university of east london students’ union ……………...university of east london students’...

1

University of East London Students’ Union

Bye-Laws

Bye-Law 1: Referenda ................................................................................... 2

Bye-Law 2: Annual Student Conference…………….…………………………4

Bye-Law 3: Elections ..................................................................................... 5

Bye-Law 4: Student Societies ..................................................................... 11

Bye-Law 5: Student Council ....................................................................... 13

Bye-Law 6: Officer Trustees ....................................................................... 18

Bye-Law 7: Union Representatives ............................................................ 21

Bye-Law 8: Student Council Officer Descriptions………………………….22

Bye-Law 9: Policy of the Union ................................................................... 28

Bye-Law 10: Member Disciplinary Procedure ........................................... 29

Bye-Law 11: Grievance and Complaints Procedure ................................. 31

Bye-Law 12: Debating Procedures ............................................................. 32

Bye-Law 13: Finance Procedure ................................................................. 35

2

Bye-Law (1): Referenda

Organisation of a Referendum 1. The Board of Trustees shall appoint a returning officer who shall be

responsible for organising referenda and other matters but not elections which shall be organised in accordance with the Union’s constitution. The returning officer appointed under this clause shall be known as the “Union Returning Officer”.

2. The Union Returning Officer shall organise a referendum when instructed.

(i) By a petition of at least 500 members. (ii) By a resolution of the Trustees

3. The Referendum shall be held not sooner than 10 days and not later than 20 days following receipt of the petition, or at such other time as may be mutually agreed by the proposers of the referendum and the President.

4. The referendum shall be arranged in accordance with the following

timetable (of days prior to the first day of voting):

10 Days: Publish the proposal and date(s) for the referendum, seeking any alternative or related proposals and statements for and against the proposals, within 5 days.

5 Days: Cease accepting alternative or related proposals

4 Days: Publish the proposal, with any alternative or related proposals and the arrangements for meetings required to debate it.

5. An alternative or related proposal shall be considered on receipt of a

petition of 100 members. It shall be worded so that it can stand alone from, or alongside, the original proposal.

6. In the case of any dispute regarding the wording of proposals, or if it

deems necessary, Student Council shall be empowered to revise the wording of proposals in order to ensure that those voting in referenda are presented with clear choices and decisions.

3

General Arrangements for Referenda 7. Any decision or petition for a Referendum shall specify a single proposal

or separate proposals each of which shall not exceed 100 words, except in the case of Constitution or Bye-Law amendments.

8. In the case of proposed amendments to the Constitution or Bye-Laws the

full wording of the amendments shall be clearly displayed.

9. Student Council shall determine the financial arrangements for publicising referenda. Such arrangements for publicising referenda shall ensure that all referenda held within each academic year receive equal funding.

10. A minimum of 1000 Members shall be required to cast votes in the

Referendum for the decision to be binding.

11. The Union Returning Officer shall actively seek statements for and against referenda proposals to assist those voting to consider the issues involved. If more than one statement is submitted, the Union Returning Officer shall decide upon which one is published, or may prepare a new statement combining different statements.

12. The proposers and opponents of a referendum shall be entitled to

produce a statement of not more than 200 words, and proposers and opponents of alternative or related proposals a statement of not more than 100 words.

Conduct of the Referendum 13. The Referendum shall be conducted by means of a ballot open to all

Members.

14. Polling shall be held on at least one day for at least 8 hours.

15. The Referendum shall be conducted in accordance with the regulations covering elections, as laid out in Bye-Law 3.

4

Bye-Law (2): Annual Student Conference

1. The Annual Student Conference (ASC) will be held once a year, immediately following the Annual Meeting, to review the Union’s work on key student priorities.

2. The ASC is open to all members.

3. The ASC will involve an overview presentation by the Executive Officers, followed by group work.

4. The Annual Student Conference will have 250 participants: (i) The ‘100 Panel’ – the group of students used throughout the

year by the Union. (ii) All members of Student Council. (iii) 80 Programme Representatives, 10 per School. (iv) 25 Open Invites, advertised to all students. (v) 20 Community Volunteers, Society Members & Sports

Members. 5. The Students’ Union will publish a report and plan prior to the ASC that

will cover the below Policy Areas:

(i) Teaching & Learning (ii) Environment, Facilities & Services (iii) Extra-curricular, Volunteering & Employability (iv) Costs of studying, housing, transport & childcare (v) Meeting the diverse needs of students (vi) Social & Recreational

These areas will also be the topics discussed during the group work period of the ASC.

5

Bye-Law (3): Elections General Regulations for Elections (including voting in Referendum ballots) 1. No member shall have more than one vote.

2. Voting shall be by secret ballot using the single transferable vote (STV)

system as described by the Electoral Reform Society of Great Britain & Northern Ireland and shall include re-open nominations as a candidate.

3. Should re-open nominations be the elected candidate, then the post in

question shall remain vacant until a by-election is held.

4. Should re-open nominations be elected in a multi-seat election, its surplus votes shall be transferred to a new re-open nominations candidate.

5. The Returning Officer (as defined in the Union’s constitution) shall be

appointed in accordance with the Constitution for the period of any election, for the purpose of administering the election regulations.

6. University of East London will annually appoint a member of staff within

the institution with the relevant experience to act as the University of East London Students’ Union elections Deputy Returning Officer.

7. The Returning Officer shall be responsible for the conduct of all matters

regarding the elections.

8. The Returning Officer shall have the duty to determine and amend the Campaign Rules.

9. The Returning Officer shall produce a report on the conduct of the

Executive Elections which shall be presented to the Board of Governors.

