THE SCHEDULES OF
THE ROYAL VETERINARY COLLEGE STUDENTS’ UNION SOCIETY
REVISED 2005
SCHEDULE ONE ELECTION REGULATIONS 1.0 This Schedule outlines what to do for all elections for all positions in the Union. It also outlines the procedure to follow if a vacancy occurs in any position. 1.1 The Returning Officer, who shall not be a full member of the Union, shall be appointed annually by the Students‟ Council. The Returning Officer shall be responsible for the good conduct and administration of all Union elections and shall have the sole interpretation of the election regulations. They shall not be a full member of the Union.
Timing of Elections 1.2 The Returning Officer shall ensure that election of the Executive Committee takes place before the end of May each year. Once elected the members of the Committee shall take office from August 1st of that year and shall serve for not more than 12 months. The members of the Executive Committee are: (i) (ii) (iii) (iv) (v) (vi) (vii) (viii) (ix) The President The Deputy President The Vice President, Camden The Treasurer The Welfare Officer The Clubs and Societies Officer The Social Secretary The General Manager The senior AVS representative
The Executive Committee will also include the Senior Vice President, who will be the Union President of the preceding academic session. 1.3 The dates of elections for Union Officers, a copy of the election timetable and a copy of the election regulations shall be posted on the Union notice-boards at least 21 College working days before the elections.
Standing for Election 1.4 All full members of the Union are eligible to stand for any Union Executive Officer positions with the exception of the treasurer who must be over 21. No member who has opted out may stand. Only students attending the Camden campus the following academic year shall be eligable to stand for VP Camden and only members of the BVetMed cohort shall be eligable to stand for AVS rep. Nomination forms will be available from the returning officer and shall be available from College reception, the College library and the SUS President plus both Vice Presidents 20 College days before the election. Members of the Union can stand for election upon completion of a nomination form signed by the candidate and at least one proposer and one seconder. Nomination forms must reach the Returning Officer or a person appointed by him\her not later
1.5
1.6 1.7
than 5.00pm on the day, 10 College working days before the day of the election. Publicity about the election 1.8 The Returning Officer or his appointee shall produce a list of candidates (together with the proposer and one seconder) which shall be displayed on the Union notice-boards within 48 hours of the close of nominations. Candidates may produce a manifesto or a poster of a length to be determined by the Returning Officer, which must be handed in with the completed nomination form.
1.9
Getting students to vote 1.11 Question time shall be held at the main sites, at a time and date to be determined by the Returning Officer. Any candidate absent from Question Time without good and sufficient reason shall be deemed to have withdrawn from the election. The length of speeches and responses by candidates to questions shall be determined by the Returning Officer or his appointed Chair. Candidates cannot use any communication materials that are not sanctioned by the election campaign pack. There shall be no campaigning within ten metres of any ballot box. The Returning Officer shall publicise the location and arrangements of the Question Times and voting stations, together with a list of candidates and manifestos, ten (10) College days before voting. The Returning Officer shall ensure so far as is reasonably practicable that all full members of the Union have access to vote no matter their place of study or time of study. All full members of the Union shall be able to vote for the positions as outlined in 1.2 officers of the Executive Committee. All members of the Union may vote on production of a current Union membership card, College ID or appropriate document as decided by the Returning Officer . A voting paper will be issued to each voter, which shall bear the Union stamp. Votes will be cast in sealed ballot boxes. Voting papers shall bear the name of each candidate and the office being contested. There will be a facility for reopening nominations. Reopen nominations (RON) shall be a candidate in all Union elections. Voting shall be by secret ballot and shall be conducted according to the rules for the operation of the “first past the post” voting system.
1.12 1.13
1.14 1.15 1.16 1.17
1.18 1.19
Counting the votes 1.20 The Returning Officer shall inform the candidates of the time and venue of the count. The candidate or their appointed representative may, if they so wish, attend the counting of the votes as observers only. The Returning Officer may be assisted in the count by a number of individuals appointed by them.
1.21
1.22
Once the votes have been counted they should be kept for a period of six months in case of appeals against the result
Declaration of Results 1.23 Results of the elections shall be declared by the Returning Officer when the count for every post has been completed and any complaint has been resolved to the satisfaction of the Returning Officer. A list of successful candidates will normally be posted at each site within 1 working day of the declaration of results. The Returning Officer should send a copy of the result to the Students‟ Council, the College Council and the College Library. The results will become official after 48 hours if no complaint has been lodged with the Returning Officer after 48 hours. In the event of a complaint being received by the Returning Officer the results shall be suspended until the complaint has been resolved.
