UBU Constitution Last Amended 31-1-11

8/10/2019 UBU Constitution Last Amended 31-1-11

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1 University of Bradford Union Constitution, Standing Orders and Regulations

University Of Bradford Union1

Contents2

I. Constitution .................................................................................................................................................. 531. Name ....................................................................................................................................... 542. Mission Statement and preamble ............................................................................................ 553. Aims and Objectives ................................................................................................................ 564. Remit ....................................................................................................................................... 575. Membership ............................................................................................................................. 686. Policy ....................................................................................................................................... 697. Referenda ................................................................................................................................ 7108. General and Annual General Meetings ................................................................................... 7119. Council ..................................................................................................................................... 71210. The Executive Committee ....................................................................................................... 81311. Union Forums .......................................................................................................................... 91412. Standing Committees .............................................................................................................. 91513. Conduct and Discipline of Officers of the Union ................................................................... 101614. Elections ................................................................................................................................ 101715. Finances ................................................................................................................................ 101816. Amendments and this Constitution. ....................................................................................... 1019

II. Standing Orders Governing Union General Meetings ............................................................................ 11201. Notice of Meetings ................................................................................................................. 11212. Quorum .................................................................................................................................. 11223. Agenda .................................................................................................................................. 11234. Motions .................................................................................................................................. 11245. Emergency Motions ............................................................................................................... 12256. Amendments.......................................................................................................................... 12267. Chairperson ........................................................................................................................... 12278. Conduct of Meeting ............................................................................................................... 12289. Procedural Motions ................................................................................................................ 132910. Challenge to the Chairs ruling.............................................................................................. 133011. Voting ..................................................................................................................................... 1331

12. Timings .................................................................................................................................. 1432 13. Questions ............................................................................................................................... 143314. Amendments to Standing Orders .......................................................................................... 1434

III. Standing Orders Governing Union Council ............................................................................................. 15351. Notice of Meetings ................................................................................................................. 15362. Quorum .................................................................................................................................. 15373. Agenda .................................................................................................................................. 15384. Motions .................................................................................................................................. 16395. Emergency Motions ............................................................................................................... 16406. Amendments.......................................................................................................................... 16417. Chairperson ........................................................................................................................... 16428. Challenge to the Chair ........................................................................................................... 1743

9. Conduct of Meeting ............................................................................................................... 174410. Procedural Motions. ............................................................................................................... 174511. Voting ..................................................................................................................................... 184612. Questions ............................................................................................................................... 184713. Co-Option of Members .......................................................................................................... 184814. Attendance ............................................................................................................................. 194915. Timings .................................................................................................................................. 195016. Amendments to Standing Orders .......................................................................................... 1951

IV. Standing Orders Governing Union Executive Meetings ........................................................................ 20521. Organisation .......................................................................................................................... 20532. Rights To attend, speak and vote .......................................................................................... 20543. The Chair and secretary of executive meetings .................................................................... 20554. Agenda and minutes .............................................................................................................. 20565. Conduct of the meeting ......................................................................................................... 21576. These standing orders ........................................................................................................... 2158


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V. Standing Order Governing Union Officers .............................................................................................. 2211. Sabbatical Officers................................................................................................................. 2222. Resignations .......................................................................................................................... 2233. Executive Officers .................................................................................................................. 2244. Expenses ............................................................................................................................... 2255. Trade Unions ......................................................................................................................... 2266. Declaration of Interest ........................................................................................................... 2277. Gifts and Hospitality ............................................................................................................... 2288. Discipline Procedure .............................................................................................................. 239

9. Motions of Censure ............................................................................................................... 2310 10. Motions of No Confidence ..................................................................................................... 2311

VI. Appendices Standing Orders Governing Union Officers ....................................................................... 2212Contract of work (full time, sabbatical officers only) ........................................................................... 2413Trustee declaration ............................................................................................................................. 2414Signed by the Candidate .................................................................................................................... 2415Signed on behalf of the Union by Elections Committee ..................................................................... 2416Sports and Societies Officer ............................................................................................................... 3017Environment and Welfare Officer ....................................................................................................... 2918Union Secretary-Treasurer ...................................................................Error! Bookmark not defined.19Media and Entertainments Officer ...................................................................................................... 2720

Academic Affairs Officer ..................................................................................................................... 2721

VII. Standing Orders Governing Union Course Representatives ................................................................ 3722VIII. Standing Orders Governing Union Forums ............................................................................................. 3823

1. Organisation .......................................................................................................................... 38242. Creating a Forum ................................................................................................................... 38253. Membership ........................................................................................................................... 38264. Agenda and minutes .............................................................................................................. 38275. These standing orders ........................................................................................................... 3828

IX. Election regulations ................................................................................................................................... 39291. Introduction and elections committee .................................................................................... 39302. Eligibility to stand for election and to vote ............................................................................. 3931

3. Election timetable .................................................................................................................. 40324. Regulations for elections by cross campus ballots ................................................................ 40335. The Poll .................................................................................................................................. 42346. The Count .............................................................................................................................. 42357. The Result ............................................................................................................................. 43368. Elections at Council and Committees .................................................................................... 43379. Terms of Office ...................................................................................................................... 433810. By Elections ........................................................................................................................... 443911. Complaints and Appeals Procedure ...................................................................................... 444012. Amendments.......................................................................................................................... 444113. Glossary of terms................................................................................................................... 4442

X. Publicity regulations .................................................................................................................................. 46431. Introduction ............................................................................................................................ 46442. Use of paper publicity ............................................................................................................ 46453. Use of the Internet and electronic publicity ........................................................................... 4646

XI. NUS Regulations ........................................................................................................................................ 4747Preamble ............................................................................................................................................ 47481. Membership ........................................................................................................................... 47492. Policy ..................................................................................................................................... 47503. Delegation and leader ........................................................................................................... 48514. Breaches ................................................................................................................................ 49525. Amendments.......................................................................................................................... 4953

XII. Financial Regulations ................................................................................................................................ 5054Section A ............................................................................................................................................ 50551. Introduction ............................................................................................................................ 50562. Circulation and Amendment .................................................................................................. 50573. Financial Management .......................................................................................................... 5058


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Section B ............................................................................................................................................ 5211. Responsibility for Finance ..................................................................................................... 5222. Principal Committee Structure ............................................................................................... 5233. Principal Officers.................................................................................................................... 524Section C ............................................................................................................................................ 5451. The Regulations..................................................................................................................... 5462. Auditors, Bankers and Solicitors ............................................................................................ 5473. Banking Arrangements and Cheques ................................................................................... 5484. Payments and Expenditure Limits ......................................................................................... 559

5. Receipts ................................................................................................................................. 5510 6. Contracts ............................................................................................................................... 56117. Guarantees and Indemnities ................................................................................................. 56128. Insurance Cover .................................................................................................................... 56139. Budgets .................................................................................................................................. 561410. Provisions for Purchasing ...................................................................................................... 6115

