Nottingham Students‟ Union Officers and members
    of all representative bodies shall normally begin on 1st August in each year and expire
    on 31st July in the following year.




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    1.4 CONSTITUTION, RE GULATIONS AND POLICY FILE

(a) An up-to-date copy of the Students‟ Union Constitution, Regulations and Policy File
    shall be available for viewing at each meeting of Council and through the
    Democracy & Communications office.

(b) A copy of the Students‟ Union Constitution, Policy File and Regulations shall be posted
    at the beginning of each academic year in all libraries and at all University campuses
    and satellite sites.




                                            19                                February 2009
              CHAPTER 2: POLICY FILE
    2.1 POLICY FILE

(a) The Policy File shall be the collection of the policies of the Students‟ Union as
    passed by Students‟ Union Council or Referenda.

    2.2 PURPOSE

(a) A Policy shall establish the general beliefs of the Students‟ Union on an area of
    medium or long-term concern.

(b) A Policy may establish specific beliefs that follow on from the general beliefs of the
    Students‟ Union.

(c) A Policy shall establish resolutions to achieve the general beliefs of the policy.

(d) A Policy may advise UNU Services Ltd. to act in a way that supports the general
    beliefs of the Students‟ Union.

(e) Policies may not mandate a specific Students‟ Union Officer, Student Group or
    other officer-holder to act in a certain way.

(f) Policies should not contain statistics, data or other forms of factual information.

(g) As coordinated by the Democracy and Communications Officer, Policies shall be
    displayed prominently on the Students‟ Union Website, alongside relevant
    supporting articles explaining the purpose of the policy and the principles behind
    it.

2.3 REGULATIONS ON FORMAT

(a) For 2.2. (a) the prefix This Union Believes should be used

(b) For 2.2. (b) the prefix This Union Further Believes should be used

(c) For 2.2. (c) the prefix This Union Resolves should be used

(d) For 2.2 (d) the prefix This Union Advises should be used

(e) No prefixes other than 2.3 (a) to 2.3 (d) may be used within Students‟ Union
policy

(f) No policy may exceed more than 300words

(g) Steering Committee shall be responsible for enforcing 2.3 (a) to 2.3 (f)

2.4 OCCURRENCE

 (a) All Policies shall automatically be brought back to Students‟ Union Council every
three years

2.5 DEFINITIONS

(a) A student group shall be defined as any club, society, SRS, Associated Body,
Network or Committee of the Students‟ Union.



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(b) The Student Activities Officers are defined as the AU Officer, Societies Officer, SRS
Officer, Intersite and Residential Associations Officer

(c) "Lapsing" means removing the policy from the Students‟ Union Policy File.




                                           21                               February 2009
             CHAPTER 3: REFERENDA
    3.1 OCCURRENCE

(a) As stated in the University of Nottingham Students‟ Union Constitution.

(b) Referenda requests shall state the motion to be the subject. Such a motion
    must have a "yes" or "no" resolution. Amendments to the motion cannot be
    accepted.

(c) Referenda requests shall state the names of the Proposer and Seconder of the
    motion to be the subject.

(d) Referenda petitions shall only be valid if submitted on forms obtained from and
    signed by the Democracy & Communications Officer. Each form shall state
    the motion proposed to be the subject. Signatures constituting the Referenda
    petition shall only be valid if accompanied by the University Card numbers of
    the signatories.

(e) Referenda shall be called by the Democracy & Communications Officer.

    3.2 NOTIFICATION

(a) The Returning Officer shall give 9 Students‟ Union Days notification of a poll.
    Objections must be lodged with Elections Committee no later than 2 Students‟
    Union Days after notification, to be ruled upon no later than 3 Students‟ Union
    Days after notification. If necessary, Elections Committee shall issue revised
    notification no later than 4 Students‟ Union Days after the original notification.
    Notification shall include:-

   1. The subject and exact motion of the Referenda.
   2. The time and place of meetings of Elections Committee at which
      objections to the notification may be lodged and considered.
   3. The location of ballot boxes and the times at which the poll is open.

    3.3 DEBATE

(a) Those to be named as supporting and opposing the Referenda shall inform the
    Returning Officer no later than 2 Students‟ Union Days after the notification of
    poll. The Returning Officer shall then, no later than 3 Students‟ Union Days after
    the notification of poll:-

   1. Convene meetings of those supporting and opposing the motion in order
      that they might appoint co-ordinating committees. Such committees shall
      appoint and inform the Returning Officer of representatives who are to put
      forward their points at the various open meetings.
   2. Inform members of Council and publicise a programme of open debates
      (Presentation Meetings), prior to the ballot, where speakers for and against
      the motion shall be invited. Elections Committee shall appoint the Chair at
      such meetings. These meetings shall take place between the official
      notification of a Referendum, and voting.



                                          22                              February 2009
    3.4 CO-ORDINATING COMMITTEE

(a) A Referendum Co-ordinating Committee shall be appointed by those full
    members of the University of Nottingham Students‟ Union who inform the
    Returning Officer that they either wish to support or oppose the motion to be
    the subject. There shall be one committee for those opposing the motion and
    one for those supporting the motion.

(b) Each Referendum Co-ordinating Committee shall be responsible for the
    actions of its supporters.

(c) Each Referendum Co-ordinating Committee shall appoint a Chair and inform
    the Returning Officer.

(d) Each Referendum Co-ordinating Committee's Chair shall be made aware of
    the Students‟ Union Constitution and Regulations, particularly with regard to
    quorum.

    3.5 VOTING

(a) A ballot box shall be staffed by a Polling Clerk as follows, and in any other
    place, and at any other time, as deemed appropriate by Elections
    Committee:-

   1.   Hallward Library: - open 10.00 a.m. – 5.00 p.m.
   2.   George Green Library: - open 10.00 a.m. – 5.00 p.m.
   3.   QMC A Floor Foyer: - open 10.00 a.m. – 5.00 p.m.
   4.   Portland Building: - open 10.00 a.m. – 5.00 p.m.
   5.   Sutton Bonington: - open at those times agreed by Elections Committee.

(b) Voting shall take place on at least two consecutive Students‟ Union Days.

(c) Only full members of the University of Nottingham Students‟ Union may be
    eligible to vote.

(d) All voters must show their university card to the polling clerk at the time of
    voting. The polling clerk will register the voter electronically to prevent double
    voting.

(e) Votes may be cast by official ballot papers (which shall be numbered and
    checked before and after voting) or by electronic means at the discretion of
    elections committee.

(f) Voting Lists shall be returned to the Returning Officer at the end of the poll,
    together with the ballot boxes, and these can be checked in such a way as to
    eliminate double voting.

(g) No member of a Referendum Co-ordinating Committee shall preside at or
    over a ballot box. No open support may be given at a ballot box.

(h) A copy of a Manifesto for each Referendum Co-ordinating Committee shall be
    made available by the Returning Officer at each ballot box, and the Polling
    Clerk shall ensure this is not defaced in any way.




                                          23                              February 2009
    3.6 RETURNING OFFI CER

(a) The Democracy & Communications Officer shall be Returning Officer except
    in a conflict of Interests, in which case a member of elections committee or
    executive committee shall be appointed Returning Officer by Elections
    Committee.

(b) The Responsibility for organising Referenda, including the count, shall lie with
    the Returning Officer. The responsibilities of the Returning Officer shall include:-

   1. Give notification of the Referenda to Council and at all locations of the
      ballot boxes.
   2. Organise and arrange the issue of the chapter Referenda of the Students‟
      Union Regulations.
   3. Follow the instructions in the Students‟ Union Regulations.
   4. Produce, number and issue all ballot papers.
   5. Organise the Chair and Vice-Chair for each Presentation.
   6. Locate, provide and organise the staffing of ballot boxes.
   7. Chair the meetings of Elections Committee for the duration of the
      Referendum.
   8. Organise the count and declare the result.
   9. Give notification of the result to Council and at all locations of the ballot
      boxes.

    3.7 ELECTIONS COMMITTEE

(a) Elections Committee shall oversee the general conduct of the referendum.

(b) Elections Committee shall ensure there is a balanced debate and have the
    power to take whatever action it deems necessary for that purpose.

(c) Elections Committee shall have the power to issue directions to any persons
    concerned in the management of the Referenda as to the means of carrying
    out their duties, as referred to in the Students‟ Union Regulations.

(d) Elections Committee shall have the power to appoint Assistant Returning
    Officers to assist in the poll, the count, the preparation of the Referenda and
    the chairing of Presentations. Elections Committee shall meet as often as
    necessary during Referenda. The Referendum Co-ordinating Committees'
    Chairs shall be invited to attend such meetings.

(e) Elections Committee shall have the responsibility of publicising Referenda.

(f) A member of Elections Committee shall be deemed to have resigned for the
    duration of the Referendum if he/she is considered to have a partial Interest by
    a simple majority of the Committee excluding the member in question.

(g) No member of Elections Committee shall openly express any opinion about the
    Referendum Co-ordinating Committee during the course of a Referendum.

    3.8 FINANCIAL SUPPORT

(a) No Students‟ Union employee, affiliated body, JCR, body receiving a
    Students‟ Union grant or any external organisation may provide financial
    support to Referendum Co-ordinating Committees.

                                          24                               February 2009
    3.9 CAMPAIGN PUBLICI TY

(a) Each Referendum Co-ordinating Committee shall be allowed to order
    campaign publicity up to the value of £200 from the Students‟ Union Print
    Shop. Any recommendations for changes to the maximum value of
    campaign publicity shall be drawn up by Elections Committee, in consultation
    with Executive Committee.

(b) All campaign publicity must not discriminate on the grounds of race, sex,
    sexual orientation or religion.

(c) All campaign publicity must be approved by the Returning Officer and must
    either support or oppose the motion.

(d) All campaign publicity must be issued by the Returning Officer.

(e) All campaign publicity must be collected by the Referendum Co-ordinating
    Committees' Chairs or their appointed nominees.

(f) No Referendum Co-ordinating Committee may interfere with the campaign
    publicity of another Referendum Co-ordinating Committee.

    3.10 PRESENTATION MEETINGS

(a) In addition to those publicised by the Returning Officer, Elections Committee
    shall have the power to call Presentation Meetings as it deems appropriate.

(b) At Presentation Meetings the Chair shall be a member of Elections
    Committee.

(c) At Presentation Meetings the Referendum Co-ordinating Committees shall, at
    the start of the meeting, both be entitled to speak for an allotted time.

(d) At Presentation Meetings the questions must be addressed to both
    Referendum Co-ordinating Committees.

(e) At Presentation Meetings the Referendum Co-ordinating Committees shall
    both be entitled to reply to any question accepted by the Chair.

(f) Both Referendum Co-ordinating Committee Chairs shall attend or send written
    apologies to the Returning Officer for each and every Presentation Meeting.

    3.11 COUNT

(a) The count shall occur as soon as is practicable after the close of poll, unless
    Elections Committee should find reason to delay the count.

(b) Only the following shall be present at the count:-

   1.   Returning Officer
   2.   Elections Committee
   3.   Assistant Returning Officers
   4.   One nominee, if so wished, of each Referendum Co-ordinating Committee
   5.   Two members of Council not otherwise connected with the election.



                                          25                              February 2009
   Only persons in categories 1, 2 and 3 above shall assist in the count.

(c) The Returning Officer shall rule on whether a ballot paper is determined "Spoilt".

(d) The Returning Officer, at his/her discretion, may initiate recounts. A
    Referendum Co-ordinating Committee Chair may initiate one recount, with
    subsequent requests allowed at the discretion of the Returning Officer.

(e) The result of the poll shall be declared, regardless of the turnout, as soon as
    practicable after the Returning Officer is satisfied a true and accurate result
    has been arrived at.

(f) The result of the poll shall normally be declared first to the Referendum Co-
    ordinating Committee Chairs, and then publicly.

(g) The result of the poll shall be published, regardless of the turnout, as soon as
    reasonably practicable after the result is declared.

(h) Voting papers shall not be destroyed until after the deadline for an appeal to
    be lodged. In the event of such an appeal, voting papers shall not be
    destroyed until after the emergency meeting of Council.

    3.12 POLICY FILE

(a) A motion shall become Students‟ Union Policy Classification Referendum if a
    Referendum is quorate and a simple majority is obtained in favour.

(b) If an affiliation to an external organisation is accepted by a referendum it shall
    become Classification Affiliation.

(c) A motion shall fall in a Referendum in the event of a tie

    3.13 REPRESENTATIONS

(a) Elections Committee shall act as a body to which full members of the
    Students‟ Union, either as a group or individuals, may make representations
    concerning any aspect of the conduct of Referenda, including individual
    campaigns. Such representations shall be made in writing to the Returning
    Officer.

    3.14 APPEALS

(a) An appeal against the validity of the poll, except by Elections Committee,
    shall be submitted to Elections Committee by at least 50 persons entitled to
    vote or 5 members of Council. Such a submission must be made no later than
    3 Students‟ Union Days after the close of poll and must contain the reasons for
    the appeal.        Elections Committee shall deliberate and make
    recommendations on such issues to the select committee for electoral
    disputes.

(b) An appeal against the validity of the poll by Elections Committee shall be
    declared to the President. Such a declaration must be made no later than 3
    Students‟ Union Days after the close of poll and must contain the reasons for
    the appeal. This appeal will be discussed a select committee for electoral
    disputes.

                                          26                               February 2009
      3.15     SELECT COMMITTEE FOR ELECTORAL DISPUTES

(a) There shall be a Select Committee for Electoral Disputes.

(b)    The scope of the Select Committee for Electoral Disputes shall be to discuss
   and       make judgements on decisions of Elections Committee.

(c) The Select Committee for Electoral Disputes shall comprise:-
         1. An Honorary Officer of the Students‟ Union.
         2. A past President of the Students‟ Union.
         3. 1 of a pool of 6 former members of Students' Union Council (see
             Chapter Complaints)

(d) The Chair of the committee shall be the Honorary Officer.

(e) The Students‟ Union President shall normally act as secretary to Select
    Committee for Electoral Disputes. The secretary shall provide the committee
    with the Students‟ Union Constitution, Students‟ Union Regulations, minutes of
    Elections Committee for that session, copies of the testimonies initially made to
    the Returning Officer, and any statements or declarations made in writing by
    Elections Committee to the candidate(s) or President.

(f) The Returning Officer and the complainant shall agree with the President the
    composition of the Select Committee from members of the eligible pool.

(g) All complaints outside the scope of the Select Committee for Electoral
    Disputes shall be taken to the Complaints Committee.

(h) The Select Committee for Electoral Disputes shall have powers to:
          1. collect and review documentation relating to the referenda;
          2. request reports or statements from individuals involved in the
          elections or     any specific events relevant to the appeal;
          3. reject any appeal.
          4. call an emergency meeting of council which has the power to
             declare a referenda null and void.

(i)   All appeals must be lodged within three Students' Union Days of the Close of
      Representations.

(j)   The President shall:
            1. Convene a Select Committee within five Students‟ Union Days of the
                close of appeals deadline.
            2. Notify Elections Committee via the Democracy & Communications
                Officer        with a full copy of all appeals within one Students‟
            Union Day of       the close    of appeals deadline.
            3. Notify both campaigns and provide an anonymous copy of the
            appeal within one Students‟ Union Day of the close of appeals
            deadline.
            4. Provide the Select Committee for Electoral Disputes with all
                documentation         gathered for each appeal and guidelines of
            their duties within one Students‟     Union Day of collation.




                                         27                             February 2009
(k) Elections Committee shall submit a written response to each appeal lodged
    to the President within three Students‟ Union Days of their notification of
    appeals.

(l)   Implicated co-ordinating committees shall have the opportunity to submit a
      written response to each appeal lodged against them to the President within
      three Students‟ Union Days of their notification of appeals.

(m) The Chair of the Select Committee shall liaise with the select committee within
    three Students‟ Union days of receiving appeals documentation to determine
    further information required and communicate this to the President who shall
    collect it.

(n) The Select Committee for Electoral Disputes shall meet and come to a
    decision on all appeals within 12 Students‟ Union days after the close of
    appeals.

(o) if an emergency meeting of council is to be held it shall be not later than 9
    Students‟ Union Days after the notification by the select committee .
    Referenda shall be declared null and void, in which case new polls must be
    conducted, if such a declaration is passed by a 2/3rds majority of Council. At
    such a meeting of council a report from the select committee shall be
    presented containing reports from elections committee and the
    complainant(s).

      3.16 REVIEW

(a) In light of the annual review of chapters "Elections" and "Cross Campus
    Elections", chapter "Referenda" shall be reviewed annually by Elections
    Committee.




                                        28                             February 2009
                CHAPTER 4: COUNCIL
PART I : COMPOSITION AND POWERS



4 (PART I.1) MEMBERS OF COUNCIL

(a) Voting Members –

Trustees of the Students‟ Union:
    01.    Athletic Union Officer
    02.    Community Officer
    03.    Democracy & Communications Officer
    04.    Education Officer
    05.    Environment and Social Justice Officer
    06.    Equal Opportunities Officer
    07.    Finance & Services Officer
    08.    Inter-site and Residential Associations Officer
    09.    President
    010. Societies Officer
    011. Student-Run Services Officer
    012. Welfare Officer

One representative of the JCR who shall be the President unless otherwise
specified.

   013.   Ancaster Hall
   014.   Bonington Hall
   015.   Broadgate Park
   016.   Cavendish Hall
   017.   Cripps Hall
   018.   Derby Hall
   019.   Florence Boot Hall
   020.   Florence Nightingale Hall
   021.   Hugh Stewart Hall
   022.   Lenton & Wortley Hall
   023.   Lincoln Hall
   024.   Melton Hall
   025.   Newark Hall
   026.   Raleigh Park
   027.   Rutland Hall
   028.   Sherwood Hall
   029.   Southwell Hall
   030.   St Peter‟s Court
   031.   Willoughby Hall

“One representative elected by the student members of the Staff Student
Feedback Committee(s) in each department. This representative will be a
registered student elected to serve under the terms described by Chapter 24, and
can either be an undergraduate or postgraduate student.”



                                          29                          February 2009
   032.    School of American and Canadian Studies
   033.    School of English Studies
   034.    School of History
   035.    School of Humanities
   036.    School of Modern Languages & Cultures
   037.    School of the Built Environment
   038.    Nottingham University Business School
   039.    School of Economics
   040.    School of Geography
   041.    School of Law
   042.    School of Politics & International Relations
   043.    School of Sociology and Social Policy
   044.    School of Education
   045.    School of Biology
   046.    School of Chemistry
   047.    School of Computer Science
   048.    School of Mathematical Sciences
   049.    School of Pharmacy
   050.    School of Physics and Astronomy
   051.    School of Psychology
   052.    School of Chemical & Environmental Engineering
   053.    School of Civil Engineering,
   054.    School of Electrical and Electronic Engineering
   055.    School of Mechanical, Materials and Manufacturing Engineering
   056.    School of Biomedical Sciences
   057.    School of Biosciences
   058.    School of Contemporary Chinese Studies
   059.    One Rep from Pre-Clinical Students registered for Medicine
   060.    School of Veterinary Medicine and Science
   061.    One Rep elected by School of Medical Science

The following Representational Officers of the Students‟ Union:

   062.     LGBT Students‟ Officer
   063.    Postgraduate Students‟ Officer
   064.    Mature Students‟ Officer
   065.    Disabled Students‟ Officer
   066.    Women‟s Officer
   067.    International Students‟ Officer
   068.    The Black Minority Ethnic (BME) Students‟ Officer
   069.    Physiotherapy Students‟ Association (Physios)
   070.    Graduate Entry Medics‟ Association (Gemsoc)
   071.    Regional Students‟ Association
   072.    Sutton Bonington Guild
   073.    Medsoc

One representative of the association representing students from the School of
Nursing and Midwifery in:

   0.74.   Boston (including Grantham)
   0.75.   Derby
   0.76.   Lincoln
   0.77.   Mansfield
   0.78.   Nottingham

                                         30                           February 2009
One Faculty Co-ordinator for each of the following:


   079.   Faculty of Arts
   080.   Faculty of Social Sciences, Law & Education
   081.   Faculty of Science
   082.   Faculty of Engineering
   083.   Faculty of Medicine and Health Sciences

(b) Non-Voting Members
    1.   Chair of Council
    2.   Vice-Chair of Council
    3.   Vice-Chair of Council
    4.   Vice-Chair - Drafting Officer
    5.   Vice-Chair - Reports Officer
    6.   Chair of Hall Presidents‟ Committee
    7.   Vice-Chair of Hall Presidents‟ Committee
    8.   Audit Committee Chair
    9.   A.U. Finance Officer
    10.  A.U. Finance Officer
    11.  Societies Assistant Treasurer
    12.  Societies Assistant Treasurer
    13.  Chairs of Standing Committees not members of Council by right.
    14.  One representative from each Associated Body that has no rep as a
         voting member of Council, who shall be the Head or, in the case of the
         Head being a voting member of Council, his/her appointed deputy.
    15.  One representative from each Student-Run Service who shall be the
         Head or, in the case of the Head being a voting member of Council,
         his/her appointed deputy.
    16.  Delegates to NUS Annual Conference.

(c) All members of Council representing residences must be resident in the area
    that they are representing during their year in office unless stated otherwise in
    the relevant JCR or Residential Association Constitution.

d) Members of Council shall ensure that an opportunity exists for their constituents
   to at least return opinions on business for a Council prior to that Council.

(e) Members of Council shall vote at Council in line with the collective opinion of
    their constituents unless members of Council feel this opinion would have been
    different in the light of new information.

(f). Only representatives of JCRs and Associated Bodies shall be able to delegate
    their      vote. The proxy must be a member of that JCR or Associated Body‟s
    executive         committee (or equivalent) and represent their members‟
    interests when voting.

(g) Members of Council shall be responsible for reporting to Council instances
   where its expressed will has not been adhered to.

(h) Members of Council not able to attend Council should submit apologies to the
    Steering Committee before the start of Council.



                                          31                              February 2009
(i) Voting members absent from 2 consecutive meetings of Council shall, at the
    discretion of Council with a 2/3rds majority, cease to be voting members and
    become non-voting members. Such non-voting members of Council shall:-

   1. become voting members if replaced or if elected for a successive term.
   2. be able to appeal to a subsequent meeting of Council to be re-instated as
      voting members by a simple majority.

(j) Members whose behaviour at Council is violent, disruptive or abusive, or
    appears intoxicated or under the influence of drugs, will at a 2/3 majority vote
    cease to be members of council and will be removed from proceedings.

(k) If the Chair of Council or one of the Vice-Chairs of Council is also an ex officio
    voting member of Council, he/she shall be deemed to have resigned as a
    voting member of Council and his/her appointed deputy shall become a
    voting member of Council in his/her place.

(l) If the Chair of Council or one of the Vice-Chairs of Council is a non-ex officio
    voting member of Council, he/she shall be deemed to have resigned as a
    voting member of Council and a by-election called to fill his/her place.

       4 (PART I.2) POWERS

(a) Council shall:-

   1. Consider business affecting student Interest.
   2. Frame policy and procedures of the University of Nottingham Students‟
      Union.
   3. Hold ultimate control over Associate Membership of the Students‟ Union.
   4. Appoint student representatives to University Committees.
   5. Appoint representatives to Internal and external bodies.
   6. Hold all Officers, Associated Bodies, Student-Run Services and Standing
      Committees accountable.
   7. Hold the conduct of individuals as members of Council accountable.

      4 (PART I.3) DUTIES OF STUDENTS‟ UNION
    REPRESENTATIVES ON COUNCIL

(a) Students‟ Union Representatives shall:-

   1. Inform their electorate of all activities of the Students' Union and promote
      involvement in the Students' Union.
   2. Inform their electorate of how to actively participate in the Students' Union,
      and encourage them to do so.
   3. Attend all meetings of Council.
   4. Collect and read all relevant information in advance of a Council meeting.
   5. Canvass the views of their electorate on issues coming to Council in order
      to adequately represent them.
   6. Vote in line with the views of their electorate at Council.
   7. Bring to the attention of Council matters of concern to their electorate and
      of Interest to Council.
   8. Ensure effective consultation and feedback with constituents and/or
      members, in accordance with Section 4.5 of the Regulations, below.



                                          32                               February 2009
       4 (PART I .4) MOTIONS OF “CENSURE”

(a) An individual shall only be deemed to be censured if a motion of "Censure" in
    them is passed by a simple majority of Council.

(b) Any individual or group of individuals, e.g. Committees, within the University of
    Nottingham Students‟ Union may be the subject of a motion of "Censure".
    Motions of "Censure" can only be proposed in relation to specific actions or
    decisions.

(c) A motion of "Censure" can only be submitted signed by the Proposer and
    Seconder. Such a motion shall be brought to the ordinary meeting of Council
    following the next close of business and shall appear on the agenda for that
    meeting.

(d) At the discretion of Council, a Motion of Censure may be taken as Emergency
    Business, if they deem there to be no suitable meeting of Council later in the
    Session when it could be discussed.

(e) Once submitted to the Democracy & Communications Officer, a motion of
    "Censure" becomes the property of the Council in which it is to be discussed,
    and may only be withdrawn by that Council.

(f) The individuals who are subject to a motion of "Censure" shall be informed at
    the earliest possible opportunity by the Democracy & Communications Officer
    or, in the case of the Democracy & Communications Officer being one of the
    individuals who are subject to a motion of "Censure", the Finance & Services
    Officer or, in the case of the Democracy & Communications Officer and
    Finance & Services Officer being among the individuals who are subject to a
    motion of "Censure", the Chair of Council.

(g) During debate of the motion of "Censure", the Proposer and Seconder of the
    motion shall have speaker's rights.

(h) Speeches

   1. The Proposer shall make the first speech.
   2. The property of the second speech belongs to the individuals subject to the
      motion of "Censure". The individuals, subject to the motion of "Censure",
      may nominate one of their number to make this speech, waive their right to
      make this speech or allow a person of their own choice to make this
      speech.
   3. The Seconder shall have the right to make the next speech. The Seconder
      may waive their right to make this speech.
   4. The property of the fourth speech, in the case of the Seconder speaking,
      belongs to the individuals subject to the motion of "Censure". The
      individuals subject to the motion of "Censure" may nominate one of their
      number to make this speech, may waive their right to make this speech or
      allow a person of their own choice to make this speech.
   5. The debate shall then be open to the floor. The individuals subject to the
      motion of "Censure" shall have the right to nominate in turn one of their
      number to reply to each speech. The individuals subject to the motion of
      "Censure" may waive their right to make such a speech.




                                         33                              February 2009
      6. The penultimate and ultimate speeches shall be summary speeches.
         Summary speeches shall follow the usual criteria (see chapter Standing
         Orders).
      7. The property of the penultimate speech belongs to the Proposer. The
         Proposer may waive their right to make this speech or allow a person of
         their own choice to make this speech.
      8. The property of the ultimate speech belongs to the individuals subject to
         the motion of "Censure". The individuals subject to the motion of "Censure"
         may nominate one of their number to make this speech, may waive their
         right to make this speech or allow a person of their own choice to make this
         speech.

(i)   The vote on the motion of "Censure" shall be conducted by secret ballot.

(j) The Chair of Council shall supervise distribution and collection of ballot papers
    and the Count.

(k) The individuals subject to the motion of "Censure" shall be informed of the
    result, by the chair, prior to Council being informed.

(l) Council shall be informed of the result of the motion of "Censure" at the
    Council in which it is put.

4 (PART 1.5) MANDATES

(a) Through Mandates Students‟ Union Council shall have the ability to mandate
    any Students‟ Union Officer, Student Group or other office-holder to carry out
    a particular action.

(b) Mandates shall be solely concerned with mandating a specific Students‟
    Union Officer, Student Group, Committee, Network or Office-Holder to carry
    out a particular action.

(c) To successfully pass, Mandates shall require a simple majority of Council to
    vote in favour.

(d)      Mandates may not conflict with the policies of the Students‟ Union.

(e)     Mandates should, where possible, cite a section of Students‟ Union
      Constitution, Regulations and Policy File in support.

(f) This Union Mandates shall be the only prefix used in Mandates.

(g)      Mandates shall have a word-limit of 200words.

(h) The motion to establish a Mandate shall establish a date for it to come back
    before Council. This date shall be no more than one year away from the
    passing of the Mandate.

(i) Students‟ Union Council may lapse or amend the Mandate before then if it
    has became irrelevant in the interim.

(j) Those who report directly to every Students‟ Union Council (Executive Officers,
    Representational Officers and Faculty Coordinators) must place any
    Mandates they wish to make of themselves within their report.


                                          34                             February 2009
(k) Steering Committee shall be responsible for enforcing 4 (Part 1.5) (d), (e), (f),
    (g), (h), (i) and (k).

(l) The Democracy and Communications Officer shall maintain a list of
    outstanding mandates.

4 (PART 1.6) AFFILIATION

(a) Council shall have the sole authority to affiliate the Students‟ Union to an
    external organisation, and must reconsider its decision on an annual basis.

(b) For the Students‟ Union to successfully affiliate to an external organisation, a
    simple majority of Council must vote in favour of a motion that calls for the
    affiliation.

(c) Motions to affiliate to external organisations shall include a statement of intent
    to affiliate and the timing of reconsideration of that policy.

(d) Council may choose to reconsider the affiliation earlier in a session, if
    necessary, due to affiliation dates.

(e) The Democracy and Communications Officer shall maintain a list of the
    external organisations we are affiliated to.

    PART 2: ORGANISATION OF BUSINESS

4. (PART 2.1) AGENDA

(a) Items on the agenda for ordinary meetings of council shall include:-

          1.   Apologies
          2.   Acceptance of Agenda
          3.   Elections
          4.   Formal Business:
                    i. Ratification of Council minutes
                   ii. Matters arising from Council business
                  iii. Reports and Questions
          5.   Consensual Business Report
          6.   Motions
          7.   Emergency Business
          8.   Any other competent Business


4. (PART 2.2) ELECTIONS

   (a) Undergraduate and Postgraduate Reps shall be elected in time to attend a
       council training prior to the first meeting of Council.

   (b) The Democracy & Communications Officer shall act as Returning Officer for
       Council elections.

   (c) All candidates shall be given a set allocation of printing which shall be the
       equivalent of:
       1.     10 white A3 sheets printed black and white.


                                          35                               February 2009
  (d)       All candidates should follow the regulations for publicity and
     reporting set out in 19.5 of the Big Red Book.

4. (PART 2.3) REPORTS

  (a) All formal reports required by Council must be submitted to Steering
      Committee.

  (b) Standing committees are required to report through its chair‟s individual
      comprehensive report to council.

  (c) All reports shall focus on the impact that the author or the groups reporting
      to them have made through their position(s) since the last close of business.

  (d) All Executive Officers, Representational Officers and Faculty Coordinators
      shall report to each Students‟ Union Council.

  (e) Executive Officer Reports shall be no longer than one-page long.

  (f) Faculty Coordinator Reports shall be no longer than one page long.

  (g) The Representation Associations Officer shall have one page to inform
      Council about the work of the Representational Associations.

  (h) The SRS Officer shall have one page to inform Council about the work of
      the Student Run Services.

  (i) The Inter-site Officer and Residential Associations shall have one page to
      inform Council about the work of the Intersite and Residential Associations.

  (j) The Student returning officer in cross-campus elections reports directly to
      council as necessary.

  (k) The Delegate Leader for each NUS National Conference shall have one
      page to provide a general overview of the conference and delegate
      behaviour.

  (l) All Reports Shall
          a. Be titled with the Author‟s name and position.
          b. Be in sentence form, where appropriate.
          c. Be accepted by a simple majority of Council.
          d. Only be amended by the author (Procedural Motion 4 excepted)

  (m)Steering Committee shall not submit a set of template questions.

  (n) Steering Committee shall notify Council of those who have failed to submit
      a report as specified in this section.


