by-election candidates handbook 2011

Candidates’ Handbook

for 2011/12 NSU By-Elections

2 www.newmansu.org/elections

Newman Students’ Union (in brief)

Getting elected

How to Stand

Key Dates

Step by Step

What Happens next?

What Roles are available?

Trustees

Executive Committee

Dear Student, Thank you for looking at the Students’ Union elections pack. Being part of the Students’ Uniongreat experience as you get to run campaigns, represent students and organise activities based on the membership’s wants and needs. If you do decide to run, all of us in Newman Students’ Union are going to help you to have an amazing time during your camhere to support you so if at any time you have any questions or queries about the process feel free to contact the elections committee on [email protected], or come into the office for a chat. Please do not underestimate the impact you can have on students’ lives and the positive contribution you can make whether you are successful in getting elected or not. All the best Josh Clare President 2011/12

www.newmansu.org/elections

Contents

Newman Students’ Union (in brief) Other

Support available for roles

Rules

Hints and Tips

Complaints/Appeals

Frequently Asked Questions

Contact details

Appendix 1

Thank you for looking at the Students’ Union

of the Students’ Union is a truly experience as you get to run campaigns,

represent students and organise activities based on the membership’s wants and needs.

, all of us in Newman Students’ Union are going to help you to have an amazing time during your campaign. We’re here to support you so if at any time you have any questions or queries about the process feel free to contact the elections committee on su-

come into the

Please do not underestimate the impact you can have on students’ lives and the positive contribution you can make whether you are successful in getting elected or not.

3

5

6

6

8

9

9

Support available for roles

Complaints/Appeals


9/10

10

12

16

18

19

22

23


Newman Students’ Union (in brief)

Newman Students’ Union (NSU) is an independent organisation. This means we

are NOT a department of Newman University College, but a completely separate

organisation.

Everyone who is a student at Newman is automatically a member of the students

Union.

We have a set of ‘Objects’ which set out our purpose. These are:

• The Union’s objects are the advancement of the education of Students atThe Union’s objects are the advancement of the education of Students atThe Union’s objects are the advancement of the education of Students atThe Union’s objects are the advancement of the education of Students at

Newman University College for tNewman University College for tNewman University College for tNewman University College for the public benefit by:he public benefit by:he public benefit by:he public benefit by:

• Promoting the interests and welfare of Students at Newman UniversityPromoting the interests and welfare of Students at Newman UniversityPromoting the interests and welfare of Students at Newman UniversityPromoting the interests and welfare of Students at Newman University

CollegeCollegeCollegeCollege,,,, their course of study and representing, supporting and advisingtheir course of study and representing, supporting and advisingtheir course of study and representing, supporting and advisingtheir course of study and representing, supporting and advising

Students;Students;Students;Students;

• Being the recognised representative channel between Students and NewmanBeing the recognised representative channel between Students and NewmanBeing the recognised representative channel between Students and NewmanBeing the recognised representative channel between Students and Newman

UniversityUniversityUniversityUniversity College and any other external bodies; andCollege and any other external bodies; andCollege and any other external bodies; andCollege and any other external bodies; and

• Providing social, cultural, sporting and recreational activities and forums forProviding social, cultural, sporting and recreational activities and forums forProviding social, cultural, sporting and recreational activities and forums forProviding social, cultural, sporting and recreational activities and forums for

discussions and debate for the personal development of its Students.discussions and debate for the personal development of its Students.discussions and debate for the personal development of its Students.discussions and debate for the personal development of its Students.

We have a ‘Constitution’. This is a document which sets out how we shall run and

what powers we have. We are legally bound to operate according to this document,

the Education Act, the Charities Act and other relevant laws.

As well as the Constitution, we have a ‘Strategic Plan’. This sets our aims and

targets to work towards achieving over the next 4 years.

We have an ‘Executive Committee’ to represent members, manage what we do

and implement the Strategic Plan. The Executive Committee should act in the best

interests of it’s members. See page 9 for more details.


We have a ‘Board of Trustees’. This is a board who are responsible for ensuring

that NSU is meeting legal requirements and is spending it’s funds accordingly, while

protecting the future, professional image and reputation of the Union. They have

the power to over-rule the Executive in order to do this, as set out in the

Constitution.

We have ‘other roles’ (see p9) who are also important in ensuring that NSU is

effective in achieving it’s Objects.

The Election Process is run by the Elections Committee, chaired by the

President. The Returning Officer (RO), and any deputies appointed by them shall

have final say in any dispute.


Getting elected

Why stand?

