constitution

New Constitution Final Version of 44

Anglia Ruskin Students’ Union Constitution Section 1 - Introduction 1.1 There shall be a Students' Union, the name of which shall be “ANGLIA RUSKIN STUDENTS' UNION” known as Anglia Ruskin Students' Union (hereinafter referred to as The Union or Anglia Ruskin SU). 1.2. In the event of a change in the name of the Institution, currently Anglia Ruskin University (hereinafter referred to as “the University”), the Students' Union's full name will change accordingly. 1.3. The Union shall be an independent body; constituted as an unincorporated association with exempt charitable status, funded by the University, with the right to conduct and manage its own affairs and funds, including the right to borrow money. The Union has unlimited liability for its actions. 1.4. The Union shall be the official representative body of the students of the University. 1.5. Any amendments to this Constitution in whole or in part must be approved and ratified by Union Council and approved by the Board of Governors. 1.6. The Constitution and its schedules are the primary documents of the Union and, as such, take precedence over any other Union documents or regulation. 1.8. No representative body of the Union or individual officer of the Union shall undertake any action or payment that is beyond the powers conferred by the Constitution or is deemed unlawful. 1.9. A copy of the current constitution, it schedules, standing orders and current policy shall be available to all members. 1.10. This Constitution revokes all previous editions of the Constitution. Section 2 - Objects and Purposes 2.1 To support the education of its members. 2.2 To promote the general welfare of its members. 2.3 To encourage student societies, sports and social activities among its members. 2.4 To advance the interests of the Union and University as a whole. 2.5 To act as a channel of communication between its members and the University and other bodies. 2.6 To encourage and promote equal opportunities within both the Students’ Union and the University.


Section 3 - Definitions 3.1. Sabbatical Officer Sabbatical officers are elected, full-time, paid representatives of the Students’ Union and student body. Their role is to undertake the objects and purposes of the Students’ Union and other duties as defined in policy set by Student Assemblies and Union Council. This is a major Union office. 3.2. Part-time elected officer Part-time officers are elected, part-time, unpaid officers who do not have set hours of work for the Union as they are still registered students of the University. They are an elected member of a Student Assembly or Union Council. This is a minor Union office. 3.3. Student Trustees Student Trustees are appointed, part-time, unpaid trustees who do not have set hours of work for the Union as they are still registered students of the University. They are an appointed member of the Board of Trustees. This is a major Union Office. 3.4. Student The definition of a student is defined by the University in the University’s current rules, regulations and procedures for students. 3.5. Student Body The Student Body refers collectively to all those individuals described by the term 'student' above. Section 4 - Indemnity Every officer, appointee or member of staff of the Union shall be entitled to be indemnified out of the assets of the Union against all losses or liability which she/he may sustain or incur in or about the proper execution of her/his duties of office. Section 5 – Interpretation 5.1. In the event of a dispute in the interpretation of the Constitution, its schedules, standing orders and current policy, the ruling of the Students' Union President shall be sought. 5.2. In the event of a challenge to the President's ruling, the decision of the Union Council shall be final. Section 6 - Affiliations 6.1 Affiliations to external organisations will be published annually to students and the University Board of Governors, and shall include the name of the organisation(s) and the level of subscription/fee. 6.2. A challenge to any affiliation(s) may be made by students who may petition for a referendum. A referendum may only be activated if petitioners have the support of 500 full members in writing. 6.3. The referendum will be conducted in accordance with Schedule 6 (Referenda) of the Constitution. 6.4. No referendum may be re-opened on the same affiliation in any one academic year.


Section 7 - Membership 7.1. Categories of membership 7.1.1 Full membership. All students presently deemed as current students as defined by the University, and all elected Sabbatical Officers shall be full members of the Union, unless they wish to relinquish their right through the opt-out regulations under clause 22 (2) c) of the Education Act 1994, enjoying full rights and privileges of membership listed in Section 7.4 of this Constitution. 7.1.2 Associate membership. Graduates of the University shall have the right to be admitted to Associate membership of the Union on the production of proof of graduation and payment of a fee. Volunteers (i.e. coaches, instructors) of clubs and societies, who are not graduates, may also apply for Associate membership. Associate members may not enjoy the rights and privileges of membership listed in Section 7.4 of this Constitution. 7.1.3 Honorary membership. The Union Council shall have the right to admit to Honorary membership of the Union such persons as it deems fit. Honorary members may not enjoy the rights and privileges of membership parts a) to f) listed in Section 7.4 of this Constitution. 7.1.3 Reciprocal membership. The Union Council shall have the right to make reciprocal agreements with other student organisations as it sees fit. Reciprocal members may not enjoy the rights and privileges of membership parts a) to f) listed in Section 7.4 of this Constitution. 7.2. Membership Fees. Registered students of the University are automatically members of the Students’ Union and cannot be charged a fee. Fees for other categories of membership may be charged at a level set by Union Council and reviewed from time to time. 7.3. Opted-out Students. Opted-out students may not enjoy the rights and privileges of membership parts a) to g) listed in Section 7.4 of this Constitution. 7.4. Rights of Membership. These are the rights of membership except as otherwise stated in this Constitution: 7.4.1 The right to vote in all elections as detailed in this Constitution. 7.4.2 The right to propose or second any candidate in any Union election unless otherwise stated in the Constitution. 7.4.3 The right to stand for or hold office on committees and to represent the student body, unless otherwise stated in the Constitution. 7.4.4 The right to vote at Union meetings unless otherwise stated in the Constitution. 7.4.5 The right to speak at Union meetings unless otherwise stated in the Constitution. 7.4.6 The right to be officers of any constituent bodies and clubs and societies (subject to membership of that club or society).


7.4.7 The right to be members of any clubs or societies (subject to the membership conditions of that club or society). 7.4.8 The right to use Union amenities; subject to current conditions, regulations and policy. Section 8 - Governance The Union is governed by students through Union Policy, Union Council, Student Assemblies, their sub committees and forums. 8.1 Policy Policy is created through debate of motions at Student Assemblies and Union Council. Two types of policy exist: Site policy reflects issues surrounding that site and those students on that site. Union policy reflects issues of the whole Union. Policy comes into effect after the close of the relevant meeting at which it has been passed. All policy lasts for 3 years and once passed cannot be challenged within its first year. 8.2 Union Council Union Council is the major policy making body of the Union and meets a minimum of 4 times a year. The Union Council is made up of the Sabbatical Officers, representatives of the Student Assemblies and a Chair of Council. Union Council is conducted in line with the standing orders of the Union and the Union Council schedule of the Constitution. 8.3 Student Assemblies The Student Assemblies meet to discuss issues of relevance to that site and meet monthly during the normal teaching period and are standing committees of Union Council. There will be a Student Assembly for all Anglia Ruskin core campuses which currently consist of: Chelmsford Campus Cambridge Campus Peterborough and Fulbourn Campus’ Membership and conduct of the Student Assemblies shall be in line with the standing orders of the Union and the Student Assemblies schedule of this Constitution. 8.4 Site Committees Site Committees are open meetings where students can discuss matters of interest and take appropriate action relevant to that committee and local provision of that interest. Membership and conduct of the site committees shall be in line with the standing orders of the Union and the Student Assemblies schedule of this Constitution. 8.5 Board of Trustees The Board of Trustees is responsible for the control and management of the Union. It meets 4 times a year and is made up of Sabbaticals, students and external members. The Board also has a number of sub-committees. The Board of Trustees is conducted in line with the standing orders of the Union and the Board of Trustees schedule of this Constitution. The Board of Trustees may veto any decision made by another committee, where this is considered to conflict with the constitutional objectives of the Union, or go against current legislation.


SCHEDULE 1 – Union Council Section1. Membership Union Council is made up of the following people with voting rights:

• Chair of Union Council • Sabbatical Officers • 3 Representatives from each Student Assembly, who are elected from the membership of

the Student Assemblies (excluding Sabbatical Officers) at the first Student Assembly meeting of the year.

Council may also be attended by the following people:

• Any full member of the Union, who must, however, request speaking rights from the meeting at the start.

• A guest invited to attend to speak on an issue or motion. • The Union General Manager (or Nominee) as an ex officio member with automatic speaking

rights. Quoracy The quorum for Union Council shall be 75% of the total voting membership. Section 2. Function

a) Debate, discuss and agree Union-wide policy. b) Approve and ratify changes to the Constitution. c) Mandate Sabbatical Officers regarding policy issues. d) Instruct and hold to account Sabbatical Officers. e) Bring a vote of censure or a vote of no confidence against a Sabbatical Officer. f) Receive and accept minutes / reports from the Student Assemblies. g) Receive reports from Sabbatical Officers. h) Receive reports from the Finance and Resources Committee (Including budgets and the

annually approved accounts). i) Receive reports from the Election Committee. j) Create and appoint membership to sub-committees where necessary.

Section 3. Arrangements for Union Council and Emergency Union Council

Meetings

3.1. There shall be a minimum of 4 Union Councils each academic year; 2 in semester 1 and 2 in semester 2.

3.2. Emergency Union Council meetings can be called by receipt to the Chair of Union Council a

written request by:

3.2.1. A mandate by each of the Student Assemblies 3.2.2. 75% of the voting membership of Union Council 3.2.3. 30 full members of the Union

3.3. An Emergency Union Council meeting can only discuss the business for which it was called. 3.4. Union Council meetings and Emergency Union meetings shall be held in accordance with this

schedule and the standing orders of the Students’ Union.