XIII. Disciplinary Regulations ........................................................................................................................... 62161. Policy ..................................................................................................................................... 62172. Responsibilities ...................................................................................................................... 62183. Summary Hearing .................................................................................................................. 62194. Penalties ................................................................................................................................ 6220

XIV. Appendices Disciplinary Regulations ...................................................................................................... 6321Appendix I Notice of Disciplinary Group Hearing ............................................................................... 6322Appendix II Notice of Findings of Disciplinary Group Hearing............................................................ 6423

XV. Equal Opportunities Regulations ............................................................................................................. 6524Statement of Intent/ Vision ................................................................................................................. 6525Participation of Members within the UBU ........................................................................................... 6526Recruitment and Selection ................................................................................................................. 6527Compliance with Legislation ............................................................................................................... 6628UBU Action Plan for the Implementation of the Policy ....................................................................... 6629Disciplinary Procedures ...................................................................................................................... 6730

XVI. StaffStudent Agreement ........................................................................................................................ 68311. Policy ..................................................................................................................................... 68322. Staff ....................................................................................................................................... 68333. Students at the University of Bradford: .................................................................................. 6834

XVII. Societies Federation Constitution ............................................................................................................ 69351. The Societies Federation ....................................................................................................... 69362. Officers of the Societies Federation ...................................................................................... 69373. Functions and duties of the Societies Federation ................................................................. 69384. Powers and duties of the Executive ...................................................................................... 69395. Societies Federation Council ................................................................................................. 70406. Elections ................................................................................................................................ 71417. Creation Of A New Club ........................................................................................................ 71428. Removal From The Societies Federation .............................................................................. 71439. Finance .................................................................................................................................. 714410. Colours And Awards .............................................................................................................. 714512 Amendments.......................................................................................................................... 7146

XVIII. Athletics Assocation Constitution............................................................................................................ 72471. The Athletic Association ........................................................................................................ 72482. Officers of the Athletic Association ........................................................................................ 72493. Functions and duties of the Athletic Association ................................................................... 72504. Powers and duties of the Executive ...................................................................................... 72515.1 Athletic Association Council .................................................................................................. 73526. Elections ................................................................................................................................ 7453

7. Creation Of A New Club ........................................................................................................ 7454 8. Removal From The Athletic Association ............................................................................... 74559. Finance .................................................................................................................................. 755610. Colours And Awards .............................................................................................................. 755711. Amendments.......................................................................................................................... 7558


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XIX. Bradford Student Cinema Constitution.................................................................................................... 7611. Bradford Student Cinema ............................................................................................................... 7622. Objectives .............................................................................................................................. 7633. Membership ........................................................................................................................... 7644. Management .......................................................................................................................... 7655. Constitutional Head ............................................................................................................... 7666. Officers of the BSC ................................................................................................................ 7678. Powers and Duties of the Officers ......................................................................................... 7689. Meetings ................................................................................................................................ 779

10. Voting Procedures ................................................................................................................. 7910 11. Election Procedures .............................................................................................................. 791112. Appeals Procedure ................................................................................................................ 791217. Amendments.......................................................................................................................... 7913

XX. Bradford Student News Constitution ....................................................................................................... 80141. Bradford Student News .................................................................................................................. 80152. Objectives .............................................................................................................................. 80163. Membership ........................................................................................................................... 80174. Management .......................................................................................................................... 80185. Constitutional Head ............................................................................................................... 80196. Officers of the BSN ................................................................................................................ 80208. Powers and Duties of the Officers ......................................................................................... 8021

9. Meetings ................................................................................................................................ 812210. Membership ........................................................................................................................... 822311. Elections ................................................................................................................................ 822412. Changeover ........................................................................................................................... 822513. Quorum .................................................................................................................................. 822614. Publication Dates ................................................................................................................... 822715. Editorial Content .................................................................................................................... 832816. No Confidence ....................................................................................................................... 832917. Appeals Procedure ................................................................................................................ 833018. Amendments.......................................................................................................................... 8331

XXI. Bradford Student Radio Constitution ....................................................................................................... 84321. Bradford Student Radio ......................................................................................................... 84332. Objectives .............................................................................................................................. 84343. Membership ........................................................................................................................... 84354. Management .......................................................................................................................... 84365. Constitutional Head ............................................................................................................... 84376. Officers of RamAir ................................................................................................................. 84387. Job Roles ............................................................................................................................... 84398. Non-Executive Positions ........................................................................................................ 86409. Executive Meetings. .............................................................................................................. 884110. Disciplinary Action ................................................................................................................. 884211. Right of Veto .......................................................................................................................... 884312. General Meetings .................................................................................................................. 884413. Elections Procedure .............................................................................................................. 8845

14. Resignations .......................................................................................................................... 8946 15. Nominations ........................................................................................................................... 894716. Questions to Candidates ....................................................................................................... 894817. Voting Procedure ................................................................................................................... 894918. Motions of no confidence ....................................................................................................... 895019. Station Policy ......................................................................................................................... 9051

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University Of Bradford Union1

Const i tut ion2

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1. Name4

The name of the organisation shall be the University of Bradford Union; the union may also trade as UBU or5 University of Bradford Union of Students. (Hereinafter referred to as the Union)67

2. Mission Statement and preamble8The Union exists for students to enhance their experience at the University of Bradford and to have a9positive impact on their future lives and careers. We represent students and seek to maximise satisfaction10whilst celebrating their diversity in an open ethical and professional manner.11

122.1. The Union is established under the Education Act 1994 and is an exempt charity regulated by the13

Charities Act 1994.1415

2.2. The Union will operate in a fair and democratic manner and will conduct its activities and manage its16

funds and affairs in accordance with:-17i. Democratic Union bodies as outlined in this constitution18ii. Standing orders of the Union19

iii. This constitution20iv. The statutes and ordinance of the university21v. Any law and statutes which may apply to the Union22

23

3. Aims and Objectives243.1. The primary aims and objectives of the Union shall be:-25

i. To promote the general interests of students and members.26ii. To be a recognised and representative channel of communication between its members, the27

University of Bradford (the University) and other bodies.28iii. To provide for the cultural, recreational, sporting, social, welfare needs of all its members.29iv. To provide such facilities as are appropriate and desirable to achieve the above.30v. To represent students in academic, disciplinary or other matters relating to the welfare of our31

students.32vi. To enrich and enhance the educational and social experience of students and to provide33

opportunity for the personal development of students;3435

3.2. The objectives of the Union shall be fulfilled whilst working towards the equal opportunities policies of36the Union and the University, within the law and will of its members.37

383.3. The Union will pursue its aims and objectives with out discrimination towards sex, gender, race,39

disability, ethnic or socio-economic back ground, sexual orientation, age, faith status, people group,40

political persuasion, health status, relationship status or any other relevant distinction that the council41may identify.42