4. (PART 2.4) FAI LURE TO SUBMI T REPORTS

  a) If an SRS or Associated Body fails to submit a report to Council by the Close
     of Business then the Chair of Council will inform the SRS or Association and
     remind them to submit one before the Council Meeting.


                                        36                              February 2009
  b) If the SRS or Association fails to do this, the Chair of Council, Democracy &
     Communications Officer and Finance & Services Officer will meet and, if
     they feel necessary, freeze the account of the SRS or Association.

  c) The account will be unfrozen as soon as a full report is submitted to Steering
     Committee after which the Chair of Council will inform the Finance &
     Services Officer who will unfreeze the account.

  d) Part b) does not apply when the SRS or Association submits an oral report to
     the Council meeting, provided that a full written report is submitted to the
     next Council meeting.

  e) This procedure does not apply to any legal obligations that the SRS or
     Association is under to pay money to suppliers or other groups.

4 (PART 2.5) CONSENSUAL BUSINESS REPORT

  (a) Shall be compiled by steering.

  (b) Shall contain motions that affect uncontroversial change, that can be
      agreed on a consensual basis.

  (c) Any councillor can request a motion is removed, to the Motions part of the
      agenda before council and steering will comply with this request.

  (d) During the meeting parts may be removed through procedural motion.

  (e) An oral summary may be presented, by the chair of council, on the motions
      contained with the consensual business report.

  (f) The consensual business report requires 2/3rd majority of all those who voted
      to pass.

  (g) Constitution changes and any motion that requires more than a 2/3rd
      majority or more than one vote shall not form part of the consensual
      business report.

4 (PART 2.6) BUSINESS

  (a) All items of business for a Council shall be submitted to the Steering
      Committee by the close of business at 12.00 noon on the eighth Students‟
      Union Day before that Council.

  (b) The agenda for a Council shall be available from 12.00 noon on the fifth
      Students‟ Union Day before that Council.

  (c) Motions and amendments submitted over 200 words in length shall be
      accepted or not at the discretion of the Steering Committee.

  (d) Business submitted for a Council after the close of business for that Council
      (i.e. emergency business) shall be accepted or rejected at the discretion of
      the Steering Committee.



                                        37                             February 2009
  (e) Emergency business should be made available to all members of Council
      present at the relevant Council.

  (f) Emergency business not made available as above shall be accepted or
      rejected at the discretion of the Steering Committee.

  (g) The Steering Committee shall include, although not necessarily exclusively,
      the following criteria in considering whether to accept or reject emergency
      business:-

     1. Could the business have been submitted before the close of business for
       that Council?
     2. Is the business of significant importance to the Students‟ Union?
     3. Can the business wait until the next ordinary meeting of Council?

  (h) An item of business or Procedural Motion shall fall or be rejected in the
      event of a tie.

  (i) Items of business not finished by the end of a meeting of Council shall be
      prioritised at the next ordinary meeting of Council by the Chair of Council
      and Democracy & Communications Officer.

  (j) A copy of all papers, including minutes, for each meeting of Council shall
      be available for viewing through the Democracy & Communications office.

  (k) During debate of nominations and recommendations to and by Prizes and
      Awards Committee, Council shall go into closed session.

4 (PART 2.7) MEETINGS

  (a) Ordinary meetings of Council shall occur at least seven times in each
      academic year with a minimum of two per term.

  (b) The first meeting of Council in each term shall occur within the first four
      weeks of the term.

  (c) Outgoing Council shall meet as the last ordinary meeting of council in the
      Summer term.

  (d) All incoming members of Council shall be invited to attend Outgoing
      Council as Observers.

  (e) An Extraordinary Meeting of Council must be convened by the Democracy
      & Communications Officer within five Students‟ Union Days of a request
      from Executive Committee or a written request from 1/5th of voting
      members of Council.

4 (PART 2.8) QUORUM

  (a) At least half the total voting membership must be present for a meeting of
      Council to be quorate.

  (b) The chair shall ensure meetings of Council start quorate.

  (c) The chair, at his/her discretion, shall ensure meetings of Council are quorate
      when votes are taken.

                                         38                               February 2009
4 (PART 2.9) COMMUNICATION TO CONSTITUENTS

  (a) Members of Council

        Council Members shall receive a Council Information Sheet within one
        week of the Close of Business for the Council Meeting to which the
        Information Sheet relates, from Steering Committee;
     2. Council Members must then amend this Information Sheet as necessary,
        and either forward it by e-mail, or by display on notice boards, or by oral
        expression, to their constituents, and confirm the means by which this
        has been achieved in writing to Steering Committee. This process shall
        be completed by the start of the next Union Council;

     3. A failure on the part of a Voting Member to comply with the obligations
        of this Section shall be treated as a non-attendance at the Council to
        which the Information Sheet and relates.

     4. Voting Members must then amend this Feedback Sheet as necessary,
        and either forward it by e-mail, or by display on notice boards, or by oral
        expression, to their constituents, and confirm the means by which this
        has been achieved to Steering Committee. This process shall be
        completed by the Close of Business for the next Union Council.

     5. A failure on the part of a Voting Member to comply with the obligations
        of this Section shall be treated as a non-attendance at the Council to
        which the Information Sheet and/or Feedback Sheet relates.

     6. For the purposes of this Section, the „constituents‟ of Executive Officers
        shall be the members of the Standing Committees which they chair.

  (b) Committee Chairs and Student Run Services Heads

     1. Committee Chairs and Student Run Services Heads shall receive an
        Upcoming Council Information Sheet within one week of the Close of
        Business for the Council Meeting to which the Information Sheet relates,
        from Steering Committee.

     2. Committee Chairs and Student Run Services Heads must communicate
        the contents of the Information Sheet to their members by e-mail, or by
        display on notice boards, or by oral expression, and confirm the means
        by which this has been achieved to Steering Committee. This process
        shall be completed by midday on the day prior to the Council to which
        the Information Sheet relates.

     3. Committee Chairs and Student Run Services Heads shall receive a Non-
        Voting Members‟ Feedback Sheet within one week of the Council
        Meeting to which the Feedback Sheet relates, from Steering
        Committee.

     4. Committee Chairs and Student Run Services Heads must communicate
        the contents of the Feedback Sheet to their members by e-mail, or by
        display on notice boards, or by oral expression, and confirm the means
        by which this has been achieved to Steering Committee. This process
        shall be completed by the Close of Business for the next Union Council.

                                       39                              February 2009
 Chapter 5: STEERING COMMITTEE
      5.1 STEERING COMMITTEE

(a) The committee shall comprise:-
             1. Chair of Council.
             2. Vice-Chair of Council
             3. Vice-Chair of Council
             4. Vice-Chair of Council (Drafting)
             5. Vice-Chair of Council (Reports)
             6. Democracy & Communications Officer (non-voting)

(b) The Chair of Council shall chair meetings of the Committee.

(c) The committee shall
       1. Be answerable to council .
       2. Be the organising and facilitating body for Students‟ Union Council

(d) Shall be responsible for
       1. Preparing the papers for council.
       2. Distributing the papers for council in a timely manner.
       3. Publicising Council widely.

(e) The committee should offer assistance and advice to those who want to bring
    motions to council.

      5.2 LEGITIMATE AREAS OF CONCERN

(a) The committee shall be responsible for the good maintenance of Chapter 4
   Part II and Chapter 16. These shall be defined as the areas of legitimate
   concern of steering committee.

(b) Chapter 7 part VIIl Prizes and Awards Committee shall also be a legitimate
    area of concern for the Chair of Students‟ Union Council.

      5.3 STEERING OFFICERS

(a)     Steering officers are defined as those specified in chapter 9, as steering
   officers of the Students‟ Union.

(b)       Steering officers must remain impartial on all matters outside the areas of
      legitimate concern of steering committee.

(c)        Steering officers may not voluntarily resign their positions temporarily to
      express partiality at Students‟ Union Council or on Students‟ Union business that
      falls outside the legitimate areas of concern for steering committee.

(d) Those steering officers who express partiality in the way outlined above will be
    deemed to have resigned their position as a steering officer.

(e)     A voting member of council who becomes a steering officer, will be
      deemed to have resigned their position as a voting member.

                                            40                              February 2009
(f) A Steering officer of council who becomes a voting member of council, will be
    deemed to have resigned their position as a steering officer.

(g) A Steering officer may not chair associated bodies or Student Run Services.

(h) A steering officer may not hold another officer position in the Students‟ Union
    or positions on standing committees.

(i) Are elected by Council as individual officers.




                                          41                             February 2009
Chapter 6: EXECUTIVE COMMITTEE
   6.1 EXECUTI VE COMMITTEE

(a) The Committee shall comprise:-

    1. Athletic Union Officer
    2. Community Officer
    3. Democracy & Communications Officer
    4. Education Officer
    5. Environment & Social Justice Officer
    6. Equal Opportunities Officer
    7. Finance and Services Officer
    8. Inter-site and Residential Associations Officer
    9. President
    10. Societies Officer
    11. Student-Run Services Officer
    12.Welfare Officer

(b) The President shall chair meetings of the Committee

(c) The Committee shall:-

   1. Be answerable to Council.
   2. Be the co-ordinating body of the University of Nottingham Students‟ Union.
   3. Initiate and implement Students‟ Union policy.
   4. Be responsible for allocation of Students‟ Union funds in line with agreed
      priorities.
   5. Be responsible for communications with academic bodies outside the remit
      of the University of Nottingham.
   6. Be responsible for ensuring effective communication with the membership.
   7. Be responsible overall for ensuring that the Students' Union is fulfilling its
      constitutional objectives to a standard acceptable to its members.

(d) The Strategy and Development Committee shall be a Sub-Committee of the
    Executive with equivalent authority and deal with the Unions long term
    strategic plan. The Committee shall meet bi-monthly and comprise of the
    Executive Officers of the Students‟ Union. The President shall chair meetings of
    the Committee.

(e) The Staffing Committee shall be a Sub-Committee of the Executive Committee
    and deal with staff matters. The Committee shall comprise of the President,
    Finance and Services Officer and Democracy and Communications Officer.
    The President shall chair meetings of the Committee.

(f) The Finance Committee shall be a Sub-Committee of the Executive
    Committee and shall meet monthly during term-time to agree the
    expenditure guides for affiliated bodies, discuss the allocation of grants to
    affiliated bodies, and to monitor the accounts of affiliated bodies and the
    expenditure of their Committee members. The Committee will comprise:-

        1.   Finance & Services Officer
        2.   Athletic Union Finance Officer

                                              42                         February 2009
     3.   Athletic Union Finance Officer
     4.   Societies Officer
     5.   Societies Assistant Treasurers
     6.   Student-Run Services Officer
     7.   Student-Run Services Assistant Treasurer
     8.   Sutton Bonington Guild Treasurer

(g) JCR Finance Committee shall be a Sub-Committee of Finance Committee
   and shall meet once per semester to discuss the expenditure guides for JCRs,
   sharing information and good practice amongst Treasurers, and to discuss all
   matters pertaining to JCR Finances. The committee will have the power to
   make recommendations for Finance Committee approval. The Committee will
   comprise:-

      1. Finance & Services Officer (Chair)
      2. The Treasurer of each associated Residential body of the University of
         Nottingham Students‟ Union.

(h)In vacation time the Sabbatical Committee shall meet in place of the
   Executive Committee. The Committee shall comprise of the Sabbatical
   Officers of the Students‟ Union. The President shall chair meetings of the
   Committee.




                                        43                              February 2009
                CHAPTER 7: STANDING
                            COMMITTEES
    7.1 ATHLETIC UNION COMMITTEE

(a) The Committee shall comprise and operate as defined in the Chapter “Athletic
Union”.

    7.2 AUDIT COMMITTEE

(a) The Committee shall comprise:-

    1.   Five members elected at Council.
    2.   Finance & Services Officer (non-voting).
    3.   President (non voting).
    4.   Honorary Treasurer (non voting).

(b) The Committee shall:-

   1.     Elect its own Chair from the voting members.
   2.     Meet at least quarterly.
   3.     Make recommendations to Outgoing Union Council on the proposed budget
          for the following year.
   4.     Monitor the Management Accounts of the Students‟ Union and raise issues at
          Council as appropriate.
   5.     Make recommendations to Council regarding financial decisions taken by the
          Executive Committee.

    7.3 ELECTIONS COMMITTEE

(a) The Committee shall comprise:-

   1.    Democracy & Communications Officer.
   2.    Executive Officer elected to the Committee at Council.
   3.    The Sutton Bonington Guild Vice-Chair.
   4.    1 Representative from the Nursing and Midwifery Association.
   5.    10 Members of the Students‟ Union elected at Council.
   6.    3 First Year Representatives, elected at Council.

(b) The Democracy & Communications Officer shall chair meetings of the Committee.

(c) The Committee shall:-

   1. Be responsible to Council for Elections and Referenda held within the Students'
      Union including the Executive Elections, NUS Delegate Elections and Elections
      of any Association who so desires.
   2. Appoint a Returning Officer for NUS and Exec Elections who shall not be an
      Executive Officer.
   3. Appoint Polling Clerks.
   4. Review annually the Chapters Elections and Elections Procedures and, in the
      light of this review, review annually the Chapter Referenda.


                                            44                           February 2009
     5. Deliberate in all objections, appeals and disputes concerning Elections and
        Referenda:
         i) Interested members shall be excluded during such deliberations.
        ii) Interpretations on the Students' Union Constitution and Regulations shall be
            referred to Steering Committee.
     6. Submit reports to Council on the conduct and results of each election.

(d) Meetings of Elections Committee should take place at least once a month, with the
    first meeting being held during the second week of the autumn term.

(e) There shall be committee training to the incoming committee, conducted by the
    outgoing committee. This will include:
    1. The Election Rules.
    2. The Points System.
    3. Any unusual incidents in the previous election and how the committee dealt
       with them.
    4. What went well/what could have gone better.

      7.4 JCR PRESIDENTS' COMMITTEE

(a) Voting members of the Committee shall comprise:-

      1. Students‟ Union President.
      2. Students‟ Union Welfare Officer.
      3. One member from each Associated Residential body of the University of
         Nottingham Students‟ Union who shall be the President or, in the case of the
         President being unable to attend, the Vice-President.
      4. The Committee Chair and Vice-Chair, if different from above.

(b)     The Committee shall elect its own Chair and Vice-Chair. These elections shall
        occur at the incoming JCR Presidents‟ Committee, to be held at the first meeting
        of the new JCR Committee year. Candidates for the positions of Chair and Vice-
        Chair shall be either an incoming or previous member of the Committee. In the
        elections, the Students‟ Union President shall have a casting vote.           All
        candidates will have the opportunity to make a 2 minute speech and answer any
        questions which must be directed to all candidates.

(c) The Committee shall:-

      1. Act as a channel of communication on any matter concerning residences
         represented by associated residential bodies of the University of Nottingham
         Students‟ Union.
      2. Act as a forum for the sharing of good practice.
      3. Act as a forum of communication between the Students‟ Union Executive and
         JCR Committees.
      4. Propose for Council approval, changes to the JCR Constitution. These must be
         accepted by a two-thirds majority vote of a Committee meeting.

      7.5 I.S.B. EXECUTIVE

a)    Shall be organised as detailed in Chapter 16, International Students Bureau.

      7.6 NUS COMMITTEE

a)    The Committee shall comprise:-

       1.   President.
       2.   Democracy & Communications Officer.
       3.   LGBT Students‟ Officer
       4.   Mature Students‟ Officer

                                            45                              February 2009
      5. Disabled Students‟ Officer
      6. International Students‟ Officer
      7. Women‟s Officer`
      8. Black & Minority Ethnic Students‟ Officer
      9. All the delegates elected to NUS Annual Conference.
      10. The Students‟ Union President-elect and Democracy & Communications
          Officer-elect as non-voting members unless already a member.

(b) The President shall chair Meetings of the Committee:-

(c) The Committee shall:-

     1. Be informed by the Students‟ Union President and Democracy &
        Communications Officer of all matters relating to NUS.
     2. Formulate policies in relation to NUS where appropriate, and be consulted by
        the Executive Committee where it does so.
     3. Promote NUS and raise awareness of activities relating to NUS within the
        Students‟ Union.
     4. Be responsible for organising the distribution of information and material
        relating to NUS.

     7.7 P.G.S.A. EXECUTIVE

a)   Shall be run as specified in Chapter 17: Postgraduate Students‟ Association.

     7.8 PRIZES AND AWARDS COMMITTEE

(a) The Committee shall comprise:-

     1.    Athletic Union Officer.
     2.    Societies Officer.
     3.    Student-Run Services Officer.
     4.    Democracy and Communications Officer.
     5.    Education Officer.
     6.    Intersite Officer.
     7.    Community Officer.
     8.    Honorary President of the Students' Union or Honorary Vice-President of the
           Students‟ Union if the Honorary President cannot attend.
      9.   A non-Executive, JCR President, nominated by Union Council.
     10.   Six non-Executive, full members of the Students' Union, who nominate
           themselves and are then drawn randomly at Union Council. Three of these
           at the final meeting of Union Council each year and three at the first
           meeting of Union Council the following year.
     11.   Democracy and Communications Officer-elect.
     12.   One other officer-elect

(b) The Committee shall elect its own chair from within its membership. This election
    shall take place after the draw has taken place as described in (a) 9.

(c) The Democracy and Communications Officer shall be the Secretary of the
    committee.

(d) The Democracy and Communications Officer-elect shall be the assistant Secretary.

(e) In the event of a person filling more than one role on the Committee, no
    replacement shall be made, but the person shall have only one vote in the
    meeting.

(f) The Committee shall:-


                                           46                              February 2009
      Publicise the nominations process and work to ensure that as many people are
      nominated as possible.

      Perform duties as laid down in Chapter Prizes and Awards and elsewhere.

      7.9 REPRESENTATIONAL ASSOCIATIONS PRESIDENTS
          COMMITTEE

(a)        The Committee shall comprise:-

           1.   The Democracy and Communications Officer (chair).
           2.   Each Representational Officer
           3.   Welfare Officer
           4.   Education Officer
           5.   Equal Opportunities Officer

(b)        The Committee Shall:-

           1. Serve as a mechanism for the distribution of information between Students‟
              Union Executive and Representational Officer.
           2. Discuss issues of relevance and importance to the governance and
              development of the Representational Officers.
           3. Support and develop the work of the individual Representational Officers by
              looking at ways its members may work together on joint projects or share
              information.
           4. Be responsible for working with the relevant staff members to develop the
              training for Representational Officers.

      7.10 SOCIETIES EXECUTIVE COMMITTEE

                (a) The Committee shall comprise and operate as defined in the Chapter
                    “Societies”.

      7.11 STUDENT-RUN SERVICES COMMITTEE

(a) The Committee shall comprise:-

      1. Student-Run Services Officer.
      2. One member from each Student-Run Service who shall be the Head of the
         Student-Run Service or, in the case of the Head of the Student-Run Service
         being unable to attend or a member of the Committee in a different capacity,
         his/her appointed deputy.
      3. Student-Run Service Assistant Treasurer.

(b) The Student-Run Services Officer shall chair meetings of the Committee.

(c) Items on the agenda for ordinary meetings of Student-Run Services Committee
    shall include:-

      1.   Student-Run Services Officer's Business.
      2.   Questions to the Student-Run Services Officer.
      3.   Questions to Student-Run Services Reps.
      4.   Activity reports for each SRSs covering activities since last report, and possible
           future activities and developments to occur within the near future.

(d) The Committee shall:-

      1. Have at least one ordinary meetings a term.
      2. Serve as a mechanism for the distribution of information between Students‟
         Union Officers and Student-Run Services.

                                               47                                February 2009
3. Discuss issues of relevance to Student-Run Services.
4. Take decisions on matters of importance to Student-Run Services.




                                    48                                February 2009
            CHAPTER 8: COMMITTEES
      8.1 DEFINITION

The Committees of the University of Nottingham Students‟ Union shall be the
Executive Committee, Standing Committees, and associated Sub-Committees.


      8.2 DUTIES OF COMMITTEES

(a) All Committees shall be answerable to Council.

(b) Minutes must be taken for each meeting of a Standing Committee. A copy of the
    ratified minutes for each meeting of a Standing Committee shall be available for
    viewing at the appropriate Council, through the Democracy & Communications
    office and online on the Students‟ Union‟s website.

(c) A copy of all papers for each meeting of a Standing Committee, excluding Staffing
    Committee, shall be available for viewing at the appropriate Council and through
    the Democracy & Communications office.

(d) Each Committee shall set targets for the achievement of the Committee's
    objectives.

(e) Each committee shall present a report to every Union Council containing:-

      1. A true and accurate description of the work carried out by the Committee, since
         the date of the previous report, as laid down in the minutes of the Committee
         meetings.
      2. The targets and the level to which these have been achieved.
      3. The targets for the next report.
      4. The results of the research, if appropriate.

(f)   Members of Committees may be delegated responsibility for its work.

      8.3 QUORUM

At least half the total voting membership must be present for a meeting to be quorate.

      8.4 MEETINGS

(a) Meetings shall be held when required or deemed necessary by the Chair or the
    Committee, or at the instruction of Executive Committee or Council. The Chair
    shall inform the Democracy & Communications Officer of the date, time and place
    of the next meeting as soon as it is decided. The Democracy & Communications
    Officer shall maintain a schedule of such meetings and publish it online on the
    Students‟ Union Website.

(b) The Reports Officer shall ensure that all Committees satisfy the reporting
    requirements of the Students‟ Union Constitution and Regulations, and inform
    Council of any that do not.

(c) Committees shall meet within 4 Students‟ Union Days following a request to the
    Chair or the Democracy & Communications Officer from at least 1/3rd of the
    members of the Committee.


                                           49                               February 2009
(d) The Chair shall have a deliberative vote and, in the event of a tie, a casting vote.

(e) The Chair of a Sub-Committee shall be responsible for presenting reports of the
    Sub-Committee to the associated Standing Committee or Executive Committee.

(f)   The Chair shall be responsible for:

      1. Administering the Committee.
      2. Convening meetings of the Committee.
      3. Adequately informing all Committee members of meetings.
      4. Execution of the Committee's decisions.
      5. Ensuring minutes of meetings, which shall record the Committee's decisions,
         are taken.
      6. Communicating, where appropriate, the decisions of the Committee to other
         bodies and/or individuals.

(g) Ex officio members of Committees are those that sit on Committees by virtue of
    their office or status, e.g. President, Representative from Impact. They can be
    removed only by the removal of the office or status that entitles them to sit as ex
    officio members of Committees.

(h) A non-ex officio member of a Committee shall only, unless they resign, cease to
    hold office before the end of their term of office if a motion of "No Confidence" in
    them is passed by a simple majority of Council. Such a motion shall be brought
    to a meeting of Council and shall appear on the agenda for that meeting. During
    debate of the motion Council shall go into closed session, the Proposer and
    Seconder of the motion shall have speaker's rights, the non-ex officio member of
    a Committee referred to in the motion shall have speaker's rights and members of
    the Committee referred to in the motion shall have speaker's rights. The vote on
    the motion shall be taken by secret ballot.

(i)   A non-ex officio member of a Committee resigning before the end of their term of
      office shall notify the Chair in writing. A non-ex officio member of a Committee
      absent from 2 consecutive meetings without reasonable excuse shall be deemed
      to have resigned at the discretion of that Committee. A non-ex officio member of
      a Committee shall be deemed to have resigned immediately upon a motion of "No
      Confidence" in them being passed. The Chair of that Committee shall in these
      instances inform the Democracy & Communications Officer that a by-election be
      held.

(j)   Any Full Member of the Students‟ Union may be co-opted onto a Committee to act
      as a full voting member, with the exception of Executive Committee, Staffing
      Committee and Sabbatical Committee. Co-options to a Committee shall be
      nominated by a member of that Committee and ratified by that Committee and
      Council. Co-opted membership must not exceed half the original voting
      membership. A co-opted member may not nominate a co-option.

(k) All Members of the Students‟ Union may attend meetings of Committees as
    Observers, they may seek permission to speak through the Chair, who shall ask
    for a vote if there are objections, a simple majority shall grant speaker's rights to
    Observers.

(l)   The Agenda for each ordinary meeting of Committees shall include Apologies,
      Acceptance of Agenda, Notification of Competent Business, Ratification of Minutes,
      Matters Arising from Minutes, and Competent Business.




                                            50                               February 2009
                CHAPTER 9: OFFICERS
    9.1 OFFICERS

(a) There shall be the following Officers of the University of Nottingham Students‟
Union:-

Executive Officers:

     1.   Athletic Union Officer.
     2.   Community Officer.
     3.   Democracy & Communications Officer.
     4.   Education Officer.
     5.   Environment & Social Justice Officer.
     6.   Equal Opportunities Officer.
     7.   Finance & Services Officer.
     8.   Inter-site and Residential Associations Officer.
     9.   President.
    10.   Societies Officer.
    11.   Student-Run Services Officer.
    12.   Welfare Officer.

Non-Executive Officers:

    13.   Chair of Council.
    14    Vice-Chair of Council.
    15.   Vice-Chair of Council.
    16.   Vice-Chair of Council (Drafting).
    17.   Vice-Chair of Council (Reports).
    18.   Athletic Union Finance Officer.
    19.   Athletic Union Finance Officer.
    20.   Societies Assistant Treasurer.
    21.   Societies Assistant Treasurer.
    22.   Union Historian.
    23.   LGBT Students‟ Officer
    24.   Postgraduate Students‟ Officer
    25.   Mature Students‟ Officer
    26.   Disabled Students‟ Officer
    27.   Women‟s Officer
    28.   International Students‟ Officer
    29.   Black and Minority Students‟ Officer
    30.   Faculty Co-ordinator for the Sciences
    31.   Faculty Co-ordinator for Engineering
    32.   Faculty Co-ordinator for Law, Social Sciences and Education
    33.   Faculty Co-ordinator for the Arts
    34.   Faculty Co-ordinator for Medicine and the Health Sciences

    9.2 ELIGIBILITY

(a) Officers shall be Full Members of the University of Nottingham Students' Union at
    the time of their election.

(b) Members of the Students' Union may normally be a Sabbatical Officer for one year
    only.

(c) Where a Sabbatical Officer resigns during his / her term of office, the winner of
    the subsequent by-election shall retain the right to stand in subsequent Sabbatical


                                           51                              February 2009
    Officer elections. In any instance, no member of the Students' Union may be a
    Sabbatical Officer for two years.

(d) Officer vacancies shall not be filled by co-option. Where a vacancy arises it shall
    be filled by an election by the appropriate electing body. Duties may be assigned
    to other members of the Students' Union prior to a by-election.

    9.3 ELECTIONS


(a) Executive Officers shall be elected in a cross campus election according to the
   procedure and timetable laid out in the relevant chapter.

(b) The Athletic Union Finance Officers shall be elected at Athletic Union Council.

(c) The Societies Assistant Treasurers shall be elected at Societies Council.

(d) All other Non-Executive Officers shall be elected at Students‟ Union Council.

(e) Representational Officer Elections:
      i) All elections for Representational Officers shall be organised by Elections
      Committee.
      ii) A Representational Officer shall be elected through a cross-campus ballot of
           their constituents.
      iii) The Constituency of a Representational Officer shall be specified in their
           job description.
      iv) Should Elections Committee rule that it cannot organise such a cross-
           campus     ballot of constituents then Students‟ Union Council may allow for
           a Representational Officer to be elected at a General Meeting of the
           appropriate Representational Associated Body.

    9.4 RESIGNATIONS

(a) An Officer shall cease to hold office immediately if they resign.

(b) An Officer, with the exception of the President, resigning before the end of their
    term of office shall notify the President in writing.

(c) A President resigning before the end of their term of office shall notify the senior
    staff member of the Students' Union in writing.

(d) An Officer resigning shall not be eligible to stand as a candidate in the resultant
    by-election.

    9.5 "NO CONFIDENCE"

(a) An Officer shall cease to hold office immediately if a Motion of No Confidence in
    them is passed.

(b) An Officer removed from office by a Motion of No Confidence shall be eligible to
    stand as a candidate in the resultant by-election.

(c) Only an individual Officer may be the subject of a Motion of No Confidence, and
    not groups of Officers, e.g. Executive Committee.

(d) A Motion of No Confidence in an Officer can be proposed in a general sense, or in
    relation to specific actions or decisions.




                                           52                                February 2009
(e) In the event of the Chair of Council being subject to, or the Proposer or Seconder
    of, the Motion of No Confidence, his/her duties regarding the Motion shall be
    fulfilled by a Vice-Chair of Council.

(f)   Submission:-

      1. Motions of No Confidence shall be submitted to the Chair of Council
      2. The Proposer and Seconder of a Motion of No Confidence must be Full Members
         of the Students' Union.
      3. Motions of No Confidence must be accompanied by supporting signatures of at
         least 1/5 of the voting members of Students' Union Council.
      4. Once submitted, a Motion of No Confidence becomes the property of the
         Council in which it is to be discussed, and may only be withdrawn by that
         Council.

(g) The Officer who is subject to a Motion of No Confidence shall be informed by the
    Chair of Council at the earliest possible opportunity.

(h) The Chair of Council shall meet in person the Officer subject to the Motion of No
    Confidence to ensure that they fully understand the implications and procedures.

(i)   Objections:-

      1. Any objections to the Motion of No Confidence which are based on legal
         grounds, the Students‟ Union Constitution or the Students‟ Union Regulations
         shall be submitted at the earliest possible opportunity to the Chair of Council
         for his/her consideration.
      2. The Chair of Council shall make rulings on objections based on the Students‟
         Union Constitution or Regulations.
      3. If necessary the Chair of Council shall fully investigate on behalf of the
         Students‟ Union, through the relevant member of staff, any objections based
         on legal grounds and undertake any further legal inquiries they feel necessary.

(j)   During debate of the Motion of No Confidence, Council shall go into closed session
      and the Proposer and Seconder of the motion shall have speaker's rights.

(k) Speeches:-

      1. The Proposer shall make the first speech, to be no more than 15 minutes in
         length.
      2. The property of the second speech belongs to the Officer subject to the Motion
         of No Confidence and shall be no more than 30 minutes in length. The Officer
         subject to the Motion of No Confidence may waive their right to make this
         speech or allow a person of their own choice to make this speech.
      3. The Seconder shall have the right to make the next speech, to be no more than
         10 minutes in length. The Seconder may waive their right to make this speech.
      4. The property of the fourth speech, in the case of the Seconder speaking,
         belongs to the Officer subject to the Motion of No Confidence and shall be no
         more than 20 minutes in length. The Officer subject to the Motion of No
         Confidence may waive their right to make this speech or allow a person of their
         own choice to make this speech.
      5. The debate shall then be open to the floor. The Officer subject to the Motion of
         No Confidence shall have the right to reply to every speech. The Officer
         subject to the Motion of No Confidence may waive their right to make such a
         speech. All speeches shall be no more than 5 minutes in length.
      6. The penultimate and ultimate speeches shall be summary speeches. Summary
         speeches shall be no more than 15 minutes in length and follow the usual
         criteria (see chapter Standing Orders).




                                            53                              February 2009
      7. The property of the penultimate speech belongs to the Proposer. The Proposer
         may waive their right to make this speech or allow a person of their own choice
         to make this speech.
      8. The property of the ultimate speech belongs to the Officer subject to the Motion
         of No Confidence. The Officer subject to the Motion of No Confidence may
         waive their right to make this speech or allow a person of their own choice to
         make this speech.

(l)   The vote on the Motion of No Confidence shall be conducted by secret ballot.

(m) The Chair of Council shall supervise distribution and collection of ballot papers and
    the Count.

(n) A Motion of No Confidence shall require a 2/3rds majority of Students' Union
    Council to be passed.

(o) The Officer subject to the Motion of No Confidence shall be informed of the result,
    by the Chair of Council, prior to Council being informed.