Section 4. Sub committees of Union Council There shall be 5 permanent sub committees of Union Council:

• Student Assembly Cambridge • Student Assembly Chelmsford • Student Assembly Peterborough and Fulbourn • Elections Committee • Sabbatical Meeting

Sub Committee meetings shall be held in accordance with Schedule 2 and the standing orders of the Students’ Union. 4.1. Elections Committee 4.1.1. Membership The elections committee will be chaired by the Returning Officer (or nominee) and is made up of the following people with voting rights:

• The Deputy Returning Officer. • The 5 Sabbatical Officers (Unless re-running in the elections being discussed by the Elections

Committee) • 4 students nominated by Union Council who are not standing in the election.

The elections committee may also be attended by the following people:

• A member of staff from each of the four core campuses with automatic speaking rights. • A guest or consultant invited to attend to speak on an issue • Other staff members as requested/required • Other students as requested/required

Quoracy The quorum for the elections committee shall be 75% of the total voting membership. 4.1.2. Function

a) Creates a year long elections timetable to include the opinion poll every year after fresher’s week, by elections and the full elections.

b) Create an easy process for students to nominate, be nominated, campaign and vote at all times.

c) Review the candidate training d) Review the voting regulations e) Ensure a co-ordinated website/byte/apex/poster/flyer design f) Investigate and facilitate alternative methods of campaigning and voting g) Have in mind at all time the need to increase voter turnout and nominations.


4.2. Sabbatical Meeting 4.2.1. Membership The sabbatical meeting is made up of the following people with voting rights:

• President of the Students’ Union (as chair) • 4 Sabbatical Officers

Sabbatical meetings may also be attended by the following people:

• The Union General Manager as an ex officio member with automatic speaking rights. • A guest or consultant invited to attend to speak on an issue • Other staff members as requested/required

Quoracy The quorum for the sabbatical meetings shall be 80% of the total voting membership. 4.2.2. Function

a) Discuss matters of strategic importance to the Students’ Union b) Prioritise sabbaticals’ duties c) Instruct sabbatical officers d) Receive and discuss reports from sabbatical officers e) Receive and discuss financial and commercial services updates from the General Manager f) Receive and discuss reports on external Union Communications (Website, Apex, SU Byte) g) Receive and discuss reports from Union committees. h) Receive and discuss reports from University meetings attended by the Students’ Union i) Receive and discuss any club or society activity j) Discuss campaigns k) Discuss and agree any training required for sabbaticals and part time officers. l) Review and discuss the full and part time officer job descriptions m) The sabbatical meetings make decisions regarding the day to day running of the Union on

behalf of Union Council and the Board of Trustees. All such decisions will be reported to the relevant committee as necessary.

4.2.3. Arrangements for Sabbatical Meetings and Emergency Sabbatical Meetings There shall be a sabbatical meeting every two weeks, rotated between all core campuses, unless the majority of sabbaticals are unable to attend. Emergency sabbatical meetings shall be called by the Chair, when all 5 members are available Sabbatical meetings shall be held in accordance with this schedule and standing orders of the Students’ Union. Section 5. Sub committees of Sabbatical Meeting There will be 1 permanent sub committee of the Sabbatical Meeting which will be the Staffing committee. 5.1. Staffing Committee


There shall be a Staffing Committee which is a sub-committee of the Sabbatical Officer Meetings with responsibility for all staffing matters. Its business and minutes will be kept confidential. 5.1.1. Membership Membership of the Staffing Committee shall be as follows:

• President b) The student experience officer Cambridge

• The student experience officer Chelmsford • The General Manager

Staffing may also be attended by the following people:

• A guest or consultant invited to attend to speak on an issue • Other staff members as requested / required

Quoracy The quorum shall be 100% of its membership. The Committee cannot meet without 100% quorum. If the Committee cannot meet, another meeting should be called as soon as possible by the President. 5.1.2. Function a) Oversee and implement the Students' Union's Terms and Conditions of Employment. b) Conduct the annual salary review of staff c) process all other staffing matters for which formal procedures are not laid down either in this document or other written documents. d) Agree appointments and creation of new staff posts e) Agree changes to staffing structure of the Union f) Hold the General Manager to account over his dealings with staff 5.1.3. Arrangements for Staffing Committee Meetings a) The Staffing Committee will meet monthly, b) The Staffing Committee shall meet in accordance with Schedule 3 (Conduct of Meetings) of this Constitution.


SCHEDULE 2 – Student Assemblies and Site Committees Section 1. Membership Student Assembly is made up of the following people with voting rights:

• The Student Experience Officer responsible for the site as chair • The 3 cross-campus Officers • Part time Accommodation Officer • Part time Clubs and Societies Officer • Part time Disabled Students Officer • Part time LGBT Officer • Part Time Mature Students Officer • Part Time Publications and Communications Officer • Part time Social and Events Officer • Part time Welfare Officer • And additional Part time Officers as defined by the standing orders of the Students’ Union

and agreed by Union Council annually. • There will also be two members from each site committee, at least one of which will be an

ordinary member of that forum, elected at the first meeting of the academic year. Student Assembly may also be attended by the following people:

• Any full member of the Union, who must request speaking rights from the meeting at the start.

• A guest invited to attend to speak on an issue or motion. • The Union General Manager (or Nominee) as an ex officio member with automatic speaking

rights. Quoracy The quorum for Student Assembly shall be 50%+1 of the total voting membership. Section 2. Function

a) Debate, discuss and agree Union site policy. b) Mandate Sabbatical Officers regarding policy issues. c) Mandate Part time Officers regarding policy issues. d) Instruct and hold to account Sabbatical Officers. e) Instruct and hold to account Part time Officers. f) Bring a vote of censure against a Sabbatical Officer. g) Recommend a vote of no confidence on a Sabbatical Officer to Union Council. h) Bring a vote of censure or vote of no confidence against a Part time officer of that Student

Assembly. i) Receive and accept minutes / reports from the site forums. j) Receive relevant financial reports. k) Receive reports from Part time officers of that Student Assembly. l) Receive reports from Sabbatical Officers. m) Create forums where necessary. n) Receive and approve minutes of sports and societies sub committees o) Approve clubs and societies constitutions and the creation of new clubs and societies. p) Approve reports of the clubs and societies grant allocation sub committee. q) Create and discuss Union wide policy to refer to Union Council.


Section 3. Arrangements for Student Assembly and Emergency Student Assembly Meetings The Student Assemblies will meet monthly during semester 1 and semester 2. Emergency Student Assembly meetings can be called by receipt to the Chair of Student Assembly a written request by: 50%+1 of the voting membership of Student Assembly 30 full members of the Union who normally study at that site Resolution of Union Council An Emergency Student Assembly meeting can only discuss the business for which it was called. Student Assembly committee meetings and Emergency Student Assembly committee meetings shall be held in accordance with this schedule and the standing orders of the Students’ Union. Section 4. Sub Committees of Student Assemblies There shall be 4 permanent sub committees of the Student assemblies: Campaigns Committee Clubs and Societies Council Faculty Representation Committee Student Activities Grants Committee Forums may also be convened as appropriate and shall be sanctioned by the Student Assembly of that site. Sub Committee meetings shall be held in accordance within the schedules and standing orders of the Students’ Union. Clubs and Societies Council and Student Activities Grants Committee Shall be held in accordance to Schedule 7 of the Students’ Union. 4.1. Membership of Committees/Forums Membership of committees shall be declared within their own terms of reference. Sabbatical Officers relevant to the Committee/Forum are automatic members. Any full member of the Union can attend any forum and vote. The Forum will be chaired by the relevant Part time Officer or Sabbatical Officer. Relevant staff members of the Union may attend and have speaking rights. Guests may attend to speak on an issue by agreement of the Chair before the start of the meeting. 4.2. Function a) Discuss issues relevant to that Committee/Forum. b) Report to the Student Assembly on its activities and work. 4.3. Arrangement for Site Committees.


Site committees shall meet at least 4 times a year Site committees shall be held in accordance with this schedule and the standing orders of the Students’ Union. 4.4. Campaigns Committee 4.4.1. Membership The Campaigns Committee is made up of the following people with voting rights:

• Student Experience Officer responsible for that site • The 3 cross-campus Officers • Part time Disabled Students Officer • Part time Environmental and Recycling Officer • Part time LGBT Officer • Part time Mature Students Officer • Part time Welfare Officer • Part Time Women’s Officer • And additional Part time Officers as defined by the standing orders of the Students’ Union

and agreed by Union Council annually. Campaigns Committee may also be attended by the following people:

• Any full member of the Union. • A guest invited to attend to speak on an issue or motion. • The Union General Manager (or Nominee) as an ex officio member with automatic speaking

rights. Quoracy The quorum for Campaigns Committee shall be 50%+1 of the total voting membership. 4.4.2. Function

a) To plan campaigns for the year b) Submit a campaigns budget to Union Council c) Create a yearly campaigns calendar d) Receive reports on current issues within the student body e) Receive campaign recommendations from other Committees f) Decide a Project manager for all Student Union Campaigns g) Act on any Campaign mandate sent by Union Council and Student Assembly


4.3. Faculty Representation Committee 4.3.1. Membership The Faculty Representation Committees will be conducted for each faculty within the University. The Faculty representation Committee is made up of the following people with voting rights:

• The Sabbatical officer for which the faculty is a priority • Academic Affairs Officer • All relevant Student Representatives from the faculty • Any additional Sabbatical Officer as defined by the standing orders of the Students’ Union.