43

4. Remit44In order to achieve any or all of the aims and objectives, the union may alone or with others do any of the45following:-464.1. establish, supply and administer services of any kind and sell goods to meet the needs and wishes of47

members and charge for these services and goods;484.2. consult with and make recommendations to senate and to educational and other authorities;494.3. promote events, seminars and educational opportunities;504.4. Engage and pay persons or agencies whether on a fulltime of consultant or an employee, or secondee51

to supervise, organise, carry on work of and advise the Union.52 4.5. To delegate powers that the executive see fit to the General Manager.534.6. In fulfilling these objectives the Union will actively pursue a policy of equal opportunities for all.544.7. The Union may not do anything that would disqualify it from being a charity.55

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5. Membership.15.1. Full Membership2

5.1.1.Every current student on a full time or part time course enrolled at the University of Bradford3and all elected members of the union executive committee shall be a full member of the Union4and to enjoy all the rights and privileges of being a full member, except those who exercise5their right not to be a member under the clause 22-(2) (c) of the Education Act 1994.6

75.1.2.Membership shall be terminated in the following ways :8

i. When the member is no longer classed by the University as Current. This does not apply if9

the member is undertaking an appeal against the university, in which case membership will be10until the appeal process is over.11

ii. By executive vote; provided that the individual concerned shall have the right to be heard by12the executive before a final decision is made and that it is for a just reason. Any member, who13has their membership terminated, has the right to appeal to the next session of Union Council.14

iii. Upon the expiry of the term of office of an elected executive member.1516

5.1.3.Full membership shall be entitled to:17i. Participate in the governance of the Union;18ii. Participate in the activities of the Union and use the services and amenities provided by or for19

the Union;20iii. Reasonable access to information about the conduct of the Unions affairs and finances21iv. To attend, vote and speak in general meetings22

v. To attend, and speak in the Union Council meetings23vi. To attend and speak at Executive meetings, subject to standing orders for Executive meetings.24vii. To be members of, hold office in, all Clubs and societies recognised by the University of25

Bradford, Subject to individual Clubs and societies conditions and prices.26viii. To stand for Council and Executive position within the Union27

285.2. Other Membership29

5.2.1.Associate Members30i. All Members of the University of Bradford staff upon payment of a fee, to be determined by the31

finance and service scrutiny committee.32ii. Such Other person where their close connection with the union justify it, subject to approval by33

the Union Council and upon payment.3435

5.2.2.Life members:36i. Graduates of the University of Bradford, upon payment of a fee determined by the finance and37

service scrutiny committee3839

5.2.3.Honorary Life Members:40i. Those persons having life membership conferred upon them by a Union council or general41

meeting.4243

5.2.4.Associate, life and honorary life members shall be entitled to:44i. To use such facilities of the union and the university that are made available to them.45ii. To be members of sports clubs and societies subject to conditions and charges.46

iii. To attend and speak, subject to the discretion of the meeting, in union general meetings and47union council.48

495.3. Discipline50Conduct, discipline and termination of Union membership shall be governed by the Union Disciplinary51Regulations and shall be subject to approval by University and Union Councils.52

6. Policy53Policy of the Union shall be made by Union bodies as outlined in the Constitution and its subdocuments;54Policy is binding for the Union, its members and employees, as so long as it is within the law. All policy shall55be held by the Union Secretary-Treasurer and made available for members to see.566.1. Policy relating to affiliations shall be reviewed by the Council or a higher body annually.576.2. Policy relating to constitutional changes shall fulfil the requirements in Constitution (15) and then expire58

as policy a year after the changes have been ratified.59

6.3. All other policy shall be reviewed at least every five years.606.3.1.The Union Secretary-Treasurer shall bring policy that is older than five years to the Councils or61

higher bodys attention. This meeting or body as outlined in the Constitution may re-pass the62policy otherwise it will cease to be policy at the end of the relevant meeting to which the63attention is brought64


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7. Referenda1The policy of the Union may be made or amended by a simple majority resolution of a Referendum, given2that the number of people voting in the Referendum is equal to, or more than, ten percent of the full3members of the University of Bradford Union. Policy passed by resolution of a Referendum shall take4precedence to policy passed by any other Union body.5

67.1. Referenda shall take place at the request of:7

i. members equivalent to the stipulated quorum level of a General Meeting or8ii. two-thirds majority of a quorate UBU Executive Committee or9

iii. two-thirds majority of a quorate UBU Council.1011

7.2. The conduct for Referenda is laid out in the Union Polling Regulations, approved by Union Council.1213

8. General and Annual General Meetings14The union general meeting is a meeting in which every member may attend and speak and at which full time15members can express their views, make recommendations and pass resolutions that are binding to all16bodies of the union including union council. General Meetings shall take precedence over all union decision17making bodies other than referenda.18

198.1. The Union Secretary-Treasurer shall convene General Meetings. There shall be at least two General20

Meetings each year and one AGM publishing the agenda five working days before the meeting.218.1.1.The General Meeting shall be held in accordance with the Union Standing Orders for General22

Meetings, which shall outline its conduct and primary functions2324

8.2. The Union Secretary-Treasurer shall convene Annual General Meetings publishing the agenda five25working days before the meeting. There be at least one General Meetings each year.26

8.2.1.The Annual General Meetings shall be held in accordance with the Union Standing orders for27General Meetings, which shall outline its conduct and primary functions and include the28following:29

i. A report from the Union Secretary-Treasurer and honorary treasurer or their representative.30The report will included the audited accounts of the year which shall be presented for31members approval.32

ii. The executive committee shall give a state of union address in the form if an annual report33

which shall be presented for members approval.3435

8.3. Extraordinary General Meetings shall take place at the request of:36i. 100 full members of the Union37ii. Two-thirds majority of a quorate the Union Executive Committee38

iii. Two thirds majority of quorate the Union Council.3940

8.3.2.Any request for an Extraordinary General Meeting shall state in writing the purpose for which41the meeting is called. The motion shall be the only item on the Agenda and the meeting held42in accordance with the Union Standing orders for General Meetings, which shall outline its43conduct and primary functions44

458.3.3.The Union Secretary-Treasurer shall, within five working days of receipt of a properly46

supported motion for an Extraordinary General Meetings, publish the Agenda announcing47the date and time of the meeting. The meeting shall be called within ten working semester48days of the receipt of the motion.49

508.4. The quorum of GMs shall be 3% of the full members or 100 members from at least 2/3 of the academic51

schools of the University, which ever is the lesser.5253

8.5. Minutes of GMs shall be published within seven clear working days of the meeting.5455

9. Council56Within the limits of this constitution the Union Council representatives shall be the principle representatives,57

deliberative, policy making and governing body of the Union. The only exception from this is where any58 powers or function has been expressly granted by this constitution to another body within the Union. Union59Council shall have primacy in all matters over such bodies and these other bodies in carrying out their60functions will be bound by the resolutions of Union Council.61