(p) Council shall be informed of the result of the Motion of No Confidence at the
    Council in which it is put.




                                            54                              February 2009
           CHAPTER 10: OFFICER JOB
                           DESCRIPTIONS
    10.1 RESPONSIBILITY

(a) All Officers shall be responsible for their actions to Council.

    10.2 DUTIES OF ALL OFFICERS

(a) Responsible for attending Council.

(b) Responsible for writing and presenting, for the Standing Committees he/she
    chairs, Standing Committee reports to Council.

(c) Responsible for chairing and attending committees as laid down in the Students‟
    Union Constitution and Regulations, and other committees as determined from
    time to time by Council or Executive Committee.

(d) Responsible for performing such other duties as may be necessary within the
    scope of the job to meet the needs of the Students‟ Union, as agreed from time to
    time by Council or Executive Committee.

(e) Responsible for providing a written handover for his/her successors.

    10.3 DUTIES OF ALL EXECUTIVE OFFICERS

(a) Responsible for attending Executive Committee.

(b) Responsible for writing and presenting Executive Officer reports to Council.

(c) Responsible for making an informed input to discussions and decisions affecting
    the direction and/or long-term development of the University of Nottingham
    Students‟ Union.

(d) Responsible for attending Strategy and Development Committee.

(e) Responsible for ensuring that campaigns are managed and conducted effectively
    and efficiently within their Council mandate.

(f) Responsible for ensuring that Students‟ Union Policies are implemented and
    observed within the Students‟ Union.

(g) Responsible for keeping other Executive Officers informed of current work areas
    and projects.

(h) Responsible for ensuring that proactive steps are taken to implement Students‟
    Union Policy.

(i) Responsible for liaising with and supporting other Executive Officers in their work,
    as required and deputising for them in their absence.

(j) Responsible for contributing to, and carrying out, Executive Committee decisions
    and policies, sharing corporate responsibility for such decisions and policies.

                                            55                             February 2009
(k) Responsible for maintaining adequate communication with relevant bodies within
    the Students‟ Union, and acting as point of contact for enquiries within their
    relevant remit.

(l) Responsible for acting as an ambassador for the Students‟ Union.

(m) Responsible for attending relevant regional and national conferences on behalf of
    the Students‟ Union.

(n) Responsible for being a Trustee of the Students‟ Union.

(o) Responsible for ensuring the observance of Health and Safety regulations in
    accordance with legal requirements.

(p) Responsible for attending of all University Committees as laid down in the
    University Calendar.

(q) Develop a set of objectives based on pledges made in their election campaign and,
    where possible, publish a set of measurable targets against which the success of
    each objective can be measured.

(r) Responsible for making a report to the second Students' Union Council of each
    term stating progress towards each objective.

(s) Responsible for liaising with heads          of   Associations   to   ensure    that   each
    membership is included in their work.

(t) Shall be Executive attachments for those residence Presidents, and their
    committees, as decided at the first meeting of Executive Committee each year,
    and ratified at 1st Union Council.

(u) Liaise with heads of Associations to ensure that each membership is included in
    their work.

(v) Responsible for assisting with the recruitment and selection of relevant staff.

(w) To visit at least one healthcare site during their term of office.

(x) To make every effort to publicise the Policies that are relevant to their role.

    10.4 FACULTY CO-ORDINATORS

(a) Scope:

    1. Representational Officers –
    i. There shall be a varying number of Faculty Coordinator’s, so that the number of
    officers is equal to the number of Faculties recognised by the University. Each officer
    shall represent a specific Faculty, and will be elected from within that Faculty.

    ii. Responsible for the academic representation of students in their respective Faculty.

(b) Duties:

    1. To work closely with, oversee the activities of, and ensure adequate training is
       provided to relevant Course and School representatives.
    2. To work with the Education Officer, Education Network, Students’ Union
       Executive and other Students’ Union stakeholders to represent their constituents.
    3. To assist the Education Officer and Students’ Union Executive to represent
       constituents to the University.

                                            56                                     February 2009
      4. To campaign on academic issues of concern, interest and relevance to
         constituent students.
      5. To be the members of the Education Network Committee, and sit on relevant
         committees at University Level.

(c)   Constituency:

      1. The constituency of the Faculty Coordinators shall be all enrolled students of the
         relevant Faculty.

      10.5 DUTIES OF ALL STEERING OFFICERS

(a) For meeting their responsibilities outlined elsewhere in the rules and regulations.

(b) To be impartial and fair-minded.

(c) To facilitate the good running of council.

(d) To support all Students‟ Union members in their dealings with council, in an
    equitable manner.


      10.6 ATHLETIC UNION OFFICER

Scope:
    1. Sabbatical Executive Officer; Shall be responsible for the administration,
       finance and co-ordination of sports at Hall level, University Club level and
       national student sport level, management of the Students‟ Union, and
       representing the Students‟ Union and students‟ Interests, and shall be point of
       contact for students, University of Nottingham, and any external bodies in the
       area of sport.
    2. Duties:
       i) Responsible for establishing and maintaining good relationships between
           the Department of Physical Recreation, Athletic Union Administrator, and
           Athletic Union Committee and its Sub-Committees.
      ii) Responsible for the production and implementation of development plans
           for the Athletic Union.

Communications:
   1. Responsible for liaising with national sporting bodies on behalf of the University
      of Nottingham Students‟ Union.
   2. Responsible for keeping self-informed of any changes and developments in
      national student sporting bodies, and for ensuring all relevant bodies and
      individuals are informed and aware of these.
   3. Responsible for compiling Club Officials‟ Inter-Hall Handbook and Powerhouse
      with relevant staff.
   4. Responsible for contributing to Students‟ Union and Sports Centre Handbooks,
      Annual Reports and Development Plans.
   5. Responsible for promoting and advertising all activities of the Athletic Union in
      association with relevant staff.

Finances:
    6. Responsible for seeking out and then liaising with A.U. sponsors, and ensuring
       adequate publicity for them.
    7. Responsible for drawing-up annual budget estimates for the A.U., for
       submission to the Finance & Services Officer.
    8. Responsible for ensuring there is no over-spend of the annual budget for the
       A.U.



                                            57                                February 2009
    9. Responsible for ensuring Clubs contribute financially to transport and other
       costs.
    10. Responsible for annually renewing A.U. insurance.
    11. Responsible for overseeing Club supply orders, and subsequent payment of
        bills in association with Finance & Services Officer.
    12. Responsible for monitoring all Club equipment and kits, and ordering
        replacements as appropriate during the summer term.

Match Administration:
    13. Responsible for ensuring all BUCS and other sports home matches run
       smoothly.
    14. Responsible for informing all teams of away fixture details.
    15. Responsible for providing practical support to Inter-Hall sports.
    16. Responsible for ensuring that all fixtures are compiled for the forthcoming
       academic season.
    17. Responsible for ordering and having engraved the cups for all competitions.
    18. Responsible for advertising and promoting competitions.
    19. Responsible for drawing-up coach rotas.
    20. Responsible for promoting awareness of safe practices and First Aid
       knowledge amongst Athletic Union participants in association with relevant
       staff.

Social:
    21. Responsible for annually organising Inter-Hall Select vs. University events.
    22. Responsible for organising and promoting all Athletic Union socials and the
        Annual Ball, in conjunction with the Athletic Union Management Committee.

Disability Sport:
    23. To work with the Disabled Students Officer to provide sporting events that are
         accessible to disabled students.
    24. To work with A.U. clubs to increase the accessibility of the events and
         competitions they organise.

    10.7 ACCOMODATION AND COMMUNITY OFFICER

(a) Scope:

   1. Sabbatical Executive Officer:
       Shall be responsible for representing students and liaising with the University of
       Nottingham, and any external bodies on community and accommodation
       issues. Shall be responsible for being main contact for Healthcare Associations
       and Sutton Bonington Guild.

(b) Duties:
    1. Community:
         i) Responsible for representing the Interests of students on community
            issues.
        ii) Responsible for promoting and maintaining good relations with the local
            community.
       iii) Responsible for monitoring student-related community issues.
       iv)  Responsible for promoting awareness and mounting campaigns, through a
            variety of media, amongst the student population on community issues
            which may affect them, in association with relevant staff and other
            officers.
        v)  Responsible for enabling all our groups who have involvement with the
            local community to meet together regularly.
       vi)  Chair of Community Network.

   2. Accommodation and Housing:


                                           58                               February 2009
   i)       Responsible for representing the Interests of students in the area of
            housing and accommodation including private rented housing and
            University and associated third party accommodation.
  ii)       Responsible for analysing trends in housing legislation and ensuring wide
            circulation of information, as appropriate, in association with relevant staff
            and other officers.
 iii)       Responsible for providing information and promoting awareness of any
            housing matters to the students of the University of Nottingham.
 iv)        Responsible for referring students with specific housing problems to other
            relevant bodies.
  v)        Responsible for liaising with relevant local authorities, East Midlands
            Property Owners (EMPO); landlords and any other external groups on the
            issue of all housing and accommodation.
 vi)        Responsible for representing the view of the Students‟ Union on housing
            and accommodation issues within the University structure in association
            with other relevant officers.
vii)        Responsible for liaising with the third party providers.
viii)       Responsible for acting as the main liaison to JCRs, Regional Students‟
            Association and relevant staff.
 ix)        Responsible, in conjunction with relevant officers and staff, for ensuring
            support to JCRs and Regional Students Association on:
       1.   Training
       2.   Health and Safety
       3.   Space Allocation
       4.   Site and Campus Security
       5.   Elections and General Meetings
       6.   Handovers
       7.   Finance
       8.   Procedures and Structures within the Students‟ Union
       9.   Liaison with University departments, staff and external companies where
            appropriate.

3. Healthcare sites:
      i) Shall act as the main contact for Healthcare Associations and healthcare
         students
     ii) Responsible for working with other officers and other relevant staff to
         develop the Healthcare Associations
    iii) Chairs Healthcare Communication Network.
    iv) Responsible for developing plans with relevant staff and officers to
         increase access to Students‟ Union services on the healthcare sites.
     v) Responsible for ensuring matters of concern or importance to healthcare
         sites and Healthcare Associations are brought to the attention of the
         University, Students‟ Union, University Executive Committee and other
         relevant bodies.
    vi) Responsible, in conjunction with relevant officers and staff, for ensuring
         support to healthcare sites and Healthcare Associations on:
                 1. Training
                 2. Health and Safety
                 3. Space Allocation
                 4. Site and Campus Security
                 5. Elections and General Meetings
                 6. Handovers
                 7. Finance
                 8. Procedures and Structures within the Students‟ Union
                 9. Liaison with University departments, staff and external
                    companies where appropriate.

4. Sutton Bonington Guild:
     i) Responsible for acting as main contact and general support for Sutton
         Bonington Guild

                                             59                               February 2009
           ii) Responsible for working with other officers and relevant staff to develop
               and strengthen the Guild
          iii) Responsible for ensuring matters of concern of importance to Sutton
               Bonington Guild are brought to the attention of the University, Students‟
               Union, University Executive Committee, and other relevant bodies.
          iv) Responsible, in conjunction with relevant officers and staff, for ensuring
               support to the Guild on:
                      1. Training
                      2. Health and Safety
                      3. Space Allocation
                      4. Site and Campus Security
                      5. Elections and General Meetings
                      6. Handovers
                      7. Finance
                      8. Procedures and Structures within the Students‟ Union
                      9. Liaison with University departments, staff and external
                          companies where appropriate.

      5. Communication and Liaison:
          i) Responsible for liaising with the University on Community issues,
             including the Manager for Off Campus Student Affairs and Community
             Engagement Network.
         ii) Responsible for the communication with all Students‟ Union groups who
             are involved with the community.
        iii) Responsible for the communication with local groups and services,
             attending meetings on a regular basis with residents, the local councils,
             local services and other groups.
        iv)  Responsible for publicising Students‟ Union achievements in the
             community.
         v)  Responsible for publicising local events that are of interest to our
             members.
        vi)  Responsible for enabling a means of direct contact between our members
             in the community, permanent residents and local organisations.

      4. Student Volunteer Centre:
           i) Chair the Internal Volunteer meetings.
          ii) Responsible for liaising with and informing the Executive Committee
              departmental development activities.
         iii) Responsible for liaising with the University regarding Student Volunteer
              Centre matters and attending meetings between the Centre and Active
              Communities.

      5. General Duties:
        i) To run campaigns on issue affecting the students the Officer represents (e.g.
            burglary prevention campaign)
        ii) To run Campaigns in order to educate students about how to live responsibly
            and promote community engagement.

      10.8 DEMOCRACY & COMMUNICATIONS OFFICER

(a)      Scope:

      1. Sabbatical Executive Officer. Shall be responsible for the administration of the
         University of Nottingham Students‟ Union, its elections and representational
         structures, management and staffing of the Students‟ Union, and representing
         students‟ Interests. Shall be the point of contact for students, University of
         Nottingham, and any external bodies in the area of elections, constitutional
         matters council issues, union democracy, the student union website and
         promotion within the union.



                                            60                               February 2009
(b)     Duties:

      1. Freshers‟ Activities:
          i) Responsible for co-ordinating and distributing the Freshers‟ Mailing to
             Undergraduates and Postgraduates.
         ii) Responsible for co-ordinating and distributing the Halls Mailing to all Halls of
             Residences.
        iii) Shall be responsible for the co-ordination of all Freshers‟ Activities
             (including International Welcome Week, Freshers‟ Address and Freshers‟
             Fayre) and publications in terms of branding.

      2. Membership:
          i) Responsible for all aspects of membership of the University of Nottingham
             Students' Union, including Associate Membership.
         ii) Responsible for representing the Interests of the Students‟ Union in relation
             to the University SMART Card.

      3. NUS:
          i) Responsible, alongside the Finance & Services Officer, for publicising and
               co-ordinating the distribution of NUS Extra Cards.
          ii) Responsible for promoting activities relating to NUS, in conjunction with the
               President and NUS Committee.
          iii) Responsible for organising delegations for NUS Regional and Annual
               Conferences, including organising training for delegates.
          iv)Responsible for arranging the submission of motions and amendments to
               NUS Annual Conference.

      4. Constitution, Regulations and Policy File:
          i) Responsible for Interpretation of the Students‟ Union Constitution,
             Regulations and Policy File and all related items.
         ii) Responsible for the maintaining and production of the Students‟ Union
             Constitution, Regulations and Policy File with relevant staff members.
        iii) Responsible for the production of the Big Red Book, in time for Council
             Training, containing the Code of Practice, Students‟ Union Constitution,
             Students‟ Union Regulations and Policy File with the relevant staff
             members.
        iv) Responsible for helping prospective and current Clubs & Societies, Student-
             Run Services, Associated Bodies and JCR‟s write and amend their
             constitutions.

      5. Democracy:
         i) Responsible for chairing Elections Committee and being the Deputy
            Returning Officer for all cross-campus ballots.
        ii) Responsible for being the Returning Officer for all elections at Students‟
            Union Council.
       iii) Responsible for all matters relating to elections and Referenda.
       iv) Responsible, in conjunction with Elections Committee, for being available to
            assist Clubs, Societies, Student-Run Services, Associated Bodies and JCRs
            with elections.
        v) Responsible for working closely with the relevant Administration staff on all
            matters relating to Council, General Meetings, Elections and the A.G.M.
       vi) Responsible for the effective running of all Students' Union Committees.

      6. Marketing, Communications & Student Media:
         i) Responsible for providing information and support to the following Student
            Run Services; Impact, NUTS and URN. Shall be the main point of contact
            for students, University of Nottingham, and any external bodies in the area
            of these Student Run Services.
        ii) Responsible, in conjunction with relevant staff and officers, for providing
            advice to these Student Run Services on:

                                             61                                February 2009
               1. Training
               2. Health and Safety
               3. Space Allocation
               4. Security
               5. Elections and General Meetings
               6. Handovers
               7. Freshers‟ and Refreshers‟ Fayres, related and similar activities
               8. Finance
               9. Procedures and structures within the Students‟
     iii)   Responsible for bringing to the attention of Students‟ Union Council,
            Executive Committee and other bodies matters of concern or importance to
            these Student Run Services.
     iv)    Responsible for the distribution and editorial integrity of Impact and other
            publications produced by Officers or constituent parts of the Students'
            Union.
     v)     Responsible for the brand management of the Students‟ Union.
     vi)    Responsible for the co-ordination of communications from the Executive,
            Students‟ Union Staff and student groups – including through Grapevine,
            the Students‟ Union Website and publications.
    vii)    Responsible for maintenance and development of the corporate identity of
            the Students‟ Union.

   7. Notice boards:
     i)   Responsible for allocating noticeboard space to all Clubs, Societies,
          Student-Run Services and Associated Bodies, in association with relevant
          officers.
    ii)   Responsible for all official Students‟ Union noticeboards situated in Halls of
          Residence, retail outlets, university departments and catering outlets.
   iii)   Responsible for co-ordinating on behalf of the Executive any posters
          needed to be distributed by the relevant staff.

   8.   Publications:
       i) Responsible for the production and distribution of Grapevine in association
          with other officers and the Communications Coordinator.
      ii) Responsible for the production and distribution of Freshers' Publications, in
          conjunction with the relevant officers and staff.
     iii) Responsible for co-ordinating in conjunction with the Communications
          Coordinator any posters needed to be distributed by the relevant staff.
      v) Responsible for the distribution and editorial integrity of all Students‟ Union
          publications.
     vi) Responsible for ensuring the development of web services, and its use in
          communication with the membership.
     vii) Responsible for the mailbase as a tool of communication.
    viii) Be responsible for membership communications strategy in the Students‟
          Union.

   9.Prizes and Awards:
      i) Responsible for administering Prizes and Awards as the Secretary of Prizes
          and Awards.
     ii) Responsible for the training of the committee, where possible in conjunction
          with the outgoing chair.

   10. A.G.M.:
      i) Responsible for administering and co-ordinating the A.G.M in conjunction
         with the previous Democracy and Communications Officer, Chair of Council
         and Chair of Prizes and Awards Committee where possible.

   10.9 EDUCATION OFFICER

Scope:

                                           62                               February 2009
    1. Sabbatical Executive Officer. Shall be the responsible overall for educational
       matters, management of the Students‟ Union, and representing the Students‟
       Union and students‟ Interests, and shall be the point of contact for students,
       University of Nottingham, and any external bodies in the area of education.
Duties:

    2. Education:
        i) Responsible for representing the Interests of students in the area of
           education.
       ii) Responsible for analysing trends in Higher Education and ensuring wide
           circulation of information, as appropriate, in association with relevant staff
           and other officers.
      iii) Responsible for promoting awareness and mounting campaigns, through a
           variety of media, amongst the student population on education issues which
           may affect them, in association with relevant staff.
      iv) Responsible for effective input to University policy-making regarding
           educational matters.
       v) Responsible for liaising with, briefing and supporting students sitting on
           Faculty/Academic Boards and Staff/Student Consultative Committees and
           working closely with relevant University staff.
      vi) Responsible for ensuring adequate training of students sitting on
           Faculty/Academic Boards and Staff/Student Consultative Committees.
     vii) Responsible for monitoring services for students with special educational
           needs.
     viii) Responsible for monitoring Education issues regarding Outward Mobility and
           Internationalisation.
      ix) Responsible for monitoring Education issues regarding Postgraduate and
           Mature Students.

    3. Communications and Liaison:
        i) Responsible for effective liaison with Course Representatives and Faculty Co-
           ordinators, through the Education Network Committee.
       ii) Responsible, as Chair of the Education Network Committee, for the running
           of the Education Network.
      iii) Responsible for liaising with the University Registrar‟s Department and
           academic staff.
      iv) Responsible for liaising with outside, local and national organisations for
           post-16 education.
       v) Responsible for liaising with the Students Associations in China and Malaysia
           and act as the primary contact at Nottingham.
      vi) Responsible for ensuring Students Representation in China and Malaysia.

    4. Student Advice Centre:
       i) Responsible for liaising with Student Advice Centre staff on education-
          related matters.

    10.12 FINANCE AND SERVICES OFFICER

(a) Scope:

    1. Sabbatical Executive Officer; Shall be responsible for all financial matters of the
       University of Nottingham Students‟ Union, all contracts involving the Students‟
       Union, management and staffing of the Students‟ Union, and representing the
       Students‟ Union and students‟ Interests. Shall be the point of contact for
       students, University of Nottingham, and any external bodies in the area of
       finance.

(b) Duties:

    1.   Finance:

                                           63                                February 2009
     i) Responsible for proposing a budget for Students‟ Union income and
        expenditure in conjunction with the Finance & Services Officer-elect for the
        following year, to be approved by the Outgoing Union Council and provided as
        information to 1st Union Council.
    ii) Responsible for implementing the Students‟ Union Budget by monitoring all
        Union grants and expenditure and drawing up quarterly reports of income and
        expenditure against budget.
   iii) Responsible for proposing three Budget Reassessments each year to be
        submitted to Council at appropriate intervals.
  iv) Responsible for signing off all expenditure.
    v) Responsible, in conjunction with the relevant Officers and Staff, for setting
        targets for revenue-raising through advertising and other activities.
  vi) Responsible for developing a close working relationship with the Treasury staff.
  vii) Responsible for approving all contracts involving the Students‟ Union.

    2. UNU Services Ltd.:
     i) Responsible for chairing the Board of Directors of UNU Services Ltd.
    ii) Responsible for planning and development of UNU Services Ltd. and the
        meeting of its key objectives.
   iii) Responsible for monitoring all aspects of the performance and activity of UNU
        Services Ltd.
   iv) Responsible for submitting a termly report on the activity of the Board of
        Directors, including attendance, to the last ordinary meeting of Council in each
        term.

    3. Clubs, Societies, Student-Run Services and Associated Bodies:
    i) Responsible for ensuring adequate finance training to the relevant officers of
       all Clubs and Societies, Student-Run Services, Associated Bodies and JCRs.
   ii) Responsible for producing grant forms for Clubs, Societies and Student Run
       Services.
  iii) Responsible for monitoring all student groups‟ finances and working with
       relevant officers and staff where needed.

    4. Entertainments:
     i) Responsible for approving the budget for all entertainment events of the
        Students‟ Union.
    ii) Responsible for liaising with the Students‟ Union Events manager, during the
        organisation of all large events.
   iii) Shall not be involved in the preparation or submission of large event tenders,
        in order to ensure impartiality.

    5. Freshers‟ Fayre:
    i) Responsible for organising the Freshers‟ Fayre with the relevant staff.

    10.14 PRESIDENT

(a) Scope:

    1. Sabbatical Executive Officer. Shall be responsible for management and staffing
       of the Students‟ Union, its Executive Officers and staff, and all matters relating
       to NUS, and in representing the Students‟ Union and students‟ Interests to the
       University of Nottingham, UNU Services Ltd., and outside bodies. Shall be the
       point of contact for students, University of Nottingham, and any external
       bodies for general matters concerning the Students‟ Union. Shall ensure that
       all students are represented appropriately to the University.

(b) Duties:

    1.   Staffing Matters:



                                           64                                February 2009
   i) Responsible for working closely with the General Manager and Assistant
      Manager on all aspects of staffing.
  ii) Responsible, for practical purposes, as the line manager of the Executive
      Officers;
 iii) Responsible, through consultation with the executive, for the line management
      of the General Manager.
iv) Responsible for ensuring the general well-being and moral of the Students‟
      Union staff.
  v) Responsible for assisting with the recruitment and selection of relevant staff.
vi) Responsible for the overall management of the Students‟ Union.
vii) Responsible for overseeing any cross-campus election appeals.

  2. Development and Planning:
   i) Responsible for assisting individual Executive Officers to carry out their duties.
  ii) Responsible for the planning of future developments within the Students‟
      Union.
 iii) Responsible for ensuring the development of Students‟ Unions and Students‟
      Associations at international campuses.

  3. External Relations:
   i) Responsible for directing all enquiries to relevant officers and staff and dealing
      with all general enquiries.
  ii) Responsible for representing the Students' Union at all external meetings and
      functions where a non-specific Students' Union presence is required or
      requested.
 iii) Responsible for proactively publishing positive press releases.
 iv) Responsible for meeting regularly with the University of Nottingham‟s Vice-
      Chancellor and Pro-Vice-Chancellor for Student Affairs to maintain a constant
      communication channel between the University and the Students' Union, and
      for reporting back to Executive Committee and Council.
  v) Responsible for space management issues.
 vi) Responsible for being a delegate and leading the University of Nottingham
      Students‟ Union delegation to NUS Area and NUS Regional Conferences, along
      with the Democracy & Communications Officer.
vii) Responsible for running a successful campaign to be elected as NUS Annual
      Conference delegate.
viii) Responsible for promoting activities relating to NUS, in conjunction with the
      Democracy & Communications Officer and NUS Committee.
 ix) Responsible for approving all press releases.

  4. Training:
  i) Responsible for identifying, planning, running and monitoring of costs of
     training, in conjunction with the relevant staff.
           ii) Responsible for ensuring adequate training of incoming and current
               Executive members.

 5. Graduation Ceremonies and Associated Students not Registered with the
 University :
      i) Responsible for being the lead Officer for graduation and so the first point
         of contact for all people involved in it.
     ii) Responsible for all aspects of the Graduation Mailing, with the relevant
         members of staff.
    iii) Responsible for the Students' Union‟s strategy regarding alumni relations
         and for all communications with Graduates and Alumni.
    iv) Responsible for working with the University to attract prospective students,
         and the co-ordination of Open Day arrangements.

 6.   General Duties
       i) Responsible for supporting the Environment and Social Justice Officer and
          ensuring support and training for the officer. Also responsible for bringing

                                          65                                February 2009
              the attention to the Executive any concerns of the Environment and Social
              Justice Officer

   10.15 ACTIVITIES OFFICER

(a) Scope:

    1. Sabbatical Executive Officer. Shall be responsible for administration finance
       and co-ordination of Societies' activities, providing information and support to
       all Societies, management of Students' Union, and representing the Students'
       Union and students' Interests. Shall be the point of contact for students,
       University of Nottingham, and any external bodies in the area of Societies.

(b) Duties:

    1. Responsible for assisting in the production of the Student Activities Handbook,
       in conjunction with the incoming officer, to be distributed to all Societies in
       time for Freshers‟ Fayre.
    2. Responsible for such budget headings as the Students' Union Finance &
       Services Officer may specify.
    3. Responsible, in conjunction with Assistant Treasurers, for drawing up annual
       budget estimates for Societies (department), for submission to the Finance &
       Services Officer.
    4. Responsible for seeking out and then liaising with potential Societies sponsors,
       and ensuring adequate publicity for them.
    5. Responsible for ensuring adequate communication between the Societies
       Executive Committee, the Societies Committee and its sub-committees.
    6. Responsible for advising the Societies Executive Committee Resource Manager,
       who shall be responsible for monitoring all Societies' equipment and kits, and
       ordering replacements as appropriate during the Summer.
    7. Responsible for promoting and facilitating the creation of new Societies, and
       offering advice on procedure.
    8. Responsible for advising the Societies Executive Committee Publicity Officer,
       who shall be responsible for all publicity of the Societies Executive Committee,
       and advising all Societies on the production of newsletters, publicity and web
       sites.
    9. Responsible for advising the Societies Executive Committee Events Co-
       ordinators, who shall be responsible for co-ordinating any events held by the
       Societies Executive, and advising all Societies on planning and holding large
       events, choosing venues, and booking acts.
   10. Responsible for co-ordinating Societies input into Freshers' Fayre, Involvement
        Week, One World Week, and other such events.
   11. Responsible for ensuring adequate training for members of Societies, in
        conjunction with relevant staff.
   12. Responsible for promoting awareness of safe practices and First Aid knowledge
        amongst Societies participants in association with relevant staff.
   13. Responsible, in conjunction with relevant staff and officers, for providing
        advice to Societies on:
                 i) Training.
                ii) Health and Safety.
               iii) Security.
               iv) Elections and General Meetings.
                v) Handovers.
    14. Freshers' and Refreshers' Fayre, related and similar activities.
    15. Procedures and Structures within the Students' Union.
    16. Responsible for the compilation of data, to be available to all Societies, on
          social events, speakers revenue-raising and other activities of Societies.
    17. Responsible for Chairing, co-ordinating and advising the Societies Executive
          Committee Administrations Officer, who shall be responsible for



                                           66                              February 2009
          administering the activities of the Societies Committee and the Societies
          Executive Committee.
    18.   Responsible for bringing to the attention of Council, Executive Committee
          and other bodies matters of concern or importance to Societies Committee
          and Societies Executive Committee.
    19.    i) Responsible for providing information, support and oversight to all
              Student Run Services, except URN, Impact, Nuts and Nightline. Shall be
              the main point of contact for students, University of Nottingham and any
              external bodies in the area of operation of these Student Run Services.

              ii) Responsible for providing strategic support to the following Student run
                  Services: Week One, Karnival, CDRL, TEC, New Theatre, Forum, The
                  Summer Party.

    20    Responsible for bringing to the attention of Students‟ Union Council,
          Executive Committee and other bodies matters of concern or importance to
          these Student Run Services.
    21.   Responsible, in conjunction with relevant staff and officers, for providing
          advice to these Student Run Services on:
              1. Training
              2. Health and Safety
              3. Space Allocation
              4. Security
              5. Elections and General Meetings
              6. Handovers
              7. Freshers‟ and Refreshers‟ Fayres, related and similar activities
              8. Finance
              9. Procedures and structures within the Students‟


    10.17 EQUAL OPPORTUNITIES & WELFARE OFFICER

(a) Scope:

   1.     Sabbatical Executive Officer. Shall be responsible for welfare needs, ensuring
          equal opportunities for all students and representing the Students‟ Union and
          students‟ Interests, and shall be the point of contact for students, University
          of Nottingham, and any external bodies in the area of welfare and equal
          opportunities issues.

(b) Duties:

   1. Welfare:
      i) Responsible for representing the Interests of students in the area of
           welfare.
      ii) Responsible for analysing trends in welfare support and ensuring wide
           circulation of information, as appropriate.
      iii) Responsible for chairing a welfare network that promotes awareness and
           mounting campaigns, through a variety of media, amongst the student
           population on welfare and safety issues which may affect them, in
           association with relevant staff and other officers.
      iv) Responsible for the provision of welfare training to student representatives,
           including welfare representatives.
      v) Responsible for referring students with specific welfare problems to other
           relevant bodies.
      vi) Responsible for lobbying the university to provide an adequate and
           extensive support system, including in induction, disciplinary and
           harassment issues.




                                             67                               February 2009
 2. Equal Opportunities
 i)     Responsible for making effective input into and updating Students‟ Union
        policy to reflect the changing nature of issues which affect equal
        opportunities.
 ii)    Responsible for representing students to the Students‟ Union, University
        of Nottingham and external bodies on issues of equal opportunities.
 iii)   Responsible for acting as the main liaison for the representational officers
        ( including LGBT, international, women‟s, BME, disabled, postgraduate ,
        and mature) and other student groups (including affiliated faith and
        cultural societies) supporting the development of their networks.
 iv)    Responsible for bringing to the attention of council matters of concern or
        importance to equal opportunities and any possible breaches of the
        Students‟ Union Equal Opportunities policy.
 v)     Chairs the Representational Officers Committee
 vi)    Responsible for leading the Students‟ Union Executive in successfully
        working with the Representational Officers.
 iv)    Responsible for chairing and supporting equal opportunities network in
        conjunction with relevant staff and officers
 vii)   Responsible for supporting students, groups and networks in running
        campaigns to promote equal opportunities issues.
 viii)  Responsible for helping the Students‟ Union and its Executive Committee
        deal with matters that may arise involving equal opportunities.