Faculty Representation may also be attended by the following people:

• Any full member of the Union who is studying within the faculty. • The Director of Studies (or nominee) within the Faculty. • The Students Representation Coordinators with automatic speaking rights • Any other invited member of Anglia Ruskin or Students Union Staff. • A guest invited to attend to speak on an issue or motion. • The Union General Manager (or Nominee) as an ex officio member with automatic speaking

rights. 4.3.2. Function

a) To discuss issues of importance raised by the students of the faculty. b) Receive reports from the Sabbatical Officers present. c) Inform representatives of any issues of University wide or national significance d) Receive reports from Faculty Board and Faculty Learning and Teaching Committees e) Inform representatives of Current Campaigns within the Students’ Union and in the

community


SCHEDULE 3 – Board of Trustees and Sub Committees Section 1. Membership The Board of Trustees is made up of the following people with voting rights:

• President of the Students’ Union (as Chair) • 4 Sabbatical Trustees • 4 Student Appointed Trustees (2 year terms) • 4 External Appointed Trustees (3 year terms)

The Board may also be attended by the following people:

• The Union General Manager (or Nominee) as an ex officio member with automatic speaking rights.

• A guest or consultant invited to attend to speak on an issue. • Other staff members as requested / required.

Quoracy The quorum for the Board of Trustees shall be 2 from each category of membership plus one other from any category of membership. Section 2. Function

a) Discuss matters of strategic importance to the Students’ Union. b) Ensure financial stability of the Students’ Union. c) Be responsible for resources and assets of the Students’ Union. d) Receive reports / minutes from Union Council. e) Receive and agree reports / minutes from Board sub committees. f) Receive and approve accounts and budgets from the Finances and Resources Sub

Committee. g) Create sub committees where necessary. h) Contribute to the development of plans for improving provision of services to students. i) Help ensure the Union sets challenging goals and objectives to enhance the student

experience. j) Monitor the performance of the Sabbaticals and management team in meeting Union goals

and budgets. k) Ensure the management systems are in place to give accurate information to the Board on

financial and other performance matters. l) Ensure the Students’ Union always acts in the best interest of students and the University. m) Ensure that all Union policy conforms to current legislation and laws.

Section 3. Arrangements for Board of Trustees meetings There shall be 4 Board of Trustees meetings per financial year. Emergency meetings of the Board of Trustees can be called by: Chair of the Board of Trustees Signed letter to the Chair, signed by 2 members from each category of membership. An Emergency Board of Trustees meeting can only discuss the business for which it was called. Board of Trustee meetings and emergency Board of Trustee meetings shall be held in accordance with this schedule and the standing orders of the Students’ Union.


Section 4. Sub Committees of the Board of Trustees There shall be 2 permanent sub committees of the Board of Trustees: Remuneration Sub Committee Sabbatical Meeting. Sub Committee meetings shall be held in accordance with this schedule and the standing orders of the Students’ Union. 4.1. Remuneration Sub Committee 4.1.1. Membership of Sub Committee The Remuneration Sub Committee shall be made up of the following people with voting rights: 4 Student trustees 4 External trustees (Chair will be selected at the start of the meeting) Quoracy The quorum for the Sub Committee shall be 50%+1 of the voting membership of that Sub Committee. 4.1.2. Function

a) Review Sabbatical pay and conditions. 4.1.3. Arrangements of Remuneration Sub Committee Meetings The Sub Committee shall meet at least once a year as closed business of a standard Board meeting and is normally held after the 2nd Board meeting of the financial year. 4.2. Sabbatical Meetings Sabbatical Meetings will be held in accordance with the schedules and standing orders of the Students’ Union.


SCHEDULE 4 – Sabbatical and Part Time Officers' Role Descriptions

1.1. The posts of President, Academic Affairs Officer and Communications Officer are cross-

campus positions. 1.2. All Sabbatical Officers shall:

a) Work to further the Union’s objects and purposes as defined in the Union Constitution. b) Act as a trustee and major Union office holder of the Students’ Union. c) Carry out all duties and responsibilities as outlined in the Sabbatical Officers' Terms and

Conditions of Service. d) Carry out all duties and responsibilities in accordance with the Union's Health and Safety

Policy. e) Carry out all duties and responsibilities in accordance with the Union's Equal Opportunities

Policy. f) Carry out all duties and responsibilities in accordance with the Union's Staff/Student

Protocol. g) Attend the University meetings as outlined in Standing Order 6 of this Constitution. h) Refer students to other relevant staff member or elected officer as appropriate. i) Carry out any other duties as may be assigned to them from time to time by any relevant

Union committee if reasonably consistent with that Officer's position. j) Consider the development of the Union's facilities and services as an integral part of their

role. k) Spend an appropriate amount of time on each of the University’s core campuses suitable to

their role. Section 2. Post Specific Roles and Responsibilities 2.1. President Shall:

a) Have overall responsibility for the day to day running of the Union. b) Oversee the Union’s commercial activity, in close liaison with relevant staff. c) Act as the responsible Union officer for all contact with NUS Services Ltd. and attend such

conferences, meetings and training events as necessary d) Be ultimately responsible for the Union’s staffing in close consultation with the General

Manager. e) Be the Student Governor. f) To be the Union’s named press spokesperson g) To co-ordinate and lead the Sabbatical team and be responsible for the proper delegation of

business to Elected Officers, committees and staff. h) Have shared responsibility for coordinating the implementation of Student’s Union policy and

updating the Student’s Union policy documents. i) Appoint or act as the chairperson on any Union committee in the absence of the appointed

Chair. j) Have shared responsibility for coordinating the monitoring and constant review of the

Constitution. k) Oversee the provision of services to the University’s regional partners. l) Be ultimately responsible for the induction and training of incoming full and part-time

Officers. m) Be responsible for ensuring that review and appraisal of the General Manager takes place at

least annually. n) Consult with the Chaplain, Secretary of the University and Officers in the event of any

student fatality and ascertain appropriate student contacts and action to be taken on behalf of the Union.


o) Be responsible for the Union’s finances, in line with Union financial regulations and the code of conduct agreed with the University.

p) Be responsible to the Board of Trustees for the production of the Union’s annual budget and the presentation of audited accounts.

q) Present financial reports to the Board of Trustees and other committees as appropriate r) Ensure that the allocation of funds to the Union’s clubs and societies is fair, set down in

writing and accessible to all students. s) Have responsibility for environmental and recycling within the Union and support the part

time Environmental Officer on each campus

2.2. Academic Affairs Officer Shall:

a) Promote education issues throughout the University, in conjunction with the Student Experience Officers. b) Campaign on academic related matters with support from other Elected Officers. c) Monitor the implementation of the University’s rules and regulations, policies and

procedures, making recommendations and representing students’ interests as appropriate. d) Support the development of course representation across the University, in close liaison with

relevant staff. e) Chair the Fulbourn and Peterborough Student Assembly

2.3. Communications Officer Shall:

a) Co-ordinate relations with the press. b) Be responsible for all Union publications such as, but not limited to, the annual student diary

and the Students’ Union handbook c) Be responsible for ensuring publicity is produced and displayed on each campus regarding all

Union activities. d) Ensure that the Students’ Union message is consistent across all four core campuses.

(Cambridge, Chelmsford, Peterborough and Fulbourn) and any Anglia Ruskin joint ventures. e) Ensure that the website is up to date with accurate and timely information. f) Be responsible for the Students’ Union e-newsletter letter which is to be at least fortnightly

and campus relevant. g) Oversee the student newspaper. h) Develop a team of newspaper contributors on each campus and support volunteers i) Support the part time Publications and Communications Officers on each campus j) Develop existing and investigate new communications media. k) Develop and implement the Union’s communications strategy, in close collaboration with

relevant staff. 2.4. Student Experience Officer (Cambridge) Shall:

a) Be based in Cambridge for the majority of their working hours. b) Represent the Union on all local external bodies relevant to student needs and issues. c) Monitor the expenditure of the Union’s clubs and societies. d) Be responsible for welfare, equal opportunities and student activities matters on the

campus. e) Be responsible for campaigning on any welfare, equal opportunity or student experience

related issues relevant to the campus, as deemed necessary by Union Council, and to work alongside other Officers on campaign issues.


f) Liaise and support Student Assembly officers on any campus specific matters, campaigns matters and other Union business as appropriate.

g) Be responsible for monitoring the implementation of the Union’s equal opportunities policy. h) Be responsible for the student induction activities and University open days on the

Cambridge Campus. i) Support the training and development of Part time Officers and other volunteers on the

Cambridge campus. j) Be responsible for the co-ordination of Union sports clubs and societies on the Cambridge

campus. k) In conjunction with the President and the Part-time Sports, Clubs and Societies Officer,

ensure the allocation of funds to the Cambridge-based clubs and societies is fair, set down in writing and accessible to all students.

l) Be responsible for monitoring the expenditure of the Cambridge-based clubs and societies. m) Be the University representative for external sports bodies such as BUSA and SESSA. n) Attend and support student forums, in conjunction with relevant Part time Officers on the

Cambridge campus. o) Chair the Cambridge Student Assembly.