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9.1. Voting membership of council.1Members of Council shall be comprised from the following areas:2

i. Two undergraduate and one postgraduate representative from each school (of which there are37) selected from the Course Representative Executive. [21]4

ii. Two Athletics Association representative and the AA Vice President (Elected from the Athletics5Association council) [3]6

iii. Two Societies Federation representative and the SF Vice President (Elected from the7Societies Federation council) [3]8

iv. One place for each constituted Union forum with a maximum of 10 representatives. (Elected9

from each Union forum) [10]10 v. Ten lay places (Elected annually at the start of the academic year by cross campus ballot) [10]1112

9.2. Ex-officio members (without voting rights) Shall be:13i. Heads of media areas (Ramair, Bradford Students Cinema and the Bradford Student)14ii. General Manager of the Union15

iii. Chair of the University Alumni Association.16iv. Union Sabbatical Officers (Elected full-time, paid executive officers)17v. Union Non-Sabbatical Officers (Elected part-time, un-paid executive officers)18

199.3. Meetings20

9.3.1.The Union Secretary-Treasurer shall convene meetings of Union Council. There shall be at21least four meetings of Union council each semester.22

23 9.3.2.Extraordinary Union Council meetings shall be held at the written request of a two -thirds24majority of a quorate Executive Committee or 25% of the elected Council members.25

269.3.3.Date and Agenda of Union Council meeting are to be published at least three clear working27

days in advance of the meeting.2829

9.3.4.The quorum of the meeting shall be 50% + 1 of the lay members. [6]3031

9.3.5.Meetings shall be run in accordance with the Standing Orders for Union Council, which shall32outline the conduct and primary functions of the council.33

34

10. The Executive Committee35Responsible for the day to day running of the Union and implementing policy36

3710.1. Membership of the Executive Committee shall be:38

10.1.1. Sabbatical Officers of the union who may receive living expenses at a rate equivalent to the39University post-graduate bursary regulations and are:40

i. Union Secretary-Treasurer41ii. Academic Affairs Officer42

iii. Media and Entertainments Officer43iv. Environment and Welfare Officer44v. Womens Officer45

vi. Sports and Societies Officer4647

10.1.2. Non-Sabbatical Officers who volunteer for the union whilst continuing their studies and are:48i. Black and Minority Ethnic Students Officer49ii. Disabled Students Officer50

iii. Mature Students Officer51iv. Lesbian, Gay, Bisexual and Trans Officer52v. International Students Officer53

vi. Students with Dependents54vii. Post Graduate Officer55viii. School of Management officer56ix. Community Engagement Officer57

10.1.3. Officers shall be governed in accordance with the Union Standing Orders for Executive58Officers and as outlined in the Union Code of Practice and job descriptions of officers.59

60 10.2. Meetings shall be conducted in accordance with Standing Orders for Union Executive Committee.61i. The Union Secretary-Treasurer shall convene the Executive Committee meetings.62ii. Meetings shall normally be held on a weekly basis and are open to members as observes63

subject to the Union Standing Orders of Executive Committee Meetings.64


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iii. Extraordinary meetings may be convened at the request of three members of the committee.12

10.2.2. Date and Agenda of Executive Committee meetings are to be published at least one clear3working day before the meeting.4

510.2.3. The quorum of the Executive Committee meeting shall be 50% + 1 of the elected executive6

members during term time and 50% + 1 of Sabbatical Officers during vacations.78

11. Trustee Board911.1 A total number of 11 trustees, including 3 external trustees.10

11.2 Chaired by the Union Secretary Treasurer1111.3 Vice-Chair, the Academic Affairs officer1211.4 Six current student members1311.5 One alumni student member1411.6 One university representative member1511.7 One external member16

12. Union Forums17

1812.1. Campus Forums may be set up at the request of any union body or 50 members defining in a19

particular group as outlined in Union Standing Orders for Forums.2021

12.2. An Executive Officer of the Union shall be assigned by executive committee to each forum and chair22the meetings.23

2412.3. The responsibilities of the Campus Forum shall be:25

i. to fulfil their terms of reference as laid down in the relevant Standing Orders. All standing26orders to be approved by UBU Council.27

ii. to implement policy as determined by Referenda, General Meetings, Union Council or28Executive Committee29

iii. to produce accurate minutes, reports and recommendations to be presented to meetings of30

union Council.31iv. to represent itself and its students to Union Council or other relevant bodies.32

33

13. Standing Committees3435

13.1. There shall be finance and service scrutiny committee of the Union who will prepare budgets and36scrutinise finances with the Union Secretary-Treasurer.37

3813.2. There shall be constitutional review committee of the Union who will look at the constitution and make39

sure that the union is abreast with law changes.4041

13.3. There may be other Standing Committees of the Union whose names, remit and membership shall42be determined by Union Council.43

4413.4. There shall be a Chair of each Standing Committee elected by members of the committee.45

4613.5. An Executive officer be assigned a standing committee.47

4813.6. The responsibilities of the Standing Committees shall be:49

i. to fulfil their terms of reference as determined by union Council50ii. to implement union policy.51

iii. to produce an annual budget bid for submission to Union Finance and Scrutiny Committee via52the Union Secretary-Treasurer; if appropriate.53

iv. to produce accurate minutes, reports and recommendations to be presented to meetings of54

Union Council.55v. to hold its executive officer to account56


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14. Conduct and Discipline of Officers of the Union114.1. Job descriptions for the Sabbatical Officers are set out in Standing Orders for Officers of the Union.2

314.2. All full members shall be eligible to stand for election as a Sabbatical Officer in accordance with the4

Union Polling Regulations.56

14.3. No individual may serve as a Sabbatical Officer of the Union for more than two years over their time7at the institution.8

9

14.4. Motions of No Confidence or Censure shall be dealt with in accordance with the procedures laid10down in Standing Orders for Officers of the Union.11

15. Elections12All Elections shall be held in accordance with the Union Polling Regulations, and constituents shall be13outlined in the relevant Standing Orders.14

16. Finances15Both Union and University Councils shall govern the Union finances in accordance with the Union Financial16regulations, which shall be subject to their approval. The Union shall not act beyond its powers as outlined in17law in relation to spending of general union finances.18

1916.1. Honorary Treasurer20

16.1.1. After consultation with the Union, the council of the University shall appoint an Honorary21Treasurer of the Union, who shall be a member of the academic or administrative staff of the22University.23

16.1.2. The term of office of the honorary treasurer shall be for a period of three years or until they24expresses a wish to resign or it is terminated by recommendation of both the Union and the25University Councils. After a three-year period in office the Honorary Treasurer may stand to be26re-appointed for one further term of office.27

16.1.3. The honorary treasurer shall conduct treasury roles as outlined by the union and university28councils and shall be permitted to attend and speak without voting rights all union meetings.29

3016.2. The finances shall be reported back to the University in accordance to the financial regulations. The31

standing committee, Finance and Scrutiny will be the body in charge of the implementation of the32 financial regulations.33

