the constitution as at october 2006 1

8/14/2019 the constitution as at october 2006 1

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CONSTITUTION

October 2006


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C O N T E N T S

Page Heading Clause

CONSTITUTION

2 Name and Definitions 1.0

2 Aims and Objectives 2.0

2 DSU Membership 3.0

2 Governance of DSU - General Principles 4.0

3 General Meetings 5.0

3 Annual General Meeting 6.0

3 Extraordinary General Meetings 7.0

4 The Governing Council 8.0

5 Student Officer Committees 9.0

6 Referendums 10.0

6 Election of Officers 11.0

7 By-elections 12.0

7 Removal of Officers 13.0

7 Clubs and Societies 14.0

7 Affiliations to External Organisations 15.0

7 Complaints 16.0

8 DSU Finances 17.0

8 Freedom of information 18.0

9 Amendments 19.0

9 Indemnity 20.0

9 Discipline 21.0

9 Interpretation 22.09 Winding up 23.0

APPENDICES

11 Complaints Procedure Appendix 1

13 Opting Out Appendix 2

14 Disciplinary Procedure Appendix 3

19 Election Regulations (Ballot) Appendix 4

23 NUS Conference Delegates Appendix 4 Part

2

24 Clubs & Societies Appendix 5

28 Meeting Regulations and Standing Orders Appendix 6

33 Finance Schedule Appendix 7

34 Staffing Protocol Appendix 8

36 Job Descriptions - Executive Officers Appendix 9

42 Job Descriptions - Student Officers (Unpaid) Appendix 9 Part 2

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1. Name and Definitions

1.1 There shall be a students' union in the name of De Montfort University Students Union(for the rest of this document the organisation will be referred to as DSU).

2. Aims and Objectives

2.1 To promote the interests of students at De Montfort University (the University) during

their course of study and to represent, support and advise members.

2.2 To provide social and recreational activities for its members.

2.3 To be the recognised representative channel between students and the University and anyother external body.

2.4 That the diversity of DSU members is recognised and that equal access is available to allmembers of whatever origin or orientation.

2.5 To provide a safe space for students to socialise outside of traditional academic hours.

3. DSU Membership

3.1 All registered students studying at the University and students on placements as part oftheir course of study shall be full members of DSU unless they have decided to relinquishtheir membership in accordance with the 'opting out' regulations (Appendix 2).

3.2 Any Executive officer shall be a full member of DSU for the duration of their period ofoffice, on completion of which they shall be eligible for honorary life membership.

3.3 The Governing Council may put forward a motion to a General Meeting to confer honorarylife membership, on any person, in recognition of outstanding services to DSU.

3.4 The following persons shall be eligible for associate membership, on payment of a fee orfees determined by Governing Council:

a) All past full members;b) All members of the academic and non-academic staff of the University (during their

employment with the University);c) Retired members of the academic and non-academic staff of the University (who have

retired whilst in the service of the University);d) All employees of DSU (during their period of employment);e) Retired employees of DSU (who retired whilst in the service of DSU).

3.5 All members shall be entitled to enjoy the facilities of DSU and take part in its educational,

social, sporting and cultural activities. Only full members shall be entitled to speak andvote at DSU meetings, stand and vote in DSU elections, and hold office in clubs andsocieties and play in the BUSA leagues / competitions.

Governance of DSU

4. General Principles

4.1 DSU recognises the need for decision making and accountability at all levels. A decisionwhich will have an effect upon all students of DSU shall be taken to a general meeting.

4.2 All meetings shall be held in accordance with the Meetings and Standing Orders Schedule

(Appendix 6).

5. General Meetings

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5.1 General Meetings shall be the sovereign body of DSU.

5.2 All full members are eligible to attend, speak and vote at a general meeting.

5.3 Governing Council members shall have full speaking rights at general meetings.

5.4 The Union Director may attend in a non voting advisory capacity.

5.5 Observers who may be invited into the meeting by the chair shall not be entitled to vote;they may be invited to speak by the chair, who may also request they leave the meeting.

5.6 General meetings shall be convened by Governing Council at least once per academic term.One shall be the Annual General Meeting.

5.7 Full publicity shall be given no less than ten (10) University days prior to a meeting. Thisnotice shall specify time, date, place and statutory business to be considered. The finalagenda must be published not less than three (3) University days before the meeting.

5.8 The quorum of general meetings shall be 150 members.

5.9 General Meetings have the power to:-

a) amend the constitution (subject to Clause 18);b) discuss and pass policy;c) hold elected officers to account;d) ratify Governing Council decisions and approve minutes.

5.10 General meetings shall not discuss any issues relating to staff or staffing decisions.

5.11 Once the vote has been taken at a General Meeting, that item of business may not bereopened at that meeting or within the next three (3) calendar months.

6. Annual General Meeting

6.1 In addition to the functions specified for the general meeting, the annual general meetingmust approve:-

a) the DSU budget;b) the audited accounts.

7. Extraordinary General Meetings

7.1 An Extraordinary General Meeting (EGM) shall consider only the item(s) of business forwhich it was specifically called. The issue must concern a matter that arose after the

previous general meeting that requires discussion before the date of the next generalmeeting.

7.2 An EGM shall be convened by Governing Council on receipt of a petition of 60 fullmembers

7.3 An EGM may be called by Governing Council.

7.4 Notice of the meeting shall be given not less than five (5) University days prior to themeeting. This shall specify date, time, place and the motion to be discussed and shall beissued within seven (7) University days of the original request having been received.

8. The Governing Council

8.1 The Governing Council shall be the trustees of DSU.

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8.2 The Governing Council shall consist of the following Executive officers:-

a) President;b) Deputy President Education;c) Vice President Media;d) Vice President Student Activities;

e) Vice President Welfare.

8.3 Any full member of DSU may observe any meeting of Governing Council, but must notifythe President at least one (1) University day prior to the meeting. They shall have nospeaking or voting rights. Speaking rights may be granted at the discretion of GoverningCouncil.

8.4 The Union Director shall attend in a non-voting advisory capacity.

8.5 Other persons may attend, at the discretion of Governing Council, in a non-voting advisorycapacity.

8.6 Governing Council shall be called not less than twice per term.

8.7 The chair shall normally be the President.

8.8 The chair shall have only a casting vote.

8.9 The quorum shall be 2/3rd of elected members, rounded up.

8.10 Governing Council shall:-

a) be responsible for DSU on a day to day basis and shall act in accordance with thedecisions of the general meetings, the constitution, appendices, protocols and relevant

legislation;b) ensure the implementation of DSU policy;c) oversee, monitor and ensure the smooth running and management of DSU;d) be responsible for the direction of DSU in accordance with a strategic plan;e) be responsible for drawing up a budget and ensuring that financial reports are made to

general meetings;f) ensure adherence to DSUs finance regulations, procedures and controls in accordance

with clause 16 and appendices of this document;g) prepare an annual report detailing the activities of DSU;h) receive and approve minutes from Student Officer Committee meetings;i) be responsible for the employment of such staff as may be required to manage and

administer the organisation, according to the provisions set out in the staffing protocol;j) appoint members to DSUs disciplinary committees in accordance with the disciplinary

procedure (Appendix 3);k) approve the regulations governing clubs and societies as set out in Appendix 5;l) set up other committees in response to DSU needs and define their terms of reference;m) fulfil specific responsibilities as laid down in individual job descriptions;n) ensure that elections are carried out in accordance with Appendix 4.

9. Student Officer Committee

9.1 The Student Officer Committee shall consist of the following:-

1 Executive officer:-

Deputy President Education

21 student officers (unpaid):-

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Black Students OfficerCampaigns OfficerCharles Frears Officer (Leicester only)Community OfficerCultural OfficerDemon FM Officer

Entertainments OfficerFirst Year OfficerInternational OfficerInvolvement OfficerLGBT OfficerMature Students OfficerMens OfficerMydsu.com OfficerRace Relations OfficerRAG OfficerResearch/Postgraduate OfficerSports Officer

Students with Disabilities OfficerThe Demon OfficerWomens Officer

9.2 Other Executive Officers may attend in an ex-officio, non-voting capacity.

9.3 The Director or their nominee may attend in a non-voting capacity.

9.4 Student Officer Committee shall not meet less than twice per academic term.

9.5 The quorum shall be 2/3rd of elected members, rounded up.

9.6 The chair shall normally be the Deputy President Education.

9.7 The chair shall have only a casting vote.

9.8 Student Officer Committee shall:-

a) make recommendations and representations to Governing Council on behalf of theirmembers, through the Deputy President Education

b) receive minutes of Governing Council.

