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CONSTITUTION

 

Amended August 2003

 

1.0 Name

1.1 There shall be a students' union in the name of Colchester Institute Student Union (for the rest of the document the organisation will be referred to as 'the Union').

 

2.0 Primary aims and objectives

The Union shall have as its primary aims:

a) To promote the general interests of the student body, both collectively and as individuals

b) To advance the education of its members

c) To represent the interests of its members and act as a channel of communication in dealing with the college and other bodies.

d) To promote, encourage and co-ordinate student societies, sports and social activities

2.1 These aims and objects shall be pursued without discrimination on the grounds of age, sex, race, religion, creed, sexual orientation, disability, marital status or medical condition, except that positive action may be taken to aid any disadvantaged section of society.

2.2 The Union shall not affiliate to any political party or religious organisation.

 

3.0 The membership of the Union

3.1 All registered students of the College fulfilling their course requirements shall be full members of the Union unless they have decided to relinquish their membership in accordance with the 'opt out' regulations, contained in Appendix 2 to this Constitution.

3.2 All sabbatical officers and Union staff shall be full members of the Union.

3.3 The Union shall have the power to elect Honorary Officers and Honorary Members upon such terms as it may from time to time decide.

3.4 Members of the College academic, administrative and domestic staff may become associate members of the Union during the course of their employment upon payment of a fee, as decided by Executive vote

3.5 Reciprocal membership shall be granted to any member of a constituent member of NUS, or members of other unions with which the Union enters into membership arrangements.

3.6 All members shall be entitled to enjoy the facilities of the Union and take part in its educational, social, sporting and cultural activities. Only full members shall be entitled to speak and vote at Union meetings, stand and vote in Union elections, and hold office in clubs and societies. All full members may stand for any Union position.

 

4.0 The Student Council

4.1 The Student Council shall be the sovereign body of the Union, subject to any resolution made by a referendum. Its membership shall be drawn from the following categories:

i) The Central Executive Committee (max seven (7))
ii) Academic Centre Representatives (twelve (12))

Quoracy is half the total Student Council membership 50% +1(numbers will be rounded up).

4.2 The functions of the Student Union Council shall be:

a) To act as the governing body of the Union

b) To pass policies of the Union.

c) To amend and ultimately interpret the Constitution and Schedules as appropriate.

d) To hold accountable the Central Executive Committee on their work.

e) To receive and approve reports from the Central Executive Committee.

f) To receive financial reports from the Central Executive Committee

g) Approve the nomination of delegates to the NUS National Conference.

4.3 The Student Council shall have the power to:

a) Establish a sub-committee as and when deemed appropriate

b) Confer associate membership and honorary membership and enter into reciprocal membership arrangements with other student unions or associations.

c) Co-opt non-voting members onto the Student Council when necessary.

4.3 The first annual meeting of Student Council shall be held in October and chaired by the President. The dates of the meetings of the Student Council shall be agreed for the year ahead at the first meeting of the Student Council in each academic year and made available to the membership. A calendar of meetings will be published by the Union at the first meeting. This meeting shall also:

a) Approve the Union's annual budget and accounts.

b) Approve the Union's annual report.

c) Elect the Student Council Chairperson.

d) To ratify all matters relating to Clubs and Societies

4.4 An ordinary Student Council meeting shall be called at least once per term by the Student Union President.

4.5 An Emergency Student Council meeting may be requested by:

a) A majority vote at the Student Council

b) The Central Executive Committee

c) A petition of two-hundred (200) full members of the Union

4.6 If requested as above, the President of the Union shall hold an Emergency Student Council meeting within ten (10) college days. Such a meeting shall discuss only that business for which it was called, which must be specified in the written request.

4.7 At least seven (7) college working days' notice shall be given of all Student Council meetings. Notice of each meeting shall be placed on Union notice boards in all centres and details included in all forms of student media.

4.8 Notice of motions, with the names of a proposer and seconder, shall be submitted to the President in writing not less than five (5) College working days before the Student Council meeting at which they are to be discussed. The final agenda shall be posted on the Union notice boards seventy-two (72) hours before the Student Council meeting.

4.9 All proposed amendments to the Constitution or Schedules must be submitted to the President five (5) working days before the meeting.

4.10 The quorum for Ordinary and Emergency Council meetings shall be 50% + 1 of the total membership.

4.11 An absolute minimum of (ten) 10 voting students must be present for a vote to take place.

4.12 All Student Council meetings shall be conducted in accordance with the Meeting Regulations laid down in Schedule Three.

 

5.0 Central Executive Committee

5.1 The Executive Committee of the Union shall run the Union on a day to day basis and in accordance with the decisions of the Student Council and the terms of the Constitution, Schedules and relevant legislation.

5.2 The Executive Committee shall be the trustees of the Union

5.3 The Executive Committee shall consist of the following major Union officers elected by a cross college ballot open to all members of the Union:

a) The President/Student Governor
b) Vice-President Welfare and Academic
c) Clubs and Societies Officer
d) Student Facilities Officer
e) Entertainments Officer
f) Site Officer Clacton/Colchester
g) The Student Union Manager attends the Executive Committee as an ex- officio member with full voting rights

The Central Executive Committee shall be elected in May of each year in accordance with Schedule One to this Constitution. They will serve from June 1st for one year to May 31st.

The positions President, Vice-President Welfare and Academic and Clubs and Societies Officer may be sabbatical posts. Sabbatical are elected part-time paid Officers who are required to work at least fifteen (15) hours a week (flexible working hours).

5.4 The holders shall be paid an allowance determined by the Corporation and be required to sign an agreement of office. The allowance shall be paid from the date that their year of office commences. Both the President and Vice-President Welfare and Academic will be granted a full EU fee waiver.

5.5 No member shall be eligible to stand for and serve more than one sabbatical term.

5.6 All Sabbatical Officers must have attained the age of 18 years by the date that he/she takes office.

5.7 The positions Student Facilities Officer and Entertainments Officer will be voluntary positions. Voluntary Executive Officers must have attained the age of 16 years by the date that he/she takes office.

5.8 The function of the Central Executive Committee shall be:

a) To act in the absence of the Student Union Council

b) To be responsible for communication between the membership, the College management and governors and other organisations.

c) To be responsible for the direction of the Union in accordance with a strategic plan.

d) To be responsible for drawing up a budget and ensuring that financial reports are made to each ordinary Student Council meeting.

e) To ensure that the Union finances operate effectively and efficiently.

f) To prepare the Union's annual report detailing the activities of the Union and information required under current legislation.

g) To fulfil specific responsibilities as laid down in Schedule 3.

