standing_orders

STANDING ORDERS

Standing Order 1 – Decision Making ................................................................. 2

Standing Order 2 – SUSU Trustee Board ........................................................... 8

Standing Order 3 – Standing Committees ....................................................... 11

Standing Order 4 – Sabbatical Officers ........................................................... 20

Standing Order 5 – Student Leaders ............................................................... 27

Standing Order 6 – Elections.......................................................................... 31

Standing Order 7 - Amending the Constitution ................................................ 37

Standing Order 8 - Complaints Procedure ....................................................... 39

Standing Order 9 - Disciplinary Procedure ...................................................... 40

Standing Order 10 - Student Groups............................................................... 44

Standing Order 11 – Discipline and Recall of Union Officers ............................. 46

Standing Order 12 – University Committees ................................................... 48

Standing Order 1 – Decision Making

Clause 8 of the Union laws describes the various decision making bodies of the Union. This

Standing Order explains how they will work.

1. Referendum

All full members have the right to vote in a referendum carried out by a cross-campus vote. 1.1

A Referendum may be called by a motion at a General Meeting, Council, a meeting of the 1.2

Trustees or a petition of 250 members.

Amendments submitted at meetings calling for a referendum may not change the subject of 1.3

the cross-campus ballot.

The conduct and timing of a referendum shall be the duty of the Elections Committee. 1.4

Decisions of a Referendum will take precedence over those of other Union meetings, except 1.5

in the case of SUSU Trustee Board acting in line with their role as Trustees.

2. General Meeting

Authorities and responsibility of General Meetings shall be: 2.1

(a) General Meetings may decide Union Policy by a simple majority (50% plus 1) of

voting members present.

(b) The Annual General Meeting will elect the Chair of Union Council

(c) The Annual General Meeting will receive the Annual Report of the current year.

(d) The Annual General Meeting will approve the Annual Accounts and Report of the

Trustees for the previous year, which shall include a list of external organisations

to which the Union has been affiliated or made donations in the period to which

the report relates.

(e) The decision to continue or discontinue affiliation from a particular body may be

considered following a call for a referendum once each year. It shall be binding

with effect from the date of renewal of any such affiliation.

(f) The decision to take mass or direct action must be made in General Meeting as

described below.

(g) The Order of Business at a General Meeting shall be determined by Constitution

Committee which will generally give priority to motions received from members

over those received from members of Union Council.

All full members have the right to attend and vote in a General Meeting. 2.2

Frequency of General Meetings and how to call them: 2.3

SO 1 – Decision Making

(a) General Meetings are either Annual or Emergency.

(b) The Annual General Meeting shall be held at a convenient time in the summer

term.

(c) An Emergency General Meeting may be called for by a motion at Council, a

meeting of the Trustees or a petition of 100 members.

(d) If the call for an Emergency General Meeting concerns a Council decision, it must

be submitted within three days of the Council meeting.

(e) If the nature of the meeting has been clearly stated by the group calling it and

the topic is urgent, the timescales below may be shortened by the Trustees.

The following timetable shall apply for General Meetings: 2.4

(a) The meeting time, date and venue must be advertised at least 7 clear days before

the meeting

(b) Motions and reports, must be submitted at least 5 clear working days before the

meeting

(c) A preliminary agenda shall be published at least 3 clear days before the meeting

(d) Amendments must be submitted at least 3 hours before the start of the meeting

Quorum for all General Meetings shall be 250 members. 2.5

Where a General Meeting is inquorate the Chair will decide the best course of action 2.6

between continuing or stopping the meeting. Any business transacted during an inquorate

meeting must be referred to the next meeting of Union Council for ratification.

Decisions of a General Meeting will take precedence over those of other Union meetings, 2.7

except a Referendum or in the case of SUSU Trustee Board acting in line with their role as

Trustees.

Direct and Mass Action 2.8

(a) The Union may decide to take mass action only if passed by any General Meeting.

(b) The Union may decide to take direct action only if passed by an Emergency

General Meeting.

(c) The following timetable applies for meetings where motions calling for mass

action are to be discussed:

motions calling for mass action must be in the hands of the Secretary twelve

hours before commencement of meeting

no fewer than three hours before the start of the meeting at least thirty

posters, mentioning that mass action is to be discussed at the meeting, have

been posted in the Union building, the University departments or the Halls

half-hourly public announcements must be made over the Union public address

system for at least three hours before the meeting

(d) If the meeting is adjourned without reaching a decision on the motion(s) calling

for mass action, then (b) and (c) must be satisfied for the reconvened meeting.

3. Union Council


Union Council is authorised to: 3.1

(a) Decide Union Policy.

(b) Ensure that SUSU Trustee Board , Standing Committees and Officers are

implementing the decisions and abiding by Union Policy.

(c) Receive plans from Officers and Standing Committees for the year ahead

(d) Monitor the performance of Officers and Standing Committees against their plans

and take appropriate action as necessary.

(e) Approve the Financial Schedule at the first Council meeting of each year, which

will indicate the maximum sum that may be approved by committees, officers and

individuals.

(f) Approve all expenditure above the limits set out in the financial schedule

(g) Carry out elections of voluntary officers and occasional bye elections, if necessary.

Union Council shall consist of: 3.2

(a) Chair of Council (to be elected by and from the full members of the Union at the

AGM);

(b) All Sabbatical Officers

(c) All Student Leader Trustees

(d) All Student Leaders

(e) Union Councillors (30) selected to reflect the membership of the Union, with two

from each of the following:

Post-graduate taught students

Post-graduate research students

Part-time students

Mature Undergraduate students

Students with Disabilities

European Students

International Students

Each faculty

(f) Union Councillors (8) open positions

Ordinary Council Meetings shall take place at 6 times each Academic Year noting that: 3.3

(a) The first will be held in week 4 of the autumn term

(b) There should be at least 2 Council meetings each term

Extraordinary and Emergency meetings of Council may be called for by a decision of 3.4

Council, the Trustees or a petition of 25% of councillors.

(a) Emergency Meetings should be convened within 3 clear days of the written request,

so the timetable below does not apply.

(b) Extraordinary and Emergency meetings will only discuss the matter(s) for which

they were called.

The following timetable shall apply for Council Meetings: 3.5


(a) The meeting time, date and venue must be advertised at least 14 clear days

before the meeting

(b) Motions and reports, must be submitted at least 7 clear days before the meeting

(c) The agenda shall be published at least 3 clear days before the meeting

(d) Emergency motions (which shall relate to matters which arose after the agenda

closed and must be dealt with before the next meeting) may be submitted up to 1

hour before the start of the meeting

(e) Amendments may be submitted up to 3 hours before the start of the Meeting.

Quorum for all Council Meetings shall be 2/3 of its elected members. 3.6

Where a Union Council meeting is inquorate the Chair will decide the best course of action 3.7

between continuing or stopping the meeting. Any business transacted whilst the meeting is

inquorate must be referred to the next meeting of Union Council for ratification.

Decisions of a Council Meeting will take precedence over those of other Union meetings, 3.8

except a Referendum, General Meeting or in the case of SUSU Trustee Board acting in line

with their role as Trustees.

4. Union Policy

Union Policy can be set by Referendum, General Meeting, Union Council or Trustees. 4.1

In the case of Trustees, this policy must only relate to administrative and operational 4.2

matters, not statements of a political nature and will remain in place until amended by

Trustees.

Union policy made at Referendum, General Meeting or Union Council shall lapse at the end 4.3

of the academic year which contains the 4th anniversary of the policy being passed or last

ratified.

(a) Constitution Committee will recommend to Union Council in the first term which

of the policies due to lapse should be retained.

(b) Union Council will accept or amend the recommendation and the policies will be

lapsed or retained at the year-end as agreed.

Union Policy may also be specifically lapsed within an updating motion to Referendum, 4.4

General Meeting or Union Council

Policy Creation 4.5

(a) Union Council will operate a two stage system for creating policy

(b) At The Ideas Stage any student can submit ideas for policy.

These will be discussed informally by Union Council, outside of formal

business.

In the formal meeting the relevant Student Leader or Sabbatical Officer will

propose to Union Council what course of action will follow as a result of the

idea.

The options available are Do nothing with the idea, refer to an officer or

standing committee to develop into a Policy Proposal or consider


immediately in the same meeting.

(c) At the Policy Proposal Stage Union Council will receive a formal Policy Proposal for

each idea referred from the Ideas Stage of the meeting.

Between the two meetings, appropriate research and if applicable discussion

at Standing Committees will be undertaken to inform the policy proposal

Policy Proposals must be proposed by either two full members or a Standing

Committee.

(d) There will be no Ideas Stage at General Meetings, though ideas may be referred

as Policy proposals to either General Meetings or Union Council.

Formal Debate 4.6

(a) Discussion in The Ideas Stage of Union Council will be informal and led by an

appropriate Student Leader or Sabbatical. It will not be bound by these rules.

(b) In the Policy Proposal Stage of Union Council and in General meetings, the Chair

will ensure all matters have a balanced debate, commencing with the proposer

and that all members who wish to contribute are able to do so, as is reasonable.

(c) When the Chair is speaking, no other members may remain standing or speak.

(d) The proposer will sum up, prior to the vote, but may not introduce new

information in this speech

(e) Length of speeches will be established within an appropriate By law

5. General Provisions and Procedures for meetings

Attendance 5.1

(a) Full members of the Union may attend and speak at any Union meeting, except

those considered closed business (usually staffing and disciplinary issues, but

others at the chair’s discretion).