10. Referendums

10.1 Referendums shall be conducted in accordance with the Election Regulations, clause 13(Appendix 4).

10.2 The result of a referendum will take precedence over any existing policy.

10.3 Referendums may be called by:-

(i) a 2/3rd majority of Governing Council;(ii) a petition of 5% of full members of DSU (detailing name and registration number).

10.4 If an issue is decided by referenda the Governing Council will have the right to refusefurther requests for referenda on that issue for a period of three (3) months.

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11. Election of officers

11.1All elections shall be held in accordance with the Election Regulations (Appendix 4).

11.2Executive officer elections shall take place in the second term, before the 31 st March

11.3The term of office for Executive officers shall be from 1 st July following election to 30th June

of the following year.

11.4The election of the following Student Officer positions shall take place in the second termbefore the 31st March:-

Black Students Officer, Campaigns Officer, Charles Frears Officer (Leicester only),Community Officer, Cultural Officer, Demon FM Officer, Entertainments Officer,Involvement Officer, LGB Officer, Mature Students Officer, Mens Officer, Mydsu.comOfficer, Race Relations Officer, RAG Officer, Sports Officer, Students with DisabilitiesOfficer, The Demon Officer and Womens Officer.

11.5 The election of the following positions will take place in the first term of the academic

year:-

First Year Officer, International Officer and Research/Postgraduate Officer.

11.6 All candidates must be full members of DSU in accordance with 3.1 of the Constitutionand shall be elected by cross campus ballot.

11.7 Any Executive officer is entitled to stand for a second term as a full member of DSUsubject to the provisions of clauses 11.4 - 11.7 above.

11.8 No Executive officer shall be eligible to stand for and serve more than two terms of office.

11.9 Executive officers shall receive an allowance and be required to sign an agreement ofoffice, stating their terms and conditions.

11.10The level of allowance shall be agreed by Governing Council but shall not be effective untiland unless ratified by a General Meeting.

11.11 Once elected, new officers may attend all committees that their future post entitles them to,as ex-officio non-voting members, where appropriate to do so.

12. By-elections

12.1 If an Executive post falls vacant and there is an Executive officer-elect, no by-election shall

take place.

12.2 If an Executive Officer post remains unfilled after the initial election one by-election maytake place before 31st March.

12.3 If a Student officer post falls vacant or remains unfilled after the initial election a by-election may be arranged by Governing Council.

12.4 In the case of a by-election all Election Regulations shall apply as outlined in Appendix 4.

13. Removal of officers

13.1 Any officer may be removed from office by:-

a) a breach of DSU or University disciplinary regulations on the grounds of grossmisconduct, resulting in dismissal;

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b) exclusion from the University on the grounds of poor academic performance.

13.2 Any officer of Governing Council may be removed from office by a 2/3rd majority vote ofno confidence at a general meeting.

14. Clubs and Societies

14.1 Clubs and societies may be recognised by Governing Council provided they meet therequirements of Appendix 5 to this Constitution and do not contravene DSUs aims andobjectives.

15. Affiliations to External Organisations

15.1 Any proposal to affiliate to an external organisation shall be subject to the approval ofGoverning Council.

15.2 New affiliations to external organisations shall be publicised to students and to theUniversity, and shall include the name of the organisation and the affiliation or subscriptionfee.

15.3 Details of all affiliations to external organisations, including the name of the organisationand the affiliation fee, shall be included in DSUs annual report which shall be madeavailable to students and to the University Board.

15.4 In the event of a challenge to an existing affiliation to any external organisation, a petitionsigned by at least 5% of full members of DSU must be submitted to the President. Areferendum shall be held on the issue. The referendum shall be conducted in accordancewith clause 13 of the Election Regulations (Appendix 4). A further referendum on thesame affiliation cannot be called in the same academic year.

16. Complaints

16.1 Complaints about service delivery, individual officers, the Governing Council, or anymember of DSU committees shall be dealt with via the complaints procedure in Appendix1. Members who complain will also be referred to the mechanisms in this constitution toremove officers and change the policy of DSU.

16.2 Any complaint about a member of DSU staff shall be dealt with according to thecomplaints procedure (Appendix 1) and staff protocol arrangements (Appendix 5).

17. DSU Finances

17.1 DSU receives annually an allocation of funds from the University sufficient in the view ofthe University Executive to enable DSU to pursue its aims and objectives effectively.DSU, through the Governing Council, shall ensure that such funds are used only for such

purposes as are consistent with DSUs status as an exempt educational charity and inaccordance with any stipulations made at the time of making the grant.

17.2 DSU, as delegated to the Governing Council, shall be empowered, in pursuit of its aimsand objectives, to open bank accounts in the name of DSU, lend monies, invest monies,

borrow monies, offer its material assets as security and do all other such things as arenecessary for the prudent conduct of its financial affairs as though it were a legal personand subject to no other restrictions save any which may be imposed by DSU policy,DSU/University Code of Practice and Finance Regulations (Appendix 7).

17.3 DSU, acting through the Governing Council, shall ensure that proper books of account are

maintained and that these books shall be audited annually by a qualified accountantappointed by the Governing Council.

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17.4 DSU shall submit requests for funding to the University in whatever form the Universityshall specify.

17.5 The annual accounts shall be available to all members of DSU and University Board.

17.6 The financial year of DSU shall run from 1st August to 31st July.

17.7 The organisation of DSU finances and systems of control shall be laid down in the FinanceAppendix (Appendix 7) which shall be binding on all members, committees, officers andstaff.

17.8 No union body may hold any funds whatsoever outside DSU accounts. Clubs andSocieties may hold private accounts within DSU accounting systems.

18. Freedom of information

18.1 At all meetings of the Governing Council, general meetings, annual general meeting andextraordinary general meetings minutes shall be taken which shall be circulated at the nextappropriate and relevant meeting. Confirmed minutes shall be displayed as soon as

possible after confirmation.

18.2 A copy of the Constitution, the Union policy file, the annual report and accounts includingthe budget, shall be available on request.

18.3 All meetings of the Governing Council shall be considered open although the designatedmembers of Governing Council may vote to hold a specific meeting, or an item of ameeting, as a closed session, which will involve only the members of Governing Counciland the Union Director.

18.4 Reserved business: Governing Council will, from time to time, need to discuss matters ofcommercial sensitivity and staffing matters. These sections of the meeting shall be held in

closed session and minutes held on a central file.

19. Amendments

19.1 Only General Meetings can amend the Constitution and Appendices.

19.2 All amendments to the Constitution shall require a 2/3rd majority vote at DSU generalmeetings.

19.3 Amendments to the Appendices shall only be proposed by Governing Council and require asimple majority vote at DSU general meetings.

19.4 Amendments to the Appendices must be approved by the University's Core Executivebefore they come into effect.

19.5 Amendments to the Constitution must be approved by the University Board before theycome into effect.

20. Indemnity

20.1 Every executive officer, appointee or member of staff of DSU shall be entitled to beindemnified by DSU against all losses or liability which he/she may incur in or about theexecution of his or her office or otherwise in relation thereto and no officer, appointee ormember of staff shall be liable for any loss, damage or misfortune which may happen to or

be incurred by DSU in the execution of the duties of his or her office or in relation thereto;

provided that nothing in this clause shall affect their liability for the consequences of anynegligent or unlawful act on their part.

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21. Discipline

21.1 All members of DSU shall be required to conform to the code of discipline as drawn up byGoverning Council, particularly when on premises administered, or at events organised byDSU.

21.2 The code of discipline may include sanctions up to and including the indefinite suspension

of any or all of the privileges of membership.

22. Interpretation

22.1 In the event of a dispute as to the interpretation of any part of this Constitution, the rulingof the President shall be sought.

22.2 In the event of a challenge to the President's ruling, the decision of the Governing Councilshall be final.

23 Winding Up

In the event of DSU ceasing to function as the recognised Student's Union of theUniversity, no operating or retained surplus or reserve or other asset of DSU shall bedistributed to its members or any of them. All the assets of DSU for the time being shallinstead be transferred to any non-profit making organisation having the like or similarobjectives to those of DSU. Such transfer will be effected in accordance with the decisionof the General Meeting but subject to the prior approval of the University. In the event ofdispute as to the destination of any such assets, the University shall decide the destinationin accordance with the principle set out in the second sentence of this paragraph.

