University of Sussex Students' Union Constitution

CONSTITUTION

As adopted by the AGM, November 2004

Approved by the Council of the University of Sussex, December 2004

1. Name and status

1.1 The Students’ Union of the University of Sussex is a democratic body, runby its members as described in this constitution.

1.2 The name of this body is the University of Sussex Students’ Union(USSU), referred to in this document as “the Union”.

2. Aims

2.1 The aims of the Union are:

a) To represent its members and their interests in the University andin the wider community.

b) To promote student participation in all areas of the Union and theUniversity.

c) To facilitate communication, in order to ensure Union members arewell informed of any issues affecting students and their community.

d) To promote the welfare and individual development of membersand provide advice services relating to educational and welfareissues.

e) To provide, facilitate and develop educational, scientific, artistic,cultural, athletic, political, religious and social activities amongst itsmembers including the formation, organisation and operation ofclubs and societies.

f) To promote and facilitate students’ involvement in their widercommunity.

g) To promote and maintain links between its members and otherstudents regionally, nationally and internationally.

h) To establish and operate commercial enterprises providing servicesand entertainment to its members.

2.2 These aims are to be carried out in line with the Equal Opportunitiespolicy statement appended to this constitution.

Constitution of the University of Sussex Students’ Union

3. Membership

3.1 The membership of the Union is constituted as follows:

a) All registered full-time undergraduate students of the University, allregistered full time visiting and exchange students of the University,and all registered full-time graduate students of the University, areentitled to Full Membership. This includes students on FoundationDegrees, but not those on programmes that are validated by theUniversity of Sussex. An undergraduate who is absent from theUniversity in fulfilment of the Year Abroad requirement retains FullMembership of the Union.

b) All registered part-time students of the University, including DistantLearning Students, but excluding occasional students and studentson programmes validated by the University, are entitled to FullMembership.

c) A Sabbatical Officer continues to be a Full Member during his/hersabbatical term of office.

d) The Union may appoint certain persons as Honorary or AssociateMembers the latter on payment of such subscription as isprescribed by the Union from time to time.

3.2 Full Members have the right to:

a) Use Union facilities and premises.

b) Participate in all Union activities in accordance with thisConstitution and its Appendices.

c) Stand for election as officers or representatives of the Union.

d) Nominate or vote for candidates in Union elections.

3.3 Associate Members and Honorary Members are entitled to non-voting andnon-officiating membership of clubs and societies affiliated to the Union.No associate members or Honorary Members may represent the Union inany way. These members are entitled to an Associate or HonoraryMembership card as appropriate. Cards must be shown on demand toany other member of the University or to University employees or otheremployees working in the Students’ Union.

3.4 Intermitting and continuation students, while entitled to AssociateMembership status only, continue to enjoy those benefits of FullMembership except the right to stand, nominate or second candidates, orvote in elections for Union Officers or representatives.

3.5 The above entitlements do not apply to any student who has opted out ofUnion membership under the provisions adopted under the Education Act1994. For further details see the relevant “Code of Practice” issued by theUniversity.


4. General Meetings

4.1 The supreme body of the Union is the General Meeting. Decisions of aGeneral Meeting become Union Policy, subject to being consistent withthe law and with this Constitution.

4.2 The Communications Officer or other Officer of the Union shall convene aGeneral Meeting once per term, with the Autumn Term General Meetingknown as the Annual General Meeting (AGM).

4.3 The agenda for all General Meetings must include reports from theCouncil and main Committees of the Union which the meeting is theninvited to accept, and can also include debate on motions submitted bymembers of the Union. The agenda for the AGM must, however, start withthose items reserved to the AGM in this Constitution or the Appendices.

4.4 An Extraordinary General Meeting may be called to discuss a specifieditem of business, either by the Union Council, the Operations Committeeor at the written request of 150 Full Members of the Union.

4.5 A General Meeting cannot pass policy or make any official decision untilat least 5% of all Full Members entitled to vote are present. If this numberis not reached, the members present may receive and question reportsand debate any matters on the agenda. The content of the debate andany indicative vote taken may be reported to the next meeting of UnionCouncil.