Powers of the Returning Officer 10. The Returning Officer can rule out of order any statement or the contents

of any publicity which they view is in breach of the Constitution, Bye-Laws and the NUS No platform Policy.

11. The Returning Officer is the sole official competent to deal with complaints about the conduct and administration of the Elections Bye-Law.

12. A candidate who wishes to appeal against the decisions of the Returning

Officer, can do so by appealing to the University’s Board Of Governors. Elected Positions 13. The following posts shall be elected by cross-campus ballot:

(i) Executive Officers

6

(ii) Student Council Members, not elected elsewhere. (iii) National Union of Students (NUS) Representatives who will

attend all National, regional and Extraordinary Conferences in that academic year.

(iv) Student Governor Trustee 14. Delegates to NUS Liberation Conferences shall only be elected by

members self-defining within these groups. Timing of Elections 15. Elections shall be held at times which are intended to enable the largest

possible number of members to vote. 16. Formal notice of all elections shall be given from the start of each

academic year with the agreement of Student Council, with full details available from the notice periods indicated below.

17. Nominations shall open no less than sixteen days before the close of

polling.

18. Detailed Notice of elections shall be given a minimum of seven working days before nominations open.

19. Nominations shall close no less than ten working days before the close of

polling.

20. A candidates’ meeting must be held following the closure of nominations at a time specified by the Returning Officer.

By-Elections 21. Subject to clauses 50-54 of the Constitution, Officer Trustees elected in

by-elections shall hold office from the date that the result is declared for the remainder of that period in office.

22. In the event of a vacancy in the Student Governor Trustee post, Union Council can call a by-election at its discretion such that polling closes in term time. The replacement of any trustees shall be subject to the requirements of the constitution.

Nominations 23. The Nomination form must be available online as soon as nominations

open.

24. Nominations shall be completed online. The Returning Officer will then check and compile these at the close of nominations.

7

25. A receipt must be issued to confirm the submission of each completed nomination; this will be issued after the close of nominations.

26. No member may stand for more than one position in the same election and no member may stand for a position as both an Executive Officer and Student Councillor at the same time.

27. All nominees must be in good standing with the University. Nominations

will not be accepted from members who have been suspended or excluded as a consequence of outstanding fees or other debts, or have been disciplined under Part 12 of the Manual of General Regulations, student disciplinary regulations and procedures, under Part 8, academic misconduct, including penalties for Academic Misconduct beyond a warning, this excludes pre-2010/11 Level A penalties.

Hustings

28. Hustings shall be held for the elections of Sabbatical Officers.

29. Hustings shall be open to all candidates seeking election to these positions.

30. Candidates should inform the Returning Officer in writing if they are

unable to attend hustings, stating their reasons for non-attendance.

31. Hustings for the posts of Sabbatical Officers shall be chaired by the Returning Officer. In the event that they are unable to attend, the Deputy Returning Officer will chair.

Polling 32. Polling shall take place in a manner which allows the greatest possible

number of members to take part.

33. Valid University user details are required in order to vote.

34. The names of candidates for each elected position shall be placed in random order on the ballot.

35. Polling for all elections will take place online only.

Publicity 36. All campaigning publicity must meet the requirements of the Elections

Handbook, as approved by the Returning Officer.

37. All candidates/nominees in an Election or Referendum shall receive a publicity budget at a level set by the Returning Officer.

8

38. No candidate shall publish or display publicity away from the premises of the University or before the beginning of the campaigning period, as determined by the Returning Officer.

39. All publicity must display the Union’s Official stamp.

40. No campaign publicity should refer at any point to any member of the

Union staff by name or by position, or in any other way which may identify them. Any breach of this rule may result in immediate disqualification.

41. All candidates and campaigners must adhere to the UELSU Candidate’s Code of Conduct, University’s Code of Conduct, University’s Equality & Diversity policy and the University’s Personal Dignity Policy.

Manifestos 43. Manifestos must be submitted by the closing date laid down in the

Election Timetable. Manifestos must be presented as outlined in the Election Handbook.

44. Manifestos will be displayed with nomination information on the union’s election webpage.

Voting On-line 45. Unless otherwise specified in the Constitution or these bye-laws, or where

directed otherwise by the Returning Officer because of hardware or software limitations, elections shall be conducted on-line.

46. The Returning Officer shall check the operation of the software to be

employed and if satisfied, that the system will meet the requirements of these regulations shall certify the software accordingly.

47. The system shall require that access to the ‘election site’ shall be restricted

to students of the University. As a part of the system, students must authenticate their status as a student of the University.

48. The Returning Officer shall arrange for the production of an on-line ballot

for each position being contested. Ballots shall bear the name of each candidate and the office being contested.

49. The ballot shall be produced so as only to permit completion in accordance

with the electoral system specified in these regulations.

50. The "election site" shall show a list of the candidates standing in each election and advice as to the process of completing a ballot.

51. The method of voting shall be by Alternative Transferable Vote in single

seat constituencies and Single Transferable Vote in multi-seat constituencies for all posts.

9

52. There will be a facility for voting for Re- open Nominations for each position. The Count

53. The count will commence only if the Returning Officer is satisfied that all

complaints relating to the conduct and administration of the election have been resolved. Complaints after the count has commenced may only relate to the conduct of the count and must be lodged in writing within twenty four hours of the verbal declaration of the Election result.

54. Each candidate or an appointed representative may, if they so wish, attend

the counting of the votes, as observers only.