1.24 1.25
Complaints 1.26 Any challenge or complaint concerning the administration and good conduct of the election will be heard and determined by the Returning Officer within 48 hours of such a complaint being lodged by any full member or the candidate or their nominee. Any complaint against the conduct or administration of the election should be received by the Returning Officer before the start of the count. A challenge or complaint during or following the count, must only relate to the conduct of the count, and be lodged with the Returning Officer who shall resolve the complaint within 48 hours of it being lodged. In determining a resolution to the complaint, the Returning Officer after hearing all the appropriate evidence may not uphold the complaint; or may halt elections for specified post(s) or disqualify specified candidate(s) if, in their view, a candidate(s) has breached election regulations. The ruling of the Returning Officer on any complaint shall be final subject only to a successful challenge of a 75% majority of a meeting of Students‟ Council.
1.27
1.28
Vacancies for Position on the Union Executive 1.29 If any of the above posts fall vacant then a by- election shall be arranged by the Returning Officer. Nominations shall open no later then three working days after confirmation of the vacancy arising. All other election regulations apply.
Election for Student Representatives 1.30 Year Representatives shall be elected by a meeting of those students eligible to stand. Four representatives shall be elected from each BVetMed year group. Only those students eligible to stand for the position (e.g. first years for year 1 rep) will be eligible to vote. 2 representatives from each other course type year group shall be elected. Nominations shall open at the start of the meeting and shall require a proposer and seconder who will also be members of the meeting.
1.31
1.32 1.33
If more that one nomination is received for each position, a ballot shall be held. The position of Junior AVS representative shall be open only to students who will enter BVetMed year 2 the following academic session. This shall be a training position for Senior AVS representative. Only students eligible to stand shall be eligible to vote. Elections shall take place at a meeting of the year; nominations shall open at the start of the meeting and shall require a proposer and seconder. International Representative shall be open only to students who will enter year 2 in the following academic session. Only students eligible to stand shall be eligible to vote. Elections shall take place at a meeting of the year; nominations shall open at the start of the meeting and shall require a proposer and seconder. The May Ball Chairperson shall be a member of the third year or above , and shall be elected in the same way as a year representative. The Chairperson shall then be responsible for appointing a committee of 10 others. The RAG Chairperson shall be a member of the second year in the next academic session and shall be elected in the same way as a year representative. The Chairperson shall then be responsible for appointing a committee of 10 others. Only students studying at Camden shall be eligable to vote for VP Camden nominees
1.34
1.35
1.36
1.37
Method of Appointments 1.38 Advertisements of such positions shall be posted on Union noticeboards, on the Union intranet site, and in the Dose. Completed application forms shall be submitted to the President and the appointment made following interviews and, where appropriate, a vote of Students‟ Council. Each applicant shall receive written notification from the President. Such posts include the positions of Editor of “The Dose” and Bar Manager positions.
1.39
SCHEDULE TWO CLUBS AND SOCIETIES
2.1
There shall be clubs and societies of the Union. No club or society may receive funds from the Union nor use Union facilities without recognition in each Academic year by Students‟ Council. To be considered for recognition, the club or society shall lay before Students‟ Council an acceptable Constitution, a plan of activities and a list of at least 15 paid up prospective members. No Club or Society may be recognised if its objects conflict with those of the Union, save that this restriction shall not be interpreted so as to preclude the establishment of political, religious or ethnically based clubs and societies.
2.2 2.3 2.4
Setting up a Club or Society 2.5 Any Club or Society that wishes to be recognised by the Union shall present to the Clubs and Societies Officer: i) A list of 15 signatures of full members. ii) The proposed membership fee. iii) A constitution for the Club or Society to include: a) b) c) d) the name of the club/society; the aims and objects of the club (which shall not be contrary to those of the Union); regulations relating to membership eligibility; provision for the election of a Committee to include a Chairperson/Captain, a Secretary and a Treasurer. e) the responsibilities of the Committee. f) provision for General Meetings for all members of the Club or Society; g) provision for an Annual General Meeting at which an income and expenditure account shall be presented and approved. h) provision for Union statement on equal opportunities Money for Clubs and Societies 2.6 2.7 2.8 2.9 The Union Executive Committee shall earmark a sum in the Union budget which shall be for Grant aid of recognised Clubs and Societies. To receive funding an eligible Club / Society shall conform to the regulations laid down in the financial regulations The maximum grant allocation for a Club/Society in its first year of existence is £100.00, with a maximum termly allowance of £35.00. The Treasurer shall meet with the President and the Clubs and Societies Officer and allocate the funds. This shall be done in accordance with the financial regulations.
