Bishop Grosseteste Students’ Union By laws

TerminologyAGM: The ‘Annual General Meeting’ of the Students’ Union.

BGSU: ‘Bishop Grosseteste Students’ Union’.

BGU: ‘Bishop Grosseteste University’.

BUCS: ‘British Universities and Colleges Sport’, the organisation that manages sport leagues between Higher Education Providers.

By-Elections: Any additional elections that take place following the main elections.

By-Laws: The By-laws of the union which are amended by the Trustees by time to time in accordance with the Constitution.

Censure: The expression of disapproval.

Chair: The Chairperson of a meeting, committee or working group.

Co-Chair: Persons, usually two, who chair a meeting together

Constitution: The Constitution of Bishop Grosseteste Students’ Union.

Course Representative: An elected member of Student Council who represents a particular subject and year group of study.

Deputy Returning Officer: The person responsible for assisting the Returning Officer in the Students’ Union elections or in their absence to oversee the elections on the Returning Officer’s behalf.

Elections: The Students’ Union elections in which the Sabbatical Officers, Part time Executive Officers and Non-Executive Elected Representatives are elected.

Executive Team: The elected officers of the Students’ Union.

Order of Business: The way a meeting is held.

Quorum: The minimum number of elected representatives required to consider the formal business of that group.

Referendum: A referendum to be held by members in accordance with the Constitution and the By-laws.

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Remuneration: The money that one receives in exchange for the work or services performed.

Returning Officer: The person responsible for overseeing the Students’ Union elections.

Independent Trustees: External Trustees who are not members, students or staff of the University.

Sabbatical Officers: The President and Vice President: Education of the Students’ Union

Sabbatical Trustees: See ‘Sabbatical Officers.

Service Representative: An elected member of Student Council who represents a particular department of the University.

Student Trustees: Trustees who are students and members of the Students’ Union who hold no other office within the union.

Student Council: The main student decision-making body of the Students’ Union.

Trustee Board: The main decision-making body of the Students’ Union.

Trustees: Members of the Trustee Board appointed in line with the Constitution and the By-laws.

Union: Bishop Grosseteste Students’ Union.

Vice-Chair: The deputy Chairperson of a meeting, committee or working group.

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ContentsBy-Law 1: MembershipBy-Law 2: Student CouncilBy-Law 3: Annual General MeetingsBy-Law 4: ReferendaBy-Law 5: Sabbatical OfficersBy-Law 6: Part-Time Officers and the Executive TeamBy-Law 7: Non-Exec Elected RepresentativesBy-Law 8: Course and Service RepresentativesBy-Law 9: TrusteesBy-Law 10: ElectionsBy-Law 11: Clubs, Societies and GroupsBy-Law 12: Conduct, Censure and Removal From Office

Other Union policy that sits externally to the By-Laws BGSU Diversity and Equal Opportunities Policy BGSU Student Voice and Representation Policy BGSU Complaints Policy BGSU Disciplinary Policy BGSU Reserves Policy BGSU Political Stance Policy BGSU Data Protection and Retention Policy BGSU & BGU Student Charter

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By Law 1: Membership

1. Full Membership Full membership is applicable to all students registered at Bishop Grosseteste University and the Sabbatical Officers. The rights and privileges of full members are as follows:

1.1. To have full use of all facilities obtained by BGSU, subject to the general rules of use of such facilities.

1.2. To have full access to all clubs, societies, groups and activities of BGSU, subject to availability (if dependent on numbers). This will be subject to conformity to the general rules and guidelines set in the Sports, Societies and Groups Disciplinary and Behavioural Policy, the rules and regulations of BGSU, BGU and the Law of the Land.

1.3. The right to attend and speak at Student Council.1.4. The right to vote in and nominate candidates for any election.1.5. The right to vote in any BGSU referendum. 1.6. The right to stand and vote for all elected positions. All part-

time executive members must be a registered student during their term in office. Candidates for Sabbatical positions must be a registered student or in their first term of office as a Sabbatical Officer.

2. Associate Membership 2.1. Associate membership is applicable to those who are not full

members of BGSU who wish to be given limited membership privileges.

2.2. Associate membership will be granted by a majority vote by Student Council.

2.3. Associate Membership will cost £20 per year.2.4. Student Council will consider the rights and obligations of

associate members. These will be with the privileges stated in clauses 1.1 to 1.3 but will not extend to the clauses 1.4-1.6.

3. Opting out of Membership 3.1. All students have the right to opt out of membership of BGSU,

as detailed under the 1994 Education Act. 3.2. If a student wishes to opt out they should so inform the BGSU

President in writing. 3.3. The period of opt out will be assumed to be for the duration of

their studies, unless the student wishes to become a member again during their studies.

3.4. If a student wishes to opt back in to the Union, they should inform the BGSU President in writing.

3.5. Students who have opted out will not be entitled to any of the rights and privileges as detailed in section one above, but will still

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be able to access welfare support, representation from the Sabbatical and Executive officers and attend any BGSU organised event.

3.6. Any application to opt back in that falls within 20 working days of election nominations for BGSU will be not be accepted until after nominations have closed. Only members who have had full membership for 21 working days or more will be eligible to nominate and/or vote in BGSU elections.

4. Removal of Membership 4.1. Membership of BGSU may be removed from any individual

with full or associate membership, who is not a Sabbatical Officer at any time. The only way to remove membership from Sabbatical Officers is to remove them from their positions (see By-Law 4, Clause 7)

4.2. For an individual to have their membership removed a motion should be submitted to Student Council outlining the reasons used to justify the removal of their membership.

4.3. Any individual who is the subject of a motion for their removal shall be notified of the motion being submitted, including the reasons used to justify the removal of their membership and the date of the Student Council meeting at which the motion will be proposed.

4.4. Any individual who is the subject of a motion for their removal will be given reasonable opportunity to defend their membership right to Student Council, whether in writing or in person.

4.5. A simple majority vote is required to pass the motion, with the effect of removing BGSU membership from the individual.

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By-Law 2: Student Council 1. Powers and Duties of Student Council The Student Council will:

1.1. meet a minimum of three times a semester. 1.2. To hold elected officers to account and to help them carry out

their work as specified in the Constitution (10.1a).1.3. debate and vote on motions submitted by the student body to:

1.3.1. set the policy and direction of the Students’ Union as per its democratic process detailed in Section 10 of the Constitution. This can be overturned at the AGM or by a referendum as stated in the Constitution (10.1b).