(b) All other members may attend any meeting as observers, but cannot play any

active part in the meeting unless directly asked to by the chair.

(c) Representatives of the public or media shall be admitted at the discretion of the

Chair.

Emergency Business 5.2

(a) Full Members may submit emergency business for consideration at Union Council

or General Meetings

(b) Such business will only be accepted if it has arisen since the agenda closed and

must be dealt with before the next meeting.

The Chair of Council 5.3

(a) The Chair of Council (Chair) will be elected by and from the full members of the

Union at the AGM;

(b) The Chair will be called upon to chair all meetings of Union Council and all

General Meetings.

(c) In the absence of the Chair, the President (or their nominee) shall take the chair.


(d) The Chair shall not normally vote except a casting vote.

(e) The Chair will step down when any motion about them is being considered.

(f) It is the Chair’s role to ensure the meetings are run smoothly and that they follow

the rules.

Any member may raise a procedural motion during a debate to achieve the following: 5.4

(a) To give the current speaker an extension

(b) To take the proposal in specific parts

(c) To refer the question to another body or person

(d) To move to the vote

(e) To move to an informal discussion

(f) To withdraw the question

(g) To challenge the chair’s ruling

(h) To remove the chair for a specified time during the meeting

(i) That a non-member be allowed to contribute

All procedural motions will be put to a vote of the meeting as soon as they are moved. 5.5

Constitution Committee will develop and approve By laws clarifying the detail of how debate will

work

SO 2 – SUSU Trustee Board

Standing Order 2 – SUSU Trustee Board

SUSU Trustee Board is the Union’s Board of Trustees

1. Composition

The SUSU Trustee Board is formed of the following people: 1.1

(a) President (Chair)

(b) All other Sabbatical officers

(c) 2 Student Leader Trustees

(d) 4 Student trustees

(e) 4 non-members (appointed by Union Council)

All full members of SUSU Trustee Board are the Trustees of the Union for the time being. 1.2

2. Remit

SUSU Trustee Board is responsible for: 2.1

(a) Creating and implementing the Union’s Strategy and related plans,

(b) The day to day administration of the Union,

(c) The monies and accounts of the Union, including budget estimates and setting,

(d) All employment matters,

(e) Making emergency decisions out of term time, subject to the ratification of

Council,

(f) Filtering information from other Standing Committees and reporting policy issues

to Council,

(g) Developing the Union’s facilities,

(h) Ensuring the strategic development of the commercial services is in line with the

overall strategy,

(i) Ensuring the effective planning, organisation and co-ordination of Freshers' Week

each year including an annual review,

(j) Considering and reporting to the membership all decisions to affiliate to bodies

during the year.

(k) SUSU Trustee Board will consider all motions to a Referendum, General Meeting

or Council meeting involving expenditure above a limit set out in the financial

schedule, prior to the implementation of that decision.

3. Powers

SUSU Trustee Board shall have the power to invest the property, money and assets of the 3.1

Union in all respects and without any restriction and in the same manner as an individual

may manage his or her own affairs, save that SUSU Trustee Board shall observe any

resolution of the General Meeting or Council in exercising these powers and in the case of


any property, money or assets donated, granted or lent to the Union for a specific purpose

SUSU Trustee Board shall observe the intention of the donor, grantor or lender in its use of

the property, money or assets.

SUSU Trustee Board shall have the power to guarantee or give indemnities or provide 3.2

security, by mortgage or charge upon all or any part of the Union property and assets both

present and future or by all or any such methods for the performance of any contracts or

obligations relating to the affairs of the University of Southampton Students’ Union.

SUSU Trustee Board will ensure financial guidelines exist in a Finance Schedule which will 3.3

be renewed at the first meeting of each year. This schedule will indicate the maximum sum

that may be approved by committees and individuals.

SUSU Trustee Board may create sub-committees as it sees fit and may delegate its 3.4

responsibilities to sub-committees as it deems necessary.

4. Roles and responsibilities of trustees

All Trustees will be expected to 4.1

(a) Fulfil all duties and responsibilities of a Trustee as promoted by the Charities

Commission.

(b) Be responsible for ensuring that the Union is administered in accordance with its

Constitution, the associated Standing Orders and by-laws, and all current law as it

relates to Students’ Unions

(c) Promote the Aims and Objectives of the Union on every campus of the University.

(d) Act fairly and reasonably in the making of any decision.

(e) Act in the best interests of the Union and to not seek any personal gain from the

term of office.

(f) Ensure that all property and investments of the Union are prudently and

efficiently administered

The Student Leader Trustees will be: 4.2

(a) Ethical and Environmental Officer who will:

Be responsible for implementing an effective environmental and ethical policy

within the Union

Monitor and take steps to ensure the Union’s activities and services have a

minimal impact on the environment and are positively ethical

Co-ordinate awareness campaigns and events around our ethical and

environmental impact

(b) Equality and Diversity Officer who will:

Be responsible for implementing an effective equal opportunities policy within

the Union

Monitor and take steps to ensure the Union’s activities and services are

accessible to all members

Co-ordinate awareness campaigns and events around equality issues


5. Bar Club Committee

SUSU Trustee Board is responsible for the administration of the bars. All members of the 5.1

Union, its staff and the University staff are deemed to be members of the Bar Club,

General Meeting and Union Council shall recommend to the SUSU Trustee Board such 5.2

matters concerning the bars as they consider necessary,

The Rules of the Bar Club (as approved by the Licensing Justices from time to time) are 5.3

kept by the General Manager.

6. Meeting Regulations

SUSU Trustee Board will follow the general rules of other Union Standing Committees as

laid out in Standing Order 3, clauses 1 and 2:

SO 3 – Standing Committees

Standing Order 3 – Standing Committees

The Union implements its plans and policies through Standing Committees, who act on

behalf of union Council. This Standing Order explains the role and remit of each of the

Union’s Standing Committee and the rules which guide them.

1. General Rules

Union Council will elect 2 councillors to join each Standing Committee. 1.1

All Standing Committees shall be held accountable by Union Council and the Chair is 1.2

responsible for explaining and if necessary justifying the actions/decisions taken by that

Committee to Union Council or others.

Each Standing Committee can recommend motions of commendation and censure of 1.3

officers in line with the Standing Orders.

Each committee shall meet at least twice each semester, or more if so determined in their 1.4

By-Laws.

All meetings shall be called at least two weeks in advance of the meeting, with the agenda 1.5

items submitted 7 clear days in advance and papers distributed at least 3 clear days in

advance.

Quorum is half the elected membership. 1.6

Each committee should suggest and follow By-Laws to guide their work as appropriate, 1.7

including the creation of Voluntary Officer roles, committee members, election

arrangements, rules, sub committees and working groups as relevant.

Standing Committee By-Laws must be approved by Constitution Committee prior to the 1.8

changes taking effect. They should also be ratified by the next Union Council

Staff support will be allocated for each Committee as appropriate to ensure that minutes are 1.9

kept, papers are readily available for members and attendance is recorded.

The Chair shall ensure that any officer who fails to give apologies for a duly called 1.10

meeting is dealt with under Standing Order 11.

2. General Responsibilities

Every committee is responsible for:

allocating and monitoring their budgets. 2.1

ensuring all activities comply with relevant legislation and Union policy and procedure. 2.2

ensuring the work and activities of their area of responsibility meets the needs of the 2.3

diversity of Union members.

2.4 working in partnership with other Committees, Officers and staff to pursue their aims.

Union Standing Committees

The following Standing Committees shall exist:


Athletic Union Committee

Constitution Committee

Education Committee

Elections Committee

Environmental and Ethical Committee

International Committee

Junior Common Room (JCRs) Committee

Media Committee

Postgraduate Students Committee

RAG Committee

Societies Committee

Welfare Committee

Winchester Executive Committee

3. Athletic Union Committee

The Athletic Union Committee is formed of the following people, ex-officio in addition to the 3.1

2 councillors:

(a) Athletic Union Officer (Chair)

(b) The Union President

(c) VP Sports Development

(d) Sports and Health Officer

(e) Equality and Diversity Officer (or nominee)

(f) Ethical and Environmental Officer (or nominee)

(g) Voluntary Officers, as defined in the Committee By-Law,

The Athletic Union Committee is responsible for: 3.2

(a) Planning and promoting the Union’s interests in sporting affairs

(b) Receiving an activity report from the Sports Development Officer at each meeting

(c) Planning and promoting sports related events

(d) Supporting and promoting sports related campaigns

(e) Allocating the budgets for each AU Club

(f) Awarding Colours

4. Constitution Committee

The Constitution Committee is formed of the following people, in addition to the 2 4.1

councillors:

(a) VP Communications (Chair)


(c) VP Academic Affairs

(d) VP Sports Development

(e) VP Student Engagement


(f) VP Welfare and Communities

(g) VP Winchester and Sites

(h) Equality and Diversity Officer (or nominee)

(i) Ethical and Environmental Officer (or nominee)

(j) Voluntary Officers, as defined in the Committee By-Law

(k) Union Council Chair (non-voting member)

The Constitution Committee is responsible for: 4.2

(a) assisting with drafting all amendments to the Constitution and submitting to

Union Council for approval

(b) assisting with drafting and approving all Committee By-Laws

(c) assisting the President with interpreting the constitution and resolving

constitutional issues in the event of a conflict

(d) reviewing the constitutional impact of Union Council policy

(e) submitting reports to Union Council on constitutional matters

(f) updating and reviewing The Union Constitution on a yearly basis

(g) ensuring Union rules are applied at Union meetings to ensure they are well run.

