The Constitution of the Students Union

Sections:

I Name

II Aims and Objectives

III Conduct and Accountability

IV Membership

V Officers

VI General Meetings

VII The Executive Committee

VIII Union Clubs and Societies

IX The Students’ Union and the College Authorities

X Minutes

XI Union Finances

XII Amendments

XIII Standing Orders

XIV Indemnity

XV Interpretation

SCH1 Schedule I: Student Union Code of Conduct

1. The Corporations Forward

2. Name

3. Aims and Objectives

4. Relationship with the Corporation

5. Charitable Status

6. Freedom of Speech

7. Membership

8. Voting Rights

9. College Representation

10. Opt Out Arrangements

11. Constitution

12. Finance

13. Affiliations

14. Sabbatical/Paid Officer

15. Accountability

16 Complaints Procedure

17. Sanctions

18. Interpretation

19. Dissolution

20. Conclusion

SCH2 Schedule II: Elections of the Student Union

0. Preamble

1. Process

2. By-Elections to the Executive Committee

SCH3 Schedule III: Union Finances

SCH4 Schedule IV: Clubs and Societies

SCH5 Schedule V: Standing Orders

- Introduction

- Convening General Meetings

- Agenda

- The Chair

- Speaking

- Voting

- Motions

- Amendments

- Procedural Motions

- General Rules

THE CONSTITUTION OF THE STUDENT UNION

1. Name
There shall be a Students’ Union at Dudley College (hereinafter referred to as “the College”) the name of which union shall be the “Dudley College Students Union” (hereinafter, referred to as “the Union”).

2. Aims and Objectives
Pursued without regard to gender, race, religion, age, sexuality, class, belief or disability and independent of any political party or religious body.

The aims and objects of the Union shall be:-

2.1 To advance the education of its members.

2.2 To promote the general welfare of its members.

2.3 To encourage societies, sports and social activities organised by its members.

2.4 To act as a channel of communication between its members and the College and other bodies.

3. Conduct and Accountability
The conduct of the Students Union shall be determined by the Student Union Constitution and the College’s “Code of Practice” in accordance with Schedule 1.

4. Membership

4.1 All registered students at the College may be members of the Union. In accordance with the “Education Act 1994: Student Union Reform” (hereinafter referred to as “the Act”.) students shall have the power to “opt-out” of Union Membership in accord with the College’s S.U. Code of Practice.

4.2 If over the age of 16 on the 1st September before starting their course, they shall be required to pay (or, have paid on their behalf by the College or other body) such registration fee as shall be determined by the Corporation.

5. Officers

5.1 The officers of the Union shall be:-

5.1.1 The President of the Union who shall be ex-officio a student member of the Corporation (College)

5.1.2 The Senior Treasurer, or his/her representative. Such an officer shall not have a vote. The Senior Treasurer shall be a member of staff of the College nominated by the Principal.

5.1.3 The Student Union Liaison Officer, who shall be a member of the staff of the College nominated by the Principal. This officer shall not have a vote.

5.1.4 The three vice presidents

5.1.5 The Student Treasurer

5.1.6 The Secretary

5.2 The Officers of the Union shall be elected in accordance with Schedule 2.

6. General Meetings

6.1 The General Meeting of the Union shall be the supreme governing body of the Union.

6.2 There shall be three kinds of General Meetings of the Union namely

“Ordinary General Meetings”

“Annual General Meetings”

“Extraordinary General Meetings”.

6.3 There shall be at least one Ordinary General Meeting in the Autumn and Summer term of the College Academic Year. There shall be an Annual General Meeting during the Spring Term of the College Academic Year. All General Meetings which are neither Ordinary General Meetings nor Annual General Meetings shall be Extraordinary General Meetings.

6.4 An Extraordinary General Meeting must be held within three College Days of the Secretary receiving a written request from anyone of the following:-

6.4.1 The Executive Committee (as hereinafter mentioned) of the Union.

6.4.3 Any twenty full members of the Union.

Such a meeting shall discuss only that business for which it was called which must be specified in the written request.