2.5. Student Experience Officer (Chelmsford) Shall:

a) Be based in Chelmsford for the majority of their working hours b) Represent the Union on all local external bodies relevant to student needs and issues. c) Monitor the expenditure of the Union’s clubs and societies d) Be responsible for welfare, equal opportunities and student activities matters on the

campus. e) Be responsible for campaigning on any welfare, equal opportunity or student experience

related issues relevant to the campus, as deemed necessary by Union Council, and to work alongside other Officers on campaign issues.

f) Liaise and support Student Assembly officers on any campus specific matters, campaigns matters and other Union business as appropriate.

g) Be responsible for monitoring the implementation of the Union’s Equal Opportunities policy. h) Be responsible for the student induction activities and University open days on the

Chelmsford Campus. i) Support the training and development of Part Time Officers and other volunteers on the

Chelmsford campus. j) Be responsible for the co-ordination of Union Sports clubs and societies on the Chelmsford

campus. k) In conjunction with the President and the Part-time Sports, Clubs and Societies Officer,

ensure the allocation of funds to the Chelmsford-based clubs and societies is fair, set down in writing and accessible to all students.

l) Be responsible for monitoring the expenditure of the Chelmsford-based clubs and societies. m) Be the University representative for external sports bodies such as BUSA and SESSA. n) Attend and support student forums, in conjunction with relevant Part time Officers on the

Chelmsford campus. o) Chair the Chelmsford Student Assembly

Section 3. Part-time Elected Officers All Part-time, elected Officers shall:

a) Work to further the Union’s objects and purposes as defined in the Union constitution b) Help with the successful running of relevant campaigns and events including induction

activities, and as directed by the relevant Student Assembly c) Be an active member of the relevant Student Assembly


d) Carry out all duties and responsibilities in accordance with the Union's Health and Safety Policy

e) Carry out all duties and responsibilities in accordance with the Union's Equal Opportunities Policy

f) Carry out all duties and responsibilities in accordance with the Union's Staff/Student Protocol g) Consider the development of the Union's facilities and services as an integral part of their

role h) Undertake other duties relevant to their positions as directed by the relevant Student

Assembly i) In addition to the general duties outlined above, these part-time officers will have additional

responsibilities as outlined below. 3.1. Accommodation Officer Shall:

a) Represent the views of students living in University halls and managed accommodation. b) Represent the views of students living in the private rented sector. c) Work with NUS and the Student Experience Officer on Campaigns related to accommodation

issues 3.2. Chair of Union Council Shall:

a) Convene and chair Union Council. b) Co-ordinate the agenda for meetings, with support of relevant staff. c) Facilitate debate and encourage participation in Union Council.

3.3. Clubs and Societies Officer Shall:

a) Represent the views and issues of members of all registered clubs and societies. b) Help, advice and train members of all registered clubs and societies in their effective

organisation. c) Convene and chair the Clubs and Societies Committee as appropriate. d) Work with Union Officers, staff and external organisations to promote sport, clubs and

societies to all Anglia Ruskin students. 3.4. Disabled Students’ Officer Eligibility The candidate, in addition to the requirements of the Elections Schedule of the Constitution, must define themselves as disabled. Shall:

a) Represent the needs of disabled students to the Union and the University. b) Raise any issues of concern for disabled students to the Union. c) Work with the NUS Disabled Students Campaign and other regional and national bodies

representing disabled students. d) Promote the Union and its services among disabled students.

3.5. LGBT Officer


a) Wodistribution of S

b) Assist in commuc) Ensure that Stu ublications do not contravene the Union’s Equal Opportunities

Po .

.8. Social and Events Officer

hall:

a) Research and represent the needs of students in relation to social activities, events and

b) ctivities for new students.

.9. Welfare Officer

hall:

a) Support the development and implementation of welfare campaigns. g to the campus.

Eligibility The candidate, in addition to the requirements of the Elections Schedule of the Constitution, must self-define as lesbian, gay, bisexual or trans. Shall:

a) Represent the needs and opinions of LGBT students to the Site Student Assembly b) Work with the Student Experience Officer and other relevant officers to produce materials

and resources to inform and educate all students about LGBT students’ issues c) Campaign on a local level against discrimination d) Work with the NUS LGBT Campaign and other organisations such as Trade Unions and

relevant LGBT organisations 3.6. Mature Students’ Officer Eligibility The candidate, in addition to the requirements of the Elections Schedule of the Constitution, must have commenced their time of study after their 21st birthday. Shall:

a) Represent the needs and opinions of mature students to the Site Student Assembly, and ensure that this is recognised in all areas of the Union's work.

b) Campaign on issues relating to mature students' education, welfare and social needs. c) Work with full time sabbatical officers and NUS on issues of importance to mature students. d) Promote the Union and its services to Mature students.

3.7 Publications and Communications Officer Shall:

rk with the relevant Union staff and Officers in the organisation, production and tudents’ Union publications. nications in all media, between the Union and students on the campus. dents’ Union p

licy

3 S

entertainments provision. Help coordinate welcome a

c) Promote the Union and its services to students.

3 S

b) Support the site Student Experience Officer on welfare matters relatinc) Recruit and support the welfare volunteers’ team.


d) Work with the NUS Welfare Campaign


SCHEDULE 5 - Elections

Section 1 - Returning Officer 1.1. The Returning Officer shall be the Regional Organiser from the National Union of Students 1.2. The Returning Officer shall:

a) Be responsible for the proper conduct of elections for one calendar year. b) Be responsible for interpreting the election regulations. In the event of the Returning Officer

being unable to resolve a dispute, an external intermediary will be called upon. c) Be responsible for producing and publicising an elections time table, in conjunction with the

Elections Committee. d) Make arrangements to publicise the location of voting stations together with a list of

candidates. e) Ensure that provision is made for all full members of the Union to vote. f) Bring any contravention of the Election Regulations to the attention of the Elections

Committee. g) Be able to speak but not vote during Elections Committee meetings. h) Recommend the disqualification of candidates from an election for contravention of the

constitution or the Education Act 1994. i) Undertake any duties necessary to ensure the fair and proper conduct of the election

process. j) Authorise refunds of candidate’s election expenditure.

Section 2 - Deputy Returning Officer There shall be a Deputy returning Officer who shall be the General Manager or nominee. 2.1. Shall be responsible for the following:

a) Assisting the Returning Officer in the execution of his/her duties. b) Acting in the absence of the Returning Officer.

Section 3 - Term of Office 3.1. The term of office of the full time Sabbatical Officers shall be from the beginning of the third

complete week in July to the end of the second complete week in July the following year. In addition to this, there will be a two week handover period during the first two weeks in July.

3.2. Full time Sabbatical Officers shall be remunerated in line with their terms and conditions of

service. 3.3. Part-time Elected Officers’ term of office shall commence on the fifth day following election

and continue until the first day of balloting at the next election. However, the term of office for a Part-time Officer will also be terminated before the next balloting period if they are no longer registered as a student.

Section 4 - Timing of elections 4.1. The election of the full-time Sabbatical Officers, part-time elected Officers and NUS

Conference delegates shall take place in the second semester prior to the Easter Vacation.


4.2. The dates of all elections, related timetables and a copy of the election regulations shall be posted on the Union notice boards by 10am, on the day at least 18 University working days prior to the first day of balloting.

Section 5 - Nominations 5.1. Candidates standing for site specific posts must be proposed and seconded by full members

normally studying on that campus. 5.2. For elections to part-time elected positions, all full members normally studying at that site are

eligible to stand. 5.3. Candidates wishing to stand are required to return a completed nomination form, stating the

name of the post for which they wish to stand, the name, signature and SID number of the candidate, a proposer and a seconder to the appropriate SU office.

5.5. Members may only nominate or second one candidate for any given position. In the event of

an invalid nomination, the candidate will be liable for disqualification. 5.6. Candidates may not stand for more than one elected position, with the exception of standing

additionally for National Conference Delegate. 5.7. The current registration status of all nominees for election will be checked before the list of

candidates is composed. Any nominee found not to be a registered student of the University will not be allowed to stand for office.

5.8. The list of candidates (together with proposer and seconder) shall be displayed on Union

notice boards. Section 6 - Manifestos 6.1. Candidates for a Sabbatical position must produce a manifesto. 6.2. The manifesto shall be limited to one side of A4 paper and it is recommended that a

photograph be provided. 6.3. The manifesto must be submitted with the candidates’ nomination form ready to be printed.

Manifestos and photos must also be submitted in electronic format compatible with the Students’ Union computers.

6.4. The Students’ Union has the right to reproduce the manifesto but may not alter the content or

layout in any way. The Students' Union reserves the right not to publish a manifesto that contains defamatory material or material that contravenes the Union's Equal Opportunities Policy. The Chair of the Elections Committee will decide if manifesto material is defamatory or contravenes the Union's Equal Opportunities Policy and their decision is final.

