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Executive Role Review – Policy passed at Union Council

The following is the final policy passed at Union Council on 31 January 2011.

Executive Role Review

This Union Notes

1.            Union Council’s decision on 13 December 2010 to amend the Sabbatical Officer roles (Motion 3)

2.            Union Council’s resultant mandate to the Executive Committee to propose the changes necessary to the Executive Officer roles and responsibilities to complement the new Sabbatical Structure at the January 2011 meeting of Union Council

3.            The requirement that Southampton University Students’ Union must register as an independent Charity in 2011 and as a consequence, the review of its governance structure, notably the composition of its Trustee Board

4.            The removal of Administrative Officers from the new Standing Orders adopted at the AGM on 13th May 2010

This Union Believes

1.            That the role of Trustee requires a high level of integrity and commitment

2.            That it is not feasible for volunteer students to effectively fulfil the roles of both Trustee and Executive Officer at the same time

3.            That the structure of the political leadership of SUSU must be transparent and clear

4.            That there is currently confusion, disparity and inequality between the roles of Administrative and Executive Officers

5.            That the Executive Committee has a limited constitutional role

This Union Further Believes

1.            The role of Executive Officer and Trustee should be separated

2.            That once separated, it is less clear about the difference between Executive Officers and Administrative Officers

This Union Resolves

1.            To make changes to the Governance structure by amending the composition of the Trustee Board, removing Executive Committee and non-Sabbatical Executive Officers and creating a new category of Student Leader incorporating a mixture of currently existing Executive and Administrative Officers to lead SUSU’s activities

2.            To therefore amend the constitution as outlined below:

A. To amend the makeup of the Trustee Board: Delete Standing Order 2 clause 1.1 and replace with:

1.1       The Union Management Board (UMB) is formed of the following people:

(a)    President (Chair),
(b)   All other Sabbatical officers
(c)    2 Student trustees with portfolio
(d)   4 Student trustees without Portfolio
(e)   4 non-members (appointed by Union Council)

B. To create the two student Trustees with Portfolio: Insert new clause 4 in Standing Order 2 – UMB, and renumber subsequent clauses:

2.      Roles and responsibilities of trustees

2.1   All Trustees will be expected to

(a)    Fulfil all duties and responsibilities of a Trustee as promoted by the Charities Commission.
(b)   Be responsible for ensuring that the Union is administered in accordance with its Constitution, the associated Standing Orders and by-laws, and all current law as it relates to Students’ Unions
(c)    Promote the Aims and Objectives of the Union on every campus of the University.
(d)   Act fairly and reasonably in the making of any decision.
(e)   Act in the best interests of the Union and to not seek any personal gain from the term of office.
(f)     Ensure that all property and investments of the Union are prudently and efficiently administered

2.2  The Trustees with Portfolio will be:

(a)    Ethical and Environmental Officer who will:
  • Be responsible for implementing an effective environmental and ethical policy within the Union
  • Monitor and take steps to ensure the Union’s activities and services have a minimal impact on the environment and are positively ethical
  • Co-ordinate awareness campaigns and events around our ethical and environmental impact
  • Be responsible for implementing an effective equal opportunities policy within the Union
  • Monitor and take steps to ensure the Union’s activities and services are accessible to all members
  • Co-ordinate awareness campaigns and events around equality issues
(b)   Equality & Diversity Officer who will:

C. To amend the timetable for elections, ensuring new Student leaders and trustees are included:  Delete Clause 6.1 (a) to (c) of Standing Order 5 and insert new:

(a)    Sabbatical Officers
(b)   Student trustees (with and without portfolio)
(c)    Ordinary members of Union Council

D. To remove Executive Committee: Delete Standing Order 3 Clause 8 and renumber

E. To remove the existing non-Sabbatical Executive Officers:  Delete Standing Order 4.9 to 4.17

F. To create Student leaders:  Insert new Standing Order 5 and renumber all Standing Orders:

Standing Order 5 – Student Leaders

Each of the Union’s student led activities has a Sabbatical ultimately available to support them and be held accountable for their work.  The direct student leadership comes from voluntary officers. This section describes who those leaders are and what their role is.

1.      Generic Student Leader Role Descriptions

1.1  General

(a)    Student Leaders shall normally hold office from the 1st July for 1 year
(b)   All Student leaders are required to attend training in their areas of work.
(c)    To conduct their work in a professional manner and uphold the reputation of the Union
(d)   To represent and promote the Union locally, nationally and internationally
(e)   This list is not exhaustive; the officers may, from time to time, undertake such other duties as required by the needs of the post or as directed by the appropriate Union Committees or President.
(f)     The individual responsibilities and major duties of the Officers are prescribed below, and reviewed by the Union at least once every three years.
(g)    No person who holds the position of Sabbatical Officer or Student Leader may hold any other office in the Union, safe for that as Trustee which they may stand for.
(h)   In the case of an Officer resigning or being recalled, the President has the discretion to appoint a member of the Union or any other Union Officer to act in the capacity of the vacant role.  A recalled Officer may not her/himself be appointed as the acting Officer.  Such an acting Officer takes office from when appointed until the result of the election for the vacancy is declared.  An acting Officer has no vote on any committee on which they are a member.