1.3.2. remove associate members of the union.1.3.3.To censure elected officers.1.3.4.To remove elected officers from their positions using a motion

of no confidence1.3.5.commission any committee or working group that is deemed

appropriate by Student Council.

1.4. receive reports from elected officers and when appropriate from Students’ Union staff and trustees.

1.5. refer matters to elected officers, Students’ Union staff and trustees as and when appropriate.

1.6. debate and feedback to the university on their initiatives.1.7. provide recommendations to the board of trustees.1.8. Make and amend schedules with the trustees (10.1c) and in line

with clause 15 of the Constitution.

2. Membership of Student Council

2.1. Specific elected representatives are members of Student Council, and are given the right to vote on motions presented.

2.2. The membership of Student Council is as follows: 2.2.1. The two Students’ Union Sabbatical Officers 2.2.2. The part-time Officers of the Students’ Union Executive2.2.3. A member of each Club or Society Executive team. 2.2.4. A Course Representative from each study year of each

programme of study for every subject.2.2.5. A Service Representative from each represented department2.2.6. The student member of University Council. 2.2.7. The two elected Student Trustees. 2.2.8. The five Liberations Representatives.

2.3. Elected members of Student Council may only hold one elected position at any one time, except where a Course Representative is also a Club or Society executive member.

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2.4. If there are more than one Course Representatives for a particular course in the same year group, only one representative will be entitled to vote at any one time at Student Council.

2.5. Full members of the union, who are not representatives as detailed in points 2.2.1-2.2.8, may attend council with full speaking rights but with no right to vote.

2.6. The Students’ Union Vice President: Education will act as Officer to the Student Council and will take a responsibility for organising and distributing the agenda for meetings.

2.7. The Students’ Union Manager will act as advisor to the Chair and will be able to speak if the Chair invites them to do so.

2.8. The Students’ Union Manager will also act as Minuting Officer to Student Council

2.9. Quoracy, which is the minimum number of Student Council members present to be able to vote on motions, will be one third of all Student Council members plus one.

2.10.If a member of Student Council ceases to be a registered student, they automatically cease to be a member of Student Council. They should inform the BGSU Vice President: Education in writing that this is the case.

3. Chair of Student Council 3.1. The Chair of Student Council will be an elected independent

member of council and therefore will not be able to hold any other elected positions.

3.2. The roles, responsibilities and powers of the Chair of Student Council shall be:

3.2.1.To chair all Student Council meetings and ensure that meetings are conducted in an appropriate manner.

3.2.2.To chair BGSU’s Annual General Meeting (AGM). 3.2.3.To ensure that Student Council operates in accordance with

BGSU’s Constitution and By-Laws.

3.3. Terms of office for the Chair are detailed in By-Law 7: Non-executive elected officers.

3.4. The Chair will have the casting vote in Student Council.3.5. In the Chair’s absence, a Vice-Chair will be elected from

Council’s membership to fulfil the Chair’s duties in their stead, and for their period as Vice-Chair will hold the casting vote.

3.6. Should the Chair cease to be a student of BGU (Including the event of intercalation) or a member of BGSU at any point during their term in office, they shall automatically cease to hold the position of Chair of Student Council.

4. Order of Business

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4.1. The order of business of Student Council meetings will be as follows: 4.1.1.Chair’s Business: Attendees/Apologies, Minutes of the previous

meeting, responses to the matters arising.4.1.2.Guest Speakers4.1.3.Sabbatical Officer Business4.1.4.Motion Proposals4.1.5.Reports 4.1.6.Any Other Business.

4.2. Comments and questions will be taken after Each piece of piece of business.

4.3. The proposer of a motion will have 2 minutes to present their argument which shall be followed by a 2-minute speech against if there are any to present. The Chair may grant additional rounds of speeches if they feel this is required. Following all rounds of speeches, the Proposer will have 1 minute to summarise. Points of clarification can be used to clear up any queries, but must not be used as an argument against.

5. Attendance 5.1. If a member of Student Council is unable to make a meeting

they must send written apologies by noon on the day of the meeting. Apologies received after this time will not be accepted and recorded.

5.2. If a member fails to attend three meetings in a row without sending apologies, then council may discuss the matter at the discretion of the chair which may lead to their removal from post by a majority vote.

5.3. If a member is removed from their position on Student Council, then they are automatically removed from their elected position.

6. Voting Procedures6.1. If a vote is required then all members of Student Council will

be entitled to one vote and will be asked to show their voting cards to vote for, against or to abstain from a motion.

6.2. A motion will be passed by a simple majority. 6.3. If a member of council feels that the vote has been incorrectly

counted they may submit a procedural motion for a recount.6.4. The casting vote, in accordance with Clauses 3.4 and 3.5, will

be held by either the Chair or the Vice-Chair and will be used in the event of tied voting.

6.5. Motions passed at Student Council meetings will become, or inform, Students’ Union policy for one year from the date the policy is passed unless the motion caused an amendment to the By-Laws or the constitution.

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6.6. After this time the policy will lapse unless a motion in favour of retaining the policy/policies is received and passed by Student Council.

6.7. If Council is not quorate a proxy vote via email may take place at the discretion of the Chair.

7. Procedural Motions7.1. Procedural Motions are articles of governance for Student

Council. A Procedural Motion can be proposed by any voting member, who will do so by getting the attention of the chair. The proposer will quickly speak to the procedural motion, and then a vote will be taken.

7.2. A majority vote is required to implement a Procedural Motion.7.3. A procedural Motion can only be added to Council’s

governance as a result of a majority vote from Student Council. A majority vote is needed to remove a motion from Council’s governance.7.3.1.Procedural Motion 1: To extend the guillotine of the

meeting by a specified period of time. 7.3.2.Procedural Motion 2: To call for a particular issue to be

taken straight to a vote. 7.3.3.Procedural Motion 3: To call for a discussion on a particular

topic to end. 7.3.4.Procedural Motion 4: To call for a recount on a particular

vote. 7.3.5.Procedural Motion 5: To call for a vote on whether to pass

the particular issue to another forum to discuss such as the Executive Committee or the Trustee Board.