You may be asking yourself

‘Why should I stand for any of these positions?Why should I stand for any of these positions?Why should I stand for any of these positions?Why should I stand for any of these positions?’

well…. There are many reasons why you should stand, but the most important is,

‘because you will get the chance to make decisions about every aspect of

student life, shape the work of the Students’ Union and make a difference

for our members’.

As an elected officer (or for that matter any of the positions!) you could be helping to

organise events and trips, attend meetings at the highest level in the university,

write publications, improve our website or even lead a campaign. Just ask yourself,

‘How can I make life better for Newman Students?’‘How can I make life better for Newman Students?’‘How can I make life better for Newman Students?’‘How can I make life better for Newman Students?’

How to Stand

Step 1 – Nominate yourself!

Step 2 – Create your Manifesto

Step 3 – Candidates briefing

Step 4 – Question Time

Step 5 – Campaigning

Step 6 – Voting

NSU helped over 500 students write to their MPs in

2010/11


Key dates:

Nominations open Mon 17th October

Nominations Close Friday 28th October, 4pm

Candidates Briefing Fri 28th October, 5pm

Campaigning Begins Fri 28th time tbc

Voting Opens Sat 29th October 9am

Debate tbc, Senses Bar

Hustings tbc,DS2

Hustings tbc Senses Bar

Voting Closes Fri 4th November 3pm

Count Fri 4th November from 3.30 pm

Results night Fri 4th November, From 8pm Senses Bar tbc

Step 1 – Nominate yourself!

Very simple! Either download a Nomination Form from www.newmansu.org/elections

or ask for a paper one from the NSU office (located in the Hub). Fill it in and ask a

friend to propose you, and another to second you. See the Rules section for more

details on Proposers and Seconders. Note: although a ‘Candidates Declaration’ form

for Trustees is also included, this may not be needed. If you don’t fit the legal

requirements just ask in the office which positions are still available to you – you’ll

find it should be most of them!

Step 2 – Create your Manifesto

Simple – this is a document explaining who you are, what you would like to achieve

should you get elected, why people should vote for you and any other details you

think are useful. YOU SHOULD ALSO INCLUDE A JPEG IMAGE of your face so voters

can see who you are. This will need to be supplied electronically – email it to

[email protected] or bring it on a memory stick (returnable) when you

hand in your nomination form.

Nominations must be handed in by 3pm on Friday 28th October 2011


Step 3 – Candidates briefing

YOU MUST ATTEND THIS MEETING. It usually lasts one to two hours. It begins at

5pm on Friday 28th October. You must ensure you can get to this meeting as it is an

essential part of the Elections Process. If you have any doubts you must get in touch

IN ADVANCE or risk disqualification. The meeting also provides an ideal opportunity

to ask any final questions, be made aware of any remaining important details and

receive any last minute updates on the voting process. Campaigning begins straight

after this meeting (subject to THE RULES!!!)

Step 4/5 – Question Time

Question Time (also known as hustings) is your opportunity to tell everyone why you

are standing and hopefully persuade them to vote for you. You will often find this is

where you can win those ‘on the fence’ votes from people who have not yet made

their minds up from seeing your campaign.

Campaigning can never be underestimated. This is how you will engage with the

very people you hope to vote for you. During the campaigning process it is

important to focus on what you aim to achieve should you be elected. This is the

most exciting part of the whole process (after hearing the results of course!). It can

also be hard work so plan ahead. Be creative and ensure you get noticed (for the

right reasons) by the voters, and don’t forget to tell people HOW TO VOTE. The best

campaign in the world won’t win if people don’t know how to vote…….

Step 6 – Voting

All the elections will be conducted by an online ballot. At NSU we use Single

Transferable Voting (STV). This will be explained further at the candidates briefing.

The main thing to know is for students to vote they should go to our website

(www.newmansu.org) and follow the link to vote. This is also where they will be


able to read your manifesto. Don’t forget to include this link on your campaign

material!

What Happens next?

Results are announced in Senses Bar during the evening event. Come along with

your friends and campaign teams, chill out and wait for the all important

announcement. Results will also be sent via all-student email. More info. on how

the count works will be explained at the Candidates Briefing.

Wed 9th November at 2pm there will be a feedback meeting that all candidates are

welcome to attend to have a catch up, talk about the best bits, say what worked well

and to discuss ways to improve the election process further in future. Those who

are elected will start their official term of office on IMMEDIATLY and will last until

June 30th 2012.

All those who are elected will be given training, ‘on the job’.

What Roles are available?