17. Amendments and this Constitution.3417.1. This Constitution may not be amended in such a way as to contravene the statutory obligations of35

the union.3637

17.2. Amendments to this Constitution shall be approved by a two-thirds majority of those present and38eligible to vote in either:39

i. a quorate Union Referendum; or40ii. a quorate Union General Meeting; or41

iii. two consecutive, quorate Union Council Meetings4243

17.2.2. All amendments should be ratified by simile majority of with the University Governing Body4445

17.2.3. Motions to amend or replace this Constitution shall be submitted in accordance with46regulations outlined in this document and sub-documents.47

4817.2.4. This constitution must be reviewed by the Union Council and the University at least every49

five years.5051

17.2.5. This constitution is governed by the bodies outlined above and is in accordance with the law52and any by-laws of the university and union.53

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14.2 The Receptionist shall note the date and time that each motion is submitted. Motions shall appear on the2agenda in the order of submission.3

44.3 Motions may be submitted by:5

a) the Executive Committee6b) a Proposer, Seconder and 5 Assentors, all of whom must be full members of the Union7

8

5. Emergency Motions95.1 Emergency motions shall be submitted to the Chairperson via Union Reception one hour before the10General meeting is due to commence. The Chairperson shall then determine whether or not the business11could reasonably have been submitted in the normal way for the next meeting.12

135.2 The Chairperson shall announce their ruling on the eligibility of tabling the emergency motion at the end14of the agenda when all business has been discussed. This ruling may be overturned by a challenge to the15Chair (para. 10 below).16

17

6. Amendments186.1 Amendments to motions may be submitted either prior to or during the meeting.19

206.2 Amendments must be proposed and seconded by full members of the union.21

226.3 To be accepted into the main motion, an amendment must:23obtain the approval of the proposer and seconder of the main motion24be subsequently passed on general aye or by majority vote at the meeting otherwise, the amendment falls.25

266.4 It is the responsibility of the chair to accurately communicate the wording of the amendment to the27meeting.28

29

7. Chairperson30

7.1 General Meetings are to be chaired by the Chairperson of the Union Council or in their absence the31 Deputy Chairperson Council.32If the Chair and Deputy Chair are not present at a meeting, the Union Secretary-Treasurer is to Chair the33meeting and immediately carry out an election of a Temporary Chairperson for the duration of the meeting.34Following the election of a Temporary Chairperson, that candidate will take the chair and conduct an election35for a Temporary Deputy Chairperson.36

377.2 The Chairperson shall be heard in silence at all times and shall conduct the meeting in a manner, which38will expedite constructive and balanced debate.39

407.3 The Chairpersons ruling shall be final unless overruled by a challenge to the Chair (para.10 below). 41

427.4 The Chairperson shall have the power to request a member to leave the meeting if they are acting in a43

disruptive manner.44457.5 The Chairperson shall have the power to rule out of order any motion or amendment, which recommends46action, which is ultra-vires (against the legal regulations governing charities).47

48

8. Conduct of Meeting498.1 Members wishing to speak must catch the eye of the Chairperson. The Chair will indicate who is to50speak.51

528.2 Motions shall be heard as follows:53

a) speech in favour of the motion54b) speech against the motion55c) questions to the speakers and points from the floor56d) speech in summation on the motion57e) move to the vote58


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18.3 Any proposed amendments to the motion should be discussed between sections 8.3b and 8.3d as2above. They will be heard as follows:3

a) speech in favour of the amendment4b) speech against the amendment5c) questions to the speakers and points from the floor6d) speech in summation on the amendment7e) move to the vote8

9

If the amendment falls, the meeting shall return to section 8.2c as above. If the amendment is carried, then it10 forms part of the original motion and the meeting shall return to 8.2c as above and continue discussing the11amended motion.12

13

9. Procedural Motions149.1 Procedural motions shall have precedence over the order of the meeting. A member must catch the15eye of the Chairperson and on being directed to speak shall announce that they wish to propose a16procedural motion. The proposer of the motion may then give their reasons for the proposal. There shall be17an opportunity for a speech against the proposal. The matter shall then be put to the vote. The move must18be carried by a two thirds majority of those present and eligible to vote.19

209.2 The following are procedural motions:21

a) A move that the motion be put to the vote without any further speeches or questions. If carried, the22Chair must move directly to the vote on the motion.23

b) A move to cease discussions of the motion pending review.24c) A move to challenge the Chair.25d) A move for a temporary adjournment.26e) A move to amend the order of the agenda.27f) A move to allow speaking rights for a non-member.28g) A move to suspend Standing Orders. This move must state what is to be discussed under the29

suspension. No binding vote may be taken whilst Standing Orders are suspended. Standing Orders30may be reinstated at the discretion of the Chair, subject to an indicative vote and in any case shall be31deemed to be reinstated at the close of the meeting.32

h) A move for a direct question to an executive member in relation to the debate (the question should33be summated, before the vote, to the chair who shall decided on the precedent for the question and34relevance.)35

36

10. Challenge to the Chairs ruling3710.1 Upon the passing of a procedural Motion to challenge a Chairpersons ruling the Deputy Chairperson is38to take the Chair. The opponent to the Chairs ruling shall explain their challenge. Questions may be put to39the speaker. The Chairperson shall then explain their ruling. Questions may be put to the Chair.40

41There shall then be an opportunity for a member to speak in support of the Chair. The Deputy Chair must42then put the matter to the vote. If the vote is in favour of the challenge to the Chair the Chairperson may43return to chairing the meeting but the challenge will stand with the Chairs decision overruled. If the vote44does not uphold the challenge then the Chairs ruling will stand and be final.45

46

11. Voting4711.1 Voting shall be carried out by secret ballot at the request (whether prior to or during the meeting) of any48member eligible to vote.49

5011.2 Voting to carry a motion is to be by simple majority of those present and eligible to vote except in the51case of a procedural motion, where voting shall be by a two thirds majority of those present and eligible to52vote.53

5411.3 Only registered members of the University of Bradford Union are eligible to vote at General Meetings.55

56

11.4 Once the Chairperson has brought the meeting to a move to vote there shall be no speaking until the57vote has been carried out.58

5911.5 Where there are no speeches against or points regarding a motion the Chairperson shall move directly60to the speech in summation and the vote.61


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111.6 Where necessary abstentions may be counted and recorded in the minutes of the meeting.2

3

12. Timings412.1 A General Meeting is to adjourn two hours after commencement unless there is a vote in favour to5continue, carried by a two thirds majority of those present and eligible to vote.6

712.2 Speeches shall be limited to a maximum of 3 minutes in length. Questions and responses to one8

minute.910

13. Questions1113.1 Questions directed at speakers are to be relevant to the motion being discussed or to the conduct of a12Union Officer. They are to be posed in such a way as to cause no offence, as set out in Union Policy.13

1413.2 All speakers may retain the right not to answer questions put at the meeting.15

14. Amendments to Standing Orders1614.1 Amendments to these standing orders must follow amendments to the constitution as outlined in17

Constitution.(15).1819


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University of Bradford Union1