6.5 At least ten college working days’ notice shall be given of all Ordinary General Meetings; and at least twenty four hours’ notice of all Extraordinary General Meetings. Notice of all motions bearing the names of proposer and second, shall be submitted to the Secretary of the union in writing not less than two college days before the ordinary general meeting at which they are to be discussed. The final agenda for all General Meetings shall be posted on the Union Notice Board at least twenty four hours before that meeting.

6.6 Amendments to the constitution should normally be dealt with at a General Meeting.
All such proposed amendments must be posted on the SU Notice Board at least five
College working days before that Meeting. No amendments shall come into force
without the prior approval of the Corporation.

6.7 The quorum for Annual, Ordinary and Extraordinary General Meetings shall be twenty
members of the Union.

6.8 At all General Meetings a quorum must be present throughout the proceedings. In the
event at any stage of a General Meeting of the full members of the Union present not
forming a quorum all remaining business of the meeting shall be deemed lost.

7. The Executive Committee

7.1 The Executive Committee of the Union shall be constituted as follows:-

7.1.1 The President of the Union who shall be Chair ex officio.

7.1.2 The Vice President -Student Union - Broadway Campus

7.1.3 The Vice President -Student Union - Rowley Campus

7.1.4 The Vice President -Student Union - Mons Hill Campus

7.1.5 Secretary of the Student Union

7.1.6 The student Treasurer of the Student Union

7.1.7 One Equality and Diversity Officer

7.1.8 One Student Support and Welfare Officer

7.1.9 One Environmental and Health Officer

7.1.10 One Community and Outreach representative

7.1.11 The Student Union Liaison Officer

7.1.12 The Senior Treasurer

7.1.12 Such other persons (not exceeding five in number) being members of the Union, as the Executive Committee shall appoint.

(All the above members shall be elected as hereinafter mentioned).

7.2 The elected members of the Executive Committee shall be elected in accordance with Schedule 2 hereinunder.

7.3 The functions of the Executive Committee shall be to take steps generally to promote the social, cultural and athletic life of the College and the Welfare of the students, and to carry out the wishes of the members of the Union as expressed by resolution of General Meetings. The Executive Committee shall be responsible for the day to day administration and finance of the Union in the manner laid down in Schedule 3 and the College’s SU Code of Practice.

7.4 The Union shall be empowered to employ permanent staff and the Executive Committee shall regulate terms and conditions of employment of such staff.

7.5 The Senior Treasurer shall act in an advisory capacity to the Executive Committee and shall monitor Union expenditure in accord with “the Act” and College’s Code of Practice.

7.6 The Executive Committee shall present audited accounts of finances of the Union to each Annual General Meeting, and then, subject to the approval of the accounts by the Meeting, to the Governors. The Union's Accounts shall be available to all members in accord with "the Act”.

7.7 The Executive Committee shall meet at least fortnightly during term time. The quorum for each such meeting shall be four.

7.8 Any member of the Executive Committee who fails to attend three consecutive meetings of the Committee without presenting apologies to each meeting, shall be deemed to have resigned.

8 Union Clubs and Societies

All recognised union Clubs and Societies shall be formed and administered in accordance with Schedule 4.

9 The Students’ Union and the College Authorities

The use of College premises for all student activities shall be regulated by the College and a member of the Executive Committee shall be appointed by that Committee as Diary Secretary. Every request for use of the premises must be submitted to the Diary Secretary who shall present such requests to the SU Liaison Officer at least one week before the premises are required. Any use of the College premises for the holding of meetings must conform with the "Student Union Code of Practice" and "Freedom of Speech Code of Practice”. In particular, a platform will not be given to anyone infringing the union’s Aims and Objects as laid out in this Constitution, nor potentially bringing the College or Union into disrepute.

10 Minutes

At all General and Executive Committee Meetings minutes shall be taken which will be confirmed, with any necessary corrections, at the next following General and Executive Committee meeting respectively. A copy of the minutes of each such meeting shall, as soon as possible after the meeting, be displayed on the said Union Notice Board. Confirmed Minutes of each such meeting shall be so displayed as soon as possible after confirmation.

11 Union Finances

The organisation of Union finances shall be conducted in accordance with the requirements of Schedule 3 and “the Act” together with the college’s SU Code of Practice.