7.3.6.Procedural Motion 6: To call for the chair to be removed as chair for the duration of the formal business item being discussed.

7.3.7.Procedural Motion 7: To call for an amendment to the motion being considered.

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By-Law 3: Annual General Meetings

1. Roles and Responsibilities of Annual General Meetings

1.1. An Annual General Meeting will take place once every academic cycle and an AGM should take place within 18 months of the previous meeting.

1.2. Full members and Trustees will be given a minimum of 14 days’ notice of the place, date and time of the meeting and details of the agenda as specified in the BGSU Constitution point 6.2.

1.3. The Chair of Student Council, the Executive Team, Club and Society Executive members, Course and Service Representatives and members of the BGSU Trustee Board are expected to attend the meeting. If members of these groups cannot attend apologies should be received in writing, at least 5 days prior to the meeting taking place.

1.4. For the AGM to be quorate there must be a minimum of 1% of BGSU’s full members at the AGM as specified in the BGSU Constitution point 6.3.

1.5. The Chair of Student Council will chair the AGM. If this is not possible, the members at the meeting will elect a member to act as Chair in accordance with BGSU Constitution point 6.4.

1.6. The order of business will be as follows: 1.6.1.Welcome and Introductions1.6.2.Report from the BGSU Trustee Board1.6.3.Report on BGSU’s annual accounts. 1.6.4.Motion Proposals1.6.5.Affiliation Proposals 1.6.6.Policy Lapses1.6.7.President’s Report 1.6.8.Vice President: Education Report 1.6.9.Welfare Team Report 1.6.10. Activities Team Report1.6.11. Opportunities Team Report

1.7. The proposer of a motion will have 2 minutes to present their case which shall be followed by a 2-minute speech against. The Chair may grant additional rounds of speeches if they feel this is required. Following all rounds of speeches, the Proposer will have 1 minute to summarise.

1.8. All full members of the union will be entitled to vote on all motions and reports submitted to the AGM. A simple majority is required to pass or reject motions.

1.9. The Chair will first ask for those in favour of a motion to raise their voting cards, followed by those against and then if there are any abstentions.

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1.10.Motions passed at an AGM will become Students’ Union policy for the next three years. After this time the policy will lapse in case a resolution in favour of retaining the policy/policies is received and passed by the AGM.

1.11.Any full member of the Union may submit procedural motions during the meeting. These procedural motions are outlined in Clause 7 of By-Law 2.

1.12.After each report there will be five minutes of question time. Following this the AGM will decide whether to adopt the report as a true and accurate record.

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By-Law 4: Referenda1. How to call a Referendum

1.1. As specified in sections 5a and 5b of the Constitution a referendum can be called by: 1.1.1.A majority vote of Student Council;

or1.1.2.The President, if they receive a petition setting out the issue

and the name, course, union card number and signature of at least 2% of the Union’s membership.

1.2. Any proposal for a referendum should be submitted by completing a Motion Proposal Form and submitting it to the BGSU office. It should include the specific text of the proposal and the names and contact details of two BGSU members who will act as proposer and seconder of the proposal.

2. Voting 2.1. Only full members of BGSU, as specified in By-Law 1 clause

1.5 will be entitled to vote in a referendum on any issue. 2.2. For any question put to a referendum, the three possible

options will be “yes”, “no” or “abstain”. 2.3. A motion will only be passed by referendum if a majority of

voters, vote in favour of the resolution. 2.4. A motion for referendum, if turned down may not be

resubmitted within the same academic year. 2.5. Policy set by a referendum can overturn policy set by

members at the AGM or by the Student Council as detailed in section 5.2 of the Constitution.

3. Conduct of Referenda3.1. BGSU will oversee the running of any BGSU referendum. 3.2. A referendum shall take place within 21 days of a proposal

being made. This will be divided into the following sections:3.2.1.Within the first 3 days the Union will publicise the

Referendum’s question, the rules of the referendum and the voting date(s) and time(s)

3.2.2.Within the first 7 days, a meeting will be held for those wishing to be involved in either side of the referendum to make known the campaign teams for both ‘YES’ and ‘NO’ sides of the argument. This will be chaired by the Referendum’s Returning Officer.

3.2.3.From the 15th day of the Referendum, campaigning for both sides of the argument may begin.

3.2.4.Voting for the Referendum will take place on day 21, or the nearest working day

3.3. BGSU are responsible for producing objective information relevant to the referendum and ensuring its accessibility to all members.

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3.4. It is the responsibility of the proposers and opposers of the referendum to produce posters.

3.5. No publicity relating to the referendum, except an A4 poster pre-submitted by the proposers and the opposers, may be placed within sight of a ballot station.

3.6. Polling shall take place for a minimum of twelve hours. 3.7. At least one open meeting must be arranged prior to the

referendum to debate the proposal. The open meeting shall: 3.7.1.Be open to all full members of BGSU. 3.7.2.Be chaired by the Chair of Student Council or alternatively by

a BGSU trustee who will ensure that an equal number of speeches and the same amount of time is given to both the ‘For’ and ‘Against’ arguments of the proposal.

3.7.3.When the chair feels the debate has reached its conclusion, he or she may ask for one final speaker against the proposal and then the proposer of the proposal may summate.

3.7.4.The chair will inform all those in attendance, of the details of the referendum, including voting opening and closing times; how to vote; and any other relevant information, all of which should be included in all publicity materials.

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By-Law 5: Sabbatical Officers1. The Roles and Responsibilities of Sabbatical Officers

1.1. Executive Team Responsibilities1.1.1. Alongside the Executive Team, Sabbatical Officers shall:

Support and promote all Union activity. Attend Appropriate meetings, training sessions and Student Council. To be representative of the entire student body of the University, in

regards to the Equal Opportunities Policy. Be an equal member of the executive team led by the President and

Vice President: Education. Be available for handover prior to your term in office. Ensure an effective handover at the end of your term in office. Make use of appropriate resources provided by NUS To adhere to the Code of Conduct, and Health and Safety Policy. Liaise with the Students’ Union Manager for the expenditure of

relevant budgets. Undertake any other duties as may reasonably be required. Represent membership with regards to the Equal Opportunities

policy.

1.2. Sabbatical Team Responsibilities1.2.1. In addition to the above, the Sabbatical team shall also:

Act as a line of contact between the University and the Student body.