Standin g Orders2

Governing Union Counci l3

4

1. Notice of Meetings51.1 Union Council shall be convened by the Union Secretary-Treasurer or in their absence the Academic6

Affairs Officer of the Union and shall be held in accord with Union Constitution.78

1.2 It is the responsibility of the Union Secretary-Treasurer to ensure that adequate notice is provided:9a) 10 working days prior to Union Council, including the deadline for submission of motions10b) 4 working days prior to the Union Council, including details of motions to be discussed11c) 5 working days prior to an Extraordinary Union Council, including details of the motion to be12discussed13

141.3 Council may meet in closed session for any item on the agenda when it considers that the interests15of the Union would best be preserved by the matter remaining confidential to members of Council. The16

following people shall be permitted to remain in Council during closed sessions:17a) Executive Committee18b) Executive Elect19c) Union Councillors20

21

2. Quorum2223

2.1 The quorum for all Council Meetings shall be 50% + 1 of the voting members of Union Council.2425

3. Agenda2627

3.1 Agenda are to be drawn up by the Union Secretary-Treasurer with the Steering committee, or in their28absence the Academic Affairs Officer with the Steering committee.29

303.2 The agenda for Union Council Meetings shall comprise of the following (where applicable):31

a) Roll call of everyone present32b) Apologies33c) Declaration of interest34d) Approval of agenda (including any other business to be discussed)35e) Co-option of new members36f) Approval of Union Council minutes (with matters arising)37g) Presentation of Exec minutes with approval of Exec decisions38h) Executive Officers reports39i) Questions to officers and ex-officio members40

j) Media area reports41k) Sports and Societies reports42l) Motions43m) Any other business (to be submitted in advance to the chair)44n) Announcements45n) Date and time of next meeting46

3.3 Executive Officers Reports shall include:47

3.3.1 The working hours record sheet, produced by the Democracy Co-ordinator or in their absence the48Union Secretary Treasurer49

3.3.2 The monthly printout of the Meeting Maker (or other diary software used by the Union)503.3.3 A written report (no more than one page A4)51

52535455


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3.3 The agenda for Extraordinary Union Council shall comprise of:1

a) Roll call2b) Apologies3c) Declaration of interest4d) Notified item of discussion5e) Date and time of next meeting6

78

4. Motions910

4.1 Motions for inclusion on the agenda shall be submitted in writing to Union Reception no later than 1211noon, five working days preceding the Union Council meeting.12

134.2 The Receptionist shall note the date and time that each motion is submitted. The Union Secretary-14Treasurer shall ensure this action is fulfilled.15

164.3 Motions may be submitted by:17

18a) the Executive Committee19b) a Proposer, Seconder and 15 Assentors, all of whom must be full members of the Union20

21 4.4 Order of motions shall appear at the discretion of the Steering Committee using the following22guidelines:23a) matters effecting UBU only24b) matters effecting UBU and the University25c) matters effecting UBU on a national level26d) matters effecting UBU on an international level27e) other matters of interest28

29

5. Emergency Motions305.1 Emergency motions shall be submitted in writing to the Chairperson or convenor up to one hour before31

the Union Council meeting is due to commence. The Steering committee shall then determine whether32

or not the business could reasonably have been submitted in the normal way for the next meeting.3334

5.2 The Chairperson shall announce the steering committees ruling on the eligibility of tabling the35emergency motion and its position on the agenda (if applicable).36

37

6. Amendments386.1 Amendments to motions may be submitted either prior to or during the meeting.39

406.2 Drafting amendments may be discussed and accepted at any time.41

426.3 Amendments must be proposed and seconded by full voting members of Union Council43

446.4 To be accepted into the main motion, an amendment must either:45

46a) obtain the approval of the proposer and seconder of the main motion47

OR48b) be passed on general aye or by majority vote at the meeting otherwise, the amendment falls.49

506.5 It is the responsibility of the chair to accurately communicate the wording of the amendment to the51meeting.52

53

7. Chairperson54

55 7.1 Union Council meetings are to be chaired by the Chairperson of the Union Council or in their absence56the Deputy Chairperson Council. If the Chair and Deputy Chair are not present at a meeting, the Union57Secretary-Treasurer is to Chair the meeting and immediately carry out an election of a Temporary58Chairperson for the duration of the meeting. Following the election of a Temporary Chairperson, that59


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candidate will take the chair and conduct an election for a Temporary Deputy Chairperson.12

7.2 The Chairperson shall be heard in silence at all times and shall conduct the meeting in a manner,3which will expedite constructive and balanced debate.4

5

7.3 Wherever possible, the Chairperson should rule according to the Constitution, the relevant Standing6Order and other regulations governing the running of this Union as they stand at present.7

8

7.4 The Chairpersons ruling shall be final unless overruled by a challenge to the Chair (para.8 below). 9107.5 The Chairperson shall have the power to request a member to leave the meeting if they are acting in11a disruptive manner.12

137.6 The Chairperson, on behalf of the Steering committee, shall have the power to rule out of order any14motion or amendment, which recommends action, which is ultra-vires (against the legal regulations15governing charities).16

17

7.7 The chairperson and deputy chairperson shall be elected at the start of the academic year from the18lay membership of council.19

20

8. Challenge to the Chair218.1 Upon the passing of a procedural Motion to challenge a Chairpersons ruling the Deputy Chairperson is to22

take the Chair. The opponent to the Chairs ruling shall explain their challenge. Questions may be put to23the speaker. The Chairperson shall then explain their ruling. Questions may be put to the Chair. There24shall then be an opportunity for a member to speak in support of the Chair. The Deputy Chair must then25put the matter to the vote. If the vote is in favour of the challenge to the Chair the Chairperson may return26to chairing the meeting but the challenge will stand with the Chairs decision overruled. If the vote does27not uphold the challenge then the Chairs ruling will stand and be final.28

29

9. Conduct of Meeting309.1 Council members wishing to speak must catch the eye of the Chairperson. The Chair will indicate who31

is to speak. Other individuals wishing to talk must seek permission to speak in accordance with32procedural motion 10.2(f) or at the chairs discretion.33

349.2 Motions shall be heard (the time to be at the discretion of the Chairperson) as follows:35

36a) speech in favour of the motion37b) speech against the motion38c) questions to the speakers and points from the floor39d) speech in summation on the motion40e) move to the vote41

42

9.3 Any proposed amendments to the motion should be discussed between sections 9.2b and 9.3d as43 above. They will be heard as follows:4445

a) speech in favour of the amendment46b) speech against the amendment47c) questions to the speakers and points from the floor48d) speech in summation on the amendment49e) move to the vote50

51If the amendment falls, the meeting shall return to section 8.2c as above. If the amendment is carried,52then it forms part of the original motion and the meeting shall return to 8.2c as above and continue53discussing the amended motion.54

55

10. Procedural Motions.5610.1 Procedural motions shall have precedence over the order of the meeting. A member must catch the57

eye of the Chairperson and on being directed to speak shall announce that they wish to propose a58