4.6 A general meeting policy decision remains Union Policy for a period ofthree years, unless a subsequent general meeting or referendumoverturns it. At the end of the three years, a general meeting will decide,after considering recommendations from the Union Council, whether thepolicy is to lapse, continue in force, or be updated.

4.7 The Appendices to this Constitution will contain provisions:

a) Requiring sufficient notice of the date and time of every GeneralMeeting and the content of the agenda to be adequately publicisedto members of the Union.

b) Describing the procedure to be followed in compiling the agenda fora General Meeting, including requirements for advance submissionof motions.

c) Detailing procedural rules for the conduct of the meeting.

5. Union Council

5.1 Between General Meetings, the highest decision-making body is theUnion Council. Decisions of a Union Council meeting are considered tobe Union Policy for a period of a year from adoption, subject to beingconsistent with the law, with this Constitution and with current generalmeeting or referendum policy.

5.2 The membership of the Council is as follows:


a) Students elected by and from each of the Schools in the University(or other similar academic unit), in the approximate proportion of 1per 500 students in the school.

b) All Operations Committee members.

c) Four members nominated by the Activities Committee from itsmembers.

d) One member chosen from each of the representative associationson Campaigns Committee. [For example the LGBT, InternationalStudents, Students with Disabilities]

5.3 The Council will elect a Chairperson from those members elected under(a) above.

5.4 Ordinary meetings of the Council must be called six times per year (twoper term). Other meetings may be called by a General Meeting, theOperations Committee or one-third of the membership of the Council.

5.5 The agenda for the Council meeting must include: reports from the mainUnion committees, together with any items submitted by thosecommittees, by Council members or referred from a general meeting.

5.6 The Union Council has the power to reconsider decisions of the variouscommittees of the Union; this power may only be used exceptionally andnot so as to impede those committees’ particular responsibilities.

5.7 The Union Council cannot pass policy or make any official decision unlessmore than half its members are present. If this number is not reached,the members present may receive and question reports and debate anymatters on the agenda.

5.8 The Appendices to this Constitution will contain further provisions on theCouncil including those listed below under “Union Committees”.

6. Union Committees

6.1 The day-to-day decision-making in the Union is entrusted to committeesof the Union, which are accountable to the Union membership throughCouncil and General meetings.

6.2 The Operations Committee

a) The Operations Committee is responsible for all aspects ofimplementation of Union policy and the management and financesof the Union, except where powers are reserved to the Council,General Meetings or Referenda, and except where the CampaignsCommittee or Activities Committee are responsible.

b) The Operations Committee consists of the six Sabbatical officers;the Chair of Council (who attends without a vote); three or morenon-sabbatical officers holding specified posts; and three or morenon-sabbatical members elected without portfolio. All the votingmembers are elected by cross-campus ballot open to all FullMembers of the Union, for a term of office of one year.


6.3 The Activities Committee

a) The Activities Committee is responsible for the promotion andadministration of the Union's student-run activities, including allsports clubs and societies. It will administer those funds allocatedto it by the Union's budget and financial procedures.

b) The Activities Committee consists of members of the Union Councilincluding a number of officers from the Operations Committee,representatives of Union clubs and societies and of the recognisedUnion media, and may co-opt other students involved in unionactivities.

6.4 The Campaigns Committee

a) The Campaigns Committee is responsible for the promotion andadministration of the Union's campaigning in accordance withUnion policy. It shall administer those funds allocated to it by theUnion's budget and financial procedures.

b) The Campaigns Committee consists of members of the UnionCouncil including a number of officers from the OperationsCommittee, representatives of the representative associations andof the recognised Union media, and may co-opt other studentsinvolved in campaign activities.

6.5 Each of these committees must meet at least five times per term, andconduct its business within the overall framework of Union Policy and theConstitution.

6.6 Each of these committees can make an official decision if more than halfits members are present. If this number is not reached, the memberspresent may receive and question reports and debate any matters on theagenda.