There are several roles available in the elections as listed below. You can see the job

descriptions for these in appendix one of this booklet and they are also available in

the NSU Constitution. Please be aware that Executive Roles do have other ‘General’

Duties as well as the roles for the individual positions. We encourage all candidates,

old or new, to book an appointment with the NSU President and Development

Manager to discuss any questions, remits, job descriptions etc before standing as a

candidate, although this is not essential. We would also encourage you to speak to

students and current/past holders of the positions to see what expectations they

have and any hints or tips to help you get the most from you role, as well as

ensuring you select the best one for you.


Trustees

NSU is looking for ‘Student Trustees’. These are NOT elected in the main elections,

but will be selected at a General Meeting of Newman Students’ Union. If you wish to

stand for one of these roles you should contact NSU President (Josh Clare) IN

ADVANCE. Contact details can be found in this pack. If you have missed the

meeting but are still interested please get in touch anyway – you never know, there

may be a position still open.

Executive Committee

NSU’s Executive Committee consists of seven Officer Positions. All of these positions

are predominantly office based jobs, but will require working with students as well as

some work outside the office. Two of these roles are Sabbatical. This means that

you either need to be in your final year and stay for another year, or take a year out.

These are FULL TIME paid positions. They are:

• President

• Vice President

The Remaining 6 roles are PART TIME voluntary positions. This means you will hold

the position while still being a student. They are not paid. Only roles in Bold are

currently available:

• Union Academic Officer

• Union Activities Officer

• Union Democracy Officer

• Union Societies Officer

• Union Sports Officer

• Union Welfare Officer

Other Positions

There are two other positions, not on the Executive Committee which are also


extremely important to ensure NSU can run efficiently. These are:

• Union Chair

• NSU Secretary

There is also one final position. This position is not a position within the Union, but

is a University Position. However, NSU runs the election for this position, and

provides some filling space for this position. It is:

• Student Governor

Support:

NSU Officers support for Candidates as well as elected post holders. Some of what

you can expect is listed below:

For Candidates

While you are a candidate there is plenty of support available to you:

• Full time staff – during the day there will nearly always be someone in the

office to help answer questions, give advice or be there if you just need to

chat to someone about how your campaigns going.

• The Elections Committee – a group who will make any decisions during the

election. They are here to help you so do not hesitate to contact them.

• Candidates meeting – this is compulsory but will give some essential training

and pointers on talking to students. You will also be shown examples of other

campaigns and they give you a chance to meet and chat to other candidates

and allow you to have any burning questions answered you haven’t already

asked.

• Optional training sessions – during the nomination period there will be a

number of additional sessions to give you help and ideas on both how to


campaign, put together a speech, answer questions and to learn more about

Newman Students’ Union. These are of course free so take advantage of

these opportunities.

For Successfully Elected Candidates

Support is available for all elected positions, for example:

• All elected candidates will be given training to enable them to complete their

role fully and successfully. This training period will look at both developing as

a team as well as skills and background to fulfil your duties. This will be

towards the end of Semester two – dates tbc or in the case of a by-election as

soon as possible.

• There is a staff team of three who support the work of the elected officers as

well as a vibrant volunteer community of course reps, campaigners and

student groups who support the work of NSU.

• Newman Students’ Union is a member of the National Union of Students

(NUS) who offer support and training for all officers throughout the year.

• Elected Officers will often be given first refusal to attend other events external

to Newman, as well as skills workshops and other valuable opportunities as

they arise.

• Sabbatical officers, part time officers and other volunteers will be offered

reasonable out of pocket expenses when on union business.

• The Students’ Union Office has access to a considerable amount of past

resources, examples and experience to help you have the most successful

year you possibly can.


Rules and Regulations

Whilst NSU has a very liberal approach to the conduct of our elections, there are a

few rules which ensure that the true spirit of the process is upheld and that the

election(s) can be deemed fairly and properly conducted in accordance with our

Constitution and accepted custom and practise. These are:

General Rules

1. For the purposes of these rules, ‘candidate’ includes any members of a

campaigning team.

2. No Candidate shall approach another student and request or seek by whatever

means to obtain items of personal information required to cast a vote.

3. No candidate shall cast, or attempt to cast a vote, or encourage another

person to cast a vote on behalf of another.

4. Candidates must not state in publicity material of any kind that they, or any of

their policies/ideas have been endorsed by the Union or any individual

members of Union Staff.

5. Candidates will not, or attempt to bribe voters.

6. Candidates may not campaign within 5 metres of a ballot box. A ballot box for

this purpose is defined as ‘any computer or other equipment capable of

receiving internet, which is active/turned on which has a student sat at it, or

using it at the time’. The Committee advise that if a candidate is unsure to

avoid the student at that time.