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procedural motion. The proposer of the motion may then give their reasons for the proposal. There1shall be an opportunity for a speech against the proposal. The matter shall then be put to the vote. The2move must be carried by a two-thirds majority of those present and eligible to vote.3

410.2 The following are procedural motions:5

6a) A move that the motion be put to the vote without any further speeches or questions. If carried, the7Chair must move directly to the vote on the motion.8b) A move to cease discussions of the motion pending review.9

c) A move to challenge the Chair.10 d) A move for a temporary adjournment.11e) A move to amend the order of the agenda.12f) A move to allow speaking rights for a non-member of Council.13g) A move to suspend Standing Orders. This move must state what is to be discussed under the14suspension. No binding vote may be taken whilst Standing Orders are suspended. Standing Orders15may be reinstated at the discretion of the Chair, subject to an indicative vote and in any case shall be16deemed to be reinstated at the close of the meeting.17h) A move to allow members of the Executive Committee full voting rights for the point under discussion.18i) A move for a closed session in accordance with 1.3.19

j) A move for a direct question to an executive member in relation to the debate (the question should be20submitted, before the vote, to the chair who shall decide on the precedent for the question and21relevance.)22

2324

11. Voting2511.1 Voting shall be carried out by secret ballot at the request (whether prior to or during the meeting) of any26

member eligible to vote.2728

11.2 Voting to carry a motion is to be by simple majority of those present and eligible to vote except in29the case of a procedural motion, where voting shall be by a two thirds majority of those present and30eligible to vote.31

3211.3 Only elected full Union Councillors of the University of Bradford Union are eligible to vote at a Union33Council meeting.34

3511.4 Once the Chairperson has brought the meeting to a move to vote there shall be no speaking until36the vote has been carried out.37

3811.5 Where there are no speeches against or points regarding a motion the Chairperson shall move39directly to the speech in summation and the vote.40

4111.6 Where necessary abstentions may be counted and recorded in the minutes of the meeting.42

4311.7 In the event of a drawn vote the Chairperson shall have the deciding vote.44

4511.8 Proxy voting shall be allowed if the Convenor receives a written request either before or during the46meeting. The request must be counter-signed by two other Union Councillors.47

4849

12. Questions5012.1 Questions directed at speakers are to be relevant to the motion being discussed or to the conduct of a51Union Officer. They are to be posed in such a way as to cause no offence, as set out in Union Policy.52

5312.2 All speakers may retain the right not to answer questions put at the meeting. (the chair may suggest to54an executive officer that they should answer questions relating to their role.)55

5657

13. Co-Option of Members5813.1 In the event of Union Council positions remaining vacant, these posts shall remain available to all full59Union members for co-option.60

61


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13.2 Co-Option of new members shall take place at Union Council.12

13.3 Candidates for co-option must comply with the procedures set out in the UBU election regulations3(Para. 4.2.3 and 4.2.4 b)4

513.46

a) Potential candidates must make a short speech, in Union Council, explaining their manifesto.78

b) Relevant questions may be put to potential candidates.9

10 13.5 The meeting shall proceed to a vote, on which the candidate is elected by a simple majority.1112

13.6 Co-opted members shall take up position immediately.1314

14. Attendance1514.1 Union Councillors will automatically lose there position if-16

a) They fail to send apologies to two consecutive full Council Meetings17b) They fail to attend three consecutive full council Meetings.18

15. Timings19

15.1 The meeting shall not continue over 3 hours unless voted by a two-thirds majority of voting council20members.21

22

16. Amendments to Standing Orders2316.1 Amendments to these standing orders must follow amendments to the constitution as outlined in24Constitution.(15).25

26


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Standin g Orders2

Governin g Union Execut ive Meet ings3

4These standing orders are for the executive of the union as outlined in 9.1 of the University of Bradford Union5(the union) constitution and outline the running and organisation of executive meetings as indicated in 9.2 of6the union constitution.7

8

1. Organisation91.1. The union executive meetings shall be convened weekly by the Union Secretary-Treasurer, at the10

agreement of the executive.111.2. Extraordinary executive meetings shall be held at the request of two executive members with 312

working days notice.131.3. Quorum of an executive meeting shall be 50% of full time elected members.14

2. Rights To attend, speak and vote15

2.1. All executive members (full and part time) as outlined in section 6.1 of the union constitution will be16 entitled to attend and vote in every executive meeting. Out of semester part time members will not17be required to attend or give apologies but may attend with all normal rights.18

2.2. Members of the union may attend as observers but cannot vote or speak; speaking rights may be19inferred with the agreement of executive for a particular agenda item.20

2.2.1.Members of the union should inform the chair or secretary of executive (see 3 chair and21secretary of executive meetings) of their attendance one working day before, members may22give standing notice.23

2.3. Members of the union or staff of the union or university may present papers to the executive but24must give three working days notice of content to the chair of secretary.25

2.4. The General Manager and other senior staff of the union may attend and speak at executive26meetings but may not vote.27

2.5. During closed items of the executive the following maybe asked to leave in the following order:28

Members of the Union29 Staff of the Union30

Executive members with conflict of interest31

General Manager32

3. The Chair and secretary of executive meetings333.1. At meetings of the executive, the chair shall be the Finance, Services and Democracy Manager.34

3.1.1.The Chairperson shall conduct the meeting so as to expedite constructive and balanced35debates36

3.1.2.Wherever possible, the Chairperson should rule according to the constitution, standing orders37and other regulating documents regarding executive meetings. (ruling should be made in that38order). If a ruling is made that is not outlined in the governing documentation this should be39

noted and a list of these precedents should be made available to the union council for40 agreement at the next union council meeting.413.1.3.The chair maybe asked to stand aside if the issue being discussed is regarding the chair,42

themselves, or an issue where there is a conflict of interest. This can be requested at a simple43majority of executive. When the chair stands aside the Union Secretary-Treasurer or General44Manager shall take chair, depending the availability of the Union Secretary-Treasurer.45

3.2. A delegated member of staff shall act as secretary to the executive meetings and may attend46without speaking or voting rights.47

4. Agenda and minutes484.1. The agenda shall be drawn up by the chair or delegated secretary of the executive in consultation49

with the executive.504.2. All items for inclusion in the formal agenda must be communicated to the chair or secretary one51

working day before the meeting.524.3. The agenda shall be in the following order:53

Role Call54 Apologies55


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Approval of the agenda1 Minutes of last meeting2 Matters arising3 Meeting reports and meeting announcements4 Normal items5 Closed items6 Urgent business7 Holiday entitlement of Sabbaticals and General Manager8 Date and time of next meeting9

4.3.1.All normal items should be consecutively numbered with continues numbering for a whole10 academic session.114.4. When visitors or non-executive members of the union are required to report or present an item to12

executive the item shall be held at the start of normal business.134.5. Urgent items shall be summated at the start of the meeting in Matters Arising to the chair.14