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Appendix 1

Complaints Procedure

1. SERVICE COMPLAINTS

1.1 Any member or group of members has the right to raise issues about the delivery of servicewith the individual responsible for that service (the service manager). The servicemanager has a responsibility to respond to, and try to resolve, all issues raised at a local

level to the satisfaction of all parties. As many concerns as possible should be resolved atthis informal stage.

When a service failure has not been resolved at a local level to the satisfaction of theindividual or group concerned, they may complain in writing to the President.

1.2 Complaints to the President

1.2.1 In making a complaint, a complainant has a responsibility to:-

1.2.1.1 Seek resolution at a local level first;1.2.1.2 Be clear, accurate and truthful in their explanation;

1.2.1.3 Indicate what might be a satisfactory resolution for them;1.2.1.4 Respect the legal, regulatory, financial, and other constraints placed on

the Students' Union.

1.2.2 The President shall liaise with the Director to appoint a member of seniormanagement to act on his/her behalf. This manager shall act as a point of contactfor the complainant and try to ensure a satisfactory resolution for all parties. The

procedure is not prescriptive about the ways in which this should be achieved.Such flexibility is intended to encourage a wide range of non-adversarial routes toresolution.

1.2.3 The senior manager shall:-

1.2.3.1 Acknowledge receipt of each complaint (within two (2) University days);1.2.3.2 Request investigation by an appropriate manager (response required

within ten (10) University days);1.2.3.3 Maintain auditable records;1.2.3.4 Inform the President of the result of the investigation.

1.2.4 The President shall then advise the complainant of the proposed resolution onbehalf of DSU.

1.2.5 If the complainant is not satisfied with the response, then they may complain to theStudent Relations Manager at the University. The Student Relations Manager

shall respond to the complainant in accordance with the De Montfort Universitycomplaints procedure.

2. STAFFING COMPLAINTS

2.1 Any complaints from students or officers regarding a member of staff must be made inwriting to the President, and will be dealt with in accordance with the relevant staffgrievance procedure.

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3. Elected Officer Complaints

3.1 Any complaints from a DSU member regarding an elected officer must be made in writingto the President, or if the complaint is against the President, to the Deputy President. Thiswill be investigated in accordance with the procedures laid down in Appendix 3 of the DSUConstitution.

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Appendix 2

Opting Out

1. Mechanisms for Opting-out

The University will advise all students of their right not to be a member of DSU in writing

in the registration documentation. This information will also be made available in theUniversitys prospectus. Students wishing to opt out of DSU will complete an opting outsection or document at registration.

If exercised, the right to opt out will remain applicable for the whole of the academic yearto prevent frivolous or tactical opting out.

2. Rights of Opted-out Students

2.1 All DSU clubs and societies will be open to all De Montfort University students and willbe non-discriminatory in their aims and objectives. Different levels of membership fee maybe determined for students who are members of DSU and for opted-out members.

2.2 DSU shops and catering facilities will be open to all students.

2.3 Other than those facilities listed in 2.2 above, other DSU services or facilities will beavailable to all students, DSU members being given priority.

2.4 Opted out students will not be eligible to stand for office in DSU, vote in any DSUelections, hold office in any Clubs or Societies or play in the BUSA leagues / competitions.

2.5 A student who has opted out will only be entitled to enter DSU bar areas if signed in as aguest by a bona fide member.

2.6 A student who has opted out will only be entitled to enter any of DSU social events ifsigned in as a guest by a bona fide member. Entrance fees may vary for members and non-members of DSU.

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Appendix 3

Disciplinary Procedure

1. General Principles

1.1 This code is to be read in addition to, and in conjunction with, chapter two of the DeMontfort University General Regulations and Procedures Affecting Students and the Uniondisciplinary code and sanctions.

1.2 The disciplinary procedure shall normally consist of 3 stages. However, at any stage amatter may be referred to the University disciplinary procedure.

1.2.1 Stage One - The Vice President Student Activities in the first instance.Who may deal with minor offences at a local level.

1.2.2 Stage Two - The Disciplinary CommitteeWho may act as a referral from stage one, for more serious offences.

1.2.3 Stage Three - The Appeal CommitteeWho may be convened to act as an appeal to a decision taken in either stage one ortwo. This shall be the final stage of appeal.

1.3 For elected officers, the disciplinary procedure consists of two stages:-

1.3.1 The Elected Officer Disciplinary Committee.1.3.2 The Elected Officer Appeal Committee.

1.4 The disciplinary procedure shall deal with matters arising as a result of:

1.4.1 Incidents within DSU buildings;1.4.2 Incidents occurring within or on the University campus or premises as a result of a

DSU function;1.4.3 Incidents occurring as a result of a DSU function or activity held outside the

University;1.4.4 Incidents which affect DSU community relations;1.4.5 Incidents which bring the good name of DSU into disrepute;1.4.6 Other breaches of the University General Regulations and Procedures Affecting

Students.

1.5 Where the incident that has occurred is an offence under the criminal law the VicePresident Student Activities, in liaison with the President and Director:

1.5.1 will decide whether to report the facts to the police, and in reaching that decision

will not be influenced by the wishes of any other person;1.5.2 will deal with any offence under this disciplinary code, whether or not the facts

have been reported and proceedings are pending;1.5.3 may defer action under this disciplinary code if it considers, (if criminal

proceedings are pending) that to proceed might in some way prejudice the fair trialof the member concerned. Any suspension/exclusion will remain in full force andwill not be affected;

1.5.4 when considering proceedings for an offence under this disciplinary code, will nottake into account the results of any criminal trial arising out of the same set offacts.

1.6 When an incident involves a member of a Disciplinary Committee that is to hear an

incident, then that person shall not sit on the committee for that hearing.

1.7 Where the Vice President Student Activities believes there may be a conflict of interest, he /she will refer the case to another Executive Officer (other than the President) to hear the

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case. In this instance, any reference to the Vice President Student Activities shall bedeemed as the Executive officer involved in the first stage of the disciplinary procedure.

1.8 If any of the parties involved wish to object to any member of a Disciplinary Committee,then the student shall submit his/her objections in writing, to be received by the VicePresident Student Activities at least five (5) University days before the hearing. If thegrounds are upheld, an alternative member to fill the committee will be identified by the

Vice President Student Activities.

1.9 The student(s) involved in the allegations may be accompanied by a friend (as defined inthe glossary of the DMU General Regulations and Procedures Affecting Students) duringall stages of these disciplinary procedures.

1.10 A Disciplinary Committee shall call witnesses to give evidence as appropriate. They shallask questions of the witnesses.

1.11 The student may call his or her own witnesses to give evidence. The DisciplinaryCommittee may also ask questions of the witnesses.

1.12 Witnesses must complete a Witness Statement Form, or in the case of DSU staff, anIncident Report Form. Failure to complete these forms may result in the DisciplinaryCommittee not accepting evidence from them at a disciplinary hearing.

1.13 The execution of any sanction may be suspended for a period to be decided by theDisciplinary Committee imposing the sanction, pending a requirement of future

performance.

1.14Sanctions available to a Disciplinary Committee may be imposed singularly or in combination.

1.15 No person may sit in hearing on a case more than once. For the purpose of this rule areferral shall not be considered as a hearing.

1.16 The student shall have the right of appeal against any disciplinary decision, except theAppeal Committee. This must be in writing to the Vice President Student Activities andmust be received within two (2) University days of receipt of the disciplinary decision.

1.17 The Vice President Student Activities shall maintain a log of all incident reports receivedand action taken. This log shall be made available to any member of the GoverningCouncil.

1.18 The accused may appeal against sanctions applied. Appeals must be lodged within two (2)University days of receiving notification of a disciplinary decision.

2. Stage One

2.1 The Vice President Student Activities shall act as the first point of referral for anydisciplinary offence except where that offence involves any elected officer.

2.2 A completed Incident Report Form (IRF) must be submitted by each member of staffinvolved, to the Vice President Student Activities the next University day after the incidentoccurring.

