Download - Candidates' Handbook 2011
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Contents
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
Other
Support available for roles
Rules
Hints and Tips
Complaints/Appeals
Frequently Asked Questions
Contact details
Appendix 1
Dear Student, Thank you for looking at the Students’ Union elections pack. Being part of the Students’ Union Executive is a truly unique 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 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 [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 Martin Cornbill
President 2010/11
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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 the public benefit by:Newman University College for the public benefit by:Newman University College for the public benefit by:Newman University College for the 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
CollegCollegCollegCollege their course of study and representing, supporting and advisinge their course of study and representing, supporting and advisinge their course of study and representing, supporting and advisinge their 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
University College and any other external bodies; andUniversity College and any other external bodies; andUniversity College and any other external bodies; andUniversity College and any other external bodies; and
• Providing social, cultural, sporting and recreational Providing social, cultural, sporting and recreational Providing social, cultural, sporting and recreational Providing social, cultural, sporting and recreational activities and forums foractivities and forums foractivities and forums foractivities 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.
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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.
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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
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Key dates:
Nominations open Mon 21st March
Nominations Close Friday 25th March, 4pm
Candidates Briefing Fri 25th March, 5pm
Campaigning Begins Fri 25th time tbc
Voting Opens Mon 28th March 9am
Debate Tues 29th March 7pm, Sanctuary Bar
Hustings Wed 30th March, 12 noon DS2 (tbc)
Hustings Thurs 31st March 8pm Sanctuary Bar
Voting Closes Fri 1st April 3pm
Count Fri 1st April from 3.30 pm
Results night (Geek Chick Party) Fri 1st April, From 8pm Sanctuary Bar
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.
Nomination forms must be handed in by 3pm on Friday 25th March 2011
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Step 3 – Candidates briefing
YOU MUST ATTEND THIS MEETING. It usually lasts one to two hours. It begins at
5pm on Friday 25th March. 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
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able to read your manifesto. Don’t forget to include this link on your campaign
material!
What Happens next?
Results are announced in Sanctuary Bar during the evening event (Geek Chick this
year!) 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 6th April 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 July 1st 2011 and will last for one
year until June 30th 2012.
All those who are elected will be given training, usually before the term of office
begins.
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.
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Trustees
NSU is looking for three ‘Student Trustees’. These are NOT elected in the main
elections, but will be selected at NSUs’ Annual General Meeting on March 14th. If you
wish to stand for one of these roles you should contact NSU President (Martin
Cornbill) 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. They are:
• Union Academic Office
• 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
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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
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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.
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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
camping 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
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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.
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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!
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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.
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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.
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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.
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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.
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Frequently Asked Questions
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.
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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 LOOSE 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.
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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!
‘
’Neon Ball’ in Fresher's week
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Contact details
Elections Committee
Can be reached through the chair person. This is
Martin Cornbill (NSU President)
0121 483 2291
Deputy Returning Officer
Rob Balding (NSU Development Manager)
0121 483 2225
Returning Officer
(Contacted via the Deputy Returning Officer)
Emily Cannon
NSU Executive Committee
Please see the NSU Website, Sauce Magazine 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
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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.
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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
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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
Students’ Union and University College Committees Attending (Ex-Officio):
Environmental Committee
Halls Committee
Health and Safety Committee
Student Facilities Forum
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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
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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
Students’ Union and University College Committees Attending (Ex-Officio):
Activities Committee
Any relevant Sports or Societies Meetings
Bar Committee Meetings
1.6.1 Be a part time voluntary officer, to sit on the Executive Committee.
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)
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1.7 Union Democracy Officer
Students' Union and College Committees Attending (Ex-Officio):
Relevant School Meetings
Any Relevant Course Rep Meetings
Student Disciplinary Hearings
Elections Committee
1.7.1 Be a part time voluntary officer, to sit on the Executive 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
Students' Union and College Committees Attending (Ex-Officio):
Chairpersons Committee Meetings
Any relevant Societies Meetings
1.8.1 Be a part time voluntary officer, to sit on the Executive Committee.
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.
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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
Students' Union and College Committees Attending (Ex-Officio):
Captains Committee Meetings
Any relevant Sports Meetings
1.9.1 Be a part time voluntary officer, to sit on the Executive Committee.
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.
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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
1.10.1 Be a part time voluntary officer, to sit on the Executive Committee.
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.
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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
Students’ Union and College Committees Attending (Ex-Officio):
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
Students’ Union and College Committees Attending (Ex-Officio):
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.
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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.