55. The Returning Officer may be assisted in the count by a number of individuals as deemed necessary by the Returning Officer.

Declaration

56. Results of the election(s) shall be declared by the Returning Officer as the count for each post is completed and when the count for all posts has been successfully completed.

57. A list of successful candidates will be posted on the Unions website within three working days of the declaration of results.

Conduct 58. Candidates/Nominees must conduct themselves in line with the Elections

Handbook.

59. All Candidates must attend the Candidates training provided by the Students’ Union and any other elections-related events, as stipulated by the Returning Officer.

60. Campaigning may begin at the end of the candidates/nominees briefing.

61. Complaints regarding candidates conduct must be submitted to the Returning Officer no later than the close of polling. In determining a complaint, the Returning Officer after hearing all the appropriate evidence may not uphold the complaint or may halt elections for specified post(s) or disqualify specified candidate(s) if, in their view, one or more candidates has breached the Election rules.

62. Receipts covering budgets used in campaigning shall be submitted to the appointed office by the close of polling.

63. The Returning Officer may take any disciplinary action that they believe to be reasonable.

10

64. The University Board of Governors shall hear any appeals relating to

decisions of the Returning Officer. 65. If a candidate/nominee wishes to complain against any decision of the

Returning Officer they must do so using the University complaints procedure.

Counting 66. The timing of the count shall be approved by the Returning Officer prior to

the start of polling.

67. Each candidate/nominee in any election will be permitted to nominate one individual to monitor the count on their behalf.

68. Complaints about the count must be made in writing to the Returning Officer no late than 1 working day after the announcement of the result.

69. The results of all Union elections shall be certified by the Returning Officer.

11

Bye-Law (4): Student Societies

Definition of Student Societies 1. The Student Societies of UELSU comprises students Groups formed and

co-ordinated under the direction of UELSU and monitored by the Societies and Cultural Activities Coordinator, including the following categories: Academic Bridge; Dance Performance and Arts; International and Cultural; Enterprise; Faith; Lifestyle and Identity; Media; Politics and Current Affairs; Sports and Hobbies.

Student Societies 2. The Societies and Cultural Activities Coordinator shall have the power to

form UELSU society groups, at the request of members, which will fall under the society groups listed above.

3. Societies will always remain constituent parts of the Union and are subject to the day-to-day rulings of Student Council and the Board of Trustees.

4. Societies shall be eligible to receive financial assistance from the Union.

5. Societies shall have a constitution and cannot be amended to counter the

spirit and intentions of the Society. 6. Membership of Societies shall only be open to members of the Union.

7. Non-Students are eligible to join any society, but will not be considered in

applications for registration or funding. They will pay a much higher membership fee as decided by the Societies & Cultural Activities Co-ordinator.

8. All Society Organisers must be members of that society to hold a position.

Formation of Societies 9. Society formation applications should be presented to the Societies and

Cultural Activities Co-ordinator for approval.

10. Applications for formation should state the name, aims and objectives of the proposed group.

Responsibilities of the Society 11. The principal Organiser of the Society has the responsibility to ensure that

the Union has up to date details of the other Society Organisers and must provide UELSU with required information.

12. One student cannot hold all organiser roles in a Society.

12

13. A student can only hold an organiser role in a maximum of one society at any one time.

14. Societies must abide by the Union’s financial procedures.

15. Societies may not hold an external bank account.

16. Each Society must send at least two organisers to each General Meeting, including the Annual Student Conference.

17. UELSU Executive Officers cannot hold Society Organiser positions.

18. All Societies must abide by UELSU’s Equal Opportunities policy at all

times. Societies’ Assembly 19. There shall be a Societies’ Assembly which will meet no less than twice in

an Academic Year. 20. The Societies’ Assembly will be responsible for overseeing issues related

to Societies.

21. Decisions made by the Societies’ Assembly can be superseded by decisions made by Student Council, a Union General Meeting, Annual Student Conference, Referendum and the Board of Trustees.

22. Issues wishing to be raised should take the form of a motion and following

discussion, the motion will be voted on.

23. The quoracy for a Societies’ Assembly meetings will be 8 Society Organisers.

24. Only Society Organisers can submit motions. If a Society Member wishes

to raise a motion, they should do so through one of their Society’s Organisers.

25. At the first Societies’ Assembly Meeting of each year, Five

representatives will be elected to become members of the Student Council as Society Representatives until the end of Semester B of the Academic Year in which they were elected.

26. The Five Societies’ Representatives duties involve:

(i) Bringing up issues related to Societies within the Student Council. (ii) To approve the Constitutions of each Society, in conjunction with the

Societies and Cultural Activities Co-ordinator. (iii) To ensure that the Society Bye-Laws are kept up-to-date.

13

Bye-Law (5): Student Council

Composition

1. No member may hold more than one seat on Student Council at any one time. The composition of the Student Council shall comprise the following:

o Five Executive Officers o One Student Governor o Two Programme Representatives from each School o Five Societies Representatives o Two Volunteering Representatives o One Women’s Officer o One Disabled Students’ Officer o One Black Students’ Officer o One Lesbian, Gay, Bisexual and Transgender (LGBT) Officer o One Ethics & Environment Officer o One Postgraduate Taught Students’ Officer o One Postgraduate Research Students’ Officer o One Mature Students’ Officer o One Student Parents’ Officer o One International (EU) Students’ Officer o One International (Non-EU) Students’ Officer o One Part-Time Students’ Officer o Two First-Year Representatives o One Sports Officer

A Chair and Vice-Chair of Student Council shall be elected from amongst the members of Student Council at the first meeting of the Academic Year. 2. Student Council members shall serve the terms of office outlined below:

o Executive Officers' Student Council Term shall be the same as their Terms of Office entire.

o Programme Representatives, Postgraduate (Taught & Research) Students’ Officers and First Year Representatives - Once elected during Semester A, until the following June 30th.

o All others representatives – if elected during Semester A, until the following June 30th. If elected in Semester B, from the following July 1st until the next June 30th.