3. Communications and Liaison:
  i) Responsible for effective liaison with Student Support and Welfare
       Representatives and ensuring they are informed of current issues and
       policies.
  ii) Responsible for ensuring adequate training of incoming Student Support and
       Welfare Representatives.
  iii) Responsible for liaising with University-run student support personnel.
  iv) Responsible for liaising with outside, local and national welfare organisations.
  v) Responsible for ensuring the Students‟ Union makes effective input to
       University policy-making regarding student welfare matters.
  vi) Responsible for ensuring the welfare-related needs of the Student-Run
       Services and Associated Bodies are promoted and met.

4. Advice Centre:
    i) Responsible for liaising with centre staff on matters of welfare and equal
       opportunities
   ii) Responsible for overseeing the strategic development of the Hate Crime
       Reporting Centre scheme and liaising with staff at the Common Monitoring
       Project.

5. Safety:
  i) Responsible for ensuring University Campus is as safe as possible.
  ii) Responsible for lobbying university estates on matters of lighting on campus.

6. General Duties:
   i) Responsible for alongside the Democracy and Communications Officer in
       publicising support services available to students provided by the Students‟
       Union, University of Nottingham and external bodies.
   ii) Responsible for providing information and support to the following Student
       Run Services; Nightline. Shall be the main point of contact for students,
       University of Nottingham, and any external bodies in the area for this Student
       Run Service.
 iii) Responsible for bringing to the attention of Students‟ Union Council, Executive
        Committee and other bodies matters of concern or importance to these
        Student Run Services. Responsible, in conjunction with relevant staff and
        officers, for providing advice to this Student Run Service on:

                                        68                               February 2009
               1.   Training
               2.   Health and Safety
               3.   Space Allocation
               4.   Security
               5.   Elections and General Meetings
               6.   Handovers
               7.   Freshers‟ and Refreshers‟ Fayres, related and similar activities
               8.   Finance
               9.   Procedures and structures within the Students‟

    10.18 CHAIR OF COUNCIL

(a) Scope:

    1.   Steering Committee Officer -
         i)     Responsible for the chairing of Council, and for the fair running of
            Council meetings, as a member of the Steering Committee.

(b) Duties:

    1.   Shall be the chair of Steering Committee.
    2.   Responsible for the setting the times, dates and venues of all meetings of
         Council with Steering Committee.
    3.   Responsible for arranging adequate training for new members of Council in
         conjunction with Steering Committee.
    4.   Responsible for setting the agenda for all meetings of Council in conjunction
         with Steering Committee.
    5.   Responsible for ensuring that questions asked at Council are answered in an
         appropriate and satisfactory manner.
    6.   Responsible of ensuring the appropriate conduct of all those attending Council
    7.   Responsible for assisting other members of Steering Committee in their
         respective roles.

    10.19 VICE-CHAIRS OF COUNCIL

(a) Scope:

    1.   Steering Committee Officer -
         i) Responsible for the administration and vice-chairing of Council as a
            member of Steering Committee.

(b) Duties:

    1.   Responsible for ensuring that correct protocol is observed at meetings of
         Council, except when taking the minutes of the meeting.
    2.   Responsible for taking minutes of the meetings of Council and ensuring that
         they are ready by close of business for the next ordinary meeting of Council.
    3.   Responsible for deputising for the Chair of Council where appropriate.
    4.   Responsible for maintaining the Union Councillors‟ Feedback System, via the
         production of upcoming Council information and Feedback documents, their
         distribution to councillors and monitoring their onward distribution to
         Councillors‟ constituents.
    5.   Responsible for assisting other members of Steering Committee in their
         respective roles.

    10.20 VICE-CHAIR - REPORTS OFFICER

(a) Scope:

     1. Steering Committee Officer -

                                             69                               February 2009
         Responsible for the collection and determining the content of Council reports
         as a member of the Steering Committee.

(b) Duties:
     1. Responsible for determining the headings under which reports shall be
        submitted by Executive Officers and chairs of standing committees.

    2.   Responsible for adequately informing and reminding individuals and groups
         within the Students‟ Union of reporting requirements and submission
         deadlines before each meeting.

    3.   Responsible for collecting and collating reports for the Council mailing, in
         association with relevant members of Students‟ Union staff.

    4.   Responsible for assisting other members of Steering Committee in their
         respective roles.

   10.21 VICE-CHAIR - DRAFTING OFFICER

(a) Scope:

    Steering Committee Officer -
   1. Responsible for drafting of submitted policy and constitutional amendments as
       a member of the Steering Committee.

(b) Duties:

    1. Deliberate and make recommendations to Council on the drafting of
       amendments to the Constitution, Regulations, Associated Bodies Constitutions
       and Student-Run Service Constitutions.

    2. Responsible for liaising with Associated Bodies, Students-run Services, Clubs,
       Societies and JCR‟s on amendments to their constitutions and ensuring
       appropriate consultation during the drafting process.

    10.22 ATHLETIC UNION FINANCE OFFICERS

(a) Scope:

    1. Officer responsible for the distribution and administration of the finances of the
       Athletic Union and Athletic Union Clubs as an Assistant Treasurer.

(b) Duties:

    1. Responsible for the processing of grant applications from Athletic Union Clubs.
    2. Responsible for monitoring the expenditure of the Athletic Union and Athletic
       Union Clubs.
   3. Responsible for such budget headings as the Students' Union Finance &
       Services Officer may specify.

    10.23 SOCIETIES ASSISTANT TREASURERS

(a) Scope:

    1. Officer responsible for the distribution and administration of the finances of
       Societies as an Assistant Treasurer.

(b) Duties:

    1.   Responsible for the processing of grant applications from Societies.

                                            70                               February 2009
      2.    Responsible for monitoring the expenditure of Societies.
      3.    Responsible for such budget headings as the Students' Union Finance &
            Services Officer may specify.

      10.24 ENVIRONMENT AND SOCIAL JUSTICE OFFICER

(a)        Scope:

      1. Executive Officer. Shall be responsible for matters relating to the environment
         and social justice. Shall be the point of contact for students, University of
         Nottingham and any external bodies in these areas.

(b)        Duties:

      1. Responsible for representing the Interests of Students‟ Union members in
          matters relating to the environment and social justice.
      2. Responsible for raising general awareness amongst students and across the
          University, of important environmental and social justice issues.
      3. Responsible for mounting campaigns through a variety of media on
          environmental and social justice issues.
      4. Responsible for liaising with relevant Societies (including Amnesty
          International, Conservation Society, People and Planet and Student Action for
          Refugees) on environmental and social justice issues and campaigns.
      5. Responsible for liaising with relevant staff and other Officers with regards to
          ethical careers.
      6. Responsible for updating Students' Union policy reflecting the changing nature
          of issues concerned with the environment and social justice.
      7. Responsible for making effective input into University policy, in terms of
          sustainable development (covering resource conservation, especially energy
          and water usage; waste management and future development).
      8. Responsible for chairing the Environment & Social Justice Committee.
      9. Responsible for bringing to the attention of Council, Environment & Social
          Justice Committee and/or other bodies, matters of concern or importance to
          the environmental and social justice issues.
      10. Responsible for investigating any ethical concerns raised regarding corporate
          involvement in the Students' Union or University of Nottingham.
      11. Shall work with the Representational Officers to organise One World Week.
      12. Responsible for chairing the Fairtrade Steering Group.
      13. Responsible for educational campaigns regarding the ethical practices of Nestle.
          (see Classification B: Nestle policy)

      10.25 LGBT STUDENTS OFFICER

(a) Scope:

      1.    Representational Officer -
           ii)         Responsible for the representation of LGBT Students within the
               Students‟ Union

(b) Duties:

      1.    To be the representative of LGBT Students within the Students‟ Union.
      2.    To work with the Students‟ Union Executive and other interested Students‟
            Union stakeholders to improve the student experience of LGBT students.
      3.    To assist the Students‟ Union Executive to represent LGBT Students to the
            university and other external organisations.
      4.    To campaign on issues of concern, interest and relevance to LGBT Students.
      5.    To be the delegate leader of the Students‟ Union‟s delegation to NUS LGBT
            Conference.
      6.    To be the Chair of the LGBT Students‟ Network.

                                             71                              February 2009
(c)    Constituency:

      1. The constituency of the LGBT Students Officer shall be all full members of the
      Students‟ Union who self-define as being Lesbian, Gay, Bisexual, Trans, Asexual,
      Questioning or Queer.

      10.26 WOMEN‟S OFFICER

(a) Scope:

      1.   Representational Officer -
           i) Responsible for the representation of female students within the Students‟
              Union.

(b) Duties:

      1.   To be the representative of female students within the Students‟ Union.
      2.   To work with the Students‟ Union Executive and other interested Students‟
           Union stakeholders to improve the student experience of female students.
      3.   To assist the Students‟ Union Executive to represent female students to the
           university and other external organisations.
      4.   To campaign on issues of concern, interest and relevance to female students.
      5.   To be the delegate leader of the Students‟ Union‟s delegation to NUS Women‟s
           Conference.
      6.   To be the Chair of the Women‟s Network.

(c) Constituency:

      1. The constituency of the Women‟s Officer shall be all full members of the
      Students‟ Union who self-define and live as women.

      10.27 MATURE STUDENTS‟ OFFICER

(a) Scope:

      1.   Representational Officer -
             i. Responsible for the representation of mature students within the Students
                Union.

(b) Duties:

      1.   To be the representative of mature students within the Students‟ Union.
      2.   To work with the Students‟ Union Executive and other Students‟ Union.
           Stakeholders to support and improve the student experience of mature
           students.
      3.   To assist the Students‟ Union Executive to represent mature students to the
           university and other external organisations.
      4.   To campaign on issues of concern, interest and relevance to mature students.
      5.   To be the delegate leader of the Students‟ Union‟s delegation to NUS Mature
           Students‟ Conference.
      6.   To be the Chair of the Mature Students‟ Network.

(c)    Constituency:

      1. The constituency of the Mature Students‟ Officer shall be all full members of the
      Students‟ Union who were over the age of twenty-one when they began their
      current degree.




                                            72                               February 2009
      10.28 DISABLED STUDENTS‟ OFFICER

(a) Scope:

      1.   Representational Officer -
           i. Responsible for the representation of disabled students within the
              Students Union

(b) Duties:

      1.   To be the representative of disabled students within the Students‟ Union to
           support and improve the student experience of disabled students.
      2.   To work with the Students‟ Union Executive and other Students‟ Union
           stakeholders to support and improve the student experience of disabled
           students.
      3.   To assist the Students‟ Union Executive to represent disabled students to the
           university and other external organisations.
      4.   To campaign on issues of concern, interest and relevance to Mature Students.
      5.   To be the delegate leader of the Students‟ Union‟s delegation to NUS Disabled
           Students‟ Conference.
      6.   To be the Chair of Disability Action.

(c)    Constituency:

      1. The constituency of the Disabled Students‟ Officer shall be all full members of
      the Students‟ Union who self-define as being disabled.


      10.29 INTERNATIONAL STUDENTS‟ OFFICER

(a) Scope:

      1.   Representational Officer -
             i)    Responsible for the representation of international students within
                   the Students Union.

(b) Duties:

      1.   To be the representative of international students within the Students‟ Union.
      2.   To work with the Students‟ Union Executive and other Students‟ Union
           stakeholders to support and improve the student experience of international
           students.
      3.   To assist the Students‟ Union Executive to represent international Students to
           the university and other external organisations.
      4.   To campaign on issues of concern, interest and relevance to international
           Students.
      5.   To be the delegate leader of the Students‟ Union‟s delegation to NUS
           International Students‟ Conference.
      6.   To be the Chair of the International Students‟ Bureau.

(c)    Constituency:

       1. The constituency of the International Students‟ Officer shall be all full
           members of the Students‟ Union who do not have British citizenship.

      10.30 BLACK & MINORITY ETHNIC STUDENTS‟ OFFICER

(a) Scope:

      1.   Representational Officer -

                                             73                                February 2009
           1. Responsible for the representation of black and minority students officer.

(b) Duties:

      1.   To be the representative of black and minority students within the Students‟
           Union.
      2.   To work with the Students‟ Union Executive and other Students‟ Union
           stakeholders to support and improve the student experience of black and
           minority ethnic students.
      3.   To assist the Students‟ Union Executive to represent black and minority ethnic
           students to the university and other external organisations.
      4.   To campaign on issues of concern, interest and relevance to black and
           minority ethnic Students.
      5.   To be the delegate leader of the Students‟ Union‟s delegation to NUS Black
           Students‟ Conference.
      6.   To be the Chair of the Black and Minority Ethnic Students Committee.

(c)    Constituency:

       1. The constituency of the Black & Minority Students‟ Officer shall be all full
           members of the Students‟ Union who are of African, African-Caribbean, Arab,
           Oriental or Asian heritage.

      10.31 POSTGRADUATE STUDENTS‟ OFFICER

(a) Scope:

      1.   Representational Officer -
           i. Responsible for the representation of postgraduate students within the
              Students Union.

(b) Duties:

      1.   To be the representative of postgraduate students within the Students‟ Union.
      2.   To work with the Students‟ Union Executive and other Students‟ Union
           stakeholders to improve the student experience of their members.
      3.   To assist the Students‟ Union Executive to represent postgraduate students to
           the university and other external organisations.
      4.   To campaign on issues of concern, interest and relevance to postgraduate
           Students.
      5.   To be the Chair of the Postgraduate Students‟ Association.

(c)    Constituency:

       1. The constituency of the Postgraduate Students‟ Officer shall be all full
           members of the Students‟ Union who are registered for postgraduate study at
           the University of Nottingham.


      10.32 UNION HISTORIAN

       The position shall be publicised campus-wide, subject to applications, and
       nominated by Executive Committee, subject to approval by Union Council.

(a)    Scope:

       1. Officer responsible for Union History.

(b)    Duties:

                                              74                             February 2009
1. Responsible for up-keeping the Union’s Archives.
2. Responsible for developing subject-specific files on all topics of relevance to the
   Union.
3. Responsible for producing a section on Union History for the Union Website.
4. Responsible, through Council and the Executive Committee, for any other
   historical activities which might benefit current and future members of the Union.




                                      75                                February 2009
CHAPTER 11: ASSOCIATED BODIES
      11.1 DEFINITION

The following shall be Associated Residential Bodies of the University of Nottingham
Students‟ Union:-

1.    Ancaster Hall JCR
2.    Broadgate Park JCR
3.    Cavendish Hall JCR.
4.    Cripps Hall JCR
5.    Derby Hall JCR
6.    Florence Boot Hall JCR
7.    Hugh Stewart Hall JCR
8.    Lenton & Wortley Hall JCR
9.    Lincoln Hall JCR
10.   Melton Hall JCR
11.   Newark Hall JCR
12.   Nightingale Hall JCR
13.   Raleigh Park JCR
14.   Rutland Hall JCR
15.   Sherwood Hall JCR
16.   Southwell Hall JCR
17.   St. Peters Court JCR
18.   Willoughby Hall JCR

The following shall be Inter-Site Associated Bodies of the University of Nottingham
Students‟ Union:-

1.    Physiotherapy Students‟ Association (Physios).
2.    Sutton Bonington Guild.
3.    University of Nottingham Nursing and Midwifery Association (NAMA).
4.    Medical Society (Medsoc).
5.    Graduate Entry Medics Society (GEM Soc)
6.    Regional Students Association

      11.2 REGULATIONS GOVERNING ASSOCIATED BODIES

(a) An Associated Body must be a body formed to represent and to co-ordinate the
    activities of specific groups of students in the University.

(b) An Associated Body must have a Constitution approved by a simple majority of
    Council, any amendments to the aims, objectives or definitions of which must be
    approved by a simple majority of Council. For Associated Residential Bodies
    Council must approve any amendment to any part of the Constitution proposed by
    JCR Presidents‟ Committee.

(c) For all Associated Bodies except Associated Residential Bodies any amendments to
    the constitution outside the aims, objectives or definitions must be approved by a
    majority vote at a general meeting of the Association. A copy of the new
    constitution shall be given to the Democracy & Communications Officer and a
    summary of the changes made available to Council.

(d) An Associated Body Constitution must contain a statement of the aims and
    functions of the body, the membership requirement, the membership fee structure



                                           76                              February 2009
    and the rules for the conduct of the body's affairs, including election for the body's
    Officers who will form the Committee.

(e) An Associated Body Annual General meeting, at which its Officers shall normally
    be elected, must be held by the second Friday of the Summer term, unless stated
    otherwise in the Associated Body Constitution.

(f) An Associated Body Constitution shall be subordinate to the Students‟ Union
    Constitution and Regulations.

(g) An Associated Body must comply with Students‟ Union Policy.

(h) An Associated Body must give due consideration to the health and safety
    implications of its activities. Where activities present significant level of risk to
    participants or others, an Associated Body must produce a written health and
    safety statement.

(i) An Associated Body shall submit a report upon the request of ten members of
    Council made to the Council Steering Committee. Any report so requested must
    be submitted to the Council Steering Committee for circulation to members of
    Council within ten Students' Union Days of the original request.

(j) An Associated Body formal meeting of any description shall be open to all
    Students‟ Union Officers.

(k) An Associated Body membership must be restricted to full members of the
    Students‟ Union, unless otherwise stated in their constitution.

(l) An Associated Body must serve as a forum in which its members can express their
    opinions and act as a channel of communication between its members and
    Council. This must be one of the stated constitutional aims and functions of the
    body.

    11.3 STUDENT MEMBERSHIP

(a) A Full Member of the Students‟ Union can be a member of more than one
    Representational or Inter-Site Associated Body.

(b) All Full Members of the Students‟ Union who are resident of a residence with an
    Associate Residential Body, and not members of the Senior Common Room, shall
    be Full Members of the relevant Associate Residential Body. All Full Members of
    the Students‟ Union who are past residents of a residence with an Associate
    Residential Body, and not members of the Senior Common Room, shall be
    Associate Members of the relevant Associate Residential Body.

    11.4 GENERAL

(a) A copy of each Associated Body Constitution shall be available for viewing through
    the Students‟ Union Democracy & Communications office.

(b) A copy of all papers for each meeting of each Associated Body Committee shall be
    available for viewing upon the request of the Students‟ Union Democracy &
    Communications Officer.

(c) See also under chapter Finance.

    11.5 MEETINGS

(a) Associated Bodies are required to hold meetings to allow discussion of business
    prior to Union Council with reasonable notice.

                                             77                                February 2009
78   February 2009
                           CHAPTER 12:
              STUDENT-RUN SERVICES
      12.1 DEFINITION OF STUDENT-RUN SERVICES

The following shall be Student-Run Services of the University of Nottingham Students‟
Union:-

1.    Forum.
2.    Impact.
3.    Karnival.
4.    New Theatre Company.
5.    Nightline.
6.    Nottingham University Television Station (NUTS).
7.    Record & Compact Disc Library.
8.    Summer Party.
9.    TEC PA and Lighting.
10.   URN.
11.   Week One.

      12.2 REGULATIONS GOVERNING STUDENT-RUN SERVICES

(a) A Student-Run Service must be a body formed to implement the aims of the
    University of Nottingham Students‟ Union (as laid down in the Students‟ Union
    Constitution).

(b) A Student-Run Service must have a Constitution approved by a simple majority of
    Council, any amendments to the aims, objectives or definitions of which must be
    approved by a simple majority of Council.

(c) Any amendments to the constitution outside the aims, objectives or definitions
    must be approved by a majority vote at a general meeting of the SRS. A copy of
    the new constitution shall be given to the Democracy & Communications Officer
    and a summary of the changes made available to Council.

(d) A Student-Run Service Constitution must obtain a statement of the aims and
    functions of the body, the membership requirement, the membership fee structure
    and the rules for the conduct of the body's affairs, including the election of the
    body's Officers who will form the Committee and the structure by which
    Committee and General Meetings are organised.

(e) Each Student-Run Service will hold at least one General Meeting of its members
    per year, giving reasonable notice. An Annual General Meeting, at which its
    Officers shall normally be elected, shall be before the hand over of that Student-
    Run Service to its next committee. The AGM must be held by the second Friday of
    the Summer Term.

(f) A Student-Run Service Constitution shall be subordinate to the Students‟ Union
    Constitution and Regulations.

(g) A Student-Run Service must comply with Students‟ Union Policy.




                                          79                              February 2009
(h) A Student-Run Service must give due consideration to the health and safety
    implications of its activities. Where activities present significant level of risk to
    participants or others, a Student-Run Service must produce a written health and
    safety statement.

(i) A Student-Run Service shall submit a report upon the request of ten members of
    Council made to the Students‟ Union Democracy & Communications Officer. Any
    report so requested must be submitted to the Students‟ Union Democracy &
    Communications Officer for circulation to members of Council within ten Students'
    Union Days of the original request.

(J) A Student-Run Service formal meeting of any description shall be open to all
    Students‟ Union Officers.

    12.3 STUDENT-RUN SERVICES FINANCIAL REPORTS

(a) A Student-Run Services Financial Report shall include details of year-to-date
    income and expenditure against yearly budget, together with explanations as
    appropriate, for a Student-Run Service. It shall be compiled by the Student-Run
    Services Officer in conjunction with the Student-Run Service. Each Student-Run
    Service is required to submit a Student-Run Services Financial Report before each
    ordinary meeting of Student-Run Services Committee. Student-Run Services'
    Financial Reports should be less than 100 words.

(b) The Student-Run Services Officer shall condense the most up-to-date Financial
    Report from each Student-Run Service into a single "Student-Run Services
    Financial Report", to be submitted to the last meeting of Students' Union Council
    in each term.

    12.4 GENERAL

(a) A copy of each Student-Run Service Constitution shall be available for viewing
    through the Democracy & Communications office.

(b) A copy of all papers for each meeting of each Student-Run Services Committee
    shall be available for viewing through the Students‟ Union Democracy &
    Communications office.

(c) See also under chapter Finance.




                                            80                                February 2009
    CHAPTER 13: ATHLETIC UNION
    13.1 ATHLETIC UNION COUNCIL

(a) There shall be an Athletic Union Council, which shall be the governing body of the
    Athletic Union.

(b) The Athletic Union Council shall be answerable to Students' Union Council.

(c) The Athletic Union Council shall comprise:

    1.    Athletic Union Officer.
    2.    Finance Officer.
    3.    Finance Officer.
    4.    Intra Mural Netball Officer.
    5.    Intra Mural Rugby Officer.
    6.    Intra Mural Football Officer.
    7.    Intra Mural Hockey Officer.
    8.    Inter Mural Tennis Officer
    9.    Intra Mural Basketball Officer.
    10.   Intra Mural Chair.
    11.   Ents Officer.
    12.   One-Day Events Officer.
    13.   Varsity Officer.
    14.   Information Technology Officer.
    15.   One member of each Athletic Union Club who shall be the President or, in
          the case of the President being unable to attend or a member of the
          Committee in a different capacity, his/her appointed deputy.
    16.   One Sports Secretary of each group competing in the Intra-Mural Scheme.

(d) The Athletic Union Council shall:

    1. Approve the affiliations of new Athletic Union Clubs into the University of
       Nottingham Students‟ Union as provided within the Students‟ Union
       Constitution and Regulations.
    2. Agree changes to the job descriptions of Athletic Union Committee Members,
       for approval by Students' Union Council.
    3. Receive Reports from the Athletic Union Committees.
    4. Make and agree changes to the Clubs and Societies Code of Practice.

(e) Meetings:

    1. The Athletic Union Council shall meet at least once each Term.
    2. The Athletic Union Officer shall chair meetings of the Council.

    13.2 ATHLETIC UNION COMMITEES

(a) There shall be the Athletic Union Executive Committee.

    1. This shall comprise:
         i) Athletic Union Officer (chair).
        ii) Finance Officer.
       iii) Finance Officer.
       iv) Intra Mural Netball Officer.
        v) Intra Mural Rugby Officer.
       vi) Intra Mural Football Officer.


                                              81                          February 2009
        vii) Intra Mural Hockey Officer.
        viii) Inter Mural Tennis Officer.
         ix) Intra Mural Basketball Officer.
         x)    Intra Mural Chair.
         xi) Ents Officer.
         xii) One-Day Events Officer.
         xiii) Varsity Officer.
         ix) Information Technology Officer.
      2. They shall:
           i) Be the executive body of the Athletic Union.
          ii) Meet fortnightly.
         iii) Report to the Athletic Union Council and to Students‟ Union Council.

(b)      There shall be the Athletic Union Intra-Mural Committee.

      1. This shall comprise:
           i) Intra Mural Chair (chair).
          ii) Athletic Union Officer.
         iii) Intra Mural Netball Officer.
         iv) Intra Mural Rugby Officer.
          v) Intra Mural Football Officer.
         vi) Intra Mural Hockey Officer.
        vii) Intra Mural Tennis Officer.
        viii) Intra Mural Basketball Officer.

      2. They shall:
           i) Co-ordinate the Intra-Mural Scheme.
          ii) Meet Fortnightly.
         iii) Report to the Athletic Union Council.

(c)      There shall be the Athletic Union Sports Secretaries Committee.

      1. This shall comprise:
           i) Athletic Union Officer (chair)
          ii) Intra Mural Chair.
         iii) Intra Mural Netball Officer
         iv) Intra Mural Rugby Officer
          v) Intra Mural Football Officer.
         vi) Intra Mural Hockey Officer.
        vii) Intra Mural Tennis Officer.
        viii) Intra Mural Basketball Officer.
         ix) Ents Officer.
          x) One-Day Events Officer.
         xi) Varsity Officer.
        xii) Information Technology Officer.
        xiii) One Sports Secretary of each group competing in the Intra-Mural Scheme.

      2. They shall:
           i) Meet Fortnightly.
          ii) Report to the Athletic Union Council.

(d)      There shall be the Athletic Union BUCS Team Captains Committee.

      1. This shall comprise:
           i) Athletic Union Officer (chair).
          ii) The Captain of each BUCS Team.

      2. They shall:
           i) Meet Fortnightly.
          ii) Report to the Athletic Union Council.

                                                82                           February 2009
      13.3 ATHLETIC UNION CLUBS

(a) That a sports club may be considered for affiliation by the Athletic Union Council
    or the Athletic Union Sports Secretary Committee and the Athletic Union President
    Committee together.

      1. it has a constitution approved by the Students‟ Union Democracy &
         Communications Officer, which shall specify:
           i) the Aims.
          ii) quorum for General Meetings
         iii) the election of Officers.
         iv) the composition of the committee(s).
          v) the Officer‟s job descriptions.
         vi) the cost of membership.
      2. it has at least 25 members.
      3. undertaken a risk assessment.
      4. it has a President, Secretary and Finance & Services Officer.
      5. its activities are encompassed within the Aims of the Students‟ Union.
      6. Not been refused affiliation by Athletic Union Executive Committee.
      7. A simple majority, with the Athletic Union Officer having a casting vote.

(b) A Club formal meeting of any description shall be open to all Students‟ Union
    Officers.

(c) Membership shall be open to all as provided in the Students‟ Union Constitution.

(d) Any club must charge a minimum membership fee of £1 to all members.

(e) Constitutions shall be subordinate to the Athletic Union Constitution, itself
    subordinate to the Students‟ Union Constitution and Regulations.

(f)   Constitutions may be changed by a simple majority of the Athletic Union Council
      with advice from Steering Committee.

(g) A copy of each constitution shall be available for viewing through the Democracy
    & Communications office.

(h) A Club Annual General Meeting (AGM), at which its Officers shall be elected, must
    normally be held by the end of the Spring term, except at the discretion of the
    Athletic Union Officer.

(i)   Clubs must give due consideration to the health and safety implications of their
      activities. Where activities present significant level of risk to participants or
      others, they must produce a written health and safety statement.

(J) A club‟s President, Treasurer and one other committee member must attend
    STARS Handover training (including Finance and Health and Safety training) and
    complete all basic paperwork.

(k) See also under Chapter 17 Finance.

(l) Those considering the affiliation of a sports club should use the following
    guidelines, which refer to the Criteria listed below.

      1. If the sports club fulfils Criteria 1 then it should be affiliated as an Athletic
         Union Club.
      2. If the sports club fulfils both Criteria 2 and 3 then the Athletic Union Committee
         should consider it for affiliation as an Athletic Union Club.

                                             83                               February 2009
    3. If the sports club fulfils only Criterion 2 then the Athletic Union Committee
       should consider it for affiliation as an Athletic Union Club, provided the Athletic
       Union Officer and Societies Officer feel that this is appropriate.
    4. If the sports club fulfils only Criterion 3 then it should be affiliated as a Society.
    5. If the sports club fulfils only Criterion 4 then it is strongly recommended that
       the Athletic Union Committee consider it for affiliation as an Athletic Union
       Club.
    6. If the sports club fulfils only Criterion 5 and the Athletic Union Officer and
       Societies can easily justify this move, then the Athletic Union Committee should
       consider it for affiliation.

(m) Criteria:

    1.   It is recognised by Sport England and/or is a BUCS Championship sport.
    2.   Its activities involve physical exertion central to the aims of the club.
    3.   It has a substantial competitive element.
    4.   It uses the resources of the Physical Recreation Department.
    5.   It is felt by the Athletic Union Officer and Societies Officer that the club‟s aims
         and objectives are best fulfilled within the Athletic Union.


    13.4 CLUBS AFFILIATING TO EXTERNAL ORGANISATIONS

(a) Affiliation to outside organisations shall be subject to the approval of the Athletic
    Union Officer.

(b) Any Club wishing to affiliate to an external organisation for the coming year
    should submit an application to the Athletic Union Officer by the end of the third
    week of the summer term.

    13.5 SUSPENSION OF CLUBS

(a) A club will be classed as „suspended‟ if their committee has not completed 14.3 (j)
    by the end of October at the very latest.

(b) Suspension prohibits any club running events or activities in the Student‟ Union
    name.

(c ) When a club is suspended, the Students‟ Union accepts no responsibility for any
     events that this club holds. This is because we cannot guarantee that they have
     the knowledge to adequately plan an event safely (both financially and for the
     wellbeing of their members) without first attending basic training.

(d) In addition, suspension of a club will impose the following penalties:

     (i) Treasury will block their accounts. This means that no withdrawals can be
         made from their account.

     (ii) Reception services will be stopped for this club. This includes the hiring of
          buses and equipment, and the booking of rooms.

     (iii) Any promotion usually undertaken by the Students‟ Union will be stopped for
           that club. This includes advertising on noticeboards and on the website.

    (iv) that club cannot use the Students‟ Union name on any publicity.

(e) A club‟s full status will be re-instated when all training and paperwork is
    completed. Bespoke handover training sessions can be requested.




                                              84                                February 2009
       13.6 DISAFFILIATION

(a) A club will be deemed disaffiliated after having been suspended for three years.

(b) Athletic Union Executive Committee may recommend a club for disaffiliation.

(c)     Athletic Union Council will vote on this recommendation. This vote will be taken
       into consideration in all further stages of the disaffiliation process.

(d)     Students‟ Union Executive Committee must approve the disaffiliation, taking into
       account the views of the Athletic Union Executive Committee and Athletic Union
       Council.

(e) The disaffiliation will then be presented to Students‟ Union Council, who will take
    into account all the views of Athletic Union Council, the Athletic Union Executive
    Committee, and the Students‟ Union Executive Committee.

(f)     In extreme circumstances, having sought the views of the Athletic Union
       Executive Committee and Athletic Union Council if possible, Students‟ Union
       Executive Committee may recommend a club for disaffiliation. Students‟ Union
       Council must approve this.

(g)    If a club has been disaffiliated, restarting it will be treated as affiliation of a new
       club.


       13.7 ATHLETIC UNION DISCIPLINARY POLICY

 (a)     Applies to everyone partaking in Athletic Union activities.
 (b)     The policy shall be kept in full in the clubs and societies code of practice.
 (c)     Available to view via the Athletic Union officer or online.
 (d)     Changes must be passed by a 2/3 rd majority of Athletic Union Council.