6.5. Manifestos will be printed unabridged, with any spelling or grammatical mistakes left

uncorrected by the Students’ Union. If any manifesto exceeds the A4 paper limit, the manifesto will be cut off at that point.

6.6. Once submitted all manifestos shall be checked by the elections committee within 24 hours to

ensure compliance with the Students’ Union Policies or Constitution and its standing orders. If the elections committee has any issues with the content of the manifesto, the candidate shall be given the opportunity to resubmit the manifesto within a further 24 hours.


6.7. Candidates will receive copies of the Elections Regulations and Guidelines before balloting starts, to which they must adhere.

Section 7 - Balloting 7.1. Balloting shall be held over a period of four University working days, concluding on the fourth

day at 4 p.m. Each core campus will open polling stations for the same total number of hours during the balloting period.

7.2. All full members of the Union may vote for any position once they have completed the

security procedures in place at the time. Voting slips will be issued to each voter only after their SID number has been recorded.

7.3. Voting for Part-Time Elected Officers will be restricted to full members normally studying at

that site. 7.4. Paper votes will be cast in sealed ballot boxes. 7.5. Voting slips shall bear the name of each candidate and the position being contested and a re-

open nominations option. 7.6. The Elections Committee, in consultation with the Returning Officer, shall make arrangements

for a postal vote facility. 7.7. The elections shall be held in accordance with the Single Transferable Vote system or

Alternative Transferable Vote system as applicable, as specified in the Electoral Reform Society publication "How to conduct an election by Single Transferable Vote" and shall be the adopted voting system.

7.8. Paper voting slips will be stamped at the time of voting. Stamps and pads are to be stored

securely under the supervision of the appropriate administrator. 7.9. A day-by-day record of the number of votes cast throughout the balloting period will be kept

for statistical purposes. Section 8 – “Meet the Candidate” sessions 8.1. “Meet the Candidate” sessions for all elections shall be organised for core campuses only,

as deemed appropriate by the Elections Committee, in conjunction with the Returning Officer. “Meet the Candidate” sessions shall be after the close of nominations but before the opening of balloting. “Meet the Candidate” sessions for part-time elected positions will be held only on the site on which candidates are standing for election.

8.2. “Meet the Candidate” sessions shall be chaired by a member of Elections Committee or

nominee. 8.3. Each candidate may speak for up to three minutes. 8.4. Questions should be written and handed to the chair to be read out to all candidates standing

for a particular post. Suitability of questions shall be decided by a member of the elections committee.

8.5. Re-open nominations is not permitted to speak during hustings. 8.6. Each candidate shall have up to one minute to answer each question.


Section 9 - Expenses 9.1. The Elections Committee will set budgets for candidates’ campaigns and rates for

photocopying, which will be publicised in advance of the Elections. It will also make provision for the use of Union facilities. Expenditure for any elections materials will be reimbursed on production of receipts, provided that the expenses limit is not breached.

Section 10 - Media 10.1. The Union may produce a manifesto document on behalf of all candidates, at no cost to the

candidates. 10.2 Additional publicity material may be produced by each candidate and limits will be set by the

Elections Committee in advance of the elections. Proof of quantities will be required by the Elections Committee prior to the start of the count.

10.3 Candidates may use any election material they wish, as long as it conforms to the election

guidelines. Candidates may use both sides of the paper. 10.4. Material produced on behalf of the candidate must not be of a defamatory nature and may not

mention any other candidates in any other Students’ Union election. It must conform to the Students’ Union Equal Opportunities policy.

10.5. All originals have to be authorised by a member of the Elections Committee and lodged with

the designated SU administrator before reproduction. Materials not stamped and approved will be removed.

10.6. Non-manifesto materials do not have to be identical. Although the Union will produce one

manifesto for each candidate, other election material is not limited to the content of the manifesto.

10.7. Additional rules governing publicity may be decided upon by the Elections Committee prior to

and during the election, in consultation with the Returning Officer. Section 11 - Bye Elections 11.1. A bye election may be called by the following 2 ways:

11.1.1 Automatically if at the start of the academic year, any part-time elected officers’ positions are vacant, through no candidate standing for election or the removal of an elected officer or a previously elected officer no longer being a registered student. This bye-election will be held as soon as possible after the first Union Council meeting of the academic year

11.1.2. By a two-thirds majority of Union Council to fill any vacant posts. 11.2. If after the close of nominations, all part time elected positions for which there are vacancies

are un-contested, the Union Council may decide not to run a bye-election but to appoint those candidates to those positions.

11.3. If a part-time elected officer’s position remains vacant after the bye-election or becomes

vacant later than 3 months into the academic year, then a suitable candidate can be co-opted into the vacant position, after approval by the Union Council.

11.4. A candidate standing for co-option as a part-time elected officer will submit a manifesto to

the Union Council stating their aims and objectives for the position they are standing for. They must be proposed and seconded by full Union members. The Union Council shall vote on


whether the candidate is acceptable for co-option. A co-opted officer’s term of office begins 5 days after the Union Council Meeting and ends on the first day of balloting of the next election period.

11.5. If more than one candidate stands for co-option to a position, then a bye-election shall be

called. 11.6. Part-time elected officers elected by bye-election or co-opted will have the full rights and

responsibilities of the office to which they have been elected/co-opted, including voting rights. Their term of office shall commence 5 days following the bye-election/co-option and continue until the first day of balloting at the next election. However, the term of office for a Part-time Officer will be terminated before the next balloting period if they are no longer registered as a student.

Section 12 - Ballot Boxes 12.1 Shall be lockable and of robust construction. 12.2. All boxes and lids will be kept in a secure area on each site prior to commencement of voting

under the supervision of the appropriate site administrator. The pins used to seal the boxes must be kept separately from the boxes.

12.3. On day one of voting, the administrator will label the boxes to be used, for example: Chelmsford – Boxes labeled A1, A2 etc. Cambridge – Boxes labeled B1, B2 etc. 12.4. A record is to be kept by the administrator of where each box is being used. 12.5. At the end of each day’s voting, the slot in the box shall be sealed shut by the appropriate

administrator on duty; s/he shall ensure that the box(es) is/are safely deposited as instructed by the Deputy Returning Officer.

12.6. When a box is deemed to be full, the administrator will seal the slot using a pin, record the

date of closure in the log and prepare the next box for use, ensuring appropriate labeling. 12.7. Boxes shall be located in suitable positions as agreed by the Elections Committee in advance

of the election. Section 13 - The Count 13.1. Shall be conducted by the Returning Officer, or nominee. 13.2. Each candidate or a representative of each candidate shall have the right to attend the count. 13.3. The count shall take place in a closed area. 13.4. The count shall begin as soon as is practical after the close of balloting. 13.5. The returning officer will be given the list of all boxes used during the election. 13.6. S/he will ensure that all boxes are present before counting starts. 13.7. When counting each vote, ALL papers are to be recorded (including blank slips).


13.8. After each count, and before any declaration, the Returning Officer will satisfy him/herself

that the total votes cast is in line with the total recorded on the tally. 13.9. A maximum error of 5% between the tally and the total shown is permissible to allow for

human error and discarded voting slips. Any error greater than this must be reported to the Chair of Elections Committee.

Section 14 - Declaration of Results 14.1. The declaration of the results of a Union election shall be made at the completion of the count

and posted on Union notice boards within one University working day of the completion of the count.

14.2. Unless a complaint is received by the Returning Officer concerning the conduct or the result of

the election from a full member of the Union within five University working days of the official declaration of the result, the result shall be final and unalterable.

Section 15 - Disputes 15.1. No complaint shall be accepted after five University working days of the official declaration of

the result. 15.2. If any member during any Union election considers s/he has reasons to question either the

conduct or the result of an election, s/he shall make his/her opinion known, in writing, to the Deputy Returning Officer and shall supply the Deputy Returning Officer with all the evidence in his/her possession and inform him/her of all the evidence s/he may know of and shall co-operate with the Deputy Returning Officer in his/her investigations to the utmost of his/her ability.

15.3. The Deputy Returning Officer shall acknowledge receipt of the complaint within five working

days of receiving it. 15.4. In the event of the Deputy Returning Officer receiving a complaint, s/he shall investigate the

complaint and any evidence accompanying it and then shall report his/her findings and submit any evidence s/he may possess to the Elections Committee within ten working days of receipt of the complaint.

15.5. The Elections Committee shall discuss each complaint and make a decision based on the

Deputy Returning Officer’s report. 15.6. The Elections Committee shall write to the complainant within two working days of the

meeting to explain its decision. 15.7. At the end of the elections period the Deputy Returning officer and Elections Committee will

compile a report of the conduct of the elections for the Returning Officer and Union Council. 15.8. In the event of any member of the Elections Committee being accused of a deliberate action

by which the chances of the electoral success for any candidate in the Union election were knowingly increased or decreased, the Deputy Returning Officer will judge whether the complaint about the alleged action is worthy of investigation and if so, he/she will investigate and decide what action to take.

15.9. If the complainant is dissatisfied with the decision of the Elections Committee they may

appeal to the Returning Officer in writing no later than 7 days after the meeting of the Elections Committee. The Returning officer will investigate the appeal and make a decision


which shall be final and shall notify the complainant and Elections Committee within 14 days of the appeal being lodged under normal circumstances.