7. A three strike system will be in use. Minor rules breaks will incur a strike. On

the 3rd strike a candidate will be disqualified from the election. A warning

shall be given before the first strike. After this no further warnings shall be

given. For more serious offenses other penalties may be given instead of/as

well as a strike. For more serious offenses the individual may be subject to

NSU or Newman University Colleges’ disciplinary procedures. All penalties are


at the discretion of the Elections Committee (or delegated representative).

Appeal procedures can be found on page 18.

8. The Elections committee shall keep a complaints log. Complaints will not be

accepted unless they are in writing and accompanied by the complainant’s

name. This will be kept confidential where appropriate.

9. Campaigning begins as soon as the Candidates Briefing ends, subject to these

rules.

10. All Candidates must attend the Candidates Briefing as stated in this pack.

Candidates must also attend the daily candidates meetings in the same

manner.

11. The Elections Committee (or the chair of), RO (or deputy) may alter these

rules at their discretion to ensure a smooth election, whilst protecting the

Unions reputation. Notification of changes shall be sent by email and

candidates also notified of changes at the daily briefing.

Candidates and Campaign Teams

1. Candidates are to run as individuals. This means that materials/when speaking

to students, campaigners may only talk about their own candidate. They

should not mention the names of others when asking for votes, and will not

show or give messages of support to another candidate whilst campaigning

2. Candidates are responsible for their campaign teams, and must ensure that

anyone campaigning on their behalf understand the rules. Any rules breaks

will incur penalties against the candidates and not the individual student, with

the exception of misconduct which is subject to the Students’ Union and/or

the University disciplinary procedures.

3. Members of a campaign team must sign a register before campaigning. They

may only campaign on behalf of one candidate at a time. This includes

wearing items of support.


4. Candidates’ must attend a daily compulsory meeting each day of campaigning.

If unable to attend they should send apologies in advance to either the chair

of the elections committee or the deputy returning officer.

Campaign Materials

1. Campaign materials are not to be offensive, inflammatory, undermine those

campaigns of other or bring the unions name into disrepute. Constructive

criticism however is allowed as long as a candidate is clearly showing why

their ideas improve on others.

2. All campaign materials must be checked before use by the chair of the

Elections Committee, who may forward to another member of (including the

RO), or the committee itself.

3. All materials must be bought from a candidates budget, and a receipt and

expenses claim must be submitted before use. Free materials are not

permitted.

4. Any ‘give aways’ will have a maximum value of 10p per item.

5. Candidates may not supplement their budget with their own funds in any way.

6. All photocopying/printing is to be black and white and done from the NSU

Office unless other arrangements have been pre-agreed in writing with the

Elections Committee/RO

7. Candidates may be as creative as possible and may use any facilities on

campus as long as they have prior written permission, that can be easily

checked should a complaint arise. Evidence of this should be checked at the

same time as the material itself.

8. Candidates may not move any materials to make room for their own

campaigns (unless they have written prior permission to do so). Candidates

are encouraged to plan ahead. Facilities are on a first come first served basis

– be creative!


9. There will be an allowance for photocopying/printing from the office in addition

to each budget. This will be confirmed at the candidates’ briefing before

campaigning begins.

10. As soon as a Nomination has been accepted by the Deputy RO, a Nominee is

then a candidate. From this point on they may ask for any campaign

materials to be checked and their use pre-agreed. Campaigning may not

however commence until the end of the Candidates briefing.

11. Online campaign is allowed, in any online media subject to the above rules.

Online material however does not need to be pre-approved, but will be

subject to severe disciplinary action if found to break these rules. Online

campaigning may begin in advance of a nomination being accepted.

Students Demonstrate on campus in the recent tuition fee debate.


Hints and Tips

Almost every campaign in a students’ union election will include creating printed

publicity, talking to students and speaking at a candidate question time with others.

Here we present 10 tips for each of these. These tips should be used with the

training provided and the election rules and guidelines.

Manifesto tips

1) Include your name, the position you are running for and a photo in a

prominent position

2) Make a list of reasons why you are running for this position and choose the 2

or 3 best ones. Make sure you research these properly before you use them.

3) Use these 2 or 3 points as the basis of your manifesto

4) Ensure the manifesto is properly spaced and in a legible font. Avoid using

CAPITALS.

5) Find out whether the manifesto will be in colour or black and white. Most of

the time your publicity will be photocopied so make don’t rely on colour.

6) Don’t put too much on the page or it will look cluttered.

7) Don’t put text over photos as this can be difficult to read.