       13.8 ATHLETIC UNION EXECUTIVE JOB DESCRIPTIONS

(a)      All   Athletic Union Executive Committee members shall:
         1.    Attend all Athletic Union Executive Committee meetings held fortnightly.
         2.    Attend all Athletic Union Councils meetings held once a term.
         3.    Produce a report on their activities to every Athletic Union Council.
         4.    Publicise news and achievements through available media channels.

(b)      Finance Officers (x 2):
         1. Responsible for the distribution and administration of the finances of the
             Athletic Union and Athletic Union Clubs.
         2. Responsible for the processing of grant applications from the Athletic Union
             Clubs.
         3. Responsible for monitoring the expenditure of the Athletic Union Clubs.
         4. Responsible for such budgets as the Students‟ Union Finance and Services
             Officer may specify.
         5. Attends Finance Committee monthly and Students‟ Union Council,
             submitting a report at the last Council of every month.
         6. Attend all Athletic Union Presidents Committee meetings held fortnightly.

(c)      The Intra Mural Netball Officer shall:
         1. Be responsible for organising the Netball cup and weekly leagues.
         2. Be responsible for compiling the Intra Mural Netball results.
         3. Be responsible for liaising with the Netball club.
         4. Be jointly responsible for the organisation and recruitment of netball
            umpires, including organization of umpiring courses.
         5. Attend all Sports Secretary Committee meetings held fortnightly.

                                               85                                 February 2009
(d)   The Intra Mural Rugby Officer shall:
      1. Be responsible for organising the Rugby cup and weekly leagues.
      2. Be responsible for compiling all of the Intra Mural Rugby results.
      3. Be responsible for liaising with the Rugby club.
      4. Be jointly responsible for the organisation and recruitment of rugby
         umpires, including organisation of umpiring courses.
      5. Attend all Sports Secretary Committee meetings held fortnightly.

(e)   Intra Mural Football Officer:
      1. Be responsible for organising the Football cup and weekly leagues.
      2. Be responsible for compiling all of the Intra Mural Football results.
      3. Be responsible for liaising with the Football club.
      4. Be jointly responsible for the organisation and recruitment of football
          umpires, including organisation of umpiring courses.
      5. Attend all Sports Secretary Committee meetings held fortnightly.

(f)   Intra Mural Hockey Officer:
      1. Be responsible for organising the Hockey cup and weekly leagues.
      2. Be responsible for compiling all of the Intra Mural Hockey results.
      3. Be responsible for liaising with the Hockey club.
      4. Be responsible for the organisation and recruitment of hockey umpires,
          including organisation of umpiring courses.
      5. Attend all Sports Secretary Committee meetings held fortnightly.

(g)   The   Intra Mural Tennis Officer shall:
      1.     Be responsible for organising the Tennis Leagues.
      2.     Be responsible for compiling all of the Intra Mural Tennis results.
      3.     Be responsible for liaising with the Tennis club.
      4.     Attend all Sports Secretary committee meetings held fortnightly.

(h)   Intra Mural Basketball Officer:
      1. Be responsible for organising the Basketball cup and weekly leagues.
      2. Be responsible for compiling all of the Intra Mural Basketball results.
      3. Be responsible for liaising with the Basketball club.
      4. Be jointly responsible for the organisation and recruitment of basketball
          umpires, including organisation of umpiring courses.
      5. Attend all Sports Secretary Committee meetings held fortnightly.

(i)   Intra Mural Chair:
      1. Chair all Athletic Union Executive Intra Mural meetings held fortnightly.
      2. Co-ordinate the Intra Mural officers under the guidance of the Athletic
          Union Officer.
      3. Responsible for collating overall Intra Mural points throughout the year.
      4. Organise and coordinate IMS varsity with Loughborough & Cup Finals Day.
      5. Chair Annual Intra Mural Sports Review Group.

(j)   Ents Officer:
      1. To be jointly responsible with the A.U Officer and A.U Administrator in the
         organisation of the A.U Ball, AU Xmas Dinner, A.U Presentation Evening and
         AGM.
      2. Assist in the organisation of refreshers week, varsity, and IMS varsity & cup
         finals day.
      3. Organise socials for key groups within the A.U.
      4. Responsible for the weekly allocation of the A.U associated Night tickets.
      5. Attend all Athletic Union Presidents Committee meetings held fortnightly.
      6. Attend all Sports Secretary Committee meetings held fortnightly.

(k)   One Day Events Officer shall:



                                           86                                February 2009
      1.   Be responsible for organising one day events that are outside of the remit
           of the IMS Officers on the Exec. Most notably Superstars and Disability
           Sports Awareness events.
      2.   Work alongside Intra Mural Sport Officers to provide one-off leagues and
           tournaments in Intra Mural sports, according to demand.
      3.   Encourage AU Clubs to provide taster sessions and one off IMS events.
      4.   Attend all Sports Secretary Committee meetings held fortnightly.

(l)   The Varsity Officer shall:
      1.   Work jointly with the AU Officer in the organisation and implementation of
           the annual charity Varsity series with Nottingham Trent.
      2.   Ensure effective communication and publicity of all Varsity events.
      3.   Liaise regularly with all participating teams in the Varsity Series.
      4.   If they have time, assist other members of the Exec on their larger
           projects.

(m)   Information Technology Officer:
      1. Maintain and up-date the A.U, IMS and Varsity web site.
      2. Provide advice to individual clubs and where necessary advise on
          appropriate training and development opportunities.
      3. Attend all Athletic Union Presidents Committee meetings held fortnightly.




                                        87                               February 2009
                CHAPTER 14: SOCIETIES
    14.1 SOCIETIES COUNCIL

(a) There shall be a Societies Council, which shall be the governing body of Societies.

(b) The Societies Council shall be answerable to Students' Union Council.

(c) The Societies Council shall comprise:

    1. Societies Officer (Chair).
    2. Secretary.
    3. Assistant Treasurer.
    4. Assistant Treasurer.
    5. IT Officer.
    6. Four other members of Societies Exec who are without portfolio.
    7. The President of each society or in the case of the president being unable to
       attend, another member of that society‟s committee. If no member of a
       committee can attend, then the president may send a representative as his/her
       appointed deputy.
    8. Chair (non-voting) who shall present to council affiliation proposals and
       representations submitted by the relevant societies.

(d) The Societies Council shall:

    1. Approve the affiliations of new Societies into the University of Nottingham
       Students‟ Union as provided within the Students‟ Union Constitution and
       Regulations.
    2. Agree changes to the job descriptions of Societies Executive Committee
       Members, for approval by Students' Union Council.
    3. Receive Reports from the Societies Executive Committee.
    4. Agree changes to the Aims and Objectives of a Society Constitution.
    5. Accept and Reject appeals made by any Society refused affiliation by Societies
       Executive Committee.
    6. Vote on the disaffiliation of societies.

(e) Meetings:

    1. The Societies Council shall meet at least once each Term.
    2. A Society which does not send at least one representative to a meeting of the
       Societies Council, shall be fined as set out by the Societies Executive
       Committee, unless satisfactory apologies are received prior to the meeting.
    3. The Quorum shall be one third of the number of non-suspended societies.
       Decisions shall be taken by a simple majority vote and the Chair shall have an
       additional casting vote.
    4. The Quorum shall be one third of the number of non-suspended societies.
       Decisions shall be taken by a simple majority vote and the Societies Officer
       shall have an additional casting vote.

    14.2 SOCIETIES EXECUTIVE COMMITEE

(a) The Societies Executive Committee shall comprise:

         1.   Societies Officer (Chair).
         2.   Secretary.
         3.   Finance Officer
         4.   Finance Officer


                                            88                              February 2009
       5.   IT Officer
       6.   Projects Officer
       7.   Events Officer
       8.   Events Officer
       9.   Publicity Officer

(b) The committee shall:
      1. Be the executive body of Societies.
      2. Report to Societies Council and to Students‟ Union Council.
      3. Make recommendations to Societies Council on societies affiliating to the
          Students' Union.
      4. Decide if a society should be refused affiliation to the Students' Union.
      5. Propose to Societies Council changes in a society's aims, where necessary,
          to broaden the Societies activities.
      6. Propose societies for disaffiliation to Societies Council and Students‟ Union
          Executive Committee.

     14.3 AFFILIATED SOCIETIES

(a) The Societies Council may affiliate a society to the Students‟ Union provided the
    society has:-

1.   An appropriately drafted constitution, which shall specify:
           i) the Aims.
          ii) quorum for General Meetings.
         iii) the election of Officers.
         iv) officer job descriptions.
          v) cost of membership.
         vi) the composition of the committee(s).
2.   It has at least 25 members.
3.   Undertaken a risk assessment.
4.   A president, Secretary and Treasurer.
5.   Activities encompassed within the Aims of the Students‟ Union.
6.   Not been refused affiliation by Societies Executive Committee.
7.   A simple majority, with the Societies Officer having a casting vote.

(b) When considering affiliation, Societies Executive Committee should use the
    following criteria:

      1.    A society is defined as: „A student group which is open to all, providing a
            defined range of activities.‟
      2.    A society should be based around activities that are encompassed within
            the Aims of the Students‟ Union and, therefore, socials should not be an
            aim of the society.
      3.    Societies should be engaging members in activity rather than providing a
            service.
      4.    By affiliating to the Students‟ Union a society‟s activities are made more
            viable and the activity adds value to what the Students‟ Union offers its
            membership.


(c) The Societies Executive Committee may refuse affiliation of a society to the
    Students‟ Union if:

      1.    The committee consider the above criteria and deem a society should not
            be affiliated.

      2.    A student group affiliated to the Students‟ Union with broadly similar Aims
            and Objectives is already recognised and the Societies Executive Committee



                                            89                               February 2009
            judges that the new Society would merely duplicate activities already
            available.

       3.   It believes that the Aims and Objectives of the Society fall within or are
            closer to the terms of reference of another Standing Committee.

        4. The Societies Executive Committee believes there are other substantial
           reasons for doing so.

(d) Membership shall be open to all as provided in the Students‟ Union Constitution.

(e) Any society must charge a minimum membership fee of £1 to all members.

(f)   Constitutions shall be subordinate to the Societies Constitution, itself subordinate
      to the Students‟ Union Constitution and Regulations.

(g) A society‟s aims and objectives (as shown on their constitution) may be changed
    by a simple majority of Societies Council with advice from Steering Group.

(h) Constitutions may be changed by a simple majority of Societies Council with
    advice from the Students‟ Union Democracy & Communications Officer.

(i)   A society formal meeting of any description shall be open to all Students‟ Union
      Officers.

(j)   A copy of each constitution shall be available for viewing through the Democracy
      & Communications office.

(k) A Society‟s Annual General Meeting (AGM), at which its Officers shall be elected,
    must be held before the end of the spring term except at the discretion of the
    Societies Officer.

(l) Societies must give due consideration to the health and safety implications of their
    activities. Where activities present significant level of risk to participants or
    others, they must produce a written health and safety statement.

(m) A society‟s President, Treasurer and one other committee member must attend
   STARS Handover training (including Finance and Health and Safety training) and
   complete all basic paperwork.

(n) See also under chapter 17 Finance.

(o) Any society that falls under 25 members must meet with a member of Societies
   Exec, implement a strategy to increase membership and attend a review meeting
   one month later. Societies Exec may propose a society for disaffiliation if the
   society‟s membership is still below 25.

      14.4 SOCIETIES AFFILIATING TO EXTERNAL
      ORGANISATIONS

(a) Affiliation to outside organisations shall be subject to the approval of the Societies
    Officer.

(b) Any Society wishing to affiliate to an external organisation for the coming year
    should express this on their grant request form.

      14.5 SUSPENSION OF SOCIETIES

(a) A society will be classed as “suspended” if their committee has not completed
    13.6 (h) j and ii by the end of October at the very latest.

                                             90                               February 2009
(b) Suspension prohibits any society running events or activities in the Student‟ Union
    name.

(c ) When a society is suspended, the Students‟ Union accepts no responsibility for any
     events that this society holds. This is because we cannot guarantee that they
     have the knowledge to adequately plan an event safely (both financially and for
     the wellbeing of their members) without first attending basic training.

(d) In addition, suspension of a society will impose the following penalties:

      (i) Treasury will block their accounts. This means that no withdrawals can be
          made from their account.

      (ii) Reception services will be stopped for this society. This includes the hiring of
           buses and equipment, and the booking of rooms.

      (iii) Any promotion usually undertaken by the Students‟ Union will be stopped for
            that society. This includes advertising on noticeboards and on the website.

      (iv) that society cannot use the Students‟ Union name on any publicity.

(e) A society‟s full status will be re-instated when all training and paperwork is
    completed. Bespoke handover training sessions can be requested.

      14.6 DISAFFILIATION OF SOCIETIES

(a)   A Society will be deemed disaffiliated after having been suspended for 3 years.

(b)   Societies Executive Committee may recommend a society for disaffiliation.

(c)    Societies Council will vote on this recommendation, after representations have
      been made from the Societies Officer and the President of the Society or
      nominated person (chair). This vote will be taken into consideration in all further
      stages of the disaffiliation process.

(d)    Students‟ Union Executive Committee must approve the disaffiliation, taking into
      account the views of the Societies Executive Committee and Societies Council.

(e)   The disaffiliation will then be presented to Students‟ Union Council, who will take
      into account all the views of Societies Council, the Societies Executive
      Committee, and the Students‟ Union Executive Committee.

(f)    In extreme circumstances, having sought the views of the Societies Executive
      Committee and Societies Council if possible, Students‟ Union Executive
      Committee may recommend a society for disaffiliation. Students‟ Union Council
      must approve this.

(g)   If a Society has been disaffiliated, restarting it will be treated as affiliation of a
      new Society.

(h)   For a society to be considered active in any one year, for the purpose of
      disaffiliation, it must:

      i. Properly submit all relevant STARS paperwork.
      ii. Send at least two committee members to a STARS Bronze Briefing.
      iii. Send a representative to Societies‟ Council.




                                              91                                 February 2009
    14.7 APPEALS

(a) An appeal may be made by any Society refused affiliation at Societies Exec.

(b) Appeals must be submitted in writing to the Societies Officer.

(c) Appeals must be lodged within five Students' Union Days of the Society being
    informed or refused affiliation at Societies Exec.

(d) The proposed society will provide a one minute speech as to why they should be
    affiliated, to be presented by the Societies Council Chair.

(e) A member of the Societies Executive (usually the Societies Officer) will present a
     one minute speech on the reason why Societies Exec felt the society should not
     be affiliated.

(f) The floor is given the opportunity to ask a maximum of two questions to both the
     appealing society and the Societies Executive.

(g) If council rejects a proposed Society, the same society can not apply for affiliation
     again within 12 months.

(h) Societies Council shall reject or except an appeal, after representations have been
    made from the Societies Officer and the President of the Society or nominated
    person (chair), by a simple majority vote, with the Societies Officer having a
    casting vote.

    14.8 SOCIETIES EXECUTIVE COMMITTEE JOB DESCRIPTIONS

(a) The Societies Officer shall chair the meetings of the committee.

(b) All Societies Executive Committee members shall:

         1.   Attend all Societies Executive Committee meetings.
         2.   Attend all Societies Council meetings.
         3.   Be responsible for providing a written handover.
         4.   Debate and decide on the initial proposals for new societies and either give
              a recommendation to Societies Council or refuse affiliation.
         5.   Discuss appeals.
         6.   Assist the Societies Officer in whatever matters are necessary for the
              organisation, development and administration of Societies.
         7.   Propose to Societies Council changes in the Societies Aims, where
              necessary, to broaden the Societies activities.
         8.   Propose Societies for disaffiliation to Societies Council and Students‟ Union
              Executive Committee.
      9.      Help manage Societies resources.
     10.      Help with the Societies Executives publicity and publications.
     11.      Help organise any events that the Societies Executive decide to hold.

(c) Societies Secretary:

    1. Scope:

         (i) Shall assist the Societies Officer in the administration of the Societies
             Executive Committee. Shall be responsible for meetings, minutes and
             STARS paperwork.

    2.           Duties:
         (i) Responsible for the recording, production and distribution of the minutes of
             all Societies Council and Societies Executive Committee meetings.

                                              92                                February 2009
        (ii)      Responsible for administering all meetings of the Societies and Societies
               Executive Committees.

 (d) Societies Finance Officers (x2):

      1. Scope:

           (i) Shall be jointly responsible with the Societies Officer and the Students'
               Union Finance & Services Officer for the allocation of Students' Union
               grants to Societies, and for monitoring the finances of Societies. Shall be
               available to give advice on issues relating to the finances of Societies.

      2. Duties:

           (i)   Responsible for allocating Students' Union grants to Societies in a fair
                 and proper manner according to the rules and regulations laid out in the
                 Students‟ Union Constitution.
           (ii) Responsible for the compilation of data on the allocation of Societies
                 grants.
           (iii) Responsible for reporting on the allocation of grant, including
                 supplementary grant, to the Societies Executive Committee for their
                 approval.
           (iv) Responsible for monitoring the finances of all Societies and providing
                 advice on issues relating to the finances of Societies.
           (v) Responsible for such budget headings as the Students' Union Finance &
                 Services Officer may specify.
           (vi) Responsible for the administration of the Societies budget and the
                 finances of any events held by the Societies Executive Committee.
           (vii) Responsible for attending and reporting to Union Council and Finance
                 Committee.
           (viii) Responsible for providing two separate surgery hours in Student
                 Activities per week.

(e) Societies IT Officer:

      1. Scope:

           (i) Shall be responsible for IT and the Societies Website. Shall be available
               to advise Societies on IT and creating and maintaining websites.

      2. Duties:

           (i) Responsible for maintaining and updating the Societies website.
           (ii) Assist with creating and maintaining individual Society websites.
           (iii) Assist in the management of individual Society e-mail accounts.
           (iv)Educate themselves and Societies about the Membership System.

(f)   Societies Projects Officer:

      1.    Scope:

            (i) Shall act as a consultant to societies and assume casework within
            societies  who have requested assistance.

      2.    Duties:
            (i) Responsible for developing individual societies.
           (ii) Responsible for the promotion of S.T.A.R.S. opportunities to all societies.
           (iii) Assist in the operational support of individual societies at the Societies
                 Officer‟s delegation.



                                              93                               February 2009
         (iv) Responsible for the coordination of campaigns to support societies in
             conjunction with the Societies Officer

(g) Societies Events Co-ordinators (x2)

   (a) Scope:

         Shall help organise events held by the Societies Executive Committee,
         including Freshers‟ Fayre, Refreshers‟ Fayre and the Societies Awards. Shall
         advise Societies on planning and holding events, choosing venues, and
         booking acts.

   (b) Duties:

           1. Responsible, in conjunction with the relevant officers and staff, for the
              organisation of Refreshers‟ Fayre, and the Societies Awards.

           2. Responsible for liaising with Student Services to compile relevant data
              on venues for social events and local services that could be of use to
              Societies.

           3. Responsible for coordinating an online newsfeed of societies events and
              facilitating the promotion of Societies‟ events.

           4. Responsible for encouraging and developing joint Society events.

           5. Responsible for organising any other events held by the Societies
              Executive Committee.

(h) Societies Publicity Officer

   (a) Scope:

       Shall be responsible for the Executive‟s publicity. Shall be available to help
       advise Societies on the production of newsletters and publicity.

   (b) Duties:

           1. Responsible for helping with the production and distribution of any
              central Students‟ Union publicity that has direct relevance to Societies.

           2. Responsible for producing and distributing, in conjunction with the
              Societies Officer, any newsletters produced by the Societies Executive.
           3. Shall be available to help advise Societies on the production and of
              newsletters and publicity materials.
           4. Shall work with the Societies Officer and IT Officer on the Societies
              website and any newsletters that are produced by the Societies
              Executive Committee.




                                           94                               February 2009
             CHAPTER 15: NETWORKS
      15.1 DEFINITION

(a)    Convened in order to bring students either to discuss issues of importance or to
      work together to organise events, campaigns or other forms of democratic
      action.

(b)    Shall have either a Executive Officer or Representational Officer as chair.

(c)   Must meet a minimum of twice per term and the meetings must be widely
      publicised in due time.

(d)   Each Network must have a General Secretary responsible for maintaining
      minutes and records.

(e)   Networks may not have Vice-Presidents or any other form of deputy chair.

(f)   The Chair shall be responsible for the finances of the Network.

(g)   The Chair must ensure that a database of the active membership is maintained.

      15.2 ELIGIBILITY AND CONSTITUTION

(a)   General Meetings should be open to all students, apart from meetings that are
      designed to create a safe-space for one type of student.

(b)   Positions other than general secretary shall be presented to council each year by
      the chair.

(c)   Positions shall be elected at quorate general meetings of the Network.

(d)   Networks may organise specialist meetings open to only a section of its
      Membership. However, no elections may take place at such meetings.

(e)   Officers of the Network may organise themselves into an Exec, with meetings
      between themselves to discuss organisational issues.

(f)   Officers of the Students Union will not be eligible for election for any Network
      positions.

(g)   Each Network must specify who will be considered Members of the Network.

(h)   Only Full Members of a Network may stand for positions or vote in its elections.

(i)   The Quorum for a Network General Meeting shall be 15 Members.

      15.3 COMMUNITY NETWORK

(a)   Shall be Chaired by the Community Officer.

(b)   Plan and run campaigns to educate and inform members on issues regarding
      students and the community.




                                            95                               February 2009
(c)   Work with external organisations on campaign/issues that involve our members
      in the community.

(d)   Discuss issues of relevance to our members in the community.

(e)   All Members of the Students‟ Union shall be Members of the Community Network.

      15.4 COMMERCIAL SERVICES NETWORK


      15.5 ENVIRONMENT & SOCIAL JUSTICE NETWORK

(a)   Shall be chaired by the Environment and Social Justice Officer.

(b)   Shall promote positive action to tackle issues surrounding the environment and
      social justice.

(c)   Raise awareness within the Students‟ Union of the importance of environmental
      and social justice issues.

(d)   Shall organise Eco-Action Week and Fairtrade Fortnight.

(e)    Shall organise the Student Ethical and Environmental Network, which shall bring
       to together those student groups that are affiliated to the Environment and
       Social Justice Network.

(f)    Students Group shall be able to affiliate to the Environment and Social Justice
       Network and send official delegates to the relevant meetings.

(g)     All Members of the Students‟ Union shall be Full Members of the Equal
        Opportunities Network.

      15.6 EQUAL OPPORTUNITIES NETWORK

(a)   Shall be chaired by the Equal Opportunities Officer.

(b)   Shall promote Equal Opportunities within the Students‟ Union.

(c)   Shall organise student campaigns against intolerance, bigotry and discrimination.

(d)   Shall provide oversight and support to Holocaust Memorial Week.

(e)   Student Groups may affiliate to the Equal Opportunities Network, and send
      official delegates to the relevant meetings.

(f)   All Representational Officers shall be Officers of the Equal Opportunities Network.

(g)   All Members of the Students‟ Union shall be Members of the Equal Opportunities
      Network.

      15.7 INTERSITE NETWORK

(a)   Shall be chaired by the Intersite and Residential Associations Officer.

(b)   Shall bring together Associations and Students who wish to work together to
      improve the quality of service provided at Intersites.

(c)   Shall raise awareness within the Students‟ Union about issues that are of concern
      to Intersite students.


                                            96                                  February 2009
(d)   Shall work to ensure good communication between the Associations and the
      Students‟ Union Executive.

(e)   Shall be attended by the Intersite Support Worker, who shall not have a vote.

(f)   The heads of all Associated Bodies and the Faculty Coordinator for Medicine and
      Healthcare Sciences shall be Officers of the Intersite Network.

(g)   All Full Members of the Students‟ Union that live on Intersites shall be Members
      of the Intersite Network.


      15.8 UNION DEVELOPMENT NETWORK


      15.9 WELFARE NETWORK

(a)   Shall be chaired by the Welfare Officer.

(b)    Shall raise awareness of issues concerning the welfare of students.

(c)   Shall organise positive action to improve the health of students.

(d)   Shall organise meetings of welfare reps from student groups to facilitate their
      training and communication between them and the welfare officer.

(e)   All Members of the Students‟ Union shall be Members of the Welfare Network.

      15.10 LGBT STUDENTS NETWORK

(a)   Shall be chaired by the LGBT Students‟ Officer.

(b)    It shall bring together LGBT students to combat homophobia, biphobia and
        transphobia.

(c)   It shall raise awareness of the issues that face LGBT Students, and the
      contribution of LGBT Students to the University and wider society.

(d)    It shall provide a safe-space environment for LGBT Students to discuss their
        experiences and beliefs.

(e)   It shall organise events that are tailored to the needs and tastes of LGBT
      Students.

(f)    It shall be responsible for organising the Students‟ Union‟s contribution to LGBT
       History Month.

(g)   Its general meetings shall be open to all LGBT students. Non LGBT students may
      be invited to attend appropriate meetings.

(h)   All members of the University of Nottingham Students‟ Union who self-define as
      lesbian, gay, bisexual, queer, trans, questioning or asexual shall be members of
      the LGBT Students‟ Network.

      15.11 MATURE STUDENTS NETWORK

(a)   Shall be chaired by the Mature Students‟ Officer.



                                           97                                February 2009
(b)    It shall bring together Mature Students to combat ageism.

(c)   It shall raise awareness of the issues that face Mature Students and the
      contribution of Mature Students to the University.

(d)    It shall organise events that are tailored to the needs and tastes of Mature
      Students.

(e)    Its general meetings shall be open to all Mature Students. Non-Mature Students
       may be invited to attend appropriate meetings.

(f)   All members of the University of Nottingham Students‟ Union who were twenty-
      one years or older when they began their degree at the University of Nottingham
      shall be members of the Mature Students‟ Network.


      15.12 BME STUDENTS NETWORK

(a)   Shall be chaired by the Black and Minority Ethnic Students‟ Officer.

(b)   It shall bring together Black and Minority Ethnic Students to combat racism.

(c)    It shall raise awareness of the issues that face Black and Minority Ethnic
       Students, and the contribution of Black and Minority Ethnic Students to the
       University and wider society.

(d)   It shall provide a safe-space environment for Black and Minority Ethnic Students
      to discuss their experiences and beliefs.

(e)    It shall organise events that are tailored to the needs and tastes of Black and
       Minority Ethnic Students.

(f)    It shall be responsible for organising the Students‟ Union‟s contribution to Black
       History Month.

(g)   Its general meetings shall be open to all Black and Minority Ethnic Students. Non
      Black and Minority Ethnic Students may be invited to attend appropriate
      meetings.

(h)   All members of the University of Nottingham Students‟ Union who self-define as
      being of African, Caribbean, Asian or Arab heritage shall be members of the
      Black and Minority Ethnic Students‟ Network.

      15.13 DISABLED STUDENTS NETWORK

(a)   Shall be chaired by the Disabled Students‟ Officer.

(b)   It shall bring together Disabled Students to combat disability prejudice and
      discrimination.

(c)    It shall raise awareness of the issues that face Disabled Students, and the
      contribution of Disabled Students to the University and wider society.

(d)   It shall provide a safe-space environment for Disabled Students to discuss their
      experiences and beliefs.

(e)   It shall organise events that are tailored to the needs and tastes of Disabled
      Students.



                                            98                               February 2009
(f)   Its general meetings shall be open to all Disabled Students. Non-Disabled
      students may be invited to attend appropriate meetings.

(g)   All members of the University of Nottingham Students‟ Union who self-define as
      disabled shall be members of the Disabled Students‟ Network


      15.14 WOMEN‟S NETWORK

(a)   Shall be chaired by the Women‟s Officer.

(b)   It shall fight discrimination through Education, awareness and active
      campaigning, both on the specific cases and the broader issues.

(c)   It shall promote solidarity and sisterhood amongst women students, and within
      the global community.

(d)   It shall at times provide a women-only environment and a safe space where
      women may talk freely about any issues they face.

(e)   It shall promote awareness of issues and campaigns affecting women amongst
      all students.

(f)   It shall be responsible for organising the Students‟ Union‟s contribution to
      International Women‟s Week.

(g)   Its general meetings shall be open to all women. Non-female students may be
      invited to attend appropriate meetings.

(h)   Any members of the University of Nottingham Students‟ Union who self-define
      and live as a women shall be members of the Women‟s Network.




                                            99                                February 2009
  CHAPTER 16: INTERNATIONAL
                   STUDENTS’ BUREAU
16.1 MEMBERSHIP

(a) All International Students of the University of Nottingham shall be Full
    Members of the University of Nottingham.

(b) Home Students may become Associate Members of the International Students
    Bureau.

(c) Only Full Members may stand for positions within the International Students
    Bureau or vote in its elections.


16.2 INTERNATIONAL STUDENTS‟ BUREAU EXEC

(a) There shall be an International Students Bureau Exec, which shall be the
    governing body of the International Students Bureau.

(b)    The International Students Bureau Exec shall be answerable to Students‟
       Union Council.

(c)    The International Student Bureau Exec shall comprise of:

      1.   International Students Officer
      2.   General Secretary
      3.   Treasurer
      4.   Social Secretary
      5.   Welfare Officer
      6.   Publicity Officer
      7.   Communications Officer
      8.   Sports Officer (2)
      9.   Voice Magazine Editor

(d)    The International Students Bureau Exec shall promote and protect the
       welfare of International Students.

(e)    To encourage mutual and social integration between International Students
       and Home Students.

(f)    Shall work closely with the Students‟ Union Executive to promote greater
       International Student involvement in other Students‟ Union student groups
       and committees.

16.3 INTERNATIONAL STUDENTS‟ BUREAU EXECUTIVE JOB
DESCRIPTIONS

(a) All International Students Bureau Executive members shall:

      1. Attend all International Students Bureau Executive Committee meetings.
      2. Attend all International Students Bureau General Meetings.
      3. Work to support the general work of the International Students Bureau
         Executive.



                                            100                         February 2009
(b) General Secretary shall :
    1.    Responsible for all administrative functions.
    2.    Directly responsibility for maintaining minutes of meetings of the
          Executive Committee and publishing them for viewing.

(c) Treasurer shall:
    1.    Be responsible working with the International Students Officer to
          maintain the sound finances of the International Students Bureau.
    2.    Be responsible for preparing the International Student Bureau‟s budget
          in the proper manner.
    3.    Be responsible for seeking sponsorship where applicable.

(d) Social Secretary shall be:
    1.     responsible for organising social events and trips.

(e) Welfare Officer shall be:
    1.    Be responsible for organizing the welfare and support services of the
          International Students Bureau.
    2.    Be responsible issues that are particularly relevant to the welfare of
          International Students.
    3.    Liaise with the Students‟ Union‟s Welfare Officer and Network when
          appropriate.

(f) Publicity Officer shall:
    1.      Be responsible for ensuring members know of events.
    2.      Be responsible for organising and distributing posters.

(g) Sports Officer shall:
    1.     Co-ordinate the International Students Bureau‟s sports teams.
    2.     Be responsible for encouraging the formation of new teams where
           possible.
    3.     Organise the ISB Olympics and other sporting events when
           needed.
    4.     Liaise with the Athletic Union when appropriate.

(h) Communications Officer shall:
    1.   Be responsible for design and upkeep of the web page.
    2.   Liaise with International Reps in Halls of Residence.
    3.   Liaise with Cultural and National Societies.

(i) Voice Magazine Editor shall:
    1.     Be responsible for ensuring the production and distributions of the Voice
           Magazines.




                                       101                             February 2009
    CHAPTER 17: POSTGRADUATE
            STUDENTS’ ASSOCIATION
17.1 MEMBERSHIP


  (a) All students who are registered on a postgraduate course at the University of
      Nottingham who are Full Members of the Students‟ Union shall be full members
      of the Postgraduate Students‟ Association.
  (b) All „non-registered‟ students classified as thesis pending.
  (c) Only Full Members may stand for positions within the Postgraduate Students
      Association or vote in its elections.


