MEMBERS’ HANDBOOK2014/15

UCA Students’ Union is entirely run by and for students. It is a charity which is governed by two documents; the Constitution and the Bye Laws which guide Student Councils, the Executive Committee and staff in the delivery of their aims and objectives.

The Bye Laws can be amended by Student Council, as can the Constitution; however, the Constitution must be approved by the Charity Commission.

The students’ union aims to advance the education of students at University for the Creative Arts; promote their interests and welfare through representation, support and advice; be their recognised representative channel to the university and provide cultural, social, sporting and recreational activities and forums for their personal development.

University for the Creative Arts Students’ Union (UCASU) currently provides: A range of diverse and exciting events, opportunities for students to set up their own clubs and societies, platforms to engage in national and local campaigns and support in casework for appeals against the University.

UCASU is split over four campuses; two in Kent and two in Surrey. Each Campus has a Campus Officer who is elected by the students of UCA.

It is their duty to deliver activities for students on their campus providing they fit in with the objectives of the organisation. They are accountable to students and in particular their own Student Council.

Ryan BeasleyDemocracy & Campaigns Coordinatorrbeasley.su@ucreative.ac.uk01634 88 8754

Lucy DavisCanterbury Campus Officerldavis.su@ucreative.ac.uk01227 81 7337

Dodi KazmaEpsom Campus Officerdkazma.su@ucreative.ac.uk01372 20 2443

Joel GoldmanFarnham Campus Officerjgoldman.su@ucreative.ac.uk01252 89 2693

Jasmin GrimshawRochester Campus Officerjgrimshaw.su@ucreative.ac.uk01634 88 8704

UCA Students’ UnionDirect Contactunion@ucreative.ac.uk01252 89 29 09

Lucy DavisCanterbury Campus Officer

Joel GoldmanFarnham Campus Officer

Dodi KazmaEpsom Campus Officer

Jasmin GrimshawRochester Campus Officer

THE STUDENTS’ UNION

KEY CONTACTS

WHAT IS IT?Student Council is the representational body of the Students’ Union. Made up of 13 members for each campus, you are elected by students to represent the diverse population of UCA.

Each campus Student Council will meet six times a year to discuss the things that really matter to their students. Student Council is also responsible for holding their Campus Officer to account by receiving reports, directing their priorities and scrutinising the work they currently do.

It is extremely important that you as Student Council read the Officer reports and ask any questions that you feel necessary; a campus Officer is elected and paid to deliver for the students while you are elected to be their voice.

RESPONSIBILITIESThere is much more to Student Council than holding Officers to account; both in meetings and out of them! In a meeting Council will be required to debate, discuss and approve motions brought forward and determine new Union policy. While it is easy to approve policy and stay engaged inside the meetings, it is the work outside of the meetings which Student Council can fall short of the mark.

Outside of the meeting, Council should actively promote and attend key events such as Big Ideas and All Student Meeting and engage all students in any other activities on campus. Council should also be active in all planning stages of big events where possible.

WHO IS ON YOUR COUNCIL?Each member on Student council will have a portfolio or remit in which they are elected to focus on (see below). This ensures that there is a fair representation of all UCA Students on Student Council.

While you are expected to represent the students within your remit, you will also be expected to support and respect your colleagues. For example: Joining up for campaigns!

Student Experience Officers have a slightly different role which requires them to look at the overall experience that UCA students have. This means they will need to help with events, campaigns and overlapping issues on their campus.

ABOUT STUDENT COUNCIL

LGBTStudents with Disabilities

MulticulutralWomens’

Post Graduate

Further EducationInternational

EnvironmentalClubs & Societies

Student Experience x 3

The Chair of Student Council is arguably one of the most important roles within the committee. The Chairperson is responsible for making sure that each meeting is planned effectively, conducted according to the constitution and that matters are dealt with in an orderly, efficient manner.

The Chairperson must make the most of all his/her committee members and ‘lead the team’.

WHAT MAKES A GOOD CHAIR?Attentive, diplomatic, adaptable, good listeners, decisive, assertive, organized and concise. They will need to control the room to ensure that actions are based on outcomes and that the committee has come to an informed decision.

A good Chair must also be impartial which creates a problem if they want to raise a point which will affect the students they represent according to their original portfolio (LGBT, Womens’, International etc). In this instance it is possible for the Chair to nominate someone else to take the lead on a particular agenda point while the Chair resumes their original role.

OUTSIDE OF THE MEETINGBeing a Chair does not stop in the meeting either; they will be required to set the agenda, follow up any action points and if needed hold meetings with individual members who have a problem, question, have failed to send apologies or have been disruptive in a previous meeting.

TOP 5 THINGS TO REMEMBER

CHAIR OF STUDENT COUNCIL

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It is your job to hold the Officers to account.

Don’t be afraid to speak up!

Always remember who you represent.

Your opinion must be your students’ opinion.

Set a good example outside of-meetings

WHAT IS THE DIFFERENCE BETWEEN THEM?A motion is the process in which policies or actions can made. There is a clear structure to how a motion should be written (see adjacent page).

