Regulation 1: General Regulations.
These by-laws and policies of the Union are not subject to ratification from the Governing Body and/or the Charity Commission.
The Board of Trustees and Union Council shall have the power, when necessary, to repeal and/or amend by-laws as to the management of the Union and its working practices, provided that such by-laws shall not be inconsistent with the Constitution.
The final interpretation of these by-laws sits with the Board of Trustees.
1. Principal Office Positions of the Union
1.1 There are to be two (2) principal elected Officer Trustees as per Regulation 4, 1.1 – 1.3 of these By-Laws, who shall serve in office from the 15th June to the 14th of the following June, for no longer than two (2) consecutive terms in accordance with the Education Act (1994).
1.2 Officer Trustees shall be elected in accordance with Regulation 7 of these by-laws and shall be known as Sabbatical Officers.
1.3 Each Sabbatical Officer will be allocated an annual allowance included within the Union budget discussed and approved by the Board of Trustees.
1.4 Sabbatical Officers are subject to a contract of employment and therefore, should an Officer resign, another will be consulted by the Board of Trustees to take on any additional responsibilities.
2. Removal from Office
2.1 Sabbatical Officers may be removed from position by:
2.1.1 A petition of no confidence completed by 2% of active Union members including a proposer and a seconder.
2.1.2 An elected member of the Union Council proposing a motion of no confidence including a proposer and a seconder.
22.214.171.124 The proposer and the seconder of a motion of no confidence must be a current member of the Union Council.
126.96.36.199 Upon Recieving a motion of no confidence, the meeting Clerk will notify the Cheif Executive or their designated deputy. They will:
188.8.131.52.1 Inform the subject of the motion of no confidence within one working day of the motion being recieved by the Clerk.
184.108.40.206.2 Ensure a notification of the motion of no confidence being recieved is announced to members via the Union's website.
220.127.116.11 Motions of no confidence presented to Union Council are to be voted upon within the committee and must recieve a majority to pass.
2.2 The Union Chief Executive and/or Chair to the Board of Trustees shall ensure that an officer to whom the motion refers is given the opportunity to speak in opposition.
2.3 Motions of no confidence must state the reason(s) why the Officer should be removed from office, this is to include:
2.3.1 Neglect of duties to the post as detailed in the job descriptions.
2.3.2 Failure to adhere to the signed student charter.
2.3.3 Persistent failure to adhere to the Union Code of Conduct (Appendix D).
2.3.4 Gross misconduct.
2.4 Successful motions of no confidence shall be communicated to the Chair of the Board of Trustees, or their designated Deputy if the subject of the motion is the Chair as a matter of Urgency. The Sabatical Officer shall cease their duties and be suspended on full pay until the Chair or their Deputy has confirmed the correct process has been followed.
Up to four (4) Union Councillors to represent campuses not represented by members attending as Identity Community Leaders
18.104.22.168.1d Four (4) Course Reps; one from each campus.
22.214.171.124.2Panel quoracy is as follows:
126.96.36.199.2a One (1) Student Trustee, and;
188.8.131.52.2b Six (6) other non-Trustee members
184.108.40.206 Purpose of Scrutiny
220.127.116.11.1 Overview and assess the work of Sabbatical Officers against their job description and role profiles.
18.104.22.168.2 Ensure that each Sabbatical Officer is performing adequatley in their rolee and to provide support and suggestions for improvement.
22.214.171.124.3 Act as a critical friend to support Sabbatical Officer plans through recommending alternatives or additional courses of action where felt necessary and appropriate.
126.96.36.199.4 Receive details, where relevant, of Sabbatical Officer political expenditure.
188.8.131.52.1 Meetings shall take place at least four times.
184.108.40.206.2 All meeting shall be scheduled in line with Union Council and Board of Trustee meetings to ensure appropriate reporting and a smooth.
220.127.116.11.3 Students can call an additional meeting through:
18.104.22.168.3a On Request by majority of Scrutiny Panellists;
22.214.171.124.3b A petition signed by 100 members
126.96.36.199.4 Meetings of the scrutiny panel shall ordinarily be open for students to observe. In exceptional circumstances the scrutiny panel ay exclude members from the meeting and sit in private. The scrutiny committee guidance document shall provide guidance document shall provide guidance on when a private sitting may be necessary.
188.8.131.52 Scrutiny Panel power and actions
184.108.40.206.1 Each Sabbatical Officer shall provide a written report detailing their work since the previous meeting and the progress they have made towards their set goals. The format of the report shall beoutlined in the scrutiny panel guidance document.