Support the Executive team in regards to their meetings. Be an official spokesperson for the Students’ Union to the media

and other external bodies. Liaise with the National Union of Students (NUS) and attend as a

delegate to any conference when required. Maintain contact with other Unions, and work collectively with them

for mutual benefit. Work alongside the University staff and offer support when

required. Be responsible for delegating to the Students’ Union team. Meet members of the University’s Senior Leadership Team regularly

and report back to the Students’ Union team. Assist with Students’ Union elections, ensuring the proceedings are

fair, free and democratic. Work in line with the strategic plan.

1.3.Students’ Union President Job Description1.3.1. The President will:

Be the lead representative of the Student Body, and the figurehead of the Union.

Be responsible for leading the direction of the Students’ Union. Be a member of the SU Finance Team and one of the three

signatories on the SU accounts. Chair all executive meetings, and will co-chair the Trustee Board. Be accountable to the student body through regular reports to

Student Council. Liaise with and support the Vice-President concerning academic

representation.

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Manage the Students’ Union team effectively. To be a full member of University Council, and to attend other

University committees as appropriate.

1.4. Vice President: Education Job Description1.4.1. The Vice President: Education will:

Be the lead representative for the Students’ Union on academic issues.

Co-ordinate the Student Representative Scheme including the recruitment of course and service representatives and the recruitment of reps for boards and committees.

Be responsible for the training of all student reps Be the organizational lead for Student Council Act as a representative for students when required for academic

cases and appeals. To act as the lead representative on advocacy, giving support to

students regarding complaints and academic issues Support the University in promoting and organizing both the

National Students Survey and BG Student Satisfaction Survey. Deputise for the President when required including attending

meetings and organising executive meetings. Attend University boards and committees as appropriate

2. Terms of Office 2.1. The Sabbatical Officers will be elected in line with the rules

and regulations detailed in Clause 1.1.1 of By-Law 10, and the 1994 Education Act.

2.2. Terms of office for Sabbatical Officers will be for a year from 1st July to the 30th June.

3. Complaints 3.1. All complaints received will be dealt with using the BGSU

Complaints Policy4. Removal from Office

4.1. See Clauses 3 and 4 of By-Law 12

5. Eligibility5.1. Sabbatical candidates must either be:

5.1.1.Final year students about to graduate5.1.2.Current students, with the permission to take a year out5.1.3.Current Sabbatical officers who have only served one term in

any Sabbatical position.5.2. Sabbatical candidates must not have been removed from any

previous position by a vote of no confidence

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By-Law 6: Part time Executive Officers andthe Executive Team1. Executive Team Responsibilities

1.1.Alongside the Executive Team, Sabbatical Officers shall: Support and promote all Union activity. Attend Appropriate meetings, training sessions and Student Council. To be representative of the entire student body of the University, in

regards to the Equal Opportunities Policy. Be an equal member of the executive team led by the President and

Vice President: Education. Be available for handover prior to your term in office. Ensure an effective handover at the end of your term in office. Make use of appropriate resources provided by NUS To adhere to the Code of Conduct, and Health and Safety Policy. Liaise with the Students’ Union Manager for the expenditure of

relevant budgets. Undertake any other duties as may reasonably be required. Represent membership with regards to the Equal Opportunities

policy.2. Terms of Office

2.1. The Part Time Executive Officers will be elected in line with the rules and regulations detailed in Clause 1.1.1 of By-Law 10.

2.2. The terms of office for Executive Part Time Officers will be for a year from 1st July to the 30th June.

2.3. If a part time elected officer ceases to be a registered student at the University they shall be deemed to have resigned with immediate effect.

3. Eligibility3.1. Part time Officer candidates must be students at the time of

their election, and their term in office3.2. They must have not been removed from any position by a

vote of no confidence.3.3. They must hold no other position. If they run for this position

while in another, they will automatically resign that position when elected into this.

4. Executive Team Meetings4.1. Meetings of the Executive Team will be chaired by the President.

If the President is unable to attend the Vice President: Education will chair the meeting.

4.2. Meetings will be held every two weeks but may be called sooner by any two members of the team by indicating this, in writing, to the President.

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4.3. Sub-team Meetings will be held every two weeks and will be organised by the chair of each team. Sub-team meetings shall be run in the same way as Executive Team Meetings as detailed in 3.6 below.

4.4. Only elected Executive Team officers will be eligible to vote.

4.5. The Student Union Manager will act as an advisor to the group and may speak if the chair invites them to do so but will have no right to vote.

4.6. The order of business at executive meetings will be as follows: 4.6.1.Apologies.4.6.2.Minutes of the previous meeting.4.6.3.Agenda items.4.6.4.Review of executive work and duties. 4.6.5.Any other business.

4.7. Apologies for meetings must be submitted by 12PM, via email, on the day of the meeting. Apologies received after this time will not be accepted and recorded. Executive members who continually send apologies for meetings may be subject to disciplinary action at the discretion of the Sabbatical Officer Team.

4.8. Agenda items must be submitted by 12PM on the day of the meeting. Agenda items received after this time may have to wait until the following meeting.

4.9. Agenda items as mentioned in Clause 3.6.3. the types of items that should feature in Exec meetings,

4.10.The quoracy for meetings will be half of the elected representatives plus one.

4.11.Voting will happen by a show of hands, for, against and to abstain. A resolution will be passed by a simple majority.

4.12.In the case of a tied vote the Chair will have an additional casting vote.

5. Complaints 5.1. All complaints received will be dealt with using the Complaints

procedure as detailed in By-Law 12.

6. Removal from Office 6.1. See Clauses 3 and 4 of By-Law 12

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By-Law 7: Non-Executive ElectedRepresentatives 1. Definition

1.1. The Non-Executive Elected Representatives exist to be external from the SU, either to hold elected Representatives to account, or to represent views external to those of the Students’ Union. These positions are the following:1.1.1.Liberations Representatives1.1.2.Chair of Student Council1.1.3.Student Member of University Council1.1.4.Student Trustees (See By-Law 9)

2. Eligibility2.1. Non-Executive Elected Representative candidates must be

students at the time of their election, and their term in office2.2. They must have not been removed from any position by a

vote of no confidence.2.3. They must hold no other position. If they run for this position

while in another, they will automatically resign that position when elected into this.