2.3 Where a DSU official believes or reasonably suspects there to have been a disciplinaryoffence committed, he/she shall retain the student(s) union card(s) and issue them with anofficial receipt. This shall inform the student that they have committed a disciplinaryoffence, and require them to make an appointment with the Vice President Student

Activities within two (2) University days for the commencement of disciplinaryproceedings.

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2.4 Upon receipt of an IRF (regardless of whether or not it is within the time limits listedabove), the Vice President Student Activities shall immediately start investigations into theincident. This shall normally include a formal interview with the accused student(s) andthe completion of a Witness Statement Form and an Incident Report Follow Up form.When the investigation is complete the Vice President Student Activities shall immediatelyinform both parties of the decision taken in writing.

2.5 Where the identity of the accused is not known, and no other course of action is open, theVice President Student Activities shall have a period of up to six (6) months of the incidentoccurring to ascertain the identity of the student accused.

2.6 The Vice President Student Activities may impose the following sanctions on a studentdeemed to be guilty of an offence:-

2.6.1 reprimand;2.6.2 suspension for a period of not more than six (6) calendar weeks from DSU

premises and/or functions. If University vacation time falls during any period ofsuspension, then that vacation time shall be added on as extra;

2.6.3 Reparation of damages to the organisation or of personal belongings to the

person(s) involved;2.6.4 a fine of an amount not to exceed 50;2.6.5 a letter of apology to any aggrieved party;2.6.6 referral to the Disciplinary Committee;

2.7 Where imposed fines or reparation of damages are not paid, or apology letters not received,then the Vice President Student Activities may impose further sanctions, as defined above.

2.8 Where the Vice President Student Activities refers the hearing to the DisciplinaryCommittee (DC), unless there are exceptional circumstances preventing this, the hearingshall take place within twenty (20) University days of the case being referred. The accusedshall be informed not less than five (5) University days before the hearing is set. If the

student with good reason cannot attend the hearing, then a mutually acceptable date shallbe arranged.

2.9 When the issue is so serious as to warrant immediate referral to the DC, the Vice PresidentStudent Activities shall not hold a disciplinary meeting with the accused, but merely informthem that the issue is to be referred and ask them to produce a statement for the DC.

3 Stage Two ( Disciplinary Committee)

3.1 The Disciplinary Committee shall consist of:-

3.1.1 the Vice President Student Activities as an ex-officio, non-voting chair;3.1.2 one other member of the Governing Council, other than the President;3.1.3 two (2) student officers;3.1.4 the Union Licensee, or a person appointed by him/her, in a non-voting, advisory

capacity.

3.2 Quoracy shall be three (3) voting members.

3.3 Where the vote is tied, the Chair shall have the deciding vote.

3.4 Where student officers can not be convened, any student approved by the GoverningCouncil may sit in their place.

3.5 The committee shall meet as and when required to deal with disciplinary matters arisingas a result of referrals from the Vice President Student Activities.

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3.6 The Disciplinary Committee may impose the following sanctions on a student deemed tobe guilty of a disciplinary offence:-

3.6.1 Reprimand;3.6.2 Suspension for a specified period from DSU premises and/or functions;3.6.3 Reparation of damages to the organisation or of personal belongings to the

person(s) involved;

3.6.4 A fine of an amount not to exceed 100;3.6.5 A letter of apology to any aggrieved party;

3.7 Where imposed fines or reparation of damages are not paid, or apology letters not received,then the committee may impose further sanctions as defined above.

4 Stage Three (Appeal Committee)

4.1 The Appeal Committee shall consist of:

4.1.1 the President, or Deputy President in their absence, as an ex-officio, non-votingChair.

4.1.2 one (1) member from Governing Council.4.1.3 the Union Director, or his/her appointee, in a non voting advisory capacity.

4.2 The Appeal Committee shall meet as and when required to deal with disciplinary mattersarising as a result of appeals against either stage one or two.

4.3 The Appeal Committee shall be the only body of appeal.

4.4 The Appeal Committee shall:-

4.4.1. have available the same sanctions as the Disciplinary Committee where it isadjudged that a disciplinary offence has been committed.

4.4.2. have the power to confirm or alter sanctions imposed by the previous disciplinarystage, where it is adjudged that a disciplinary offence has been committed

5 T HE E L EC T ED OF FI CE R D I S CIP L I NARY C O M M I TT E E

5.1 The committee shall meet as and when required as a first point for a compliant against anelected officer.

5.2 The Elected Officer Disciplinary Committee shall consist of:-

5.2.1 The Deputy President, or another Executive officer approved by GoverningCouncil in their absence, as an ex-officio, non-voting Chair.

5.2.2 One (1) other member of the Governing Council.5.2.3 A member of senior management, appointed by the Director, in a non-voting,

advisory capacity.

5.3 The following sanctions shall be available to the committee:

5.3.1. reprimand5.3.2 suspension for a specified period from DSU premises and/or functions.5.3.3 reparations to the organisation or of personal belongings to the person(s) involved.5.3.4 a fine of an amount not to exceed 200 for an Executive officer, or 100 for a non-

Executive officer.5.3.5 a letter of apology to any aggrieved party.5.3.6 request Governing Council to convene an Extraordinary General Meeting, with a

vote of no confidence in the elected officer as the agenda item.5.3.7 suspension on full pay without prejudice for a specified period of time

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5.3.8 in the event of a court of law finding an elected officer guilty of an offence duringtheir term of office, where deemed appropriate, termination of office.

5.4 Where imposed fines or reparation of damages are not paid, or letters of apology not received,then the committee may impose further sanctions, as defined above.

5.5 The President shall keep a log of all incidents received and complaints taken at this stage.

5.6 Elected officers may appeal against any decision taken by the committee to The ElectedOfficers Appeal Committee.

6. The Elected Officer Appeal Committee

6.1 The Committee shall meet only as an appeal against a decision made in The Elected OfficerDisciplinary Committee. It is the only body of appeal for elected officers.

6.2 The Elected Officer Appeal Committee shall consist of:

6.2.1 The President, or the Deputy President in their absence, as an ex-officio, non-

voting Chair.6.2.2 One (1) other member of the Governing Council.6.2.3 The Union Director, or their appointee, in a non-voting, advisory Capacity.

6.3 No member who took part in an earlier hearing shall sit in this committee.

6.4 When acting as an appeal hearing for elected officers, Governing Council shall:

6.4.1 have available the same sanctions as the Elected Officer Disciplinary Committeewhere it is adjudged that a disciplinary offence has been committed.

6.4.2 have the power to confirm or alter sanctions imposed by the Governing CouncilDisciplinary Committee, where it is adjudged that a disciplinary offence has been

committed.

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Appendix 4

ELECTION REGULATIONS ( BALLOT)

This schedule shall apply to all elections by ballot for all positions in DSU, and shall be read inconjunction with the DSU Constitution The ballot could be conducted by electronic means or by

paper ballot.

1. RETURNING OFFICER

1.1 An independent Returning Officer shall be appointed annually by the Governing Council.The Returning Officer shall be responsible for the good conduct and administration of allDSU elections and shall have the sole interpretation of the election regulations.

1.2 The Returning Officer may appoint deputies and election officials to assist in the conductof elections. They shall hold office until the completion of the elections for which theywere appointed.

1.3 Executive Officers, candidates, their proposers and seconders are not eligible to be election

officials.

1.4 A list of election officials shall be made available for inspection. Any candidate shall havethe right to object to election officials. The Returning Officer shall consider any objectionand replace officials if the objection is upheld.

1.5 Candidates breaching election regulations will be subject to disciplinary action asdetermined by the Returning Officer. A severe breach may result in disqualification.

2. NOTICE OF ELECTIONS

2.1 Notice of elections shall be published not less than five (5) University days prior to the

opening of nominations.

2.2 The notice of elections shall list all positions to be elected and outline the electionstimetable. Job descriptions shall be available on request.

3. NOMINATIONS

3.1 Any full member of DSU, as defined in clause 3.1 of the Constitution, including any studentsuccessfully completing their course of study during the relevant academic year is eligible tostand for any DSU officer position.

3.2 Nomination forms shall be available, which must be completed and signed by the candidate

and shall require the name, course and student registration number of at least one proposerand one seconder.

3.3 No full time or part time officer or member of DSU staff shall propose or second a candidate.

3.4 Any elected officer who wishes to re-run for the Union Executive should declare this prior tothe opening of nominations and should be removed completely from the election process.