Meetings of Clubs and Societies
2.13 2.14 2.15 2.16
The Annual General Meeting of all Clubs and Societies shall be held before the end of the summer term of each year. This meeting will elect the Club or Society Committee for the following session. There shall be at least one Clubs and Societies General Meeting per term. All Committee members shall attend unless reasonable apologies are submitted. The Committee Secretary is responsible for arranging the dates of meetings. Changes to this Schedule can only be made at a Clubs and Societies General Meeting and must be ratified by the Students‟ Council. In the absence of a Students‟ Council meeting the Central Executive shall have the power to ratify. This shall be reported to the next Students‟ Council meeting.
Responsibilities of Clubs and Societies
2.17
No-one from a Club or Society may commit either the Club or Society or the Union to any expenditure without prior authorisation through the Union‟s budgetary control system. TRANSFER TO FINACIAL REGULATIONS The Club or Society shall be responsible for promoting itself during Freshers‟ Week to encourage new membership. The Club or Society shall not hold its own bank account and all its finance will be administered through the Union. Accounting will be the responsibility of the Club Treasurer under the supervision of the Union Treasurer and Assistant Treasurer. TRANSFER TO FINACIAL REGULATIONS TRANSFER TO
2.18 2.20
2.21 The Club or Society shall hold no funds whatsoever outside the Union accounts. FINACIAL REGULATIONS 2.22 2.23 2.24
The Chairperson/Captain shall be responsible for the smooth running of any social events and activities and shall be responsible for convening of general meetings. The Secretary shall be responsible for publicising general meetings, providing agendas and taking minutes of the meetings. The Club Treasurer shall be responsible for ensuring that all expenditure are in the interests of the Club or Society and that it does not exceed the Club or Society allocation for that year. TRANSFER TO FINACIAL REGULATIONS The Club Treasurer shall also ensure that an accurate list of all equipment purchased is kept and all equipment is returned to the Union at the end of the academic year. The Club Treasurer shall ensure that all income received by the Club or Society is paid directly into the student union accounts. TRANSFER TO FINACIAL REGULATIONS The Club Treasurer shall ensure that an income and expenditure account for the previous academic year is presented to the Annual General Meeting of the Club and Society and copies are sent to the Treasurer of the Union. TRANSFER TO FINACIAL REGULATIONS Failure to abide by these regulations and the Union constitution may result in suspension of the Club or Society by the Executive.
2.25 2.26
2.27
SCHEDULE THREE MEETING REGULATIONS 3.1 Meeting regulations shall apply in full to all Students‟ Council meetings. They shall apply to all Committee meetings of the Union in terms of conduct of meetings.
Who can come to Students’ Council? 3.2 Any full member of the Union may attend Students‟ Council meetings. Any individuals who are not full members who wish to attend must receive permission from the President.
Who can speak at Students’ Council? 3.3 3.4 Any full member of the Union may speak at Students‟ Council. Any individuals who are not full members may only speak with the permission of the meeting. Any member wishing to speak must raise their hand. The Chair of the meeting shall decide the order of speaking when this is not clear.
Who may vote at Students’ Council? 3.5 3.6 Only full members of the Students‟ Council who are present at the meeting may vote. The Chair of the Students‟ Council may not vote unless the vote is tied, in which case they may have the casting vote.
How to get things done 3.7 All items for discussion and decision (hereinafter to be called „Debates‟) shall be submitted to the President five (5) College days before the meeting. Amendments to the Constitution and Schedules must be submitted seven (7) college days before the start of the meeting The General Manager shall be responsible for publication of details of all Students‟ Council meetings seven (7) College working days before the meeting on Union noticeboards, in available Union publications (e.g. the Dose) and on the SUS intranet site.