5. Education Committee

The Education Committee is formed of the following people, ex-officio, in addition to the 2 5.1

councillors:

(a) VP Academic Affairs (Chair),


(c) All Faculty Officers,

(d) Postgraduate Students Officer (Research)

(e) Postgraduate Students Officer (Taught)

(f) International Students’ Officer

(g) Equality and Diversity Officer (or nominee)

(h) Ethical and Environmental Officer (or nominee)

(i) Voluntary Officers, as defined in the Committee By-Law

The Education Committee is responsible for: 5.2

(a) Ensuring that the educational interests of all students are effectively represented

within the Union, the University and at national level.

(b) Organising campaigns on education issues relevant to students of the University.

(c) Implementing Union Education Policy.

(d) Ensuring effective communication with and between all student representatives to

University Committees.

(e) Assisting the School Presidents with representational and educational issues in


each School.

(f) Overseeing the production of a Course Representatives handbook, training and

briefings.

(g) Maintaining up to date knowledge, information and opinion on Higher Education

policy and issues in the university and beyond.

(h) Maintaining up to date knowledge, information and opinion specific to the diverse

groups of the student body.

6. Elections Committee

The Elections Committee is formed of the following people, in addition to the 2 councillors: 6.1

(a) VP Communications (Chair);

(b) The Union President;

(c) VP Academic Affairs

(d) VP Sports Development

(e) VP Student Engagement

(f) Welfare and Communities

(g) VP Winchester and Sites

(h) Returning Officer, if a nominee Returning Officer has been appointed

(i) A further 3 councillors

(j) Equality and Diversity Officer (or nominee)

(k) Ethical and Environmental Officer (or nominee)

(l) Voluntary Officers, as defined in the Committee By-Law

Any member of Elections Committee who has an interest in a forthcoming election is 6.2

required to stand down for the duration of that election and may be replaced by another

councillor.

The Elections Committee is responsible for: 6.3

(a) the organisation of and running of any cross campus election for the posts of

Sabbatical Officers, Trustees, Student Leaders, Voluntary Officers and Councillors

(b) the organisation of and running of any referendum

(c) implementing all constitutional rules relating to elections and referenda

(d) ensuring adequate information and publicity is provided for all elections

(e) clarifying channels for grievances to relevant parties before the opening of

nominations

(f) the annual updating and review of all regulations for elections through the

committee By-Law

Elections Committee need only meet once in the first term and subsequently sufficiently to 6.4

ensure they can fulfil their role.

7. Ethical and Environmental Committee


The Ethical and Environmental Committee is formed of the following people, in addition to 7.1

the 2 councillors:

(a) Ethical and Environmental Officer (Chair),

(b) VP Welfare and Communities

(c) The Union President

(d) JCR Officer

(e) Equality and Diversity Officer (or nominee),

(f) Voluntary Officers, as defined in the Committee By-Law,

The Ethical and Environmental Committee is responsible for: 7.2

(a) creating and implementing Union environmental and ethical policy.

(b) organising Environment and Ethics campaigns

(c) supporting the organisation of relevant Society events

(d) representing the environmental and ethical views and concerns of the student

body to the University and beyond

8. International Students’ Committee

The International Students’ Committee is formed of the following people, in addition to the 8.1

2 councillors:

(a) International Students’ Officer (Chair)

(b) Union President

(c) VP Welfare and Communities

(d) VP Winchester and Sites



(g) Voluntary Officers, as defined in the Committee By-Law

The International Students’ Committee is responsible for: 8.2

(a) Representing and promoting the interests of international students within the

Union, the University and beyond.

(b) Organising activities for international students.

(c) Ensuring relevant information is appropriately disseminated to international

students.

9. Junior Common Rooms (JCRs) Committee

The JCRs Committee is formed of the following people, in addition to the 2 councillors: 9.1

(a) Junior Common Rooms Officer (Chair)


(c) VP Student Engagement

(d) VP Welfare and Communities





The JCR Committee is responsible for: 9.2

(a) ensuring that the interests of students in Halls of Residence are effectively

represented within the Union and the University.

(b) Allocating the budgets for each JCR committee

(c) coordinating and supporting the running of JCR events and bars.

(d) ensuring effective communication with and between students resident in

University accommodation.

(e) running campaigns on issues relating to student residences.

(f) Supporting each JCR committee to achieve their goals

10. Media Committee

The Media Committee is formed of the following people, in addition to the 2 councillors: 10.1

(a) VP Communications (chair)


(c) Surge Radio Station Manager

(d) SUSUTV Station Manager

(e) The Edge Editor

(f) Wessex Scene Editor

(g) Equality and Diversity Officer (or nominee)

(h) Ethical and Environmental Officer (or nominee)

(i) Voluntary Officers, as defined in the Committee By-Law

The Media Committee is responsible for: 10.2

(a) co-ordination between media departments.

(b) maximising opportunities for promotion of the Students’ Union through its various

media

(c) monitoring and developing the Union’s involvement with emerging media.

(d) overseeing the production of all the Union’s recognised media

(e) all the media group budgets as set by SUSU Trustee Board

11. Postgraduate Students Committee

The Postgraduate Students Committee is formed of the following people, in addition to 11.1

the 2 councillors:

(a) Postgraduate Officer (Taught), (Co-chair)

(b) Postgraduate Officer (Research), (Co-chair)

(c) The Union President


(d) VP Welfare and Communities




The Postgraduate Students Committee is responsible for: 11.2

(a) Allocating responsibilities, including that of chair, between the two Postgraduate

Student leaders each year,

(b) Representing and promoting the interests of postgraduate students within the

Union the University and beyond,

(c) Organising activities for postgraduate students,

(d) Liaison with the Education Committee on academic issues of relevance to

postgraduate students,

(e) Ensuring relevant information is appropriately disseminated to postgraduate

students.

12. Raise & Give (RAG) Committee

The RAG Committee is formed of the following people, in addition to the 2 councillors: 12.1

(a) RAG Officer (Chair)



(d) Equality and Diversity Officer (or nominee)

(e) Ethical and Environmental Officer (or nominee)

(f) Voluntary Officers, as defined in the Committee By-Law

The RAG Committee is responsible for: 12.2

(a) The organisation, co-ordination and supervision of all activities taking place as

part of RAG.

(b) Encouraging Union members, as individuals or as groups to fundraise for a

diverse range of charities.

(c) Co-ordinating all Union departments and societies with any matter relating to

charity fundraising.

(d) Keeping up to date with all potential and actual SUSU charity fundraising

activities.

(e) Applying best practices from the charity field to RAG Activities and practices.

(f) Maintaining positive and active working relationships with local and national

charities and RAGS.

(g) Assisting University members or bodies with their charity fundraising.

(h) Ensuring that a mixture of local, national and some international charities are

supported, and that no charity is supported that brings RAG, SUSU or the


University into disrepute or major dispute.

13. Societies Committee

The Societies Committee is formed of the following people, in addition to the 2 13.1

councillors:

(a) Societies Officer (Chair)



(d) Performing Arts Officer

(e) Student Enterprise Officer

(f) Equality and Diversity Officer (or nominee)

(g) Ethical and Environmental Officer (or nominee)

(h) Voluntary Officers, as defined in the Committee By-Law

The Societies Committee is responsible for: 13.2

(a) Planning and promoting the Union’s interests in Society activities

(b) Planning and promoting society related events

(c) Supporting and promoting society related campaigns

(d) Planning and promoting society development and training

(e) Allocating the budgets for each society

14. Welfare Committee

The Welfare Committee is formed of the following people, ex-officio, in addition to the 2 14.1

councillors:

(a) VP Welfare and Communities (Chair),


(c) JCRs Officer

(d) Sports and Health Officer




The Welfare Committee is responsible for: 14.2

(a) Ensuring the welfare interests of students are effectively represented within the

Union, the University and at national level.

(b) Organising campaigns on welfare issues relevant to students of the University.

(c) Implementing Union Welfare Policy.

(d) Assisting the JCRs Committee with managing relationships with the University,

including supporting them in relevant campaigns.

(e) Maintaining up to date knowledge, information and opinion specific to the diverse


groups of the student body.

(f) Monitoring the effectiveness of the Union’s advice service and its projects.

(g) Managing various funds to provide specific support to students, currently

including: University Hardship Fund, University Emergency Fund (country in crisis

or natural disaster), SUSU Emergency Loan Fund and Early Years Centre Refund

Scheme

(h) Overseeing the work of nightline.

15. Winchester Executive Committee

The Winchester Executive Committee is formed of the following people, in addition to 15.1

the 2 councillors:

(a) VP Winchester and Sites (Chair),


(c) VP Sports Development

(d) VP Student Engagement

(e) Winchester (Site) Officer

(f) Equality and Diversity Officer (or nominee)

(g) Ethical and Environmental Officer (or nominee)

(h) Voluntary Officers, as defined in the Committee By-Law

(i) Representation from the breadth of Winchester activity, as defined in the

Winchester Executive By-Law.