If a Student Council position it not filled at any election then it shall be considered vacant until a future election.

Ordinary Student Council Meetings

3. Meetings shall take place a minimum of once a month during semester-time.

14

4. The agenda for each meeting shall be made available at least four days before the meeting is due to be held.

5. The quorum for Student Council Meetings shall be a majority of those members entitled to attend.

Extraordinary Student Council Meetings

6. Extraordinary Meetings of Student Council shall take place within three working days of being convened by:

o A Secure petition signed by at least 200 Union members o A vote in favour by Student Council

7. The motion or business for which the meeting is being called must be clearly specified and the agenda shall be limited to that motion or business. 8. The agenda for extraordinary meetings shall be made available at least two working days before the meeting takes place. 9. The quorum for Extraordinary Student Council Meetings shall be the same as Ordinary Student Council Meetings.

Duties of Student Council

10. To represent the voice of Students.

11. To set the policy of the Union. 12. To hold the Executive Officers to account for its representational work, receiving regular written reports. 13. To approve the remits assigned to each Vice-President. 14. To determine the remits to be assigned to the Executive Officer team.

15. Appoint Honorary Life Members. 16. Receive reports from the Trustees when appropriate. Delegation of Duties of the Student Council 17. To delegate any of its duties.

Duties of all Student Council Members

18. To act at all times in accordance with Union policy and to be bound by the Mandates of the Board of Trustees, the Annual Student Conference and Student Council meetings.

15

19. To attend all meetings of Student Council for the duration of the meeting and represent their constituency. 20. To attend the Annual Student Conference. 21. To actively promote the Union and its campaigns. Duties of Student Council Officers 22. Student Council Officers are responsible for representing the views of their constituency to Student Council. 23. Student Council Officers are responsible for co-ordinating the campaigns on behalf of their constituency. Voting by Student Council 24. Voting during Student Council meetings shall be by a show of hands or secret ballot as directed by the Chair. 25. In the event of a tied vote the Chair shall have the casting vote but not vote until that situation arises. 26. Executive Officers do not have voting rights. Attendance at Student Council Meetings 27. Meetings of Student Council shall be open to all eligible members of the Union to attend as observers. 28. Observers shall not disturb the business of the meeting, shall have no voting rights or speaking rights. 29. The chair shall have the power to eject any person from the room. General Standing Orders for Student Council 30. All decisions of Student Council shall be carried by a simple majority of those present at the meetings. 31. Members wishing to speak must address the Chair. 32. The Chair will decide right of priority in speaking and length of discussion to allow all items of business on the agenda to be considered. 33. A member may speak at any time on a point of order. 34 Points of information may be made at the discretion of the member speaking.

16

35. Procedural motions may be moved at any time and shall be voted on immediately, however each procedural motion may only be proposed once during the same item of business at the discretion of the Chair. Points of Order 36. If any of the following points of order are moved, only the proposer shall speak and the meeting shall then move directly to a vote on that point of order: (i) A challenge to the Chair's ruling. (ii) No confidence in the Chair. (iii) A suspension of standing orders. 37. The proposer of a suspension of standing orders shall state the standing orders to be suspended and the duration of the suspension. Procedural Motions in order of precedence 38. A motion that a vote be taken 39. A motion that discussion of the current item of business should cease and a vote not be taken 40. A motion to refer the matter back to the Executive Officers for re-examination. 41. A motion that the matter be deferred for further discussion at the next meeting. 42. A motion for a temporary adjournment. Standing Orders for Student Council 43. The following shall be the order of business at meetings of Student Council: (i) Apologies for absence. (ii) Minutes of the previous Student Council meeting for ratification as a true

and accurate record of that meeting. (iii) Matters arising out of these minutes. (iv) Executive Officer Reports and Question Time (v) Motions (vi) Any other reports to be received by Council (vii) Any other business. Standing Orders for Extraordinary Student Council Meeting 44. The business for an Extraordinary Student Council meeting shall be restricted to the motion or business for which the meeting was called.

17

The Chair & Vice-Chair 45. The Chair shall chair all Student Council meetings but shall have no voting or speaking rights other than as chair. 46. Once elected for a term of office the Chair may not submit motions to Student Council or speak on any proposed items of business, other than impartially to maintain balanced debate. 47. In the absence of the Chair at any meeting over which they are presiding, the Vice-Chair shall take responsibility for chairing the meeting. 48. An Executive Officer may not be the Chair or vice-Chair of the Student Council.

18

Bye-Law (6): Officer Trustees

Definition 1. There shall be the following Officer Trustees:

(i) President (ii) Vice-President Business and Law & Psychology (iii) Vice-President Social Sciences (SS) & Architecture, Computing &

Engineering (ACE) (iv) Vice-President Cass School of Education and Communities &

Health, Sport & Bioscience (HSB) (v) Vice-President Arts & Digital Industries (ADI) & Combined Honours

Conditions 2. Officer Trustees shall remain in office as specified in the constitution.