8) Always ensure your publicity meets the guidelines of the union.

9) Ask for a number 2 vote if the voter has a preferred candidate.

10) Make sure you ask them to vote!

Talking to students

1) Be friendly and smile.

2) Ask them about their course and what they want from their representatives

3) Explain who you are and which position you are running for.


4) When explaining why you are running highlight the issue you want to change,

the reason it affects them and what they can do to change it – i.e. vote for

you!

5) If you approach someone who is grumpy or distracted and doesn’t want to

vote then don’t waste time pressing them too hard.

6) Give them space to talk, but remember you need to speak to as many people

as possible.

7) Explain where they can vote and how.

8) Ask for a number 2 vote if the voter has a preferred candidate.

9) Make sure you ask them to vote!

10) Thank them for their time.

Candidate Question time

1) Make sure you know the timings of any speeches you can give

2) Write the speech in advance, double spaced to make it easier to read

3) Practice the speech several times with an audience, making sure you keep to

the time given and speak slowly and clearly

4) Start the speech explaining who you are

5) Make sure you cover your three main points in the speech

6) End the speech asking the audience to vote for you

7) Practice answering questions about your policies and anything else about the

union

8) On the day wear something that is smart but comfortable and smile

9) Take a paper and a pen with you to note questions

10) Relax , be honest and bring your friends for support.


Complaints/Appeals

Stage 1 - Complaints should be addressed to the Chair of the Elections Committee.

All complaints must be submitted in writing. The chair will then investigate the

complaint in a suitable manner and take any appropriate action, referring the

complaint to the Elections committee if they feel the need.

Stage 2 - The Complainant or Candidate may appeal a decision taken, in writing.

This should be addressed to the Deputy returning officer, or Returning Officer.

Stage 3 - They will then review the complaint, may seek further evidence as

appropriate and then may either uphold the disciplinary action, overturn any action

or amend the decision. If they feel the need then may take more severe action than

initially given after the complaint.

Stage 4 - If a complainant is still unhappy they may appeal to the University Board

of Governors.

Stage 5 - They may also appeal further to the Office of the Independent

Adjudicator.

Complaints regarding campaigning must be received before the count commences.

The count for an individual election may not commence until complaints have been

dealt with.

Once the count begins there is no further chance to complain about the election

process. The only complaints which will be accepted from this point will be

complaints which concern the count itself.



Are there any rules?

Yes. See the rules section of this pack. It is important you read and understand these.

If not please ask for them to be explained further or you risk disqualification from the

election.

How does voting happen?

Voting will be electronic. Voters should go to our website, www.newmansu.org/elections

where they will be able to read your statements/manifestoes, click the link to the ballot

papers at the bottom and cast their vote. The system has security measures to ensure

that voters can only vote once. They will have to vote for EVERY position at once, so

encourage them to speak to all candidates before voting, and make every effort to speak

to as many students as soon as you can.

Can I vote as a candidate?

Yes, and you can vote for yourself!

What sort of vote is it?

We use a system called single-transferable vote. This means that when you vote you

will have to rank all candidates according to your preference for each position. A

candidate needs 50% +1 of the total valid votes to win the election. If no-one receives

this then the person with the least votes is ‘knocked out’, and the votes for them will

transfer according to their second preference to be recounted and so on until someone

has received enough votes to win.

Who counts the votes?

The count will be overseen by the Returning Officer and/or their deputy. You are

entitled to watch this as explained at the Candidates Briefing.


Can my friends help?

Yes! Your friends may join your campaign team. However remember that YOU are

responsible for their actions – ensure they have also read the rules.

My friend is also running for another position, can I support them?

You may vote for them, but not campaign in any way for them as a candidate yourself.

More details can be found in the rules section.

Can I campaign under a nickname?

Yes, but remember that you can only have your FULL name on the ballot paper – if you

use a nickname and voters can’t see it on the ballot sheet you may LOSE votes.

Do I get trained?

Yes, you will have to attend a compulsory session called the ‘Candidates Briefing’. There

are also additional voluntary sessions. This will be posted on

www.newmansu.org/elections as they are confirmed.

What is a students’ union officer?

Student’s union officers are elected by the student body to hold a number of roles within

the students’ union, ensuring that students at Newman are represented.

What is the different between Executive Committee members and other

roles?

Members of the Executive Committee manage the Union on a day to day basis, making

decisions in the best interest of the members. Other roles elected in these elections are

supporting roles to ensure that NSU runs as efficiently as possible. They are all vital to

ensuring NSU can achieve it’s objects as efficiently as possible. The Executive

Committee is responsible to the Student Body, and their decisions may be subject to

approval by NSUs’ Board of Trustees.