The Winchester Executive Committee is responsible for: 15.2

(a) safeguarding and furthering the educational and welfare interests of the Union

members at Winchester

(b) reporting any cross-campus or larger issues to other relevant Union Committees

(c) providing a forum for discussion about the development of all aspects of the

Students' Union at Winchester

SO 4 – Sabbatical Officers

Standing Order 4 – Sabbatical Officers

The Union elects Sabbatical Officers to work full time to lead different areas of work. This

Standing Order defines their respective roles and duties.

1. Sabbatical Officers

There shall be 7 Sabbatical Officers elected by cross campus ballot as follows: 1.1

(a) The Union President

(b) Vice President Sports Development

(c) Vice President Academic Affairs

(d) Vice President Communications

(e) Vice President Welfare and Communities

(f) Vice President Student Engagement

(g) Vice President Winchester and Sites

2. Generic Sabbatical Officer Job Descriptions

Trustees 2.1

(a) To be a Trustee of the Students’ Union and fulfil all duties and responsibilities of a

Trustee as promoted by the Charities Commission.

(b) To be responsible for ensuring that the Union is administered in accordance with

its Constitution, the associated Standing Orders and by-laws, and all current law

as it relates to Students’ Unions

(c) To promote the Aims and Objectives of the Union, and in particular their own

areas of activity, on every campus of the University.

(d) To act fairly and reasonably in the making of any decision.

(e) To act in the best interests of the Union and not seek any personal gain from the

term of office.

(f) To ensure that all property and investments of the Union are prudently and

efficiently administered.

Student Representative 2.2

(a) To work as a member of the Sabbatical team on all campaigns of the Union as

determined from time to time.

(b) To ensure that as much time as is practical is spent at the various sites of the

University.

(c) To actively engage with students, encouraging an ethos of participation and

involvement in all Union activities.

(d) To ensure all students involved in their activity areas are fully aware of the

relevant law, policies and procedures relating to their activity.

(e) To report back on all activities undertaken to the Union Council and others as


required.

Work Responsibilities 2.3

(a) To work in partnership with relevant Union staff in all areas of work.

(b) To produce plans for the effective handover of duties to the incoming Sabbatical

team.

(c) To devise, submit and monitor all budgets in their activity area, to ensure there

are no negative variances.

(d) To act as a point of contact for Union members and external bodies

(e) To follow the Equality Policy of the Union representing disadvantaged and

minority groups in all areas of student life, ensuring that they are able to play as

full a role as they wish without fear of harassment or discrimination.

(f) To follow the Health & Safety and Ethical & Environmental Policies of the Union,

ensuring our impact is positive.

(g) To be held accountable to Union members.

General 2.4

(a) Union Sabbatical Officers shall normally hold office from the 1 July for 1 year.

(b) The Sabbatical team will nominate a deputy for specified President duties each

year.

(c) To conduct their work in a professional manner and uphold the reputation of the

Union

(d) All Officers are required to attend full external training in their areas of work.

(e) To represent and promote the Union to the university and beyond

(f) The individual responsibilities and major duties of the Officers are prescribed

below, and reviewed by the Union at least once every three years.

(g) No person who holds the position of Sabbatical Officer may hold any other office

in the Union.

(h) In the case of an Officer resigning or being recalled, the President will ensure the

vacancy is handled in line with Standing Orders.

(i) This list of duties is not exhaustive: the officers may, from time to time,

undertake such other duties as required by the needs of the post or as directed

by the appropriate Union Committees or President.

3. The Union President

Having overall responsibility for the Union as a whole: 3.1

(a) Taking a leadership role in the promotion of the interests of Union Members;

(b) Ensuring that items of a Union-wide nature are addressed;

(c) Leading and giving direction to the sabbatical team and other officers;

Assisting other Sabbatical Officers in achieving their goals and the mission of

the Union


Ensuring the Sabbatical Officers work together effectively as a team and are

motivated as individuals

(d) Working in partnership with the General Manager to achieve the mission of the

organisation and to drive the Union’s strategic planning process

Will be the figurehead of the Union: 3.2

(a) Being responsible for managing relations locally, nationally and internationally

(b) Being responsible for managing relations with the University

(c) Being the public spokesperson of the Students’ Union

(d) Leading the Union media engagement, including preparing and releasing

statements and media releases

Be the Chair of the Trustee Board: 3.3

(a) Ensuring the Trustee Board is equipped to deliver strong governance practices

(b) Being responsible for the Union’s finances:

Present the Union’s budgets to the University and within the Union

Regularly monitoring the budget, considering management accounts,

presenting them as necessary and ensuring appropriate actions

Ensuring all Financial Procedures and regulations are followed by others in the

Union

Ensuring annual accounts are prepared and being responsible for the

presentation of these to the appropriate committees

(c) Having responsibility for all staff employment matters, including being line

manager to the Union’s General Manager

(d) Exercising deliberative and executive powers between Trustees meetings and

accounting to the Trustees for any decisions made

(e) Ensuring the Board of Trustees maintains an overview on the Union’s

responsibilities for compliance with legislative, university and internal regulations

(f) Being the lead officer responsible for the development of the Union’s commercial

and trading activity

4. Vice President Academic Affairs

Defend students’ academic and educational issues and rights: 4.1

(a) Representing students’ interests on relevant committees, boards and groups

within the University;

(b) Keeping the University informed of student opinion on academic affairs, in order

to inform their plans and policies;

(c) Maintaining up to date knowledge of academic and educational issues at the

University, locally, nationally and internationally;

(d) Leading academic-related campaigns and lobbying.

Amplify the student voice through the academic representation system: 4.2


(a) Establishing and supporting an effective representation system for all academic

areas and groups within the University

(b) Ensuring that all Representatives are properly trained and supported

(c) Providing strategic direction to the Education Committee

Promote academic awareness to students: 4.3

(a) Maintaining close contact with all relevant welfare and advice services

(b) Ensuring that students are informed of their rights with relation to academic

issues

(c) Campaigning to ensure student involvement in developments to the University

statutes, ordinances and regulations, as well as the Student Charter

Supports the following Student Leaders: 4.4

(a) Faculty Officers

5. Vice President Communications

Leads on Union Communications: 5.1

(a) Facilitating two-way communication between the Students’ Union and its

members

(b) Having overall responsibility for all media output

(c) Assisting Union Officers with Union campaigns

(d) Delivering the key messages of the Students’ Union to key audiences

(e) Overseeing the Union’s web presence and online communities;

(f) Working alongside the relevant officers and staff in the development and delivery

of Union communications, marketing and media strategies;

(g) Being responsible for the overall co-ordination and organisation of Freshers’ Week

Leads and supports student media groups: 5.2

(a) Leading and supporting the Union media departments

(b) Fulfilling the roles of:

Wessex Scene – Editor-in-Chief

The Edge – Editor in Chief

Surge – Director General

SUSU.tv – Director General

Leads on Union democratic processes: 5.3

(a) Responsible for the overall co-ordination of elections, ensuring they are run in

accordance with the regulations

(b) Ensuring the Constitution is accessible and up to date

(c) Maximising participation in Union democratic processes in particular Referenda,

the Annual General Meeting (AGM) and Union Council



(a) Surge Radio Station Manager

(b) SUSUTV Station Manager

(c) The Edge Editor

(d) Wessex Scene Editor

5.5 Additionally supports:

(a) Chair of Council

6. Vice President Sports Development

Athletic Union Club Development 6.1

(a) Ensuring that the Athletic Union is constantly evolving in order to better represent

the student athletes involved in it

(b) Allowing the voice of any student athlete to be heard and to be their

representative locally, nationally and internationally

(c) Managing club development plans

Increasing participation in sport and recreational activity: 6.2

(a) Providing and developing opportunities for students to engage with sport and

recreational activity locally, nationally and internationally

(b) Getting the student population engaging with healthy living

(c) To work with the Sport and Health Officer to engage with under-represented

groups in the Athletic Union

Developing elite sport: 6.3

(a) Developing and providing elite sporting opportunities for student athletes

(b) Working towards strategies, plans and programs to improve the Universities

rankings in sporting competitions and events

(c) Ensuring the Athletic Union is contributing to the reputation of the University by

working with the University and individual clubs to promote a higher level of

performance of student sport

6.4 Supports the following Student Leaders:

a) Athletic Union Officer

b) Sports and Health Officer

6.5 Shall be ex-officio Athletic Union President

7. Vice President Student Engagement

7.1 Support student-led groups:

(a) Supporting Raise and Give (RAG) in co-ordinating charitable activities that

engage students


(b) Working with the relevant officers to support and develop individual JCR

committees

7.2 Support affiliated student-led groups

(a) Supporting the Societies Officer in implementing a strategy for the development

of Union affiliated societies

(b) Supporting the Student Enterprise Officer in implementing a strategy for the development of affiliated Student Enterprise groups

(c) Developing and implementing a plan for the affiliated Performing Arts’ societies with the relevant officers and staff and the way in which this student group can impact on our students and local communities

7.3 Create partnerships to provide more opportunities for our student groups:

(a) Taking a lead in organising key events throughout the year that allow student

groups to demonstrate their talents and skills

(b) Developing relationships with the local community to broaden the experiences of

our student groups

7.4 Support the following Student Leaders

(a) Junior Common Rooms (JCRs) Officer

(b) Performing Arts Officer (c) Raise and Give (RAG) Officer (d) Societies Officer (e) Student Enterprise Officer (f) Union Films Cinema Manager