3. Officer Trustees shall be granted all the privileges of Union membership.

4. Officer Trustees must be a current, registered UEL Student at the time of

their election or an Executive Officer of UELSU in their first year of office.

5. Candidates for the Vice-President positions must be registered students from either of the Schools attached to that position. Combined Honours students are eligible to run for any of the Vice-President positions, in which they are studying.

6. Officer Trustees must not campaign in a representative election, unless

they are standing themselves.

Collective Duties of Officer Trustees 7. To be Trustees of the organization.

8. To promote and defend the rights of members.

9. To work in accordance with and in furtherance of, Union policy.

10. To ensure Student Council is kept up to date on their actions.

11. To support, where appropriate, Student Councillors in the fulfilment of

their roles.

12. To liaise with external organizations appropriate to individual roles.

13. Duties of Officer Trustees may be reallocated by the Board of Trustees.

Duties of the President

19

14. The President is the figurehead of the Union. They are the key representative to the University and to external organisations. They work as part of the Trustee team to ensure the development of the Union to meet its aims and objectives.

15. To be the principle spokesperson and figurehead of the Union

16. To be a full and active member of the University Committee structure

17. To liaise closely with the University Management Team and senior University staff

18. To interpret the Union’s constitution and rules

19. To co-ordinate the activities of the Union Chief Executive and the permanent staff

20. To co-ordinate the work of the Officer Trustees

21. To liaise with the National Union of Students 22. To lead on the Union’s long term planning

Duties of the Vice-Presidents 23. Each Vice-President will be responsible for two Schools of the University

and therefore the students within that School. Each Vice-President shall also Chair the School Forum meetings within their School.

24. Each VP will be responsible for co-ordinating support and advice to

students on issues affecting their personal and academic welfare, within their two Schools. Issues requiring academic advice and representation shall be referred to the Union Advice Team.

25. Once elected, each Vice-President should be appointed to one of the following positions: Societies & Communications Officer, Education Officer, Community & Development Officer, Welfare Officer. The method of appointment will be on the basis of votes polled in the election with the Vice-President polling the highest number of votes having first choice of position and so on in order of votes cast.

26. Each Vice-President may be assigned a further Union-wide remit by

Student Council, once elected. These remits may be selected annually by the Student Council.

27. To co-ordinate the Union’s representation of students to the University through meetings, one-to-one advice, lobbying and campaigning.

28. To raise issues of student concerns with the rest of the Trustee Board and develop appropriate responses

20

29. To work with Union staff members to deliver effective student

representation

30. To support Programme Representatives in tackling issues affecting the student experience

31. To represent students on University Committees

32. To take the lead in promoting the Union elections

33. To work with staff in the Union to ensure that students are included and involved in its activities

34. To work with the other Executive Officers to run campaigns on issues affecting the student experience

35. To meet and liaise with University Staff responsible for delivering the

University’s support services to discuss student concerns.

Deputy President

36. A Deputy President Shall be appointed by the Trustee Board to take over the duties of the President in the absence of the President, either when authorised by the President or in the event of the President being absent for more than three consecutive working days or in the event of a President not being elected.

37. The Deputy President shall be one of the Vice-Presidents. Removal of Officer Trustees 38. Officer Trustees can only be removed in accordance with the Constitution.

21

Bye-Law (7): Union Representatives

Union Representatives on University Committees

1. University Board of Governors

(i) President 2. Academic Board

(i) President (ii) Two Executive Officers

3. Other University Committees

(i) Union representatives on all other University Committees, excluding

Programme Committees and School-based Committees, shall be nominated by the Executive Officers who shall retain a publicly accessible list of these representatives.

Union Representatives at NUS National and Extraordinary Conference 4. The delegation is open to all ordinary members and shall be decided by

cross campus ballot.

5. Union Policy shall be passed by Student Council.

6. All delegates must vote in line with Union Policy.

7. Following the election of UELSU representatives, the delegates will elect a Delegation Leader.

8. Following NUS National Conference, the Delegation Leader will provide a report to Student Council.

9. Should there be a delegate vacancy at the point of registering for NUS conferences, delegates may be co-opted at the discretion of Student Council.

Union Representatives at NUS Liberation Conferences 10. Liberation Conference delegations shall be elected by cross-campus

ballot, within their respective self-defining groups.

11. All delegates must vote in line with Union Policy.

12. Following a Liberation Conference the delegates shall provide a report to Student Council.

22

Bye-Law (8): Student Council Officer Descriptions

Women’s Officer

The member who holds this post must self-define as a woman and be elected by women members only.

To represent female students at UEL, within the Students’ Union, the University and in the wider community.

To be responsible for the promotion of women’s issues.

To encourage the involvement of women students in their Union.

To co-ordinate the work of the Union on all matters relevant to women students.

To have responsibility for events, campaigns and activities organised under the banner of the Women’s Campaign.

To attend the University Committees as and when necessary.

To attend the UELSU Committees as and when necessary.

To collect, produce and distribute information and literature in line with the work of the Union in general and the Women’s Campaign in particular.

To implement policies as decided by the democratic structures of the Union.

To liaise with local community groups and other organisations relevant to the Women’s Officer’s areas of responsibility.

To ensure that all work is carried out in line with the UELSU Constitution and Equal Opportunities Policy.

Lesbian, Gay, Bisexual and Transgender (LGBT) Officer

The member who holds this post must self-define as LGBT and be elected by LGBT members only.

To represent LGBT students at UEL, within the Students’ Union, the University and the wider community.

To be responsible for the promotion of LGBT issues.

To encourage the involvement of LGBT students in their Union.