3.8
Who runs the meeting? 3.9 3.10 The General Managershall be responsible for the agenda and publicising the meeting. The President shall take the Chair of the first meeting of the Academic year. There shall be an election for a Chairperson and a Deputy Chairperson at this meeting. Nominations are acceptable from individuals who are not full members of the union as long as they are proposed and seconded by full members of the Union.
What is talked about at the meeting? 3.11 The Agenda of meetings shall normally be taken in the following order: Checking the minutes of the previous meeting for accuracy. Matters arising from the minutes of the last meeting. Reports from the Executive.
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Other Reports. Debates. Any other business.
All debates shall be run as follows: 3.12 Every Debate shall have a proposer who shall speak on the Debate first. It shall then be open for discussion and may be withdrawn only with the consent of the meeting. Any changes to the debate will be raised after the proposer has spoken. Only one Debate shall be discussed at any one time. The Chair shall invite and take a speech against the Debate The Chair shall balance the number of speeches for and against. They shall also leave time for questions before the vote. The proposer shall have the right to sum up before a vote is taken on the Debate. There shall be no new information or points of information during the summing up speech. Emergency Debates may be moved if and only if they deal with matters which have arisen since the date for submission of motions. The Debate should be submitted in writing to the Chair before the start of the meeting.
3.13 3.14 3.15 3.16 3.17 3.18
GENERAL RULES 3.19 3.20 Debates shall require a simple majority to be decided except where otherwise specified in the Constitution. In event of any situation arising not being covered by meeting regulations then the Chairperson shall rule on the procedure to be adopted. Such ruling shall be subject of any challenge under procedural motion above.
SCHEDULE FOUR FINANCE SCHEDULE Budgets 4.0 The College Council shall provide a sum of money in the form of a grant which shall meet the requirements of a set of estimates prepared by the Union and approved by the College Council. This shall be submitted to the College Finance Officer in February by the Union Treasurer. The Union shall publish its budget in within the first month of the academic year which shall be approved by the College Council. The budget shall be submitted to the Students‟ Council for approval. The Union financial year shall run from August 1st to July 31st.
4.1
4.2
Accounts 4.3 4.4 The Treasurer shall have the accounts prepared and audited by the College Finance Officer before presenting them to College Council. The Treasurer shall be responsible to the Union for the keeping of accounts and shall exercise supervision over all Union finances, subject to decisions of the Executive Committee and of the Students‟ Council.
Bank Accounts 4.5 i) ii) iii) There shall be a bank account held in the name of the Union. There shall be three signatories to the account: The President The Treasurer The Assistant Treasurer Cheques shall be signed by either the President or the Treasurer and one other. 4.6 The collection of all money due to the Union shall be under the supervision of the Executive Committee but shall be the responsibility of the Treasurer, who shall be notified promptly of all money due to the Union, and shall inform the Executive Committee of any outstanding monies.
Limits on payments 4.7 4.8 4.9 All expenditure on student activities over £100 shall be approved by the President. Any expenditure over £500 should be approved by the Students‟ Council. The Treasurer shall have the power to authorise expenditure on activities, goods or services up to £100 provided that such expenditure is ratified subsequently by the Executive Committee. The Treasurer shall be responsible for the operation of the petty cash account and shall present a record of transactions at the end of the academic session.
Contracts 4.10 No financial agreement (e.g. a leasing contract) may be entered into which involves a financial commitment beyond the term of office of the Executive Committee unless specific authorisation is given by the Students‟ Council. All contracts for activities or events shall have two signatories from the following list: 1. The President. 2. The Treasurer. 3. The relevant Executive Officer. All parties listed should be notified and given the details of contracts requiring signatures. Invoices 4.12 4.13 All invoices for sums over £100 must be approved by the President before they can be paid. The Treasurer shall provide the Students‟ Council with a financial statement once a term.
4.11
Sabbatical Officer 4.14 The Sabbatical allowance shall be equal to the full student loan available to a clinical student. Half will be paid from the Union Budget and half from the Royal Veterinary College staffing budget. The sabbatical student shall have his/her tuition fees paid for during his/her term of office. The Sabbatical Officer may take up to 11 weeks vacation. The President may not be off campus for more than four consecutive weeks, except under extenuating circumstances when the agreement of the SUS Council must be sought. There will be no compensation for sabbatical leave not taken during the sabbatical year.