8. Vice President Welfare and Communities

Co-ordinate action on welfare issues: 8.1

(a) Delivering output on student welfare issues identified by Welfare Committee and

relevant welfare and advice services

(b) Maintaining close contact with all relevant welfare & advice services

(c) Liaising with stakeholders in private rented accommodation

(d) Supporting students in Halls of Residence

Promote students’ involvement within larger communities: 8.2

(a) Liaising with the local community, developing communication and feedback

between students and the local residents

(b) Working with the relevant officers and staff to promote the activities of our

members to the communities that they are part of

(c) Supporting the relevant officers to promote and deliver a broad range of

opportunities within the community for students to participate in

(d) Liaising with the relevant local authorities to represent student interests


Support particular student communities to enhance their student experience: 8.3

(a) Supporting the specific needs of student cohorts

(b) Working with the relevant officers and staff to deliver a standard level of provision

for all students whilst recognising the specific needs of our cohorts

(c) Working with the relevant officers and staff members to develop and implement

ethical and environmental responsibilities


(a) Community Volunteering Officer

(b) Equality & Diversity Officer

(c) Ethical & Environmental Officer

(d) International Students’ Officer

(e) Postgraduate Students’ Officer (Research)

(f) Postgraduate Students’ Officer (Taught)

9. Vice President Winchester and Sites

Work with all satellite campuses and students on placements to determine the needs of 9.1

those students:

(a) Working closely with the Sabbatical team to deliver SUSU to all sites

(b) Developing provision at each site; giving all students the specific support they

need

Develop strategies for all sites: 9.2

(a) Overseeing the development of the Union facilities at Winchester

(b) Working with the relevant officers and staff to develop and implement a plan for

the delivery of Union services to all sites

(c) Delivering relevant activities, services and facilities to all sites

Ensure the Union is sustainable in its outreach activities 9.3

(a) Develop teams of student leaders at each site

(b) Train and support the student leaders at all sites


(a) Winchester (Site) Officer

(b) National Oceanography Centre (Site) Officer

(c) Outreach (Site) Officer

(d) Southampton General Hospital (Site) Officer

SO 5 – Student Leaders

Standing Order 5 – Student Leaders

Each of the Union’s activities has a Sabbatical ultimately available to support them and be held

accountable for their work. Direct leadership comes from Student Leaders. This section describes who

those leaders are and what their role is.

1. Generic Student Leader Role Descriptions

General 1.1

(a) Student Leaders shall normally hold office from the 1 July for 1 year, or in the

case of Autumn elections from immediately after they are declared elected.

(b) All Student Leaders are required to attend training in their areas of work.

(c) To conduct their work in a professional manner and uphold the reputation of the

Union

(d) To represent and promote the Union locally, nationally and internationally

(e) The individual responsibilities and major duties of the Officers are prescribed

below, and reviewed by the Union at least once every three years.

(f) In the case of an Officer resigning or being recalled, the President will ensure the

vacancy is handled in line with Standing Orders.

(g) This list is not exhaustive; the officers may, from time to time, undertake such

other duties as required by the needs of the post or as directed by the

appropriate Union Committees or President.

Student Representative 1.2

(a) To ensure that as much time as is practical is spent providing for and delivering to

students at all the various sites of the University.

(b) To actively engage with students, encouraging an ethos of participation &

involvement in all Union activities.

(c) To ensure all students involved in their activity areas are fully aware of the

relevant law, policies and procedures relating to their activity.

(d) To report back on all activities undertaken to Union Council as required.

Work Responsibilities 1.3

(a) To work in partnership with relevant officers and staff in all areas of work.

(b) To produce plans for the effective handover of duties to the incoming Student

Leaders.

(c) To devise, submit and monitor all budgets in their activity area, to ensure there

are no negative variances.

(d) To act as a point of contact for Union members and external bodies

(e) To follow the Equality Policy of the Union representing disadvantaged and

minority groups in all areas of student life, ensuring that they are able to play as

full a role as they wish without fear of harassment or discrimination.


(f) To follow the Health & Safety and Ethical & Environmental Policies of the Union,

ensuring our impact is positive.

(g) To be held accountable to Union members

2. One Faculty Officer for each University Faculty

The Senior Course Representative in their Faculty 2.1

The co-ordination of the relevant student academic representatives 2.2

Working with the aforementioned representatives and the VP Academic Affairs to represent 2.3

student views to the University

3. Postgraduate Students’ Officer (Research)

Monitor and take steps to ensure the Union’s activities and services are accessible and 3.1

welcoming to Postgraduate Students in tandem with the Postgraduate Students’ Officer

(Taught)

To represent the interests of Postgraduate Research students locally, nationally and 3.2

internationally

Co-ordinate events and activities that support Postgraduate students in tandem with the 3.3

Postgraduate Students’ Officer (Taught)

4. Postgraduate Students’ Officer (Taught)


welcoming to Postgraduate Students in tandem with the Postgraduate Students’ Officer

(Research)

To represent the interests of Postgraduate Taught students locally, nationally and 4.2

internationally

Co-ordinate events and activities that support Postgraduate students in tandem with the 4.3

Postgraduate Students’ Officer (Research)

5. International Students’ Officer


welcoming to International Students

To represent the interests of international students locally, nationally and internationally 5.2

Co-ordinate events and activities that support international students 5.3

6. The Edge Editor

To co-ordinate section editors, writers and contributors to The Edge 6.1

To co-ordinate the design and layout of each edition of The Edge 6.2

7. Surge Radio Station Manager

To co-ordinate the operation and output of the radio station 7.1

To co-ordinate all DJs, sub-committee members and contributors 7.2


8. Wessex Scene Editor

To co-ordinate section editors, writers and contributors to the Wessex Scene 8.1

To co-ordinate the design and layout of each edition of the Wessex Scene 8.2

9. SUSUTV Station Manager

To co-ordinate the operation and output of the TV station, 9.1

To co-ordinate all technical and creative contributors and sub-committee members 9.2

10. Athletic Union Officer

To assist the Vice President Sports Development on Athletic Union issues and with the 10.1

development of the Athletic Union

To take a lead in organising key events throughout the year that allow student groups 10.2

to demonstrate their sporting talents and skills

11. Sports and Health Officer

To take a lead on issues affecting participation in sport and recreational activities 11.1

University wide

To co-ordinate participation and health programs 11.2

To take a lead on schemes to engage with under-represented groups in the Athletic 11.3

Union

12. Community Volunteering Officer

Support and develop student-led community volunteering projects 12.1

Develop reward systems and social support for the volunteer 12.2

Promote the benefits of community volunteering within the student community 12.3

13. Junior Common Rooms (JCRs) Officer

To work with each JCR team to co-ordinate activities and support for students in halls of 13.1

residence

To represent and promote the activities of all of the JCRs 13.2

14. Performing Arts Officer

To work with the performance based societies to develop their activity 14.1

To represent and promote the activities of Performing Arts societies 14.2

15. Raise and Give (RAG) Officer

To co-ordinate all charitable activity within the Students’ Union 15.1

To promote charitable causes and actions 15.2

16. Societies Officer

To work with the relevant officers and staff to ensure the effective running of societies 16.1


To represent the interests of societies 16.2

17. Student Enterprise Officer

To support and develop the enterprise activities of our students 17.1

To develop reward systems and social support for the entrepreneurs 17.2

To promote the benefits of Student Enterprise 17.3

18. Union Films Cinema Manager

To co-ordinate the operation and output of the cinema 18.1

To co-ordinate all volunteers and sub-committee members 18.2

19. Southampton General Hospital (Site) Officer

Work with the relevant officers and staff to ensure SUSU activity and services are 19.1

accessible to students at this site.

To represent the interests of students studying at Southampton General Hospital 19.2

20. National Oceanography Centre (Site) Officer



To represent the interests of students studying at the National Oceanography Centre 20.2

21. Outreach (Site) Officer



To represent the interests of students studying outside Southampton and Winchester 21.2

22. Winchester (Site) Officer



To represent the interests of students studying at Winchester campus22.2

SO 6 – Elections

Standing Order 6 – Elections

The members of SUSU select its officers and leaders through elections. This Standing Order

explains the rules which govern those elections.

1. General Rules

The Union is a democratic organisation and so its elections are of paramount importance. 1.1

To this end the Union aims to:

(a) Conduct elections in a spirit of fairness, friendliness and co-operation.

(b) Ensure all students at the University have the opportunity to participate fully in all

aspects of the election.

All elections required under Committee By-Laws will follow the appropriate sections of this 1.2

Standing Order and Elections By-Laws

2. What Elections these rules apply to

The Union elects students as representatives into a wide range of committees, positions and 2.1

activities. These Standing Orders detail the procedure for electing students to/as the

following:

Sabbatical Officers

Student Trustees

Student Leaders

Union Councillors

Voluntary Officers

Where the need for an election arises that is not detailed in this Standing Order, or where 2.2

existing positions changed or are added to, Elections Committee shall decide which are the

most appropriate guidelines to follow.

3. Returning Officer and Deputy Returning Officer

The President shall normally be the Returning Officer (RO), though they can delegate this 3.1

role to another independent person, with the approval of Elections Committee.

The Deputy Returning Officer (DRO) shall be the VP Communications, except when they are 3.2

participating in the election, when Elections Committee shall appoint a Sabbatical not

participating in any way in the current election, as DRO.