12 Amendments

12.1 The General Meeting shall normally be the sole body competent to amend this Constitution.

12.2 All amendments to this Constitution shall normally require a two-thirds majority of all those present at a General Meeting and entitled to vote, but shall not take effect without the prior approval of the Corporation.

12.3 In the event that legislative or other mandatory requirements necessitate urgent change to the Constitution then the Corporation’s representative(s) may amend this constitution. This will however only be permitted in exceptional circumstances.

13 Standing Orders

The Standing Order set out in Schedule 5 shall apply to all General and Executive Meetings.

14 Indemnity

14.1 Every Executive Member for the time being of the Union or member of Staff of the Union shall be indemnified in respect of all liabilities incurred in the proper execution of duties. Should any Executive Member for the time being of the Union, not being a paid employee of the union, sustain any loss or injury in the proper performance of duties, he or she may at the discretion of the Executive Committee be compensated by a payment from the assets of the Union. Such payment shall not exceed £1,000 and shall not be in any way be constructed as an acceptance of liability by the Union for the loss or injury.

14.2 Any claim arising from any act or omission which the Officer concerned knew was a breach of duty or which was committed in reckless disregard of whether it was a breach of duty or not shall be excluded from the terms at 14.1.

14.3 The Union is responsible for arranging Insurance for its officers against claims for breach of duty and to pay the premiums for such insurance from Union funds, subject to the insurance not covering excluded claims specified above.

15 Interpretation

In the event of a dispute as to the interpretation of any part of this Constitution excepting the parts relating to the Code of Practice, the ruling of the President shall be sought. In the event of a challenge to the ruling of the said President, the decision of the “Independent Person” referred to in the “Code of Practice” shall be final and binding.

SCHEDULE I: THE STUDENT UNION CODE OF CONDUCT

1. Corporation’s Foreword

Dudley College Corporation fully endorses the Student Union and welcomes its valuable contributions to College life. The Governors, Principal and staff of the College are eager to work with the Student body in order to ensure a representative Union which operates in a fair and democratic manner, is accountable for its finances and works to its own written constitution.

The Governors and Principal will strive to provide an appropriate level of support for the Student Union both financially and in any other agreed appropriate manner.

2. Name

There shall be a Students' Union at Dudley College (hereinafter referred to as “the college”) the name of which union shall be the “Dudley College Students Union”(hereinafter referred to as “the Union”).

3. Aims and Objective

Pursued without regard to gender, race, religion, age, sexuality, class, belief, or disability and independent of any political party or religious body.

The primary aims and objectives of the Union shall be:

3.1 To advance the education of its members.

3.2 To promote the general welfare of its members.

3.3 To encourage societies, sports and social activities organised by its
members.

3.4 To act as a channel of communication between its members and the College and other bodies.

4. Relationship with Corporation

4.1 It is expressly understood that the Union is a separate body from the Corporation and that the corporation has no obligation (whether direct or indirect) in respect of debts and liabilities of the Union. All such debts shall remain the responsibility of the elected members of the Executive Committee and the members of the Union.

4.2 It is required that the Union shall state in all official communications and contracts that it is not legally a part of the Corporation.

5. Charitable Status

5.1 Although constitutionally and financially the Students’ Union is a separate body from Dudley College some legal case law suggests that the Union may share Dudley College’s status as an educational charity. In any event, funding or resources provided through Dudley College should not be used other than for charitable educational purposes. On this basis; the Union’s funds, facilities and other resources must not be used for any purpose other than for the benefit of its members as students at Dudley College and particularly not in support of any particular political, religious or other cause. The funds and
resources of the Students Union must be used exclusively for broadly educational purposes, which may include the social and general well being of its members as students at Dudley College.

6. Freedom of Speech

6.1 Section 43 of the Education (No.2) Act 1986 imposes a duty on all governing bodies and individual members of governing bodies to take such steps as are reasonably practicable to ensure that freedom of speech within law is secured for members, students and employees of the institution and for visiting speakers.

6.2 In accord with the requirements of this act Dudley College shall maintain a freedom of speech code of practice which sets out the procedures for meetings and other activities and the conduct required. The Students Union shall, in the conduct of its affairs be bound by the terms of this code of practice.