1.2  Student Representative

(a)    To ensure that as much time as is practical is spent providing for and delivering to students at all the various sites of the University.
(i)      To actively engage with students, encouraging an ethos of participation & involvement in all Union activities.
(j)     To ensure all students involved in their activity areas are fully aware of the relevant law, policies and procedures relating to their activity.
(k)    To report back on all activities undertaken to Union Council as required.

1.1              Work Responsibilities

(a)    To work in partnership with relevant officers and staff in all areas of work.
(b)   To produce plans for the effective handover of duties to the incoming Student Leaders.
(c)    To devise, submit and monitor all budgets in their activity area, to ensure there are no negative variances.
(d)   To act as a point of contact for Union members and external bodies
(e)   To follow the Equality Policy of the Union representing disadvantaged and minority groups in all areas of student life, ensuring that they are able to play as full a role as they wish without fear of harassment or discrimination.
(f)     To follow the Health & Safety and Environmental & Ethical Policies of the Union, ensuring our impact is positive.
(g)    To be held accountable to Union members

2.      One Faculty Representative for each University Faculty

2.1              The Senior Course Representative in their Faculty

2.2              The co-ordination of the relevant student academic representatives

2.3              Working with the aforementioned representatives and the VP Academic Affairs to represent student views to SUSU and the University

3.      Postgraduate Students’ Officer

3.1              Monitor and take steps to ensure the Union’s activities and services are accessible and welcoming to Postgraduate Students

3.2              To represent the interests of Postgraduate students locally, nationally and internationally

3.3              Co-ordinate events and activities that support Postgraduate students

2.      International Students’ Officer who will:

3.4              Monitor and take steps to ensure the Union’s activities and services are accessible and welcoming to International Students

3.5              To represent the interests of international students locally, nationally and internationally

3.6              Co-ordinate events and activities that support international students

4.      The Edge Editor

4.1              To co-ordinate section editors, writers and contributors to The Edge and co-ordinate the design and layout of each edition of The Edge

5.      Surge Radio Station Manager

5.1              To co-ordinate the operation and output of the radio station, and co-ordinate all DJs, sub-committee members and contributors

6.      Wessex Scene Editor

6.1              To co-ordinate section editors, writers and contributors to the Wessex Scene and co-ordinate the design and layout of each edition of the Wessex Scene

7.      SUSUTV Station Manager

7.1              To co-ordinate the operation and output of the TV station, and co-ordinate all technical and creative contributors and sub-committee members

8.      Athletic Union Clubs Officer

8.1              To oversee and co-ordinate general administration in the Athletic Union

8.2              To assist the Vice President Sports Development on Athletic Union issues and with the development of the Athletic Union

8.3              To take a lead in organising key events throughout the year that allow student groups to demonstrate their talents and skills

9.      Sports and Health Officer

9.1              To take a lead on issues affecting participation in sport and recreational activities University wide

9.2              To co-ordinate participation and health programs

9.3              To take a lead on schemes to engage with under-represented groups in the Athletic Union

10.  Community Volunteering Officer

10.1          Develop student led community volunteering projects

10.2          Develop reward systems and social support for the volunteer

11.  Halls of Residence Officer

11.1          To Work with each JCR team to co-ordinate activities and support for students in halls of residence

12.  Performing Arts Officer

12.1          Represent and promote the activities of the Performing Arts Society to the students union and to the local community

13.  Raise and Give (RAG) Officer

13.1          Co-ordinate and approve all charitable activity within the Students’ Union

13.2          Promote charitable causes and actions

14.  Societies Officer

14.1          Work with the relevant officers and staff to ensure the effective running of societies

14.2          Represent the interests of societies

15.  Student Enterprise Officer

15.1          Co-ordinate and promote the enterprise activities of our students

15.2          Promote the benefits of community volunteering within the student community

16    Union Films Cinema manager

16.1     To coordinate the operation and output of the cinema, and coordinate all volunteers and sub-committee members

17    Southampton General Hospital (Site) Officer

17.1          Work with the relevant officers and staff to ensure SUSU activity and services are accessible to students at this site.

17.2          Represent the interests of students studying at Southampton General Hospital

18    National Oceanography Centre (Site) Officer

18.1          Work with the relevant officers and staff to ensure SUSU activity and services are accessible to students at this site.

18.2          Represent the interests of students studying at the National Oceanography Centre

19    Outreach (Site) Officer

19.1          Work with the relevant officers and staff to ensure SUSU activity and services are accessible to students at this site.

19.2          Represent the interests of students studying outside Southampton and Winchester

20    Winchester (Site) Officer

20.1          Work with the relevant officers and staff to ensure SUSU activity and services are accessible to students at this site.

20.2          Represent the interests of students studying at Winchester campus

This Union Mandates:

1.         Constitution Committee to revisit the entirety of the Standing Orders to ensure all inter-relations are resolved and report back to Union Council any decisive changes.

2.         Executive Committee to carry out a review of the role and makeup of Union Council and bring proposals to the March Council Meeting.

3.         The President to create a process which ensures all affected Standing Committees and current officers are consulted on the method, timing and constituencies for the elections of Student Leaders.

4.         Constitution Committee to bring back the related constitutional changes to a future meeting of Union Council such that Student Leaders can be elected in the Summer Term of 2011.

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