6.7 The Appendices to this Constitution will contain further rules for Counciland Committees, including provisions:

a) Describing the procedure for elections for the various categories ofUnion Council members; including provisions to ensure first-yearstudents have the opportunity to stand for election early in theacademic year;

b) Describing the precise composition of each of the abovecommittees and the procedure for the election or appointment ofmembers.

c) Specifying requirements for notice to be given of meetings, accessfor all Union members to meetings, agenda and minutes and limitedexceptions to these.

d) Describing the procedure to be followed in compiling the agenda formeetings, including requirements for advance submission ofmotions.

e) Detailing the procedure for urgent decision-making where ameeting cannot be convened, especially during vacations, andensuring that any decisions made in these circumstances are


discussed and ratified at the next meeting. All such decisions mustbe minuted.

f) Detailing how the Council or a Committee may establish anadditional committee or sub-committee.

g) Detailing the responsibilities of students elected to the UnionCouncil or committees.

h) Detailing the procedural rules for the conduct of meetings.

7. Referenda

7.1 A cross-campus referendum can be called to decide a specified question,either by the Union Council, the Operations Committee or at the writtenrequest of 150 Full Members of the Union.

7.2 A question adopted by a valid referendum vote has the same status as ifadopted by a quorate general meeting.

7.3 The Appendices to this Constitution shall contain provisions for theconduct of all referenda. The Returning Officer and Deputy ReturningOfficer shall be responsible for conducting all referenda in accordancewith the Appendices.

8. Elections and Removal from Office

8.1 Where this Constitution requires a post to be filled by cross-campusballot, an election will be arranged to fill the post, in which all FullMembers of the Union are entitled to vote.

8.2 Unless otherwise specified in the Appendices, the term of office for allofficer and representative posts (whether elected by cross campus ballotor not) is one year, with the post holder being eligible for re-election.

8.3 The Union Council must appoint a Returning Officer (who is a FullMember of the Union), and the General Manager must appoint a DeputyReturning Officer (a member of Union staff who is not a student of theUniversity). These officers take responsibility for conducting elections inaccordance with the Constitution and Appendices.

8.4 The Appendices to this Constitution contain provisions for the conduct ofUnion elections including:

a) The giving of notice of forthcoming elections, requirements fornominations, rules on content and quantity of publicity,arrangements for voting and the counting of votes.

b) The opportunity for members to object to the result and theprocedure for the consideration of objections by Union Council;

c) The procedure to be carried out in the event of a vacancy arisingduring the term of office, including a vacancy for Returning Officer;


d) The application of the above rules to elections that are not cross-campus ballot elections, such as elections to Union Council withinSchools of Studies.

8.5 The Appendices shall also detail how any member elected by cross-campus ballot may be removed by a Referendum; and the circumstancesin which any other representative may be removed from office.

9. Sabbatical Officers

9.1 There are six Sabbatical Officers in the Union: President; Finance Officer;Welfare Officer; Education Officer; Communications Officer; ActivitiesOfficer.

9.2 A sabbatical office is a paid elected office. The manner of election andprovisions for removal of office will be as specified in the Appendices.

9.3 The Sabbatical Officers shall have the status of Trustees of the Unionduring their term of office.

9.4 No member may serve more than two one-year terms as a sabbaticalofficer. Other limitations on the tenure of sabbatical officers may alsoapply, if included in the appendices to this Constitution

10. Clubs, Societies and Federations

10.1 The Appendices to this Constitution contain provisions describing howclubs and societies may be formed and recognised as part of the Union,the privileges and responsibilities of clubs and societies, and fundingarrangements (including rules for capital funding). They may also providefor the formation and recognition of Federations of clubs or societies.

11. Representative Groups

11.1 There may be established associations of Union members who are within“discriminated groups”, for example, students with disabilities,international students, LGBT students.

11.2 If the Union Council is satisfied that any of these associations is currentlyactive, it should ensure that a place on the Council and Campaignscommittee is made available to that group.

11.3 The Appendices to this Constitution may contain provisions for therunning of such associations.


12. Communication

12.1 The Union must maintain a range of printed and electronic media aimedat University members or at a wider audience. Union officers shall ensurethat Union members are kept fully informed about the affairs of the Unionand University, using these media and other means of communication.

12.2 The Appendices to this Constitution may contain provisions for therunning of the various Union media.

13. Commercial Services

13.1 Where any of the Union's operations are carried out by a TradingCompany on behalf of the Union, the Company shall, subject to companylaw, at all times operate for the benefit of the Union and its members.Those members or employees of the Union appointed as Directors orManagers of such a company shall act in that capacity in accordance withcompany law and in the interests of the Union and its members.