3.5 Candidates can only stand for one officer post in each set of elections

3.6 Completed nomination forms must be submitted to an election official by the deadlinedetermined by the Returning Officer

3.7 Nomination forms must be accompanied by two passport-sized photographs of thecandidate, together with a manifesto in the format stipulated on the nomination form.

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3.8 The Returning Officer shall produce a list of candidates, together with their proposers andseconders, which shall be available by the commencement time of the candidates meeting.

4. CANDIDATES MEETING

4.1 The Returning Officer shall organise a meeting for all candidates to be held as soon aspossible after the close of nominations.

4.2 The candidates meeting shall be the opportunity for candidates to receive initialapprovalof publicity materials prior to display or distribution.

4.3 Election campaign packs shall be distributed at the candidates meeting, which shallcontain any necessary materials to be determined by the Returning Officer in conjunctionwith Governing Council and the Constitution.

5. CAMPAIGNING

5.1 The period of campaigning shall start after the candidates meetings and shall continue until theclose of the ballot.

5.2 Any candidate banned from the venue will be allowed to attend hustings or generalmeetings. . They will not however be allowed Service at any of the venue outlets.

5.3 All candidates shall be allocated a maximum campaigning budget, to be determined byGoverning Council. All campaign materials including publicity must be costed and subjectto the restrictions of the budget allocation. Candidates can reclaim their expenses after theclose of elections provided suitable receipts have been submitted and all publicity materialhas been removed. Candidates going over budget may be penalised at the discretion of theReturning Officer.

5.4 Candidates must submit an account of expenditure, together with all receipts, to the

Returning Officer by the stated deadline. Failure to submit an account of expenditure mayresult in the results of the ballot being postponed at the discretion of the Returning Officer

5.5 All elections publicity shall be subject to the Unionselection publicity regulations, copiesof which shall be made available at the candidates meeting.

5.6 Candidates should not undertake any high profile role in the Union during the election period other than that pertaining to their candidacy. Candidates must seek clarificationfrom the Returning Officer with regards to any additional posts they hold.

5.7 Current officers seeking re-election must take annual leave during the period of campaigning.In the event of insufficient annual leave remaining, unpaid leave will be granted. Officersmust not use their working resources to campaign.

5.8 Candidates, assisting or influencing voters whilst voting may at the discretion of theReturning officer, be disqualified.

5.9 Candidates will be held responsible for the conduct of their supporters.

5.10 Campaigning may only take place on University Campus and not within 5 metres of theentrance or exit to any building as to not present a safety hazard. Campaigning is also notallowed within the Students Union reception or any Student Union Office

6. HUSTINGS

6.1 Hustings shall be arranged by the Returning Officer for all Executive officer elections.

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6.2 The dates, times and locations for hustings shall be made available by the ReturningOfficer at the candidates meeting.

6.3 The length of speeches by candidates shall be determined by the Returning Officer, orhis/her Deputy, who shall be the chair.

6.4 Written questions may be submitted to the Returning Officer, or his/her Deputy, who will

determine that the questions are appropriate.

6.5 In the absence of any candidate, their proposer may speak at hustings but may not answerquestions on their behalf.

6.6 Questions must be addressed to all candidates in that election and not to individuals andmust not make reference to any member of staff or the current members of GoverningCouncil.

7. THE BALLOT

7.1 No Suitable Candidate shall be a candidate in all DSU elections.

7.2 Voting for all positions shall be by secret ballot and shall be conducted in accordance withthe Single (or Alternative) Transferable Vote system.

7.3 Where electronic voting is used all full members of DSU may vote by inputting their DMUstudent user name and password. If a paper ballot is used all full members of DSU mayvote on production of a valid DSU membership card or appropriate document as decided

by the Returning Officer.

7.4 The order of candidates names on the ballot paper shall be rotated.

7.5 Where appropriate the locations and times for voting shall be publicised at least five (5)

University days before the opening of the ballot.

7.6 The Returning Officer shall make arrangements for postal votes on receipt of validapplications.

8. THE COUNT

8.1 The Returning Officer shall inform the candidates of the time and venue where the resultswill be released. The candidate, or their representative, may attend .

8.2 Where appropriate ballot boxes shall not be opened until the count commences.

8.3 The Returning Officer shall satisfy themselves that all the votes are valid.

8.4 Officers-elect shall not be eligible to take up or continue paid employment with DSU.

8.5 The ballot papers or relevant database will be kept for a period of six (6) months after thecompletion of the election.

9. PUBLICATION OF RESULTS

9.1 Election results shall be published as soon as possible after the results have been released

10. COMPLAINTS

10.1 Any challenge or complaint concerning the administration or good conduct of the electionshould be submitted to the Returning Officer within two (2) University daysof occurrenceand no later than the commencement of the count if sooner.

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10.2 All complaints must be signed by at least ten (10) full members of DSU, who must alsostate their full name and student registration number.

10.3 Any challenge or complaint regarding the conduct of the count must be submitted to theReturning Officer within one (1) University day of the end of the count.

10.4 In the event of a complaint being received concerning the conduct of the count, theReturning Officer shall suspend the publication of the result until the complaint has beenresolved.

10.5 In determining a resolution to a complaint, the Returning Officer - after a full investigation- may not uphold the complaint; or may halt elections for specific post(s) or disqualifyindividual candidate(s) if, in his/her view, a candidate(s) has breached election regulations.The ruling of the Returning Officer on any complaint shall be final.

11. APPEALS

11.1 Any appeal against the decision of the Returning Officer shall be made to the University

within two (2) University days of that decision being communicated to the complainant.The decision of the University shall be final with no further right of appeal.

12. REFERENDUMS

12.1 A referendum of students opinions shall be held on any issue, if the Governing Councilresolves by a two thirds majority to call a referendum. The President shall also call areferendum if handed a petition containing the name, course, registration number andsignature of at least 5% of full members.

12.2 The Referendum shall be supervised by the Returning Officer. The voting times shall beagreed by Governing Council and publicised.

12.3 The Returning Officer shall be responsible for deciding the wording of the question on thereferendum ballot paper. The question shall require a decision either FOR, AGAINSTor ABSTAIN

12.4 The quorum for referendums shall be 10% of full members.

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Appendix 4 Part 2

NUS CONFERENCE DELEGATES

1. The following clauses of Appendix 4 Part 1 (Elections by Ballot) shall apply:-

1.1-1.5, 2.1-2.2, 3.2, 3.3, 3.6, 3.7, 3.8, 4.1-4.3, 5.1-5.6, 5.8-5.10, 7.1-7.6, 8.1-8.3, 8.5,9.1, 10.1-10.5 and 11.1.

2. Current officers seeking election must not use their working time or resources to campaign.

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Appendix 5CLUBS AND SOCIETIES

1. GENERAL PRINCIPLES

1.1 All Clubs or Societies will operate under the recognised DSU structure of either theAthletic Union or the Recreations Department.

1.2 During each academic year a Club or Society may receive funds from DSU and use DSUfacilities only if they have been recognised by Governing Council.

1.3 DSU Governing Council will assess and approve each club or society subject to each Clubor Society normally submitting an acceptable constitution, a plan of activities , a list of paidup members, and the completion by each member of a personal details form.

1.4 No club or society may be recognised if its objectives conflict with those of DSU. DSUClubs and Societies must be open to all however only full members of DSU are eligible tocompete in the BUSA leagues / competitions. DSU will not tolerate any form ofdiscrimination or misrepresentation, and any such occurrences will result in DSU ceasing

to recognise that club or society with the withdrawal of monies/facilities provided.

1.5 DSU expects all Clubs and Societies to uphold both DSU and the University EqualOpportunities policy.

2. SETTING UP A CLUB OR SOCIETY

2.1 Any Club or Society that wishes to be recognised by DSU shall present to the VicePresident Student Activities the following

2.1.1 a list of members, for the minimum number as set by Governing Council, for the

proposed members of that Club or Society

2.1.2 the proposed membership fee of the Club or Society, incorporating the minimummembership fee as required by DSU

2.1.3 a completed budget form detailing proposed expenditure for the forthcoming year.

2.1.4 A constitution for the Club or Society to include:

2.1.4.1 the name of the Club or Society2

2.1.4.2 the aims and objectives of the Club or Society (which shall not be contraryto those of DSU.)