To co-ordinate the work of the Union on all matters relevant to LGBT students.



To have responsibility for events, campaigns and activities organised under the banner of the LGBT Campaign.

To collect, produce and distribute information and literature in line with the work of the Union in general and the LGBT Campaign in particular.

To implement polices as decided by the democratic structures of the Union.

To liaise with local community groups and other organisations relevant to the LGBT Officer’s areas of responsibility.


Disabled Students’ Officer

The member who holds this post must self-define as disabled and be elected by disabled members only.

To represent disabled students at UEL, within the Students’ Union, the University and in the wider community.

To be responsible for the promotion of disability issues.

To encourage the involvement of disabled students in their Union.

23

To co-ordinate the work of the Union on all matters relevant to disabled students.

To have responsibility for events, campaigns and activities organised under the banner of the Disabled Students Campaign.

To collect, produce and distribute information and literature in line with the work of the Union in general and the Disabled Students Campaign in particular.



To implement polices as decided by the democratic structures of the Union.

To liaise with local community groups and other organisations relevant to the Disabled Students Officer’s areas of responsibility.

To ensure that all the work is carried out in line with the UELSU Constitution and Equal Opportunities Policy.

Black Students’ Officer

The member who holds this post must self-define as black, as defined by NUS’ Black Students Campaign and be elected by black members only.

To represent black students at UEL, within the Students’ Union, the University and in the wider community.

To be responsible for the promotion of black students’ issues.

To encourage the involvement of black students in their Union.

To co-ordinate the work of the Union on all matters relevant to black students.

To have responsibility for events, campaigns and activities organised under the banner of the Black Students’ Campaign.



To collect, produce and distribute information and literature in line with the work of the Union in general and the Black Students’ Campaign in particular.


To liaise with local community groups and other organisations relevant to the Black Officer’s areas of responsibility.


Ethics & Environment Officer

To represent UEL students both within the University and in the wider community.

To be responsible for the promotion of ethical & environmental issues.

To co-ordinate the work of the Union on all matters of relevant to environmental issues.



To have responsibility for events, campaigns and activities organised under the banner of the Ethics & Environment Campaign.

To collect, produce and distribute information and literature in line with the work of the Union in general and the Ethics & Environment Campaign in particular.

To encourage the involvement of UEL students in their Union.


To liaise with local community groups and other organisations in line with the Ethics & Environment Officer’s areas of responsibility.

24


Mature Students’ Officer

The member who holds this post must be 22 or older during their first year of studies at UEL and be elected by members who are 22 or older during their first year of studies only.

To represent mature students at UEL, within the Students’ Union, the University and in the wider community.

To be responsible for the promotion of mature Students Issues.

To encourage the involvement of mature students in the Mature Students Campaign.

To co-ordinate the work of the Union on all matters relevant to mature students.

To have responsibility for events, campaigns and activities organised under the banner of the Mature Students Campaign.



To collect, produce and distribute information and literature in line with the work, of the Union in general and the Mature Students Campaign in particular.


To liaise with local community groups and other organisations relevant to the Mature Students Officer’s areas of responsibility.


Student Parents’ Officer

The member who holds this post must be a parent and be elected by members who are also parents.

To represent student parents at UEL, within the Students’ Union, the University and in the wider community.

To be responsible for the promotion of student parents issues.

To encourage the involvement of student parents in their Students’ Union.

To co-ordinate the work of the Union on all matters of relevance to student parents.

To have responsibility for events, campaigns and activities organised under the banner of the Student Parents Campaign.



To collect, produce and distribute information and literature in line with the work of the Union in general and the Student Parents Campaign in particular.


To liaise with local community groups and other organisations in line with the Student Parent Officer’s areas of responsibility.


Postgraduate Taught Students’ Officer

The member who holds this post must be registered on a postgraduate taught programme at UEL and be elected by postgraduate taught students

only.

25

To represent postgraduate students at UEL, within the Students’ Union, the University and in the wider community.

To be responsible for the promotion of postgraduate students issues.



To have responsibility for events, campaigns and activities organised under the banner of the Postgraduate Students’ Campaign.



To collect, produce and distribute information and literature in line with the work of the Union in general and the Postgraduate Students Campaign in particular.


To liaise with local community groups and other organisations in line with the Postgraduate Taught Students’ Officer’s areas of responsibility.


Postgraduate Research Students’ Officer

The member who holds this post must be registered on a postgraduate research programme at UEL and be elected by postgraduate research

students only. To represent postgraduate students at UEL, within the Students’ Union, the

University and in the wider community.

To be responsible for the promotion of postgraduate students issues.



To have responsibility for events, campaigns and activities organised under the banner of the Postgraduate Students’ Campaign.



To collect, produce and distribute information and literature in line with the work of the Union in general and the Postgraduate Students Campaign in particular.


To liaise with local community groups and other organisations in line with the Postgraduate Research Students’ Officer’s areas of responsibility.


International (EU) Students’ Officer

The member who holds this post must be a non-home member from within the European Union and be elected by non-home members from within the European Union.

To represent international students at UEL, within the Students’ Union, the University and in the wider community.

To be responsible for the promotion of international students issues.

To encourage the involvement of international students in their Students’ Union.

To co-ordinate the work of the Union on all matters of relevance to international students.

26

To have responsibility for events, campaigns and activities organised under the banner of the International Students’ Campaign.



To collect, produce and distribute information and literature in line with the work of the Union in general and the International Students’ Campaign in particular.


To liaise with local community groups and other organisations in line with the International Students’ Officer’s areas of responsibility.