Every motion must have a proposer and a seconder for it to go to Student Council. If the motion is only Campus related, it must be passed by half of the elected members of council plus one. If the motion affects all campuses, then it must be passed by three out of the four Student Councils. Motions should begin with hard facts in the “UCASU notes” section which will aim to support the arguement. In the following box it will say “UCASU believes”. This is where the person writing the motion should add in their side of the arguement and what they think Student Council should believe.

Finally, “UCASU resolves” should highlight the exact change the proposer wants to make. Once passed, the motion will then either be acted upon or become policy.

POLICIESThe policies of the Students’ Union are a statement of the beliefs of the organisation on key issues.

They can be a statement of the Students’ Union’s position, a commitment to doing things in a certain way or campaign on a particular issue.

Policies are made democratically and they are binding on the Students’ Union. While policies can be formed through motions to student council they can also be formed through the process of referendum.

All policies last for three years, after this time they are reviewed by the Students’ Union Campus Officers and Students’ Union Council.

MOTIONS VS POLICIES

HOW TO SUBMIT A MOTIONSubmitting a motion to Student Council for consideration must be presented and written in a certain. Officers should always remember that in “UCASU Resolves”, they should write the exact actions to be taken to make change. If this requires a change to the Bye Laws, they will need to state what they want to remove and the exact wording they want to replace it with.

UCASU NOTES:• That Council members ran for their position as they have an interest in improving

that area.• That council members are voted into post by the majority of the student body.• That some council members do not make an effort to show for meetings or even to

denote absence.

UCASU BELIEVES:• That inactive council members should receive warnings in the form of a call and an

email when not denoting absence for a meeting.• That there is no point in keeping inactive council members as they serve no purpose

and take up time and space in the minutes and cause frustration amongst active members.

UCASU RESOLVES:• There should be an email by the SU office to the council member each time a meeting

was missed and no apologies received.• After the third occasion a formal email should be sent by the SU Campus Officer

explaining the situation and consequences.• If there is no improvement the council member can be derecognised by the Student

Council voting with ‘no confidence’.

PROCEDURES FOR A MOTIONAll motions and agenda items must be submitted in writing to the Chair or Secretary to the Council five working days before the meeting.

THE DEBATING PROCEDURE1. Proposer Speech For 2. Open Speech Against 3. Seconder Speech For 4. Open Speech Against 5. Open Discussion/Questions6. Open - Summation Against7. Proposer - Summation For

PROPOSAL FOR AMENDMENTS1. Any proposals to make amendments to the motion must be raised during the open

discussion period of the debating procedure. The Chair shall invite and take a speech against the proposed amendments.

2. The Proposer of the amendments shall have the right to sum up before a vote is taken on them.

3. Amendments which are passed will be incorporated into the main motion.4. When all amendments have been voted upon, the main motion shall be voted upon.

POINTS OF ORDERThese take precedence over any other business (except during voting)

1. A request for a count to ensure that there are enough people to reach quoram.2. A request that a person who is not an ordinary member of the Union shall be allowed

to speak.3. A request for a ruling about the conduct of the meeting.4. A request to stop the normal business of the meeting to deal with a specified issue.

PROCEDURAL MOTIONSProcedural Motions are rules of practice which can be used at any time in the meetings, and allow Student Councillors to propose a change in the way that Student Council meetings are running. The procedural motions which can be proposed are:

That the questions not be put to a vote: If there is a problem with what is being discussed or the Student Councillor feels it needs further discussion and research at another time.

That the question be put immediately to a vote: This is where you feel that the discussion has been exhausted and time is being wasted and think that it is a suitable time to put the question to a vote.

That there is a temporary adjournment of the meeting: this is used if you feel the meeting is too long and Student Councillors would benefit from a break.

That there is temporary Chair: If there is reasoning to replace the Chair for the duration of a discussion, in this circumstance another member of Council or a deputy shall take over.

That the motion be taken in parts: If the motion is extremely complex it may be taken in stages to make it simpler for Student Councillors to understand.

The meeting goes into a closed session: If the meeting is discussing a sensitive issue you can request a closed session, observers who are present can be asked to leave the meeting temporarily and there will be no minutes taken during this time frame.

That the matter be taken to referenda: If you wish for something to go to referenda you need 2/3rd majority of Student Council to approve this decision. This is basically where you wish the entire student body to have a say on the matter being discussed.

TIPS FOR GOOD MEETING ETIQUETTEMeetings are governed by the traditional meeting etiquette. It is about:

1. Building relationships with colleagues, respecting their right to voice an opinion.2. Good etiquette includes being trustworthy, attentive and clear communication. 3. The Chair will make the purpose of the meeting clear and their word is final.4. Arguing with the Chair is not acceptable in any circumstances.5. Punctuality is a key; keeping the rest of Student Council waiting is considered poor

etiquette. 6. If you know you are going to be late you must let the Chair know in advance, if you

will not be able to attend the meeting you must send apologies to the Chair.7. We expect that you have prepared well for the meeting.8. Read the supporting documents and any other information necessary prior to arrival.9. Arriving early for the meeting is important, as you will need to sign in and start on

time.10. When discussion is underway, remember to allow the other Student to finish.11. Please do not interrupt, ensure that the Chair knows you wish to speak and reply

when invited to.