2.1.4.3 regulations relating to membership eligibility.3

2.1.4.4 provision for the election of a committee to include as a minimum aChairperson/Club Captain, a Secretary, a Treasurer and if applicable aSafety Officer. AU Committee members must be full members of DSU inaccordance with 3.1 of the Constitution.

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42.1.4.5 the responsibilities of the Committee for General Meetings for all members

of the Club or Society.

2.1.4.6 provision for General Meetings for all members of the Club or Society.

2.1.4.7 provision for an Annual General Meeting at which an income and

expenditure account shall be presented and approved by the meeting.

2.1.4.8 an Equal Opportunities statement.

2.1.4.9 a commitment to DSU sports meetings and all DSU General Meetings

3. MONEY FOR CLUBS OR SOCIETIES

3.1 Governing Council shall allocate a sum from the DSU budget that will be distributed toClubs or Societies in accordance with the procedure for allocating resources.

3.2 In order to receive funding from DSU in the new academic year, a Club or Society shall

submit a complete budget proposal to the Vice President Student Activities at the beginningof the third term of the previous academic year.

3.3 The allocation of funds to the Clubs and Societies will be decided by the Committeedelegated by Governing Council. The basis of the decision making for the allocation offunds will be on transport, health and safety, administration costs, equipment andaffiliations to National Governing Bodies.

3.4 The Governing Council, at the first meeting of the academic year, will approve theallocations of funds to the Clubs or Societies.

4. MEETINGS OF CLUBS OR SOCIETIES

4.1 There shall be at least one Club or Societies General Meeting per term. All committeemembers shall attend unless reasonable apologies are submitted.

4.2 The Annual General Meeting of all Clubs or Societies will be held before the end of eachacademic year and will elect their Committee members for the following year.

4.3 The quorum of all Clubs and Societies General Meetings shall be 40 % + 1 of the Club orSociety Membership.

5. RESPONSIBILITIES OF CLUBS OR SOCIETIES

5.1 No one from a Club or Society may commit either the Club or Society or DSU to anyexpenditure without prior authorisation through DSUs budgetary control system.Furthermore the only signatories from a Club or Society that will be recognised by DSUwill be the Chairperson, Treasurer, or the Secretary.

5.2 Clubs or Societies must achieve the minimum number of members each academic year inorder to be recognised by DSU. They will have the opportunity

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to do so at the Freshers Fair held at DSU during the induction weeks of each academic year.Existing Clubs and Societies are obligated to attend if they wish to maintain the recognitionof DSU.

5.3 All Club or Society money will be held at DSU Admin Headquarters in separate Club andSociety accounts. Under no circumstances should a Club or Society hold money in its own

bank account.

5.4 The Chairperson/Club Captain has overall responsibility for the Club or Society and shall:-

5.4.1 ensure that all rules and regulations relating to Clubs or Societies are adhered to;5.4.2 convene regular meetings (at least one a Term);5.4.3 ensure that all members uphold the Constitution of the Club or Society and DSU;5.4.4 have overall responsibility for the maintenance, inspection and replacement of

equipment;5.4.5 ensure that all records relating to the Club or Society are true and accurate;5.4.6 shall ensure the smooth running of activities and social events.

5.5 The Secretary shall:-

5.5.1 ensure that Club members and DSU are fully informed of activities and events.5.5.2 check on daily correspondence.5.5.3 publicise general meetings, provide agendas and take minutes of the meetings

(which shall be kept in the relevant Athletic Union/Recreations Office).5.5.4 undertake general administrative duties as required and arrange for smooth running

of club events or activities.

5.6 The Treasurer shall:-

5.6.1 be responsible for ensuring that all expenditure is legitimate and that is does notexceed the Club or Society allocation for that year.

5.6.2 ensure that an accurate list of all equipment purchased is kept and all equipment isreturned to DSU at the end of the academic year.5.6.3 ensure that all income received by the Club or Society is paid directly into the

account at DSU Admin Headquarters.5.6.4 ensure that an income/expenditure account for the previous academic year is

presented to the Annual General Meeting of the Club or Society and copies aresent to the Vice President Student Activities

5.7 The Safety Officer shall:-

5.7.1 ensure that the Club or Society activities and members adhere to the Codes ofPractice;

5.7.2 ensure that the Club or Society has sufficient first aiders;5.7.3 ensure that the Members are aware of the need for Personal Liability Insurance;5.7.4 ensure that all equipment is logged, maintained and correctly stored;5.7.5 ensure the promotion of safe practice at all times.

5.8 All Club and Society officials shall be required to attend training events specified by DSU.

5.9 All sponsorship issues should be referred to the Vice President Student Activities andapproved by Governing Council before any agreement is finalised.

5.10 Failure to abide by these regulations and the DSU constitution may result in the suspensionof the Club or Society by the Governing Council.

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Appendix 6

MEETING REGULATIONS & STANDING ORDERS

Meeting regulations shall apply in full to all General Meetings.

1. GENERAL RULES

1.1 In the event of any situation arising not being covered by meeting regulations, then theChairperson shall rule on the procedure to be adopted. Such rulings shall be subject to anychallenge under the procedural motions later in this schedule.

2. CONVENING

2.1 The President shall be responsible for the agenda and publicity of the meeting in line withthe Constitution.

3. AGENDA

3.1 The agenda of General Meetings shall normally be taken in the following order:-

3.1.1 Apologies for absence;3.1.2 Minutes of the previous meeting;3.1.3 Matters arising from the previous meeting;3.1.4 Elections;3.1.5 Business of the meeting;3.1.6 Reports from, and questions to, the officers of governing council;3.1.7 Reports from other officers;3.1.8 Any other business;3.1.9 Announcements.

3.2. Extraordinary General Meetings shall normally have the following agenda:-

3.2.1 Apologies;3.2.2 Announcements.

4. POLICY & SUBMISSION OF MOTIONS/AMENDMENTS

4.1 Motions shall take the general form of:-

This Union notesThis Union believesThis Union instructs

4.2 All motions and amendments to the Constitution and appendices must be submitted to thePresident, seven (7) University days before the first scheduled meeting in the round ofGeneral Meetings.

4.3 All motions shall require a proposer and a seconder, who must both be full members ofDSU. They must both sign the motion and print their full name, course and registrationnumber.

4.4 The President shall publicise the motions, and invite amendments to them, five (5)University days before the first scheduled meeting in the round of General Meetings.

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4.5 Any full member of DSU may submit amendments to motions. The amendments requirethe name, signatures, course title and registration numbers of at least two (2) full members,(the first being the proposer) and shall be submitted to the President at least three (3) days

before the start of the first scheduled meeting in the round of General Meetings.

4.6 The President shall decide what type of motion has been submitted. There are two types of

motion:-

4.6.1 Union MotionThis motion is one that will have an effect on all students.

4.6.2 Motion of no confidenceThis motion expresses no confidence in an elected officer and must be submittedto the meetings in the form that it is received, without compositing.

4.7 If motions/amendments to motions are received, then the Governing Council shall, ifnecessary, convene to composite the tabled motions/amendments. The power to compositeany motion/amendment lies with Governing Council and does not require the permission of

the proposer. It shall be normal practice for consultation with the proposer to take placebefore compositing.

5. OPENING THE MEETING

5.1 The Chair shall be taken by the President or, in their absence, the Deputy President, or intheir absence the Vice President Student Activities

5.2 The Chair shall open the meeting, which may be delayed at their discretion by up to thirty(30) minutes. The meeting must then begin.

6. CONDUCT OF THE CHAIR

6.1 At all times the Chair shall:

6.1.1 be heard in silence when speaking;6.1.2 be impartial and not participate in the debate;6.1.3 ensure the debate is orderly, conducted in accordance to the regulations, and may

suspend the debate for five (5) minutes if it becomes disorderly;6.1.4 call for speakers to speak for and against a motion, but shall not call the same

speaker twice except to summate;6.1.5 be required to rule on any part of the Constitution, appendices, or procedures6.1.6 move procedural motions when there is no dissent;6.1.7 advise the meeting, where necessary, of the protocol regarding employees or

disciplinary provision.

7. QUORUM CHECKS

7.1 General meetings will be quorate until a count proves otherwise.

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7.2 A quorum count shall only take place at the request of a full member and shall be carriedout at the next scheduled vote.

7.3 Before the quorum count is carried out the quorum caller shall be asked if they wish tocontinue with the count, or allow the meeting to continue as quorate.