17.2 POSTGRADUATE STUDENTS‟ ASSOCIATION EXECUTIVE

  (a) Shall be the governing body of the Postgraduate Students‟ Association.
  (b) Shall be chaired by the Postgraduates‟ Officer.
  (c) The Postgraduate Students‟ Association Executive shall comprise of:

      1.     Postgraduates‟ Officer
      2.     Treasurer
      3.     General Secretary
      4.     Summer Ball Co-ordinator
      5.     3 Social Secretaries
      6.     Communications Officer
      7.     2 Sports Secretaries
      8.     Welfare Officer
      9.     Broadgate Park Postgraduate Representative
      10.    Raleigh Park Postgraduate Representative
      11.    Melton Hall President
      12.    International Officer
      13.    Sutton Bonington Campus Representative

  (d) The Postgraduate Students‟ Association Executive shall provide a channel of
      communications between postgraduates and other relevant committees and
      bodies.
  (e) The Postgraduate Students‟ Association Executive shall reduce isolation by
      providing postgraduates with a range of social events and facilitating
      interaction and communication between postgraduates.
  (f) The Postgraduate Students‟ Association Executive shall promote the welfare
      and rights of postgraduates.
  (g) The Postgraduate Students‟ Association Executive shall establish opportunities
      for postgraduates to participate in sports and societies and encourage their
      participation in every type of Students‟ Union body.

17.3 POSTGRADUATE STUDENTS‟ ASSOCIATION EXECUTIVE JOB
DESCRIPTIONS

   (a) The General Secretary shall:
     1.     Organise committee meetings and the agenda.
     2.     Maintain minutes and records of all meetings.




                                       102                              February 2009
     (b) The Social Secretaries shall be responsible for the organisation of all
         forthcoming social events and the co-ordination of the Postgraduate Socials
         Network.

     (c) The Summer Ball Co-ordinator shall:
        1.    Be responsible for the running of the PG Summer Ball
        2.    Be responsible for the formation and running of the PG Summer Ball
              Sub-Committee.

     (d) The Treasurer shall:
        1.    Be responsible for monitoring all income and expenditure from PGSA
              accounts.
        2.    Be responsible for allocating grants to affiliated societies and clubs.
        3.    Be responsible for preparing a financial statement at the end of the
              year.
        4.    Assist the Postgraduates‟ Officer in preparing a budget submission to
              the Students‟ Union Finance and Services Officer.

     (e) The Communications Officer shall:
        1.    Be responsible for the maintenance of the website.
        2.    Be responsible for the generation of publicity.

     (f) The Sports Secretaries shall be:
        1.    Be responsible for the organisation and promotion of all Postgraduate
              sports teams.
        2.    Be responsible for the co-ordination of the Postgraduate Sports Network
              and for giving all Postgraduates the opportunity to participate in sport.

     (g) The Welfare Officer shall:
        1.    Be responsible for co-ordinating the Postgraduate Welfare Network and
              for promoting the welfare of Postgraduates.
        2.    Liaise with other Students‟ Union student groups and committees when
              appropriate.

     (h) Residency Representatives positions shall:
        1.    Sit on the representatives bodies of their specific residency.
        2.    Provide a channel of communication between the PGSA and their
              particular campus.
        3.    Promote the activities of the PGSA on that campus.

     (i)        The International Officer:
           1.   Represent international students within the postgraduate students.
           2.   Liaise with the International Officer and International Students Bureau
                where appropriate.


17.4 POSTGRADUATE NETWORKS AND SUB-GROUPS

To aid communication between the PGSA and its members there will be the following
networks and sub-groups.
Except where stated membership shall be open to all full members of the PGSA.

a)    The WELFARE NETWORK shall;
     Provide a channel of communication to ensure Postgraduates are aware and
     directed to appropriate welfare services.




                                           103                              February 2009
b)    The SPORTS NETWORK shall;
     Ensure that sporting opportunity is available across the Postgraduate body and to
     all levels of ability.

c) The SOCIALS NETWORK shall;
   Ensure that all Postgraduate events are well co-ordinated, publicised and
   supported.

d) The COMMUNICATIONS NETWORK shall;
   Ensure that those key representatives within the Postgraduate Community are
   kept up to date with what is taking place with the PGSA, the Students Union and
   the University.

e) SUMMER BALL SUB-Committee shall;
   Be responsible for assisting the Summer Ball Co-ordinator in planning the PG
   Summer Ball.

f)   PG SOCIETIES SUB-Committee shall;
     a ) Comprise of
         1. Postgraduate Officer
         2. PGSA Treasurer
         3. The Head of each PG Society.

     b) The PGSA Committee will decide whether a society should become affiliated the
        PGSA, based on a 2/3rd majority of voting members.

17.5 ANNUAL GENERAL MEETING

     (a) There shall be an Annual General Meeting of the Postgraduate Students‟
        Association in the Second Semester.

     (b) The agenda shall be set by the Postgraduate Students‟ Association Executive.




                                           104                             February 2009
                 CHAPTER 18: SPECIAL
           COMMITTEES OF COUNCIL
      18.1 DEFINITION

(a)   Shall be created by council to review a specific area of business and shall exist
      for a specified period of time.

(b)   A special committee of council can be called by a 2/3rds majority of council. The
      call must specify the scope, composition and schedule of the special committee.

(c)    A motion to call a special committee must be submitted in the usual way.

      18.2 SCOPE

(a)   Shall be the title of the report and must be specific to the areas the special
      committee will investigate and report back to council.

(b)   Report submitted to council shall be exhaustive, highlighting areas of interest
      and setting out proposals for action where appropriate. The report must be solely
      focussed on the scope of this special committee.

      18.3 COMPOSITION

(a)   All Special committees must have a steering officer as secretary, where no
      steering officer is available, the democracy and communications officer may
      carry out this function on their behalf.
(b)   The motion to call the special committee shall state the name of the proposed
      chair.
(c)   Each committee may have a minimum of 4 members and a maximum of 6,
      including the secretary.
(d)   Quorum is 2/3rds of the membership.
(e)   The motion to call the special committee must specify the names of the
      individuals, except the secretary which is decided by deliberation of steering after
      if the call is successful.
(f)   Only full members of the Students Union are eligible to be members of special
      committee. Steering officers are only allowed to fill the secretary positions on
      special committees.

      18.4 SCHEDULE


(a)   Each motion must indicate the latest possible date for the committee report to
      council.
(b)   The special committee shall be dissolved at the Union Council to which it first
      reports.
(c)   A motion to create a special committee may also call for an emergency council,
      to which it will report. At such an emergency council, only business relating to
      the scope of the special committee may be discussed.
(d)   The schedule for special committees should reflect dissolution of the committee
      within the same academic year.




                                           105                                February 2009
    18.5 POWERS

(a) Can mandate submissions and oral responses from Students‟ Union Officers.




                                        106                            February 2009
  CHAPTER 19: STANDING ORDERS
    19.1 APPLICATION

(a) These Standing Orders shall be applied to the conduct of all meetings of decision-
    making bodies and committees of the University of Nottingham Students‟ Union,
    except where dealing with staffing and disciplinary matters.

    19.2 CONDUCT

(a) The conduct of a meeting shall be subject to the chair's discretion. The chair may
    move Procedural Motions at their discretion.

(b) Rulings on the Students‟ Union Constitution, Regulations and Policy File made by
    the Chair shall not be binding in future meetings, but shall be minuted to act as
    information and guidance for future chairing.

(c) Speakers must address themselves solely through the chair, precedence being
    given to the person who first "catches the eye" of the chair.

(d) All meetings shall be open to all, except where the meeting has moved into closed
    session to discuss an item of business.

(e) All meetings shall be held in an environment free from smoke.

    19.3 MOTIONS

(a) A motion must be proposed and seconded before being open to discussion.
    During debate on the motion the Proposer and Seconder of the motion shall have
    speaker's rights.

(b) A motion can only be withdrawn by a simple majority of those present. The
    Proposer or Seconder cannot withdraw a motion without such agreement.

(c) The Proposer shall make the first speech on the motion. The chair shall then ask
    if somebody wishes to oppose the motion. The Opposer, if there is one, shall
    make the second speech on the motion. The Seconder shall have the right to
    make the next speech. The Seconder may waive their right to make this speech.

(d) Amendments should be submitted to the chair in writing before being proposed.
    Amendments not made available in this way shall be accepted or not at the
    discretion of the chair. Amendments to a motion which is withdrawn shall fall.
    Amendments shall be treated as motions in their own right.

(e) No amendment which substantially alters the meaning and spirit of the
    substantive motion shall be introduced at a meeting. The chair shall rule on
    acceptance of such amendments.

(f) The property of the penultimate speech, in the case of the motion being opposed,
    shall belong to the Opposer. The Opposer may waive their right to make this
    speech or allow a person of their own choice to make this speech. The property of
    the ultimate speech shall belong to the Proposer. The Proposer may waive their
    right to make this speech or allow a person of their own choice to make this
    speech. Such speeches shall be summary speeches. Summary speeches may
    only re-state points of view already stated. Summary speeches may not be used
    to introduce new information, perspectives or arguments.



                                         107                              February 2009
(g) A vote shall be conducted by a show of cards, or as otherwise agreed by the
    meeting. The chair shall ensure that only those persons eligible to vote do so.

      19.4 PROCEDURAL MOTIONS

(a) There shall be the following Procedural Motions listed in order of precedence:

         1.    Point of Order.
         2.    Suspension of the chair.
         3.    Challenge to the chair‟s decision.
         4.    Call for substantive debate.
         5.    That the question be put, or not be put.
         6.    That the question be taken in parts.
         7.    That the matter lie on the table.
         8.    That the matter be remitted to a specific body.
         9.    That the matter be referred back.
         10.   That an Observer be allowed to speak.
         11.   That the meeting go into closed session.
         12.   That an Observer be excluded.
         13.   That a secret vote be taken.
         14.   That there be a temporary adjournment.
         15.   Point of information.
         16.   That the Standing Orders be suspended.

(b) All observers present at meetings of Students‟ Union Council shall automatically
    have speaking rights.

(c) A point of order Procedural Motion 1 shall be a question to the chair relating to
    the conduct of the meeting.

(d) During discussion of Procedural Motion 1 no Procedural Motion may be proposed.

(e) During discussion of Procedural Motions 2 to 14 inclusive and 16 any Procedural
    Motion may be proposed.

(f)   During discussion of Procedural Motion 15 no Procedural Motion may be proposed
      except Procedural Motion 1.

(g) During summary speeches and voting no Procedural Motion may be proposed
    except Procedural Motion 1.

(h) The Chair shall vacate the Chair on Procedural Motions 2 or 3 being proposed and
    the Vice-Chair shall take the Chair. In the event of there being no Vice-Chair, or
    in the event of the normal Vice-Chair being absent or removed from the Chair, the
    meeting shall elect its own Chair. The person in the Chair when the Procedural
    Motion was proposed shall have the right to oppose the Procedural Motion.

      Procedural Motion 2 may be proposed for any specified part of a meeting or the
      whole meeting. If Procedural Motion 2 is passed, the meeting shall continue with
      the new Chair for the specified part of the meeting or the whole meeting.

      If Procedural Motion 3 is passed, the decision of the person in the Chair when the
      Procedural Motion was proposed shall be overturned and the person shall retake
      the Chair.

      If the Procedural Motion falls, the person in the Chair when the Procedural Motion
      was proposed shall retake the Chair.

(i) Procedural motion 4, a call for substantive debate , on a motion contained within
    the consensual business report or a mandate carried within a report shall require

                                           108                              February 2009
      a 1/3rd of council to carry. A successful call for substantive debate shall result in
      the motion being moved to the end of the agreed substantive „motion‟ section of
      the agenda.

 (J) During the first 30 minutes of debate, procedural motion 5 shall require a super
     majority of ¾ to carry, beyond this, only a simple majority is required.

 (k) If the Procedural Motion 5 that the question be put is proposed and seconded,
     somebody will have the right to oppose it if they wish. If somebody opposes the
     Procedural Motion, as soon as they stop speaking the meeting shall move to vote
     on the Procedural Motion. Note that even if the Procedural Motion is carried the
     Proposer of the motion or Procedural Motion to which it relates shall retain the
     right to reply to debate on the motion or Procedural Motion.

(l)   If Procedural Motion 11 is passed, any subsequent information for the duration
      specified shall only be available to members of that meeting.

(m) A secret ballot (Procedural Motion 13) may be proposed and/or seconded
    anonymously.

(n) Procedural motion 13, a request that a secret vote be taken, will automatically be
    granted if it is both proposed and seconded anonymously in advance. If
    procedural motion 13 only has an anonymous proposer, a vote shall be taken
    from the floor in lieu of a seconder, and will be granted if a simple majority of
    those present are in favour. The proposer shall be given the opportunity to
    explain the reasoning behind their proposal before this vote is taken.

 (o) A point of information (Procedural Motion 15) shall consist of information offered
     to or asked for by the chair or speaker, who may or may not decide to give way.
     The chair may instruct a speaker to give way.

 (p) Procedural Motions 5 to 12 inclusive, 14 and 16, shall not be accepted until a
     Seconder is sought by the chair. Somebody wishing to second a Procedural
     Motion shall indicate by raising their hand when a Seconder is sought. Non-voting
     members and Observers may propose but not second Procedural Motions. If
     seconded, further discussion shall be at the discretion of the chair unless
     stipulated otherwise in the following:-

      19.5 SUSPENSION OF STANDING ORDERS

 (a) Any part of this chapter may be suspended, by Procedural Motion, for any
     specified part of a meeting, by a simple majority.

      19.6 VOTING

 (a) Except where provided within the Students‟ Union Constitution or Regulations, all
     votes taken shall require a simple majority of those voting for or against.

 (b) Where a special majority is required within the Students‟ Union Constitution or
     Regulations, the vote will include those voting for or against and any abstentions.




                                             109                                February 2009
               CHAPTER 20: FINANCE
    20.1 MANAGEMENT

(a) Funds of the University of Nottingham Students' Union may be expended solely in
    furtherance of the objectives of the Students‟ Union (as laid down in the Students‟
    Union Constitution) having in view its charitable purpose and the provisions of the
    Education Act 1994 Part II.

(b) The Students‟ Union shall plan and conduct its affairs so as to ensure that its total
    income is at least sufficient, taking one year with another, to meet its total
    expenditure and that its financial solvency is maintained.

(c) Students‟ Union Officers, members of staff, Standing Committees, Student-Run
    Services, Associated Bodies, Clubs and Societies, and other bodies financed wholly
    or in part by grant from the Students‟ Union shall be subject to the financial
    controls as set out in these Regulations.

(d) Executive Committee shall be responsible for maintaining a sound system of
    Internal financial management and control.

(e) Subject to any direction by Referenda or Council and subject to the provisions of
    the Code of Practice, Executive Committee shall have the power to borrow or
    raise or secure the payment of money for the purposes of or in connection with
    the business of the Students‟ Union in such manner as the Executive Committee
    shall see fit without any restriction and in the same manner as an individual may
    manage their own affairs.

(f) Subject to any direction by Referenda or Council funds may be invested in a bank,
    in other Interest bearing accounts, in stocks and shares, or in such manner as the
    Executive Committee shall see fit without any restriction and in the same manner
    as an individual may manage their own affairs.

(g) The Finance & Services Officer with the agreement of Executive Committee shall
    prepare budgets for the entire activities incorporated in the audited accounts at
    least six weeks before the commencement of the financial year and shall obtain
    the approval of Outgoing Council for such budgets.

(h) The Finance & Services Officer with the agreement of Executive Committee shall
    provide to Council quarterly reports of income and expenditure against budget and
    make such adjustments as are necessary.

(i) Full financial reports and budgets shall be made available to any full member of
    the Students‟ Union upon request.

(j) Procedures and practices governing grant allocation beyond those stipulated by
    the Code of Practice shall be changed only with the prior consent of Finance
    Committee.

    20.2 ACCOUNTS

(a) The University of Nottingham Students‟ Union‟s financial year shall end on 31st
    July.

(b) The accounts of the Students‟ Union shall be audited annually and within three
    months of the end of the Students‟ Union‟s financial year. They shall be



                                           110                              February 2009
    presented for approval at the second ordinary meeting of Council in the Autumn
    term following the financial year end.

(c) The accounts shall be prepared in accordance with generally accepted accounting
    principles and be audited by a firm of registered auditors appointed by Council at
    the meeting at which accounts are laid before it.

(d) The audited accounts shall be made available to any Full Member of the Students‟
    Union upon request.

    20.3 AFFILIATIONS

(a) The audited accounts shall include details of all bodies to whom the Students‟
    Union is affiliated or to whom it has made donations and the sums involved.

(b) Council shall annually review the list of affiliations at Outgoing Council.

(c) Council shall ratify all donations prior to payment.

    20.4 HONORARY TRUSTEES

(a) All the real property, investments and other assets of the University of
    Nottingham Students‟ Union for the time being shall be vested in the Honorary
    Trustees (or such of them in any instance as the Executive Committee shall
    determine) who shall deal with such property only as directed by Resolution of
    Executive Committee, and shall execute such Declarations of Trust as the
    Executive Committee may require, provided that in the case of shares in any
    limited company providing services to the Union's members, the Honorary
    Trustees shall deal with the same as directed by resolution of Council and execute
    such Declarations of Trust as Council may require.

(b) The Honorary Trustees shall hold all such real property, investments and assets
    on behalf of the University of Nottingham Students‟ Union‟s and shall be
    indemnified against risk and expense out of the real property, investments and
    assets of the Students' Union in respect thereof.

(c) In the event of the winding-up of the University of Nottingham Students‟ Union‟s
    the Honorary Trustees shall hold such property and assets on behalf of the
    student body of the University of Nottingham.

    20.5 ACCOUNTING OFFICER

(a) The Students‟ Union shall designate, subject to acceptance by the University, a
    Sabbatical Officer of the Students‟ Union (normally the President) who shall be the
    Accounting Officer.

(b) The Accounting Officer shall satisfy the University that the Students‟ Union has
    complied with the Education Act 1994, the Code of Practice agreed with the
    University under that Act, and any other statutory requirements.

(c) The Accounting Officer shall advise the Students‟ Union if at any time any action
    or policy under consideration by the Students‟ Union appears to the Accounting
    Officer to be incompatible with the terms of the Code of Practice. Should the
    Students‟ Union decide nevertheless to proceed, the Accounting Officer shall
    inform the University in writing.




                                           111                                February 2009
    20.6 INCOME

(a) The income of the University of Nottingham Students‟ Union‟s shall consist of
    grants, subscriptions and donations as well as the revenue from the services
    provided by the Students‟ Union.

    20.7 REPRESENTATIONAL AND INTER-SITE ASSOCIATED
    BODIES, STUDENT-RUN SERVICES,CLUBS AND SOCIETIES

(a) Financial Regulations:

    1. There shall be a Treasurer, who shall not be in the final semester of their
       course, who shall keep records of all transactions, prepare a statement at the
       end of the financial year, and be responsible for the observance of all other
       financial provisions.
    2. All monies shall be held in accounts at the Students‟ Union Treasury and will
       not earn Interest. Withdrawals may be made only with the authority of the
       Students‟ Union Finance & Services Officer or one of the relevant Assistant
       Treasurers.
    3. An Associated Body, Student-Run Service, Club or Society may apply to the
       Students‟ Union for grants in accordance with guidelines that Finance
       Committee shall publish. The Students‟ Union Finance & Services Officer and
       the relevant Assistant Treasurers need not consider applications for grants
       unless submitted by the dates published.
    4.
       (i)       Clubs may request that a Capital Project Account be held for them with
                 the Students‟ Union's Bank for the purpose of fund-raising. The purpose
                 of the account shall be subject to the approval of Executive Committee.
                 The account shall then be subject to the terms of a written agreement
                 drawn up by the Students‟ Union Finance & Services Officer and General
                 Manager with the club President and club Treasurer.
       (ii)      The signatories shall be the same as for other Students‟ Union accounts
                 and monies withdrawn with the usual authorisation by special
                 arrangement with the Bank.
    5. Grants from the Students‟ Union shall be accounted for separately from other
       funds. Expenditure from Students‟ Union grant accounts shall be subject
       ultimately to the approval of Finance Committee and to the regulations
       applying generally to the expenditure of Students‟ Union funds. Balances on
       grant accounts at the end of an accounting period shall revert to Students‟
       Union general funds.
    6. Expenditure from non-Students‟ Union grant accounts shall be subject to the
       approval of the Committee. Balances on these accounts at the end of an
       accounting period shall be carried forward to the next period.
    7. All funds shall be accounted for in an annual financial statement presented by
       the Treasurer at the Annual General Meeting. This statement shall be signed
       by the Students‟ Union Finance & Services Officer or one of the relevant
       Assistant Treasurers, who shall act as auditor.
    8. When intending to donate to charity:
           (i)       All money must be banked as a separate transaction clearly marked
                     for this purpose. Upon withdrawal, all donations should be clearly
                     marked as such, and completed in one transaction.
           (ii)      Donations can only be made from private accounts in which the
                     money has been specifically collected for this purpose. Members
                     should be made fully aware of this upon donation.
           (iii)     Where collection has been made at events/functions, donations to
                     charity must not exceed the net profit.

(b) Equipment Regulations:




                                         112                               February 2009
    1. Any goods purchased wholly from a grant provided by the Students‟ Union
       shall belong absolutely to the University of Nottingham Students‟ Union.
    2. Any goods purchased partly from a grant provided by the Students‟ Union
       shall be held in shared ownership with the Interest of the Students‟ Union
       being in the same proportion as that in which the purchase money was
       provided by the Students‟ Union.
    3. The Committee shall have responsibility for goods purchased as described
       above and shall maintain and preserve them in good repair and condition, fair
       wear and tear excepted, and shall not deal with them in any way detrimental
       to the Students‟ Union's ownership.
    4. The Committee shall maintain an up-to-date inventory of such assets on which
       shall be recorded additions and alterations. Upon taking up office the
       Committee shall receive and signify they take responsibility for the inventory
       and the assets.
    5. Any goods purchased wholly or partly from grant or private accounts must not
       be used by members for personal financial gain.

    20.8 RESIDENTIAL ASSOCIATED BODIES

(a) Financial Regulations:
     1. There shall be a Committee Treasurer, who shall not be in the final semester
        of their course, who shall keep records of all transactions, prepare a budget,
        prepare a statement at the end of the financial year, and be responsible for
        the observance of all other financial provisions.
     2. All monies shall be held in accounts at the Students‟ Union Treasury and will
        not earn Interest. Withdrawals may be made only with the authority of the
        Students‟ Union Finance & Services Officer.
     3. The Students‟ Union Treasury will receive a grant in trust from the University
        Finance Department for the achievement of the aims outlined in the JCR
        Constitution. Once central costs for this activity have been deducted each
        Residential Associated Body will be allocated funds on a per capita basis
        according to the number of residents within their residence.
     5. Grants from the Students‟ Union shall be accounted for separately from other
        funds. Expenditure from Students‟ Union grant accounts shall be subject
        ultimately to the approval of Finance Committee and to the regulations
        applying generally to the expenditure of Students‟ Union funds. Balances on
        grant accounts at the end of an accounting period shall carry forward to the
        same account at the start of the next accounting period.
     6. Expenditure from non-Students‟ Union grant accounts shall be subject to the
        same guidelines as Students‟ Union grant accounts as prescribed by Finance
        Committee. Balances on these accounts at the end of an accounting period
        shall be carried forward to the next period.
     7. All funds shall be accounted for in an annual financial statement presented by
        the Treasurer at the Annual General Meeting. This statement shall be signed
        by the Students‟ Union Finance & Services Officer, who shall act as auditor.
     8. When intending to donate to charity:
           (iv)    All money must be banked as a separate transaction clearly marked
                   for this purpose. Upon withdrawal, all donations should be clearly
                   marked as such, and completed in one transaction.
           (v)     Donations can only be made from private accounts in which the
                   money has been specifically collected for this purpose. Members
                   should be made fully aware of this upon donation.
           (vi)    Where collection has been made at events/functions, donations to
                   charity must not exceed the net profit.

(b) Equipment Regulations:

    1. Any goods purchased wholly from a grant provided by the Students‟ Union
       shall belong absolutely to the University of Nottingham Students‟ Union.



                                         113                              February 2009
    2. Any goods purchased partly from a grant provided by the Students‟ Union
       shall be held in shared ownership with the Interest of the Students‟ Union
       being in the same proportion as that in which the purchase money was
       provided by the Students‟ Union.
    3. The Committee shall have responsibility for goods purchased as described
       above and shall maintain and preserve them in good repair and condition, fair
       wear and tear excepted, and shall not deal with them in any way detrimental
       to the Students‟ Union's ownership.
    4. The Committee Vice-President shall maintain an up-to-date inventory of such
       assets on which shall be recorded additions and alterations. Upon taking up
       office the Committee shall receive and signify they take responsibility for the
       inventory and the assets. An up-to-date copy of this inventory must be lodged
       with the Students‟ Union Administration Office for the purpose of Insurance.
    5. Any goods purchased wholly or partly from grant or private accounts must not
       be used by members for personal financial gain.

    20.9 FINANCIAL CONTROLS

(a) Banking:

    Funds not required in cash or for investment shall be held at a reputable bank
    such as Executive Committee shall see fit.

(b) Authority:

    1. All drawings on Students‟ Union accounts shall require two signatures which
       should be:-
       (i) One of Students‟ Union Finance & Services Officer or General Manager.
       (ii) One other Sabbatical Officer.

    2. The cheque signatories should not be involved in the day to day receipts,
       payments and processing of transactions.
    3. All cheques presented for signature should be accompanied by the appropriate
       backing documentation.

(c) Payments:

    1. Individuals who may authorise payment against Purchase Invoices or Expense
        Claims shall be as follows:-
        (i)   Clubs and Societies:
              i. Either Club/Society Treasurer and/or Club/Society President as
                  directed by the Students‟ Union Treasury.
        (ii)           Departments:
              i. Head of Department.
       (iii)  Representational Associated Bodies
              i. Either Representational Officer and/or one duly authorised person
              from the Committee responsible for that area as directed by the
              Students‟ Union Treasury.
       (iv)   Residential Associated Bodies
              i. Either Committee Treasurer and/or Committee President as directed
              by the Students‟ Union Treasury.
        (v)   Other:
             i. Signature of one duly authorised person responsible for that area.
             ii. The individual authorising payment shall not be a beneficiary of that
                  payment.
(d) Cash:

    1.   All cash shall be receipted without deduction.
    2.   A cash float for incidental expenses shall be issued only upon the specific
         request of an authorised signatory who shall not be the holder of the float.

                                          114                               February 2009
    3.   All petty cash floats shall be maintained upon the imprest system.
    4.   No cash payment shall be made without obtaining a proper receipt.
    5.   No cash payment shall be made in excess of £30, unless specifically approved
         in advance by an authorised signatory.

(e) Purchase Orders:

    1.   All orders should be made on official University of Nottingham Students‟ Union
         order forms:
         (i)    Orders should be signed by the person making the order and by an
                authorised signatory, as follows:

    Non-A.U. Orders –
       (i)   Either the Students‟ Union Finance & Services Officer or General
             Manager.

    A.U. Orders –
         (i)   The A.U. Officer or one of the A.U. Finance Officers, and
         (ii) Either the Students‟ Union Finance & Services Officer or General
               Manager.
         (iii) Orders should be costed, ideally with accurate prices but at least with
               estimates.

(f) Capital Assets and Leases:

         (i)     Executive Committee shall approve the purchase of any item, which
                 shall be considered to be a capital asset, and which shall remain on the
                 balance sheet beyond the current financial year-end.
         (ii)    Executive Committee shall determine the policy on the rate of
                 depreciation for different classes of capital assets.
         (iii)   Executive Committee shall approve the acquisition of any asset by way
                 of a leasing agreement over a period of longer than twelve months.




                                            115                              February 2009
             CHAPTER 21: ELECTIONS
    21.1 GENERAL

(a) Appointment to all non-staff positions within the Students' Union and all of its
    affiliated groups shall be by election unless explicitly stated elsewhere in a
    constitution or set of regulations.

(b) All elections shall be conducted using Single Transferable Vote (STV) as laid out in
    the Electoral Reform Society's publication "How to Conduct an Election by the
    Single Transferable Vote (1997)".

(c) A copy of the Electoral Reform Society's publication "How to Conduct an Election
    by the Single Transferable Vote (1997)" shall be available for viewing through the
    Students' Union Democracy & Communications office.

(d) In any election there shall be a Returning Officer who is responsible for ensuring
    the efficient, fair and correct running of the election.

(e) The Returning Officer, and any Assistant Returning Officers, shall not be a
    candidate or an open supporter of any candidate.

    21.2 ELIGIBILITY

(a) In addition to current Full Members, former Full Members of the Students‟ Union
    undertaking placement years shall be deemed to be Full Members for the
    purposes of standing as candidates in elections for positions to be taken up upon
    their return to, and registration with, the University.

(b) Only Full Members of the Students' Union are eligible to vote in any election.

(c) Only Full Members of the Students' Union are eligible to propose, second or in any
    other way nominate any candidate in an election.

(d) Further limits on eligibility may be laid out in the constitution of the individual
    group.

    21.3 NOTIFICATION

(a) The Returning Officer shall endeavour to the best of their ability to inform anyone
    who is eligible to stand or vote in an election of their right to do so.

(b) The Returning Officer shall notify the Students' Union Democracy &
    Communications Officer or the Officer who‟s remit relates to that student group of
    the forthcoming elections. This is with the exception of elections for Residential
    Associated Bodies where the Students‟ Union Democracy & Communications Officer
    shall notify the Returning Officer for each Committee Election of the timings for the
    forthcoming elections.

(c) Except as provided elsewhere in the Students‟ Union Constitution, Students‟ Union
    Regulations or the constitution of an individual group, the Returning Officer shall
    give at least 5 clear Students' Union Days notification of poll.

(d) Notification of Poll shall include: the positions available, the timetable of elections
    and contact details for the Returning Officer.




                                           116                                February 2009
    21.4 TIMETABLE FOR NOMINATIONS

(a) There shall be a period of open nominations during which nominations may be
    submitted to the Returning Officer.

(b) Nominations shall close at a pre-arranged time which is advertised to the
    electorate and prospective candidates.

(c) The Returning Officer shall ensure that nominations are open for suitable time to
    allow a fair opportunity for all prospective candidates.

    21.5 NOMINATIONS

(a) Except for cross-campus elections, all nominations must include:

    1.   The name and signature of the candidate.
    2.   The name and agreement of the proposer.
    3.   The name and agreement of the seconder.
    4.   Any such other information as laid out in the Students‟ Union Constitution,
         Students‟ Union Regulations or the constitution of any individual group.

(b) Nominations shall be deemed valid or not by the Returning Officer, subject to
    approval if necessary from Elections Committee.

(c) No nomination may be accepted after the Close of Nominations.

    21.6 PUBLICITY

(a) No publicity in any election may breach Students' Union Policy, the Students‟
    Union Constitution or the Students‟ Union Regulations.

(b) All publicity must be approved in advance by the Returning Officer.

    21.7 HUSTINGS

(a) There shall be at least one "hustings" at which candidates shall be able to present
    themselves and answer questions from the floor.

(b) Hustings shall not contravene Students‟ Union policy in particular policies „Equal
    Opportunities‟ „Inclusiveness of Students‟ Union Group Events‟ and „Policy on
    Events involving Alcohol‟.

(b) All candidates should be given equal precedence at any hustings.

    21.8 VOTING

(a) Re-Open Nominations shall be an option in all elections and the Returning Officer
    shall ensure this option is explained to members.

(b) Voting shall be by secret ballot unless the meeting at which the election is taking
    place decides otherwise by simple majority of those present and eligible to vote.