Section 16 - Conduct 16.1. All members of the Union shall act in the interests of a fair election. 16.2. All candidates and their campaigners shall obey the Election Regulations including any

additional rules imposed by the Returning Officer. 16.3. Candidates are responsible for their campaign and the conduct of their campaigners. 16.4. Any candidates found to be in breach of any of the Regulations shall, at the discretion of the

Returning Officer, be disqualified from the election and the matter referred to the Elections Committee.

16.5. All candidates and their supporters shall abide by the Equal Opportunities policy at all times

during the election.

16.6. All Union staff and Union members are bound by the Staff/Student Protocol in relation to elections


SCHEDULE 6 – Referenda Section1. Calling a Referendum 1.1. A referendum can be called by the following means: a) A two-thirds majority decision of Union Council to call a referendum. b) A letter including proposed referendum motion to the Chair of Union Council Signed by 500 full members of the Union.

Section 2. Notice and timing of Referenda Period 2.1. The motion to be put to referendum shall be decided by the Union Council, except where

submitted as part of a signed letter (as referred to in 1.b above). 2.2. No referendum may be held in the first two weeks of any semester. 2.3. The Chair of Union Council shall give notice of a referendum within 10 University working days

from the receipt of a motion approved by the Union Council or from receipt of the letter (as referred to in 1.b above). This notice shall indicate the times and places of polling and details of arrangements for any public debates.

2.4 The notice shall be placed on Union notice-boards. Section 3. Public Debate 3.1. Public debate is to be conducted in accordance with the standing orders of this Constitution. 3.2. Notice of one or more public debates on each site shall be given by the Chair of Union Council

with the notice of the referendum. 3.3. Public debate shall be held between five days and one day before the first day of polling. 3.4. Public debate shall be chaired by the Chair of Union Council. Section 4. Voting 4.1. Polling shall take place in accordance with the Elections Schedule of this Constitution. 4.2. Copies of the motion shall be available for inspection at all polling stations. The motion must

be clearly displayed and accurate. 4.3. Ballot papers shall include:

4.3.1. The title of the motion followed by the alternatives: i) Vote for ii) Vote against iii) Abstain

4.3.2. A statement requesting voters to place a cross next to their chosen alternative for each motion.

Section 5. Quorum 5.1. All full members of the Union shall be eligible to vote in referenda.

5.2. The Union shall not be obliged to act upon a vote that has a quoracy of less than 3% of the

total students eligible to vote. However, the vote may be taken into account when formulating policies.

Section 6. Counting 6.1. Counting shall take place in accordance with the Elections Schedule of this Constitution.


6.2. A motion shall be deemed carried if those voting for exceed those voting against or those voting to abstain. In all other cases the motion shall be deemed not carried.

Section 7. Declaration of Referenda results The declaration of the results of the referendum shall be made at the completion of the count and posted on Union notice boards within one University working day of the completion of the count. Unless a complaint is received by the Returning Officer concerning the conduct or the result of the referendum from a full member of the Union within five University working days of the official declaration of the result, the result shall be final and unalterable. Section 8. Objections 8.1. Objections shall take place in accordance with the Elections Schedule of this Constitution. 8.2. The Returning Officer for the Union’s elections shall also be the Returning Officer for

referenda. 8.3. The Returning officer shall issue a finding of what it believes to be the facts of the case, and

will take one of the following actions:

a) Order a recount b) Order a re-poll c) Accept result of the referenda


SCHEDULE 7 - Clubs and Societies Section 1 - Rules 1.1. Any Club or Society shall be recognised by the Union provided that: 1.1.1. A petition for its formation signed by a minimum of 15 persons is presented to the relevant

site Student Experience Officer. The minimum number can be reduced to 10 upon discussion with relevant site Student Experience Officer and approval by the Student Assembly.

1.1.2. Those proposing the Club or Society must present a constitution with the petition. The

constitution shall include:

i) The name of Club or Society; ii) The aims and objectives; iii) Regulations relating to membership eligibility; iv) Provision for the election of a committee of officers; v) The responsibility of the committee of officers; vi) Provision for general meetings of all members of the Club/Society; vii) Provision for an AGM at which accounts shall be presented. viii) A Risk Assessment for the activities they wish to participate in.

1.1.3. The Club or Society presents a minimum membership fee of £1.00 per member. (Minimum

of £15 for starting club or society, excluding exceptions). 1.1.4. The Club or Society constitution is approved by the site Student Experience Officer and the

site Part-time Sports, Clubs and Societies Officer. This will subsequently be reported to the Site Student Assembly. The Club or Society is considered operational upon approval by the site Student Experience Officer and the Part-time Sports, Clubs and Societies Officer.

1.1.5. The Club or Society sends at least one representative to the respective Sports Council or

Society Council. 1.2. The recognition of a Club may be withdrawn or suspended by the Site Student Assembly in

the event of:

a) Evidence of financial mismanagement. b) Evidence of contravention of the Club or Society constitution. c) Evidence of contravention of the Clubs or Society Schedule of the Students’ Union

Constitution. d) Evidence of contravention of the Clubs or Society Handbook, and other relevant

policies. e) Failure to send a representative to the relevant Sports Council or Society Council

twice without sending apologies with a reasonable excuse for absence accepted by that Council.

1.3. In the event of such evidence being made available to the Site Student Assembly:

a) The site Student Experience Officer or nominee Officer shall notify the President, Secretary and Treasurer of the Club or Society concerned.

b) The site Student Experience Officer or nominee Officer shall invite the President, Secretary and Treasurer of the Club or Society to speak at the meeting of the Site Student Assembly where the matter is to be discussed.

c) The committee of the Club and Society concerned shall work with the relevant site Student Experience Officer and the Membership Services Manager (or nominee) no later than 5 working days from the date of the alleged contravention being reported.


The outcome of which forms the proposal to be presented for consideration before the relevant Student Assembly by the Student Experience Officer.

d) The Site Student Assembly shall discuss the issue and decide by secret ballot: i) The Club or Society recognition be withdrawn ii) The Club or Society recognition be suspended for a specific period of time iii) That there is no case to be heard and charges will be dropped iv) That the Club or Society continues with sanctions v) Accept the proposal from the Student Experience Officer

Section 2 - Grant Allocation Allocation of grants to Clubs and Societies will be allocated and approved by the Grants Sub Committee of the Site Student Assembly. 2.1 Membership of Grants Sub Committee The Grants Sub Committee is made up of the following people with voting rights: President Student Experience Officer (of relevant campus) Part Time Clubs and Societies Officer (of relevant campus) The Grants Sub Committee may also be attended by the following people: Membership Services Manager (or nominee) Other Students’ Union Sports Department staff where applicable Quoracy The quorum for the Grants Sub Committee shall be 2 members with voting rights. 2.2 Allocation Process The grant allocation will consider the number of people participating in the Club or Society, its attendance at Students’ Union activities (such as General Meetings and Sports Council meetings), its conduct as a representative of the Students’ Union and the University and also the reasons for which the grant was requested. The allocation procedure must also leave money available for any Club or Society that may wish to form in the future.

Other rules regarding the grant process, and what can and can not be granted for, can be found in the relevant Club or Society Handbook. 2.3 Deductions of Grants The following activities may result in a deduction of Grant a) Absence from Sports Council meetings or Society Council meetings without reasonable excuse

will result in the deduction of 10% of the original amount of the club or society's grant from their remaining grant monies.

b) All grants may be cleared at certain times of the year to enable extra rounds of grant requests (example 2nd Semester).

2.4 Appeals Appeals to the deduction of grant amounts must be made by placing their appeal in writing to the site Student Experience Officer who will then put the appeal to the next meeting of the Site Student Assembly.


Section 3 – Clubs and Societies Council There will be a Clubs and Societies Council on the following sites: Cambridge Chelmsford 3.1. Membership The Council is made up of the following people with voting rights:

• The Part Time Sports, Clubs & Societies Officer (site specific) - Chair • The Student Experience Officer (site specific) • The Captain/President or Nominee from each constituted sports/society (where applicable)

Council may also be attended by the following people:

• Any Student member of any club or society • Membership Services Manager (or nominee) • Other Students’ Union Sports Department staff where applicable • Other Elected officers of the Union • Other Students’ Union Staff when required

Quoracy The quorum for council shall be 50+1% of the total voting membership. 3.2. Function The Council shall:

a) advise the Site Student Assembly on matters relating to student activities. b) make decisions on policies relating to sport within the Students’ Union. c) advise the Site Student Assembly on budget requirements of student sport. d) consider the planned programmes of student activity on and across campuses. e) provide a forum for discussion on issues such as recognising new clubs and societies, changes to competition structure, changes to Students’ Union policies and the development of Student activities.