7.4 In the event of a count revealing inquoracy, the Chairperson shall close the meeting.

7.5 In the event of closure due to inquoracy, any matter under discussion shall lie on the table,to be continued as matters arising at the next General Meeting.

7.6 In the event of a meeting being inquorate and having business outstanding, the next meetingshall be held within ten (10) University days.

8. SPEECHES

8.1 An even number of speeches on either side of the debate, and a summation speech shall beprovided for motions and amendments. There shall be no more than one (1) speech for andone (1) speech against procedural motions.

8.2 Speakers shall be entitled to speak for three (3) minutes on speeches for and against amotion/amendment and for one (1) minute on the summation.

8.3 The summation speech shall contain no new points of information, and may be givenimmediately before the vote.

8.4 Points of information/questions may be requested by full members, but shall be taken at thediscretion of the chair, and may not be made on procedural motions. These shall onlyconcern matters raised in the speeches.

8.5 Any member wishing to speak at a General Meeting should raise their valid DSU card to

attract the attention of the Chair. Where the order of speaking is not clear, the Chair shalldecide.

9. POINTS OF ORDER

9.1 A point of order can be raised at any time except during a vote, unless it relates to the waythe vote is being conducted. The points of order are:

9.1.1 a request for a count to make sure the meeting is quorate;9.1.2 a request for a ruling from the Chair on the conduct of the meeting;9.1.3 a request for a constitutional interpretation;9.1.4 a request to stop the normal business of the meeting to deal with a specified issue;

9.1.5 a request that the vote be taken again.

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10. PROCEDURAL MOTIONS

10.1 A procedural motion may be moved between speeches by one full member but must besupported by thirty (30) others. There shall be a one (1) minute speech for and against all

procedural motions followed by a vote. Procedural motions may not be moved after thesummation speech has taken place. Procedural motions shall have priority in the order

listed.

10.2 The following procedural motions shall require a two-thirds majority to be carried andshall take precedence over procedural motions requiring a simple majority:-

10.2.1 that the meeting has no confidence in the Chair. The Chair shall be entitled tomake the final speech against any motion of no confidence in the Chair. In theevent that this motion is carried the Chair to whom the motion refers shall notresume the Chair for the duration of that meeting.

10.2.2 that a speech be extended for a specified period of time (this cannot be moved onthe summation speech).

10.2.3 that a named member be ordered to leave the meeting (the named member maytake the speech against).

10.3 The following procedural motions shall require a simple majority to be carried:-

10.3.1 that the meeting moves immediately to the summation and vote.

10.3.2 that the vote be conducted via a secret ballot.

10.3.3 that the vote be re-counted.

10.3.4 that the motion or question be referred to a named body, official or officer of DSUfor consideration.

10.3.5 that the specified points of an item or motion be debated and/or voted on in parts.

10.3.6 that a named member be censured (the named member may take the speechagainst).

10.3.7 that there be another round of speeches for and against the motion.

10.3.8 that the agenda be amended to take a specified item on the agenda at a specifiedpoint

11. VOTING

11.1 Voting shall take precedence over everything except a point of order/procedural motionconcerning the vote.

11.2 A member shall be allowed to vote on production of their valid DSU card.

11.3 Voting will normally be by simple majority except where otherwise listed.

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12. EXPIRY OF POLICY

12.1 All policies passed at general meetings will lapse after three years, unless indicated withinthe policy that it will lapse after a shorter period.

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Appendix 7

FINANCE SCHEDULE

1. BUDGETS

1.1 The President and Director shall liaise with other officers and staff of DSU in production

of a DSU budget which shall be agreed by Governing Council.

1.2 The DSU budget shall be submitted by Governing Council to the Annual General Meetingfor ratification.

2. ACCOUNTS

2.1 Governing Council shall ensure that the accounts of DSU are presented to the AnnualGeneral Meeting for ratification. They will also be presented to the University inaccordance with an agreed timetable.

2.2 The President shall receive full copies of the management accounts of DSU each month

and report on these to Governing Council.

3. BANK ACCOUNTS

3.1 All monies of DSU shall be held in the name of "De Montfort University Students Union".Cash income shall not be used as petty cash expenditure. All bank accounts shall beapproved by Governing Council and administrated only from the Admin Headquarters.

3.2 All cheques shall require two signatures who will normally be the President and theDirector or, in their absence, their nominated deputies. However there shall always be oneExecutive signature and one staff signature to each cheque.

3.3 The financial affairs of DSU will be conducted in accordance with financial policies andprocedures as ratified by Governing Council.

3.4 Any non-budgeted spend of 1000 or over must be agreed by Governing Council. ThePresident can authorise expenditure under this amount which shall subsequently be notifiedto Governing Council.

4. Contracts

4.1 All contracts and agreements must be signed in accordance with the cheque signatorymandate.

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Appendix 8

STAFFING PROTOCOL

1. Members of staff or staffing matters shall not be discussed at any form of meeting orCommittee of DSU (with the exception of the Governing Council who shall always discusssuch matters in closed session and in the presence of the Director). It is recognised that to

do so would be grossly unfair as no member of staff is permitted to speak at such a forum.No member/s of staff shall be present at a meeting of the Governing Council during suchdiscussion, (the Director is the exception to the rule unless he/she is the subject ofdiscussion which fact must be communicated to the Director before the meeting). Thediscussion of individual staff in any other forum would be interpreted as a major breach ofsound industrial relations.

2. Staff matters should be treated with STRICT CONFIDENTIALITY at all times andshould never therefore be the subject of any form of DSU publicity; neither shall staffcommunicate with any such media concerning such matters.

3. Students and users of DSU facilities who have cause to comment on staff or staffing

matters should always contact the President (or in the President's absence, the DeputyPresident), who will take up the matter with the Director, who will in turn take whateveractions are necessary and prudent, within the terms and conditions appertaining to thosestaff.

4. Staff employment, discipline, terms and conditions, day to day administration etc is thatdetermined by the Director in consultation with the President. The exception to this beingthe senior staff who are covered under a separate agreement that includes Universityinvolvement. Significant changes to the staffing structure, creation of new managerial postsand staffing policies shall be brought by the President to Governing Council.

5. In order to avoid confusion and ensure that the smooth operation of DSU is not adversely

affected, the appropriate channels must be used at all times when dealing with electedofficer/staff matters or inter relationships.

6. Courtesy between elected officers and staff is expected at all times. Instructions regarding job responsibilities shall be addressed through the relevant line management structure.Elected officers will, at all times, pursue any complaints or comment regardingmanagement or staff through the President, who will liaise with the Director. Converselystaff should address any complaint or comment about elected officers or students throughthe normal grievance procedure line.

7. Members of permanent staff shall not become actively involved in the politics of DSU, orbe encouraged to do so by elected officers or the general student populace; nor will they

become politically involved in or attempt to influence DSU elections. The onlyinvolvement will be as assistants to the Returning Officer.

8. Students of De Montfort University who are casual members of staff will be able toexercise their voting rights as students but will not be eligible to stand for election toGoverning Council or Student Officer Committee (Executive or non Executive) unless theyresign from their staff post.

9. Casual members of staff shall not use their staff position in any way to attempt to affectthe politics of DSU.

10. Confidential matters must not be the subject of discussion between staff and electedofficers or any member of the student body.

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11. The Director has the contracted authority to be responsible for all staffing matters, inliaison with the President. This authority should be respected by all members of staff andelected officers.

12. To avoid jeopardising the smooth running of DSU and the operation of 'agreed upon'Disciplinary and Grievance Procedures, this protocol will be adhered to at all times.

13. The Director shall ensure that all members of staff and members of Governing Council areissued with a copy of this protocol schedule.

14. The protection of this protocol document shall extend to everyone employed by DSUregardless of their trade union status.

15. This protocol shall not be altered in any way unless by mutual agreement between theDirector, Governing Council and the recognised trade union.

16. Any breach of staff/student protocol will result in the instigation of appropriatedisciplinary proceedings.

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Appendix 9

The President shall:

Act as a trustee of the Union, and as such, give full consideration to the needs of the wholeorganisation at all times and have ultimate joint financial responsibility.

Carry out all roles in liaison with relevant staff.

Uphold and abide by the constitution and policies.

Carry out other reasonable duties, as required by Governing Council.

Submit a report as and when required to General Meetings.

Maintain communication with fellow officers.