International (Non-EU) Students’ Officer

The member who holds this post must be a member from outside the European Union and be elected by members from outside the European Union.

To represent international students at UEL, within the Students’ Union, the University and in the wider community.

To be responsible for the promotion of international students issues.

To encourage the involvement of international students in their Students’ Union.

To co-ordinate the work of the Union on all matters of relevance to international students.

To have responsibility for events, campaigns and activities organised under the banner of the International Students’ Campaign.



To collect, produce and distribute information and literature in line with the work of the Union in general and the International Students’ Campaign in particular.


To liaise with local community groups and other organisations in line with the International Students’ Officer’s areas of responsibility.


Part-Time Students’ Officer

The member who holds this post must be a part-time student, as defined by UEL and be elected by part-time study members only.

To represent part-time students at UEL, within the Students’ Union, the University and in the wider community.

To be responsible for the promotion of part-time students issues.

To encourage the involvement of part-time students in their Students’ Union.

To co-ordinate the work of the Union on all matters of relevance to part-time students.

To have responsibility for events, campaigns and activities organised under the banner of the Part-Time Students Campaign.



To collect, produce and distribute information and literature in line with the work of the Union in general and the Part-Time Students’ Campaign in particular.

27


To liaise with local community groups and other organisations in line with the Part-Time Students’ Officer’s areas of responsibility.


Sports Officer

To represent UEL students both within the University and in the wider community.

To be responsible for the promotion of sports-related issues.

To co-ordinate the work of the Union on all matters of relevant to sport.



To encourage the involvement of UEL students in their Union.


To liaise with local community groups and other organisations in line with the Sports Officer’s areas of responsibility.


28

Bye-Law (9): Policy of the Union

Policy shall be set by: 1. Student Council in accordance with the Student Council Bye-Law, but

subject to the Union Constitution. 2. Referenda of the Members in accordance with the Union Constitution.

3. Annual Student Conference, as outlined in the Annual Student Conference

Bye-Law. 4. Policy shall last for three years unless it is overturned by a higher body.

Student Council cannot rescind a decision made by Referenda. Referenda can rescind a decision made by Student Council and Referenda can overturn Referenda.

5. Policy is subject to the authority of the Board of Trustees on the grounds of

financial considerations, charity of education law or other legal requirements (including ultra vires) or reputation of the Union.

29

Bye-Law (10): Member Disciplinary Procedure

Charges 1. Charges may be brought for any breach of good order. It is the duty of the

Disciplinary Committee to assess the validity of the charge at the time of their hearing.

2. Any member may bring charges against any other member of UELSU. The President may bring charges on behalf of a third party, including UELSU itself.

3. Charges must be submitted in writing to the VP of their choice and include details of the charge and the names of all supporting witnesses.

Temporary Sanctions 4. The VP may temporarily suspend the defendant’s membership of UELSU

for a maximum of 14 days pending a hearing.

5. This temporary suspension may be the sole sanction applied if so agreed by the VP, complainant and defendant. In such a case no further hearing is required.

6. Should a defendant refuse to identify themselves at the time of the alleged offence, then their membership will be automatically suspended until they do so and for up to 14 days thereafter.

Disciplinary Committee 7. The Disciplinary Committee will consist of three elected Officers of

UELSU. The President will normally chair the committee. An Officer bringing a charge, acting as a witness or otherwise involved in the case may not sit on the Disciplinary Committee.

8. The UELSU Chief Executive will act as secretary for the meeting.

9. The President will arrange hearings of the Disciplinary Committee, giving at least three working days notice to those involved. The hearing will take place within 14 days of the notification of the identity of the accused. The defendant must agree to at least one day in that period.

10. The defendant will be informed by the President of the following: (i) The details of the charge. (ii) The time and place of the hearing. (iii) The disciplinary procedure. (iv) The Officers who will sit on the committee.

11. The defendant may object to the President concerning the composition of the committee at least 24 hours prior to the hearing. If the objection is

30

upheld, then the Officer(s) in question will be replaced by other Officer(s). The defendant may not object to all of the UELSU Officers; three available Officers must be acceptable.

13. Should the defendant fail to attend the hearing they may be judged in absentia. Should the complainant or other witness fail to attend the hearing, then their evidence will be considered void.. The defendant, or any other person involved, will have the right to be represented by a friend/colleague at the hearing, the friend/colleague shall be an ordinary member of the Union, or a member of Union staff from the Advice Team.

14. Any expenditure incurred by the defendant in his/her representation shall not be incurred by the Union.

15. The hearing will be minuted and conducted as follows: (i) Introduction of the Committee (ii) Explanation of the procedure (iii) Statement of charge (iv) Evidence from the complainant and witnesses (v) Evidence from the defendant and witnesses

16. The members of the Committee may ask questions at any point.

17. The Chair of the Committee may temporarily suspend the formal hearing at any point in favour of an informal discursive approach if they believe that this may be beneficial to achieving resolution of the matter. These discussions need not be minuted.

18. The Committee will consider its verdict and sanctions in private. If necessary a majority vote will suffice.

19. The Chair will notify the defendant verbally of the result. This will be reinforced in writing, in which details of the services which the guilty party may or may not continue to use will be given and the appeals procedure will be explained if appropriate.

Sanctions 20. Sanctions may be applied as outlined in the constitution.