4.15
Security and Insurance 4.16 4.17 The Union shall be responsible for maintaining proper security at all times for all stock, stores, furniture, equipment, cash etc., under its control. The Assistant Treasurer in conjunction with the College Finance Officer shall be responsible for ensuring that proper insurance cover is undertaken, including fire risks, theft, damage and loss etc., of property.
Events 4.18 4.19 All events undertaken or provided by the Union must be costed and budgets prepared. Annually the Social Secretary, in consultation with the President and the Treasurer, shall draw up a proposed budget. Subject to the approval of the Executive Committee and ratification by the Students‟ Council, this shall form the basis of all entertainment expenditure.
4.20
Records of all expenditure for events shall be kept. The Treasurer shall advise the Executive Committee when the limits laid down in the budget set are likely to be exceeded. The Social Secretary and Assistant Social Secretary are responsible to the Executive Committee for ensuring that agreed budgets are not exceeded, unless the necessary approval has been given before the proposed expenditure.
Expenses to Union Members 4.21 Any full member of the Union may receive expenses for cost and whilst on Union business. inconvenience incurred
4.22 Expenses must be authorised by the Treasurer, Assistant Treasurer or the President. This shall not be the person claiming the expense. 4.23 All expenses shall be claimed within 6 months and before then end of the individuals term of office.
Petty Cash 4.23 The Petty Cash limit shall be £75.00. The Treasurer shall ensure that Petty Cash stays at or below this limit and that a record is kept of all advances and expenditure.
Donations 4.24 The Union shall not make donations or affiliations to any organisation outside the aims and objectives of the Union. The Union may allow for its facilities to be used for special events which raise money for a specific charity or cause. Only the net profit from such events may be passed to the charity.
Common Room Deposits 4.26 On arrival at the college, newly registered Students will pay a non-returnable deposit, the amount of which will be decided by the outgoing Union Council, that will contribute towards the maintenance and upkeep of the Student Union rooms, where blame for damage is not attributable to any one individual.
SCHEDULE FIVE JOB DESCRIPTIONS EXECUTIVE POSITIONS 5.0 The PRESIDENT, who shall be a trustee of the Union, shall: Be the prime representative of the Union and seek to involve as many students in the Union as possible Be either a sabbatical or non-sabbatical position. Attend College Council, Academic Board and Teaching and Learning Committee, and report back to the Union. Ensure good student representation across the College committees. Be a cheque signatory to the Union bank account. Be the prime representative of the Union to liaise with the College over any matters affecting students. Compile a report on his/her activities for consideration at the Students‟ Council. Participate fully in Executive Committee meetings. Maintain all legal documentation relating to the Union, including the constitution, the Student Union Code of Practice and all legal advice Arrange training for the Executive Committee after elections in the second term to include setting targets for the Union for the year e.g. a planning weekend Be responsible for the organisation of induction events for the incoming undergraduates during Freshers‟ Fortnight. Be a member of the Students‟ Council and ensure that the decisions made are implemented. Be a member of the Executive Committee and the Students‟ Council, and present reports to each. Take on the role of “Senior Vice President” in the academic session after his/her term of Office to ensure support for the incoming President and a smooth hand over period. Take overall responsibility for campaigns run through the year. Maintain good relationships with relevant external bodies including but not limited to, ULU, RCVS, AVS, BVA etc Ensure employees of the union (Buttery Manager, General Manager etc) fulfil their job descriptions.
5.2
The DEPUTY PRESIDENT, who shall be a trustee of the union, shall: In conjunction with the President shall ensure the interests of the students at Hawkshead are well represented across the college and at Students‟ Council . Ensure that Union activities are publicised at Hawkshead. Be responsible for the organisation of Freshers‟ Fayre, and ensure the provision of a Union stall. Co-ordinate Union activities at Hawkshead Be a cheque signatury on all union accounts Promote elections for Union Officers to encourage high participation. Meet with the Returning Officer and ensure that elections happen in accordance with the Union Constitution; notify the Students‟ Council of the resignation of any Union officer and ensure the Students‟ Council decides appropriate action. Carry out other duties as laid down by the Executive Committee and the Students‟ Council. Be a member of the Central Executive Committee and the Students‟ Council, and present reports to each. Be in overall charge of maintaining and supervising all union serives to include but not limited to the Buttery and social facilities at both campuses. Maintain links with year representatives and ensure communications are good between them and the executive. Be permitted to act in the absence of the President when he/she is away from site, including attending college committee meetings.