Be responsible for the managing of budgets, where necessary and appropriate.

Visit each site at least once a term.

Be based at Union Administrative Headquarters.

Act as the primary Union spokesperson and representative to the University and externalorganisations, including the Press.

Have responsibility for staffing issues, in accordance with appendix 8 of the constitution.

Receive all complaints about Union officers, students, volunteers, service and staff, from studentsand officers, and act on them in accordance with appendix 1 of the constitution.

Be responsible for financial and budgetary matters, and reporting them to Governing Council.

Act as the first cheque signatory.

Be responsible for Union strategy, strategic planning and development.

Hold the authority to make emergency decisions on behalf of Governing Council, in situationswhere it cannot be convened, but report such decisions at the first available opportunity.

Ensure that all officers are aware of their obligations and responsibilities.

Be aware of all major activities, developments and communications that are taking place within theUnion, particularly from members of Governing Council.

Ensure that all actions and decisions from meetings are carried out.

Ensure Governing Council communicate with a uniform voice, and make members aware of theircollective obligations.

Ensure members of Governing Council are aware of all press briefings.

Normally Chair Governing Council and General Meetings.

Be responsible for convening Governing Council and General Meetings, in accordance with the

constitution.

Be responsible for policy implementation and ensuring that the policy file is maintained.

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Be responsible for ensuring that affiliations to outside bodies, which are approved by GoverningCouncil, are recorded in the appropriate manner.

Act as the primary liaison between the Union and all affiliated bodies, including NUS.

Act as the officer liaison between the Union and NUSSL.

Act as the delegation leader at NUS Conference, except where excluded by conference rules, andmake delegates aware of their obligations, responsibilities and Union policy.

Be a member of all committees to which the role is entitled, including the University Board ofGovernors and Academic Board.

Ensure that there is a Union Officer on all University disciplinary and appeal hearings.

Facilitate activities and training for Governing Council members.

Act as the interpreter of the constitution, as and when required.

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The Deputy President Education shall:




Refer all staffing issues and service complaints to the President.







Be the Deputy President, and as such, will take on the role of President in their absence; wherenecessary.

Be responsible for the development and implementation of Educational strategy within the Union.

Act as the second cheque signatory.

Will act as the main representative on academic issues to the University.

Be responsible for all issues pertaining to education within the Union, except for dealing withindividual casework.

Have strategic responsibility for Student Representatives and structures.

Be a member of all committees to which the role is entitled, including Academic Board.

Have responsibility for all educational and academic campaigns and related events and be activelyinvolved in the delivery of them at all sites.

Have responsibility for Student Officers.

Chair and facilitate the Student Officer Committee in accordance with the Constitution.

Act as the primary liaison between the Union and those students not based at the main LeicesterCity Campus.

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The Vice President Welfare shall:











Be responsible for the development and implementation of Welfare strategy within the Union.

Will act as the main representative on welfare issues to the University.

Be responsible for the organisation of all elections, in accordance with appendix 4 of theconstitution.

Be responsible for all issues pertaining to welfare within the Union, except for dealing with

individual casework.

Be a member of all committees to which the role is entitled, including Admissions Committee.

Co-ordinate all campaigns and related events and be actively involved in the delivery of them at allsites.

Be responsible for building and maintaining positive relations with the local community andcommunity organisations.

Facilitate and promote the awareness of support and community mechanisms and opportunities forstudents, such as through the Community Fair during induction week.

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The Vice President Media shall:











Be responsible for the development and strategy of all media within the Union.

Oversee the production and distribution of all Union media within the Union and the University.

Ensure the professional and relevant delivery of all media within the Union.

Have responsibility for the following:-

Demon FM: Station ControllerDemon TV: Station ControllerMydsu.com: Website ControllerThe Demon: Editor-in-Chief

Be responsible for the production of the annual Union Student Handbook.

Facilitate all press releases, on behalf of the President and Governing Council.

Facilitate, recruit and train volunteers to assist in the administration of Union media.

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The Vice President Student Activities shall:











Be responsible for the development and strategy of student activities within the Union.

Be responsible for the promotion of General Meetings, and other democratic events, such aselections.

Assist in the development and delivery of campaigns.

Act as the first point of call for all students, especially those at sites with no Union presence.

Actively promote and encourage all students to get involved in their Union, particularly non-traditional students.

Facilitate and encourage a diversity of activities and opportunities for students to be involved with.

Be involved in the promotion, support and development of sports and societies.

Chair the Athletic Union, and relevant Society Committees.

Chair the RAG committee, and facilitate its programme.

Be responsible for the discipline of students, in accordance with appendix 3 of the constitution.

Promote Associate membership to members.

Act as the liaison between the Union and the Universitys Alumni scheme.

Oversee postering.

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Appendix 9 Part 2

B L A C K S T U D E N T S O F F I C E R

1. Must be a Black student1.2. Ensure that Black students views and concerns are reflected within the work of DSU.3. Liaise with NUS and other agencies over Black students Campaigns.

4. Shall ensure there is a regular forum where Black students can meet.5. Promote positive involvement of Black students in all areas of DSU activities.6. Monitor the Universities provision for Black students and notify Governing Council of failings

in this provision in conjunction with the relevant Executive Officer.7. Be a member of the Student Officer Committee and present a report at each of the Student

Officer Committee meetings and all General Meetings at their centre.8. Attend relevant conferences and training events as agreed by Governing Council.

CAMPAIGNS OFFICER

1. To work in liaison with the relevant Executive Officer on all issues.2. Help to promote all campaigns around DSU and the University.

3. Liaise with NUS over campaigns.4. Establish and maintain contact with relevant campaigning organisations and distribute

material where relevant.5. Promote the positive involvement of campaigns in all areas of DSU activities.6. Provide advice, guidance and support to Officers on issues relating to campaigns.

CHARLES FREARS OFFICER (LEICESTER ONLY)

1. Contribute to the strategic development of DSU regarding Charles Frears issues.2. Make the relevant contacts within the University and raise matters of concern with

Programme/Pathway Leader and Head of School as appropriate.

3. Attend relevant meetings/conferences. E.g. Learner Council meetings, usually one per semester.

4. Ensure that DSU represents or does not discriminate on Charles Frears issues.5. Provide DSU a prospective from Charles Frears by representing issues and in turn encourage

use of DSU facilities and services.6. Hold regular surgeries at Charles Frears Campus.7. Make contact with relevant outside organisations e.g. RCN, UNISON and work on areas of

common interest.8. Support group and cohort reps.9. Act as a point of information on DSU/NUS campaigns and services.

COMMUNITY OFFICER

1. Contribute to the strategic development of DSU regarding Community issues.

2. Provide information and reports regarding Community issues, such as local perceptions ofthe students on the locality and how they can be bettered.

3. Help provide a DSU perspective on Community specific issues.4. Ensure that DSU does not discriminate on Community specific issues.5. Be aware of student related Community issues.

CULTURE OFFICER

1. Ensure that all societies are informed of the relevant schedules of the Constitution.2. To work in liaison with the Vice President Student Activities, Involvement Officer and

Campaigns Officer where relevant.

1"The term Black is used in line with the NUS definition: "NUS Black Students' Campaign exists torepresent all students who are African, Asian, Caribbean and Arab heritage." (NUS, 2005)

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3. Shall report to the Vice President Student Activities and the Student Officer Committee on allmatters concerning societies.

4. Shall be responsible for co-ordinating the day to day running of societies along with therelevant persons and departments.

5. Shall be responsible for issuing guidance and advice to societies officers on organisational,promotional and financial matters.

6. Shall assist students in the set up ofnew societies.7. Organise a societies forum to discuss new ideas about the development of societies.8. Can attend societies general meetings in an ex-officio capacity.

D E M O N F M O F F I C E R

1. To work closely with the Vice President Media at all times.2. To be a point of contact for those students who wish to participate in Demon.3. To encourage students to participate in the media activities of DSU through Demon.4. To promote Demon as much as possible, and to do so effectively, to work with other executive

officers.5. Ensure that all materials meet set deadlines where applicable.6. Ensure that the publication of all materials is compliant with Union policy, and therefore be

familiar with DSU policy.7. To promote the work of the Student Union and ensure a professional manner is always

maintained.8. To coordinate centre demo tape submissions in liaison with the Vice President Media.9. To w

the constitution as at october 2006 1

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