3. Liberations Representatives - Responsibilities

3.1. Gender and Sexuality Representative3.1.1. To aim to provide a safe and supportive community for those who

recognise with all genders and sexualities.3.1.2. To represent views of these students to the Students’ Union,

Student Council and the University.3.1.3. Promote equal opportunities and a zero tolerance policy.3.1.4. Organise campaigns to increase awareness of student issues for

those who feel marginalised with regards to gender and/or sexuality.3.1.5. Promote links with other similar groups and organisations, within

the local community, regional area and nationally. 3.1.6. Attend regular meetings and report to the Liberations Officer.

3.2. Disabled and SEN Students Representative3.2.1. To aim to provide a safe and supportive community for disabled

students and those who identify as having a disability or Special Educational need at the University.

3.2.2. To represent views of these students to the Students’ Union, Student Council and the University.

3.2.3. Promote equal opportunities and a zero tolerance policy.3.2.4. Organise campaigns to increase awareness of issues disabled

students face. 3.2.5. Promote links with other similar groups and organisations, within

the local community, regional area and nationally.3.2.6. Attend regular meetings and report to the Liberations Officer.

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3.3. Equality Representative3.3.1. To aim to provide a safe and supportive community for all students

at the University, focusing on key demographics not covered by the other two Representatives.

3.3.2. To represent views of all students to the Students’ Union, Student Council and the University.

3.3.3. Promote equal opportunities and a zero tolerance policy.3.3.4. Organise campaigns to increase awareness of equality and

diversity.3.3.5. Promote links with other similar groups and organisations, within

the local community, regional area and nationally.3.3.6. Attend regular meetings and report to the Liberations Officer.

4. Chair of Student Council - Responsibilities4.1.To Chair all Student Council meetings impartially and ensure that

meetings are conducted in an appropriate manner. 4.2.To Chair BGSU’s Annual General Meeting (AGM). 4.3.To ensure that Student Council operates in accordance with BGSU’s

Constitution and Bye-Laws. 4.4.Be responsible for ensuring that all members present receive equality of

opportunity to speak. 4.5.To ensure elected officers are held to account.

5. Student Member of University Council - Responsibilities

5.1.To represent the student body within the University Council, attending University Council meetings

5.2.To work to encourage student engagement with the business of the University.

5.3.To work with the other student representatives to disseminate information to students about the University Council and meetings and gather their views

5.4.To attend key internal events including Student Council and occasionally represent the University at external events.

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By-Law 8: Course and Service Representatives 1. Student Representative Job Descriptions All Student Representatives are expected to engage with the three areas below:

1.1.Communication: Talking to a variety of students to gain a good understanding of

student’s opinions to be able to properly represent them. To feedback important issues raised in Student Council and other

meetings you attend to the Students you represent Network with other Student Reps to get to know them and the issues

the students they represent face1.2.Representation:

Equally discussing students’ views, as well as your own. Sitting on Boards and committees relevant to your position, your skills

or your interests1.3.Democracy:

Using Student Council as a forum for student voice, and voting on issues that affect you and the students you represent.

Proposing motions to Student Council to make the changes that students want

2. Course Representatives2.1.A Course Representative is expected to:

Communicate the ideas and concerns of the students they represent with their Academic Co-ordinator and Module Tutor

Meet Regularly with your Academic Co-ordinator Follow the hierarchy of resolution for concerns to be resolved

effectively1. Module Tutor2. Academic Co-ordinator (if different to the above)3. Vice President: Education4. Student Council

Attend Student Council with voting privileges

3. Service RepresentativesA Service Representative is expected to:

Have appropriate and sufficient knowledge and interest in the area which they will be representing.

Act as an advocate to the area that they are representing. Advise and assist in the communication of relevant information to

students at Bishop Grosseteste University (BGU), including:o Helping students to gain an understanding of the services that

the represented department provideo Communication of updates.o Assisting in statements of success to students.

Attend Student Council with voting privileges Regularly update Student Council with appropriate and consistent news

and updates from the department Either:

o Attend the regular meetings held by the department

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o Or regularly meet with the Service Manager if the department have no meetings appropriate to the student.

4. Censure4.1.Course Representatives

4.1.1. In cases where course Reps are believed to not be fulfilling their role, they may be Censured. To do this, Student Council will see a vote of Censure where students represented by the Rep in question are invited. A proxy vote by email will be set up within 7 days after the Council date, and will close 7 days after it begins. The Censure will run in accordance with Clause 2 of By-Law 12.

4.2.Service Representatives4.2.1.Service Representatives will be Censured under the usual procedure

in Clause 2 of By-Law 12.

5. Removal5.1.Course Representatives

5.1.1.A Course Representative wishing to resign their position must inform the Students’ Union Vice President: Education in writing. The Vice-President will then organise the election of a new Course Representative as quickly as is feasible.

5.1.2. If a Student ceases to be a Student at Bishop Grosseteste University, ceases to study the course they are the representative for, or if the student intercalates then they will automatically resign their post. In cases where notifying the Students’ Union is possible, it is courteous to do so.

5.1.3. In cases where course Reps are believed to not be fulfilling their role, they may

5.2.A Service Representative wishing to resign their position must inform the Students’ Union Vice President: Education in writing. The Vice-President will then advertise the vacant Service Representative position.5.2.1. If a Student ceases to be a Student at Bishop Grosseteste

University, or if the student intercalates then they will automatically resign their post. In cases where notifying the Students’ Union is possible, it is courteous to do so.

5.3.Motions of no-confidence in Course Representatives5.3.1. In cases where course Reps are believed to not be fulfilling their

role, they may be removed by motion of no-confidence, providing they have previously Censured. To do this, Student Council will see a motion of no confidence where students represented by the Rep in question are invited. A proxy vote by email will be set up within 7 days after the Council date, and will close 7 days after it begins. The motion of no-confidence will run in accordance with Clause 2 of By-Law 12.

5.4.Motions of no-confidence in Service Representatives5.4.1.Service Representatives will receive motions of no-confidence under

the usual procedure in Clause 4 of By-Law 12.