What is the difference between a part time role and a Sabbatical position?

Most roles are part time, this means you will hold the position and will be expected to

undertake the responsibility of the role alongside your course. A sabbatical role means

you will either take a year out of study or stay a year longer after your study to work full

time for NSU. You will be given free accommodation (tbc) usually in the halls of

residence and also receive an honorarium (effectively a monthly salary).

Who is RON?

You may have heard people talk about R.O.N. This stands for Re-Open Nominations,

and is not as some believe someone who has stood in our elections for many years and

has never left Newman! Re-Open Nominations will appear on all ballot papers and is a

voters chance to vote to re-open the election if they don’t like the candidates available.

Can RON run a campaign?

A student may run a campaign on behalf of Ron to Re-Open a position. This cannot be a

campaign against a candidate. They will have to run it to the same rules as stated later

in this pack. For more info. please contact the elections Committee

What do I do if I’m not happy or want to complain?

Please see the Complaints Procedure

When does it all happen?

Please see the Key dates list on page 6.

‘

’Neon Ball’ in Fresher's week


Contact details

Elections Committee

Can be reached through the chair person. This is

Josh Clare (NSU President)

0121 483 2291

[email protected]

Deputy Returning Officer

Rob Balding (NSU Development Manager)

0121 483 2225

[email protected]

Returning Officer

(Contacted via the Deputy Returning Officer)

TBC

NSU Executive Committee

Please see the NSU Website, Freshers Handbook 2011 or ask in the NSU office for

their contact details, or leave a message for them to respond to in the NSU Office

NSU Office

Is located in the Hub and can be reached on the above numbers or the university

main phone number (0121 483 1181), ask for the Students’ Union.

Newman University College, Board of Governors

Can be reached via the Clerk to the Governors

Heather Somerfield

[email protected]


Appendix 1 - ‘Job descriptions’

The following are the official job descriptions as they appear in the Constitution.

During the term of office however, other expectations and jobs are likely to arise,

this is part of what makes the role exciting. If you have any questions, no matter

how small, or wish to go through one (or more) of the below in more detail please

don’t hesitate to contact [email protected] and/or

[email protected] or other members of NSU Staff or Executive who will be

happy to spend as much time as you need to help you select the best role for you.

Outline of Duties for Students’ Union Officers

1.1 General

1.1.1 All Officers are expected to be familiar with the Students' Union Constitution

and any responsibilities mentioned therein.

1.1.2 All Officers are expected to contribute to collective work within the Students'

Union.

1.1.3 Officers must be willing to accept responsibility for work undertaken as a

request of an Official body including Trustees and Referenda.

1.1.4 This Appendix should be considered an addition to any duties already

specified within the main body of the Constitution.

1.1.5 All Students’ Union Officers will fulfil the duties listed in section 1.2, as well as

those in their job description below.

1.2 Duties for all Students’ Union Officers

1.2.1 Endeavour to involve students in all Students’ Union activity and act in the

best interests of Students’ Union at all times.

1.2.2 To maintain confidentiality at all times in accordance to the Students’

Unions Confidentiality Agreement.

1.2.3 Attend designated University College and Students’ Union committees to

represent the views of the student body wherever possible.


1.2.3.1 If officers are unable to attend a meeting they should send apologies

and a report if necessary prior to the meeting (for submission times

refer to the terms and conditions of the committee).

1.2.4 Be responsible for the maintenance and storage of files for at least seven

years.

1.2.5 Participate in all relevant training sessions, conferences and events.

1.2.6 Establish and maintain links within the University and the local community

and ensure a positive image is kept at all times.

1.2.7 Undertake any other duties deemed necessary, by the Executive Committee,

to ensure the successful running of the Students’ Union.

1.2.7.1 Ensure the delivery and close down of Union entertainment events

(i.e. Freshers and Returners Week, Christmas and Summer Balls,

Union Awards Night, etc.)

1.2.8 All Officers are required to attend:

Executive Committee

Student Council

Annual General Meetings

Union General Meetings

1.3 Union President

Students’ Union and University College Committees Attending (Ex-Officio):

Academic Board

Academic Development Committee

Academic Standards Committee

Appeals Committee

Board of Governors

Learning and Teaching Committee

Newman Students’ Union Elections Committee


1.3.1 Be a full time (Sabbatical) paid Executive Officer, act as a trustee of the

Students’ Union, and so sit on the Executive Committee.

1.3.2 Chair the Executive Committee and support and advise the other Executive

Officers.