31

Bye-Law (11): Grievance and Complaint Procedure

1. Every effort should be made to resolve complaints and grievances informally at the time that they occur.

2. Complaints may be dealt with informally by the UELSU Chief Executive or Executive Officers as appropriate.

3. Formal complaints must be made in writing to either the President or a Vice-President as appropriate.

4. The Board of Trustees will be kept informed of all formal complaints concerning Officers, staff or the organisation via a report from the President at each Board meeting. To this end the President will maintain a log of all such complaints; this will be available for inspection on request by the Board of Trustees at any time.

Procedures concerning complaints against UELSU staff 5. The complaint will be referred to the UELSU Chief Executive for

investigation and action. In the case of the complaint being against that person, it will be referred to the President.

6. Any action taken must be in compliance with the employee’s contract, UELSU’s staff handbook and any relevant legislation.

7. The Chief Executive will inform the complainant of the outcome of the investigation as soon as practicably possible. Should this period be longer than seven days, then they will inform the complainant of the reasons for the delay.

8. Should the complainant not be satisfied, they may appeal within 14 days to the President or another Executive Officer. The Officer will then re-investigate and they will decide whether to refer the complaint back to the Chief Executive or Executive Officers for further action. This decision will be final

Procedures concerning complaints against UELSU members 9. The complaint will be dealt with through the disciplinary procedures.

Procedures concerning complaints against UELSU 10. Complaints must be directed to the President in writing. The President will

refer the complaint to the Executive Officers for investigation and action. 11. The President will inform the complainant of the outcome of the

investigation as soon as practically possible. Should this period be longer than seven days, then the President will inform the complainant of the reasons for the delay.

12. Should the complainant not be satisfied, they may appeal to an independent arbitrator appointed by the University within 14 days. This person will then re-investigate and decide on the need for further action. This decision will be final.

33

Bye-Law (12): Debating Procedure

1. The Debating bye-law shall apply in full to meetings of the Student Council, and Union General Meetings and is subject to the provisions of the constitution.

2. All motions and agenda items must be submitted in writing to the Chair or

Secretary by voting members in accordance with the following time scale:- 2.1 Student Council – five working days before the meeting. 2.2 Standing Committees of Student Council – three working days before

the meeting. 2.3 Motions of Removal from Office – five working days before the meeting. 2.4 Union General Meeting – five working days before the meeting 3 Every motion for debate shall have a proposer and seconder who shall be a

voting member.

4 The motion may be withdrawn only with the consent of the meeting. A vote must be taken to determine so.

5 The Debating Procedure shall be as follows:

5.1 Proposer Speech For - 2mins 5.2 Open Speech Against – 2mins 5.3 Seconder Speech For – 2mins 5.4 Open Speech Against – 2mins 5.5 Open discussion 5.6 Open - Summation Against – 1min 5.7 Proposer - Summation for – 1min

6 Only one motion shall be discussed at any one time.

7.1 Any proposals to make amendments to the motion must be raised during the open discussion period of the debating procedure. The Chair shall invite and take a speech against the proposed amendments.

7.2 The Proposer of the amendments shall have the right to sum up before a

vote is taken on them.

7.3 Amendments which are passed will be incorporated into the main motion.

7.4 When all amendments have been voted upon, the main motion shall be discussed and voted upon.

7.5 The summation speech shall be allocated on the basis of amendments

passed and the final formulation of the main motion. The summation speech shall be allocated at the end of the debate immediately before the vote is taken.

34

7.6 There shall be no new information or points of information during the either summation speech.

7.7 Unless otherwise specified in the Constitution, amendments to the

Constitution, Bye-Law and Motions of Removal from Office shall require a two thirds majority at a General Meeting to become Union Policy. All other motions shall require a simple majority.

7.8 Emergency Motions may be moved if, they deal with matters which have

arisen since the date for submission of motions has closed, and if a two thirds majority of those present and voting, vote for the discussion of this motion. The motion should be submitted in writing to the Chair before the start of the meeting.

Points of Order 8 Points of Order take precedence over any other business except during a

vote. Points of Order may be raised by any voting member. A point of order can include:-

8.1 A request for a count to ensure that there are enough people at the meeting

to constitute a quorum.

8.2 A request for a ruling from the Chair on the conduct of the meeting. 8.3 A request for a Constitutional interpretation by the Chair. 8.4 A request that a person who is not an ordinary member of the Union shall

be allowed to speak. 8.5 A request to stop the normal business of the meeting to deal with a specified

issue. Changing: Procedures 9 A motion on how the meeting proceeds can be proposed by any voting

member of the meeting at any time apart from during a vote. Procedural motions are as follows:

9.1 No confidence in the Chair of the meeting and a vote to elect a

new chairperson, for the remainder of the meetings.

9.2 Moving straight to a vote.

9.3 To change the order of business

9.4 Conduct a vote by secret ballot.

9.5 Request for a recount on a vote.

9.6 Adjourning the meeting.

9.7 To not vote on the motion under discussion and have said motion referred to the next meeting of Student Council or another UELSU body.

35

10 The priority of how procedural motions shall be heard will be on the basis

of the above listing. 11 After the procedural motion has been proposed there may be a speech

against. If there are no further speeches for and against there will be a vote. 12 Procedural motions shall require a simple majority to be passed except

where otherwise specified in the Constitution. 13 In the event of any situation arising not being covered by the Debating bye-

laws then the Chair shall rule on the procedure to be adopted. Such ruling may be the subject of a challenge under the bye-laws for procedural motions.

36

Bye-Law (12): Financial Procedure

1 The full Finance Procedures will be set out in the Financial Procedures Manual.

university of east london students’ union ……………...university of east london students’...

Documents