5.3
The VICE PRESIDENT, CAMDEN, who shall be a trustee of the union, shall: In conjunction with the President, ensure the interests of the students at Camden are well represented across the college and at Students‟ Council . Ensure that Union activities are publicised at Camden. Co-ordinate Union activities at Camden. In conjunction with the Welfare Officer, co-ordinate the “mummies and daddies” arrangements for the incoming undergraduates. Be a cheque signatory on all accounts Promote elections for Union Officers to encourage high participation.
Represent students at Camden to management on issues that are unique to Camden. Carry out other duties as laid down by the Executive Committee and the Students‟ Council. Be a member of the Executive Committee and the Students‟ Council, and present reports to each.
5.4
The TREASURER, who shall be a trustee, shall: Regulate expenditure of the Union in such a way as to maximise Union activities. Be responsible for ensuring that the Union draws up and approves an annual budget. Be responsible for the development of clubs and societies in conjunction with the Clubs and Societies Officer. Be responsible for Petty Cash, and present a record of Petty Cash transactions at the end of the academic session. Present an update of Income and Expenditure to each meeting of the Students‟ Council. Be a signatory to the Union account. In conjunction with the President, ensure that all financial transactions are legitimate, and that the necessary paper work and receipts are kept for all transactions. Ensure that the Union accounts are audited annually, and that they are presented to College Council. Be responsible for the banking of any money received, and ensure that no more than £75 is kept in the Union office at any time. Be responsible for paying bills promptly, and for sending out relevant invoices for money owed to the Union. In conjunction with the Clubs and Societies Officer, allocate grants to clubs and societies and monitor their expenditure. Provide guidelines to all budget holders on financial control and planning. Carry out other duties as laid down by the Executive Committee and the Students‟ Council. Be a member of the Executive Committee and the Students‟ Council, and present reports to each.
5.5
The ASSISTANT TREASURER, who shall be a trustee, shall: Assist the Treasurer in all aspects of his/her job role. Be a cheque signatory on the Union account. Be responsible for the maintenance and upkeep of the Union minibus. Be responsible for the coordination of hiring and insurance arrangements and for publicising its availability for use by the Clubs and Societies. Be a member of the Students‟ Council, and present reports to the committee.
5.6
The SOCIAL SECRETARY shall: Organise and publicise a variety of entertainment and other social activities to reflect the interests of all sections of the student body. These will include Freshers‟ Fortnight and the Christmas Ball. Establish and maintain contact with relevant clubs, societies, companies and organisations to the advantage of students. Establish and maintain contact with relevant officers at other colleges in the county and region. Be responsible for the sale and distribution of tickets and the collection of monies for activities. In conjunction with the Treasurer, ensure that all money from ticket sales is banked as soon as possible. Ensure that all social activities are well publicised to ALL students on both sites. In conjunction with the President, the Assistant Social Secretary (Camden), the RAG chairman, Senior AVS representative and the May Ball Chairman, establish an entertainment‟s programme for the whole of the year on the basis of information received. Be responsible for the maintenance and upkeep of the SUS disco equipment, and be responsible for the lending of these to members of the student community. Be a member of the Executive Committee and the Students‟ Council, and present reports to each.
5.6
The ASSISTANT SOCIAL SECRETARY shall: Assist the Social Secretary in all aspects of his/her job role. Be responsible for the sale and distribution of tickets and the collection of monies for activities.
5.7
The WELFARE OFFICER shall: Establish, maintain contact and provide information from groups and organisations which work on welfare issues; maintain and order stocks of information as required. Establish an enquiry service, and advertise its availability on each of the sites. Deal with, but NOT counsel, students who have welfare problems, respecting confidentiality at ALL times. When necessary, refer students to relevant organisations. Attend any relevant training/briefing days for Students‟ Union Welfare Officers. Meet with local business to secure reductions for students on leisure activities.
Liaise with the President In conjunction with the President be responsible for dealing with students concerns, aspirations and problems in relation to their courses. Liaise with the college over the criteria and distribution of the hardship funds. Campaign on, and raise awareness of, welfare issues as agreed by the Executive Committee e.g. debt, safer sex, drug/alcohol abuse, etc; distribute general welfare information. Have responsibility for representing students in disciplinary or academic appeals cases.