6.3 Information relating to the Freedom of Speech Code of Practice shall be made available to the Student body in the College Prospectus.

7. Membership

All registered students at the College shall be members of the Union if they so desire. This definition encompasses all hours or pattern of attendance and extends also to Students on franchised courses of Higher Education. Students must be currently registered.

8. Voting Rights

All members of the Union shall have full voting and other Union rights regardless of hours or pattern of attendance.

9. College Representation

9.1 The College shall designate a member of staff to operate as the Student Union Liaison Officer and ensure effective links between the College and the Union.

9.2 The College shall designate one member of staff to operate as Senior Union Treasurer thereby ensuring on-going financial accountability in relation to the Union’s finances.

9.3 No one staff member shall operate as both the Senior Treasurer and Student Union Liaison Officer. The Student Union executive shall be consulted with regard to the appointment of the above posts.

10. Opt Out Arrangements

10.1 All members of the Student body shall be informed in the college prospectus and the College charter of their right to “opt out” of Union Membership.

10.2 The standard method of opting out of Union membership shall require the individual concerned to put in writing to the College’s Student Union Liaison Officer their wish not to be a member of the Union.

10.3 The Student Union Liaison shall maintain a register of all students who have elected to opt out of Union Membership. It is the responsibility of individual students to check directly with the Student Union Liaison Officer that they have been logged on the register. This register shall be made available for inspection by the Governors at least annually.

10.4 The Governors shall ensure that those Students who have opted-out of Union membership are not unfairly disadvantaged.

All members of the Student body shall therefore have access to all activities, events and services organised by the Union regardless of whether or not Students are members of the Union.

For those services which attract a charge non-union members shall be liable to an additional 10% charge.

10.5 Opted-out Students do not have the rights to stand for Union Office, vote in elections or participate in union meetings.

11. Constitution

11.1 The general conduct of the union shall be determined by a written constitution which has been approved by the Governors. Copies of this can be obtained from the Student Union Liaison Officer.

11.2 The constitution shall encompass considerations such as the definition of officers; election of officers; type, frequency and calling of meetings constitution and function of the Student Union executive; representation on college bodies; Union finances; standing orders; clubs and societies; affiliations; indemnity; interpretations; etc.

NB The above list is intended to be indicative rather than Exhaustive or prescriptive.

11.3 The Student Union Liaison Officer shall be responsible for ensuring that all proposed amendments to the Union constitution shall not take effect without the prior approval of the Governors.

12. Finance

12.1 The Student Union Executive shall submit to the Governors the Union’s proposed budget for each academic year by the end of the Autumn term.

12.2 The Senior Treasurer shall have direct responsibility for ensuring that all Student Union expenditure is monitored and controlled in accord with the terms of the Constitution and the budget agreed by the Governors.

12.3 The Student Union Liaison Officer shall provide details of expenditure and income to date in a termly report.

12.4 The Student Union accounts will be subject to external audit annually and the Governors shall receive a copy of the Audit report.

12.5 The Student Union itself shall produce a Financial report annually for distribution to the Student body (including details of any organisations which the Student Union has
made donations to) copies to be made available at key locations rather than being mass produced eg: Student Services, Student Union Office.

12.6 The Union shall produce as part of its constitution a “fair” procedure for allocating Student Union funds to groups or clubs within the College.

12.6.1 Whilst recognising that Students are entitled to freedom of speech and that groups or clubs should not be ineligible for support on the grounds of political causes, opinions or other views it would be reasonable for the Student Union to refuse to support clubs or groups whose activities seemed likely to bring the
Union or College into disrepute. This especially but not exclusively applies to groups/societies whose aims or practice discriminate on the grounds of gender, race, disability social class, religion or nationality.

12.6.2 It is the responsibility of the Student Union Liaison Officer to ensure that any club or society likely to bring the Union or College into disrepute is brought to the attention of the Governors.

13. Affiliations

13.1 The Student Union may take the decision to affiliate to external organisations in accord with the requirements of the “Education Act” 1994: Student Union Reform”.

13.2 In order to affiliate to an external organisation it is necessary for 5% of the student body to make requisition for a secret ballot of all members.