14. Finance

14.1 The Union's financial year commences on August 1st each year.

14.2 Union Officers must ensure that the Union and Trading Companyaccounts, once audited, are presented to the Council and Annual GeneralMeeting for approval.

14.3 The Operations Committee must prepare a budget for the Union's incomeand expenditure for each financial year for presentation to the UnionCouncil. Once approved by the Council, the budget must be presented tothe next General Meeting for approval. The budget approved by Councilshould have full effect pending consideration by the General Meeting.

14.4 The Appendices to this Constitution may contain provisions ("financialregulations") covering among other things: mid-year budget alterations;capital expenditure; allocation to committees, responsibility of individualofficers or members of staff for authorization of expenditure; signatories ofUnion bank accounts; allocation of unbudgeted income.

15. Staffing

15.1 The Union Council and/or Operations Committee will regularly review andmake decisions on the range and number of staff required to carry out thefunctions of the Students’ Union. Such decisions should be taken afterreceiving the advice of the General Manager (and the appropriate officersof the University where relevant) and with full regard to the financial effectof such decisions.


15.2 The management of all staff working for the Union is the responsibility ofthe General Manager, who acts in conjunction with the University wherethe University is the employer. Decisions relating to individual members ofstaff, terms and conditions, rates of pay, performance review, disciplineetc are the responsibility of the General Manager in consultation withSabbatical officers where appropriate.

15.3 Any decisions on staffing matters made by a general meeting must bewithin the staffing policies and procedures laid down by the University.

15.4 The Appendices shall contain further provisions regarding the Union’sstaffing, including rules ensuring that matters relating to individualmembers of staff remain confidential.

16. Indemnity

16.1 Every Union Officer, appointee, representative or employee working in theUnion is entitled to be indemnified out of the assets of the Union againstall losses or liabilities which might be sustained or incurred in or about thelawful and proper execution of her/his office, or otherwise in relationthereto; and no officer, appointee, representative or employee shall beliable for any loss, damage or misfortune which may happen to, or beincurred by, the Union in the execution of her/his office or in relationthereto; provided that nothing in this clause shall affect her/his liability forthe consequences of any unconstitutional, negligent, unlawful or maliciousacts on their part.

16.2 This indemnity will be subject to any limits imposed by the relevantinsurance companies.

17. Changes to the Constitution

17.1 Amendments or additions to, or deletions from this Constitution may onlybe made by:

a) A motion being submitted in time to be included on the agenda for aGeneral Meeting and being carried (whether amended or not) by atwo-thirds majority of those present and voting at a quoratemeeting;

b) or receiving a simple majority in a cross-campus referendum atwhich at least 10% of all students vote

17.2 The Council of the University approves the decisions in each case beforetaking effect.

18. Appendices to the Constitution

18.1 The Union Council:


a) Shall ensure that all the Appendices referred to in this Constitutionare adopted and kept up to date by amendment when necessary;

b) May adopt further Appendices covering subjects not coveredelsewhere;

c) Shall ensure that the Appendices do not contradict each other orprovisions of this Constitution.

18.2 The Appendices do not form part of this Constitution itself and as such donot require the approval of the University Council.

18.3 The General Manager and Communications Officer shall ensure that afully accurate “public reference copy” of the current text of the Constitutionand Appendices is available to any member of the Union on request. Anyof the Union's committees may adopt additional protocols that can bemade available in the same way.

19. Interpretation and Definitions

19.1 In this Constitution and Appendices:

a) ‘General Manager’ means the most senior member of Universitystaff employed in the Students’ Union, whether or not known by thistitle;

b) ‘Main Committees’ means the Operations, Activities andCampaigns Committees; and may include other committees if sodecided by Union Council.

19.2 If a provision of an appendix to this Constitution conflicts with theConstitution, then the Constitution prevails.

19.3 A minor or accidental breach of procedures laid down, for example for theconduct of elections, does not invalidate later actions or decisions madeby the Union.

19.4 This Constitution is written in accordance with and is subject to the law ofEngland and Wales.

University of Sussex Students' Union Constitution

Documents

Transcript of University of Sussex Students' Union Constitution