By-Law 9: Trustees21

1. Membership 1.1. The Board of Trustees will include the following members as

specified in clause 9.1 of the Constitution: 1.1.1. Sabbatical Trustees, two: The two sabbatical officers of BGSU, The

President and the Vice President: Education1.1.2. Executive Trustee, one: One other member of the Executive

committee who will be elected by the Executive Committee1.1.3. Student Trustees, two: Two independent student trustees who hold

no other office within BGSU and have been duly elected in accordance with section 7.3

1.1.4. Student University Council Trustee, one: The student member of University Council

1.1.5. University Council Trustee, one: One other member of University Council who is not employed by the University

1.1.6. Alumni Trustee: One alumnus/alumna of BGU who is not employed by the University. This Trustee will be nominated by the Executive Committee and approved by the Student Council

1.1.7. Independent Trustees, two: Two independent trustees who are not employed by the University. These Trustees will be nominated by the Executive Committee and will be approved by Student Council

1.1.8. Vice Chacellor’s Nominee Trustee, one: A member of University staff nominated by the Vice Chancellor

1.1.9. 1.2. As stated clause 9.1 of the Constitution the Alumni and the

Independent Trustees will be nominated by the Executive Committee and approved by Student Council.

1.3. If the Chair is not available, the trustees will appoint another Chair for the meeting.

2. Duties and Powers 2.1. The BGSU Board of Trustees shall be responsible for

overseeing the management, governance, budget and strategy of BGSU and are subject to the Education Act, BGSU Constitution and these By-Laws. The Trustee Board may exercise all the powers of the Union as detailed in clauses 9.4 and 9.5 of the Constitution.

2.2. The Trustee Board can override any decision or policy made by BGSU members at an AGM, a referendum, by Student Council or by the Executive Committee which: 2.2.1.Has or may have serious adverse financial effects for us. 2.2.2. Is or may reasonably be thought to be against the law. 2.2.3.May not be in the best interests of BGSU and its members or

could damage the reputation of BGSU or BGU or contravenes one or more of the objects or powers of BGSU as stated in points 1 and 2 of the Constitution. (Constitution 9.5 a-c).

2.3. The trustees will be required to present a report to Student Council following each Trustee meeting.

2.4. Trustee meetings will be run in line with clauses 9.6-9.12 of the Constitution.

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2.5. Whenever a matter is to be discussed at a meeting or decided in line with clause 9.12 of the Constitution and a trustee has a conflict of interest, they must declare this interest to the other trustees. They will be required to leave the meeting whilst the matter is being discussed and will not be eligible to vote on the matter as detailed in clause 9.13 of the Constitution.

3. Terms of Office Trustees’ terms of office shall be as follows:

3.1. The Sabbatical Trustees’ term of office will be for one year, starting on the 1st July to the 30th June the following year. Sabbatical Trustees may serve a maximum of two terms of office, providing they are re-elected to a Sabbatical position for a second term.

3.2. The Executive Officer Trustees’ term of office will be for one year, starting on the 1st July to the 30th June the following year. The Executive Officer Trustee may serve a maximum of two terms of office, provided they remain an elected member of the Executive Committee during this period. If an officer is re-elected as an Executive Committee member, they will continue to serve as a Trustee.

3.3. The two Student Trustees term of office will be for the duration of their course unless they resign (as long as this complies with clause 9.2b of the Constitution) or are removed as a member of BGSU.

3.4. The Student member of the University Council will serve as a trustee for as long as they hold their position on the University Council. This shall normally be for the duration of their course unless they resign (as long as this complies with clause 9.2b of the Constitution). If they resign from University Council, they will automatically cease to be a member of the Trustee Board with immediate effect.

3.5. The University Council Trustee will serve as a trustee for as long as they hold their position on the University Council. If they resign (as long as this complies with clause 9.2b of the Constitution) or their term of office for University Council ends they will automatically cease to be a member of the Trustee Board with immediate effect.

3.6. The Alumni Trustee will serve as a trustee for a term of four years unless they resign (as long as this complies with clause 9.2b of the Constitution). The Alumni Trustee will be able to serve for a maximum of two terms of office.

3.7. The two Independent Trustees will serve as a trustee for a term of four years unless they resign (as long as this complies with

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clause 9.2b of the Constitution). The Independent Trustees’ will be able to serve for a maximum of two terms of office.

3.8. The University Staff Member Trustee will serve as a trustee for a term of four years unless they resign (as long as this complies with clause 9.2b of the Constitution) or cease to be a member of staff of the university. If they cease to be a staff member, they will automatically cease to be a member of the trustee board with immediate effect. The staff member may serve for a maximum of two terms of office.

4. Student Trustees4.1. All full members of BGSU are eligible to run for election to

become a Student Trustee. If they hold another position for BGSU, they are entitled to run but will be deemed to have automatically resigned if they are elected into the post of Student Trustee.

4.2. Both Student Trustees must be a student at the time of the election and will continue to be a student for the duration of their term of office.

4.3. Student Trustees will be elected alongside the main Students’ Union elections and will be subject to the rules and regulations stated in the BGSU Elections Policy.

5. Independent Trustees5.1. Independent Trustees will be recruited by the Trustee Board

and approved by a majority vote by Student Council.

5.2. Independent Trustees will have expertise in areas such as governance, management, finance, business and strategy.

5.3. Recruitment will be clearly communicated and in line with BGSU’s Equal Opportunities Policy.

6. Termination of Appointment 6.1. Trustees can be removed by the Trustee board if they fail to

attend two trustee meetings in a row without sending apologies in line with clause 9.2c of the Constitution.

6.2. In the case of trustees appointed by Student Council, a motion of no confidence in a particular trustee can be passed by a two-thirds majority vote by Student Council as detailed in clause 9.2d of the Constitution.

6.3. If a trustee resigns or is removed from office a new trustee will be appointed as specified in clause 9.3 of the Constitution.

7. Remuneration

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7.1. As specified in the Constitution trustees cannot receive any money or property from BGSU except for the reasons detailed in clause 3.2 a-c.

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By-Law 10: Elections 1. Elections

1.1. BGSU will hold a cross-campus ballot for the following positions: 1.1.1.The two full time Sabbatical positions. 1.1.2.The thirteen part-time members of the Executive Committee. 1.1.3.The chair of Student Council. (When required as detailed in

By-Law 2 clause 3.2). 1.1.4.The Student member of University Council. (When required as

detailed in By-Law 2 clause 3.5) 1.1.5.The two Student Trustees. (When required as detailed in By-

Law 2 clause 3.6)1.1.6.The three Liberations Representatives1.1.7.The Sports and Societies Executive teams.