The arrangements for the requisition and secret ballot is to be undertaken by the Student Union Liaison Officer in conjunction with the Union Executive.

13.3 Any decision of the Union to affiliate to an external organisation must be published and must state the name of the organisation and any subscription/fee or donation paid, or to be paid to the organisation.

Copies of any such decision will be displayed in the Student Union Office and the main Student Services Guidance Centre.

13.4 The Student Union Executive will put to its members annually (in April) the opportunity to review affiliations to external organisations. Members will have the opportunity to approve the current list or raise objections. A copy of current affiliations will also be submitted via the Student Union Liaison Officer to the Governors. 5% or more of the membership can requisition a ballot of the Union to a particular organisation.

14. Sabbatical/Paid Officer

No person appointed to a sabbatical or paid union office may serve for more than two years even where the years of service are not consecutive.

15. Accountability

15.1 The 1994 Education act explicitly places responsibility on the College’s governing body for compliance with its provisions.

The primary mechanisms to ensure compliance with both the General Duty and specific responsibilities are detailed throughout this code of practice and main areas are summarised below:

15.2 The College shall designate a Student Union Liaison Officer and Senior Treasurer to work with the Union.

15.3 The Student Union Liaison shall produce a termly report detailing activities and issues relating to the Student Union.

15.4 The Governors shall review the College Prospectus and Charter annually to ensure that all relevant information such as opt-out arrangements are made available to all students.

15.5 The Governors shall review annually the Student Union Affiliation list provided by the Student Union Liaison Officer.

15.6 The Governors shall approve all amendments to the Student Union Constitution and shall formally review the constitution every 5 years.

15.7 The Governors shall be responsible for the approval of the Union's budget, the monitoring of expenditure and the publication of a financial report, together with all other financial responsibilities contained within the Act.

The Governors will particularly ensure that a financial report is produced and evaluated annually.

15.8 The Governors will be responsible for ensuring that an Independent Person is appointed to deal with complaints relating to the Students Union and that a register of Union complaints is maintained by the Student Union Liaison Officer and examined and reviewed annually.

15.9 The Governors shall ensure that this code of practice is reviewed every five years in conjunction with the Student Union Constitution.

16. Complaints Procedure

16.1 The Governors shall ensure that the Student Union complaints procedure is publicised in the College prospectus.

16.2 Complaints against the Student Union shall in essence follow the format of the College’s complaints procedure.

16.3 In relation to complaints against the Student Union the Quality Manager shall route all official complaints on form DCQM3A/4.8.2. to the Student Union Liaison Officer who will act as the register holder for the Union.

16.4 All complaints against the Student Union will, in the first instance be investigated by the Student Union executive.

16.5 An acknowledgement of the complaint will be sent to the complainant by the Student Union Liaison Officer within 7 days of the complaint.

16.6 A response to the complaint, following investigation, will be sent to the complainant within 28 days, by the Union Liaison Officer.

16.7 The Act requires the Governors to appoint “an Independent Person” to investigate where

16.7.1 The complainant is not satisfied with the response received from the Union Executive.

16.7.2 The complainant is a non-union member complaining about a college failure to
provide him/her with facilities only available through the Union.

This person should have no formal connection with the College as a Governor, member of staff or student and shall be “appointed” via advertising.

16.8 Where a complainant wishes to challenge the response from the Union Executive or move directly to the services of an Independent Person under the circumstances referred to in 16.7 they will be required to put this in writing to the College’s Quality Manager within 7 days of a response from the Executive or 7 days of the date of the incident (as appropriate).

16.9 All investigations carried out by the Independent Person shall be subject to the same time scales as the first stage of the procedure in terms of acknowledgement and response.

16.10 The Independent Person shall provide in writing for the governing body a full account of all complaints, the investigation undertaken and the outcome together with any recommendations.

16.11 Unless the Corporation (or a duly authorised delegate) otherwise decides, the recommendations of the Independent Person will be final and binding on the complainant and the Union.

17. Sanctions

17.1 In the event that the Student Union is found to be operating in a manner which contravenes the terms of its own constitution or the Code of Practice or is found to be operating in a manner which is illegal or which brings the College into disrepute or has a complaint upheld against it, the Corporation shall be empowered to institute appropriate sanctions.