1.3.3 Lead the Students’ Union and facilitate and implement its strategic plan

effectively.

1.3.4 Be the main contact for bodies to which the Union may be affiliated to.

1.3.5 Lead any delegation to any conference of importance to the development of

the Students’ Union.

1.3.6 Along with the Union Democracy Officer, ensure that the Constitution is

adhered to, in particular with regards to Elections and General Meetings.

1.3.7 Oversee and maintain the Students’ Unions Policies, making sure that a

record of each policy is kept in an orderly manner and is available to any

student wishing to view it.

1.3.8 Have primary responsibility of ensuring that proper arrangements are in place

to oversee the financial and commercial affairs of the Students’ Union and

ensure the submission of budgetary estimates to the Executive Committee as

Trustees of the Union.

1.3.9 Be a cheque signatory for the Students’ Union accounts.

1.3.10 In the case of an emergency the President is empowered to take appropriate

action on behalf of the Students’ Union.

1.3.11 The President should consult all available Executive Committee members (see

emergency meetings) and ensure that the decision is approved.

1.3.12 Be responsible for the Students’ Union staffing.

1.3.13 Aid the Union Activities Officer in the preparation and delivery of Freshers’

and Returners’ induction weeks and Students’ Union Freshers Handbook.

1.4 Union Vice President


Environmental Committee

Halls Committee

Health and Safety Committee

Student Facilities Forum


Student Services Committee

1.4.1 Be a full time (Sabbatical) paid Executive Officer to sit on the Executive

Committee.

1.4.2 To promote the equality of opportunity for all Newman University

College students and ensure that all aspect of the Students’ Union

adhere to the Equal Opportunities Policy.

1.4.3 Maintain current Union communication tools and seek ways to improve and

promote them

1.4.4 Be responsible for developing new and innovative ways to communicate with

the membership.

1.4.5 Ensure the website is kept up to date with all relevant documentation being

uploaded a minimum of one week before general and council meetings.

1.4.6 To ensure that the Students’ Union newsletter is published on time as Editor

in Chief, in co-operation with the relevant students.

1.4.7 To co-ordinate the advertisement and publication of constitutional Students’

Union events to the membership.

1.4.8 Oversee the election of representatives to sit on the Halls Committee.

1.4.9 To assist the President in their work and help and support other Executive

Committee members.

1.4.10 Work with Sports and Societies to ensure there NSU ‘minisites’ are updated

on a regular basis

1.4.11 As a member of the environmental committee, look at ensuring the Union is

‘green’ and work with the University on any relevant environmental

campaigns

1.4.12 Support and aid the President and Activities Officer through the preparation

process and delivery of the Freshers’ and Returners’ induction weeks and

Students’ Union Freshers Handbook.

1.5 Union Academic Officer

Students' Union and College Committees Attending (Ex-Officio):

Student Disciplinary Hearings

Relevant School Meetings


1.5.1 Be a part time voluntary officer, to sit on the Executive Committee.

1.5.2 To represent the concerns, aspirations and problems of the student body in

relation to academic provision.

1.5.3 To ensure that education needs of all students are sufficient, and ensure

through academic committees that all students’ academic needs are met.

1.5.4 Support and represent individual students in academic procedures.

1.5.5 Participate where applicable in University College academic quality assurance

and audit systems.

1.5.6 Run awareness campaigns on Academic/Education issues.

1.5.7 Assist the President in preparing for Academic Board, Academic Standards

and Academic Development, this includes but is not limited too:

Writing reports for the meeting

Gaining student opinion and/or feedback

Going through the paperwork with the President

1.6 Union Activities Officer


Activities Committee

Any relevant Sports or Societies Meetings

Bar Committee Meetings


1.6.2 Organise and help publicise well rounded activities that link with Union

campaigns and aims.

1.6.3 Be the Union representative on the bar committee meeting (if applicable).

1.6.4 Look at external activities to appeal to the wide range of students needs

1.6.5 Oversee the preparation of, and participate in the delivery of Freshers'

induction week.

1.6.6 Shall Chair the Activities Committee and be part of the team who organise the

Union Awards and the Christmas and Summer balls (where applicable)


1.7 Union Democracy Officer


Relevant School Meetings

Any Relevant Course Rep Meetings

Student Disciplinary Hearings

Elections Committee


1.7.2 To represent the concerns, aspirations and problems of the student body in

relation to academic provision.

1.7.3 Shall Chair the Elections Committee (if applicable).

1.7.4 Shall elect members to partake in the Elections Committee, ensuring that

Democracy is kept throughout any process the Students’ Union undertakes.