5.9 Central Executive Committee meetings shall be held at least once every ten (10) working days. Further meetings may be called by a written request of Committee members to the President. The Chair will be the President or his/her nominee.

The quorum for Central Executive Committee meetings shall be three (3) members.

5.10.1 Any member of the Central Executive Committee who fails to attend two consecutive meetings without submitting apologies to the President shall be deemed to have resigned.

 

6.0 Academic Centre Representatives

6.1 There will be one (1) representative from each academic centre of the college who shall represent the students from their centre on Student Council.

6.2 Candidates will be Course Representatives from within their academic centre and will be nominated to be representatives on Student Council by their fellow Course Representatives.

6.2 Each representative will be nominated by their peers at the beginning of the academic year and will represent their centre for one academic year.

 

7.0 Student Governor

There shall be one student member of the Corporation Board who shall be the Student Union President. The Student Governor is expected to attend all Board meetings and relevant Committees during their term of office and to sign up to the Board's Code of Conduct and to register their interests.

 

8.0 Clubs and Societies

8.1 Clubs and societies may be recognised by the Student Union Council provided they meet the requirements of Schedule 2 to this Constitution and do not contravene the Union's aims and objects.

Affiliations to External Organisations

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

Notification of all new affiliations to external organisations shall be made to students and to the College. Such notice shall include the name of the organisation and the affiliation or subscription fee.

Details of all affiliations to external organisations including the name of the organisations and the affiliation fee in each case shall be included in the Union's annual report, which shall be made available to students and to the Corporation.

In the event of a challenge to an existing affiliation to any particular external organisation, a petition signed by at least 200 full members of the Union must be submitted to the President. A referendum shall be held on the issue. The referendum shall be conducted in accordance with clause 15.0. A further referendum on the same affiliation cannot be called in the same academic year.

 

9.0 What to do if you are not happy with the union or its officers

9.1 Complaints about an individual officer, the Central Executive Committee or any member of the Student Council shall be dealt with via the complaints procedure as laid out in Appendix one. Members who complain will also be referred to the mechanisms in this constitution to remove officers and change the policy of the Union.

9.2 Any complaint about a member of Union staff shall be dealt with according to the staff protocol arrangements.

9.3 The Central Executive Committee Officers (except Site Officers) may be removed from office by:

i) A two-thirds majority vote at a quorate meeting of the Student Council.

ii) By a referendum of the members of the Union.

iii) By a breach of the student disciplinary regulations resulting from exclusion from college.

9.4 Site Officers can be removed from office by:

i) A two-thirds majority vote at a quorate meeting of the Student Council.

ii) A two-thirds majority vote at a general meeting of the centre, which has at least 30 students from that Centre who are eligible to attend.

iii) By a breach of the student disciplinary regulations on the grounds of gross misconduct resulting in exclusion from the college.

9.5 The conduct of a removal from office ballot shall be determined by the Returning Officer.

9.6 Any member of the Student Union Council or any other Committee of the Union shall cease to hold office if they have been absent from two (2) consecutive ordinary meetings, or a total of three in a term, without submitting apologies to the chair of the meeting.

9.7 Any resignation must be in writing to the Chair of the Student Council. Resignations must be reported to the Student Council.

9.8 In the case of any vacancy arising during the academic year; a by-election will be arranged by the Returning Officer. The election will follow the guidelines in Schedule One.

 

10.0 Money for the Union

10.1 The Union shall propose an annual budget to the college and Corporation, in order that it might pursue its aims and objectives effectively.

10.2 The Union acting through the Executive shall be empowered, in pursuit of its aims and objectives, to open a bank accounts in the name of the Union and do all other such things as are necessary for the prudent conduct of its financial affairs as though it were a legal person and subject to no other restrictions save any which may be imposed by Student Council.

10.3 The Union acting through the Executive shall ensure that proper books of account are maintained. A qualified accountant shall audit these books annually.

10.4 The Union acting through the Executive shall ensure that the annual budget, amendments to the budget, audited accounts and all necessary interim financial reports and proposals are submitted to the Student Council for discussion and approval.

10.5 A copy of the Unions budget and any subsequent amendments shall be given promptly to the Corporation each year.

10.6 The financial year of the Union shall run from the 1st August to the 31st July.

10.7 The organisation of the Union finances and systems of control shall be laid down in the Finance Schedule.

 

11.0 Freedom of information

11.1 Minutes shall be taken at all union meetings. They shall be circulated, with any necessary corrections, at the next appropriate and relevant meeting. Confirmed minutes shall be displayed as soon as possible after confirmation. Copies shall be kept in the library, and the Student Union Office

11.2 A copy of the Constitution, including any amendments, a copy of the annual report and any plan for the Union's activities, including the budget, shall be held in the Union office and College library as public documents.

11.3 All meetings of the Union shall be considered open although the designated members of the meeting may vote to hold a specific meeting or an item of a meeting as a closed session.

 

12.0 Changing how the union is run

12.1 The Student Council shall be the sole body competent to amend the Constitution and Schedules.

12.2 All amendments to the Constitution or Schedules shall require the support of two-thirds of those present and entitled to a vote at Student Council.

12.3 Subsequently, any approved amendments should be presented to College Corporation for approval before they come into effect.

12.4 The Constitution shall be reviewed every five (5) years from the date of it taking effect in conjunction with the National Union of Students.

 

13.0 Student Union Manager

The Head of Student Services and Learning Resources shall appoint the Student Union Manager as the primary staff link to the Student Union. The responsibilities of the Student Union Manager shall include:

a) Promoting the Student Union and its activities within the college to both staff and students

b) Ensuring the Constitution is adhered to

c) Assisting elected officers in carrying out their roles and duties

d) Identifying and assessing relevant training for members of the Union Executive

e) Banking of any money received and for ensuring that no more than £75.00 cash is kept in the Union office at any time.

f) Taking responsibility for Petty Cash, and the presentation of a record of Petty Cash transactions to Executive Committee meetings.

g) Paying bills promptly, and for sending out relevant invoices for money owed to the Union.

h) Presenting an update of Income and Expenditure to each meeting of the Student Union Council.

i) Acting as a signatory to the Union account.

j) Ensuring as far as possible that all financial transactions are legitimate, and that the necessary paper work and receipts are kept for all transactions.

k) Ensuring that the Student Union accounts are kept in good order and reports on them are presented to the Corporation when requested

l) Arranging for the accounts to be audited and presented to the Corporation

m) Monitoring the security of the Union funds, property and equipment

n) Briefing Student Union Officers about the responsibilities of their office as trustees, and of the relationship between the Student Union and the Corporation.

o) Meeting with Departmental Heads to develop and maintain a system for the election of Course Representatives.

p) Arranging training for Course Representatives in conjunction with the NUS.