17.2 Sanctions which may be brought to bear shall include the withdrawal of funding or other resources from the Union and the clawback of misapplied funding.

The power to remove some or all the Executive Officers of the Union and require fresh elections to take place shall reside with the Union. The Corporation’s representative (the Student Union Liaison Officer) shall be empowered to call an Extra Ordinary General Meeting to facilitate the above measures, if appropriate.

18. Interpretation

18.1 In the event of a dispute as to the interpretation of any part of this Code of Practice the ruling of the Independent Person (as at 16.11 above) shall be sought.

19. Dissolution

19.1 In the event that the Union should cease to exist, all money, property and assets of the Union shall be held on trust by the corporation for the benefit of the generality of the students at the institution at that time, and (in the absence of any such students) for its educational charitable purposes.

20. Conclusion

This Code of Practice seeks to ensure an effective, democratic Student Union at Dudley College which is accountable to both its members and the Governors.

The Code of Practice does not stand by itself and needs to be read in conjunction with the Student Union Constitution and related procedures in order to provide a fuller picture. The Code of Practice does however provide a broad picture of how the governing body will ensure compliance with the “Education Act 1994: Student Union Reform”, both in terms of General Duty and particular terms.

SCHEDULE II: ELECTIONS OF THE STUDENT UNION

Preamble

The membership of the SU Executive consists of 10 executive positions, and up to 5 co-optees.

The two key principles behind the election system are:

1. That those seeking officer positions are required to put themselves forward to a second ballot
of all elected executive members.

2. That the Student Union reflects the geographical and social diversity of it's members, particularly in relation to the primary place of study. As such the executive committee shall be drawn from elections at the three main colllege campuses namely Rowley Centre, Mons Hill and Broadway

Process

1. The Student Union Liaison Officer shall be the Returning Officer for all Union Elections.

2. The Term of Office of the Officers of the Union and Executive committee shall be from 1st
November in one year until 31st October in the following year.

3. The election of the elected members of the Executive Committee shall take place in the Autumn
Term of the College Academic year on such date as the Returning Officer shall appoint. The
Returning Officer may order the holding of further elections for positions which were not filled
in the preceding Autumn.

4. The dates of all elections and a copy of the election regulations shall be posted on the
Union Notice Board by the Returning Officer at least two weeks before the date of the elections.

5. The Student Union Liaison officer shall prepare nomination forms whereby candidates can be
nominated for either a “generic” officer position or a specific “executive” position.

6. A Nomination Form signed by each candidate together with a manifesto shall be handed to the
Returning Officer (given the size of the institution the returning officer may nominate other
persons/locations – such as Student Services – to accept receipt of nominations on his behalf)
not later than 1700 hours on the day seven days before the date of the election. A list of
candidates (together with the proposers and seconders of each candidate) shall be displayed on
the said Union Notice Board within 24 hours of closure of nominations.

7. The Returning Officer shall give reasonable publicity to the location of the polling station(s) for
the elections.

8. Only members of the Union may stand for election or vote at an election and must produce
acceptable identification.

9. Votes will be cast in sealed ballot boxes or in electronic format providing that the secrecy and integrity of the ballot remains intact

10. Voting slips shall bear the name of each candidate and the “generic” officer position or the specific executive position being contested.

11. The simple majority system of voting shall be employed to determine the result of the election for
each executive position being contested.

12. Rowley Regis, Mons Hill and Broadway campuses shall elect a campus committee consisting of one Vice President of he Union who shall be chair of the campus committee and 9 other students. Students may stand for generic positions or for vice president or both. .

13. There shall be no specific posts advertised for for campus committees. However upon election positions shall be ascribed to site committee officers with reference to adequate representation of Women students, African- Caribbean students, Asian students, part time students, International students, students with disabilities and Lesbian, Gay and bisexual students.

14. The executive panel will then discuss and vote on the allocation of the officer posts. Allocation will be based on a simple majority vote.

By-Elections for members of Executive Committee

If any seat on the Executive Committee falls vacant the Executive Committee shall appoint a successor using one of the following options :

Direct appointment at a vote of the executive committee

Hold an election, a by election can be instigated by a specific motion at a general meeting or written request of no less than 20 students. In all cases the by election must be held within 14 days during the College's academic year.