1.2. BGSU’s main elections shall be conducted during the spring term with a by-election in the summer term for any vacant positions.

1.3. BGSU and the Returning Officer provided by NUS shall be responsible for overseeing all elections.

1.4. BGSU will provide a Deputy Returning Officer which shall be the Students’ Union Manager

2. Nominations 2.1. All full members of BGSU can nominate or be nominated, with

the candidate’s consent, for any positions detailed in clause 1.1 of By-Law 10.

2.2. Re-Open Nominations (RON) shall be included as a candidate in all elections.

2.3. Full members may only nominate one candidate for each position during an election undertaken by BGSU.

2.4. Members of the Executive Committee on the Election Committee may not nominate candidates for any post.

2.5. Candidates cannot hold more than one position at any one time, and therefore cannot run for more than one position in the same election.

2.6. Completed Nomination forms should be returned to the Students’ Union Office within the notified timescale.

3. Voting 3.1. Only Full members of BGSU are eligible to vote in any BGSU

election. 3.2. Voters will need to provide their current student ID card to prove

their eligibility to vote. 3.3. Voting shall be by secret ballot. Ballot boxes will be secured

following each day of voting and shall not be opened under any circumstances until the commencement of the count.

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3.4. In the event of a candidate/s failing to reach the quota required to be elected, a by-election will be held for this position.

3.5. If insufficient nominations have been received to fill all the positions at the close of nominations, the election shall proceed. A by-election will be held for the remaining vacant position.

3.6. It is BGSU’s responsibility to ensure that all full members, regardless of their location of study, have access to vote in any BGSU election.

3.7. Single vacancy elections shall be run using the Alternative Voting System and multi-vacancy elections shall be conducted using the Single Transferable Voting System.

3.8. In the case of a tied vote in any election the President will have the casting vote only.

3.9. All candidates will be informed of the time and the venue for the count. A candidate’s representative may attend the count as an observer only.

3.10. The Returning Officer may be assisted in the count by volunteers who are not running in the elections, or affiliated to a candidate.

3.11. Once the votes have been counted they should be kept for a period of six months in case of appeals.

4. Campaigning4.1. Each part-time candidate is allowed £50 budget to spend on

their campaign, and each Sabbatical candidate is allowed £100 to ensure candidates from all backgrounds are given the same chance.

4.2. Candidates will be allowed a manifesto to be put on the manifesto board, which will be monitored by BGSU. Manifestos have no word limit, but may not exceed the space taken up by an A3 sheet.

4.3. Campaigning may not occur within sight or sound of a ballot box, excluding the manifesto board.

4.4. Candidates, or anyone affiliated to those candidates must not deface, destroy or remove any campaign material that is not their own.

5. Complaints 5.1. Any complaint concerning the administration and conduct of

the election will be heard and determined by the Deputy Returning Officer within 48 hours of the complaint being lodged by any full member, the candidate or their nominees.

5.2. The Deputy Returning Officer should receive any complaint about the administration and conduct of the election prior to the count.

5.3. All complaints must be submitted in writing, including appropriate evidence to the Deputy Returning Officer using the BGSU Complaints Form.

5.4. In determining the resolution of a complaint, the Deputy Returning Officer after receiving all the appropriate evidence, may choose to not uphold the complaint; may holt the election for the

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specified post(s) or disqualify specified candidate(s) if, in their view, a candidate(s) has breached election regulations.

5.5. The ruling of the Deputy Returning Officer on any complaint shall be final.

5.6. After the elections or by-elections any appeals against the determined and published results may be made within 28 days to the SU Manager.

By-Law 11: Clubs, Societies and Groups1. Definition

1.1. Student clubs will include all sports that can be officially represented in British Universities and Colleges Sport (BUCS).

1.2. Student societies will include all other non-sporting or sporting activities that cannot be represented in BUCS.

1.3. Student groups will be created and managed by BGSU and will be free to all full members to join. If a student group wishes to charge membership or general fees it must become a club or society in line with clauses 1.1 and 1.2 above.

2. Aims 2.1. To engage students in sporting or recreational activity. 2.2. To represent BGSU and BGU. 2.3. In the case of student clubs as detailed in clause 1.1, to

provide and succeed at a competitive level in the BUCS league or other competitive fixtures.

2.4. To provide social and personal developments opportunities for all members.

3. Membership 3.1. All full members of BGSU will be entitled to join any club,

society or group. 3.2. Associate members will be able to join any, club, society or

group if they receive a majority vote in favour of them joining from Student Council as detailed in By-Law 1 clause 2.2.

3.3. All full members will be entitled to a free taster session before becoming a member of a club or society.

3.4. To join a club or society on a permanent basis the relevant membership fees must be paid.

3.5. Only members of a club or society, who hold full membership to BGSU, can nominate, and/or vote in elections concerning a particular club or society.

3.6. BGSU reserves the right to take disciplinary action, suspend and/or remove membership if members break the club, society and group rules and regulations as detailed in the Clubs, Societies and Groups Behavioural and Disciplinary Policy, the rules and regulations of BGSU and/or BGU. Any disciplinary action will be undertaken in accordance with the rules and regulations set down in By-Law 8.

3.7. Members of clubs, societies or groups can also be removed by a resolution of removal by a two-third majority vote in Student Council. The procedure for a resolution of removal will be the same

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as that of a resolution of removal from BGSU membership as detailed in By-Law 1 clauses 5.3-5.4.

4. Affiliation 4.1. The creation of a new club or society will be approved if a club

and society creation form is filled out, with three club or society executive and six additional signatures from full members of BGSU.

4.2. The Activities Team will approve all clubs and societies, if they are within the confines of the law, are financially viable, do not duplicate existing provision and are in line with our objects as detailed in the Constitution 1a-c.

4.3. All clubs and societies that are affiliated to BGSU must adhere to its Constitution, By-laws and any additional rules and regulations.

4.4. BGSU must be notified and approve all external affiliations by any club or society.

5. Duties and Responsibilities of Club/Society Executive 5.1. To adhere to the rules and regulations specified in the BGSU

Constitution, the By-laws and the Clubs, Societies and Groups Behavioural and Disciplinary Policy, the rules of BGU and the Law of the Land.