 

14.0 Indemnity

14.1 Every Executive Officer, appointee and member of staff of the Union shall be entitled to be indemnified out of the assets of the Union against all losses or liability which s/he may incur in or about the execution of his or her office or otherwise in relation thereto and no Officer, appointee or member of staff shall be liable for any loss, damage or misfortune which may happen to or be incurred by the Union in the execution of the duties of his or her office or in relation thereto; provided that nothing in this clause shall affect their liability for the consequences of any negligent or unlawful act on their part.

 

15.0 Referenda

15.1 A referendum of students' opinions shall be held on any issue, if the Student Council resolves by a two-thirds majority to call a referendum. The President may also call a referendum if handed a petition containing the name, course, Union card number and signature of at least 200 students

15.2 The Returning Officer shall be responsible for deciding the wording of the question on the referendum ballot paper.

15.3 The Referendum shall be supervised by the Returning Officer. Polling stations shall be open for five (5) College days.

15.4 The Returning Officer shall advertise arrangements for postal votes if any.

15.5 The result of a referendum will take precedence over any existing policy on the same issue. The result will be binding on all members of the Student Council.

 

16.0 Code of Conduct

16.1 The Central Executive shall be required to draw up a code of conduct, which shall be approved and from time to time amended by the Student Council.

16.2 All members of the Union shall be required to conform to this code, particularly when on premises administered, or at events organised by the Union.

16.3 The code of conduct may include sanctions up to and including the indefinite suspension of any or all of the privileges of membership of the union.

17.0 Interpretation

17.1 In the event of a dispute as to the interpretation of any part of the Constitution, the ruling of the President shall be sought.

17.2 In the event of a challenge to the President's ruling, the decision of the Student Council shall be final.

SCHEDULE ONE

HOW TO RUN ELECTIONS
1.0 ELECTION REGULATIONS
This Schedule outlines what to do for all elections for all positions in the Union. It also outlines the procedure to follow if a vacancy occurs in any position.

1.1 The Returning Officer shall not be a student and shall be appointed annually by the Student Council. The Returning Officer shall be responsible for the good conduct and administration of all Union elections and shall have the sole interpretation of the election regulations.

2.0 When Elections should happen

2.1 The Returning Officer shall ensure that election of the Central Executive Committee takes place before the end of May each year. They shall take office on June 1st of that year and shall serve one year to May 31st)

The members of the Executive Committee are:
a) The President
b) Vice-President Welfare and Academic
c) Clubs and Societies Officer
e) Student Facilities Officer
d) Entertainments Officer
f) Site Officers

2.2 The Returning Officer shall ensure election of the Site Officer shall take place by the end of May each year. Once elected the Site Officer shall take office on June 1st and shall serve for one year to May 31st.

2.3 The dates of elections for Union Officers, a copy of the election timetable and a copy of the election regulations shall be posted on the Union notice boards at least (twenty-one) 21 College working days before the elections.

3.0 How do you get to stand?

3.1 Nomination forms will be available from the Student Union Office and the library twenty (20) college days before the election (a college day 9.00am-5.00pm Monday to Friday excluding during vacation periods). The nomination form shall contain a copy of the description of the role of each position in the election

3.2 Members of the Union can stand for election upon completion of a nomination form signed by the candidate and one proposer and one seconder. Nominations for all elections shall close at 5.00pm, Five to ten (5-10) college days before the election is due to take place.

4.0 Who can stand for what?

4.1 All full members of the Union are eligible to stand for any Central Executive Committee positions as outlined in 2.0. No member who has opted out may stand.

4.2.1 Candidates must be at least eighteen (18) years of age to be eligible to stand for the sabbatical positions and studying either full-time or part-time for at least one full academic year. Candidates must be at least sixteen (16) years of age to be eligible stand for a Voluntary Executive position and studying either full-time or part-time for at least one academic year.

4.3 Candidates must not be:
a) A convicted criminal serving a custodial sentence, suspended or otherwise
b) An un discharged bankrupt
c) Currently on the Sexual Offenders register
d) A person who is currently sectioned in the public interest, under the Mental Health Act
e) A member of the academic or managerial staff at Colchester Institute
f) An official of any trade union representing staff at Colchester Institute

Any candidate who falls into any of these categories and is found to have misinformed the Election Committee of their true status will be immediately disqualified. If they have already been successfully elected they will be asked to resign, and if they fail to do so, action to dismiss them from their office will be initiated, subject to the provisos of the Student Union disciplinary code and elections for their post re-opened at the earliest practical opportunity.

4.4 Any candidate may withdraw their nomination by informing the Returning Officer in
writing before the commencement of voting.

4.5 The Returning Officer must under no circumstances prior to the close of nominations reveal to any persons, details of any nominations received.

4.6 Candidates shall appear on the ballot paper in alphabetical order of surname. The forename and surname by which the candidate is commonly known shall be used. In the event of any doubt or dispute, the forename and surname as shown on their enrolment card will be used.

4.7 The ballot paper(s) shall include the statement "Re-open Nominations". For the purposes of counting, "Re-open Nominations shall be treated as a candidate. If the "Re-Open Nominations" candidate is elected, the Returning Officer shall declare the vacancy unfilled.

Counting shall be by the "Single Transferable Vote" system

5.0 Election Publicity

5.1 The Returning Officer shall produce a list of candidates (together with the proposer and one seconder), which shall be displayed on the Union notice boards within forty-eight (48) hours of the close of nominations.

5.2 On receipt of a valid nomination form the Returning Officer or a person appointed by him\her shall provide the candidate with an Election Campaign Pack detailing campaign rules and regulations

5.3 Candidates cannot use any communication materials that are not sanctioned by the election campaign pack.

6.0 Getting students to vote

6.1 Hustings (question time) shall be held after the close of nominations.

6.2 The Returning Officer shall be responsible for the organisation or conduct of hustings, and ensure that all candidates receive an equal opportunity to speak.