The DRO shall be responsible for assisting the RO in running the elections on a day- to -day 3.3

basis.

The RO shall be solely responsible for interpreting all election procedures referred to them 3.4

by the Elections Committee.

4. Election Procedures

All elections procedures shall follow the same principles. 4.1

Elections Committee should include further rules to enable these Standing Orders in its By-4.2

SO 6 – Elections

Laws.

Elections Committee will determine the exact dates of all elections in line with these 4.3

Standing Orders, at the start of the academic year, which they will approve and publicise.

All elections shall normally have the following stages: 4.4

(a) Notice given and invitation to nominate

(b) Nominations received and accepted

(c) Candidates Training

(d) Campaigning (possibly including Hustings)

(e) Voting

(f) The count and declaration

The Elections Committee may use electronic voting for any elections, when they reasonably 4.5

believe more votes may be cast than by other means of balloting.

Details concerning elections which are not specified by these Standing Orders or the 4.6

Elections By laws shall be decided by the Elections Committee.

Elections Committee will prepare a report following major elections for presentation to 4.7

Union Council and others as required.

5. Style of Elections:

All elections will be one of the following: 5.1

(a) Cross-campus ballot - Where campaigning is held across all sites and voting is

through ballot boxes and/ or electronically

(b) General Meeting - Where campaigning and voting takes place during a General

meeting at which interested students may vote.

(c) Formal meeting - Where campaigning and voting takes place during a formal

council or committee meeting at which selected students vote.

Elections committee will ensure that elections are run in the style most appropriate to the 5.2

roles being elected.

Elections Committee will develop appropriate rules for each style, based on those contained 5.3

within this Standing Order.

6. Electoral Qualifications

Only and all full members of the Union may stand and vote in Union elections; subject only 6.1

to:

(a) No person may hold more than one of the positions of Sabbatical Officer, Trustee,

Student Leader or Union Councillor at the same time.

(b) No person may hold more than one position created within the same by

law at the same time

(c) Students shall be eligible to hold only two Sabbatical terms of office within the

Union after initially registering as a student at the University of Southampton.

SO 6 – Elections

Sabbatical Officers shall be otherwise awarded equivalent rights of election as

those given to other full members of the Union.

(d) Only students from a site may stand or vote in elections for the posts specific to

that site or sites, with the exception of the Vice President Winchester and Sites

which shall be open to all full members.

(e) Only students from a faculty may stand or vote in elections for the Officer posts

specific to that faculty.

(f) Only postgraduate students may stand or vote in election to the positions of

Postgraduate Students’ Officers.

(g) Only international students may stand or vote in election to the position of

International Students’ Officer.

(h) Only members of Council or a specific committee shall vote in an election held at

that meeting.

(i) Only members of Council shall be eligible for election to the Council member

positions on other Union Committees.

For all Sabbatical, Trustee and Student Leader elections re-open nominations (R.O.N) shall 6.2

automatically be a candidate.

A candidate defeated by R.O.N. shall be eligible to re-stand in the subsequent bye-election. 6.3

7. Timetable for Elections

The following positions shall be elected for the current year by and from the relevant 7.1

constituency in the autumn term (in time to attend the first Council meeting) except by a

decision of Council:

(a) Postgraduate Students’ Officer (taught)

The following shall be elected for the current year at the first meeting of Union Council in 7.2

the autumn term, except by a decision of Council:

(a) Union Councillors on other Union Committees

The following shall be elected for the next 12 months at the first meeting of Union Council 7.3

in the spring term, except by a decision of Council:

(a) Union Councillors (8 open positions)

The following positions shall be elected for the next year by cross campus ballot no later 7.4

than the last week of the spring term, except by a decision of Council:

(a) Sabbatical Officers

(b) Student Trustees and Student Leader Trustees

(c) Student Leader positions (excepting PGT Officer)

The following positions shall be elected for the next year by cross campus ballot no later 7.5

than the last week of the summer term, except by a decision of Council:

(a) Union Councillors except the open positions

The following shall be elected for the next year by Council at meetings held in the summer 7.6

SO 6 – Elections

term, except by a decision of Council:

(a) Representatives on University Committees

8. Notice and Invitation to nominate

Notice will be posted and the nominations period clearly publicised at least 5 clear days 8.1

before nominations close.

Elections committee will determine how many Union members must nominate a candidate 8.2

in each election.

It is the responsibility of all candidates to ensure that their nominations are received by the 8.3

deadline in the official format determined by the Returning Officer.

9. Nominations received and accepted

The Returning Officer may refuse to accept nominations that do not fulfil the above 9.1

requirements.

In the event of the number of nominations in Union Councillor and Voluntary Officer 9.2

elections being fewer than or equal to the number of vacancies, the candidates shall be

declared elected.

If places remain or become vacant in any election a further election shall be held. This shall 9.3

be treated as a by-election.

In the event of no candidate standing in the elections for Officers elected by Council before 9.4

the close of nominations, nominations shall remain open at each subsequent Council

meeting until a candidate submits a nomination. This candidate shall be declared elected

subject to the ratification of Council.

A list of candidates will be posted as soon as practicable. 9.5

10. Candidates’ Briefing

All candidates are required to attend the candidates briefing session(s) held. 10.1

Elections Committee will ensure that briefings are set up as necessary to give all 10.2

candidates a chance to understand the rules and procedures for the forthcoming election.

11. Campaigns and Hustings

Elections Committee will determine the timings of Campaigning; no candidate may 11.1

begin campaigning before that date.

Elections committee should produce campaigning rules and distribute to all candidates. 11.2

For all Sabbatical, Trustee and Student Leader elections a chance for members to 11.3

question the candidates must be held at least once during the campaign period.

Question times for elections held in meetings shall take place at the meeting concerned 11.4

at the discretion of the RO.

12. Voting

Voting takes place at a central polling station placed in the Union and any other booth 12.1

SO 6 – Elections

set up at the discretion of the Elections Committee.

Voting in online elections will also be available via the Union website 12.2

13. The count and declaration

The count shall take place as soon as practicable after the close of poll in a secure area 13.1

Guidelines concerning the conduct of the count shall be laid down by the Elections 13.2

Committee, and shall include the following provisions:

(a) counting of votes shall be in accordance with By-Laws

(b) no person may leave the count without the direct permission of the Returning

Officer

(c) any person, at the discretion of the Returning Officer whose behaviour interferes

with the good conduct of the count shall be required to leave the count and may

be subject to disciplinary action

(d) the result of the count shall be declared after the Returning Officer is satisfied

that a true and accurate result has been arrived at.

A declaration of the result of the election shall be posted as soon as practical. 13.3

(a) The results of elections for Voluntary Officers will be reported to the next meeting

of the relevant Standing Committee.

14. Bye-Elections

Should a position become vacant, a by-election shall be held to fill the vacancy. 14.1

The bye-election should be held at the same time as the next block of ordinary 14.2

elections.

The RO may deem this to be impracticable, in which case it should be run as soon as 14.3

possible with nominations declared open within five working days of receipt of notice of the

election.

Nominations will then close not less than three and not more than five working days 14.4

from their opening.

The date of poll shall be determined by the Returning Officer such that it is not less than 14.5

two and not more than five days after the close of nominations.

All aspects of a main election should be included in a by-election at the discretion of 14.6

Elections Committee.

Officers elected in by-elections shall serve until the day on which the original Officer 14.7

would have retired.

The President has the discretion to appoint a member of the Union or any other Union 14.8

Officer to act in the capacity of the vacant role in the meantime. A recalled Officer may not

her/himself be appointed as the acting Officer. Such an acting Officer takes office from

when appointed until the result of the election for the vacancy is declared. An acting Officer

has no vote on any committee on which she/he sits.

SO 6 – Elections

15. Complaints and Appeals

All candidates and their campaign teams are required to abide by the letter and spirit of 15.1

all election rules and procedures.

The Returning Officer will investigate all complaints or breaches which are drawn to 15.2

their attention.

Elections Committee may be asked to be the first arbiter of such complaints or 15.3

breaches.

There will be a clear procedure for considering breaches, which will reflect the 15.4

disciplinary procedures of the Union.

The ultimate sanctions include those listed below, but these may only be finally decided 15.5

by a vote at Council:

(a) Nullifying the election (which could include a recommendation to re-open

nominations, or to re-run the election with the same candidates.)

(b) Disqualifying a candidate from the election either during the campaigning or after

the result is declared.

SO 7 – Amending the Constitution

Standing Order 7 - Amending the Constitution

As times change the Union will want to update its rules. Standing Order 7 explains how to.

1. Amendments to the Laws and Standing Orders

Any member or committee seeking to amend the Laws or Standing Orders shall inform 1.1

Constitution Committee.

Constitution Committee will attempt to draft a suitable option or options, with the 1.2

member/committee, for consideration by Union Council.

Constitution Committee will present these options to Union Council, who may decide to 1.3

accept, amend or reject any amendment so submitted, by simple majority.

Once approved (by Council), the amendment will stand with effect from the end of the 1.4

meeting at which it was decided.

In the case of the Laws, any amendment will need to be referred to a meeting of University 1.5

Council. The amendment shall then take effect from the end of the meeting at which it was

decided but only if it is approved by University Council.