1.7.5 To work closely with lecturers in ensuring that all Course Representatives are

found, and that the system is working to the best of its abilities.

1.7.6 To support and aid all Course Representatives throughout the year whenever

needed.

1.7.7 Along with the Union President, ensure that the Constitution is adhered to, in

particular with regards to Elections and General Meetings.

1.8 Union Societies Officer


Chairpersons Committee Meetings

Any relevant Societies Meetings


1.8.2 Publicise the Societies and Associations affiliated to the Students' Union and

encourage student participation within them.

1.8.3 Work with the Activities Officer to assist societies with raising their profile.

1.8.4 Monitor the budget and activities of societies.


1.8.5 Support and offer training for all society committees.

1.8.6 Help to establish and develop new and existing Societies

1.8.7 Chair the Chairpersons Committee Meetings meeting and co-ordinate their

activities.

1.8.8 Ensure that the Students' Union's Duty of Care procedures are being upheld

by all societies at all times.

1.9 Union Sports Officer


Captains Committee Meetings

Any relevant Sports Meetings


1.9.2 Publicise the Sports Teams affiliated to the Students' Union and encourage

student participation within them.

1.9.3 Work with the Activities Officer to assist captain’s with fundraising.

1.9.4 Monitor the budget and activities of sports, and all sports teams.

1.9.5 Support and offer training for all team committees, along with the Union’s

Activities Administrator.

1.9.6 Help to establish and develop new and existing Sports Teams.

1.9.7 Chair the Captains Committee meetings and co-ordinate their activities.

1.9.8 Be the main channel of communication between the Students' Union and

BUCS, along with the Union’s Activities Administrator.

1.9.9 Ensure that the Students' Union's Duty of Care procedures are being upheld

by all teams at all times.


1.10 Union Welfare Officer

Students' Union and College Committees Attending (Ex-officio):

Health & Safety Committee

Equal Opportunities Committee

Student Information and Advice Centre Meetings


1.10.2 To represent and communicate the Welfare needs of the student body.

1.10.3 Support and advise, but not to counsel, individual students on welfare issues.

1.10.4 Run awareness campaigns on welfare issues.

1.10.5 Oversee the running of the Student Information and Advice Centre (hereafter

known as SIAC), and offer support and training for all volunteers running the

SIAC.

1.10.6 To promote the equality of opportunity for all Newman University College

Students.

1.11 Union Chair

Students’ Union and College Committees Attending (Ex-Officio):

Student Council

Annual General Meeting

Union General Meeting

1.11.1 Act as the Chair of Council for one academic year, attending all

meetings of Council in the role of an unbiased Chairperson.

1.11.2 To encourage students to join and participate in Student Council and

encourage NSU Executive to ensure that ‘mini-elections’ for members take

place if possible. (See Council Standing Orders)

1.11.3 To co-ordinate the advertisement of Student Council meetings to the

membership.

1.11.4 To ensure that Student Council meetings are carried out as specified in the

Council Standing Orders.


1.11.5 With help from the President ensure that members are given the opportunity

to attend effective training sessions to ensure

understanding and a smooth running of Student Council.

1.11.7 To ensure that Union Council/Student Forum meetings take place once a

month, where a General Meeting is not taking place and where able excluding

the Summer Vacation.

1.11.8 This is subject to change by Council to allow greatest participation from its

members.

1.11.9 With help from the NSU Secretary, ensure that accurate

minutes of meetings are taken and agreed at the following meeting to be an

accurate document for future reference.

1.12 Student Governor


Board of Governors (and all related boards)

Any Union meeting (Invite required from Chair)

12.1 Although NSU usually runs this election, this role holds no responsibility to the

Union, for a full job description please request the University’s job description.

1.13 NSU Secretary


All Union based Meetings

1.13.1 To attend and keep minutes of all the Main Union meetings, to be passed at

the next meeting as a matter of accuracy.

1.13.2 To maintain filing of the office, keeping all folders up to date, and working

with the relevant Executive Officers to maintain an understanding of the filing

system used.

1.13.3 To ensure that all post is kept up to date, and ensuring that the Executive

Committee and any other person receiving post or communication are aware

of any post or notices they may have in the office, at all times.


1.12.3.1 Ensure that any Executive member deemed to not be

keeping track of post is brought up with a Sabbatical officer

or member of Union Staff.

1.13.4 During office hours answer any phone calls deemed necessary, and deal with

general student enquiries.

1.13.5 To abide by the confidentiality agreement forms, this must be signed once in

post.

1.13.6 To fulfil any other duties deemed necessary at that time.

by-election candidates handbook 2011

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