6.3 Hustings shall be held at sites exceeding (five hundred) 500 student enrolments, at a time and date to be determined by the Returning Officer. Any candidate absent from hustings without apologies to the Returning Officer shall be deemed to have withdrawn from the election. The length of speeches and responses by candidates to questions shall be determined by the Returning Officer.

6.4 There shall be no campaigning within ten (10) metres of any ballot box.

7.0 How do I vote?

7.1 The Returning Officer shall publicise the location and arrangements of the Question Times and voting stations, together with a list of candidates and manifestos, ten (10) College days before voting.

7.2 The Returning Officer shall ensure that all full members of the Union have access to vote no matter their place of study or time of study.

7.3 All full members of the Union shall be able to vote for the positions as candidates at that site.

7.4 All members of the Union may vote on production of a current Union membership card or appropriate document as decided by the Returning Officer.

7.5 A voting paper will be issued to each voter, which shall bear the Union stamp. Votes will be cast in sealed ballot boxes. Voting papers shall bear the name of each candidate and the office being contested. Re-open Nominations will be included on the ballot paper.

7.6 Voting shall be by secret ballot and shall be conducted according to the rules for the operation of the single transferable voting (STV) system as set by the Electoral Reform Society.

8.0 Counting votes

8.1 The Returning Officer shall inform the candidates of the time and venue of the count. The candidate or their appointed representative may, if they so wish, attend the counting of the votes as observers only.

8.2 The Returning Officer may appoint a number of individuals to assist in the count. These individuals must be independent of any candidate. The votes will be counted by the single transferable vote system as defined by the Electoral Reform Society.

8.3 Once the votes have been counted they should be kept for a period of six months in case of appeals against the result

9.0 Declaration of Results

9.1 Results of the elections shall be declared by the Returning Officer, after the count for each post has been completed and any complaint has been resolved to the satisfaction of their satisfaction. A list of successful candidates will normally be posted at each site within 1 working day of the declaration of results.

9.2 The Returning Officer should send a copy of the result to the Student Council, the Principal and the college Library.

9.3 The results will become official after forty-eight (48) hours if no complaint has been lodged with the Returning Officer. In the event of a complaint being received by the Returning Officer the results shall be suspended until the complaint has been resolved.

10.0 Complaints

10.1 Any challenge or complaint concerning the administration and good conduct of the election will be heard and determined by the Returning Officer within forty-eight (48) hours of such a complaint being lodged. Complaints against the conduct or administration of the election must be received before the start of the count. Complaints against the Returning Officer will be heard and determined by the Student Union President.

10.2 Any challenge or complaint during or following the count, must only relate to the conduct of the count, and be lodged with the Returning Officer who shall resolve the complaint within forty-eight (48) hours of it being lodged.

10.3 The Returning Officer, after hearing all the appropriate evidence, may not uphold the complaint; or may halt elections for specified post(s) or disqualify specified candidate(s) if, in their view, a candidate(s) has breached election regulations. The ruling of the Returning Officer on any complaint shall be final subject only to a successful challenge of a 75% majority of Student Council members. An absolute minimum of ten (10) voting students must be present for a vote to take place.

11.0 Election of additional Site Representatives

11.1 The Site Officer/s shall provide notification of an election for additional representatives for their site to the President. This shall include the title of the post and details of the duties and role of the post.

11.2 Nomination forms will be available from the Student Union Office and the library twenty (20) college days before the election (a college day 9.00am-5.00pm Monday to Friday excluding during vacation periods). The nomination form shall contain a copy of the description of the role of each position in the election

Members of the Union can stand for election upon completion of a nomination form signed by the candidate and one proposer and one seconder.

Nominations for all elections shall close at 5.00pm, twelve (12) college days before the election is due to take place.

12.0 Election of Academic Centre Representatives

12.1 Academic Centre Representatives shall be elected by a meeting of the Course Representatives of that Centre, to take place before the 31st October.

12.2 Nominations shall open at the start of the meeting and shall require a proposer and seconder.

12.3 If more that one (1) nomination is received a secret ballot shall be held. A 50% +1 majority is required

13.0 Vacancies for positions on the Central Executive Committee

13.1 A by-election shall be arranged by the Returning Officer in the event that a vacancy is becomes available. Nominations shall open no later then three working days after confirmation of the vacancy arising. Nominations will go to Student Council for a consideration. A 50% +1 majority is required.

SCHEDULE TWO

1.0 CLUBS AND SOCIETIES
GETTING ACTIVITIES GOING

1.1 There shall be clubs and societies of the Union.

1.2 No club or society may receive funds from the Union nor use Union facilities without recognition in each academic year by Student Council.

1.3 To be considered for recognition, the club or society shall lay before Council an acceptable Constitution, a plan of activities and a list of paid up prospective members in accordance with the Clubs and Societies Schedule and handbook.

1.4 No club or society may be recognised if its objects conflict with those of the Union, save that this restriction shall not be interpreted so as to preclude the establishment of political, religious or ethnically based clubs and societies. All clubs and societies must be open to ALL registered students.

2.0 Setting up a Club or Society

2.1 Any club or society that wishes to be recognised by the Union shall present to the club and society Officer

i) A list of ten (10) signatures of full members.
ii) The proposed membership fee.
iii) A constitution for the club or society to include:

a) The name of the club/society;

b) The aims and objects of the club (which shall not be contrary to those of the Union);

c) Regulations relating to membership eligibility;

d) Provision for the election of a Committee to include as a minimum a Chairperson, a Secretary and a Treasurer.

e) The responsibilities of the Committee.

f) Provision for General Meetings for all members of the Club or Society;

g) Provision for an Annual General Meeting at which an income and expenditure account shall be presented and approved.

h) Provision for Union statement on equal opportunities

3.0 Money for Clubs and Societies

3.1 The Central Executive Committee shall earmark a sum in the Union budget, which shall be for grant aid for recognised clubs and societies. The proposed budget allocation must be approved and ratified by the Student Council.

3.2 To receive funding an eligible club / society shall submit a budget proposal to the Clubs and Societies Officer. This should be submitted at the appropriate times: (last day of October, January and April).

3.3 Budget proposals will be presented to the Central Executive Committee and Student Council by the Clubs and Societies Officer. Allocations will be made on the basis of the level of activity in the club /society, the number of members it has and special equipment and travel considerations. A contingency fund shall be set aside, the value of which shall be determined by the Clubs and Societies Officers.

3.4 Autumn budget allocations shall be approved at the first meeting of the Student Council in the new academic year. Allocations for the spring and summer terms will be approved in subsequent Student Council meetings.