2. Amendments to the By-Laws

Union Standing Committees are responsible for ensuring they have sufficient and 2.1

appropriate rules and guidelines to guide their activities. These are encapsulated within

their By-Laws.

These By-Laws should include the creation of Voluntary Officer roles, rules, sub committees 2.2

and working groups as relevant.

Any committee seeking to amend their By-Laws shall inform Constitution Committee. 2.3

Constitution Committee will work with appropriate officers to draft a suitable option or

options.

Once the Standing Committee has accepted a proposed By-Law, it must be approved by 2.4

Constitution Committee prior to the changes taking effect

3. Dissolution

The Union will be dissolved (ended) on the following grounds: 3.1

(a) The University of Southampton no longer exists or

(b) By resolution of a referendum or

(c) The board of trustees decides to close the Union and stop operating.

If there are any assets left after dissolution and all debts have been resolved, they will not 3.2

be paid to or distributed among any of our members.

Instead, they will be given to, or transferred to, any organisation that replaces the Union, 3.3

the University, or if the university no longer exists, some other charity/endowment fund that

has aims similar to ours.

If the university no longer exists, the institution(s) which will benefit will be chosen by our 3.4

SO 7 – Amending the Constitution

members or the trustees at or before the time the university comes to a close.

SO 8 – Complaints Procedure

Standing Order 8 - Complaints Procedure

This Standing Order explains the Union’s formal complaints procedure. The procedures and

decisions in this process shall at all times be bound by the approach of speedy resolution and

good customer service principles.

1. How to complain

In the event of anyone having a complaint against the Union, it should in the first instance 1.1

be addressed to the senior staff member responsible for that area of work.

The staff member will investigate and take all necessary steps to resolve the problem in a 1.2

timely fashion, keeping contact with the complainant, both for the individual/group and by

making changes to ensure it does not arise again.

If the complainant is still dissatisfied, they should address their formal complaint in writing 1.3

to the President.

The President (or their nominee) shall respond within three (term) weeks, after 1.4

investigating it further, either directly or having referred it to an appropriate body within the

Union.

Should the complaint be directed against the President it shall be referred to the Sabbatical 1.5

nominated as Deputy President for investigation.

The President has the final stage within the Union, but members of the university may be 1.6

referred to the appropriate section of the University's Code of Practice.

SO 9 – Disciplinary Procedure

Standing Order 9 - Disciplinary Procedure

At times our members may break our rules or terms of good behaviour. This Standing Order

explains how those circumstances will be handled. The procedures and decisions in this

process shall at all times be bound by principles of natural justice and equity.

1. General Procedure

The first stage of any disciplinary may be held by the senior manager or Sabbatical Officer 1.1

of the relevant service.

If this does not resolve the matter, or if it is of a more serious nature, it will be referred to 1.2

Disciplinary Committee

Disciplinary Committee shall meet in open session, unless it decides otherwise. 1.3

A record of each Disciplinary Committee shall be kept by the President, open for inspection 1.4

by any Union member. This shall consist of an outline of the offence, the penalty imposed

and a numerical record of any voting by Committee.

Disciplinary Committee shall only report to Council as it sees fit. 1.5

Any matters not dealt with in this Standing Order shall firstly be at discretion of the Chair of 1.6

the Committee, and thereafter of the Committee itself.

In the event of any vote being tied, the Chair shall have a casting vote. 1.7

2. Disciplinary Committee

At the first meeting of Council each session, interested members will submit their name to 2.1

be in the Disciplinary Pool.

Each time the committee is required to meet, between 5 and 10 members shall be drawn 2.2

randomly from the pool to attend. If any of the pool is involved in the incident, they will be

excluded from selection for that meeting.

Quorum for meetings of the Committee shall be 5. 2.3

3. Committee's function

All members of the Pool will meet before the 2nd meeting of Council to elect a Chair. 3.1

Disciplinary Committee shall be responsible for the maintenance of good order where Union 3.2

resources, facilities and buildings under its control are involved.

The following shall be considered breaches of good order, but do not constitute a complete 3.3

list:

(a) wilful or negligent damage to, or loss of, Union property;

(b) conduct detrimental to the reasonable enjoyment of Union facilities by other

members of the Union or to the reputation of the Union;

(c) breach of any Law, Standing Order or By-Law of the Union, or any Statute,

Ordinance or Regulation of the University from time to time in force;


(d) breach of the current Union Equal Opportunities Policy.

Disciplinary Committee will also be responsible for hearing cases concerning the 3.4

performance or behaviour of Union Officers, as detailed in Standing Order 11.

4. Raising an issue

Any member of the Union may bring charges against any other member of the Union. 4.1

Complaints by external bodies or persons shall be examined as Committee sees fit.

Complaints against publicity or publications shall go to the Media Committee or if a decision 4.2

has to be made before the next meeting of the committee shall be decided by the Chair and

the Equal Opportunities Officer, who will then decide whether the said publicity/publication

is offensive. If the publicity/publication is deemed offensive the complaint will then be taken

to Disciplinary Committee. The publicity/publication will be removed immediately from view

until the case has been heard.

All complaints from inside the Union must be given in writing, signed by the complainant, to 4.3

the President within 7 clear working days of the offence, unless circumstances preclude this

time period being adhered.

The President and Chair will consider the merits of the complaint and shall have discretion 4.4

as to whether Committee shall be convened to hear the complaint. If needed a hearing

should be called within 7 clear working days of the receipt of the complaint.

Whatever the outcome of this decision, the Chair should notify the complainant and/or 4.5

offender in writing with 3 clear days.

If a hearing is not proposed, the complainant may call for a preliminary hearing in front of 4.6

Committee as to the merits of a full hearing.

5. Disciplinary Hearing Procedure

If a person is called to a disciplinary hearing, they shall be informed as to the Committee's 5.1

procedures. The charged person shall be informed of the following:

(a) a copy of these procedures;

(b) the offence for which they are being charged, including factual details of the

charge;

(c) time, date and place of hearing the need to produce details of his/her defence at

least 3 clear days before the hearing;

(d) the need to produce all witnesses at the time of hearing;

At least three clear working days before the hearing, both the complainant and respondent 5.2

(or their representatives) shall furnish each other and the Chair of the Committee with

detailed summaries of their cases.

Copies of these summaries will be distributed to Hearing at least twenty-four hours before 5.3

the commencement of the disciplinary hearing.

At the hearing, the Complainant (or his/her representative) shall present his/her case, 5.4

complete with witnesses.


The respondent (or his/her representative) shall then present his/her case, complete with 5.5

witnesses.

Both the complainant and the complainant's witnesses, and the respondent and the 5.6

respondent's witnesses, can be questioned by the Committee and the other side in such a

manner as shall be deemed fair and appropriate by the Chair.

The respondent shall sum up after the complainant. 5.7

The committee will then consider in private the outcome and any penalties. 5.8

Failure by any person to comply with these procedures shall render them liable before a 5.9

future Disciplinary Committee.

The Chair of Disciplinary Committee shall inform all parties of the outcome within two 5.10

clear days of the hearing, including sending the procedures for appeal.

6. Penalties

Disciplinary Committee may pursue the following courses of action if it finds the respondent 6.1

guilty:

(a) demand full recompense to the maximum cost of any damage done;

(b) impose fines to a maximum of set in the financial schedule.

(c) suspend a member from the Union for a maximum period of one year, during

which time selected Union facilities shall be unavailable;

(d) write a letter to the member's faculty and personal tutor explaining the offence

and the disciplinary action taken;

(e) give its full support to the complainant in any legal action against the respondent.

In the case of disciplining an officer, the penalties will be as detailed in Standing Order 11. 6.2

If the respondent is a club / society, Committee may recommend to the Societies or AU 6.3

Officer that the club or society's budget be frozen for a maximum of one year.

If the complaint relates to publicity or for publications, the following measures apply: 6.4

(a) Remove publication from display completely and the person(s) will have to pay for

the publication or a proportion of the cost, if it has been paid for by the Union.

(b) If it is an officer of the Union, (s)he can be recalled (dismissed from Office) by the

committee. The person(s) will have a chance to appeal to Council.

(c) The person(s) will receive a formal written warning.

(d) Or any other measure which Disciplinary Committee can impose.

7. Appeal

The respondent must lodge any appeal within 5 clear working days of the decision of 7.1

Disciplinary Committee in writing to the Chair of Disciplinary Committee, clearly stating their

grounds for appeal, which must be either on guilt or the penalty imposed.

In the event of the respondent wishing to appeal against the decision, the Returning Officer 7.2

shall draw five new names at random from the Disciplinary Pool to form the Appeals


Committee. A sabbatical who is not a member of a Disciplinary committee shall sit on

Appeals Committee. This group will select a chair from its number.

The Chair of Disciplinary Committee shall be available to advise the Chair of Appeals 7.3

Committee as requested.

Procedures for Appeals Committee will follow those of a Disciplinary Hearing as outlined 7.4

above, in addition to:

(a) Either side can include new evidence.

(b) The decision of Appeals Committee shall be by two-thirds majority.

Appeals Committee can proceed as follows: 7.5

(a) reduce the penalty imposed at the original hearing;

(b) reverse the decision of Disciplinary Committee;

(c) affirm the decision of Disciplinary Committee.