3.3. Arrangements for Council and Emergency Council Meetings The Council/s shall meet monthly during term time. Emergency Council meetings can be called by receipt to the chair of the relevant council a written request by:

a) The Relevant site Student Experience Officer b) The Relevant Site Student Assembly of the Students’ Union c) 15 representative clubs or societies of the relevant site

Council meetings and emergency meetings shall be held in accordance with this schedule and the standing orders of the Students’ Union. 4. Cross Campus Clubs and Societies


Some clubs or societies may form on a cross-campus basis to provide better inclusion for students of the University or where leagues / competitions allow. These Clubs and Societies follow the rules / regulations in the same manner as all other clubs and societies with the following exceptions:

a) They have an elected Cross-Campus President.

b) Paperwork should be filed at the Campus where the Club or Society President is based c) They submit a single grant application to the site where the Cross-Campus President is

based, which is considered by both site grant sub committees and is funded by a proportion from each site grant fund. (That proportion decided by the proportional makeup of the membership of that club or society)

d) They maintain one set of accounts which will be managed at the site in which the paperwork is filed. However monies may be deposited and withdrawn from either campus

e) They must send a representative to each relevant Sports / Society Council. Failure to do so will result in a deduction of grant equal to 5%


SCHEDULE 8 - Finance Section 1. Finance Regulations 1.1. The financial year shall be from August 1st to July 31st. 1.2. There shall be a Finance Manual that shall detail all the financial procedures and regulations of

the Union to be adhered to at all times. 1.3. The Student Experience Officers shall be responsible for answering all financial queries in

relation to Union activities or from Clubs and Societies relating to their accounts. 1.4. The General Manager will be responsible for issuing financial management information

relating to the Union’s activities and those of its Clubs and Societies at intervals suitable for maintenance of good financial control, and at the request of the Finance and Resources Sub Committee.

1.5. The President shall be responsible for drawing attention to adverse trends as a whole. 1.6. The President shall be responsible for drawing attention to adverse trends in trading activities. 1.7. All orders placed for goods and services shall adhere to the procedures as detailed in the

Finance Manual. The Union shall reserve the right to refuse to pay for goods and services unless ordered in the relevant manner.

1.8. Budgets will be prepared by the budget holders and presented to the Finance and Resources Sub Committee, before approval at the Board of Trustees. Budgets will be presented to Union Council and will take into account Union Council and Student Assembly policy.

2. Annual Accounts 2.1. The Annual Accounts of the Union shall comprise a Profit and Loss Account for the year

together with a Balance Sheet showing the financial state of affairs of the Union at the year end.

2.2. The President shall submit to the Board of Trustees and Union Council by 1st December the

audited accounts from the previous year. 2.3. The Accounts are to be produced annually and to be made available both to the Board of

Governors and to all students.


SCHEDULE 9 - Union Bar Regulations Section 1 - Introduction 1.1. The Union bars shall be known as:

a) Anglia Ruskin Students’ Union Cambridge Bar b) Anglia Ruskin Students’ Union Academy c) Anglia Ruskin Students’ Union Chelmsford Bar

1.2. The addresses of the Union bars are:

a) East Road (Cambridge bars) b) Rivermead Campus (Chelmsford bar)

1.3. The Students’ Union shall hold a club members certificate and /or premises licence for each

bar. On the Cambridge campus the designated premises supervisor shall be the General Manager (or nominee). Any change of designated premises supervisor must be notified to the licensing authority immediately.

1.4. The members’ club certificate of the Chelmsford bar shall be held by the Commercial

Services Manager (or nominee). The Chelmsford bar does not currently require a designated premises supervisor.

1.5. The opening hours of the Union bar may be altered at any time by resolution of the

Sabbatical Meeting of the Board of Trustees. 1.6. The hours for the supply of intoxicating liquor may be altered at any time by resolution of

the Sabbatical Meeting of the Board of Trustees within the general licensing hours agreed by the licensing authority.

Section 2 - Admission Policy Admission to the Union bars shall be subject to the Bar Door Policy Section 4 of the standing orders. Section 3 - Rules 3.1. Any member or guest whose behaviour is contrary to the rules and policies of the Union can

be removed from the premises by the Duty Bar Manager at the time. Should their actions be considered of sufficient severity, then the member will be informed that disciplinary action against him/her will be taken, and sufficient details will be requested from him/her in order that contact may be made.

3.2. Disciplinary action brought against any member shall be subject to the Bar Disciplinary Code

section 5 of the standing orders and Discipline schedule of this constitution. 3.3. Members shall be responsible for their guests and any action brought against a guest, in line

with (1) above, shall also be imposed on the member. 3.4. The Union cannot accept any responsibility for damage to or loss of personal belongings on the Union bars’ premises.


SCHEDULE 10 - Discipline This schedule details the following types of Discipline: Section 1 – Discipline for Members of the Union Section 2 – Discipline for Elected Officers Section 1 – Discipline for Members of the Union 1.1 Matters for Discipline Any member may have charges brought against them for the following:

a) Willful or negligent damage to, or loss of, Union property or property under its control. b) Conduct detrimental to reasonable enjoyment of any Union events or facilities by other

members. c) Breach of any Union policy.

1.2 Procedure 1.2.1. Any member of the Union may bring charges against any member of the Union. Union staff

may raise student disciplinary issues through Sabbatical Officers who may then decide, on investigation, that it is a matter for a disciplinary.

1.2.2. Charges shall be submitted in writing to the President signed by the person bringing the

charge, or if on behalf of a committee, by its Secretary, outlining the nature of the charge. 1.2.3. Upon receipt of written charges, the President has the right, at his/her discretion, to

impose temporary sanctions pending a disciplinary hearing, including suspension of the accused student from certain Union services and premises, pending the outcome of the disciplinary.

1.2.4. If more than one charge is brought and/or if more than one member is charged, it shall be

normal practice to hear such cases separately. However, in such cases, at the discretion of the Chair, cases may be heard together.

1.2.5. The charges shall be laid before the Chair, who shall call a meeting within ten working days

of the receipt of the written charges. At least four University working day’s notice shall be given in writing to all those concerned of the date, place and substance of the Tribunal Hearing.

a) The charged person shall be informed, in writing, by the Chair of: b) The parts of the constitution under which they are being charged. c) The details of the charges to be heard. d) Time, date and place of the hearing. e) The necessity to produce all witnesses or affidavits at the time of the hearing.

1.2.6. All cases shall be heard in accordance with natural justice. 1.2.7. Both the charged person and the person bringing the charge shall attend the meeting. In

the event of non-attendance, the Tribunal shall have the power to dismiss the charges or hear the charges in the absence of the charged person.

1.2.8. Any member brought before the Tribunal, or bringing another member before it, shall have

the right to be accompanied by a friend.


1.2.9. At the meeting, the Chair will read the charges. The person bringing the charge will then present their case and any witnesses.

1.2.10. The person bringing the charge and their witnesses may then be questioned by the charged

person and the members of the disciplinary. 1.2.11. The charged person will present their case and any witnesses. 1.2.12. The charged person and their witnesses may be questioned by the person bringing the

charge and the members of the disciplinary. 1.2.13. The person bringing the charge and the charged person will sum up in that order. 1.2.14. The disciplinary will consider their verdict and sentence in camera. 1.2.15. The disciplinary shall reach a verdict on the question of guilt and action to be taken by a

majority vote. The vote may be carried out by secret ballot if so decided by the disciplinary.

1.2.16. The Chair shall be responsible for notifying the charged all parties of the outcome of the

disciplinary within 10 working days from the date of the disciplinary. 1.2.17. The Union reserves the right to inform the University and anyone else it sees fit, of the

outcome of the disciplinary. 1.3. Disciplinary 1.3.1 Composition The disciplinary tribunal shall be composed of three independent students who have no knowledge of the incident or the student(s) involved. In addition, a Sabbatical Officer (without voting rights) shall act as Chair. The Chair shall appoint its own Secretary from the Site Student Assembly (excluding the Chair of the Union Council), who shall keep a record of the proceedings and shall not enter into the discussion of the charges, nor shall they vote. 1.3.2. Conduct of disciplinary All members of the tribunal shall treat all matters relating to the tribunal confidentially. Any breach of confidentiality may result in disciplinary action against the tribunal member concerned.

1.3.3 Outcome of disciplinary If an offence is proved, the disciplinary may impose the following sanctions:

a) Suspension from all or any of the activities and privileges of membership of the Union for a specified period.

b) Order payment of restitution damages. c) Pass on details of the incident to the University or other relevant body. d) Any combination of the above.

1.3.4. Attendance The disciplinary shall have the right to require the attendance at disciplinary meetings of any Union member. Non-compliance with this regulation shall be an offence and may lead to disciplinary action being taken against the member charged, in their absence.


1.4 Appeal 1.4.1 Right of Appeal 1.4.1.1. Any member found guilty of an offence by a disciplinary shall have the right to appeal

against the verdict or the sentence of the disciplinary to the Union Council. 1.4.1.2. While an appeal is awaited, the appellant may remain suspended or excluded from the

rights and privileges of membership according to the recommendation of the Chair of the disciplinary.

1.4.1.3. An appeal may only be lodged on the following criteria: i) The correct procedures for conducting a disciplinary were not followed ii) The disciplinary reached an inappropriate finding of fact iii) The disciplinary applied an inappropriate level of sanction/s 1.4.2 Procedure 1.4.2.1. An appeal to the Chair of Union Council must be made in within seven working days of the

written decision of the disciplinary. The appellant must state clearly the basis on which s/he is appealing.

1.4.2.2. The Chair of Union Council shall a meeting of the Union Council which must be held within

10 working days of the receipt of the written appeal. 1.4.2.3. It shall be the responsibility of the Chair of Union Council to present the minutes of the

disciplinary hearing to the members of Union Council at least three working days before the appeal hearing.