3.5 All Clubs and Societies shall be given a budget number. Any request for expenditure must be approved by the Central Executive Committee and paid by cheque.

4.0 Clubs and Societies AGM/ Committee

4.1 The Annual General Meeting of all Clubs and Societies shall be held before the end of October of each year. This meeting will elect the Clubs and Societies Committee. Each club and society must elect one representative to the Clubs and Societies Committee.

4.2 There shall be at least one Clubs and Societies General Meeting per term. All Committee members shall attend unless reasonable apologies are submitted.

4.3 The quorum of all Clubs and Societies General Meetings shall be 50% + 1 of the Committee membership.

4.4 The Committee Secretary is responsible for arranging the dates of meetings and must inform the members at least five (5) College days in advance. Agendas must be available two (2) days in advance of the meeting.

4.5 Changes to this Schedule can only be made at a Clubs and Societies General Meeting and must be ratified by the Student Council. In the absence of a Student Council meeting the Central Executive shall have the power to ratify. This shall be reported to the next Student Council meeting.

5.0 Responsibilities of Clubs and Societies

5.1 No-one from a club or society may commit either the club or society or the Union to any expenditure without prior authorisation through the Union's budgetary control system.

5.2 The club or society shall be responsible for promoting itself during Freshers' Week to encourage new membership.

5.3 Each club and society Committee will produce an activities report and the Treasurer will submit an income/expenditure sheet to the Central Executive Committee at the end of each term, following a request from the SU President.

5.4 Clubs and societies shall not hold their own bank accounts. All finance will be administered through the Union.

5.5 Clubs and societies shall hold no funds whatsoever outside the Union accounts.

5.6 The club or society President shall be responsible for the smooth running of any social events and activities and shall be responsible for convening of general meetings.

5.7 The Secretary shall be responsible for publicising general meetings, providing agendas and taking minutes of the meetings.

5.8 The Treasurer shall be responsible for ensuring as far as reasonably possible that all expenditure is legitimate and that it does not exceed the club or society allocation for that year. The Treasurer shall also ensure that an accurate list of all equipment purchased is kept and all equipment loaned by the Student Union is returned at the end of the academic year.

5.9 The Treasurer shall ensure that all income received by the club or society is paid directly into the Student Union account.

6.0 The Treasurer shall ensure that an income and expenditure account for the previous academic year is presented to the Clubs and Societies Annual General Meeting and copies are sent to the Student Council.

6.1 Failure to abide by these regulations and the Union constitution may result in suspension of the club or society by the Student Council.

SCHEDULE THREE

1.0 STANDING ORDERS FOR THE CONDUCT OF MEETINGS
HOW DO UNION MEETINGS WORK

1.1 Meeting regulations shall apply in full to all Student Council meetings. They shall apply to all Committee meetings of the Union in terms of conduct of meetings.

2.0 Who can come to Student Council?

2.1 Any full member of the Union may attend Student Council meetings in accordance with clause 4.1. Any individuals who are not full members but who wish to attend must receive permission from the meeting.

3.0 Who may speak at Student Council?

3.1 Any full member of the Union may speak at Student Council. Any individual who are not full members may only speak with the permission of the meeting.

3.2 Any member wishing to speak must raise their hand. The Chair of the meeting shall decide the order of speaking when this is not clear.

4.0 Who may vote at Student Council?

4.1 Only full members of the Student Council who are present at the meeting may vote.

4.2 The Chair of the Student Council may not vote unless the vote is tied, in which case they may have the casting vote.

5.0 How to get things done

5.1 All items for discussion and decision (hereinafter to be called 'Debates') shall be submitted to the Student Union Manager five (5) College days before the meeting. Amendments to the Constitution and Schedules must be submitted seven (7) college days before the start of the meeting

5.2 All Debates shall require the signatures of at least two full Union members. These shall be known as the proposer and the seconder(s).

5.3 The President shall be responsible for publication of details of all Student Council meetings seven (7) College working days before the meeting on Union notice boards and in available Union publications.

5.4 Changes to debates may be submitted by any full member of the Union. The changes require the signatures of at least two full members and shall be submitted to the President twenty four (24) hours before the start of the meeting.

6.0 Who runs the meeting?

6.1 The President shall be responsible for the agenda and publicising the meeting

6.2 The President shall take the Chair of the first meeting of the Academic year. The Vice-President Welfare and Academic will take the chair in the Presidents absence.

There shall be an election for a Chairperson and a Deputy Chairperson at this meeting. Nominations are acceptable from individuals who are not full members of the union as long as they are proposed and seconded by full members of the Union.

7.0 What is talked about at the meeting?

7.1 The Agenda of meetings shall normally be taken in the following order:

• Checking the minutes of the previous meeting for accuracy.
• Matters arising from the minutes of the last meeting.
• Reports from the Central Executive.
• Reports from the Site Representative/s
• Other Reports.
• Debates.
• Any other business.

All debates shall be run as follows:

7.2 Every Debate shall have a proposer and a seconder. The proposer shall speak on the Debate first. It shall then be open for discussion and may be withdrawn only with the consent of the meeting. Any changes to the debate will be raised after the proposer has spoken.

7.3 Only one Debate shall be discussed at any one time. The first set of changes to a debate shall be proposed immediately after the Debate has been proposed.

7.4 The Chair shall invite and take a speech against the changes.

7.5 The Chair shall balance the number of speeches for and against the changes. They shall also leave time for questions before the vote.

7.6 The proposer of the changes shall have the right to sum up before a vote is taken on them.

7.7 In the event of any Changes being carried, which were not accepted by the proposer of the original Debate, the changed debate shall be held by the proposers of the changes.

7.8 When all changes have been voted upon, the main Debate shall be discussed and voted upon.

7.9 The holders of the Debate shall have the right to sum up on the debate immediately before the vote is taken.

8.0 There shall be no new information or points of information during the summing up speech.

8.1 Emergency Debates may be moved if and only if they deal with matters, which have arisen since the date for submission of motions, and if a two-thirds majority vote for the discussion of this motion. The Debate should be submitted in writing to the Chair before the start of the meeting.

8.0 Points of Order (Matters relating to the conduct of the meeting)

3.25 A point of order may be raised at any time, except during a vote unless it relates to the way the vote is being conducted. A point of order can include:

(a) A request for a count to ensure that there are enough people at the meeting to make it quorate.
(b) A request for a ruling from the Chair on the conduct of the meeting.
(c) A request for a Constitutional interpretation.
(d) A request that a person who is not a full member of the Union shall be allowed to speak.
(e) A request to stop the normal business of the meeting to deal with a specified issue.