5.2. To allow all students to join clubs, societies or groups and to represent all members regardless of their background and/or circumstances in line with BGSU’s Equality and Diversity Policy.

5.3. To work alongside BGSU in ensuring appropriate membership, match and general fees are collected and administered through the union. It is the responsibility of all clubs and societies to ensure that they have no financial deficit outstanding at the end of each academic year. Any club/society spending must be approved by the club/society executive. If unapproved by the club/society executive the expenditure will not be reimbursed by the Students’ Union.

5.4. To send a representative to Student Council. 5.5. To fulfil the duties and responsibilities specified in the club

and society job descriptions

6. Removal from Position6.1. See Clauses 3 and 4 of By-Law 12.

7. Dissolution 7.1. BGSU reserves the right to dissolve any club or society which

are unlawful, are in substantial debt, duplicate existing provision or are operating in a way that goes against our objects as detailed in the Constitution 1a-c.

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By-Law 12: Conduct, Censure and Removal from Office 1. Code of Conduct

1.1. Representatives of the Students’ Union must agree to and uphold the following:

1.1.1.To adhere to the Unions constitution and by-laws, any relevant policies (including the equal opportunities policy) and the rules of the institution when participating in events.

1.1.2.To exercise democracy at all times.1.1.3.To act responsibly, and renounce any activity or behaviour which

could bring you, Bishop Grosseteste Students’ Union or Bishop Grosseteste University into disrepute, on or off campus. This includes exercising and advocating responsible drinking when representing the Union.

1.1.4.To not engage in any behaviour that is threatening, intimidating and offensive or that is illegal. As members of the Students’ Union you are expected to lead by example and display behaviour which is befitting to this role.

1.1.5.To be respectful to all members of the University. Discrimination of any sort, including, but not exclusively relating to; age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion and belief, sex and sexual orientation will not be tolerated.

1.1.6.To not undertake harassment or bullying of any form and to act respectfully towards others.

1.1.7.To ensure that any Union resources (money, equipment, rooms, assets) are used solely for the purpose of achieving the aims and objectives of the group (The Union, societies, clubs and committees).

2. Censure2.1. A Censure is a formal expression of severe disapproval and is

one of the strongest ways students can hold elected officers/representatives to account. A censure is used to reprimand officers/representatives for not fulfilling their job role.

2.2. Any elected representative considered not to be fulfilling the requirements of their job role, may be censured by Student Council.

2.3. Anyone to be subject to a Motion of no Confidence will be informed within 48 hours of it being received. The motion will be the formal business of the next Student Council as long as the representative subject to the motion of no confidence has had at least a minimum of seven days to prepare a counter argument.

2.4. At Student Council the proposer of a motion state the argument for the censure unless the motion is being submitted anonymously, in which case a Sabbatical Officer will present it on their behalf. This will be followed by a counter argument from the representative subject to the proposed censure. The Chair of

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Student Council may accept additional speeches for or against as long as there are an equal number of speeches for each side.

2.5. A Motion of Censure has to be presented to Student Council and requires a simple majority to be passed and if passed is considered a formal warning. If this formal warning is not headed then the Censure should be followed by a Motion of No Confidence, to remove an officer from a position.

2.6. A Motion of Censure requires a majority to uphold. Voting will be carried out by secret ballot.

2.7. Motions of Censure may only occur when elected officers are in post.

2.8. Any complaint related to the conduct of elected officers currently not in post must be dealt with using the BGSU Complaints Procedure.

3. Removal from Office3.1. An elected representative can resign their position in writing,

addressed to the President.3.2. If an elected Part Time Officer or representative ceases to be a

registered student at the University they shall be deemed to have resigned with immediate effect.

3.3. If an officer misses three consecutive Executive Committee meetings and/ or team meetings (Activities, Opportunities or Welfare) without apologies being sent to the SU office before 12PM on the day of the meeting, they will be deemed to have resigned from office. Extenuating circumstances will be taken into account.

3.4. A representative can be removed from their position:3.4.1. If they are found to be perverting or attempting to pervert the

democratic procedures of the union. 3.4.2.For behaviour that is intimidating and/or violent towards other

elected officers, students, staff or the community. 3.4.3.For behaviour that is considered to be an extreme breach of

the union’s Equal Opportunities Policy. 3.4.4.For defrauding or attempting to defraud the union or the

university. 3.4.5.For embezzlement of union funds.

3.5. In the event of a sabbatical position becoming vacant the Trustee Board will decide whether a by-election is possible or appropriate.

3.6. If the President position becomes vacant then the Vice President: Education shall become acting President until a by-election takes place or the end of their term in office, whichever comes first.

3.7. Any Executive Officer found to be in breach of University rules following a University investigation may also be removed from post if deemed appropriate.

3.8. A Sabbatical Officer may be removed from office by the BGSU Trustee Board if they are in breach of their contract.

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4. Motion of No Confidence 4.1. A Motion of No Confidence is the procedure students use to

remove an elected representative from their position. A motion of no confidence cannot be carried out unless a motion of censure has been passed previously by student council.

4.2. Any elected representative considered not to be fulfilling the requirements of their job role, as detailed in the By-Laws, may be removed from office by a motion of no confidence from Student Council. Prior to this a motion of censure (See above) must be passed.

4.3. Anyone to be subject to a motion of no confidence will be informed within 48 hours of it being received. The motion will be the formal business of the next Student Council as long as the representative subject to the motion of no confidence has had at least a minimum of seven days to prepare a counter argument.

4.4. At Student Council the proposer of a motion of no confidence will state the argument for the resolution of no confidence unless the motion is being submitted anonymously, in which case a Sabbatical Officer will present it on their behalf. This will be followed by a counter argument from the representative subject to the motion of no confidence. The Chair of Student Council may accept additional speeches for or against as long as there are an equal number of speeches for each side.

4.5. A motion of no confidence requires a majority to uphold. Voting will be carried out by secret ballot.

4.6. Motions of no confidence may only occur when elected officers are in post.

4.7. Any complaint related to the conduct of elected officers currently not in post must be dealt with using the BGSU Complaints Procedure.

4.8. If a motion of no confidence is passed against an Executive Officer they will be unable to continue or rerun for any elected position, including Sabbatical Officer positions, for the duration of their studies.

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