Be a member of the Executive Committee and the Students‟ Council, and present reports to each.
5.8
The CLUBS & SOCIETIES OFFICER, shall: Encourage existing clubs and societies to affiliate to the Union. In conjunction with the Treasurer, develop new clubs and societies. Establish a complete contact list of the captains/chairmen of the Union sponsored Clubs and Societies. Be the primary contact for outside organisations e.g. ULU and BUSA for the co-ordination of the various sporting leagues. Liaise with appropriate bodies outside college for promotion and sponsorship of Union activities. In conjunction with the Treasurer, ensure that all Union resources are fairly allocated to all Clubs and Societies. To co-operate with the local sports centres to provide facilities at a discounted rate to students. Be a member of the Executive Committee and the Students‟ Council, and present reports to each.
6.0
The GENERAL MANAGER officer shall: Be responsible for publicising all Executive Committee meetings and Students‟ Councils, receiving debates and changes for discussion and circulating agendas and minutes to members of the meeting. Be responsible for the maintenance and updating of the Union intranet site. Be responsible for communications between the Union and academic staff, and between the Union and other UL Colleges. Be a member of the Executive Committee and the Students‟ Council, and present reports to each. Receive minutes of all committees on which student representatives attend, and ensure these are filed accurately. Ensure that Union representatives report accurately on meetings they have attended between each Union council meeting Write accurate minutes for both the executive committee and the Union council meetings, and distribute these to all members within 1 week. Not have voting rights on either Union council or the Union executive committee, but shall hold membership of both
NON-EXECUTIVE POSITIONS x The International Representative shall: Be the first point of Union contact for those students who are affected by internationally related issues. Attend the International Welcome Day and prepare a short talk to welcome Overseas Students to the College. Be responsible for all dealings between the Union and International Students‟ House. Attend the College “Tutors and Welfare” committee and Students‟ Council. The Senior AVS Representative shall: Be responsible for representing the Union at meetings of the Association of Veterinary Students. Be responsible for feeding back to the Union the work of AVS. Be responsible for promoting the annual AVS Sports and AVS Congress weekends to the student community. Be responsible for attending the annual AVS AGM at AVS Congress. Be responsible for training the Junior AVS representative. Be a member of the Students‟ Council. The Junior AVS Representative shall: Be responsible for assisting the Senior AVS representative in all aspects of the role. Take on the role of Senior AVS representative the following year. Be a member of the Students‟ Council The Bar Manager shall: Keep all dealings related to the Buttery within the licensing laws. Ensure that the Buttery remains open for a reasonable amount of time per week as agreed by Students‟ Council, and that events/promotions are organised regularly. Keep the accounts in a state that can be audited, bank all monies promptly and be responsible for all
taxation payments and receipts. Be responsible for maintaining an acceptable level of hygiene. Maintain stock at a reasonable level. Be a member of the Students‟ Council. Ensure that the Buttery breaks even each academic session and that the bar does not run at a loss
RAG Chairperson shall: Be responsible for appointing the RAG committee that will consist of 10 individuals plus the Chairperson. In co-ordination with the Union Social Secretary, be responsible for the organisation of all RAG events, including parties, street collections and the production of the RAG magazine. Ensure the prompt banking and correct distribution of all monies raised. Be a member of the Students‟ Council. Present a regular report to the President on RAG activities
The May Ball Chairperson shall: Be responsible for appointing the May Ball Committee that will consist of 10 individuals plus the Chairperson. Be responsible for the smooth running of the “Charity May Ball”, maintaining close liaisons with the College and the Union in so doing. Ensure prompt banking and correct distribution of all monies raised. Be a member of the Students‟ Council. Present regular progress reports to the President
The SUS Shop Managers shall: Ensure that the products stocked in the shop are appropriate and that stock is maintained at suitable levels, securely. Ensure that the shop is open a reasonable amount of time per week as agreed by Students‟ Council, and that opening times are published on the Union intranet site, in the Union publication and on Union noticeboards.
Be responsible for prompt banking of monies taken and for the upkeep of the shop account under the supervision of the Union Treasurer. Be a member of Students‟ Council. Ensure that the unions commercial activities do not run at a loss