9.0 Changing how the meeting is run (Procedural Motions)

9.1 A motion on how the meeting proceeds can be proposed by any member of the meeting at any time apart from during a vote. These can cover such issues as:

(a) having no confidence in the chairperson.
(b) having another round of speeches,
(c) moving straight to a vote,
(d) adjourning the meeting,
(e) having a secret ballot
(f) Request for a recount on a vote.
(g) Referring the issue under discussion to another body e.g. the Central Executive Committee
(h) To vote on different parts of the issue under discussion separately.
To not vote on the issue under discussion.

After the procedural motion has been proposed there will be a speech against. If there are no further speeches for and against there will be a vote. The procedural motion will be passed if it succeeds in getting a simple majority of those voting

10.0 GENERAL RULES

10.1 Points of information may be raised by any member providing that the speaker occupying the floor signifies their intention to give way.

10.2 Points of order, which take precedence over any other business and upon which there shall be no discussion, may be raised by any member.

10.3 Debates shall require a simple majority to be decided except where otherwise specified in the Constitution.

10.4 Any request to stop the normal business of the meeting shall apply for the duration of the matter under discussion only.

10.5 In event of any situation arising not being covered by meeting regulations then the Chairperson shall rule on the procedure to be adopted. Such ruling shall be subject of any challenge under procedural motion above.

11.0 Union General Meetings (UGM)

11.1 The Central Executive Officers shall be responsible for convening a General Meeting of students at the Site/s at least once per term. They shall publicise the date, time and venue of the meeting, as well as inviting items of discussion at least five (5) College working days before the start of the meeting.

11.2 Debates should be submitted to the Site Officer at least 24 hours before the start of the meeting.

11.4 Any changes to Debates should be submitted to the chair in writing before the start of the discussion on that item.

11.5 All meeting regulations shall apply

11.6 All Debates decided at Union General Meetings shall be submitted to the next available Student Council for approval.

SCHEDULE FOUR

FINANCE SCHEDULE

1.0 Budgets

1.2 The Union shall submit an annual budget to the Student Council for approval, in order that it might pursue its aims and objectives effectively, Once approved the Union shall propose the budget to the college and governing body of the Corporation. The governing body of the Corporation may provide a sum of money in the form of a grant, which shall meet these requirements as far as possible.

1.3 This shall be submitted to the governing body in line with college budgetary timings and procedures.

1.3 The Union financial year shall run from August 1st to July 31st.

2.0 Accounts

2.1.1 The President working with the Student Union Manager shall have the accounts prepared and audited by an independent auditor before presenting them to the Student Council for ratification. Once ratified they will be presented to the Governing Body.

2.2 The Student Union Manager shall be responsible to the Union for the keeping of accounts and shall exercise supervision over all Union finances, subject to decisions of the Central Executive Committee and of the Student Council.

3.0 Bank Accounts

3.1 There shall be a bank account held in the name of the Union. There shall be three signatories to the account:

(a) The President
(b) The Student Union Manager
(c) VP Welfare and Academic

3.2 The collection of all money due to the Union shall be the responsibility of the Student Union Manager, who shall be notified promptly of all money due to the Union, and shall inform the Central Executive Committee of any outstanding monies.

4.0 Limits on payments

4.1 All expenditure on student activities over £200 shall be approved by the Central Executive Committee. All expenditure over £600 shall be approved by the Student Council.

4.2 The Student Union President in conjunction with the Student Union Manager shall have the power to authorise expenditure on activities, goods or services up to £100.00 provided that such expenditure is reported to the Central Executive Committee.

4.3 The Student Union Manager shall be responsible for the operation of the petty cash account and shall present a record of transactions once a month to the Central Executive Committee.

5.0 Contracts

5.1 No financial agreement (e.g. a leasing contract) may be entered into which involves a financial commitment beyond the term of office of the Executive Committee, unless specific authorisation is given by the Student Council.

5.2 All contracts for activities or events shall have three signatories from the following list:

(a) The President.
(b)Clubs and Societies Officer
(c) The Student Union Manager

All parties listed should be notified and given the details of contracts requiring signatures.

5.3 All other Union and trading contracts should be signed by the President and the Student Union Manager following approval by the Central Executive Committee.

6.0 Budget

6.1 Budgets shall be drawn up for all areas of proposed expenditure in line with college budgetary timings and procedures. The Central Executive Committee shall draw up the proposed areas for approval by the Student Council.

6.2 The President shall provide the Student Council and the Corporation with a financial statement once a term.

7.0 Sabbatical Officers
7.1 If the budget has specified an amount for a Sabbatical Officer this shall be based on the APT & C scale 1 point 9. The salary shall be for 52 weeks paid net after having made all deductions necessary. Both the President and Vice-President Welfare and Academic will be granted a full EU fee waiver.

8.2 Sabbatical Officers shall not normally take leave during term time. There will be no compensation for sabbatical leave not taken during the sabbatical year.

9.0 Security and Insurance

9.1 The Union shall be responsible for maintaining proper security at all times for all stock, stores, furniture, equipment, cash etc., under its control. The Student Facilities Officer shall inform the Central Executive Committee in any case where security is thought to be defective or where it is considered that special security arrangements may be needed.

9.2 The Student Union Manager shall be responsible for ensuring that proper insurance cover is undertaken, including fire risks, theft, damage and loss etc. of property employers' liability.

10.0 Events

10.1 All events undertaken or provided by the Union must be costed and budgets prepared.

10.2 Annually the Central Executive Committee shall draw up a proposed budget. Subject to approval and ratification by the Student Council, this shall form the basis of all entertainment expenditure.

10.3 Records of all expenditure for events shall be kept. The Student Union Manager shall advise the Central Executive Committee when the limits laid down in the budget set are likely to be exceeded. The Entertainments Officer must ensure that agreed budgets are not exceeded, unless the necessary approval has been given before the proposed expenditure.

11.0 Expenses to Union Members

11.1 Any full member of the Union may receive expenses for cost and inconvenience personally incurred whilst on Union business. Rates will be in accordance with a schedule published annually by NUS.

11.2 Expenses must be authorised by the Student Union Manager. All expense claims must be supported by a receipt or an explanation.

12.0 Petty Cash

12.1 The Petty Cash limit shall be £75.00. The Student Union Manager shall ensure that Petty Cash stays at or below this limit and that a record is kept of all advances and expenditure.