SCHEDULE III: UNION FINANCES

1. The Senior Treasurer shall be responsible for the keeping of accounts and shall advise on all Union finances in accord with the SU Code of Practice.

2. The financial year of the Union shall begin on the 1st September and end on the 31st August of the following year.

3. The Union shall hold a bank account in the name of the Union, this being the Ordinary Account.

4. The Executive Committee shall control all finances and resources, subject to College controls in the Code of Practice. All expenditure must be authorised by a meeting of the Committee and duly minuted.

5. No contractual agreement shall be entered into with an outside agency unless it has first been submitted to the Executive Committee and countersigned by the Senior Treasurer. All contracts shall be signed by the persons authorised to sign cheques as specified in paragraph 9. The Union shall state in all official communications and contracts that it is not legally a part of Dudley College Corporation.

6. Budgetary estimates of expenditure for the financial year shall be submitted to the Executive Committee by November 30th for approval by the Annual General Meeting in the following January.

7. The Student Treasurer shall be responsible for the operation of the petty cash account (not exceeding £40 per month) and shall present a record of transactions in this account once a month to the Executive Committee.

8. The Executive Committee shall control and operate the Union Bank Account. Cheques shall be signed by the Senior Treasurer or his/her nominee and one other signatory from the list of “Authorised Signatories” for the Student Union Ordinary Account

9. The final decision on financial matters shall rest with the Executive Committee and
the General Meeting, subject to the Senior Treasurer’s responsibilities under paragraphs 1 and 8 of this Schedule, and the Code of Practice at Schedule 1.

10. Any realisation or disposal of the assets and investments of the Union shall not exceed £300 in total in any one academic year without the prior approval of the Corporation.

SCHEDULE IV: CLUBS AND SOCIETIES

1. Any club or society shall be recognised by the Union provided that:-

1.1

1.1.1 A petition for its formation signed by five members of the Union is presented to the Executive Committee.

1.1.2 The membership of the Club/Society is maintained at or above below that minimum number decided by the Executive Committee at the time of the formation of the Club/Society. Failure to maintain the minimum level of membership will result in the society/club being dissolved by the Executive Committee.
and

1.2 The Club/Society presents to the Executive Committee a constitution with the petition providing the following details:-

1.2.1 The name of the Club/Society

1.2.2 The aims and objects of the Club/Society (which shall not be contrary to
those of the Union).

1.2.3 Regulations relating to membership eligibility.

1.2.4 Provision for the election of a Committee of officers.

1.2.5 The responsibilities of the Committee of officers.

1.2.6 Provision for General Meetings of all members of the Club/Society.

1.2.7 Detailed provision for the exercise of financial control.
An application for a grant aid by the Club/Society must normally be presented to the Executive Committee by 31 December of each year.

and

1.3 The Club’s constitutions is approved by the Executive Committee. (The Student
Union Liaison Officer shall be made aware of all proposals, in writing, for new clubs and societies).

2. 2.1 The recognition of a Club/Society may be withdrawn by the Executive Committee if
the Committee receives evidence that the Club/Society is contravening its constitution or the Code of Practice.

2.2 At least one member or the Club/Society formed above must be present at the
Executive Committee when required by the Executive Committee. Due notice of 1
week will be given in each case.

2.3 The Corporation may instruct the executive to withdraw recognition from a
Club/Society if it receives evidence that the Club/Society is contravening the SU
Code of Practice or bringing the College into disrepute in any way.

SCHEDULE V: STANDING ORDERS

1. Only the members of the SU Liaison Officer and the Senior Treasurer may attend General and Executive Committee Meetings. Other may attend with the general agreement of the meeting.

2. The Secretary of the Union shall be responsible for the taking of minutes of all General and Executive Meetings.

Convening General Meetings

3. All General Meetings shall be convened by the Secretary of the Union in accordance with this
Constitution.

Agenda

4. Business at General and Executive Committee Meetings shall be taken in the following order:-

Apologies
Minutes of the Previous Meeting
Reports, statements and motions submitted and published in notices convening the meeting.
Any Other Business, which the Chair, may, at its discretion, allow.