8. Further General Provisions

When reaching any decisions, both Disciplinary Committee and Appeals Committee shall 8.1

bear in mind the following:

(a) all penalties are maxima and need not be used;

(b) whether action would be better pursued through the courts;

(c) whether legal action is already being pursued through the courts and therefore

punishments/judgments should be taken into consideration;

(d) the existence of the University Disciplinary Committee to which cases can be

referred.

Details of cases and minutes shall be kept by the President and shall not be available for 8.2

viewing other than by members of the relevant Committee if such viewing is deemed

necessary to assist in the decision of a case.

Any matters not covered in this Standing Order shall be at the relevant Committee's 8.3

discretion.

The Chair of either Disciplinary Committee and/or Appeals Committee can be removed by a 8.4

two-thirds vote of the committee at any time.

SO 10 – Student Groups

Standing Order 10 - Student Groups

1. General notes

Any group, club, association or society of Union members may become an affiliated Union 1.1

student group, subject to these Standing Orders.

Every student group shall be required to have an approved constitution, with a copy lodged 1.2

with the Union.

Student groups may receive monies from the Union in accordance with the By-Laws. 1.3

All members of the Union are entitled to attend any meeting/event of a student group, 1.4

regardless of whether they are a member of that society or not, if the meeting takes place

on Union premises and/or involves Union resources. Such persons attending shall be subject

to any reasonable condition similarly placed upon members of the student group (e.g. an

entrance fee).

2. Criteria for recognition by the Union

All student groups seeking to affiliate to the Union must meet the following criteria: 2.1

(a) The student group does not duplicate in whole or in part the objects and aims of

another student group or existing Union activity.

(b) The student group is not of a narrow nature likely to lead to a proliferation of

groups.

(c) The student group has genuinely serious aims and objectives.

(d) Membership of the student group is open to all Union members. All the voting

membership, and more than 50% of the whole membership of the society, shall

be full members of the Union.

(e) It will involve finance the Union is prepared to undertake.

(f) All student groups shall have a written constitution

(g) All student groups must follow the relevant By-Laws as laid out by the relevant

Union Committees

The elected officers of the student group shall be jointly responsible for: 2.2

(a) Ensuring that the activities and finances of the group are run in accordance with

the relevant Union Committee By-Laws.

(b) All debts incurred by the group.

(c) All equipment held by the group.

The relevant Union Committees may reject any application if it does not consider that these 2.3

conditions have been met.

3. Application procedure

Every Student Group must have a constitution and the support of 25 full Union members 3.1

before it will be recognised.

SO 10 – Student Groups

It is the duty of the relevant Union Committees to consider all requests for creating a 3.2

student group.

The relevant Student Leader or his/her nominee shall recommend to the relevant 3.3

Committee whether or not they think the student group is viable.

3.4 Every Student Group must follow the relevant by-laws of affiliation as laid out by the

relevant Union Committee

4. Disaffiliation

The relevant Officer may recommend to the relevant Union Committee, groups that are

thought to be defunct. In these circumstances, the relevant Union Committee may agree to

disaffiliate the group.

SO 11 – Discipline & Recall of Union Officers

of 49

Standing Order 11 – Discipline and Recall of Union

Officers

1. Principles of Discipline

The Union elects a large number of students to take up office and fulfil a wide array of 1.1

duties.

These officers can expect to be trained, supported and guided in completing their duties 1.2

It is occasionally going to be the case that officers make decisions or take actions which are 1.3

not acceptable to others.

The Disciplinary Committee will be used as the vehicle to ensure a fair hearing. It will be 1.4

required to report to Council every time it handles an issue under this Standing Order.

This Standing Order outlines how such situations will be handled. 1.5

2. Scope of the Standing Order

All Sabbatical, Trustee, Student Leader, Union Councillors and Voluntary Officers are 2.1

covered by these rules.

They should be operated on the principles of natural justice and fairness 2.2

The Union seeks to provide safe space where students can learn and develop. These rules 2.3

are therefore intended initially as a means of improving poor performance or behaviour,

though the ultimate sanction is the Recall (removal) of an officer.

3. Procedure

In the first instance all complaints or issues will be handled informally. The President will be 3.1

available to guide students through this.

If a more formal response is deemed necessary, then a hearing of the Disciplinary 3.2

Committee shall be called as outlined in Standing Order 8.

The President will support the Chair of the Disciplinary committee to ensure the procedure 3.3

is correctly followed.

All procedures and timings will follow those laid out in Standing Order 8, except where 3.4

stated differently here.

4. Discipline Committee Sanctions

Disciplinary Committee may pursue the following courses of action if it finds the respondent 4.1

guilty:

(a) No action

(b) Some form of apology and to make amends

(c) Further training

(d) Recommend a Censure

(e) Recommend a Recall

SO 11 – Discipline & Recall of Union Officers

of 49

In the case of (d) and (e), the Disciplinary committee is required to propose this as the 4.2

outcome for the appropriate body to consider. This will be Union Council in the case of

Sabbaticals, Trustees and Student Leaders, and the relevant Standing Committee in all

other cases.

When these two options are considered at the relevant body the following shall apply: 4.3

(a) a vote of censure against a Union Officer shall be by secret ballot

(b) the results of the ballot shall be by a simple majority of those present and shall

not be declared other than the decision taken (i.e. to censure/not censure)

(c) a vote of censure may be conducted only once against any individual Union

Officer in any one meeting of Council

Any Union Officer who is censured on three occasions per term of office will automatically 4.4

be removed from office, with the exception of a Sabbatical Officer, who shall be

automatically referred to Disciplinary committee for the case to be heard.

5. Automatic Sanctions

5.1 Council reserves the right to summarily remove from office any Union Officer (except a

Sabbatical) in any circumstances that Council sees fit subject only to such a decision

being approved by a two thirds majority of a quorate meeting. In the case of a

Sabbatical Officer, the case must first be heard by the Disciplinary Committee.

5.2 Non-attendance of Union officers at Union Council and other Standing Committees will

be recorded in the minutes of that committee. The record will contain details of the

total possible attendances, the proportion attended and those not attended with and

without apologies. If an Officer fails to give apologies for non-attendance at three

meetings or fails to attend six meetings, their performance will be subject to review by

the relevant Sabbatical. Should this occur for a Sabbatical Officer, the Sabbatical team

will review

5.3 A summary of such attendance records will be displayed on Union Council minutes.

5.4 Union Council may also allocate “Golden Stars” to officers who have performed very

well. These will also be recorded on the Union Council minutes.”

6. Replacing vacancies caused by Recall:

In the event of an Officer resigning or being recalled, the vacancy will be filled in line 6.1

with Standing Order 6.

SO 12 - University Committees

of 49

Standing Order 12 – University Committees

The University allocates places for representatives from the Students’ Union on a number of

their committees. This Standing Order defines who they will be.

1. Officer Places

President: 1.1

(a) Court

(b) Council

(c) Recruitment & Admissions (or appropriate Sabbatical Officer)

(d) Senate

(e) Senate Appeals

(f) Student Discipline

(g) Education & Student Experience Advisory Group

VP Academic Affairs: 1.2

(a) Programme Committee

(b) Court

(c) Education & Student Experience Advisory Group

(d) Research Degree Appeals

(e) Senate

(f) Student discipline

(g) Taught Course Appeals

VP Welfare and Communities: 1.3

(a) Court

(b) Student Discipline

VP Sports Development: 1.4

(a) Consultative Group for Safety & Occupational Health

Ethical and Environmental Officer: 1.5

(a) Ethics

(b) Environment and Sustainability Advisory Group

Postgraduate Students’ Officer (Taught) or nominee 1.6

(a) Programmes Committee

(b) Education Committee

(c) Academic Quality and Standards Committee

Postgraduate Students’ Officer (Research) 1.7

(a) Graduate Schools (Postgraduate Officer only)

SO 12 - University Committees

of 49

(b) Research Committee

(c) Education Committee

(d) Academic Quality and Standards Committee

2. Remaining Positions

The remaining student positions on Senate, and other committees of either Council or 2.1

Senate, are open to any student of the University, with the following exceptions:

(a) Senate In addition to 2 ex-officio Officer places, an additional 3 representatives

(b) Court In addition to the Union President, VP Education & Representation and VP

Welfare & Communities, 8 students

(c) Military Education Committee 1 student

3. Representative Role

The members so appointed shall represent students’ interest on University Committees, and 3.1

may be mandated on matters of policy and principle by a Union meeting or Council. with

the exception of the role of the Union President on University Council who should act within

the University Council’s own guidelines. Issues which, at the insistence of the University

authorities, are confidential, shall be treated by the representatives in accordance with the

principles of Union policy. Union Council may direct representatives on matters of policy in

accordance with Union policy, and may also dismiss those representatives that have been

ratified by Union Council.

Representatives to University committees shall attend all meetings of the committee for the 3.2

academic year for which they have been appointed. A report of each meeting shall be

presented to the following meeting of the appropriate Union committee as follows:

(a) Court, Council, Senate and Infrastructure Committee shall be reported to Union

Council.

(b) Programmes Committee, Education & Student Experience Advisory Group and

Military Education shall report to Education Committee

(c) Consultative Group for Safety & Occupational Health shall report to Welfare

Committee

(d) Appeals Committee, Research Degrees Appeals Committee and Committee of

Discipline shall not report to any Union committee because of the confidential

nature of these committees.

4. Schedule of representatives

A schedule shall give the names of all Union representatives on University Committees. 4.1

standing_orders

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