Donations

12.2 The Union shall not make donations or affiliations to any organisation without the aims and objectives of the Union. The Union may allow for its facilities to be used for special events, which raise money for a specific charity or cause. Only the net profit from such events may be passed to the charity.

SCHEDULE FIVE

Job Descriptions

The PRESIDENT, who shall be a trustee of the Union, shall:

Be the prime representative of the Union and seek to involve as many students in the Union as possible

Attend the Corporation, as Student Governor, and other relevant college committees and report back to the Union. The Student Governor will not be bound by any mandate.

Liase with the NUS both nationally and regionally and ensure that the Student body is aware of Union issues.

Lead delegations to NUS National Conference, Regional Conference and Area Conference and report back to the Student Union Council.

Promote the Student Union throughout the college

Be accountable for all aspects of the Student Union budget in conjunction with the Student Union Manager

Be the prime representative of the Union to liase with the College and community in matters affecting students

Compile a report on his / her activities for consideration at the Student Union Council.

Meet with the Returning Officer and ensure that elections happen in accordance with the Union Constitution; notify the Student Union Council of the resignation of any Union officer and ensure the Student Union Council decides appropriate action.

Chair and participate fully in Central Executive Committee meetings.

Maintain all legal documentation relating to the Union, including the Constitution, Instrument and Articles of Government, the Student Union Code of Practice and all legal advice

Ensure that each Union Officer compiles a report on upcoming activities for each meeting of the Student Union Council and for wider circulation.

Ensure that a report is presented to the Student Council on the activities of the Union over the previous year. After approval this should be submitted to the College Corporation and logged in the Union Office and college library.

Ensure that each Site Officer compiles a report on upcoming activities for their Site over the next academic year. The outgoing President should present this to the College Corporation together with a budget for the activities.

Be a member of the Student Council and ensure that the decisions made are implemented.

Be responsible for publicising all Student Council meetings, receiving debates and changes for discussion and circulating agendas and minutes to members of the meeting.

In addition the President shall also:
• Adhere to office protocol
• Adhere to the Health and Safety at Work Act
• Adhere to Equal Opportunities Policies (Appendix Three)
• Adhere to Disability Discrimination Policies
• Adhere to Confidentiality Policies
• Adhere to Fire Safety Regulations
• Adhere to College Policies where they do not impede any other policy in operation with the Student Union either at institutional or national level.

The PRESIDENT shall also:

Regulate expenditure of the Union in such a way as to maximise Student Union activities.

Be responsible for ensuring that the Union draws up and approves an annual budget.

Be responsible for the gathering information on discounts and promoting these to students.

Be responsible for the development of clubs and societies in conjunction with Clubs and Societies Officer

Present an update of Income and Expenditure to each meeting of the Student Union Council.

Act as signatory to the Union account.

Ensure, as far as possible, that all financial transactions are legitimate, and that the necessary paper work and receipts are kept for all transactions.

Ensure that the Union accounts are audited annually, and that they are presented to the Corporation.

In conjunction with the Clubs and Societies Officer, allocate grants to clubs and societies and monitor their expenditure.

Provide guidelines to all budget holders on financial control and planning.

Present reports to the Central Executive Committee and the Student Council

The VICE- PRESIDENT WELFARE AND ACADEMIC, responsible to the SU President, shall:

Represent Colchester Institute Student Union in the absence of Student Union president and to be responsible for Student Union welfare policy.

Be responsible for representing students in disciplinary or academic appeals cases.

Establish, maintain contact and provide information from groups and organisations, which work on welfare issues; maintain and order stocks of information as required.

Establish an enquiry service, and advertise its availability on each of the sites.

Deal with, but NOT counsel, students who have welfare problems, respecting confidentiality at ALL times.

When necessary, refer students to the College counsellors or other relevant organisations

Attend any relevant training/briefing days for Student Union Welfare Officers.

Liase with the Student Services team regularly to find out what problems students are experiencing in College and take account of these when campaign planning.

Campaign on, and raise awareness of, welfare issues as agreed by the Central Executive Committee.

Attend Institute meetings where the presence of the Student Union is required and disseminate information to the student body e.g. Academic Standards Committee and Equal Opportunities Steering Group.

Maintain contact with course representatives and academic centre representatives over the year and represent their views and concerns to the College through the Academic Board and other appropriate forums.

Propose budgetary spending in the area of welfare and present suggestions to the Central Executive Committee.

Present reports to the Executive Committee and the Student Council

Participate fully in all meetings

In addition the Vice President Welfare and Academic shall also:
• Adhere to office protocol
• Adhere to the Health and Safety at Work Act
• Adhere to Equal Opportunities Policies (Appendix Three)
• Adhere to Disability Discrimination Policies
• Adhere to Confidentiality Policies
• Adhere to Fire Safety Regulations
• Adhere to College Policies where they do not impede any other policy in operation with the Student Union either at Institutional or national level.

The CLUBS AND SOCIETIES OFFICER, responsible to SU President, shall:

Represent Colchester Institute Student Union in the absence of Student Union president and to be responsible for Student Union clubs and societies policy.

Co-ordinate clubs and societies across Colchester Institute

Encourage existing clubs and societies to affiliate to the Union and develop new clubs and societies

Work with the colleges Student Enrichment Officer to develop sporting activities across college.

Present club and society budget proposals to the Central Executive Committee and Student Council

Monitor the clubs and societies budget

Ensure that Union resources are fairly allocated to all Clubs and Societies.

Co-operate with local businesses and centres to provide facilities, training and equipment at discounted rates to students.

Attend any relevant training/briefing days for Student Union Clubs and Societies Officers.

Produce all clubs and societies literature

Be responsible for all clubs and societies equipment

Present reports to the Executive Committee and the Student Council

Act as a reserve Student Union representative in student disciplinary or academic
appeal cases.

Participate fully in all meetings

In addition the Clubs and Societies Officer shall also:
• Adhere to office protocol
• Adhere to the Health and Safety at Work Act
• Adhere to Equal Opportunities Policies (Appendix Three)
• Adhere to Disability Discrimination Policies
• Adhere to Confidentiality Policies
• Adhere to Fire Safety Regulations
• Adhere to College Policies where they do not impede any other policy in operation with the Student Union either at Institutional or national level.

The SITE OFFICER, responsible to the SU President, shall:

In conjunction with the President, ensure the interests of the students at their site are represented across college and at Student Council.