The Chair

5. The President of the Union shall ordinarily take the Chair at all Meetings. If the President is absent or relinquishes the Chair it shall be taken by another member of the Executive Committee nominated by the President.

6. The Chair shall be the sole interpreter of Standing Orders.

7. The Chair shall be responsible for the conduct of the meeting. When the Chair speaks, all other members shall be silent.

Speaking

8. Members wishing to speak shall so indicate by addressing the Chair. The Chair shall decide right of priority in speaking.

9. No member’s speech shall exceed 5 minutes except with the express permission of the Chair.

10. No member shall speak more than once on the same motion except with the express permission of the Chair, or

10.1 to answer questions on a report
or 10.2 as indicated in Standing Order 19.

11. No member shall use offensive language. In the event of a member doing so the Chair shall ask that person to withdraw the remark. If that member fails to comply with this request that member shall be requested to withdraw from the meeting.

Voting

12. Each member shall have one vote on each resolution put to the vote. In the event of a tie, a
re-count shall take place. If after two re-counts the voting is still tied, the Chair shall exercise a second or casting vote.

13. Voting on motions put forward at a General meeting shall be by show of hands.

14. No votes shall be recorded on behalf of any member not present.

15. Tellers shall be appointed by the Chair when a vote is taken.

Motions

16. Every motion shall have a proposer and a seconder. The proposer shall move the motion which shall thereafter be open for discussion and may be withdrawn only with the consent of the seconder.

17. The proposer of any motion shall have the right to sum up on the debate immediately before the vote is taken.

18. There shall be no new information during the summing-up speech.

19. In the absence of any discussion, the Chair shall ask if there be any further speeches and, if not, shall put the motion to the vote.

Amendments

20. There shall only be one motion or amendment before the meeting at any one time. The first amendment to a motion shall be proposed immediately after the motion has been proposed.

21. The proposer of the amendment shall have the right to sum up before the vote is taken.

22. In the event of any amendment being carried which was not accepted by the proposer of the original motion, the amended motion shall become the substantive motion.

23. When all amendments have been voted upon the substantive motion shall be debated.

Procedural Motions

24. The following procedural motions may be put:

24.1 a vote of no confidence in the Chair
24.2 that the motion be not put
24.3 that the motion be now put
24.4 that Standing Order ………. Be suspended
24.5 that the meeting be temporarily adjourned for a specific time
24.6 that the matter lie on the table
24.7 that the matter be referred to a General Meeting or the Executive Committee
24.8 that the motion be referred back for investigation or re-examination
24.9 that the meeting move to next business
24.10 that the motion be voted on in parts
24.11 that the meeting be closed.

25. Procedural motions shall have a proposer and seconder.

26. Procedural motions shall be debated in the order of priority listed in Standing Order No. 24.

27. Procedural motions number 24.1, ,24.3, 24.4 and 24.11 may be moved on a point of order. All other procedural motions may only be moved by members called to speak by the Chair.

28. If Procedural Motion 24.1 is put, the Chair shall vacate the Chair as specified in Standing Order 5. The proposer shall state the case, the person who has just vacated the Chair shall reply, and the matter shall be voted on immediately. In the event of Procedural Motion 24.1 being carried, the person displaced shall not resume the Chair during the meeting.

29. If Procedural Motion 24.3, 24.8 or 24.11 is put, the Meeting shall vote immediately on the Procedural Motion. If 24.3 is carried the mover of the motion under discussion shall sum up immediately.

30. If Procedural 24.2 or 24.4 to 24.7 are put, the Proposer shall state the case, there shall be one speech against, followed by a summing-up and a vote.

General Rules

31. Points of information may be raised by any member, provided that the speaker occupying the floor signifies the intention of giving way. They shall consist of information offered to, or asked of, the speaker who has given way.

32. Points of Order, which take precedence over any other business and upon which there shall be no discussion, may be raised by any member. They must be framed as a question to the Chair, and be related to the conduct of the meeting.

33. Motions shall require a simple majority except where otherwise specified in the Constitution or Standing Orders.

34. Any suspension of Standing Orders shall apply for the duration of the matter under discussion only.