1.4.2.4. No member of the disciplinary may vote on the appeal at Union Council. 1.4.2.5. All voting at the appeal to the Union Council shall be by secret ballot. 1.4.2.6. The Union Council shall have the power to confirm, reduce or set aside sentences passed

by the disciplinary tribunal. 1.4.2.7. The same rules of confidentiality shall apply to the Union Council hearing an appeal as to

the disciplinary tribunal. 1.4.2.8. The Chair of Union Council shall be responsible for notifying in writing, all parties of the

outcome of the appeal within 5 working days from the date of the appeal hearing. Section 2 – Discipline for Elected Officers There are 3 types of discipline for Elected Officers:

a) Votes of censure b) Votes of no confidence c) Discipline Tribunal (as Section 1 above)


2.1 Votes of Censure There are three types of vote of censure;

a) Automatic vote of censure b) Censure of an elected officer through Union Council c) Censure of an elected officer through Site Assembly

2.1.1 Automatic censure 2.1.1.1. Any elected officer who is absent from a relevant Union committee without reasonable

apologies being given shall be subject to an automatic vote of censure. 2.1.1.2. Any elected member who fails to submit a report to two consecutive Union Councils or two

consecutive Site Assemblies shall be subject to an automatic vote of censure. 2.1.1.3. Any elected member who is called to participate in a meeting of any disciplinary committee

or appeal hearing and subsequently makes confidential information public shall be subject to an automatic vote of censure.

2.1.1.4. The President shall write to inform the elected member in writing that they have been

subject to an automatic vote of censure and the reasons for that censure being imposed. 2.1.1.5. Appeals against an automatic vote of censure will be considered by the Union Council at its

next scheduled meeting and only on the grounds of an error of fact. 2.1.2 Other causes of censure The following misconducts are reasons for a vote of censure through the relevant Union committee;

a) Any elected member who fails to affect a specific mandate from the Union Council Meeting and/or Site Student Assembly without “good cause” shall be subject to a vote of censure.

b) Any elected member who fails to fulfill any element of their job specification without

“good cause” shall be subject to a censure.

c) Any elected member who is disciplined by the Union’s disciplinary procedures is subject to a vote of censure.

d) Any elected member who breaches any element of current Union policy shall be subject

to a vote of censure.

e) Any elected member found to have been the cause of a legitimate complaint after investigation through the Union's Complaints Procedure shall be subject to a censure.

f) The Union Council reserves the right to pass a vote of censure against any elected officer

for miscellaneous reasons that may arise from time to time. 2.1.3 Procedure 2.1.3.1. A motion of censure can be proposed by any full member of the Union to the relevant

meeting where the misconduct is deemed to be applicable, stating the reason for that vote of censure as outlined in (a – f) above, following normal procedures for submission of motions.


2.1.3.2. A debate shall be held before the vote with all sides being able to present their case. In the absence of any party involved, the vote of censure may be debated and passed at the discretion of the relevant committee.

2.1.3.4. The President shall keep records of all votes of censure passed. Each elected member who has been subject to a vote of censure will receive confirmation, in writing, from the President of the vote and the reason for that vote of censure.

2.1.3.5. Where an officer is re-elected for a second term, votes of censure will be deemed to have

been spent by 1st July, the start of their second term of office. 2.2 Vote of no confidence (VNC)

Elected officers can only be removed from office by a vote of no confidence. There are four mechanisms by which a vote of no confidence can be raised against an elected officer;

a) Automatic vote of no confidence. b) Vote of no confidence raised by any full member against a Part-time Officer through the

relevant Student Assembly. c) Vote of no confidence raised by any full member against a Sabbatical Officer through

Union Council. d) Vote of no confidence raised against a Sabbatical Officer by the recommendation of a

Student Assembly. 2.2.1 Automatic vote of no confidence 2.2.1.1. Three votes of censure against any one elected member, automatically requires the Chair

of the relevant committee to convene an Emergency Meeting to debate a vote of no confidence in the elected member.

2.2.1.2. Any elected officer who is subject to an automatic vote of no confidence which fails to be

carried, will be subject to a motion for an automatic vote of no confidence at each subsequent vote of censure.

2.2.2 Other Vote of no confidence

2.2.2.1. Procedure

A motion of a vote of no confidence against an elected officer follows the normal procedures for motions as outlined in the standing orders.

2.2.3 Additional notes 2.2.3.1. If a Sabbatical Officer is removed in the first six months of their term of office, then an

election will may called to fill the vacant position using the procedures the Election Schedule of the Constitution. (At the discretion of Union Council)

2.2.3.2. If a Sabbatical Officer is removed in the last 6 months of their term of office, the Union

Council must reapportion the removed Officer's work and responsibilities amongst the other Sabbatical Officers.

2.2.3.3. Any elected Officer who is removed from office will continue to receive his/her remuneration for one month after the decision is made except in cases of gross misconduct.


2.2.3.4. In the event that the elected officer is re-elected to office after a vote of no confidence is passed, that vote of no confidence only applies to the first term of office. The re-elected Sabbatical Officer would come into office as normal for their second term.


Standing Order 3 – Additional Part Time Officers In addition to the Part-time Officers as listed in Schedule 2 of the Constitution, there shall be additional Part-time Officers for each site as listed below. The officers specified by the list may be changed annually by a motion from the Student Assembly to Union Council. This is normally done in the last Union Council meeting of the 1st semester of the academic year. The Cambridge Student Assembly shall include the following additional part-time positions:

• International Students Officer (representing non-UK students) • Women’s Officer • Part-time Students’ Officer • Environmental and Recycling Officer

The Chelmsford Student Assembly shall include the following additional part-time positions:

• Nursing and Midwifery Officer • Education Faculty Officer • International Students’ Officer (representing non-UK students) • Women’s Officer • Part-time Students’ Officer • Environmental and Recycling Officer

The Peterborough and Fulbourn Student Assembly shall include the following part-time positions from each site:

• Nursing Officer • Midwifery Officer

Section 1. Job Descriptions 1.1. Education Faculty Officer Eligibility The candidate, in addition to the requirements of the Elections Schedule of the Constitution, must be a student of the Faculty of Education Shall: a) Represent the needs of Education students to the Union and the University b) Raise any issues of concern for Education students to the Union c) Make links with local, regional and national bodies representing Education students d) Promote the Union and its services among Education 1.2. Environmental & Recycling Officer Shall: a) Represent an environmental voice at the Student Assembly and be the voice of environmentally

aware students. b) Scrutinise both the union and universities environmental and recycling policies c) Assist the president and other relevant officers in creation or materials to promote environmental awareness and recycling


d) To assist in the organisation of environmental awareness and recycling campaigns and events e) Campaign for better recycling facilitities for students on campus and surrounding areas 1.3. International Students Officer Eligibility The candidate, in addition to the requirements of the Elections Schedule of the Constitution, must be a Non-UK student. Shall: a) Monitor the Union’s provision for International Students b) Take part in International Student Inductions organised by the University c) To ensure that the Union effectively addresses issues affecting International Students, and is

sensitive to their beliefs and cultures d) Promote the Union and its services among International students 1.4. Midwifery Officer Eligibility The candidate, in addition to the requirements of the Elections Schedule of the Constitution, must be a Midwifery student. Shall: a) Represent the needs of Midwifery students to the Union and the University b) Raise any issues of concern for Midwifery students to the Union c) Make links with local, regional and national bodies representing Nursing and Midwifery students d) Promote the Union and its services among Midwifery students 1.5. Nursing Officer Eligibility The candidate, in addition to the requirements of the Elections Schedule of the Constitution, must be a Nursing student. Shall: a) Represent the needs of Nursing students to the Union and the University b) Raise any issues of concern for Nursing students to the Union c) Make links with local, regional and national bodies representing Nursing and Midwifery students d) Promote the Union and its services among Nursing students 1.6. Nursing and Midwifery Officer Eligibility The candidate, in addition to the requirements of the Elections Schedule of the Constitution, must be a Nursing or Midwifery student. Shall: a) Represent the needs of Nursing and Midwifery students to the Union and the University


b) Raise any issues of concern for Nursing and Midwifery students to the Union c) Make links with local, regional and national bodies representing Nursing and Midwifery students d) Promote the Union and its services among Nursing and Midwifery students 1.7. Part-Time Students’ Officer Eligibility The candidate, in addition to the requirements of the Elections Schedule of the Constitution, must be a Part-Time student as defined by the University rules and regulations. Shall: a) Represent the needs of part-time students to the Union and the University b) Raise any issues of concern for part-time students to the Union c) Make links with local, regional and national bodies representing part-time students d) Promote the Union and its services among part-time students 1.8. Women’s Officer Eligibility The candidate, in addition to the requirements of the Elections Schedule of the Constitution, must be a female student. Shall: a) Represent the needs and opinions of women students to the Site Student Assembly b) Work with the Student Experience officer and produce materials and resources to inform and

educate all students about the nature of discrimination against women c) Work with the NUS Women’s Campaign and other organisations such as Trade Unions and

relevant women’s organisations d) Run appropriate campaigns specific to women students. e) Promote the Union and its services among women students.

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