(c) The Returning Officer shall ensure that suitable ballot papers are available for any
    paper ballot.

(d) All ballot papers shall be collected by the Returning Officer, or by an appointed
    deputy.




                                          117                              February 2009
(e) All Associations shall have the option, where possible, of using the Students‟ Union
    Website to host their elections.

(f) It is the duty of the Returning Officer to ensure voters are made aware of Portal
    elections.

    21.9 COUNTING

(a) Counting shall be conducted by the Returning Officer and any members of
    Elections Committee or Counting Assistants as required.

(b) The Returning Officer shall rule on whether any ballot paper is determined spoilt.

(c) In elections for one vacancy, Re-Open Nominations shall be treated as an ordinary
    candidate.

(d) In elections with more than one vacancy where a Re-Open Nominations candidate
    is elected, any surplus and any further votes shall be transferred to a further Re-
    Open Nominations candidate. This stage shall be repeated as often as required.

(e) For any vacancies where Re-Open Nominations is elected, the Returning Officer
    shall initiate a re-election within 5 Students‟ Union days.

    21.10 CONDUCT IN ELECTIONS

(a) No Executive Officer may propose, second, or act in support of any candidate.

(b) No former Executive Officer may propose, second, or openly support any
    candidate.

(c) No Executive Officers-elect may propose, second, or act in support of any
    candidate.

(d) Candidates may criticise only the policies of another candidate that have appeared
    in the campaign, but at no time may they remark on the persona of another
    candidate.

(e) Candidates may stand on a political platform if, where applicable, the Returning
    Officer has gained the approval of the club/society concerned for the candidate to
    stand using their name. Where no such society exists, the Returning Officer may
    accept approval given by a local constituency party chairperson (or equivalent) or
    any party officer of higher rank.

(f) Candidates may not support in any way other candidates in their election or
    elections that are being run in conjunction with their poll.

(g) Candidates and their supporters may not attempt to influence the voting of any
    individual through their presence at the point of voting.

(h) Candidates shall in no way attempt to undermine the fair and democratic running
    of the election.

(i) Candidates shall be responsible for the conduct of their supporters.

(J) Candidates or their supporters shall not take action by which the elections are
    brought into disrepute.




                                          118                              February 2009
                            CHAPTER 22:
         CROSS-CAMPUS ELECTIONS
    22.1 RESPONSIBILITY

(a) The Returning Officer for cross-campus elections shall normally be the student
    appointed by Elections Committee unless they are a candidate or unavailable for a
    valid reason, in which case the Returning Officer shall be the Democracy &
    Communications Officer or as appointed by Elections Committee. Under no
    circumstances shall the President be Returning Officer.

(b) The Returning Officer shall be responsible for the efficient, fair and correct
    administration of the election, including:

    1. Accepting valid nominations and withdrawals.
    2. Oversee the production and issuing of ballot papers.
    3. Ensure that elections are run fairly and that candidates abide by election rules.
    4. Chairing the meetings of Elections Committee when discussing issues related to
       candidates, rules, representations, appeals and counting.
    5. Oversee the count.

(c) The Democracy & Communications Officer shall be responsible for:

    1. Publicising the elections from Notification of Poll to all those who are eligible to
       stand and vote in the election.
    2. Making Nomination Packs available to potential candidates.
    3. Arranging the production and issuing of ballot papers alongside the Returning
       Officer.
    4. Organising hustings.
    5. Locating and arranging staffing of Polling Stations.
    6. Chairing the meetings of Elections Committee for the duration of the election
       except when discussing issues related to candidates, rules, representations,
       appeals and counting.
    7. Organising the count and declaring the result.
    8. Publicising the results to interested parties.

(d) Elections Committee shall assist the Returning Officer in their duties and oversee
    the general conduct of the election, including issuing directions to any persons
    concerned in the management of the elections in accordance with these
    regulations.

(e) Elections Committee shall have the power to appoint Elections Assistants to assist
    in the operational aspects of the elections.

    22.2 TIMETABLE FOR CROSS-CAMPUS ELECTIONS

(a) NUS Annual Conference Delegates:

   1. NUS Annual Conference Delegates must be elected before the registration
      deadline of that year‟s NUS Annual Conference.
   2. Voting shall take place for at least three Students‟ Union Days.
   3. There shall be at least five Students‟ Union Days of campaigning before voting
      begins.
   4. Nominations shall be open for at least five Students‟ Union Days.



                                           119                               February 2009
   5. There shall be at least five Students‟ Union Days between the Notification of
      Poll and the Opening of Nominations.
   6. The Democracy and Communications Officer shall ensure that the elections are
      publicised at Freshers Fayre and at other times.

 (b) Executive Elections:

    1. Notification of Poll by Friday of the 4th week of the Spring Term.
    2. Open Nominations by 9.00 a.m. Friday of the 5th week of the Spring Term.
    3. Nominations shall be open for at least 8 Students‟ Union days.
    4.  There shall be at least five Students‟ Union days of campaigning before voting
        begins, to include hustings.
    5. Voting will take place Monday to Friday of the 9th week of the Spring Term,
       inclusive.

(c) Elections Committee shall agree the election timetable before Notification of Poll.

(d) Elections Committee may, up to 24 hours after the Close of Nominations, increase
    the number of days available for voting.

    22.3 NOMINATIONS

(a) Nominations shall be provided to the Returning Officer in writing.

(b) Nominations for NUS Conference Delegates and Executive Officers shall consist of:

    1. The candidate's signature in the case of a candidate standing in absence (for
       example a student on a placement or year abroad) this can just be an e-mail
       confirmation.
    2. The agreement of 5 proposers, confirming the suitability of the candidate. In
       the case of a candidate standing in absence (for example a student on a
       placement or year abroad) this can just be an e-mail confirmation.
    3. A declaration that the candidate has read and agrees to abide by rules
       governing the elections. In the case of a candidate standing in absence (for
       example a student on a placement or year abroad) this can just be an e-mail
       confirmation.
    4. The candidate's manifesto electronically as described in the Nomination Pack.
    5. An electronic word-only version of the candidate‟s manifesto.
    6. One passport sized photograph.

(c) Nominations for Executive Officers shall also consist of the candidate‟s agreement
    to the Charity Trustee Declaration and answers to questions set by the Democracy
    & Communications Officer in consultation with relevant Executive Officers.

(d) Nominations for NUS Conference Delegates may include a 500 word political
     statement detailing their views and how they would vote on issues likely to be
    discussed at conference.

(e) Candidates and proposers must also supply their University Card numbers.

(f) Candidates may not nominate themselves for more than one position in a set of
    elections. Candidates are not allowed to hold two or more positions as Officers of
    the Students' Union.

(g) No person may propose more than one candidate for any single position in a set of
    elections.

(h) A candidate can withdraw their nomination by informing the Returning Officer in
    writing prior to the commencement of the Count.



                                          120                               February 2009
    22.4 CANDIDATE TRAINING
(a) There shall be Candidate Training in a manner to be determined by Elections
    Committee. The training shall include written documentation detailing the election
    rules.

(b) There shall be Pre-Candidate Training to be held between Notification of Poll and
    Open Nominations. This will include information about the structure of the
    Students' Union and each position being elected.

(c) Executive Officers will be available during Pre-Candidate Training in order to
    answer questions and provide information.

      22.5 PUBLICITY AND REPORTING

(a) Publicity for both the elections and Elections Committee should be a priority
    throughout the year, with a member of Elections Committee being assigned
    responsibility for this role, to be determined by Elections Committee.


(b) All campaign publicity must be issued or approved by the Returning Officer or the
    Democracy & Communications Officer.


(c) All publicity for elections is the responsibility of Elections Committee. No candidate
    may interfere with the publicity of another candidate.


(d) No publicity that shall be allowed with discriminates on the grounds outlined in the
    policy “Equal Opportunities”.


(e) No publicity may be displayed which directly, or indirectly, criticises the persona of
    any other candidate.

(f) Candidates may only send personal electronic communications (e.g. email, msn,
    text messages) referring to their candidacy under the following conditions:

         1. Messages must be addressed to private contacts known to the candidate.
            These may not be contacts acquired because of a position held or through
            another person or group.

         2. Messages (if possible) must be copied to an e-mail address designated by
            Elections Committee.

         3. In the case of e-mails they must include a footer approved by Elections
             Committee instructing the recipient not to forward the message, or send
             bulk e-mail referring to the election.


(g)   Candidates manifestos should be available on the Students‟ Union website.

(h)   No Students' Union staff, affiliated body, JCR, or body receiving a Students‟
      Union grant may give support to any candidate, nor campaign against any
      candidate by any means.

(i)   For all cross-campus elections a publication will be produced containing:
        1. Official notification of voting times and location of ballot boxes and details of
           online voting:
        2. Official list of candidates and their nominated posts.
        3. A description of each post.

                                            121                                February 2009
         4. The manifesto of every candidate.

 (j)    Any affiliated body or body receiving a Students‟ Union grant who wish to report
        on the cross-campus elections must submit their articles to the Returning Officer
        before publication, to ensure that their content does not contravene the election
        rules. They must be published with the exact wording as approved by the
        Returning Officer.

 (k)    All reporting and publicity for cross-campus elections must give equal coverage
        and representation to all candidates.

 (l)     Candidates may campaign by electronic means so long as:
         1. The method(s) used are freely available to every candidate (this includes,
            but is not limited to sites such as facebook, YouTube, myspace and MSN).
         2. The communication dose not constitute of spam.

 (m) Spam shall be defined as any unsolicited electronic communication.

 (n)    A person shall have been deemed to have solicited an e-communication by
        forming some kind of agreement with another person, e.g. giving the candidate
        their email address, adding the candidate as a friend on facebook, handing the
        candidate their mobile number and so on.

 (o)    A person shall be deemed to have solicited an electronic communication if they
        have in some way enabled the sender to communicate with them (for example,
        giving them their email address).

       22.6 CANDIDATES' CAMPAIGN PUBLICITY & REPORTING

 (a) All publicity should be ordered on a form provided by the Returning Officer or
     Democracy & Communications Officer.

 (b) All publicity and sundries shall be charged to the candidates‟ given publicity
     budget which shall be:-

       1. £25 for NUS Delegate candidates.
       2. £45 for Executive Officer candidates.


(c)    Candidates‟ publicity and sundries may only be obtained through the Returning
       Officer and expenditure must not exceed the given budgets.

 (d) The only name that candidates ' publicity may mention is that of the candidate,
     unless approved by the Returning Officer.

(e)    All candidates should be given a set amount of basic items to aid in their publicity.
       These items should be determined by Elections Committee.

(f)    Candidates should be able to use any items acquired for their campaign, at the
       discretion of Elections Committee. Acquisition is defined as “the obtaining of an
       item that is commonly available to you, and that cannot reasonably be purchased,
       without any payment or reward at any stage of the process”.

 (g) Any publicity that is not ordered through the Returning Officer must be approved
     and 'signed off' by a member of Elections Committee.

 (h) Canvassing or campaigning of any variety before the "Open Campaigning" time
     will not be permitted.




                                             122                               February 2009
    22.7 HUSTINGS

(a) Elections Committee will publicise the election at every hall during the election.

(b) For Executive elections there shall be hustings at Jubilee, Sutton Bonington,
    University Park, and Q.M.C. in a manner determined by Elections Committee.

(c) For NUS Annual Conference Delegate Elections there shall be hustings at Sutton
    Bonington and University Park in a manner determined by Elections Committee.
    Other hustings may be held at the discretion of Elections Committee.

(d) Elections Committee should develop online hustings and provide opportunity for
    the electorate to question candidates online.

(e) Elections Committee will ensure that each candidate is given an equal opportunity
    to speak at each Hustings, be this debates, speeches, questions, answers or in
    any way the husting may be run.

(f) All questions should be addressed through the chair.

(g) The times and venues of hustings shall publicised by Elections Committee.

(h) It is required that candidates attend or send written apologies to the Returning
    Officer for each hustings where they are due to speak.

    22.8 VOTING

(a) A Polling Station staffed by a Polling Clerk shall be present on each day of voting
    at the following times, and at any other time and in any other place as deemed
    appropriate by Elections Committee:

    1.   Hallward Library: open 10.00 a.m. – 5.00 p.m.
    2.   George Green Library: open 10.00 a.m. – 5.00 p.m.
    3.   QMC Foyer: open 10.00 a.m. – 5.00 p.m.
    4.   Portland Building: open 10.00 a.m. – 5.00 p.m.
    5.   Jubilee Campus CTF: open 10.00 a.m. – 5.00 p.m.
    6.   Sutton Bonington: open at those times agreed by Elections Committee.

(b) A voter may vote at any of the Polling Stations indicated above.

(c) A postal vote facility shall be made available by the Returning Officer.

(d) An online voting facility shall be made available at the discretion of Elections
    Committee. Elections Committee will make candidates aware of rules regarding
    online voting such that it complies with this chapter.

(e) Online voting options shall be publicised specifically to students who are unlikely
    to be able to reach a Polling Station.

(f) Official ballot papers shall be numbered and checked before and after voting.

(g) No candidate, proposer or seconder of any candidate shall preside over a Polling
    Station.

(h) A copy of the manifesto of each candidate for election shall be made available by
    the Returning Officer at each Polling Station.




                                           123                                 February 2009
    22.9 THE COUNT

(a) The Count shall occur as soon as possible after the close of representations,
    unless Elections Committee should find reason to delay the Count for one or more
    elections.

(b) Only the following persons shall assist in the Count:

    1. Returning Officer.
    2. Elections Committee.
    3. Elections Assistants.

(c) The following persons may also be present at the Count:

    1. One nominee of each candidate, who shall not be a candidate.
    2. Two members of Council, not otherwise connected with the election.

Only the persons in categories (i), (ii) and (iii) above shall assist in the Count.

(d) The Returning Officer, at their discretion, may initiate a recount and subsequent
    recounts.

(e) Candidates are entitled to a recount if requested, and discretion is given to the
    Returning Officer to initiate subsequent recounts.

(f) The result of the election shall normally be declared first to the candidate(s) and
    then publicly as soon as possible after the Returning Officer is satisfied that a true
    and accurate result has been arrived at.

    22.10 CONDUCT OF ELECTIONS COMMITTEE

(a) No member of Elections Committee shall openly express any opinion about a
    candidate during the course of an election.

(b) Any member of Elections Committee must inform the committee of any partial
    Interest they may be deemed to have in any election.

(c) Any member of Elections Committee who deems that their personal Interests may
    Interfere with, or be perceived to Interfere with, the fair running of the election
    may temporarily resign from the committee for all business relating in any way to
    that election.

(d) Any member of Elections Committee who, in the opinion of a simple majority of
    the committee, has partial Interests that may Interfere with, or be perceived to
    Interfere with, the fair running of the election will be deemed to have resigned
    temporarily from the committee for all business relating in any way to that
    election.

(e) Complaints about the conduct of Elections Committee should be made through the
    normal complaints procedure.

    22.11 REPRESENTATIONS

(a) Elections Committee shall be the body to which any members of the Students'
    Union can make representation concerning the conduct those involved in the
    elections.

(b) Representations shall normally be made in writing to the Returning Officer on
    forms available from the Administration Office.


                                            124                                February 2009
(c) Representations shall be confidential to Elections Committee.

(d) Elections Committee shall consider and deliberate on all such representations.
    The committee shall normally invite the respective candidate(s) and other
    Interested parties to respond.

(e) For the deliberation only members of Elections Committee shall be present.
    Elections Committee shall reject, accept, or accept and allocate points with
    respect to each representation.

(f) There shall be a joint meeting of Outgoing and Incoming Elections Committee,
    before the end of each session, to review the guidelines for allocating marks for
    electoral misconduct.    These discussions shall be "in camera" and the
    documentation held in confidence.

(g) Each candidate shall have a threshold of 50 points, after which Elections
    Committee shall have the power to exclude that candidate during the course of an
    election; such a decision shall require two-thirds majority of the committee. The
    authority of such a decision can only be overturned by the Select Committee for
    Electoral Disputes.

(h) The discussed candidate shall be informed by the Returning Officer as soon as
    possible, in writing, the result of the deliberation. The Returning Officer shall
    inform the Students' Union President of the result as soon as possible.

(i) Any candidate disqualified from an election will be liable for the full cost of their
    publicity budget, at the discretion of the Elections Committee.

(j) There shall be a "Close of Representations", after which Elections Committee shall
    accept no more representations.

(k) The Close of Representations shall be not less than ½ hour and not more than 24
    hours after the close of poll.

(l) Any new representations made after the Close of Representations may only be
    heard as part of an appeal to the Select Committee for Electoral Disputes.

    22.12 SELECT COMMITTEE FOR ELECTORAL DISPUTES

(a) There shall be a Select Committee for Electoral Disputes.

(b) The scope of the Select Committee for Electoral Disputes shall be to discuss and
    make judgements on decisions of Elections Committee.

(c) The Select Committee for Electoral Disputes shall comprise:-

    1. An Honorary Officer of the Students‟ Union.
    2. A past President of the Students‟ Union.
    3. 1 of a pool of 6 former members of Students' Union Council (see Chapter
       Complaints).

(d) The Chair of the committee shall be the Honorary Officer.

(e) The Students‟ Union President shall normally act as secretary to Select Committee
    for Electoral Disputes. The secretary shall provide the committee with the
    Students‟ Union Constitution, Students‟ Union Regulations, minutes of Elections
    Committee for that session, copies of the testimonies initially made to the
    Returning Officer, and any statements or declarations made in writing by Elections
    Committee to the candidate(s) or President.



                                          125                               February 2009
(f) The Returning Officer and the complainant shall agree with the President the
    composition of the Select Committee from members of the eligible pool.

(g) All complaints outside the scope of the Select Committee for Electoral Disputes
    shall be taken to the Complaints Committee.

(h) An appeal may be made by any candidate, any member of Elections Committee or
    any member of Students' Union Council, and must be submitted in writing to the
    Students' Union President.

(i) An appeal may be made by elections committee as a whole where they have
    reasonable grounds to believe that the elections have not been conducted in a
    free and fair manner.

(j) The Select Committee for Electoral Disputes shall have powers to:

    1. Collect and review documentation relating to the election.
    2. Request reports or statements from individuals involved in the elections or any
       specific events relevant to the appeal.
    3. Exclude any candidate from the election to which the appeal relates.
    4. Reinstate any candidate excluded by Elections Committee.
    5. Declare nominations re-opened for the election.
    6. Reject any appeal.

(k) All other appeals must be lodged within three Students' Union Days of the Close of
    Representations.

(l) Appeals against exclusion from an election must be lodged within two Students'
    Union Days of the candidate being informed of the exclusion.

(m) The President shall:-

    1. Convene a Select Committee within five Students‟ Union Days of the close of
       appeals deadline.
    2. Notify Elections Committee via the Democracy & Communications Officer with a
       full copy of all appeals within one Students‟ Union Day of the close of appeals
       deadline.
    3. Notify the elected candidate and provide an anonymous copy of the appeal
       within one Students‟ Union Day of the close of appeals deadline.
    4. Notify all candidates who ran for the position being appealed that an appeal has
       been lodged, within two Students‟ Union Days of the close of appeals deadline.
    5. Provide the Select Committee for Electoral Disputes with all documentation
       gathered for each appeal and guidelines of their duties within one Students‟
       Union Day of collation.

(n) Prior to the select committee hearing the procedure shall be as follows:

       Elections committee shall submit a written response to each appeal lodged to
       the president within three Student‟s Union days of their notification of appeal.

       The Implicated candidates shall have the opportunity to submit a written
       response to each appeal lodged against them to the president within three
       Student‟s union days of their notification of appeal.

       All parties should have the opportunity to read the written response of the
       parties prior to the select committee.

       Where such responses contain confidential information or there is a need to
       protect anonymity then the implicated candidate shall receive an anonymized
       copy of the written response.


                                          126                               February 2009
(o) The Chair of the Select Committee shall liaise with the select committee within
    three Students‟ Union days of receiving appeals documentation to determine
    further information required and communicate this to the President who shall
    collect it.

(p) The Select Committee for Electoral Disputes shall meet and come to a decision on
    all appeals within 12 Students‟ Union days after the close of appeals.

(q) The procedure at the select committee shall be as follows:
    A representative of elections committee (normally the returning officer) shall
    present the case against the implicated candidate presenting such evidence as
    they think fit.

    The implicated candidate (or their nominated deputy) will then be given the
    opportunity to present their case and respond to that of elections committee.

    The Chair will give elections committee and the implicated candidate (or their
    nominated deputy) the opportunity to ask questions of each other, and the
    members of the committee to ask questions of elections committee and the
    implicated candidate.

    Once the questioning has been complete both elections committee and the
    implicated candidate (or their nominated deputy) will be given the opportunity to
    make a closing statement.

    The chair will ask elections committee and the implicated candidate (or their
    nominated deputy) to leave the room while the select committee make their
    decision.

    If for any reason during their discussion the select committee require clarification
    of any aspect of the case then both parties will be invited back into the meeting
    while further questioning takes place.

    Once a decision has been made both parties shall be notified in writing within two
    Student‟s union days.

(r) Where the appeal is an appeal by elections committee against the free and fair
    running of the election candidates standing in that election or a member of
    Student‟s union council may challenge the appeal and the procedure shall be as
    stated above.

(s) Where the appeal is brought by another candidate or a member of Student‟s
    union council against the result of the election then the procedure shall be the
    same as stated above.

    22.13 RE-OPENING OF NOMINATIONS

(a) In any election where Re-Open Nominations is elected, Elections Committee shall
    initiate a re-election within 5 Students' Union Days.

(b) The form of any re-election shall be decided by Elections Committee, in line with
    the Education Act (1994).

(c) Any candidate not elected shall be entered on the re-opened ballot paper unless
    they inform the Returning Officer in writing that they wish to withdraw.




                                          127                               February 2009
                            CHAPTER 23:
          NUS ANNUAL CONFERENCE
    23.1 DELEGATION

(a) The Delegation of the University of Nottingham Students‟ Union to NUS Annual
    Conference shall comprise of the Delegate entitlement as laid down by NUS.

(b) The University of Nottingham Students' Union Delegation shall consist of:

    1. Democracy & Communications Officer.
    2. X other members of the Students‟ Union elected by cross-campus ballot (where
       X is the Delegate entitlement minus one).

    23.2 ELECTORATE FOR DELEGATION

(a) The electorate for NUS Conference Delegates shall be all Full Members of the
    University of Nottingham Students' Union.

    23.3 DELEGATES
(a) Each Delegate is mandated to vote, in descending order of authority, in line with:

   1.   Students‟ Union Policy.
   2.   Students‟ Union List of Outstanding Mandates.
   3.   Conference Motions containing text submitted by the Students‟ Union.
   4.   Their judgement of the majority view of the Full Members of the University of
        Nottingham Students‟ Union.

(b) In case of conflicting mandates, the Delegation should first try to take the motion
    „in parts‟ so that they can vote in line with all mandates.

(c) If it is not possible to take the motion in parts then the Delegates shall vote as
follows:

    1. If there is a conflict between two mandates of the same order of authority,
       they shall abstain.
    2. If there is a conflict between two mandates of a different order of authority,
       then they shall follow the mandate of higher authority, except in case of
       Implicit Conflicts (conflicts between something stated in Policy and something
       that supports Policy, but is not explicitly stated therein).
    3. In the case of Implicit Conflicts, irrespective of order of authority, Delegates
       may choose between following the line of the explicitly stated Policy or
       abstaining.

(d) Delegates shall remain on the NUS Annual Conference floor at all times, at the
    discretion of the Delegation Leader.

(e) Delegates shall submit a written report to Council. This report shall be submitted
    to the Democracy & Communications Officer prior to the first close of business
    after NUS Annual Conference. It shall detail in separate sections:

    1. Their conduct as an individual Delegate at NUS Annual Conference.



                                           128                               February 2009
    2. The representation of the University of Nottingham Students‟ Union at NUS
       Annual Conference.
    3. NUS Annual Conference business.

(f) Delegates speaking at NUS Annual Conference shall present themselves to
    Conference as a member of the University of Nottingham Students‟ Union
    representing the students of the University of Nottingham.

(g) Delegates wishing to make a speech on behalf of the University of Nottingham
    Students‟ Union shall inform the Delegation Leader.

(h) Delegates shall each be entitled to expenses consisting of:-

    1. £5 per day for attendance at NUS Annual Conference.
    2. Transport to and from the Delegate's home residence, if in vacation, to NUS
        Annual Conference at a level not exceeding a standard return, subject to the
        production of the relevant receipts.
    3. Transport to and from the Delegate's hotel to NUS Annual Conference venue,
       subject to the production of the relevant receipts.

(i) Delegates must obey NUS's Delegate's Protocol.

    23.4 DELEGATION LEADER

(a) The Delegation Leader shall be the Democracy & Communications Officer.

(b) The Delegation Leader shall be responsible for the Delegation.

(c) The Democracy & Communications Officer shall make available copies of all
    relevant NUS Annual Conference documents to all Delegates as soon as is
    reasonably possible.

(d) The President shall ensure that copies of all relevant NUS Annual Conference
    documents are made available to the Democracy & Communications Officer at the
    earliest convenience.

(e) The Delegation Leader and President shall ensure that the Democracy &
    Communications Officer is consulted for Interpretation of the Constitutional,
    Regulatory and Policy implications of any decisions to be made at National
    Conference.

(f) The Delegation Leader shall have a deliberative vote and, in the event of a tie, a
    casting vote in any votes involving the Delegation. The casting vote of the
    Delegation Leader shall be bound by Students‟ Union policy as laid down in the
    Students‟ Union Policy File, where applicable.

(g) The Delegation Leader shall be responsible for the casting of the "Card Vote", the
    casting of which shall require a simple majority of the Delegation present on NUS
    Annual Conference floor.

(h) The Delegation Leader shall be responsible for the payment of expenses.

(i) The Delegation Leader shall chair any out-of-session meetings of the Delegation
    that may be necessary to discuss NUS Annual Conference issues.

(j) The Delegation Leader shall submit an additional written report to Council. It shall
    detail his/her conduct at NUS Annual Conference as Delegation Leader, as
    opposed to a Delegate.




                                          129                              February 2009
      23.5 GENERAL

(a) Delegates and Observers to NUS Annual Conference shall attend the meeting of
    Council subsequent to the first close of business after NUS Annual Conference.

(b) The Democracy & Communications Officer shall submit a written report to
    Students' Union Council. This report shall be submitted prior to the first Close of
    Business after NUS Annual Conference detailing the involvement they have had
    and any rulings they have made.

(c) Reports submitted to Council, with the exception of the Delegation Leader's
    additional report, over 500 words in length shall be accepted or not at the
    discretion of the Chair.

(d) Reports submitted to Council shall be made available for viewing on the Students‟
    Union web site, as soon as is reasonably possible after the first close of business
    after NUS Annual Conference, with access restricted to the University network
    where possible.

(f) Observers must obey NUS‟s Observer‟s Protocol.

      23.6 BREACH

(a) Any Delegates or Observers to NUS Conference who break NUS's Protocols or do
    not fulfil their duties as specified in this chapter shall be liable to pay all expenses
    they have incurred, at the discretion of Council.

      23.7 COMPOSITING

(a) The University of Nottingham Students' Union Compositing Delegation shall
    consist of X members of the Students' Union elected by NUS Committee (where X
    is the Compositing Delegation entitlement).

(b) Compositing Delegates are mandated to composite in favour of motions proposed
    or seconded by the University of Nottingham Students' Union, and to composite in
    line with the Students' Union policy as laid down in the Students' Union Policy File.
    In no circumstance may Compositing Delegates composite in such a way to lend
    the support of the Students' Union to a motion or amendment thereof that
    contradicts Students' Union Policy.

(c) The University of Nottingham Students' Union Compositing Observers shall consist
    of X members of the Students' Union elected by NUS Committee (where X is the
    Compositing Observers entitlement).

(d)   Compositing Delegates and Observers shall submit as full a report as possible to
      the Democracy & Communications Officer on the motions being sent to National
      Conference as soon as possible after Compositing, but not less than 3 days before
      the Conference.




                                            130                                February 2009
                           CHAPTER 24:
        UNIVERSITY REPRESENTATION
   24.1 INTRODUCTION

  1. The Students‟ Union is entitled to send representatives to a number of
     University Committee meetings. The University sets out who we can send to
     these meetings in each of the committees Terms of Reference. A number of
     these positions are held by Executive Officers.

  2. In some circumstances Union Council can elect members of the Students‟ Union
     to attend the committee meetings – these representatives are shown in italics
     below.

  3. The University regularly sets-up working groups and other small temporary
     committees, the list here does not include these but does list the committees
     which report into University Senate and Council – the two main University
     committees.

  4. A full list of University Committees, their Terms of Reference and descriptions
     of the committees is available online at:
     http://www.nottingham.ac.uk/registrar/committees


   24.2 REPORTING REQUIREMENTS

  1. A brief report regarding each meeting of the committees below, where
     required, shall be made to the Union Council meeting following the meeting of
     the committee.

  2. The report should cover the issues discussed within the meetings which will
     effect and/or impact upon students.

The individual responsible for writing the report is the first listed representative. In
their absence the next listed individual is responsible for writing the report only.




                                           131                                February 2009
24.3 Committee List

                                                                                                             REPORT TO
COMMITTEE NAME                                REPRESENTATIVES
                                                                                                           UNION COUNCIL
Academic Appeals Committee                         SU Executive                                                No
Academic Board – Humanities                        The Faculty Co-ordinator for the Arts                       No
                                                   The Faculty Co-ordinator for Law, Social Science and
                                                    Education
                                                    (1Taught Postgraduate GT, 1Research Postgraduate)
                                                    elected at the Education Networks AGM
Academic Board – Medicine & Health Sciences        The Faculty Co-ordinator for Medicine and the Health        No
                                                    Sciences
                                                   (1Taught Postgraduate GT, 1Research Postgraduate)
                                                    elected at the Education Networks AGM
Academic Board – Science & Engineering             The Faculty Co-ordinator for the Sciences                   No
                                                   The Faculty Co-ordinator for Engineering
                                                   (1Taught Postgraduate GT, 1Research Postgraduate)
                                                    elected at the Education Networks AGM
Advisory Group on Disability                       Equal Opportunities Officer                                 No
                                                   Disabled Students‟ Network President
Advisory Group on Racial Equality                  Equal Opportunities Officer                                 No
                                                   ISB President
Council                                            President                                                   Yes
                                                   Education Officer
Court                                              Members of Senate & Council                                 No
E-Learning/E-Knowledge Committee                   Education Officer                                           No
Finance Committee                                  President                                                   Yes
Gender Advisory Group                              Equal Opportunities Officer                                 No
Hall Catering Forum                                SU Welfare Officer (Chair)                                  No
                                                   JCR Welfare Officers from Catered University Halls
Hall Management Forum                              SU Welfare Officer (Chair)                                   N
                                                   JCR Presidents from University Halls
Information Services Strategy Board                Democracy & Communications Officer                          Yes
                                                   Education Officer
Safety Committee                                   Societies Officer                                           Yes
                                                   Welfare Officer
Senate                                             President                                                   Yes
                                                              132                                              February 2009
                                     Finance & Services Officer
                                     Education Officer
                                     Welfare Officer
                                     Intersite Officer
                                     PGSA President
                                     Any 2 Faculty Co-ordinators
Senate Disciplinary Committee        Disabled Students‟ Officer               No
                                     LGBT President
                                     Mature Students Association President
                                     PGSA President
                                     Sutton Bonington Guild Chair
                                     Women's Officer
                                     The SU Executive
Space Management Committee           President                               Yes
Statutory Safety Committee           A.U. Officer                            Yes
                                     Societies Officer
                                     Student Run Services Officer
Student Affairs Committee            Welfare Officer                         Yes
                                     Education Officer
Student Support Funds Committee      Welfare Officer                         No
Learning & Teaching Committee        Education Officer                       Yes
                                     President




                                                133                           February 2009
                            CHAPTER 25:
         EXTERNAL REPRESENTATION
    25.1 GENERAL

(a) The Students' Union is entitled to send certain representatives to certain
    meetings, conferences and other gatherings external to the University of
    Nottingham.