220.127.116.11.2 The Panel shall also receive information of the days of leave and Time of in Lieu (TOIL) taken by the Officer during the relevant period.
18.104.22.168.3 The Panel shall review Sabbatical Officer reports alongside key information on student needs.
22.214.171.124.4 The Scrutiny Panel has the power to determine one of the following outcomes for Sabbatical Officers:
126.96.36.199.4.1 Approve: Sabbatical Officer activity which is on track.
188.8.131.52.4.2 Motivate: Used in the instance of Sabbatical Officer underperformance or lack of progress towards goals.
184.108.40.206.4.2a In this instance the Sabbatical Officer would be required to enhance reporting, and seek member approval from various areas of contention.
220.127.116.11.4.2b Specific goals to improve performance should be set which are commiserate with issues raised.
18.104.22.168.4.3 Investigate: Used in the instance of a Sabbatical Officer misconduct issue, or a persistent lack of progress towards goals.
22.214.171.124.4.3a In this instance, the Panel may require further investigation.
126.96.36.199.4.3b The Panel may require the Sabbatical Officer to engage in public reportingor accountability measures, and/or report ways to resolve issues.
188.8.131.52.4.3c Any additional reports or actions may be subject to student approval as deemed necessary by the Panel and which is commiserate with issues raised.
184.108.40.206.4.4 Removal: Used in an instance of gross misconduct, persistent underperformance or harmful behaviour.
220.127.116.11.4.4a A recommendation for a motion of no-confidence would be made to Union Council.
If the motion is submitted to Union Council, it must follow the process as described in Regulation 5 of the By-Laws.
18.104.22.168.5 The scrutiny panel guidance document may set out in further detail a framework for arriving at each outcome.
22.214.171.124.6 After every meeting, the Chair shall report to Union Council and produce a written statement of the outcomes for each Sabbatical Officer, along with comments explaining how the panel came to its position and any recommendations for improvement or additional support for the Officer.
126.96.36.199.7 At the first Scrutiny Panel of the year, Sabbatical Officers shall submit their individual and collective goals for the year ahead, in line with the accountability matrix set out within the scrutiny panel guidance document. This should iclude an indication of cost and timelines.
188.8.131.52.8 In the case where the Scrutiny Panel believes that disciplinary action is required of a Sabbatical Officer, the Panel may propose a motion to Trustee Board.
4.6.2 Student Experience Assembly
184.108.40.206 There shall be a Student Experience Assembly.
220.127.116.11 The Student Experience Assembly shall provide places for members representing the following groups:
18.104.22.168a BAME Students
22.214.171.124b Commuting Students
126.96.36.199c International Students
188.8.131.52d LGBTQ+ Students
184.108.40.206e Mature Students
220.127.116.11f Part-time Students
18.104.22.168g PGT/PGR Students
22.214.171.124h Students as Parents and Carers
126.96.36.199i Students with disabilities
188.8.131.52j Women Students
184.108.40.206k Representative of each School of study within UCA
4.7 Appoint associate members as deemed necessary.
5. Composition and proceeding of the Union Council
5.1 To meet at least five (5) times in an academic year.
5.2 The Sabbatical Officers shall be responsible for the agenda and publicity of the meetings.
5.3 The Chair of the Union Council will be elected by those present at the first meeting after the by-elections.
5.3.1 If all Union Councillors waive the Chair role, the Chair will default to one of the Presidents until the next meeting
5.4 In the event of any situation arising not being covered by meeting regulations then the Chair shall rule on the procedure to be adopted with such ruling being subject to the approval of the Council by majority vote.
5.5 In the event of the Chair being in conflict or alleged to be in conflict with an item under discussion, the Chair should be resigned for the duration of the discussion to a Deputy Chair elected at that time by a majority of the Union Councillors present.
5.6 Any member may request that any item be discussed in full, provided that adequate notice is given in advance of the meeting.
6. Identity Groups
6.1 There will be autonomous community liberation groups who will self-govern. This must include spaces for students who self-define as:
6.1.1 BAME (Black, Asian, and minority ethnic).
6.1.2 Disabled Students.
6.1.3 LGBTQ+ (lesbian, gay, bisexual, trans, queer plus).
6.1.4 Women Students.
6.2 The Union Councillors shall seek to ensure representation of the following groups are considered at council:
6.2.1 International Students.
6.2.2 Post Graduate Students.
6.2.3 Further Education Students.
6.2.4 Mature Students.
6.2.5 Part Time Students.
6.2.6 Students with carinf responsibilities