Convene the Site Committee meeting at least once a month.

Ensure that Union activities are publicised on their site.

Ensure the provision of a Union stall at enrolment at their site.

Co-ordinate Union activities in that Site

Promote elections for course representatives and Union Officers to encourage participation.

Represent students from their site on issues that are unique to that Centre.

Facilitate the development of a regular Union publication, and encourage student involvement from their site in its running.

Carry out other duties as laid down by the Central Executive Committee and the Student Council.

Be a member of the Central Executive Committee and the Student Council, and present reports to each.

Propose budgetary spending for their site and present suggestions to the Central Executive Committee.

Act as a reserve Student Union representative in student disciplinary and academic
appeal cases.

In addition the Site Officer shall also:
• Adhere to office protocol
• Adhere to the Health and Safety at Work Act
• Adhere to Equal Opportunities Policies (Appendix Three)
• Adhere to Disability Discrimination Policies
• Adhere to Confidentiality Policies
• Adhere to Fire Safety Regulations
• Adhere to College Policies where they do not impede any other policy in operation with the Student Union either at Institutional or national level.

The ENTERTAINMENTS OFFICER, responsible to the SU President, shall:

Propose budgetary spending in the area of entertainments and present suggestions to the Central Executive Committee.

Organise and publicise a variety of entertainment and other social activities to reflect the interests of all sections of the student body.

Meet with Site Officers to ensure that all social activities are publicised to students at ALL sites.

In conjunction with the Site Officers, consult with students at the beginning of the year and design an entertainment's programme for the whole of the year on the basis of information received.

Establish and maintain contact with relevant clubs, societies, companies and organisations

Meet with local business to secure reductions for students on leisure activities.

Establish and maintain contact with relevant officers at other colleges in the county and region.

Establish and maintain contact with NUS ENTS.

Be responsible for the promotion and marketing strategy behind ALL Student Union events

Be responsible for the sale and distribution of tickets and the collection of monies for activities.

In conjunction with the Finance Officer/SU Manager ensure that all money from ticket sales is banked as soon as possible.

Act as a reserve Student Union representative in student disciplinary and academic
appeal cases.

Participate fully in all meetings

In addition the Entertainments shall also:
• Adhere to office protocol
• Adhere to the Health and Safety at Work Act
• Adhere to Equal Opportunities Policies (Appendix Three)
• Adhere to Disability Discrimination Policies
• Adhere to Confidentiality Policies
• Adhere to Fire Safety Regulations
• Adhere to College Policies where they do not impede any other policy in operation with the Student Union either at Institutional or national level.

The STUDENT FACILITIES OFFICER, responsible to the SU President, shall:

Be responsible for all equipment and facilities owned by the Student Union including the Common Room, Office and The Den.

Propose budgetary spending in the area of student facilities and present suggestions to the Central Executive Committee.

Maintain all IT equipment owned by the Student Union

Advise the student Union President when any new equipment is required.

Ensure that all Student Union IT equipment is compatible with the Institute network.

Regularly update the Student Union website and the Colchester Institute web pages on Student Union in liaison with the Institute MPU team

Liase with the Institute Facilities and Estates and IT Services teams when necessary

Act as a reserve Student Union representative in student disciplinary and academic
appeal cases.

Participate fully in all meetings

In addition the Student Facilities Officer shall also:
• Adhere to office protocol
• Adhere to the Health and Safety at Work Act
• Adhere to Equal Opportunities Policies (Appendix Three)
• Adhere to Disability Discrimination Policies
• Adhere to Confidentiality Policies
• Adhere to Fire Safety Regulations
• Adhere to College Policies where they do not impede any other policy in operation with the Student Union either at Institutional or national level.

APPENDIX ONE

COMPLAINTS PROCEDURE

1.1 Any complaint about the Union shall be addressed to the President or an individual officer of the union.

1.2 The President shall make a written reply within ten (10) College days.

1.3 If the complainant is not satisfied with the response they may appeal to the Clerk of the Corporation. The Clerk shall respond to the complainant within ten (10) College days. If the case is complex and cannot be resolved within a ten-day period, a holding response would be issued which will set out an anticipated timetable for resolution.

1.4 Complaints regarding the Student Union President should be addressed to the Student Union Manager and vice versa.

APPENDIX TWO

OPTING OUT

1.0 Every student shall be able to relinquish their right of membership of the Union.

1.1 A student who opts out of the Union shall continue to have the right to attend Union run events and participate in the activities of Clubs and Societies.

1.2 A student who opts out of the Union shall not be able to participate in the democratic and decision-making function of the Union. This includes not being able to stand for any officer or representative position, including club and society committee members, as contained in the Union constitution.

1.3 A student wishing to opt out must indicate this within six weeks of the start of their course in writing to the Clerk of the Corporation.

1.4 A student who has opted out who wishes to become a member of the Union shall notify the Clerk in writing. The Clerk shall then inform the President. If the application falls within twenty (20) College days of nominations opening for a Union election, the student will not be eligible to take up the full privileges of membership until the nomination period has closed.

APPENDIX THREE

DISCIPLINARY PROCEDURE

1.0 Members of the Union shall be expected to abide by this Constitution and its Schedules at all times, as well as the Union's Equal Opportunities Policy.

1.1 If a student is deemed to have breached the rules of the Union their conduct shall be examined by a panel of two Central Executive Committee members and the Student Union Manager.

1.2 The Disciplinary Committee shall be convened within seven (7) working days of the alleged offence occurring. The student shall be given written notification of the time, date and place of the hearing, together with written notification of the alleged breach, at least three days before the hearing.

1.3 The Disciplinary Committee shall call witnesses to give evidence as appropriate. They shall ask questions of the witnesses. The student or his/her representative may also ask questions of the witnesses.

1.4 The student or his/her representative may call their own witnesses to give evidence. They may ask questions of the witnesses. The Committee may also ask questions of the witnesses.

1.5 The Disciplinary Committee shall then deliberate in private on the matter and decide on the appropriate action to be taken. The ultimate sanction shall the suspension of Union membership for a period of time.

1.6 If the student is unhappy they may appeal to an Appeals Committee made up of six (6) students appointed by the Student Council. The student shall be notified in writing at least five (5) working days in advance of the meeting.

1.7 The Appeals Committee shall hear the reason for the appeal and the rationale behind the original decision. They shall also hear any new evidence that has emerged since the disciplinary meeting. The matter shall be put to the vote and the decision shall be final.