    25.2 NUS ANNUAL CONFERENCE

(b) See Chapter NUS Annual Conference.

    25.3 NUS REGIONAL CONFERENCE

(a) The Delegates shall be, in order of preference:

    1.   President.
    2.   NUS Annual Conference Delegates.
    3.   Members of Council.
    4.   Other representatives of the Students' Union.

(b) Where there are more candidates of the same order of preference as stated above
    wishing to attend NUS Regional Conference than there are vacancies, the
    Delegates shall be selected by Executive Committee.

    25.4 NUS LIBERATION CAMPAIGN AND SOCIAL POLICY
    CONFERENCES

(a) Conference Delegates

    1. LGBT Conference -
       i.    Any delegates in addition to the LGBT Officer shall be elected at a
             General Meeting of the LGBT
       ii.   Should LGBT fail to elect representatives to attend the conference the
             Delegates shall be elected by Executive Committee.

    2. Black Students‟ Conference -
       ii.    The Black & Minority Ethnic Students Officer shall be an ex-officio
              delegate to NUS Black Students‟ Conference; should more than one
              delegate be sent then the Black Students Officer shall be delegate
              leader.
       iii.   Any delegates in addition to the Black Students Officer shall be elected
              at a General Meeting of the Black & Minority Ethnic Students
              Committee.

   3. Disabled Students‟ Conference -
      ii.    The Disabled Students Officer shall be an ex-officio delegate to NUS
             Disabled Students‟ Conference; should more than one delegate be sent
             then the Disabled Students Officer shall be delegate leader.
      iii.   Any delegates in addition to the Disabled Students Officer shall be
             elected at a General Meeting of Disabled Students‟ Network.

   4. Women‟s Conference -

                                           134                             February 2009
       ii.     The Women‟s Officer shall be an ex-officio delegate to NUS Women‟s
               Conference; should more than one delegate be sent then the Women‟s
               Officer shall be delegate leader.
       iii.    Any delegates in addition to the Women‟s Officer shall be elected at a
               General Meeting of the Women‟s Network.

   5. NUS Mature Students‟ Conference -
       i. The Delegation of the University of Nottingham Students‟ Union to the NUS
            Mature Students‟ Conference shall comprise of the Delegate entitlement as
            laid down by NUS.
       ii. The Mature Students Officer shall be an ex-officio delegate to NUS Mature
            Students‟ Conference; should more than one delegate be sent then the
            Mature Students Officer shall be delegate leader.
       iii. Any delegates in addition to the Mature Students Officer shall be elected at
            a General Meeting of the Mature Students Association.
       iv. Should the Mature Students‟ Network fail to elect a representative to attend
            the conference the Delegates shall be elected by the Executive Committee.

   6. NUS International Students‟ Conference -
       i. The Delegation of the University of Nottingham Students‟ Union to the NUS
            International Students‟ Conference shall comprise of the Delegate
            entitlement as laid down by NUS.
       ii. The International Students Officer shall be an ex-officio delegate to NUS
            International Students‟ Conference; should more than one delegate be sent
            then the International Students Officer shall be delegate leader.
       iii. Any delegates in addition to the International Students Officer shall be
            elected at a General Meeting of the International Students Bureau.
       iv. Should the International Students Bureau fail to elect a representative to
            attend the conference the Delegates shall be elected by the Executive
            Committee.

(b) Delegates „ Protocol –
       i. Delegates at a liberation or social policy campaign conference shall abide by
            the rules set down NUS Annual Conference chapter 21.3.
       ii. Delegates should be briefed by the Students‟ Union Democracy and
            Communications Officer and Equal Opportunities Officer prior to them
            attending the conference with regards to Union Policy.
       iii. Observers must obey NUS‟s Observer‟s Protocol.
      iv. Delegates should submit a written report to Council. This report shall be
            submitted to the Steering Committee prior to the first close of business
            after the Conference.
       v. Observers must obey NUS‟s Observer‟s Protocol.
       vi. Any Delegates or Observers to NUS Conference who break NUS‟s Protocols
            or do not fulfil their duties as specified in this chapter shall be liable to pay
            all expenses they have incurred, at the discretion of Council.

    25.5 ALDWYCH GROUP

(a) The representatives shall be:

    1. Education Officer.
    2. President or in their absence another representative of the Students' Union
       nominated by the Education Officer.

(b) The Education Officer shall be considered the lead officer with regard to the
    Aldwych Group.

    25.6 UNIVERSITAS 21

(a) The representatives shall be:

                                            135                                February 2009
   1. Education Officer.

   25.7 REPORTING REQUIREMENTS

(a) NUS Regional Conference:

   1. A report of each Regional Conference shall normally be submitted to Council by
      the Delegation Leader only.
   2. Other Delegates may submit separate reports if they so wish.

(b) NUS Liberation Campaign Conferences:

   1. A report of each Liberation Campaign Conference shall be included in the next
      Council report of the corresponding Associated Body, unless this body doesn't
      exist, in which case each delegate shall submit a report to Council.




                                        136                             February 2009
                         CHAPTER 26:
            EDUCATION NETWORKS
   26.1 GENERAL

The Education Network consists of four interconnected components: Staff-
Student Feedback Committee (SSFC) Representative, School Representatives,
Faculty Coordinators and the Education Officer.

   26.2 STAFF-STUDENT FEEDBACK COMMITTEE
   REPRESENTATIVES

   26.2.1 DESCRIPTION

(a) Staff-Student Feedback Committees (SSFCs) exist in each School and are
    governed by the University‟s Quality Manual.

(b) There must be at least one SSFC in each School, and they each should
    meet at least once per semester, preferably once per term. Students have
    the opportunity to elect, and to stand to become their course‟s Course
    Representative.

(c) The quota of SSFC Representatives should be decided on a course by
    course basis in each School in accordance with the University‟s Quality
    Manual.

(d) Each SSFC Representative should be elected from students registered to
    that course by their peers in a manner determined on a School by School
    basis, in accordance with the University‟s Quality Manual. The staff contact
    and School Representative should inform the relevant Faculty Coordinator
    and the Education Officer of the result of said election.

(e) Schools should provide students with facilities to communicate with the
    students on their course and in their School. This should include details on
    the School website and displayed prominently throughout the School.

   26.2.2 DUTIES

(a) It is the responsibility of the SSFC Representatives to effectively
    communicate issues between the students on their course, the School
    management through the SSFC meetings and Head of School, and
    Students‟ Union Council via the Education Officer.

(b)SSFC Representatives collectively in each School should act as the primary
   point of contact for students on their course on issues of academic
   representation.

(c) SSFC Representatives should discuss topical issues gathered from their
    peers and SSFC meetings with their School Representative and their

                                      137                            February 2009
   Faculty Coordinator. This communication should not be limited to official
   meetings.

(e) SSFC Representatives are responsible for ensuring that they are
    contactable to the students they represent in accordance with point 26.2.1
    (e) above.

(f) SSFC Representatives should actively seek to engage with the Education
    Network Committee in accordance with Chapter 7, section 4.

   26.3 SCHOOL COUNCIL REPRESENTATIVES



   26.3.1 DESCRIPTION

(a) This relates to the School Representatives elected annually. The SSFC
    Representatives in each School nominate a fellow SSFC Representative
    each year to represent the School, being the conduit between the
    Students‟ Union and the Students in the School, on academic affairs.

(b) This representative will also be the nominated representative from the
    School to Students‟ Union Council.

(c) Election to the position of School Representative will be by ballot of the
    SSFC Representatives in the academic School in accordance with point
    26.3.1 (a) and under the supervision of the relevant Faculty Coordinator
    and the Education Officer.

(d) At the end of each academic session the School Representative for the
    following academic year will be elected. The SSFC Chair will be responsible
    for notifying the relevant Faculty Coordinator and the Education Officer of
    the result.

   26.3.2 DUTIES

(a) School Representatives, should as a matter of course, be the first point of
    contact for SSFC Representatives in their School.

(b) School Representatives are expected to keep abreast of all major academic
    issues which arise in their School, notifying Faculty Coordinators and the
    Education Officer as appropriate.

(c) Before and after each Union Council the School Representative should
    contact all SSFC Representatives in their School to discuss issues and
    concerns and circulate Council publicity.

(d)School Representatives are expected to attend every Students‟ Union
   council to represent the views of the students in their School.

(e) School Representatives are expected to attend every meeting called by
    their Faculty Coordinator, feeding issues through from the SSFC
    Representatives in their School.




                                      138                            February 2009
(f) School Representatives are expected to be proactive when canvassing
    opinion through, for example, holding meetings with their SSFC
    Representatives.

   26.4 FACULTY COORDINATORS

   26.4.1 DESCRIPTION

(a) Faculty Coordinators are elected annually in accordance with Chapter 9
    (specifically 9.2 (a) and 9.3 (e), points i, ii, iii and iv) as Non-Executive
    Officers of the Students‟ Union. The status of Faculty Coordinators is equal
    to that of a Representational Officer.

(b) Faculty Coordinators will be equal to the number of Faculties as defined by
    the University.

(c) Faculty Coordinators are full members of Education Network Committee,
    which has oversight over the SSFC Representatives liaison between
    university Schools and the Students‟ Union.

   26.4.2 DUTIES

(a) Faculty Coordinators will be a point of contact to all School
    Representatives and SSFC Representatives in their faculty.

(b) Before and after each Union Council the Faculty Coordinator should ensure
    all School Representatives from their faculty have discussed issues with
    and sought feedback from the SSFC Representatives in their School.

(c) Faculty Coordinators are expected to attend all Education Network
    Committee meetings and raise issues there.

(d) Where issues extend beyond the remit of the Faculty Coordinator the
    Education Officer shall be informed in order for the issue to be taken
    forward.

(e) Faculty Coordinators are expected to attend every Students‟ Union Council
    to represent the views of the students in their faculty.

(f) Faculty Coordinators shall call and chair regular meetings of the School
    Representatives in their faculty at least once per term. The Student Chairs
    of SSFCs will also be invited where they are in place.

(g) Faculty Coordinators must attend every University Academic Board
    meeting relevant to their faculty to represent the views of the students in
    their faculty.

   26.5 EDUCATION NETWORK COMMITTEE

(a) The Committee shall comprise:-

   1. Education Officer (Chairman)
   2. The Faculty Coordinators


(b) The Committee shall:-

                                       139                           February 2009
1. Discuss and propose education policy of the Students‟ Union to Council.
2. Liaise and network with Student Representatives on University bodies.
3. To discuss major and systemic problems highlighted by Student
   Representatives on university committees.
4. Consider proposals for campaigns to inform the student body on
   Education issues.
5. Consider proposals to lobby external bodies on education issues.
6. Receive and comment on reports from Academic Boards, Learning and
   Teaching Committee and any other relevant University Committee.
7. Produce and publish reports in each Education Newsletter.

26.6 EDUCATION NETWORK AGM

26.6.1 DESCRIPTION

The Education Network Annual General Meeting will be held once per year,
towards the end of the academic session, after the Students‟ Union
Executive Officer elections.

26.6.2 ATTENDANCE
  1. A Vice-chair of Students‟ Union Council (Chair)
  2. Education Officer
  3. The Faculty Coordinators
  4. All members of the Education Network Committee
  5. School Representatives
  6. SSFC Representatives
  7. Secretary (as nominated by the Education Officer)

26.6.3 AGENDA
  1. Apologies
  2. Acceptance of the agenda
  3. Education Officer Report
  4. Report from the Faculty Coordinators
  5. Other Formal agenda items
  6. Elections (as necessary)

26.6.4 REPORTING

The Education Network AGM shall present a report to last Students‟ Union
Council of each academic session, for formal ratification.




                                  140                          February 2009
                             CHAPTER 27:
                  HONORARY OFFICERS
    27.1 HONORARY OFFICERS

(a) There shall be the following Honorary Officers of the University of Nottingham
    Students‟ Union:

    1.   Honorary President.
    2.   Honorary Treasurer.
    3.   Two to four Honorary Trustees.
    4.   Four to six Honorary Vice-Presidents.

    27.2 SELECTION OF HONORARY OFFICERS

(a) The Honorary Officers shall be nominated by Outgoing Executive Committee and
    ratified at Outgoing Council.

(b) An Honorary President may only serve one term of office.

(c) An Honorary Vice-President may serve no more than three terms of office.

    27.3 TERMS OF OFFICE

(a) The term of office for Honorary Officers shall normally commence at the AGM
    immediately following their ratification at Outgoing Council.

(b) The term of office for Honorary Officers shall normally be three years.

(c) Where an Honorary Officer does not take office at an AGM, his/her term of office
    shall normally be extended beyond three years to finish at an AGM.

(d) In any instance, the term of office for Honorary Officers shall not be more than
    four years.

    27.4 REMITS OF ALL HONORARY OFFICERS

(a) Attend the Students‟ Union AGM.

(b) Attend other functions of the Students‟ Union as appropriate.

(c) Act as a source of advice for Executive Officers.

(d) Sit on a complaints, elections appeal, or disciplinary panel if required as detailed
    elsewhere in the Regulations.

(e) Shall follow Students‟ Union Policy when speaking on behalf of the Students‟
Union.

    27.5 REMIT OF HONORARY PRESIDENT

(a) See also under Chapter AGM.




                                           141                                February 2009
    27.6 REMIT OF HONORARY TREASURER

(a) Assist the Students‟ Union Finance & Services Officer with the annual financial
    statement and act as a source of advice for the Students‟ Union Finance &
    Services Officer.

(b) Have access at all times to all accounts that are supported by Students‟ Union
    funds.

    27.7 REMIT OF HONORARY TRUSTEES

(a) See also under Chapter Finance.

    27.8 REMIT OF HONORARY VICE-PRESIDENTS

(a) See also under Chapter AGM.




                                          142                              February 2009
                           CHAPTER 28:
                PRIZES AND AWARDS
    28.1 DEFINITIONS

(a) There shall be the following prizes and awards of the University of Nottingham
    Students‟ Union:-

    1. The Ordo Caligulae, which shall be presented to graduating students of the
       University of Nottingham who have given outstanding contribution to the
       University of Nottingham Students‟ Union. It shall be the highest award and it
       shall include Honorary Life Membership of the Students‟ Union.
    2. Honorary Life Membership, which shall be conferred on graduating students of
       the University of Nottingham who have furthered the achievements of the aims
       of the University of Nottingham Students‟ Union (as laid down in the Students‟
       Union Constitution) through their outstanding effort and contribution of time
       and resources most often over a prolonged period of time.
    3. Union Prize, which shall be presented to graduating students of the University
       of Nottingham in recognition of contribution of time and resources to the
       benefit of the University of Nottingham Students‟ Union which may include but
       is not limited to taking on one responsibility and doing it exceptionally or taking
       on a number of different responsibilities over a prolonged period of time.
    4. The Don Varley Award, which shall be presented to those individuals (not
       students) who have served or contributed to the University of Nottingham
       Students‟ Union in the achievements of the aims of the Students‟ Union (as laid
       down in the Students‟ Union Constitution) through their outstanding effort and
       contribution of time and resources most often over a prolonged period of time.
    5. Golden Jubilee Award, this was created in honour of the University's Golden
       Jubilee, and is awarded to non-students who have made an outstanding
       contribution to student life at the University, but who may not qualify for a Don
       Varley Award.

    28.2 PROCEDURE

(a) Nominations for prizes and awards of the University of Nottingham Students‟
    Union shall be available from the Students' Union Reception, and shall be returned
    to the Democracy & Communications Officer by the date fixed by Prizes and
    Awards Committee.

(b) The Prizes and Awards Committee shall:-

    1. Consider all nominations returned to the Democracy & Communications Officer
    by the closing date.
    2. Make recommendations on graduating nominees to Outgoing Council.
    3. Make recommendations on non-graduating nominees to the next year's Prizes
       and Awards Committee (the nominations, with the relevant recommendations,
       shall be kept by the Democracy & Communications Officer).
    4. During debate of nominations and recommendations go into closed session.




                                           143                               February 2009
                          CHAPTER 29:
         ANNUAL GENERAL MEETING
    29.1 OCCURRENCE

(a) An Annual General Meeting (A.G.M.) shall be held in each session before the end
    of the Autumn term.

    29.2 CONVENING

(a) The AGM shall be convened by the Democracy & Communications Officer.

(b) Notice convening the AGM and the Agenda shall be sent at least six Students'
    Union Days before the meeting to all members of Council, who should publicise
    the event. The audited accounts for the previous session shall be sent to all
    members of Council, before the AGM if possible.

(c) Notice convening the AGM and the Agenda shall be posted at least six Students'
    Union Days before the meeting at all University campuses and satellite sites.

(d) The AGM shall be open to all members of the University of Nottingham Students'
    Union.

    29.3 BUSINESS

(a) The only items on the Agenda for the A.G.M. shall be:-

    1. Minutes of the previous A.G.M.
    2. Matters arising from minutes.
    3. Report of the Honorary President.
    4. Report of the President for the previous session.
    5. Presentation of the audited annual financial statement by the Finance &
       Services Officer for the previous session.
    6. Prizes and Awards.

    29.4 CHAIR

    1. The Chair shall be the Honorary President or, in his/her absence, one of the
       Honorary Vice-Presidents.




                                         144                              February 2009
         CHAPTER 30: COMPLAINTS
                            PROCEDURE
    30.1 OCCURRENCE

(a) Any member of the University of Nottingham Students‟ Union has a right to
    initiate a non-discipline complaint if they are dissatisfied in their dealings with the
    Students‟ Union.

(b) The Complaints Procedure can only be initiated once all informal and formal
    procedures within the respective area of the Students‟ Union have been used.

    30.2 CONVENED

(a) In the case of a complaint being lodged that implicates the Students‟ Union
    President but not the Students‟ Union Democracy & Communications Officer, the
    duties of the President outlined in this chapter shall be fulfilled by the Democracy
    & Communications Officer.

(b) In the case of a complaint being lodged that implicates both the President and
    Democracy & Communications Officer but not half or more of the Executive
    Committee, the duties of the President outlined in this chapter shall be fulfilled by
    a full member of the University of Nottingham Students‟ Union, normally a
    Sabbatical Officer, nominated by a meeting of Executive Committee excluding
    those implicated in the complaint.

(c) In the case of a complaint being lodged that implicates half or more of the
    Executive Committee, the President, and the Democracy & Communications
    Officer, the duties of the President outlined in this chapter duties shall be fulfilled
    by a full member of the University of Nottingham Students‟ Union, normally a
    Sabbatical Officer, nominated by an emergency meeting of Council.

(d) The complaint shall be brought to the University of Nottingham Students‟ Union
    President, in writing, by the student or students who wish to lodge the complaint.

(e) The President shall attempt to resolve the matter informally within 5 Students'
    Union Days.

(f) If the complainants are not satisfied with the outcome, the President shall
    convene a meeting of the Complaints Committee within a further 7 Students'
    Union Days (i.e. up to a maximum 12 Students' Union Days after receiving the
    written complaint).

    30.3 COMPOSITION

(a) The Complaints Committee shall comprise:-

    1. An Honorary Officer of the University of Nottingham Students‟ Union.
    2. A past President of the University of Nottingham Students‟ Union.
    3. 1 of a pool of 6 former members of Council.

The pool of 6 shall normally be nominated by Outgoing Executive Committee and
ratified by Outgoing Council. Those nominated must be full members of the University
of Nottingham Students‟ Union for the duration of the period they are in the pool.


                                            145                                February 2009
(b) If convened the Complaints Committee shall:-

    1. Meet to discuss the complaint, hearing the case for the complainants and the
       University of Nottingham Students‟ Union.
    2. Make a recommendation to an emergency meeting of Council, to be convened
       within 5 Students' Union Days of the committee meeting.

    30.4 FURTHER COMPLAINTS

(a) If the complainants are not satisfied with the outcome they may go to the
    University through its Registrar and request an investigation by an independent
    person.




                                         146                             February 2009
                            CHAPTER 31:
              DISCIPLINE PROCEDURE
    31.1 OCCURRENCE

(a) Any member of the University of Nottingham Students‟ Union has a right to
    initiate a discipline complaint if he/she has reason to believe an offence has been
    committed.

(b) The following shall be deemed offences:-

    1. Conduct in contravention of the provisions of the University of Nottingham
       Students‟ Union Constitution.
    2. Wilful damage, theft or loss of Students‟ Union property or property under its
       control.
    3. Harassment as defined by the University of Nottingham Harassment Policy.

(c) The Discipline Procedure can only be initiated once all informal and formal
    procedures within the respective area of Students‟ Union have been used.

(d) In this chapter, the "student" refers to the person facing the charges in the
    complaint.

    31.2 CONVENED

(a) In the case of a complaint being lodged that implicates the Students‟ Union
    President but not the Democracy & Communications Officer, the duties of the
    President outlined in this chapter shall be fulfilled by the Democracy &
    Communications Officer.

(b) In the case of a complaint being lodged that implicates both the President and
    Democracy & Communications Officer but not half or more of the Executive
    Committee, the duties of the President outlined in this chapter shall be fulfilled by
    a full member of the University of Nottingham Students‟ Union, normally a
    Sabbatical Officer, nominated by a meeting of Executive Committee excluding
    those implicated in the complaint.

(c) In the case of a complaint being lodged that implicates half or more of the
    Executive Committee, the President, and the Democracy & Communications
    Officer, the duties of the President outlined in this chapter duties shall be fulfilled
    by a full member of the University of Nottingham Students‟ Union, normally a
    Sabbatical Officer, nominated by an emergency meeting of Council.

(d) The complaint shall be brought to the Students‟ Union President, in writing, by the
    member or members of the Students‟ Union who wish to lodge the complaint.

(e) The President shall attempt to resolve the matter informally within 5 Students'
    Union Days.

(f) If the complainants are not satisfied with the outcome, the President shall
    convene a meeting of the Discipline Committee within a further 7 Students' Union
    Days (i.e. up to a maximum 12 Students' Union Days after receiving the written
    complaint).




                                            147                                February 2009
    31.3 PROCEDURE PRIOR TO DISCIPLINE COMMITTEE

(a) The Discipline Committee shall comprise of three people, namely:-

    1. Welfare Officer.
    2. An Honorary officer of the Students‟ Union.
    3. 1 of a pool of 6 former members of Council (see chapter Complaints).

(b) The Convenor will determine a day, time and place for the hearing and then
    ascertain which members of the Pool of Six will be available for the hearing.

(c) The Convenor will contact the complainants, informing them of the day, time and
    place for the hearing, and ascertain the following:-

    1. If they wish to submit any written evidence, apart from the initial letter of
       complaint, such evidence to be submitted within 2 Students' Union Days.
    2. If they may wish to call any prosecution witnesses, the names of such
       witnesses to be submitted within 2 Students' Union Days.

(d) The Convenor will send the complainants a copy of this chapter.

(e) The Convenor will convey to the student the following in writing, ensuring that
    he/she receives at least 4 Students' Union Days notice of the hearing:-

    1.   The date, time and place for the hearing.
    2.   The names of the members of the Pool of Six who are available for the hearing.
    3.   A copy of this chapter.
    4.   The breach of discipline he/she is alleged to have committed.
    5.   Copies of any written evidence (e.g. the letter of complaint).
    6.   The names of any prosecution witnesses that may be called.

(f) The Convenor will, at the same time, instruct the student to submit in writing as
    soon as possible, and in any event not later than 2 Students' Union Days before
    the time fixed for the hearing:-

    1. A detailed statement of any objection he/she wishes to make to any of the
       members named in (e) 2 above, giving his/her reasons for supposing that any
       of these members may not be impartial.
    2. An answer to the question "Do you admit or deny that you have committed a
       breach of discipline as outlined in (e) 5 above”.
    3. A copy of any written evidence, as to fact or character, he/she may wish to
       present.
    4. The names of any defence witnesses he/she may wish to call.

(g) The Convenor, on receipt of the information in (f) above, will then:-

    1.   Decide on the validity of any objection made under (f) 1 above and inform the
    s    student of the decision made – this decision shall be final.
    2.   Select one member from the Pool of Six to sit on the Discipline Committee.
    3.   Confirm the date, time and place of the hearing with all involved.

    31.4 PROCEDURE AT DISCIPLINE COMMITTEE

(a) The Convenor, once the members of the Discipline Committee have assembled,
    will distribute copies of the charge and of all written evidence, and the names of
    any witnesses to be called. The members of the Discipline Committee will be
    given time to read the material carefully.

(b) The Convenor will then invite the student and the complainants into the room.


                                          148                                February 2009
(c) The Convenor will check that all the people present have received copies of this
    chapter and understand the order of proceedings to be followed.

(d) The charge will be read to the student, who will be asked whether he/she admits
    or denies the offence.

(e) If the student admits the charge, the Convenor will outline the facts of the case
    and then proceed as in 7 below.

(f) If the student denies the charge:-

    1. Any prosecution witnesses (including the complainants) will be called in turn.
       Each witness will –
        (i)    Make a statement outlining any details he/she sees relevant.
        (ii) Be questioned by the person presenting the case for the defence.
        (iii) Be questioned by the Discipline Committee.
    2. The student may make a statement on his/her case.
    3. Any defence witness (including the student) will be called in turn. Each witness
       will: –
        (i)    Make a statement outlining any details he/she sees relevant.
        (ii) Be questioned by the person presenting the case for the prosecution.
        (iii) Be questioned by the Discipline Committee.
    4. The Discipline Committee may require such other witnesses as it thinks fit to
       be summoned, or such other evidence as it considers relevant to be produced.
    5. The ruling of the Convenor as to whether any question or evidence is or is not
       permissible shall be final.
    6. The student may make a final statement.
    7. The Discipline Committee shall consider, in private, whether the charge is
       proved.
    8. The Discipline Committee should attempt to reach a unanimous decision but if
       a vote is required then a simple majority will be deemed sufficient.
    9. The Convenor will inform the student of the Discipline Committee's decision
       and the reasons for it. If the charge is found proved, the Committee will
       proceed as in 7 below.

(g) If the student has admitted the charge, or the charge is found proved:-

    1. The Convenor may draw any matters of fact relevant to the penalty to the
       attention of the Discipline Committee.
    2. The student may make a statement in "mitigation" and may call witnesses as
       to character.
    3. The Discipline Committee will consider, in private, what penalty if any should
       be imposed.
    4. The Discipline Committee may set a penalty of:-
         (i)   A fine up to £130, and/or
         (ii) Making good in whole or part the cost of any damage, and/or
         (iii) Withdrawal of some or all of their rights as laid down in section Rights of
               the University of Nottingham Students‟ Union Constitution, and/or
         (iv) Exclusion, for a specified period of time, from using named Students‟
               Union Services.
    5. The Discipline Committee should attempt to reach a unanimous decision but if
       a vote is required then a simple majority will be deemed sufficient.
    6. The Convenor will inform the student of the penalty imposed and the reasons
       for it.

(h) Confirmation of Decisions and Appeals:-

    1. The Convenor will, within 2 Students' Union Days of the hearing, send the
       student and the complainants written confirmation of the decisions and of the
       reasons for them.


                                           149                               February 2009
    2. The Convenor will, at the same time, inform the student that he/she has the
       right to appeal in accordance with this chapter.
    3. An appeal to the Discipline Committee's decision may be made to the
       President, in writing, within 2 Students' Union Days of the receipt of the written
       confirmation of the Discipline Committee's decisions and reasons for them.
    4. In the event of an appeal, the President shall convene a meeting of the Appeal
       Committee within 5 Students' Union Days.

    31.5 PROCEDURE PRIOR TO APPEAL COMMITTEE

(a) The Appeal Committee shall comprise of 3 people, namely:-

    1. Students' Union Finance & Services Officer.
    2. An Honorary Officer of the Students' Union, who did not sit on the Discipline
       Committee for the associated case.
    3. 1 of a Pool of Six former members of Council (see chapter Complaints), who
       did not sit on the Discipline Committee for the associated case.

(b) The Convenor will determine a day, time and place for the hearing and then
    ascertain which members of the Pool of Six will be available for the hearing.

(c) The Convenor will contact the complainants informing them of the day, time and
    place for the hearing. The complainants are not required to attend the appeal.

(d) The Convenor will convey to the student the following in writing, ensuring that
    he/she receives at least 4 Students' Union Days notice of the hearing:-

    1. The date, time and place for the hearing.
    2. The names of the members of the Pool of Six who are available for the hearing.

(e) The Convenor will, at the same time, instruct the student to submit in writing as
    soon as possible, and in any event not later than 2 Students' Union Days before
    the time fixed for the hearing:-

    1. A detailed statement of any objection he/she wishes to make to any of the
       members named in (d) 2 above, giving his/her reasons for supposing that any
       of these members may not be impartial.
    2. A statement outlining the reasons why he/she is appealing and on what
       grounds, the only grounds being:-
        (i)   Misdirection as to the facts.
        (ii) Procedural irregularity.
        (iii) Imposition of a penalty too severe for the offence.

(f) The Convenor, on receipt of the information in (e) above, will then:-

    1. Decide on the validity of any objection made under (e) 1 above and inform the
       student of the decision made – this decision shall be final.
    2. Select 1 member from the Pool of Six to sit on the Appeal Committee.
    3. Confirm the date, time and place of the hearing with all involved.

    31.6 PROCEDURE AT APPEAL COMMITTEE

(a) The Convenor, once the members of the Appeal Committee have assembled, will
    distribute copies of the original charge and all original written evidence, and the
    written confirmation of the Discipline Committee's decisions and reasons for them,
    along with the letter of appeal and the statement submitted under 5 (e) 2. The
    members of the Appeal Committee will be given time to read the material
    carefully.

(b) The Convenor will then invite the student into the room.

                                          150                               February 2009
(c) The Convenor will check that all the people present have received copies of this
    chapter and understand the order of proceedings to be followed.

(d) The student will be asked to make a statement as to his/her reason for appeal.

(e) The Appeal Committee may ask the student any questions it thinks fit, and the
    student may ask questions of the Appeal Committee.

(f) When the Convenor is satisfied that the Appeal Committee has enough
    information on which to base a decision, the student will be asked if he/she wishes
    to make a final statement.

(g) The Appeal Committee will consider, in private, whether the appeal should be
    upheld.

(h) The Appeal Committee may alter the decision of the Discipline Committee and/or
    decrease the penalty, but may not increase the penalty.

(i) The Appeal Committee should attempt to reach a unanimous decision, but if a
    vote is required then a simple majority will be deemed sufficient.

(j) The Convenor will inform the student of the Appeal Committee's decision and the
    reasons for it.

(k) The Convenor will, within 2 Students' Union Days of the hearing, send the student
    and the complainants written confirmation of the decisions and of the reasons for
    them.

    31.7 ELIGIBILITY

(a) The student shall not be eligible to be a member of the Discipline Committee or
    any Appeal Committee between the complaint being brought to the President and
    the deadline for an appeal or, in the case of an appeal, the conclusion of the
    appeal process.

(b) If the student has admitted the charge, or the charge is found proved, he/she
    shall never be eligible to be a member of any Discipline Committee or Appeal
    Committee.

(c) Any vacancies on the Discipline Committee or the Appeal Committee created
    under 7 (a) or 7 (c) above shall be filled by a full member of the University of
    Nottingham Students‟ Union, normally a Sabbatical Officer, nominated by
    Executive Committee.

    31.8 GENERAL

(a) All Regulations within this chapter shall be subject to the University's Disciplinary
    Procedures.

(b) If the complainants or student are not satisfied with the outcome they may go to
    the University through its Registrar and request an investigation by an
    independent person.




                                           151                               February 2009

								
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