4.5.1.In order for an item to be taken in Urgent business it must be classified as an emergency and15must fulfil the provision that it could not have been summated before the time of the agenda16being drawn up or that it cannot wait until the inclusion of the next meeting.17

4.5.2.The executive must accept or reject urgent business on these conditions at the start of the18meeting allowing the proposer such time as to explain the urgent nature of the business.19

4.6. Apologies should be received to the chair or secretary before the meeting.204.7. All agendas and minutes of executive meeting (excluding closed notes) should be presented to21

union council for approval.22

4.8. During closed items the notes of any decisions taken should be filed securely in the Union23 Secretary-Treasurer office.24

5. Conduct of the meeting255.1. The executive should at all times aim to come to consensus. This is where either everyone is in26

agreement or no one executive member objects. When this is not possible or there is an objection27to consensus then the executive should vote with a simple majority with the chair holding the28casting vote.29

5.2. A normal item may be made closed at the request of two executive members.30

6. These standing orders316.1. May only be waived by a two thirds majority of executive. These votes must be recorded and then32

later reported to council.336.2. Must be approved by union council, general meetings or referenda and any changes must follow34

amendments to the constitution as outlined in Constitution.(15)..35

36


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Standing Order2Governing Union Off icers3

1. Sabbatical Officers4

1.1 The sabbatical officers of UBU shall be as set down in the Constitution, paragraph 11.1.5

1.2 Job descriptions are at Appendix A to this Standing Order6 1.3 Sabbatical officers shall serve from 1stJune to 30

thJune of the following year, unless re-elected.7

81.4 Sabbatical posts are whole time. This means that:9

10a. The average hours worked during each week must be no less that 36.25 and no more than 4611

hours.12b. 25 days annual leave shall be granted for the full year.13c. Executive must grant permission for annual leave and/or time off in lieu.14d. All incoming and outgoing officers must make themselves available for a period of one month,15

from 1 June to 30 June for handover training.16e. Officers shall be required to keep a diary of their engagements and make a written report to17

Executive Committee each week.18

f. Officers shall inform the Administrator if they are unable to report to work due to illness.19 g. Officers shall inform the Receptionist when they are absent from their offices.20h. Approval for other employment must be sought from the Executive Committee.21

2. Resignations22

2.1 Sabbatical officers who wish to resign from their position must give one months notice in writing to23the Union Secretary-Treasurer.24

3. Executive Officers25

3.1 For the purposed of these standing orders Executive Officer shall include Sabbatical Officers and26Presidents of Standing Committees.27

3.2 All Executive Officers shall carry out their duties as prescribed by their job description or as28reasonably mandated by Referenda, General Meeting, Union Council or Executive Committee.29Officers may not be mandated by any authority to bring the Union into disrepute or undertake30actions, which are against UBU Constitution, Regulations or Standing Orders, University Statutes or31the Law.32

3.3 The Staff/Student protocol must be observed. A copy of this is available at UBU Reception.33

4. Expenses34

4.1 Sabbatical Officers shall be reimbursed for all official travel. Those who are eligible shall be35reimbursed for the purchase of the relevant student discount coach or rail card. All travel must be36undertaken by the most economical means, usually coach or second class trail. When using the37Union minibus on official business, all fuel costs shall be reimbursed upon production of a receipt.38

4.2 Where an Executive Officer chooses to use their own transport they will be reimbursed according to39the Union Reimbursement and ethical transport policies.40

5. Trade Unions41

5.1. Officers shall be free to belong to a Trade Union.42

6. Declaration of Interest43

6.1 Private and personal interests should be declared and recorded in the Minutes of any meeting where44an Officer believes that there may be conflict with these interests and an item under discussion.45Officers who make such a declaration may continue to attend the meeting, but may not take part in46any discussion on the item where an interest has been declared, unless invited to do so by the47Chairperson, and shall be required to absent themselves from the meeting whilst the vote on any48such a motion is taken.49

50

7. Gifts and Hospitality51

7.1 All gifts and hospitality to an officer should be noted at an Executive meeting. Offers of gifts or52hospitality should be discussed at Executive Committee and refused if the Officers feel that they may53be placed under a significant obligation by acceptance.54


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8. Discipline Procedure1

8.1 An Officer may be warned informally by a quorate Executive Committee for failing to perform the2duties of their office satisfactorily. If warnings have not been heeded, or in more serious cases,3Officers may be censured or subject to a vote of No Confidence.4

9. Motions of Censure5

9.1 If any member of Council believes that any Officer warrants disciplinary action but the matter is not6so serious as to warrant a motion of No confidence they may submit a Motion of Censure to Council.7

9.2 All motions must state in writing the grounds for the complaint, including any UBU regulations that8

are alleged to have been breached, and be submitted to the Union Secretary-Treasurer or General9Manager. The motion will be dealt with in accordance with Standing Orders governing Council.10

9.3 All reasonable steps must be taken to ensure that the Officer is aware of the Motion of Censure, the11grounds for complaint and the Censure procedure as set herein, as soon as practical.12

9.4 the Officer may attend the meeting at which the Motion of Censure is to be discussed and may be13accompanied by a friend or representative. The proposer of the motion shall have the right to put his14or her case and the Officer or friend shall have the right to reply. Councillors may put questions to15the proposer of the motion or the Officer or his/her friend. The Officer, friend or representative shall16have the right to address the meeting before moving to the vote. Voting shall be by secret ballot.17

9.5 A Motion of Censure may be carried by a simple majority in favour of those present and eligible to18vote at a quorate Council meeting.19

9.6 The Officer, friend or representative, if present at the meeting, shall be informed immediately by the20Chairperson of Council of the result of the vote. If the Officer or his/her nominated friend do not21

attend the meeting the Chairperson will inform the Officer in writing no alter than two clear days after22such a vote.23

9.7 Where a Motion of Censure is received against an Officer on whom a Motion of Censure has already24been passed during the academic year, the matter will automatically be dealt with as a Motion of No25Confidence.26

10. Motions of No Confidence27

2810.1 Any member of Council or Executive Committee may submit a Motion of No Confidence against an29

Officer who is alleged to have seriously breached UBU regulations or who has already been30censured in the academic year.31

10.2 All Motions of No Confidence must state in writing the grounds of the complaint, including any UBU32

regulations that are alleged to have been breached, and submitted to the Union Secretary-Treasurer33 or General Manager. The motion will be dealt with in accordance with Standing Orders governing34Council.35

10.3 All reasonable steps must be taken to ensure that the Officer is aware of the Motion of Censure, the36Grounds for complaint and the No Confidence procedure as set herein, as soon as practical.37

10.4 The Officer may attend the meeting at which the Motion of No Confidence is to be discussed and38may be accompanied by a friend or representative. The proposer of the motion shall have the right39to put his or her case and the Officer, friend or representative shall have the right to reply.40Councillors may put questions to the proposer of the motion or the Officer, his/

UBU Constitution Last Amended 31-1-11

Documents

Transcript of UBU Constitution Last Amended 31-1-11